National CASA Association 2018 Local Special Issues Grant Application Instructions and Information Opportunity Release Date: July 19, 2018 Grant Application Training Webinar: July 23, 2018 11:00 am-12:30 pm Pacific Time Application and single PDF of attachments must be uploaded by September 4, 2018 12:00 pm Pacific Time National CASA Association 100 W. Harrison, North Tower Suite 500 Seattle, WA 98119 (800) 628-3233 CASAforChildren.org This project is supported by Jewelers for Children and a Cooperative Agreement from the US Department of Justice, Office of Juvenile Justice & Delinquency Prevention, Office of Justice Programs. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the US Department of Justice. National CASA Association 2018 Local Special Issues Application Instructions 1 of 11
Grant Category: Local Special Issues Grant Introduction: The National CASA Association Grants Program plans to have a competitive grant process for up to $180,000 originating from the Office of Juvenile Justice and Delinquency Prevention (OJJDP). This is a grant opportunity open to any local CASA/GAL program and state CASA/GAL organization that directly serves abused and neglected children with volunteer advocates. The goals of this funding are to promote the development and implementation of programs supporting children served who have been impacted by either 1) opioid epidemic, 2) human trafficking or 3) children of incarcerated parents. Federal funds are contingent on an annual appropriation by the U.S. Congress and subsequent funding by OJJDP. Purpose of Grant: Competitive grants to local or direct service programs to target efforts to address any of three identified special topics/issues impacting their jurisdictions: the opioid epidemic, human trafficking and/or children of incarcerated parents. Efforts proposed that will help the local jurisdiction to address the issue(s) that could include the creation of new or existing special initiatives/promising practices such as direct service to the population, training of volunteers or staff, community education and awareness, partnerships/taskforces in the community and targeted volunteer recruitment. Requirements of the grants are improved outcomes for children being served. Qualitative results are expected. Eligibility: Local CASA/GAL programs and direct service programs that serve abused and neglected children with volunteer advocates are eligible to apply. Applicants must be members in good standing with the National CASA Association, including current paid membership*, completion of the 2017 annual survey, program six-month reports and in compliance with current Standards for Local CASA/GAL Programs. Applicants must also have successfully completed and implemented the goals and objectives from any National CASA grants awarded over the last three years. Eligibility rules regarding National CASA membership and resolution of any outstanding grant reports will be communicated to applicants and strictly enforced. *Any questions regarding membership should be directed memberservices@casaforchildren.org. Award Limits: up to $45,000 Grant Period: October 1, 2018 September 30, 2019 National CASA Association 2018 Local Special Issues Application Instructions 2 of 11
Application Requirements: Applicants must: Include a letter of support from the State Organization if one exists. Provide measurable goals, objectives, activities, anticipated outcomes and timelines throughout the grant period. Address recruiting and retaining a diverse volunteer base (attached diversity plan, if applicable). Address in detail the targeted efforts on any or all of the issue areas. Have a representative of the governing body/board authorize the submission of the grant application, representative s name, title and approval date. Conditions: If selected, all awardees must: Commit to working in close partnership with National CASA Association staff to ensure goals and objectives outlined in the plan and key milestones are successfully met. This may include participation in periodic accountability calls with designated National CASA Association staff. Complete all required reporting on time including monthly grant expense reports, semi-annual narrative reports and any additional reporting of outcomes. Eligible Expenses: Personnel Salaries Taxes/benefits Travel Printing/Copying Supplies Equipment Rent/Utilities Other (subscriptions, conference registrations, audit, contractual labor,etc.) National CASA Association 2018 Local Special Issues Application Instructions 3 of 11
Application Submission Process: General Instructions Applications are provided in a PDF format requiring Adobe Reader. Download and complete this application form using the most recent version of Adobe Reader. A free download of this software is available from the Adobe website: http://get.adobe.com/reader/. After completing the application, you must submit it electronically via upload on the National CASA Grants webpage according to the procedures indicated, along with a single pdf of the required attachments. We recommend that you save a copy of your application for your records and allow additional time to download and familiarize yourself with the Adobe Reader program if you are a firsttime user. If you are using a Mac operating system, open Adobe Reader first and then open the grant application. Review Process: Grant applications will be initially screened for eligibility criteria. Those applications that meet all of the criteria will be reviewed by a panel of individuals with knowledge of the CASA/GAL Network of programs. Reviews will be conducted based on standardized criteria as outlined in the grant application and instructions. Potential reviewers with a conflict of interest for any category will be excluded from reviewing applications in a certain category or submitted by an applicant for which they disclose or have a perceived conflict. Award Decisions will be made