Date: June 30, 2011
Subject: 2011 OJJDP SAEDR Research-Based
To:
County Chief Juvenile Probation Officers; County Juvenile Court
Judges; County Children and Youth Administrators; County Mental
Health/Mental Retardation Administrators; County Commissioners;
Communities That Care Contact Persons; Private Service Providers;
Integrated Children’s Service Planners; State Health Improvement
Planning Sites, State Incentive Grant Planners, County/Municipal
Health Department Directors, District Executive Directors of the
Department of Health and Public Health Programs
From: Linda Rosenberg
Executive Director
The Office of Juvenile Justice and Delinquency Prevention of the Pennsylvania
Commission on Crime and Delinquency (PCCD) announces the availability of
up to $1,491,130 in state Substance Abuse Education and Demand Reduction
(SAEDR) funding. Under this solicitation, funding is available to support
projects designed to educate the public about the dangers of substance
abuse and/or reduce the demand for these substances.
Act 36 of 2006 prescribes that funds be made available within certain funding
categories. Under this solicitation only applications for research-based efforts
targeting juveniles and their families will be supported. Funding is available
to nonprofit organizations to provide research-based approaches to
prevention, intervention, training, treatment, and education services to
reduce substance abuse or to provide resources to assist families in
accessing substance abuse services.
PCCD Staff will not be able to answer questions directly about how an
applicant should respond to any particular section of the application. This is
to ensure all potential applicants benefit from all answers given. Answers will
be available to all parties who register to receive them through the email
process. All questions must be sent by email to Wendy Poston at
wposton@state.pa.us.
Questions concerning the Egrants system should be made directly to the
Egrants Help Desk at either (717) 787-5887 or you may call toll-free at (800)
692-7292 and select option 9 and then option 6 when prompted.
Office of Juvenile Justice and Delinquency Prevention
2011 SAEDR Research-Based
________________________________________
Fiscal Year 2011 Solicitation
Please Note: Allow adequate time to submit your Application. You will be unable to submit
your Application, if you do not first register in Egrants. Applications will only be accepted
through PCCD’s Egrants system.
Recommended Egrants Agency Registration Date:
August 4, 2011
Recommended Egrants User Registration Date:
August 11, 2011
Mandatory Egrants Application Deadline:
August 18, 2011
Office Specific Dates:
Due to the highly competitive nature of these grants, PCCD Program Staff will not be
able to answer questions about how an applicant should respond to any particular
section of the application. PCCD Program Staff may only field questions to clarify the
funding announcement. All questions must be sent by email to Wendy Poston at
wposton@state.pa.us. In order for all potential applicants to benefit from this process,
answers will be available to all parties who register to receive them through the email
process. Applicants may register any time after June 30, 2011 by providing an email
address to Ms. Poston at the link above. Registration will remain open until 4:00 p.m.
August 10, 2011. Questions will not be accepted after close of business on August 10,
2011. Answers will be sent by email to registered individuals on a regular basis through
close of business on August 16, 2011.
ii
PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY
Office of Juvenile Justice and Delinquency Prevention
Funding Guidelines: 2011 OJJDP SAEDR Research-Based
TABLE OF CONTENTS
Funding Guidelines for: 2011/2013 .....................................................................................................2
Funding Announcement Title: 2011 OJJDP SAEDR Research-Based .........................2
Funding Available: Substance Abuse Education and Demand Reduction ............2
New Application Requirements: ..............................................................................................................2
Due Date and Other Submission Requirements for Applications: ...............................2
A.
Preface: ..............................................................................................................................................3
1.
Project Dates: ..................................................................................................................................3
2.
Funding Available: ........................................................................................................................3
3.
Program Goals and Objectives:................................................................................................3
4.
Anticipated Impact(s) .................................................................................................................4
5.
Eligibility Requirements: ...........................................................................................................4
a.
b.
c.
d.
e.
Applicants ..........................................................................................................................................4
Program Activities .........................................................................................................................5
Expenses ............................................................................................................................................6
Limitations ........................................................................................................................................6
Non-supplantation .........................................................................................................................6
6.
Ineligible Program Activities: ..................................................................................................6
7.
Performance Measures:..............................................................................................................6
8.
Agency and User Registration: ................................................................................................7
9.
Keywords..........................................................................................................................................8
10.
Compliance with State Information Technology Grant Conditions: ........................8
11.
Competitive Bidding/Sole Source Procurement ..............................................................8
12.
Technical Assistance (and/or questions) for Egrants ...................................................9
13.
Reporting Requirements............................................................................................................9
14.
Fiscal Accountability……………………………………………………………………………………9
15.
Time and Effort Reporting…………………………………………………………………………10
16.
Payment for All Grants………………………..…………………………………………………..…11
17.
Competitive Application Procedures: ................................................................................ 11
18.
Additional Requirements: ...................................................................................................... 17
iii
a.
b.
c.
Required Egrants Sections....................................................................................................... 17
Required Signed Documents .................................................................................................. 18
Administrative (Submission) Information ....................................................................... 18
19.
Application Checklist ................................................................................................................ 18
20.
Additional Online Resources:................................................................................................ 18
21.
Contact Person: ........................................................................................................................... 19
22.
Mailing Information: ................................................................................................................. 19
Appendix A: Application Checklist………………………………………………………………..20
Appendix B: List of Eligible Programs….……………………………………..………………...21
Appendix C: MST-CM & FFT-AD Requirements……………...…………………………...…23
Appendix D: Communities That Care………………………………........……………………...24
iv
PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY
Office of Juvenile Justice and Delinquency Prevention
Funding Guidelines for: 2011/2013
Funding Announcement Title: 2011 OJJDP SAEDR Research-Based
Funding Available: Substance Abuse Education and Demand Reduction
New Application Requirements:
Due Date and Other Submission Requirements for Applications:

Scoring - All Applications will be competitively reviewed and scored. Applications will
be scored on the basis of the applicant’s adherence to the Funding Announcement
Guidelines, and a timely submission in the PCCD Egrants system.

Due Date - All Applications must be submitted, electronically through PCCD’s Egrants
system no later than August 18, 2011 by 11:59 p.m., Eastern Time. Please note: The
Egrants Help Desk is available to assist with questions until 4:00 p.m. Eastern Time.
Contact the PCCD Egrants Help Desk at (717) 787-5887 or toll-free at (800) 692-7292,
option 9 and then option 6. The Egrants email address is:
RAeGrantsSupport@state.pa.us.

Egrants Submission - Applications entered in Egrants by the deadline are not
considered complete unless the required original Signature Page and any other required
signed documents are also received at PCCD. Successful Applications will be presented
for consideration at the December 13, 2011 Commission meeting.

Completeness – Applications that do not meet ALL of the listed requirements in this
funding announcement may be administratively rejected.

Attachments - Facsimiles, hard copies or emailed copies will not be accepted.
Quarterly Reports will also require online submission. A subgrant award, based on the
timely submission and successful review of the Application, will be made at the
December 13, 2011 Commission meeting.

Corrections - If an Application is returned by PCCD for corrections, the final Application
(including all corrections and required documents) must be returned to and approved by
PCCD in order for the Application to be awarded.
2
PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY
Office of Juvenile Justice and Delinquency Prevention
A. Preface:
The Pennsylvania Commission on Crime and Delinquency (PCCD) is now accepting
Applications for funding under the Substance Abuse Education and Demand Reduction
(SAEDR) Fund. Act 36 of 2006 established this funding to support projects designed to
educate the public about the dangers of substance abuse and/or reduce the demand for
these substances. The Act prescribes that funds be made available within certain funding
categories. Under this solicitation only the following will be supported:

Research-based approaches to prevention, intervention, training, treatment, and
education services to reduce substance abuse or to provide resources to assist
families in accessing these services.
Under SAEDR Research-Based, funding is available to nonprofit organizations to provide
research-based approaches to prevention, intervention, training, treatment, and education
services to reduce substance abuse or to provide resources to assist families in accessing
these services. Nonprofit organizations may jointly apply for grant moneys with a local
government unit, but shall not be required to do so. Direct awards cannot be made to
governmental entities.
Please Note: SAEDR Category Two focuses on raising awareness of the benefits of a drugfree Pennsylvania through media-related efforts. Category Three focuses on education and
the provision of drug-free programs in the workplace. Categories Two and Three are not
eligible for funding under this solicitation.
1. Project Dates:
Contingent upon availability of funds, Applications approved at the December 2011
Commission meeting will be 12-24-month projects and have a start date of January
1, 2012 and an end date of either December 30, 2012 or December 30, 2013
depending on the length of the project.
2. Funding Available:
A total of approximately $1,491,130 in state funds is being announced to support
this initiative. PCCD expects to fund five to 15 one or two-year grants with budgets
not to exceed $150,000 for a 24-month period. No match is required.
Award Letters will be mailed as soon as possible after the Applications are approved
and will also be available in Egrants.
PCCD is not liable for costs incurred prior to the official start date of the award.
3. Program Goals and Objectives:
The goal of SAEDR Research-Based Funds is to provide research-based approaches
to prevention, intervention, training, treatment, and education services to reduce
substance abuse, or to provide resources to assist families in accessing these
services.
3
Objectives of this funding initiative are:





Focus on promoting drug use/abuse resistance skills among targeted
adolescents within a community, the school, and the family though a variety
of techniques.
Engage and motivate youth and families to reduce and/or eliminate negative
attitudes or behaviors.
Reduce substance abuse.
Increase or support existing programs and projects that specifically target
reduction of substance abuse among youth.
Provide resources and help youth and their families with accessing services
related to reducing substance abuse.
4. Anticipated Impact(s)
Anticipated impacts under this initiative include, but are not limited to, the following:









Increases knowledge of the immediate consequences of substance abuse;
Enhances cognitive and behavioral competency to prevent and reduce a
variety of health risk behaviors;
Provides resources and services to assist families in obtaining and accessing
services;
Provides students with the necessary skills to resist social pressures to drink
alcohol, smoke cigarettes, and use drugs;
Reduces alcohol consumption and its adverse consequences;
Promotes healthier choices among young adults;
Provides important information and coping skills for risk reduction;
Provides communities with the tools to form the coalitions needed to
implement and support the interventions; and
Reduces arrests and other antisocial behavior.
5. Eligibility Requirements:
a. Applicants
Research-Based funds are available to nonprofit organizations. Direct awards
cannot be made to government entities. Nonprofit organizations may jointly
apply for grant moneys with a local government unit, but shall not be required to
do so.
It should be noted; schools, including colleges and universities, are considered a
governmental unit and therefore are not an eligible applicant for these funds.
Schools are able to partner with non-profits to implement a program but the
applicant must be a non-profit agency.
Applicant and Recipient agencies must be in good standing with PCCD in order to
be eligible for these funds. The applicant and recipient agencies’ historical
success in implementing PCCD funded programs that met their intended goals
will be considered in the review process. It is not required that an applicant have
a prior history with PCCD to be eligible.
4
Agencies may apply to implement only one program per application and
may only submit one application in response to this funding
announcement.
b. Program Activities
Examples of eligible programs are listed in Appendix B, C and D. If applying for a
program not listed in these appendices, PCCD is requiring all applicants
corroborate that their proposal is a research-based approach that has been
replicated in multiple sites and addresses the goals and objectives of this funding
announcement. All projects should be designed to become self-sustaining or
supported by the community served and target juveniles and their families.
Successful applicants should demonstrate a history of collaboration with
community-based organizations (i.e. Communities That Care, and/or other local
collaborative boards, etc.) and a linkage to the appropriate Single County
Authority (SCA) or SCAs and Criminal Justice Advisory Boards (CJABs). A letter
of support from the appropriate collaborative, CTC, SCA and/or CJAB will satisfy
this requirement. Applicants will represent or create multi-system partnerships
and inter-agency collaborations of both public and private groups to enhance
substance abuse education and demand reduction. Applicants will be required to
collect and report on outcomes.
PCCD’s Office of Juvenile Justice and Delinquency Prevention (OJJDP) targets
other funds for projects that may provide similar services supported by SAEDR
Funds. Applicants receiving funds under this solicitation will be expected to
coordinate projects locally in order to maximize results. OJJDP staff participate in
the application review process to ensure that project coordination is addressed.
Additionally, opportunities to invoke the support of the Evidence-Based
Prevention and Intervention Support (EPIS) Center will be considered upon
submission of the application. To access the EPISCenter website go to:
http://www.episcenter.psu.edu/.
The funding announcement is supporting the start-up of a new program, an
expansion of an existing program, or a continuation of an existing program for
any program that is currently on the list in Appendix B and C with the exception
of CTC applicants. Only CTC applicants that have not previously received PCCD
funding are eligible to apply for funding. This funding is for new CTC sites only.
The Multisystemic Therapy-Contingency Management and Functional Family
Therapy-Alcohol and Drugs programs are both eligible for funding through this
announcement. More information on these two programs can be found in
Appendix C.
It should be noted that this funding opportunity cannot be used to
support the implementation or expansion of the traditional Functional
Family Therapy, Multidimensional Treatment Foster Care, or
Multisystemic Therapy. Additionally, any program with a prison preview
component is also ineligible for funding.
5
c. Expenses
All expenses must be described and justified in the budget detail and budget
narrative scoring sections of this application. Costs should be directly related to
the implementation of the project.
Indirect costs and/or administrative costs related to the project are eligible under
this funding stream but must be explained and justified.
Under this announcement use of SAEDR funds to pay for the administration of
the Pennsylvania Youth Survey (PAYS) is an allowable expenditure.
d. Limitations
Funds may not be used for land acquisition. Funds may not be used for routine
