FY 2013 Community Impact Grant Application: Instructions and Guidelines United Way of Central Maryland Anne Arundel County Baltimore City Baltimore County Carroll County Harford County Howard County GIVE. ADVOCATE. VOLUNTEER. LIVE UNITEDTM
Executive Summary For over 86 years, United Way of Central Maryland (UWCM) has been the region s human service leader. As an independently governed 501(C) 3 non-profit, we support programs and initiatives in the city of Baltimore and the five surrounding counties. Our mission is to mobilize the community to improve people s lives. UWCM supports a continuum of services that will strive to help individuals and families overcome the crisis at hand, prevent the next crisis and ultimately achieve a higher quality of life. By drawing upon local knowledge, data and expertise to understand the community s needs, UWCM is able to identify where gaps exist and concentrate on what works in addressing them, serving as a powerful advocate on critical health and human service issues. We are pleased to announce UWCM Community Impact funding opportunities for 2012. Partners identified through this application process will be funded for one year with the potential for one year renewal, which will be at the discretion of UWCM. Submission Requirements If the guidelines below are not followed, United Way of Central Maryland reserves the right to remove your application from consideration. Organizations responding to the Request for Applications (RFA) must submit their applications with attachments using United Way of Central Maryland s on-line RAVEN System. Paper documents will not be accepted. Information detailing on-line submission is contained within this document. Use the generic username and password listed below to access the RFA each time an agency logs in to work on the application. Username: applicant Password: grant2013 Both the username and password are case sensitive. Applications and related attachments are due no later than 4:00pm on Tuesday, February 14, 2012. Organizations are responsible for ensuring that applications and all required attachments are submitted electronically in advance of the application due date and time. Late submissions will not be accepted. 1
UWCM 2013 Community Impact Grant Funding calendar January 10, 2012 January 19, 2012 February 14, 2012 @ 4:00pm April 26, 2012 July 2012 Community Impact Grant Application released to community Bidders Conference Applications due to United Way of Central Maryland Grant Awards Announced Funding begins Eligibility United Way of Central Maryland will accept applications from any, 501(c)3 health and human services nonprofit agency and other organizations that align with IRS tax law (an agency may not be a 501 (c) 3 but have other nonprofit IRS designations): Churches, public and charter schools (pre-k through 12), and not for profit hospitals may apply. University and college programs or schools are also eligible to apply. Funding Terms The United Way of Central Maryland Community Partnership Boards will award Community Impact Grant awards in each of the six jurisdictions in central Maryland. Awards maximum amounts are either $50,000 or $75,000. If an agency submits one application in a jurisdiction, the request would be capped at $75,000. If an agency submits more than one application in a jurisdiction the maximum amount each application could request is $50,000. If interested in applying in multiple jurisdictions or submitting multiple requests in one jurisdiction, a separate application is required for each request. 2
Attachment Checklist Agencies must attach an electronic copy of the following documents in RAVEN with your application: Organizational chart Salary Schedule Form (if applicable) Budget Form One copy of your organization s current IRS determination letter indicating tax-exempt status Most recent IRS Form 990 (preferably 2009) Current roster of your Organization s Board of Directors 211 Maryland Program Information Form (You will not be disqualified if you do not fill out this form; however, you are encouraged to complete it.) UWCM Target Population and Result United Way of Central Maryland has identified a result and target population that programs considered for funding must address. It is important to note that it is not expected that your program alone will be able to improve the result. Target Population: Individuals and families with incomes below 300% of the Federal Poverty Level Result: Individuals and families are able to meet their basic human needs and move towards self-sufficiency. Suggested Programmatic Activities in the Basic Needs Continuum The programmatic focus of UWCM Community Impact funding is activities found along the basic needs continuum. These are activities and services that help individuals and families get out of crisis (sustain/sustenance), stay out of crisis (stabilize/stabilization) and achieve a higher quality of life (selfsufficiency). This can include programs that focus on education, food, health, housing, income, and other programmatic focus areas. Fund can support operational, administrative, staffing and supply expenses. 3
Questions & Technical Assistance Please submit questions and technical assistance requests via e-mail to @uwcm.org. Programmatic questions received after 12pm on Monday, February 13, 2012 may not receive a response in time before the application deadline. We will make every attempt to answer RAVEN System questions up to the submission deadline. Updated Frequently Asked Questions (FAQ s) will be available through the UWCM website at www.uwcm.org. For RAVEN System technical assistance support, please first contact grantquestions@uwcm.org before contacting 410-547-8000. Bidder s Conference Agencies are highly encouraged to attend the UWCM Bidders Conference in order to receive in-depth information on how to respond to the Application. This conference will provide information that will give you the necessary tools needed to enhance your application. UWCM 2013 Community Impact Grant Bidders Conference: Thursday, January 19, 2012 Session 1: 9am to 11am Session 2: 2pm to 4pm Baltimore County Public Library Arbutus 855 Sulphur Spring Road Arbutus, MD 21227-2745 Free parking is available on-site. Community Q&A with grant writing tips workshop: Session 1: January 26, 2012, 10am to 12pm Baltimore County Public Library Arbutus 855 Sulphur Spring Road Arbutus, MD 21227-2745 Session 2: February 2, 2012, 10am to 12pm Baltimore County Public Library Towson 320 York Road Towson, MD 21204-5179 Session 3: February 2, 2012, 2pm to 4pm Webinar, visit www.uwcm.org for details. 4