based upon: The submission of an application in compliance with all directions necessary signatures entered, each section fully answered*, all required attachments included, deadline met. *Not downloading/using the most recent edition of Adobe may result in an ability to correctly complete some sections of the application. Demonstrated ability to train volunteers in one of the three issue areas noted. Measureable goals, objectives, activities, anticipated outcomes and timeline that can be reasonably expected to achieve project outcomes. Proposed project budget that directly relates to the proposed activities, is explained and justified in the narrative and is realistic and reasonable based on the projected increase in children served. Evidence of a grant financial sustainability plan. Past performance utilizing National CASA Association grant funds and meeting grant goals, if applicable. Priority may be given to programs that have not been funded by National CASA within the last three (3) years (2016, 2017 and 2018). National CASA Association 2018 Local Special Issues Application Instructions 4 of 11
Application Sections: 1. Summary Sheet 2. Program Information 3. Organizational Information 4. Project Need 5. Project Approach 6. Project Management 7. Evaluation 8. Sustainability 9. Grant Budget Narrative 10. Grant Budget Summary 11. Program Reporting 12. Current Budget Required Application Attachments: Local program applicants must submit a one-page letter of support from their State Director. The letter must include detail about the proposed project and activities and specifically why the State Director supports the application. If the applicant does not have a State Director, but does have a State organization, then a supporting letter from the State Board Chair will be required. Programs in CT, HI, NV or SD do not require a letter of support. An explanation of any gaps between the demographics of volunteers and children served if they exist. If a gap exists in demographic representation, the applicant must submit a diversity plan. Audit/monitoring corrective action plan (if applicable). General Requirements, by Section: 1. Summary Sheet: Includes the Program Name, name and title of the representative of your governing body/board authorizing approval of the grant application submission. List of attachment requirements. It also includes (1) the amount requested and (2) a project abstract. 2. Program Information/Applicant Information: This section provides reviewers with quick identifying facts about the organization and the state being served. Name of CASA/GAL Program: This should be the exact wording from the IRS 501(c)(3) letter if you are a nonprofit organization. National CASA Program Number: This is your membership number. (Contact MemberServices@casaforchildren.org if you do not know your program number.) Organization Director: This is your program director or CEO. Contact Person for the Grant Application: This is the individual who should be contacted for further information or questions regarding the application if the contact is different from the program director or CEO. It may be the development director, grant writer, etc. Contact Information: This is the contact program s address, phone number and contact person s email. National CASA Association 2018 Local Special Issues Application Instructions 5 of 11
Federal EIN: The federal employer identification number is located on your IRS 501(c)(3) letter. It can also be referred to as a federal identification number. o Key issues for nonprofit organizations [501(c)(3)]: Nonprofit organizations must supply their Federal EIN. They are the applicant of record. CASA/GAL programs that are part of an umbrella organization must include the umbrella s Federal EIN. The CASA/GAL program is the applicant of record and must provide information on both the CASA/GAL program and umbrella organization where noted on the application. o Key issues for other-than-nonprofit organizations: If the program is other than a 501(c)(3) examples would include municipalities, counties, courts and other governmental entities that can accept National CASA Association grants funds indicate not applicable for the tax ID number. o Key issues for remote offices: CASA/GAL programs that are remote offices must include the main office s Federal EIN. The CASA/GAL remote program is the applicant of record and must provide information on both the remote office and main organization where noted on the application. Additional Information: This section is to provide information on the Fiscal Agent if the program cannot receive funds on its own: Fiscal Agent Organization Name. Identify whether the organization is unable to receive funds and is under a Fiscal Agent, and if so, provide the requested information, including Federal EIN. This section provides reviewers with quick identifying facts about the organization and community served. Program statistics. o Current CASA staff list. o Data for children served, volunteers, and staff which can be obtained from your completed local/state program annual surveys. Please contact survey@casaforchildren.org if you need assistance. o Court/judicial statistics. o Financial data for your organization for the three-year period noted in the application. It should be based on a calendar year. o Explanation of endowments over $200,000. o Explanation on statistics, if required. 2. Organizational Information: o Challenges and Opportunities: This section provides the applicant the opportunity to describe relevant challenges or special opportunities the local program has faced in the past three years. For example, significant changes to funding stream, organizational issues or changes, growth or declines. Include statistical details. o Population Demographics: This section provides the applicant the opportunity to describe the population and area the program serves. If a gap exists in demographic representation of National CASA Association 2018 Local Special Issues Application Instructions 6 of 11
