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FOREST SERVICE MANUAL
NORTHERN REGION (REGION 1)
MISSOULA, MT
FSM 1500 – EXTERNAL RELATIONS
CHAPTER 1580 GRANTS, COOPERATIVE AGREEMENTS, AND OTHER
AGREEMENTS
Supplement No.: 1500-2004-1
Effective Date: November 4, 2004
Duration: Effective until superseded or removed.
Approved: KATHLEEN A. MCALLISTER FOR
ABIGAIL R. KIMBELL
Regional Forester
Date Approved: 10/15/2004
Posting Instructions: Supplements are numbered consecutively by Title and calendar year.
Post by document name. Remove entire document and replace with this supplement. Retain this
transmittal as the first page of this document. The last supplement to this title was 1500-2002-2
to FSM chapter 1570.
New Document(s):
1580
10 Pages
Superseded Document(s):
1500-2002-1 (11/ 22/2002)
R1-Supplement No. 1500-93-1 (03/02/1993)
9 Pages
2 Pages
Digest:
1580 – Throughout this chapter, this supplement revises exhibit titles and makes minor editorial
and typographical changes. The changes in the chapter are as follows:
1580.41b – Revises signatory officials formerly found in obsolete 1587.04
1580.42 – Identifies lead unit for Infra administration. Adds reporting requirements for Infra.
1580.5 – Adds to definition section
1580.7 – Establishes three certification levels, adds Certificate of Appointment (see 1580.7
ex. 01)
R1 NORTHERN REGION SUPPLEMENT 1500-2004-1
EFFECTIVE DATE: 11/04/2004
DURATION: Effective until superseded or removed
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FSM 1500 - EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS, COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
1580.71 – Establishes training requirements for certification levels Ia, I and II. (see 1580.71,
ex. 01, 02, and 03.
R1 NORTHERN REGION SUPPLEMENT 1500-2004-1
EFFECTIVE DATE: 11/04/2004
DURATION: Effective until superseded or removed
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FSM 1500 - EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS, COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
1580.41b – Regional Foresters, Station Directors, Area Director, Institute
Direction, and Special Agents in Charge of Law Enforcement and Investigations
The Grants and Agreements (G&A) Specialist and the Budget and Grants Coordinator for State
and Private Forestry, and the Regional Grants and Agreements Specialist for Acquisition
Management, are designated as signatory officials and are delegated authority to sign grants and
cooperative agreements for State and Private Forestry programs in the Northern Region. In their
absence, this authority is redelegated to the Director of State and Private Forestry.
The Director of Fire, Aviation, and Air is designated as signatory official and is delegated
authority to sign Cooperative Fire Agreements. The Director of Fire, Aviation and Air and the
Director of Engineering are designated as signatory officials and are delegated authority to sign
interagency agreements up to $100,000 in total project value.
Forest Supervisors are designated signatory officials and are delegated authority to sign grants,
cooperative agreements and other agreements for programs under their jurisdiction. This
authority may be redelegated in writing to line officers under their supervision.
1580.42 – Grants and Agreements Specialists
1. Pre-Award/Award Responsibilities. It is the responsibility of the Grants and
Agreements Specialists to:
l. Assign a Federal identifier number. Where more than one unit is party to an
agreement, a lead unit will be identified and will be responsible for assigning a
number and Infra administration.
m. Ensure the instrument is properly executed.
n. Enter required information, including the job code, in the G&A Infra database
within 5 working days of execution.
2. Approval
a. General Responsibilities. A certified G&A Specialist must review and approve all
grants, cooperative agreements, and other agreements for legal sufficiency and
compliance with policy prior to execution of the instrument by the Signatory Official.
Instrument review and approval must include the following statement and signature
block on the signature page of the instrument:
R1 NORTHERN REGION SUPPLEMENT 1500-2004-1
EFFECTIVE DATE: 11/04/2004
DURATION: Effective until superseded or removed
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FSM 1500 - EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS, COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
The authority and format of this instrument has been reviewed and approved for
signature.
Grants and Agreements Specialist
Date
1580.5 - Definitions
Revoke/revocation. Termination of a G&A Specialist certification by action of the Director of
Acquisition Management.
Suspend/suspension. To temporarily rescind, either in part or in total, a G&A certification by
action of the Director of Acquisition Management.
1580.7 – Grants and Agreements Certification
Three levels of certification may be issued based on formal training, experience, and complexity.
1. Certification Requirements.
d. To request certification for a G&A Specialist, the Forest Supervisor shall submit a
letter to the Director of Acquisition Management requesting certification for the G&A
Specialist under their jurisdiction. The letter shall include:
(1) Individual’s name
(2) Duty station
(3) Title, series, and grade level
(4) Certification level requested.
