United Way of Central Jersey INSTRUCTIONS Letter of Intent Program Support Grant July 1, 2011 June 30, 2012 Mission: The United Way of Central Jersey provides leadership to create opportunities for a better life for people living or working in our community who are needy, at risk and vulnerable. Vision: Strong and healthy communities where all community members assist each other in becoming productive, contributing members of society, achieving their full potential.
Key Dates: RFP Process Thursday, September 16, 2010 Mandatory Technical Assistance Workshop (9:30am-12:30) Friday, October 8, 2010 Friday, October 29, 2010 Friday, January 7, 2011 January 14 April 20, 2011 April May, 2011 Thursday, May 12, 2011 Thursday, May 19, 2011 Friday, May 20, 2011 Friday, July 1, 2011 Letter of Intent Deadline (12 noon) Invitations to Submit Full Proposals for 2011-2012 Funding Full Proposal Deadline (12 noon) Panel Volunteer Orientation Volunteer review of Applications Including Meetings With Agencies and Site visits. Panel Chairs Meet Between April 2 th and May 6 th Community Needs Committee Final Recommendations for Program Grants UWCJ Board of Trustees Reviews and Approves Recommendations Program Award Notifications and Agreements Mailed Funding of 2011-2012 Programs Begins Expectations for Programs Receiving Support Grants Agencies will follow the guidelines contained within the annual United Way and Agency agreement as well as the Implementation Procedures for Compliance with United Way contract requirements Wednesday August 10, 2011 2011-2012 Revised Operating Budget Within 6 months of close of agency fiscal year Agency Audit and IRS 990 Monday January 30, 2012 Tuesday July 31, 2012 Six-Month Program and Financial Report Six-Month Final Program and Financial Report 2
Table of Contents Page I. Introduction 4 Community Investment Vision Councils 4 Letter of Intent II. Eligibility Requirements 6 III. Priority Impact Areas 7 Children Ready to Succeed 8 Kids on Track 9 Families Living Well 11 IV. Letter of Intent Instructions 12 Purpose 12 Impact Area, Outcomes and Indicators 12 Demonstrated Strategies 13 Submission Procedures 13 V. Full Proposal Instructions 14 Logic Model 1 United Way Logic Model Framework 1 V. Appendices Checklist for Required Agency Documents Appendix 1 Program Related Attachment Checklist Appendix 2 2011-2012 Application Scoring Appendix 3 Suggested Measures for Early Childhood And Youth Programs Appendix 4 3
I. Introduction United Way of Central Jersey invests resources to address the most important needs in our community by collaborating to establish new programs as well as collaborating with existing programs that produce measurable, effective results. Our Mission is to provide leadership to create opportunities for a better life for people living or working in our community who are low-income, at risk and vulnerable. Our Community Investments Every year, United Way of Central Jersey conducts an annual campaign to generate resources for our community. Undesignated contributions raised during the United Way s annual campaign are invested through the Program Investment process. The actual amount of funding available for 2011-2012 funding will not be available until late April 2011, after the conclusion of the 2010 campaign. Community Investment Vision Councils The resources are invested in our community through a volunteer review process. Community Investment Vision Councils are the traditional funding distribution source for United Way. Knowledgeable volunteers make recommendations for investment of United Way funds in programs that improve the quality of life in Central Jersey by: Addressing critical community issues. The Community Investment Vision Councils tackle the issues that can change people s lives in our community by focusing on issues that are most critical. Sharing community goals. United Way works in collaboration with local funders, government and business leaders in our community to determine which issues are most critical and require the most attention. Investing in results. By monitoring the results of community programs and measuring the impact of these programs, United Way can make investments that are proven to build a stronger community, and supported by evidence or literature based data. 4
Letter of Intent United Way will accept Letters of Intent from qualified nonprofit organization to provide health and human service programs that respond to United Way issue areas (see Eligibility Requirements section, page 6). The Letter of Intent will assess the degree to which programs align with United Way community investment priorities, incorporate evidence based research and results oriented methods. In developing the design, process and structure for the July 1, 2011 June 30, 2012 investment cycle, United Way of Central Jersey has adopted an approach that reflects our United Way s focus upon community impact and results, outcomes, measurement, and achievement. Only programs providing primary and/or secondary prevention will be considered. Programs are required to identify the United Way Impact Area being addressed and select a prescribed program outcome (see Priority Impact Area section, pages 8-10). These impact areas reflect United Way of Central Jersey s priorities of services addressing early childhood development and services targeting children at risk. Letters of Intent are due back to United Way of Central Jersey by noon on Friday, October 8, 2010. Knowledgeable members of United Way s Vision Councils, Board of Trustees and other community stakeholders will review the letters of intent and determine whether to request a full program proposal. Full proposals will then be reviewed in the same manner as in previous United Way of Central Jersey funding cycles (including committee reviews and site visits). Programs to be recommended for funding will be presented to the United Way of Central Jersey s Board of Trustees, which has final authority in all program funding decisions.