Award Administration All partners will be required to complete and sign a Grant Agreement, submit a copy of an unqualified audit, a signed Patriot Act form and a signed legal disclosure form. All funded partners will be required to participate in a New Partner Orientation. United Way of Central Maryland employs strict program and budget monitoring practices. Partners will be required to submit quarterly progress reports, bi-annual budget reports, financials for use in audit review, as well as participate in site visits. Performance Measurement Plans and Reporting Requirements will be specified after a grant is awarded. The funding cycle is from July 1, 2012 through June 31, 2013. Appeals Process United Way of Central Maryland will work to ensure that every application receives a fair review and will respect the decisions of our volunteers. United Way of Central Maryland s funding decisions are made final by the Board of Directors. There will be no appeals process. Fundraising Restrictions United Way of Central Maryland has the organizational goal to be an effective and efficient fundraiser. If selected for funding, United Way of Central Maryland will serve as your workplace fundraiser and will do the best job possible to raise resources to support your organization and others in central Maryland. To enable United Way of Central Maryland to be successful, we ask that grant funded agencies not: At any time, conduct workplace campaigns (defined as mass fundraising solicitations of individuals in the workplace setting). To support individual agency fundraising needs, agencies may: At any time, approach businesses to solicit corporate gifts, grants and sponsorships, blocks of tickets to events, golf foursome, etc. At any time, solicit their own employees for fundraisers in their workplaces. During ten (10) months of the year, November August, approach individuals in the workplace to purchase tickets to events, raffles, etc. 5
Workplace Campaigns Workplace campaigns will increase financial support to partners and to United Way of Central Maryland. There are three contracted workplace campaigns that are administered by United Way of Central Maryland in addition to United Way s own branded private sector campaigns: the Combined Charity Campaign, Maryland Charity Campaign and Combined Federal Campaign. Partners will be expected to participate annually as part of the United Way of Central Maryland federation in multiple regional Combined Federal Campaigns by completing and submitting, in a timely manner, the Federation Member campaign forms. Campaigns include the regions for the Chesapeake Bay, national Capital area, Western Maryland, St. Mary s County, Delaware, and Central Pennsylvania. Participation in the Combined Charity Campaign and/or Maryland Charity Campaign is encouraged, but at the discretion of your organization. Co-Marketing Co-marketing will increase awareness of your organization and United Way of Central Maryland. We believe it is important to educate our donor public about the unique relationship that exists between us, and to do so proudly and consistently. United Way of Central Maryland will feature partners in our marketing and communication materials and in other venues that foster donor awareness (examples might include campaign materials, website, speaking opportunities, agency tours, newsletter articles, community events, or post card mailings). In return, partners are encouraged to promote their relationship with United Way of Central Maryland at every reasonable opportunity. We ask you to display United Way signage at the organization s office location and use our logo on printed material, marketing materials, and organizational website. You may be invited to serve as an agency speaker, to discuss your programs, clients, outcomes and the like, in United Way of Central Maryland-sponsored workplace campaigns. We will also ask that your organization conduct an annual employee United Way campaign and encourage Board members to conduct employee United Way campaigns at their own workplaces. These terms will be outlined in the Grant Agreement. 6
Accessing the RAVEN System The RAVEN System can be accessed at either //www.uwcm.org/main/login or directly at ctkodm.com/uwcm. RAVEN Login (case-sensitive) Username: applicant Password: grant2013 Throughout the application process, all applicants are to enter the RAVEN System using the above username and password. Please turn off pop-up blockers. There are pop-up windows in RAVEN that will not appear if the pop-up blockers are turned on. Application Instructions Please carefully read the entire Community Impact Grant Application Guidelines & Instructions prior to completing the on-line form. These documents will provide a better understanding of the criteria for the United Way of Central Maryland 2013 Community Impact Grant Application and the requested content. This application along with all supporting documents should be submitted digitally through the United Way of Central Maryland s online RAVEN system. Paper documents will not be accepted. Instructions for the application and application completion are contained in the following pages. It is highly recommended that you: Always select SAVE when exiting the form in the RAVEN system. Do not leave the form open while away from your computer. Use spell-check, proper grammar and punctuation. ATTACHMENTS: You can retrieve the Salary Schedule, Budget Form, and 211 Maryland Program Information Form from RAVEN's Home Page under the My Files bulletin. All attachments must be attached and submitted with proposal. 7