equipment purchases or personnel costs unless they are integral to the project.
Furthermore, in accordance with Pennsylvania Consolidated Statutes, moneys
disbursed from the SAEDR Fund shall not supplant federal, state, or local funds
that would have otherwise been made available for substance abuse prevention,
education, support, treatment and outreach initiatives.
e. Non-supplantation
Funding must not be used to supplant/replace state, federal or local funds that
would otherwise be available to provide for program-related services. PCCD
funding is to be used in addition to other funds that are made available for
services. This supplantation clause applies to state and local public agencies
only.
6. Ineligible Program Activities:
These SAEDR Funds are targeted to support research-based activities. Activities
related to SAEDR Categories Two and Three—outlined below—are not permitted and
will not be considered if submitted under this grant opportunity.
Category Two is designed to educate youth, caregivers of youth and employers about
the dangers of substance abuse and increase the awareness of the benefits of a
drug-free Pennsylvania through media-related efforts that may include public service
announcements, public awareness campaigns and media literacy.
Category Three is intended to educate employers, unions and employees about the
dangers of substance abuse in the workplace and provide comprehensive drug-free
workplace programs and technical resources for businesses, including, but not
limited to, training for working parents to keep their children drug-free.
7. Performance Measures:
Applicants will be required to collect and provide data specific to the identified
project. Local internal monitoring must be conducted by each applicant and
descriptions of what data will be collected and how data will be collected are required
in the Performance Measures/Program Impact scoring section of this application. The
6
evaluation component must be built into the planning and implementation of the
project.
Three basic priorities need to be addressed: collecting data to provide on-going
feedback on the targeted population(s), examining process and implementation
issues, and documenting critical questions about the impact and operation of the
project over time.
In addition to what is required in the Performance Measures/Program Impact section,
applicants who are selected and awarded grants will be required to select and
develop specific performance measures that will best provide outcome data. Upon
award of the submitted project, PCCD staff will work with the applicant to develop
and assign these performance measures to the project.
8. Agency and User Registration:
Your agency must be registered in Egrants in order to submit an Application through
PCCD’s Egrants system. If your agency has never submitted a Concept Paper or a
Grant Application through PCCD’s Egrants system, you will not be able to do so until
your agency registration is complete. To register your agency in Egrants, complete
the Egrants Agency Registration Request form, which can be found online within the
PCCD Egrants Help Center under Egrants Quick Start Guides.
Once your agency is registered in Egrants, individuals that will enter information in
Egrants, or be a contact for the proposed Application, must also register to use
Egrants. When creating a new Grant Application, the Project Director, Financial
Officer and Primary Contact identified on the Main Summary page must be
registered Egrants users. At least two of the three contacts must be
different users, and while the Project Director or the Financial Officer can
also be the Primary Contact, the Project Director cannot also be the
Financial Officer nor can the Financial Officer also be the Project Director.
These users must also have security access to the specific Grant ID number in order
to access it. If the individual’s name does not appear in the dropdown list as a
selection for the Project Director, Financial Officer or Primary Contact, then the
individual is not a registered user with security access to the project. The individual
must register in Egrants to obtain a user ID and password and/or obtain appropriate
security to the specific grant. Refer to the PCCD Egrants On-line Registration Quick
Start Guide, PCCD Egrants Security Roles Quick Start Guide, and PCCD Egrants User
Registration Request Form for help with registering and obtaining the required
security.
An explanation of the duties of the Project Director, Financial Officer, and Primary
Contact can be found in the Egrants Help Center Glossary.
Additionally, please note: The Commonwealth will make payments to grant
recipients through ACH. When your Application is submitted to PCCD, your agency
must submit or must have already submitted its ACH information using the
Pennsylvania Electronic Payment Program (PEPP) Enrollment Form to the
Commonwealth’s Payable Service Center, Vendor Data Management Unit at (717)
214-0140 (Fax) or by mail to the Office of Comptroller Operations, Bureau of Payable
Services, Payable Service Center, Vendor Data Management Unit, 555 Walnut Street
– 9th Floor, Harrisburg, PA 17101. The PEPP Enrollment Form/EFT Payment
7
Enrollment Form may be found on PCCD’s website under Grant
Opportunities>Application Information and Forms>Standard Forms.
9. Keywords
You are required to select “Keywords” from the dropdown menu in Egrants.
located on the Main Summary screen, when entering your Application.
It is
Keywords: OJJDP, SAEDR, research-based, prevention, drug reduction. You may
also pick other keywords that apply to your specific Grant Application.
10. Compliance with State Information Technology Grant Conditions:
PCCD is required to include mandated subgrant conditions for Information
Technology (IT) Grants. These conditions are required in order to ensure that
technology projects funded by PCCD are compatible with state IT standards and
requirements.
State Information:
All IT components (hardware, software and/or firmware) funded through this award
must be compliant with applicable Commonwealth IT Standards (as referenced in
Pennsylvania Office of Administration’s Information Technology Bulletins (ITBs) that
have been promulgated at the time of this award.
In addition, if technology is being implemented as part of a larger IT project, these
components must also comply with all Office of Administration (OA) standards that
have been promulgated at the time the hardware/software specifications of the
detailed system design are approved by the (OA/OIT) project manager.
A listing of the Commonwealth IT Standards is found at:
http://www.portal.state.pa.us/portal/server.pt?open=512&objID=416&PageID=2107
91&mode=2
In addition, all grantees must review these standards quarterly during the project
funding cycle, as well as at major project milestones through design, finalization and
procurement. Deviation from Commonwealth IT standards will require final approval
from program staff within PCCD, who will coordinate this review process with
OA/OIT.
11. Competitive Bidding/Sole Source Procurement
All procurement transactions shall be conducted in a manner that provides maximum
open and free competition. Competitive bidding procedures must be used if the
projected costs for products or services (items of a similar nature) exceed $10,000.
Procurement standards for use by grant recipients are described in PCCD’s
Applicant’s Manual on page 16.
Sole Source purchases or contracts are discouraged, but if such a request is made,
the prospective applicant must identify the request as a Sole Source and provide a
8
substantial justification for the Sole Source request along with their funding request.
(See PCCD’s Applicant’s Manual, page 18, for Sole Source Procurement Justification
Approval Criteria.)
12. Technical Assistance (and/or questions) for Egrants
The Egrants Help Center contains a vast array of technical assistance materials.
Within the Egrants Help Center, there are online tutorials, step-by-step guides called
Quick Start Guides, Frequently Asked Question lists, and a glossary.
If you cannot find what you are looking for in the Egrants Help Center, please
contact the PCCD Egrants Help Desk at (717) 787-5887 or toll-free at
(800) 692-7292, option 9 and then option 6. Hours of operation for the Help Desk
are 8:00 a.m. to 4:00 p.m. daily.
13. Reporting Requirements
Programmatic Reports are due quarterly and must be submitted through the Egrants
System. Fiscal Reports are due quarterly for all projects and must be submitted
through Egrants. Programmatic and Fiscal Reports will be due 20 days after the end
of each quarter. A Final Programmatic Report will also be due 60 days after the end
of the grant.
14. Fiscal Accountability
PCCD stresses the importance of being accountable for all grant funds. The
following procedures have been or will be implemented across all of PCCD's funding
streams to ensure fiscal accountability with PCCD's grant funds.
Financial Back-up: In reviewing grantee expenditure reports, it is important for
PCCD to verify that expenditures are consistent with approved budget categories, are
eligible for reimbursement and that grantees are maintaining supporting
documentation. PCCD has implemented a process where grantees are notified that
they are required to submit the financial back-up for some or all of the categories
that are included in their Egrants cumulative fiscal report (fiscal report). Grantees
may be required to provide this back-up periodically or for each of their fiscal
reports. Again, PCCD will notify grantees when they are required to submit this type
of financial back-up.
Fiscal report attachments: An Egrants enhancement has been completed that
allows grantees to attach documents to their fiscal report. Preferably, all requested
financial back-up will be attached to the fiscal report using this feature.
Subgrantee Payment: All subgrantees are required, at a minimum, to submit
quarterly fiscal reports. PCCD will only make payments to reimburse actual
expenditures reported on the fiscal reports. If an agency is experiencing cash flow
problems, they may submit fiscal reports monthly and PCCD will reimburse reported
expenditures.
Line Item Detail: PCCD is modifying the fiscal report to allow grantees to include
line item expenditure detail, instead of the category detail that is currently in place.
When this Egrants enhancement is completed, grantees will be required to populate
the fiscal report consistent with the line items included in their approved budget.
9
On-site monitoring: PCCD will be completing on-site fiscal monitoring of grants
across the funding streams (state and federal).
Grantee risk classification: PCCD will utilize a risk classification system to
structure the use of agency resources with those that may be most in need of
additional assistance.
15. Time and Effort Reporting
Time and effort reports (timesheets) are required for all personnel funded with PCCD
grant dollars regardless of the funding stream. Below are the minimum standards
and recommended best practices for time and effort reporting. We realize that there
are a number of different systems that can be used to satisfy these requirements
and we encourage you to email PCCD's Grants Management with any questions you
may have regarding time and effort reporting requirements.
Minimum standards for employees working on multiple activities or cost objectives:

Must be an after-the-fact determination of the employee’s actual effort. Using a
budget estimate instead of reporting the actual time the employee spent working
on the project does not qualify as support for charges to awards.

Must account for total activity for which employees are compensated and which is
required in fulfillment of their obligations to the organization. For example, if the
employee spends 20% of their time on the PCCD grant project, 20% on a
different grant project and 60% of their time on agency activities; time and effort
for all three areas must be included on the report.

Must be signed by the employee and a supervisor with first-hand knowledge of
the activities performed by the employee. Signature on the timesheets is
affirmation that the report is an accurate accounting of the actual time the
employee spent on the project.

Must be prepared at least monthly to correspond to one or more pay periods.

Volunteer time and personnel costs being used as match must be accounted for
in the same manner as personnel being charged to the grant.
Minimum standard for employees working solely on a single activity or cost
objective:

Must be an after-the-fact certification that the employee worked 100 percent of
their time on the grant project.

Must be prepared no less frequently than every six months.

Must be signed by the employee and supervisory official having first-hand
knowledge of the work performed.

Applies to full-time and part-time employees.
10

ARRA projects must also maintain timesheets.
Recommended Best practices:

Employees record time on a daily basis.

Project codes/names are provided to the employee in advance.
* The above standards are based on the Office of Management and Budget federal
cost principles OMB circular A-87 (2 CFR 225) as it relates to Governmental Units
and OMB Circular A-122 (2 CFR 230) as it relates to Nonprofit Organizations and the
Office of Justice Programs Financial Guide.
The following sample forms are available on the Applicant's Manual and Related
Documents page of our website.

Example of a completed timesheet

An Excel timesheet template that you may modify to suit your needs.
A sample time certification for employees working 100% of their time on a grantfunded project. (ARRA projects cannot use time certifications as their only
documentation of time and effort.)
16. Payments for All Grants:
Payments will not be released until all applicable special conditions on a subgrant
award have been satisfied. All payments will be made on a reimbursement basis.
The schedule and amount of payments will be determined based on information
received on the required quarterly (or interim, if applicable) fiscal reports and the
required periodic program reports. Your agency may submit interim fiscal reports on
a monthly basis if necessary. Non-submission or late submission of the required
reports will result in payment delays.
17. Competitive Application Procedures:
The information requested within this announcement must be submitted in the
sections of the application specified below. Responses must be submitted within the
text box provided to you; do not attach responses to the sections. Unless otherwise
specified, attachments will not be accepted.
Scoring for the 2011 OJJDP SAEDR Research-Based funding will be based
upon a maximum rated score of 100 points using the following criteria:
I. Statement of Problem (20 Points)
A. Non-CTC Applicants
In this section, the applicant needs to identify and describe the problem.
Demonstrate an understanding of the problem and explain the process by which the
11
problem was identified. Supporting data/facts/figures must be specific to your
project’s geographic area and relevant to the problem and your proposed request.
Proposed projects should demonstrate a consistency between the scope of effort and
the resources to be used in the project. The existence of the problem must be
supported by baseline data (if available, data should be taken from the Pennsylvania
Youth Survey (PAYS), a recently completed risk and resource assessment with date
of completion, the PA Electronic Databook, county arrest data, county juvenile court
data, or other available data sources). Data must be specific to a juvenile
population.
Address the following items in this section:





Identify and describe the problem that exists and how it was identified.
Identify the source and date of assessment that determined the risk and
protective factors.
Provide data to justify the existence of the aforementioned problem and
how the proposed program will address the problem.
Provide a description of the funding gaps that necessitate the application
for these funds.
Applicants should identify current state and federal funding sources that
already support similar projects.
B. New CTC Applicants Only
Demonstrate Community Readiness (20 points)
This section provides the applicant and the community with the opportunity to
describe a problem within their community that they believe the CTC process may be
used to more clearly identify and enable them to address. Supporting
documentation should be provided and may be obtained from local arrest records,
census data, public health reports, juvenile court data, PA Electronic Databook
information, PA Youth Survey data, etc. The applicant must also demonstrate that
the defined community is ready to assume responsibility for a collaborative
prevention effort; i.e., CTC to address the problem being described. This section
also requires the applicant to describe any existing local resources that are available
and may be incorporated into a partnership with the potential CTC site. Please
address the following items in this section:

Provide information on what type of evaluation tools or risk and resource
assessments are currently available in your community; the PA Youth Survey
(PAYS) is an allowable expense in the risk and resource assessment process.