II. Eligibility Requirements To be eligible to receive funding from United Way of Central Jersey, the applicant agency must: Be a not-for-profit 01(c)(3) organization that is conducting a health and human service program that is meeting the needs of the people residing in Middlesex County and Franklin Township in Somerset County Have bylaws and an active Board of Directors that meets with a quorum at least quarterly, receive financial reports on a regular basis and adhere to a rotation policy which clearly specifies a period of time members are excused from membership and voting Have a stated mission, vision, and strategic plan If required by law, file a Form 990 with the Internal Revenue Service annually Have an annual audit if the agency has gross receipts of $300,000 or more; an audit or review if the agency has gross receipts of $2,000 but less than $300,000; an audit, review or compilation if the agency has gross receipts of less than $2,000 Agency must operate in accordance with state and federal laws. Agency must be in compliance with the Patriot Act. Have developed and implemented a program outcome measurement system (for existing programs) or can demonstrate plans for implementation of a program outcome measurement system (for new programs). Subscribe to the mission of and actively support United Way of Central Jersey as demonstrated by willingness to conform to the United Way of Central Jersey Agency Agreement, including conducting an annual United Way campaign among Board, volunteers and staff. 6
III. Priority Impact Areas United Way of Central Jersey will only provide funding to support operating costs for program with measurable outcomes that fall into one of three issue areas: No other issue areas will be considered. Children Ready to Succeed Kids on Track Families Living Well United Way volunteers, staff and other community stakeholders determined funding priorities. Input was gathered from United Way s Vision Councils, The Community Needs Committee, community service providers and The United Way of Central Jersey Board of Trustees. 7
Table 1 I. Children Ready to Succeed Ensures healthy development and school readiness of children 0 to years old. United Way Funded Programs United Way will measure and report on these outcomes/indicators to determine impact of its investment on the community Funded programs are required to measure at least one funded program outcome that aligns with its primary United Way outcome United Way Outcomes I-A) Babies are born healthy into a supportive environment Services that meet this outcome: Prenatal education and support United Way Indicators I-A-1) Increased rate of infants born full term, decreased low birth weights and other medical complications I-A-2) Reduced interventions for abuse, neglect and illness Funded Program Outcomes I-a-1) Increased rate of infants born full term and/or with decreased low birth weights and other medical complications I-a-2) First time mothers have prepared a nurturing environment for their infants that is free of abuse, neglect or avoidable illness Funded Program Measurements Hospital and public health records Documented knowledge gained through education and professional assessments I-B) Children are developmentally on track and ready to succeed in school Services that meet this outcome: Early Care and Education Parent/family support Mentoring I-B-1) Increased early social and literacy skills to age-appropriate levels I-B-2) Increased number/rate of children developmentally on track I-B-3) Increased quality of childcare I-b-1) Children demonstrate improvement in desired skills at age-appropriate levels I-b-2) Children achieve ageappropriate developmental milestones I-b-3) Childcare centers and teachers successfully complete a licensed child care accreditation process Child assessment tools Child assessment tools such as the ages and stages questionnaire Training and graduation records I-B-4) Increased quality childcare slots for children of low income families I-b-4) Children of low income families achieve ageappropriate developmental milestones through early childcare education Child assessment tools such as the ages and stages questionnaire 8