The RAVEN System Home Page My ODM Please carefully read all posted bulletins on the RAVEN s My ODM Home Page. The bulletins will be used to keep you informed throughout the process. The picture below is an illustration of the information you will find on the Home Page. Navigation Menu Returns you to the My ODM Home page, Library of Logout My Files Contains files to complete and attach to the online forms. My Links Returns you to UWCM s website Click the here link to access the agency screen to update your agency form if you are a returning agency Click the here link to access the agency screen and create an agency form if you are a NEW applicant agency 8
Returning Applicants: Use Agency General Information Search Returning applicants will retrieve their grant application from the Agency General Information Search Screen. Click on the link under Returning Applicants to access the search screen to retrieve your agency application (shown on previous page). The password you previously created on your Agency General Information Form will be required when you select your agency name in the search results. If you have forgotten your agency password, please fax the request on your agency letterhead to 410-895-1375. Follow the steps outlines below to access you agency folder. Step 1: In the criteria field, enter the first word of your agency name and click on the Search button. Enter a percent symbol % before the name to get more results Step 2: Click on your agency name in the Search Results area. A pop-up box requesting the password (case sensitive) you created appears. You must turn off pop-up blockers. Forgot your password, fax request on agency letterhead to 410-895-1375 Returning applicants must verify the information on their Agency General Information form. Please note: When you save the form, an email with your password and brief instructions will be sent to the contact person on this form. 9
New Applicants: Create an Agency General Information Form All new applicants will have to create an Agency General Information Form. Once the form is saved, you will be redirected to the remainder of the application. The next time you login to RAVEN, you will use the link for returning applicants to access your application. Follow the steps outlined below to create your agency form. Step 1: New Applicants begin their application by clicking on the here link under New Applicants. This will create an Agency General Information form. Step 2: Enter the type of application CI, your agency name, city, and select Duplicate Check to verify that your agency is not in the system. Use the Returning Applicant instructions if your agency is in the system. Step 3: Create your own username and password. The application status should remain as Draft. Enter the rest of the data requested on the form. Write your password down. Your password is used in the agency search screen area. 10 Step 4: When you SAVE the Form, you will be directed to the remainder of the Grant application.
Creating the Grant Application Forms The Grant Application in your agency folder is protected. The application instructions in this area provide brief instructions on navigating the system. Follow the steps below to create your grant application and due diligence documents form. Step 1: Click on the Community Impact Grant Application 2013 form or the Agency Due Diligence Documents. Step 2: Read the form instructions. Select the Create New button to begin your application. Editing Existing Forms To edit existing grants, click on the Edit to the right of the program name or agency name. After editing, click the SAVE button at the top of the form. 11
Attaching Documents Attachments: To attach files, click on the link in the attach files field to upload files. Select Browse to locate your file on your computer and select Upload File. There is an 12MB per file size limit for uploads. Printing Grant Application Select Print Application from the Grant Application screen or Print from the Grant Form (save before printing). The Print Manager window opens. Check the form you want to print. Scroll down to the bottom of the screen to select Print. Submitting Online Grant Application: Remember to carefully review the entire Community Impact Grant Application to verify the accuracy of the information that you have entered, e.g., funding amount and to ensure you have included all of the attachments Click on the Submit Application from the Grant Application screen. The Status of your application will change to Submitted. Once submitted, no additional changes can be made. The application can only be viewed and printed. If changes are needed after submission, please e- mail grantquestions@uwcm.org prior to the due date of Tuesday, February 14, 2012. 12
COMMUNITY IMPACT GRANT APPLICATON 2013 Enter the required fields to SAVE the form. Always Save the Form to return to the Grant Application and before printing Application Contact Information Program name to be Funded Program Services Delivery Address Program City, State, ZIP Code Executive Director Name Executive Director Phone# Executive Director s Email: Program Contact Name Program Contact Title Program Contact Phone # Program Contact Email This should be the local address in the jurisdiction 13
Result Statement The desired result for this grant is that individuals and families are able to meet their basic human needs and move towards self-sufficiency. Target Population Individuals and families with incomes below 300% of the federal poverty level. 1 Program Information Application Year Select 2013 Agency s Current Total Budget Total Program Budget Amount of UWCM s Funding Request Please provide a brief project description (25 words) Please briefly and specifically summarize the requested United Way program costs (25 words) Is this program? (select one) Focus (select one) Total organizational budget of agency Total budget of the program New to UWCM Community Impact Funding A recipient of UWCM Community Impact Funding in 2011 Sustenance (get out of crisis) Stabilization (stay out of crisis) Self-Sufficiency (achieve a higher quality of life) Select the focus that makes the most sense for the 1 An individual living at 300% of the federal poverty level has a gross yearly income of no more than $32,670. A family of four living at 300% of the federal poverty level has a gross yearly income of no more than $67,050. 14