volunteers and children served, explain the gap(s) and include a diversity plan as part of the combined PDF file attachment. Sample diversity plans may be found on the Standards page of the National CASA Association website. o Governing body: Demonstrate the strength of your organization by describing the quality and engagement of your board of directors or governing body. Include how often the body meets, the percentage of attendance, committees and responsibilities. If a publicly administered program, describe how decisions are made, how budgetary needs are decided, and how often staff meet with the governing authority. 3. Project Need: These sections are your opportunity to make a compelling case for your project. Limit your responses to the text boxes below each question. The narrative should be clear and concise and focus on the grant request. Do not respond to different questions with the same information. You may reference where you have already supplied the information. However, you must address every question that is asked. You must provide an explanation if you cannot answer a particular question or supply the requested information. 4. Project Approach: Measurable goals, objectives, activities, anticipated outcomes and timeline. Description of position(s) or consultant that will be funded by the grant funds and will be an integral part of the grant project. Description of activities that will address culturally sensitive services to children served as well as how you will approach the selected issue area. 5. Project Management: List the name, position, and qualifications of key staff, including the named staff contact, who will work with National CASA Association staff to ensure success of the project. Describe any staff training that will occur. Explain how oversight and reporting of this project will be handled. 6. Evaluation: It is very important that the applicant plan to measure the results of the project as well as evaluate the process and activities. Describe the procedures that will be used to measure both the effectiveness and the impact of the goals and objectives. Describe how data will be collected and how data will be analyzed. 7. Sustainability: Demonstrate the grant financial sustainability for the grant project. Describe how the grant project will be supported once the grant ends. Provide a timeline and detailed explanation of the program s plan to generate revenue. Provide specifics about what new resources will be developed and who will be responsible which should be further detailed in the Grant Financial Sustainability Plan. 8. Grant Budget Narrative: The budget is a snapshot of proposed project expenses to be covered by National CASA Association grant funds. All expenses must be reasonable, necessary and expensed in the project period. All numbers must be rounded to the nearest dollar. The total grant budget should be the same as the amount of grant funds requested. Please note: It is imperative that applicants look at the specific budget categories for eligible and ineligible expenses as well as for any funding restrictions. The expense categories and general descriptions listed are meant to be used as a reference only. National CASA Association 2018 Local Special Issues Application Instructions 7 of 11
Grant funds are subject to specific restrictions and may only be used for expenditures related to the funded project such as: personnel salaries; taxes/benefits; volunteer and staff travel (including per diem expenses); printing/copying; supplies; equipment; rent/utilities; volunteer and staff training; recruitment and training costs; membership fees; and insurance costs. Ask for a realistic amount and provide a budget that reflects the true measure of the request. Personnel Salaries expenses include employee s gross pay. They can be charged for staff in proportion to their effort on the project activities. Program- related positions funded by a National CASA Association grant, e.g., the director and the volunteer coordinator/supervisor, must be hired as employees of the CASA/GAL program. The use of contractors is allowable for non-managerial functions (e.g., data entry, public relations, systems consultants or other project- specific work) and must be included in the Other category, not in Personnel. Payroll Taxes and Employee Benefits paid by the grant, including employer paid FICA, unemployment, health, retirement, etc., should be described in the space provided. If percentages are used, include a description of the elements used in determining the percentage rate. Travel costs and per diem rates must comply with the policies of the applicant organization. If the applicant does not have an established travel policy, then travel rates must be consistent with federal travel policy (gsa.gov). Travel expenses cannot exceed federal per diem rates (gsa.gov).the budget narrative should include an explanation of the rate used, including the components of the per diem rate and the basis for the estimated transportation expenses. The purpose of the travel should also be included in the narrative. Travel to the National CASA Association Conference is an eligible expense, but limited to no more than $2,000 if supported by the grant funds. Printing/Copying should be included in the budget narrative with the details underlying these estimates in support of the request. The printing or photocopying of training materials can be included in this category. Supplies necessary to accomplish the goals and objectives of the project should be included. The applicant should provide a general description of the supplies included with an explanation of the basis for the amount requested for this expenditure. Sample costs could include office supplies, postage and paper. Office supplies (non-electronic) such as small furniture could also be included in this category. Training supplies (flip charts, markers, etc.) could be included in this category. Recruitment/outreach items (e.g., logo pens, mugs) are limited to $500 maximum. Equipment essential to accomplishing the goals of the grant may be charged to the grant. The applicant should describe the equipment, clearly identify whether it is to be purchased National CASA Association 2018 Local Special Issues Application Instructions 8 of 11