Table 2 II. Kids on Track Prepares youth ages 6-18 to become accountable adults United Way Funded Programs United Way will measure and report on these outcomes/indicators to determine impact of its investment on the community Funded programs are required to measure at least one funded program outcome that aligns with its primary United Way outcome United Way Outcomes II-A) Youth have enhanced personal and academic success Services that meet this outcome: After-school programs Summer camps Substance abuse Prevention Mentoring II-B) Children are healthy Services that meet this outcome: Family health Parent/family support United Way Indicators II-A-1) Improved standardized test scores II-A-2) Improved graduation rate (8 th and 12 th grade), reduced drop-out rate II-A-3) Student attendance rates and reduced suspensions II-A-4) Student self esteem and commitment to education (ex. improved attitude, attendance, grades, etc.) II-A-) Reduced substance abuse, pregnancy, suicide, HIV/AIDS, and obesity II-B-1) Increased rate of children with recommended immunizations II-B-2) Increased access to routine primary health care II-B-3) Access to specialized care for disabilities Funded Program Outcomes II-a-1) Youth demonstrate improved school academic performance II-a-2) Youth remain in school II-a-3) Youth demonstrate improved attendance rates II-a-4) Youth demonstrate increased assets 1 II-a-) Youth demonstrate an increased knowledge of the consequences of and reduce risky behaviors II-a-6) Youth have safe places and adult guidance for learning and development II-b-1) Families of newborns understand the importance of recommended immunizations and maintain immunization schedule II-b-2) Children are enrolled in affordable primary health care facilities to ensure good health II-b-3) Children receive timely and appropriate treatment and support for disabilities Funded Program Measurements School records assessments of participants School records assessments of participants School records assessments of participants Youth assessment tools Pre-post assessment tool Attendance records, documented achievements, Youth assessment tools Documented immunization rates Documentation of clients, visits and treatments, professional assessments Documentation of clients, visits and treatments ¹Youth developmental assets as identified by Search Institute, www.search-institute.org 9
II-C) Children Live in a safe and nurturing environment Services that meet this outcome: Parent/family support Parenting skills II-C-1) Decreased rate of child abuse and neglect II-C-2) Increased number/rate of children developmentally on track II-c-1) Parents improve parenting skills and/or eliminate abusive or neglectful behavior II-c-2) Improved parentchild interactions through education and mentoring that support child development Documentation of training, pre-post behavior assessment tools, public records Child assessment tools such as the ages and stages questionnaire II-D) Youth are safe in their homes and communities Services that meet this outcome: Violence prevention II-D-1 Decreased rates of abuse and neglect II-d-1) Youth are not abused or neglected II-d-2) Parents demonstrate positive parenting behaviors Program records, Dept. of Human Services Program documentation, Pre-post assessment tool II-D-2) Decreased juvenile crime rate II-d-3) Youth are not involved in the juvenile justice system Program records, Dept. of Human Services II-E) Youth have at least one caring adult in their lives Any of the above Any of the above As above with the appropriate outcomes Services that meet this outcome: Mentoring 10
Table 3 III. Families Living Well Ensures that families are safe and protected, healthy and economically self sufficient United Way Funded Programs United Way will measure and report on these outcomes/indicators to determine impact of its investment on the community Funded programs are required to measure at least one funded program outcome that aligns with its primary United Way outcome United Way Outcomes United Way Indicators Funded Program Outcomes Funded Program III-A) Families are safe in their homes and communities Services that target this outcome: Support services Violence intervention Violence prevention III-B) Families have the ability to maintain social and economic independence Services that target this outcome: Economic services Client Advocacy Client Training III-A-1) Decreased rate of domestic/family violence III-A-2) Increased percent of persons feeling safe in their neighborhoods III-B-1) Reduced homelessness III-B-2) Reduced unemployment/underemploy ment III-B-3) Increased enrollment in economic support programs III-a-1) Families are living free of domestic violence, abuse and neglect III-a-2) Reduced violence and arrests III-b-1) Homeless families placed in affordable permanent sustainable housing III-b-2) Adults with families improve job or job seeking skills and obtain sustainable employment III-b-3) Clients receive the benefits of program enrollment Measurements Documentation of successful interventions/ Pre-post assessment tool Documentation of successful interventions/ Pre-post assessment tool Program documentation and follow-up Program graduation records and documentation of job offers and employment Program records and success rates III-C) Families have access to good nutrition and health care Services that target this outcome: Medical, mental health and food services III-B-4) Increased access to legal