The PAHWF Grants Process

Transcription

1 The PAHWF Grants Process

2 Spring 2015 Standard Grant Cycle Timeline Fall 2015 February 1 Letter of Intent Due February 24 Committee Review of Letters of Intent March 4 Move Ahead & Declination Notifications March 25 Application Part 1 Due April 1 Application Part 2 Due April 28 Committee Review of Full Applications May 26 Board Review of Committee Recommendations June 1 Funding Announcements July 1 Beginning of Grant Term January 15, month (Interim) Report Due June 30, 2016 End of Grant Term July 15, month (Final) Report Due August 1 Letter of Intent Due August 25 Committee Review of Letters of Intent August 31 Move Ahead & Declination Notifications September 23 Application Part 1 Due September 30 Application Part 2 Due October 27 Committee Review of Full Applications November 24 Board Review of Committee Recommendations November 30 Funding Announcements January 1, 2016 Beginning of Grant Term July 15, month (Interim) Report Due December 31, 2016 End of Grant Term January 15, month (Final) Report Due

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4 Types of Funding: Program Development & Implementation: Capacity Building, Management Development, & Technical Assistance: Capital Infrastructure: This information will be asked on the Letter of Intent. You have the opportunity to check all Types of Funding that apply to your funding request. The Types of Funding below are ordered from highest funding priority to lowest funding priority. Grants for specific programs or purposes. This includes all direct costs related to the provision of a program or service, such as staff salaries. Grants for operational or management assistance, including accounting or budgeting, staff training, strategic planning, fundraising, program planning, legal advice, marketing, and other aids to management. Grants to organizations for constructing, renovating, remodeling, or rehabilitating infrastructure in relation to healthy habits. Match/Challenge: Grants to support contributions provided by other donors or grants awarded that will be paid only if the grantee is able to raise additional funds from another source. This includes capital campaigns. General Operating: Grants for day-to-day operating costs, including staff salaries, or to further the general purpose or work of an organization, rather than for a specific program or purpose. Also referred to as unrestricted grants.

5 Manage Your Grant with the Online Portal Manage current and historical applications and supplemental documents in one online platform. Securely store files such as budget spreadsheets and supporting documents with a passwordprotected portal. Share work with colleagues using the secure messaging tool. Bookmark:

6 Completing the Letter of Intent Tax ID Eligibility Quiz Access to Letter of Intent Are the funds for an individual or an organization? Are you a non-profit, school, library, or governmental entity? Is your program within our service area? Do the activities of your program align with our priorities areas?

7 Organization Philanthropic Information Grantees will be asked to self-identify this information in the Letter of Intent and Full Application. Please note that this information refers to your organization not your program. We may fund Arts & Culture-focused organizations with a Health & Wellness-focused program but not vice versa. Organization Classification Government Public Charity Religious School Public School District Organization Focus/Subject Arts & Culture Civic & Community Higher Education K-12 Pre-K Foundation Health & Human Services Other Recreation & Tourism

8 Organization vs. Program Primary Contact Program Primary Contact* Is the point of contact for the PAHWF-funded program Receives all of the grant correspondence including, but not limited to, Move Ahead Letter (invitation to apply for funding) Grant Award Letter Payments Interim/Final Report information Phone calls/ s from PAHWF Organization Primary Contact Is the point of contact for the entire organization (i.e. President or Executive Director) Serves as a secondary contact to the Program Primary Contact (Usually) signs the Grant Award Letter *If the PPC wins the lottery and resigns from his/her position to enjoy early retirement, please contact PAHWF ASAP so we are aware and do not continue to send information to an unresponsive inbox.

9 Program Description This is the elevator speech for the grant. Make it clear what services the funding will enable your organization to provide.

10 No Formatting! Formatting includes bulleting ( ), numbering (1, 2, 3), and alpha listing (a, b, c). Use the asterisk (*) to list items. Use the Enter key ONCE to space paragraphs. Write your headings in CAPITAL LETTERS. What formatting looks like to PAHWF and its Board:

11 No Formatting: Resolution Retyping your documents into every text field would be very time consuming! The resolution? Save your documents as Plain Text documents. Open your Microsoft Word document. Find File in the upper lefthand corner and choose to Save As. Underneath File name click Save as type. From the drop-down menu, select Plain Text. A File Conversion notification will pop-up. Click Ok. Locate your recently-saved Plain Text document. Open it. Correct any formatting errors. Save it and/or use it for your application. This picture (above) is a snapshot of a Plain Text document.