Describe any current prevention activities operating within your defined
community.

Describe the proposed CTC site’s relationships with schools, local government,
county agencies, and the police that serve the identified community.

Address other readiness issues: board members agree to address the issues
outlined in this funding announcement, community leaders/board members
have a clear definition of “prevention,” the community is committed to
collaboration and sharing information across diverse stakeholder groups.
12
II. Project Design and Implementation (30 Points)
A. Non-CTC Applicants
The applicant should clearly describe their implementation plan and describe how the
project will be implemented. It should be indicated if the project is a new
implementation, an expansion of an existing project, or is a continuation of an
existing project. Present clear and realistic goals and measurable objectives in view
of the budget and personnel assigned. Describe the operation of the proposed
project and explain how it will impact the target population. This section must
include: location of the proposed project (is it countywide or specific to townships,
boroughs, etc.); target population; estimated numbers to be served; how will
individuals be referred to the proposed project; and how will volunteers – if
applicable – be utilized in the proposed project.

Outline the project by describing the program selected and how it addresses
the problem identified. Do not cut/paste a program description from a
website; that is not an appropriate response to this section.

Discuss the goals and objectives as outlined in the funding announcement and
how the identified program will address the goals and objectives and the
anticipated impact(s) of the identified program.

Clearly identify the following (if applicable):

Target population. Provide a description of the population to be
served by the program implementation or expansion. Those
applications that will expand a program for a new target
population not previously served, or are proposing to expand
an already existing program in order to increase the capacity to
serve more clients, must clearly demonstrate in their
application that the current program is achieving its intended
outcomes.

Number of youth/families that will be served each year of the
program. If the applicant is requesting to expand an existing
program in order to serve more youth, the applicant must
clearly state the number of youth/families currently being
served and how the project will increase the number served.

Geographic and demographic information (Please provide
specific information: city, borough, school district, race, age).
Required Attachments: Commitment letters that demonstrate support from
partners needed to implement the program, which includes letters from referral
source(s).
B. New CTC Applicants only
Applicant Overview (30 points)
This section establishes the applicant’s and the community’s commitment to the
process and the ability to undertake the planning, assessment, and implementation
13
of the CTC process. Where applicable, applicants should explain relationships
between their agency/organization/board with existing local initiatives or other local
collaborative boards. Please address the following items in this section:
 Define the CTC community to be served (community can be a neighborhood,
town, city, or county).

Include a list of names and titles of the Key Leaders (at least three to five
people) that will comprise the proposed collaborative board, why they were
selected, how each member will contribute to the process and their current role
in the defined community.

Briefly explain the function of the host/applicant/recipient agency willing to
organize the CTC process, include history and mission and how it was decided to
respond to this solicitation.

Identify a point of contact; specifically a person to function as the Key Leader, a
single point of contact, or Mobilizer for all of the beginning stages of the process.
A CTC Mobilizer is an eligible expense within this grant opportunity. Applicants
will not lose points if unable to identify a Community Mobilizer at this stage;
however, an individual must be identified by the project start date of January 1,
2011 and will be required to attend the mandated CTC trainings.

If an existing local board is going to be used, please describe its history and
current functions. If an existing board is used, then there must be a willingness
to adopt the CTC model.

Discuss relationships with other local collaborative boards or initiatives if
applicable.

Include letters to show commitment of Key Leaders to the process and the
training requirements. The content of the letters should include: name, title,
contact information, and a written commitment to attend all mandated trainings
and to attend board meetings, and indicate a time commitment to the process.
III.
Impacts/Outcomes/Performance Measures (20 Points)
Local internal monitoring must be conducted by each applicant and a description of
how data will be collected is required in the Performance Measures/Program Impact
scoring section of this application as described in Section 8. The evaluation
component must be built into the planning and implementation part of the project.
Three basic priorities need to be addressed: collecting data that will provide on-going
feedback on the targeted population(s), examining process and implementation
issues, and documenting critical questions about the impact and operation of the
project over time.

Provide a description of how the proposed project will be measured.

Provide a list of data elements; i.e., what data you expect to collect.

