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2010 Competitive Grant Application Workshop May 2009

2010 Competitive Grant Application Workshop May 2009. Workshop Goals. Familiarize you with the MCOLES Competitive Grant Program Highlight changes for 2010 Applications Help you prepare a quality application Answer your questions. Workshop Objectives.

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2010 Competitive Grant Application Workshop May 2009

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  1. 2010 Competitive GrantApplication WorkshopMay 2009

  2. Workshop Goals • Familiarize you with the MCOLES Competitive Grant Program • Highlight changes for 2010 Applications • Help you prepare a quality application • Answer your questions

  3. Workshop Objectives • At the conclusion of this Workshop, you, the attendees will be able to … • write a comprehensive grant application in conformance with the Guidelines. • write objectives that will assess the acquisition of knowledge and/or skills by your trainees.

  4. Workshop Objectives • Develop a methodology statement that clearly describes the proposed project with the appropriate detail on methods. • Develop a budget detail and budget narrative that complement each other and support the training activity. • Develop evaluation methods that will assess the acquisition of knowledge and/or skills by your trainees.

  5. Funding Concerns • Collections in the fund are down 11.7% • 2009 Budget deficit coverage • $600,000 • Fiscal Year 2010 • Budget problems expected to continue • One proposal is to transfer $476,400 from Justice Training Fund to MCOLES General Fund (removed from MCOLES GF for capitol security) • All funding sources are being considered • More competitive based upon available funding

  6. Handouts • Grant Application Form • Application on CD (MS Word) • Budget Detail (Excel) • Competitive Grant Guidelines • Prioritized Training List • Important Information Sheet • Workshop Outline • Authorized Application Number (at close of workshop)

  7. Eligibility Requirements

  8. Applicant Eligibility • State or local agencies • agency of the state or of a city, village, township, county, or judicial branch of government • State supported university • Community college

  9. Applicant Eligibility • Five Components of the Criminal Justice System • Law Enforcement • Prosecution • Criminal Defense • Courts • Corrections • Eligible Trainees • Civilian and sworn personnel • Must be employed by an eligible applicant

  10. Law Enforcement Eligibility • Law Enforcement Training Grants - must be provided through a consortium • Either an established Consortium or a law enforcement agency employing 100 or more MCOLES licensed law enforcement officer • Law Enforcement Consortiums must show a financial commitment by membership • Financial Commitment - is an established membership commitment paid to a consortiumin support of the consortium’s training activities. • Independent of any student or course fee

  11. General Eligibility • All other Training Grants must be provided for by way of a consortium concept (open to others) • In-service Criminal Justice Programs intended to enhance the Direct Delivery of Criminal Justice Services • Training provided by the eligible agency or a contractor • Instruction provided for a fee or tuition • Self-education or training through computer-based learning orA/V materials

  12. Financial Eligibility • Supplanting • Focus on training not previously supported with local, federal, or other state funds • If an existing program, explain • how requested training differs from previous program; or • why previous funding sources are no longer available • An agency training eligible employees • supplement, not replace, CJ in-service training funds budgeted for agency employees • may enhance and increase, not supplant, CJ in-service training funds from local, state and federal sources for employees other than those of the applicant agency

  13. Negative Eligibility • Items NOT Eligible • Required minimum basic training • law enforcement/corrections • Firearms and firearms ranges • Automated firearms training systems • Newsletters • Alcoholic beverages • 100% equipment acquisitions • Out-of-country training

  14. Budget DevelopmentRegulations

  15. Grant Guidelines • Legislative Authority • Purpose • Application Process • Grant Awards • Fiscal Responsibilities • Travel Regulations • Program Responsibilities • Definitions of Terms

  16. Prioritized Training List • 2010 Grant Funding Priorities • Established by each criminal justice component • Submit grants within the priority training listing • Provide explanation of relationship of the application to the prioritized list (Section 2, B, 1.)