program for which you are requesting funds Indicate the primary program focus area (select one) Jurisdiction to be served (select one) Education Food Health Housing Income Other, indicate: Select the program focus that makes the most sense for the program for which you are requesting funds Anne Arundel County Baltimore County Baltimore City Carroll County Harford County Howard County 15
Application Narrative (45 points) I. Organizational Background: Provide a brief general description to include organizational history, mission, goals, main activities and current programs. (3000 character limit) II. Program Description: A. Provide a detailed description of the proposed program for which your organization is requesting United Way support. (9000 characters) Be sure to include: Program goals A description of the characteristics of the population (such as age, race/ethnicity and gender) to be served by the program. A description of the type of services or activities to be offered. Include key program elements and research-based /evidence-based best practices of the program that will improve conditions for the target population. Any references cited should be listed at the end of this section. A description of key staff members and the qualifications and specific tasks for which they are responsible. Partnerships with other organizations that will be needed to carry out the proposed program. Describe how this program will provide opportunities for individuals in the indicated jurisdiction to meet their basic needs. Explain how the services help individuals get out of crisis (sustain), stay out of crisis (stabilize), or achieve a higher quality of life (selfsufficiency). B. Provide a description of how your program supports the identified priorities of the jurisdiction to be served. (3000 character limit) C. If this proposed program was supported with UWCM Community Impact funding in 2011, describe the program s outputs, outcomes, and other information that demonstrate evidence of the success of your program. Highlight program improvements, expansions, or restructures that will occur in FY2013. (3000 character limit) D. Include full references for all research cited above (source, title, date). (2000 character limit) 16
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Performance Measurement Plan (30 points) Performance Measurement Plan A. State the number of unduplicated clients to be served. B. Indicate demographic data that you will be able to provide regarding the unduplicated clients in the quarterly reporting of program activities Age Gender Race/Ethnicity Income Zip Code Neighborhood, if applicable to client Cannot provide any client demographic data B.1. Please explain why you cannot provide the demographic data (1000 characters) C. List the major activities/services of the program (3000 character limit) D. State how the target populations will be better off as a result of your program activities or service. Include the measureable changes in behavior, ability, attitudes, circumstances, knowledge and skills that address the achievement of these results. (3000 character limit) E. Describe the tools and methods to be used to measure the effectiveness, quality, and impact of your program or service to your clients. (2000 character limit) 18
Budget (25 Points) I. Forms: Please fill out and attach the United Way Program Line-Item Budget Form and include a Salary Schedule. UW Program Line-Item Budget Form Upload Completed Digital Form Salary Schedule (if applicable) Upload Completed Digital Form Total Agency Budget Total Program Budget Total United Way Funding Request These boxes will be pre-filled from the information completed in Program Information at the top of the application II. Budget Narrative: Please provide a description of each program budget line-item expense for which you are requesting funds. (3000 characters) 19
Application Due Diligence The following documents are required in this grant application. Please check each item to indicate that you are in compliance with the due diligence submission for this grant application. All of the attached documents are to be submitted on the Due Diligence Document form. I agree to provide the most recent unqualified audited financial statements if grant application is awarded I agree to provide a signed Patriot Act Compliance Form if grant application is awarded I agree to provide a signed Legal Disclosure Form if grant application is awarded I agree to provide quarterly reporting on program performance if grant application is awarded I have attached the most recent IRS Form 990 I have attached organization s current IRS determination letter indicating tax-exempt status I have attached the current roster of organization's Board of Directors I have attached the current Organizational Chart I have attached the 211 Maryland Program Information Form I have attached a completed Salary Schedule (if applicable) I have attached a completed Budget Form Authorization By completing this section, you are agreeing that the information submitted to United Way of Central Maryland for the Community Impact Grant Application 2012 reflects a true and accurate picture of the agency and this request. All applicants must adhere to the submission procedures outlined in the application instruction document. 20
Agency Due Diligence Documents Agencies must attach an electronic copy of the following documents on the Agency Due Diligence Document form. If these documents are not attached, UWCM has the right to decline the application. The instructions to attach files are located on page 12. Once the files are attached, check the box that pertains to the attachment. Organizational chart One copy of your organization s current IRS determination letter indicating tax-exempt status Most recent IRS Form 990 (preferably 2009) Current roster of your Organization s Board of Directors 211 Maryland Program Information Form (You will not be disqualified if you do not fill out this form; however, you are encouraged to complete it.) 21