(5) Required training satisfactorily completed (FSM 1580.71), with dates of
completion, and source of training.
(6) Number of grants and agreements by type that were prepared and
subsequently fully executed by the G&A Specialist, and percentage of those
found satisfactory after reviewed by a Level II G&A Specialist.
e. Upon receipt and a satisfactory review of the information outlined in 1580.71, the
Director of Acquisition Management shall issue a Certificate of Appointment
(1580.42 - ex. 01) to the G&A Specialist. The G&A Specialist certification shall be
clearly documented, in writing, on the Certificate of Appointment (1580.7 - ex.01).
R1 NORTHERN REGION SUPPLEMENT 1500-2004-1
EFFECTIVE DATE: 11/04/2004
DURATION: Effective until superseded or removed
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FSM 1500 - EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS, COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
The certification will remain in effect indefinitely unless temporarily suspended or
revoked as specified in 1580.7 (4).
f. Establishment of Certification System. Only a G&A Specialist whose full-time
primary duties are that of a G&A Specialist may be certified at Level I or Level II.
2. Level I Certification. Level I certification is the operating level for G&A Specialists.
Level I certified G&A Specialists are authorized to negotiate, develop, administer, modify and
close out instruments under any authority available for Forest Service use for the units within
their service area. Level I certified G&A Specialists must forward instruments that encompass
more than their service area or have Regional/Station/Area or multi-Regional/Station/Area
implications to a Level II G&A Specialist.
a. Level Ia Certification. Level Ia certification is the G&A Specialist entry level.
Grants and Agreement Specialists certified at this level may negotiate, develop,
administer, modify, and closeout Collection Agreements and Memoranda of
Understanding. Level Ia certified G&A Specialists may assist program personnel in
determining which authority and type of instrument applies, and help draft an
instrument or direct the proponent to a Level I G&A Specialist. A full time G&A
Specialist, a G&A Specialist trainee working with a Level I or Level II G&A
Specialist, or an employee holding a position on a unit that involves collateral duties
may be certified as a Level Ia G&A Specialist.
3. Level II Certification. Level II is the highest certification level issued to G&A
Specialists. Level II certified G&A Specialists are authorized to negotiate, develop, administer,
modify, and closeout instruments within their service area. The service area for a Level II G&A
Specialist may be Region/Station/Area wide, multi-Region/Station/Area, or Service wide. Level
II certified G&A Specialists provide program leadership, coordinate training, and oversee the
certification process of G&A Specialists within the units of their responsibility.
R1 NORTHERN REGION SUPPLEMENT 1500-2004-1
EFFECTIVE DATE: 11/04/2004
DURATION: Effective until superseded or removed
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FSM 1500 - EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS, COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
1580.7 - Exhibit 01
Certificate of Appointment
Under the authority vested in the undersigned and in
conformance with R1 Supplement to FSM 1580,
Insert G&A Specialist’s Name here
Is appointed
Grants and Agreements Specialist
For the
United States of America
Subject to the limitations contained in R1 Supplement to FSM 1580 and the following:
Certification Level
Unless sooner suspended or revoked, this appointment is
effective as long as the appointee is assigned to:
United States Department of Agriculture
Organization
Forest Service, Northern Region
Agency/Department
Signature and Title
Date
R1 NORTHERN REGION SUPPLEMENT 1500-2004-1
EFFECTIVE DATE: 11/04/2004
DURATION: Effective until superseded or removed
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FSM 1500 - EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS, COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
1580.71 – Standards of Competency and Training Requirements
This section establishes a standard of competency for G&A Specialists based upon formal
training and on-the-job (OJT) experience.
1. Level I Training Requirements. This training requirement includes a Level Ia Training
Requirement that is outlined in exhibit 01 below.
a. Knowledge, training, and competency in the following areas is required.
b. At a minimum, 84 hours of core subjects and 16 hours of electives must be
completed prior to certification for a Level 1a Grants and Agreements Specialist.
c. At a minimum, 40 hours of core subjects and 16 hours of electives must be
completed prior to certification for a Level 1 Grants and Agreements Specialist.
d. Maintenance. A Level Ia and Level 1 certified G&A Specialist shall meet or
exceed 40 hours of training every 2 years to maintain certification. Core subjects and
electives for all levels may be used to meet maintenance requirements.