or leased and explain why that equipment is necessary to achieve project goals. The budget narrative should also explain how the cost was calculated. There is a limit of $2,000 for the combined purchase price of computer hardware (tablets allowed), software, printers and LCD projectors. The purchase of copy machines with grant funds is not allowed. Rent/Utilities may also include telephone and internet costs. Expenses in this category should be charged on a pro-rated basis if the program has more than one employee. Each expense should be described separately and the basis for each calculation explained. Other should include all allowable project-related expenses not covered in previous categories and should include an explanation of each expense. Other costs could include consultant/contractor, recruiting, business insurance, audit, membership/training/registration fees, training facility rentals and a documented federal indirect rate. National CASA has capped indirect cost rates for our grants at 15% maximum of budgeted direct project costs only if your organization has a federally approved indirect rate which exceeds 15%. If you do not have a federally approved indirect costs rate, we allow up to 10% maximum of budgeted direct project costs. Indirect costs are costs of an organization that are not readily assignable to a particular project, but are necessary to the operation of the organization with the performance of the project. Examples of costs usually treated as indirect include those incurred for facility operation and maintenance, depreciation, and administrative salaries. If an applicant proposes a portion of rent and utilities as direct costs of the project, then they cannot include in their indirect rate as well. Contractual work is subject to a maximum of $650 per day ($81.25 per hour x 8 hours). An 8-hour day may include preparation, evaluation and travel time in addition to the time of the actual performance. An exception to the $650 policy is for contractors hired through a competitive bidding process. Applicants must keep records on file regarding any bidding process. Consultant s pay must be reasonable and consistent with that paid for similar services in the marketplace. Any procurement of supplies or services over $10,000 from a single vendor will now require competitive bids from a minimum of two prospective vendors. 9. Grant Budget Summary: This summary page will be auto populated in the PDF fillable form as a result of the dollar amounts entered for the previous Grant Budget Narrative. 10. Program Reporting: This section provides the applicant the opportunity for self- reporting on past performances related to the following topics: National CASA Association grant received in the last three years History of meeting reporting requirements Performance in meeting grant goals Audits received and program s response to audit findings, if applicable National CASA Association 2018 Local Special Issues Application Instructions 9 of 11
11. Current Budget: This is the current year organization budget. The applicant needs to include the budget period, and it can be based on either a calendar year or a fiscal year. If local CASA/GAL program only provides CASA services, the applicant will complete column B and D. The applicant will also complete column C if the program is part of an umbrella organization or provides services in addition to CASA advocacy. Special Requirements: What qualifies as an operational meeting and/or technical assistance visit as per OJJDP guidelines? If the answers to all the questions below are No, then the activity is an allowable grant expense. 1. Is the cost of the event greater than $20,000? 2. Are there meeting room costs? 3. Are audio-visual costs greater than $25 per attendee or more than $1,000 in total? 4. Are there any food and beverage costs? 5. Did the request for the meeting come from multiple jurisdictions or agencies? 6. Do the participants represent multiple agencies that are not co-located or joined by an agreement (e.g., task force with MOU)? 7. Are there trinkets being purchased? 8. Is there a formal published agenda? 9. Are formal discussions or presentation panels planned? 10. Are there logistical planning costs beyond incidental internal administrative costs necessary to arrange travel and lodging for a small number of individuals? Grant funds may not be used for: Bad debts Bonuses Capital improvements Commissions Contingencies Contributions and donations Entertainment Fine, penalties and interest Food and beverages Fundraising 1 Incorporation costs In-person meetings (except trainings) Lobbying Pre-award costs Recognition events and items Social activities Staff serving cases National CASA Association 2018 Local Special Issues Application Instructions 10 of 11
1 Costs of organized fundraising including financial campaigns, endowment drives, solicitation of gifts and bequests and similar expenses incurred solely to raise capital or obtain contributions may not be charged as either direct or indirect costs against the award. Neither the salary of persons engaged in such activities nor indirect costs associated with those salaries may be charged to the award. Application Assistance Inquiries about the grant application or process should be directed to grants@casaforchildren.org Grant Application Training Webinar: July 23, 2018 11:00 am-12:30 pm Pacific Standard Time National CASA Association 2018 Local Special Issues Application Instructions 11 of 11