services for the disadvantaged III-C-1) Improved health and well being through nutritional feeding programs III-C-2) Increased access to primary health care III-C-3) Decreased usage of emergency rooms for routine health visits III-C-4) Increased access to mental health &substance abuse treatment III-b-4) Clients achieve legal status and recognition to which they are due III-b-) Clients receive legal services that resolve economic issues III-c-1) Families demonstrate good nutrition, health and well-being III-c-2) Families are able to maintain good health through routine access to appropriate private or government health care benefits III-c-3) Families gain routine access to affordable primary health care III-c-4) Families complete treatment goals at discharge Program records and success rates Quantitative program records of clients, meals, other support services Quantitative program records of enrollments Quantitative program records of patients, treatments and presentations Functioning assessment tools/global Assessment of Functioning (GAF) 11
IV. Letter of Intent Instructions Purpose The Letter of Intent is the initial mechanism through which United Way seeks to identify those programs that offer the most promise for helping to achieve the goals, outcomes and strategies of our community investment initiatives. Following review of the Letter of Intent, selected organizations are invited to submit full proposals for program funding related to the three priority vision statements. UWCJ Impact Area Programs must select one issue area under which to apply for funding (review tables 1, 2, 3 on pages 8-10). Although your program may align with more than one issue area, you must identify just one primary issue area for which your program will be accountable in monitoring and measuring impact. United Way Outcome United Way of Central Jersey invests in outcomes and focuses on programs that achieve maximum impact in each issue of the issue areas. Select one United Way Outcome with which your program aligns. Although your program may align with more than one United Way outcome, identify just one primary United Way Outcome for which your program will be accountable in monitoring and measuring its impact. Make sure you include the ID# of the Outcome in the LOI. United Way Indicators United Way indicators provide information on relevant community conditions and long-term community measures of success. Select one or more of the United Way Indicators with which your program aligns, and include the Indicator ID#. Funded Program Outcomes Program outcomes are benefits or changes expected from participants during or after participation in the program. Examples include change in knowledge, skills, attitude, behavior or condition at a participant level. 12
Select at least one Funded Program Outcome on which to measure and report. Remember to include the Program Outcome ID#. Demonstrated Strategies United Way is interested in funding programs that are based on sound research and evidence based practices. A minimum of two research references that indicate the proposed strategies will be effective in accomplishing performance measures must be clearly cited. Submission Procedures Letters of Intent are due back to United Way by 12 noon on Friday, October 8, 2010. Submit TEN COPIES of each Letter of Intent packet and one electronic copy pf the application on CD or e-mailed to June M. Launay (jlaunay@uwcj.org). Unless otherwise specified, use 8 ½ x 11 white paper. Submissions must be typed in 12 point font. Letters of Intent should not exceed the three page form provided. Do not bind or put in folders. Please staple or clip appropriate papers in the top left corner. We cannot accept faxed applications. The completed Letter of Intent packet can be submitted via mail or by handdelivery to: June M. Launay, Director Community Investment United Way of Central Jersey 32 Ford Avenue Milltown, NJ 0880 United Way of Central Jersey will NOT accept Letters of Intent that are faxed, incomplete or late Letters of Intent are due to UWCJ no later than 12 noon, Friday, October 8, 2010 NO EXCEPTIONS WILL BE MADE 13
IV. Full Proposal Instructions Only proposals from programs that have been invited to submit full proposals will be accepted. One (1) original plus ten (10) copies of the July 1, 2011 June 30, 2012 Program Funding Application, including attachments, for each Program must be received by 12:00 PM on Friday, January 7, 2011 at the United Way of Central Jersey (32 Ford Avenue, Milltown, NJ 0880). Applications received subsequent to that date/time will be returned. We cannot accept faxed applications. We would appreciate an electronic copy of the application on CD or e-mailed to June M. Launay (jlaunay@uwcj.org) but that does not substitute for the receipt of the hard copies as noted above. Checklist for Required Agency Documents Appended you will find a check list for required agency documents which should be completed along with the delineated documentation. Note that there is a distinction between information required for currently funded organizations and those agencies that do not now receive financial support from United Way of Central Jersey. Note also that the United Way requires only a single copy of the agency documents regardless of the number of Program Funding Applications being submitted. 14