12 Grant Term Double-check that you have selected the correct dates. Correct: The PAHWF term for which are you applying for funds. There are only three options! Incorrect: Your individual program start and end dates.

13 The Basics 501(c)3 covers Public Charity and Private Foundation Tipping! IRS determination letter is proof but does not cover current status of exemption Tax ID number & Guide Star are our sources for internal check Audited Financials and/or 990 s ensure CURRENT financial compliance to IRS Federal Exemption vs State Exemption Proof of Governmental Status Advanced Fiscal Sponsorship Serves as the main business contact Responsible for the application, all documents, and the grant contract Must be identified in the LOI including its necessity Additional documentation will be requested. Legal Name vs. Doing Business As (DBA) Apply with the Legal Name Use the optional Letter of Intent upload feature to explain the DBA in relation to the Legal Name Schools, Libraries, & Governmental Entities Will fail the Eligibility Quiz Tax ID Use EIN number and provide financial statements

14 Attaching Documents Submitted Not Submitted Attach documents by: Selecting Choose File to choose the appropriate document Clicking Open Clicking Upload to finish uploading your document to your application. A successfully uploaded document will turn into a blue link.

15 Move Ahead Letter A Move Ahead Letter is an invitation to apply for funding and grants you access to the Full Application. The letter also houses any recommendations, requests, or questions from the Grants Committee. The Grants Committee may request that you* Address specific information that missing, unclear, and/or needs more detail to make an informed funding decision. Submit Letter(s) of Support for requests with fiscal sponsorships, potential conflicts of interest, or significant partnerships. Setup a meeting with your Program Officer. *Please note that this list not all-inclusive. Move Ahead Letter requests can be found in two places: 1. Your electronic Move Ahead Letter received via 2. Your Full Application underneath Program Title Due to the capital nature of your request, the Foundation may require demonstration of a match or portion thereof, please use the Leveraged Funds section to detail how this will be addressed.

16 Program Budget An updated Program Budget Form is on its way! You will need the following information to complete it. PAHWF Requested Other Budgeted Totals Actual Expenditures Use detail in line items. Assemble the budget prior to starting your LOI and Application. Relate your budget to the narrative. Include all sources that will contribute to the program which you are asking for support. If your fiscal year does not coincide to the grant term, you are required to report the restricted funds across multiple years (in concert with actual expenditures). Paint a numerical picture of the budgetary needs of the program. PAHWF allows up to 15% of your request to be allocated to overhead expenses. At the conclusion of your grant term, you will report against the approved budget including PAHWF and other funds. Variances will be considered and must be requested prior to expending the funds.

17 Deliverables & Intervention Strategies

18 Shared Measurement Assessment (SMA) Applicants are asked to either participate in a survey (pre- and post-tests) or complete evaluation questions. The Interim and Final Reports are adjusted to the track you take. PAHWF will assign your track based on your Deliverables & Intervention Strategies (see previous slide). LOI Full App. SMA Pre-Test via Algorhythm Evaluation Questions via PAHWF Interim Report Abbreviated Interim Report Interim Report Full Interim Report SMA Post-Test via Algorhythm & Final Report Abbreviated Final Report Final Report Full Final Report

19 Overview Strategies Short & Long Term Outcomes Our community enthusiastically embraces a healthier lifestyle. Different Physical Activity, Nutrition, Infrastructure Development Strategies & Combinations of Strategies Common Constructs for Healthier Lifestyles Overall Goal

20 Overview Looked at literature on the types of programs you implement: Rigorous Semi-rigorous Less rigorous Identified key best practices and outcome indicators. Built assessment tool online grounded on research.

21 Survey Structure at Baseline (Pre) Organizational Characteristics Teaching Knowledge Background Questions Focus Location Strategy Questions Motivating Giving Outcome Questions Energy Opportunity Behavioral Change Population Trying Skills Dosage Pre Question: What was the need in this area? Was your program aimed at changing this?

22 Tailored by Program Components Component A Healthy Eating Component B - Gardening 39 participants with similar program exposure with goals to: Lower or maintain weight Sustain healthy blood pressures Keep food and exercise logs Make meal plans 10 participants with similar program exposure with goals to: Learn how to grow fruits & vegetables Learn how to prepare healthy meals Survey part I Different populations, activities, desired outcomes, length and format Survey part II

23 Survey Structure at Final (Post) Background Questions Organizational Characteristics Focus Location Population Strategy Questions Teaching Motivating Giving Trying Need (Baseline) & Strategy Implementation (Baseline) Projected Outcome Score Need (Baseline) & Strategy Implementation (Final) Actual Outcome Score Dosage