1580.71 Exhibit 01
Training Requirements for Level Ia G&A Specialists
Core Subjects (84 hours)
Appropriation Law
Basic Procurement
Ethics and Conduct
*Forest Service Authorities
FSM 1580/FSH 1509.11
Legislative Process
*Payments and Obligations
Regional/Station/Area/Institute Grants &
Agreements Workshop
Electives (16 hours)
FOIA/Public Affairs
Grant Record Keeping
*Other FSM/FSH
Regional/Station/Area/Institute Grants &
Agreements Workshop
Small Purchasing
Appropriation Law Refresher
Technical Writing
Source
Outside Sources
Outside Sources
Outside Sources
OJT, Self-study
OJT, Self-study
Outside Sources
OJT
Agency
Agency, Self-study
Outside Sources
OJT, Self-study
Agency
Agency
Outside Sources
Outside Sources
R1 NORTHERN REGION SUPPLEMENT 1500-2004-1
EFFECTIVE DATE: 11/04/2004
DURATION: Effective until superseded or removed
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FSM 1500 - EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS, COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
A Level I or Level II G&A Specialist must review a sufficient number of instruments prior
to certification of an employee as a Level Ia G&A Specialist.
Training Requirements for Level I G&A Specialists
Core Subjects (40 hours)
Cooperative Agreement Management
Cost & Price Analysis
Cost Principles, OMB Circulars A-21, A-122, and
A-87 and FAR issued by GSA, DOD, and
National Aeronautics and Space Administration
Federal Assistance Law
*Financial Plans
Grant Administration
Grant Management for Grants Officials
Monitoring Grants and Agreements
Negotiation
Regional/Station/Area/Institute or National
Grants & Agreements Workshop
Uniform Administrative Requirements OMB
Circulars A-102, A-110
Source
Outside Sources
Agency, Outside Sources
Outside Sources
Outside Sources
OJT
Outside Sources
Outside Sources
Outside Sources
Outside Sources
Agency
Outside Sources
Electives (16 hours)
Business Law
Contract Administration
Contract Law
Federal Advisory Committee Act
NEPA
*Not to be included in hours calculation.
Outside Sources
Outside Sources
Outside Sources
Agency, Outside Sources
Agency
A Level II G&A Specialist must review a sufficient number of instruments under the G&A
Specialist’s jurisdiction prior to certification of an employee as a Level I G&A Specialist.
2. Level II Training Requirements.
R1 NORTHERN REGION SUPPLEMENT 1500-2004-1
EFFECTIVE DATE: 11/04/2004
DURATION: Effective until superseded or removed
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FSM 1500 - EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS, COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
1580.71 Exhibit 02
Training Requirements for Level II G&A Specialists
Core Subjects (40 hours)
Audit of Federal Grants and Cooperative Agreements
Evaluating Federal Funds Management Capabilities
of Recipient and Sub recipients
National Grants and Agreements Workshop
Source
Outside Sources
Outside Sources
Agency
Electives (16 hours)
Advanced Contract Law
Federal Advisory Committee Act
National Historic Preservation/Clean Water Act
NEPA
Outside Sources
Agency, Outside Sources
OJT, Agency
Agency
a. Certification to Level II. Level II G&A Specialists shall be certified by the G&A
Specialist's Senior Procurement Official. In cases where the G&A Specialist has not
met the required training, a written training plan shall be initiated and signed by the
G&A Specialist, the G&A Specialist's supervisor, and the officer one level above the
supervisor prior to certification.
b. Maintenance. A Level II certified G&A Specialist shall meet or exceed the 40
hours of training every two years to maintain certification. Core subjects and
electives for all levels of certification may be used to meet maintenance requirements.
c. Knowledge, training, and competency in the following areas is required in addition
to Level Ia and Level I training requirements prior to certification as a Level II G&A
Specialist.
d. At a minimum, 40 hours of core subjects and 16 hours of electives must be
completed prior to certification.
3. Other Desired Training for Levels I and II.
R1 NORTHERN REGION SUPPLEMENT 1500-2004-1
EFFECTIVE DATE: 11/04/2004
DURATION: Effective until superseded or removed
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FSM 1500 - EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS, COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
1580.71 Exhibit 03
Other Training Requirements for Level I and II G&A Specialists
Subject Matter
Ability to Research Laws, Regulations, Statutes, and Related Information.
Communication Skills (Written and Oral)
Organizational Skills
Record Keeping
Time Management
Computer Literacy
Understanding Financial Reporting Requirements
Understanding the Forest Service Mission and Programs
Understanding Management/Political Issues
In-depth/Working Knowledge of Cooperative Work Fund Collections, Overhead,
and Reimbursable Accounting