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Writing Effective Applications for the DFC Program

Writing Effective Applications for the DFC Program. Drug Free Communities (DFC) Support Program Executive Office of the President of the United States White House Office of National Drug Control Policy and the Substance Abuse and Mental Health Services Administration. The Grant Cycle.

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Writing Effective Applications for the DFC Program

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  1. Writing Effective Applications for the DFC Program Drug Free Communities (DFC) Support Program Executive Office of the President of the United States White House Office of National Drug Control Policy and the Substance Abuse and Mental Health Services Administration

  2. The Grant Cycle • January: Request for Applications (RFA) public • March: Applications are due • March/April: Screened for formatand related HHS requirements • April: Screened for statutory eligibility by CSAP & ONDCP in April of each year • May/June: Peer Review Process • June/July: Rank ordered; “Package” completed by SAMHSA & approved by ONDCP • August: Funding decisions announced • August/September: Training Triage by SAMHSA POs • December: Mandatory New Grantee Training in DC

  3. The Grant Cycle March/April HHS format/requirement screening January RFA public March Applications Due May/June Peer Review Process April Statutory Eligibility Screening Eligible? Ineligible? June/July Rank Order “Package Assembled” August/September Training Triage by POs August Funding Decisions Announced December Mandatory New Grantee Training

  4. Review and Selection ProcessWhy do applicants fail to get funded? • Miss the application deadline • Application provides too muchfluff • There is no “there” there • Fail to respond to the questions in the RFA • Application lacks consistent focus from problem identification through evaluation • Identify alcohol & tobacco as main problems and discuss evaluation of reduction in prescription drug abuse • Application lacks focus on environmental strategies and community-level change • Focuses on individual strategies/programs

  5. Who are Peer Reviewers? • DFC grantees in Years 1-4 or 6-10 • Go through training • At MYTI/Forum • Conference Calls • Human elements to the process • Do not make it hard for Reviewers to find information • Lose the “fluff” • Want to read your “story” • Write application for one of your peers to read

  6. Proving the Applicant Eligible • The required attachments have a purpose • Proof of statutory eligibility • READ the Drug Free Communities Act • LABEL attachments, so that eligibility screeners can easily find them • In order, as requested • Bold the title • Number/Letter it (e.g., Attachment A) • NUMBER the attachment pages • even if you have to do it by hand

  7. The 12 Sectors (examples of potential representatives) • Youth • a person under 18 • Parent • mother/father/guardian/grandparent • Business • Chamber of Commerce/owner of local shop • Media • the outlet where the majority of the community gets information • School • Principal/Superintendent • Youth-Serving Organization • Boys & Girls Club

  8. The 12 Sectors (con’t)(examples of potential representatives) • Law Enforcement • Chief of Police/Sheriff • Religious/Fraternal Organizations • Pastor/Rabbi/Imam/Masons • Civic/Volunteer Groups • Sertoma Club/Kiwanis Club • Not just some random “volunteer” on the coalition • Healthcare Professionals • Doctor/Nurse/Dentist • State/Local/Tribal Government • SSA/State Prevention or Treatment Director • Other Substance Abuse Organization • Local prevention/treatment provider

  9. Proving Sector Involvement • Required sector chart • Required supporting document must match or identify the person in the sector chart • Required meeting minutes where members are listed by sector name • Answers to questions regarding coalition capacity & membership development/involvement • Evidence: sector chart & supporting documents • *Youth sector = <18

  10. Proving 6 Months of Existence for Coalition • 2 sets are required in specified timeframes • At least 6 months before application due date • Between application due date and the first set of minutes provided • Must demonstrate that the meetings focused on substance abuse prevention • Must be coalition’s minutes, not fiscal agent’s • Must include a list of all attendees • List by sector • Include month, date and year • Evidence: 2 sets of minutes in required specified timeframes

  11. An Eligible Mission Statement • Coalition must have as its principal mission the reduction of substance abuse, which at a minimum includes the use/abuse of drugs…with a primary focus on youth… • Must be the coalition’s mission statement, not the fiscal agent’s • Evidence: mission statement that includes youth substance abuse prevention

  12. Multiple Drugs Address • …developed a strategic plan to reduce substance abuse among youth, which targets multiple drugs of abuse • Multiple = more than 1 • Cannot be an “underage drinking” coalition that does not address other drugs & expect to be eligible for a DFC grant • Evidence: Action Plan

  13. Required 1:1 Match • Must show a dollar-for-dollar match from non-federal sources equaling amount of request from the Federal Government • Cash (e.g., shared salary/benefit expenses for paid staff) • In-kind/Donated (e.g., office/meeting space, paper, copying services, etc.) • Do not overpromise match • Got a million dollars? Prove it. • Must account for every matched dollar to the Government • Evidence: Budget & Budget Narrative *Coalitions with Native American representation that receives funds from the Bureau of Indian Affairs may use federal funds as match

  14. Funding Year & Match Requirement Years 1-6 = 100% Years 7-8 = 125% Years 9-10 = 150% DFC Match Requirements

  15. How Much Can I Ask For? • No more than $125,000/year within all parts of the application • Make sure ALL the numbers match • Make sure they do not exceed $125,000 • Evidence: 424, 424A and Budget

  16. Neighboring Coalitions • 2 coalitions may not serve the same zip code unless both have clearly prescribed their plan for collaboration • Go to the DFC website, www.ondcp.gov/dfc, and see if there is a coalition in a town near you • Specify the zip codes each coalitions serves • Explain the overlap of zip codes and WHY both coalitions are needed • Evidence: letter/MOU from the neighboring coalition acknowledging collaboration

  17. One DFC Grant at a Time Grantee = Entity awarded a grant • Only one grant can be issued to a grantee at one time • Evidence: SAMHSA screening & required Assurance attachment Coalition with 501c(3) status Outside Fiduciary Agent

  18. 10 Year Rule • No coalition can receive DFC funding for more than 10 years • Outside fiduciary agents cannot seek funding for the same coalition for more than 10 years • Evidence: SAMHSA screening & Compliance Attachment

  19. Questions? Jack Claypoole, DFC Administrator 202.395.6665 JClaypoole@ondcp.eop.gov Shannon Weatherly, Policy Analyst 202.395.6774 SWeatherly@ondcp.eop.gov

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