Logic Model A logic model is a valuable organizational planning, implementation, funding and quality improvement process tool. It describes how a program is expected to work in achieving desired outcomes. This outline is intended to guide you in using the Logic model. Below are the areas included in the model. Inputs are resources dedicated to or consumed by the program. Staff, funding, volunteers, and materials are all examples of inputs. Inputs should be quantified whenever possible (i.e. number of full time equivalent (FTE) social workers). Activities are what the program does to fulfill its mission. Activities include strategies, techniques and/or processes that comprise the program s service methodology. Outputs are direct products of program activities and usually are measured in terms of the volume of work accomplished. Outcomes are benefits or changes for individuals or populations during or after participating in program activities. Outcomes show a change in knowledge, attitude, skills, behavior, conditions or status. For a particular program, there can be various levels of outcomes, with initial outcomes leading to longer-term outcomes. For example, a youth in a mentoring program who receives one-to-one encouragement to improve academic performance may attend school more regularly, which can lead to improved school performance, which can lead to graduation. United Way Logic Model Framework The United Way Logic Model Framework is a detailed outline highlighting what indicators will be used to measure the Funded Program Outcomes (see Tables 1-3). Funded Program Outcomes: Programs are required to select and measure at least one funded program outcome within their selected UWCJ Impact Area. Outcome Indicator: An outcome indicator is a specific item of information that tracks a program s success on the funded program outcomes. Typically expressed in a number or % of change expected. For example, an outcome indicator for a tutoring program may be that 90% of youth participants will demonstrate improved reading skills as measured by a standardized reading test at the end of the school marking period. An effective outcome indicator is: Measurable; Clear; Objective; Manageable for collection and analysis; Realistic; and Sensitive to change. 1
Measurement: The methodology and tool(s) used to objectively measure progress. Include how and when data will be collected. Programs are encouraged to utilize the measurement tools correlated with the funded program outcomes listed on Table 1-3. For additional information on outcome measurement, including the logic model visit United Way of America s Outcome Measurement Resource Network at: http://www.liveunited.org/outcomes/ Additionally, the University of Wisconsin Extension offers a free online self study titled Enhancing Program Performance with Logic Models at: http://www.uwex.edu/ces/lmcourse/ Suggested measurements for Early Childhood programs and Youth programs have also been attached for your convenience (Appendix 4). Scoring A copy of the score sheet used by the panels reviewing the full proposals has been included (Appendix ) as an FYI. This document will provide you with additional insight into how the applications are reviewed in order to help you develop a stronger proposal. 16
Appendix 1 UNITED WAY OF CENTRAL JERSEY Required Information to be Submitted with July 1, 2011 June 30, 2012 Funding Applications CHECK LIST Include ONE COPY PER AGENCY of each of the following: Current Impact Agency Copy of Audit for most recently completed fiscal year Initial Agency Application (funded Agency Status) Copy of Audit for most recently completed fiscal year Copy of IRS 990 Copy of IRS 990 Agency non-discrimination policy, noting date of Board approval Americans with Disabilities Act Compliance Statement Agency non-discrimination policy, noting date of Board approval Americans with Disabilities Act Compliance Statement Current By-Laws Staff Organization Chart List of Board meeting dates January December 2010 Board membership list including address and occupation, noting officers Completed Support Grant Application (One per program) Copy of current strategic plan Current By-Laws Staff Organization Chart List of Board meeting dates January December 2010 Copy of IRS 01(c)3 non-profit status letter, proof of annual registration/ renewal of New Jersey Charitable Registration letter of exemption from sales tax (ST-) Copy of most recent annual report Board membership list including address and occupation, noting officers Completed Support Grant Application (One per program) Copy of current strategic plan Please attach this completed check list to the Program Funding Application(s) Proposals from agencies that do not submit all the required documentation along with the completed Program Funding Application(s) will not be further considered and the proposals will be returned. 17