  17. Personnel • Employees of the applicant agency • Salaries and fringes shall be paid at their NORMAL agency rate • Detail salaries by task • Verify the employment status • what appears to be contractual may be personnel

  18. Administrative Costs • Personnel or Contractual • Salaries and fringes (or fees) • Project Administrator • Persons assigned to provide administrative services • Clerical support • Associated travel costs • Maximum of 8% • Calculate as 8% of total grant request less administrative costs

  19. Contractual Services • Individual Contractors • NOT employees of the applicant agency • Contractual Service Providers • Vendors/agencies, not individuals • Full disclosure of costs • Tuition Based Programs • Per-student basis • Paid by applicant directly to vendor • Non-customized program open to public

  20. Contractual Services • Contractual fees are limited to $50 per hour for actual time spent on preparation and instruction. • Contractual Service - NO fringe benefits. • MCOLES will consider deviation from $50 rate on a case-by-case basis, if well articulated and justified. • Where actual fees exceed the allowable rate, grantee may assign additional costs to alternative funding source.

  21. Contractual Services • College Tuition/Registration Fees • Paid for an academic program on behalf of the trainee • Eligible ONLY where supplemental funding is derived from non-MCOLES sources and applied to the grant funded program, e.g. Perkins • Overall benefit results in reduction of costs to MCOLES • No tuition for sole purpose of obtaining college credits. • Continuing Education Credits are NOT eligible

  22. Contractual Services • Ratio of preparation to class time • 3 hrs:1 hr for a NEW program • 1 hr:4 hrs for an EXISTING program presented to a similar audience • 0 hr:1 hr for REPETITION of an existing program • Contractor fees shall not be paid for travel time • Contractual instructors shall not be paid to also act as on-site coordinators

  23. Travel Regulations • Travel category has 3 sections • Personnel Travel • Contractual Travel • Trainee Travel • Not allowed for Law Enforcement or Corrections Grants • Hiring Agency’s Responsibility (LED/Booking Fee)

  24. Travel Regulations • Based on State of Michigan travel regulations • Effective 1/1/2009 for the contract year • No adjustments made after grant submissions • Where costs exceed allowable rates, grantee may assign costs to alternative funding source.

  25. Travel Regulations • Select Cities • Michigan • Out-of-state • Training site must be in, or border on, a select city • Schedule of Travel Rates • In-state • Out-of-state • Mileage

  26. Travel Regulations • Travel costs are allowed if • Instructors in a law enforcement grant • The sole purpose is training • There is a minimum of 6 hours of training in 24 hours • No mileage for trainees employed by the applicant agency • Trainee Meals • Allowed when training occurs both before and after the meal, or • Trainee is otherwise eligible for meals due to lodging

  27. Travel Regulations • No lodging or meals are allowable within 50 miles of home or work site, except... • Lodging or meals are allowable within 25 to 50 miles of home or work site if there is a minimum of 2 hours of training after the evening meal

  28. Travel Regulations • Out-of-State Travel will only be allowed if the training meets all of the following • The definition of “Criminal Justice Education Program” • Is to obtain or maintain certification of a specialty that meets the definition of “Direct Delivery of Criminal Justice Services”

  29. Travel Regulations • Out-of-state Travel only allowed if the training • Is not available in Michigan • Can not be brought to Michigan • Is registered in the MCOLES Information Tracking Network prior to the training event

  30. Supplies and Operating • Supplies (non-equipment items) • Training materials • Operating expenses • Equipment and classroom rental • Applicant owned facility rental must be assigned to alternative funding source • Refreshments are NOT eligible • Operating costs must be itemized • Do not include indirect costs as a percent of total • “Miscellaneous” supplies are NOT acceptable

  31. Equipment • Equipment purchases must comply with all four criteria • Sole purpose must be for delivery of in-service training • Life expectancy of more than 1 year • Purchase price of $300 or more (unit price) • Not a fixed part of a building