Appendix 2 UNITED WAY OF CENTRAL JERSEY Program Related Attachments Checklist July 1, 2011 June 30, 2012 Funding Applications Please make copies of these items and Include at the end of EACH application packet II. Identified Need & Demonstrated Strategies A) Documentation of Identified Need (page 4) Attached NA Explanation for NA B) Documentation of Demonstrated Strategies (page 4) journal articles, evaluation reports, best practice research III. Outcomes/Logic Model B) Measurement Tools (page 7) IV. Effectiveness E) Copy of License and Summary of Findings (page 9) F) Summary of Findings of Accreditation (page 9) G) Summary of Review Findings (page 9) V. Organizational Chart A) Program Organizational Chart (page 11) VII. Cooperation With United Way B) Sample of Materials with United Way Logo (page 12) 1
Appendix 3 Agency Name: 2011-2012 Application Scoring Program Name: Criteria Program aligns with at least one UWCJ Outcome and Funded Program Outcome Program aligns with at least one UWCJ Indicator Possible I. PROGRAM DESCRIPTION (Value = 10) Initial Comments Presentation Comments Final Category Total => II. IDENTIFIED NEED & DEMONSTRATED STRATEGIES (Value = 20) Criteria Possible Initial Comments Presentation Comments Final Program addressed a documented critical community need 7 Program strategy is based on research, best practices and/or promising practices that have been 10 determined to have a positive impact on the target population Client demographics numbers are consistent with the documented 3 need Category Total => Criteria Inputs, activities and outputs are consistent with the program description Outcomes are consistent with the activities and strategies Outcomes are clear and concise Indicators are valid and relevant Measurement tool/process used is reasonable and valid. Criteria Program achieved its target outputs in the previous year, or if it did not, provided adequate explanation for not achieving its target Program achieved its target outcomes in the previous year, or if it did not, provided adequate explanation for not achieving its target Program has appropriate license and or accreditation III. OUTCOMES/LOGIC MODEL (Value = 2) Initial Possible Possible Program is unique in service area 2 2 Comments Presentation Comments Final Category Total => IV. EFFECTIVENESS (Value = 14) Initial Comments Presentation Comments Final Category Total => 1
2011-2012 Application Scoring Agency Name: Criteria Program staff have appropriate qualifications/credentials to provide service Program's professional staff, board and volunteer composition is reflective of the population Program Name: V. STAFF, VOLUNTEER AND BOARD (Value = 6) Possible Initial Comments Presentation Comments Final 3 3 Criteria Collaborative efforts are significant and seemingly effective at both the community wide and service level Possible 8 Category Total => VI. COLLABORATION (Value = 8) Initial Comments Presentation Comments Final Criteria The agency works cooperatively with UWCJ, including putting UW logo on materials Category Total => VII. COOPERATION WITH UNITED WAY (Value = 2) Possible Initial Comments Presentation Comments Final 2 Criteria Unit cost is reasonable Per person cost is appropriate given the identified needs Agency is adequately accessing funding from appropriate resources for this program Budget is accurate and complete Grant request amount is appropriate given the identified need and the program response to the need Category Total => VIII. & IX. UNIT OF SERVICE & FISCAL ADMINISTRATION (Value = 1) Possible Initial Comments Presentation Comments Final 2 2 3 3 Category Total => 2
2011-2012 Application Scoring APPLICATION SCORING SUMMARY CATEGORY VALUE SCORE NOTATIONS I. PROGRAM DESCRIPTION 10 II. IDENTIFIED NEED & DEMONSTRATED STRATEGIES 20 III. OUTCOMES/LOGIC MODEL IV. EFFECTIVENESS V. STAFF, VOLUNTEER AND BOARD VI. COLLABORATION 2 14 6 8 VII. COOPERATION WITH UNITED WAY VIII. & IX. UNIT OF SERVICE & FISCAL ADMINISTRATION 1 2 Maximum Possible 100 Total What is the program s greatest strength? ADDITIONAL COMMENTS/RATIONALE FOR SCORING What is the program s greatest weakness? Why would you or would you not support this program? Additional Comments: Committee: Agency Name: Reviewer: Program Name: 3