  32. Budget Preparation • Develop the complete budget (Include all program/product costs) then split the budget • Requested Grant Funding • Alternative Funding Expenses • Assign costs to the appropriate budget category • Round costs to the nearest whole dollar • Double check your calculations

  33. Budget Preparation • LAW ENFORCEMENT GRANTS • Project Cost Split • 75% Grant Funded • 25% Other Funding

  34. Program Funding • $5.00 Fine Assessments on Civil Infractions • 2008 Grant Awards (2009 Training Year) 65 Applications for $5.3 million 52 Awards for $3.2 million

  35. Fiscal Responsibility • Competitive Grants • Always more $ requested than available • Competing against every other application • Be Realistic • Budgeted number of students • Project costs as accurately as possible • Unrealistic costs prime targets for cuts • Plan within MCOLES Guidelines • All grants will be subject to random financial inspections

  36. Questions?

  37. Break Time!

  38. Grant Application

  39. Grant Application • Use 2010 forms only • Discard all other forms • Reproduction Master • Use Narrative and Budget pages provided • Add additional pages as needed • Spreadsheets are provided for Budget Detail • Excel Format

  40. Grant Application Organization • Section 1 - Identification • Section 2 - Project Narrative • A. Problem Statement • B. Training Objectives • C. Training Methods • D. Evaluation • Section 3 - Budget Narrative • Section 4 - Budget Detail • A. Grant Request • B. Other Funding Support • Section 5 - List of Priorities

  41. Section 1 - Identification • MCOLES Application Number • Applicant Agency Information • Project Period • Calendar year • January 1 - December 31, 2010 • Authorized Signatures • Must be three separate individuals

  42. Section 2 - Project Narrative • A. Problem Statement • B. Training Objectives • C. Training Methods • D. Evaluation

  43. A. Problem Statement • Briefly define the problem and its impact, e.g. department, geographic region, etc. • Explain how the training meets the Criminal Justice Program and Consortium definitions • Law Enforcement Grants • Identify member agencies • Explain financial commitment by member agencies.

  44. A. Problem Statement • Identify the trainees (department, position, title/rank). • Explain why the training proposal is a worthwhile endeavor and should be funded in lieu of others. • How is this training supplemental? If other funds available previously, why no longer available?

  45. B. Training Objectives • Explain how your application meets the Prioritized Training List • Anchor to topic(s) listed • Describe the subject matter of the training • Course syllabus (outline) • Number of hours

  46. B. Training Objectives • Write 3 to 4 training objectives for each program (course) • An action statement that is: • Observable/Measurable/Limited time • Implied stem • At the completion of training, the trainee will be able to.... • Law Enforcement Grants – Legal Update • Contact local Prosecuting Attorney’s Office • Document contact • Unable to provide training • Use of other vendor

  47. C. Training Methods • Identify the program developers and instructors • Out-of-State Vendors • Effort MUST be made to locate a Michigan vendor • Statewide providers • Local or regional providers • MCOLES Schedule of Training Courses • Check www.michigan.gov/mcoles • Explain contacts made • Justify selection of the out-of-state vendor • Program MUSTbe SUBSTANTIALLYdifferent

  48. C. Training Methods • Presentation Outline • Describe the method(s) of presentation • Specify the hours of training for each course • Specify the number of trainees per session • Identify any specific texts to be used • Number of Trainees • Realistically project number of trainees • Minimum operational number for cancellation or rescheduling • Budgeted number for each course

  49. C. Training Methods • Identify the Training Site • Product Requests (training materials) • Describe the training material to be developed. • How will the products be made available to others? • How will sales income be used to offset grant funds requested? • Instructional Aids • Explain how income will offset grant funds awarded.

  50. C. Training Methods • Computer-based Training Applications • Instructor/Developer available for contact by students • Minimum system requirements clearly detailed • Must be an evaluation instrument to evaluate student mastery of topic • Course must be registered in MCOLES Information & Tracking Network prior to training • Grantee responsible for entering course completion information into MITN • Copy of CD-ROMs used in training to be submitted or accessto the platform

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