Describe the procedures for the following: how data will be collected and
reported, who will be collecting the data, and how will it be evaluated.
14

Provide information regarding the program/project’s effectiveness in
preventing, treating, or reducing behaviors related to drug and alcohol abuse.
This requires the use of evaluative designs that provide reasonable confidence
in the findings or how the program/project’s ability to provide resources to
assist families in accessing services.

All awarded applicants will be required to accept technical assistance from the
Evidence-based Prevention and Intervention Support (EPIS) Center located at
Penn State University. To access the EPISCenter website go to:
http://www.episcenter.psu.edu.
Optional Attachments: Examples of evaluation tools related to the program which
may include: copies of survey instruments, questionnaires, etc.
IV. Budget Narrative/Detail (20 Points)
This section establishes each item to be supported with grant funds and provides
justification for each of those items. This funding announcement is designed to
provide for essential costs. This section appears as two separate sections in the
Egrants System, and must be entered as such. However, it will be scored as one
section, and is worth a combined 20 points in the overall application score. Please
address the following items in this section:
This must include an explanation and justification of all budget items by category.
Costs must be relevant to the project.
Detail:
 Include a two-year comprehensive budget detail section—one
complete budget for each year for which funding is being requested.

Provide a clear description of all costs including salary and benefits
for which grant funds will be utilized.
Narrative (This section must clearly show justification for all
expenditures):

Include a two-year comprehensive budget narrative—one complete
budget narrative for each year that fully justifies all items to be
supported with grant funds.

Clearly describe how expenditures contribute to the implementation
of the program.

Clearly identify how the requested grant funds will be utilized.

Include a cost per participant in the budget narrative for each year
and provide a clear description of how that cost is calculated.
(Example: Cost per program per year divided by Number of
participants = Cost per participant for Year).
15

The budget must include a description of the costs associated with
the training that is necessary for the selected program.

Include a computation of how each line item was calculated,
including hours to be worked by each staff person funded through
the project and an hourly rate for each of these individuals.

If personnel are to be supported by the application then include in
narrative a job description, time commitment (percentage of time
they will spend specifically on this project), identify if using new
hires or existing staff, and provide a justification of need for this
staff.

Any costs related to administration must be justified and directly
related to the project.
New CTC Applicants only
Eligible Expenses:
Funding is limited to the following: salary and benefits for a Community Mobilizer,
limited amount of travel within the community and to attend training, modest
subsistence at collaborative board meetings, Key Leader and Community Board
Orientations, costs related to conducting the risk and resource assessment to include the
facilitation of the 2011 PAYS survey, include $500 for each year for travel to the
EPISCenter for trainings.
VI. Relationship to Sustainability (10 points)
A. Non-CTC Applicants
All applicants enter into this process with the understanding that planning to sustain
the program beyond PCCD grant funding is an integral part of the implementation or
expansion process. A cogent sustainability plan is worth 10 points in the overall
application score. The following items must be addressed in this section:

Describe the sustainability plan to include the following:

How ongoing community support for this program will be generated;

How commitments from key stakeholders necessary for successful
sustainability of the program will be obtained; and

Identify sources of financial support once grant funding expires.
B. New CTC Applicants Only
This section demonstrates the applicant’s and the community’s ability to plan and
demonstrate commitment to the long-term sustainability of CTC. Please address the
following items in this section:
16

Discuss the plan to provide long-term support for the Community Mobilizer
position.

Provide commitment letters from funding sources for future financial support for
the site and/or support letters from participating agencies pledging commitment
to the site. Commitment can include financial support, in-kind contributions, and
volunteer time and participation.

Demonstrate commitment to attend all necessary CTC Training for planning,
assessment and implementation of the CTC model, to attend Regional Meetings,
and willingness to work with the EPISCenter and PCCD.
PCCD supports a statewide CTC Training and Technical Assistance Project through
the EPISCenter located at Penn State University. Through this project, the state
provides CTC sites access to CTC Consultants, whose main responsibility is to provide
technical assistance to CTC sites across all regions of the Commonwealth.
Specifically, their responsibilities include: providing assistance in maintaining or reestablishing the collaborative board; helping sites create and establish ways to
sustain their efforts; helping sites ensure that efforts to collect and report outcomes
are in place; and helping sites complete their risk and resource assessments. This
project assists PCCD to ensure that CTC sites function with fidelity to the CTC model,
as well as comply with the requirements of this funding announcement.
Communication between CTC sites and CTC Consultants is essential to the successful
start-up and maintenance of the CTC model. Therefore, applicants must include a
letter of commitment indicating the site’s willingness to work and communicate with
their assigned CTC Consultant.
18. Additional Requirements:
a. Required Egrants Sections
In addition to the budget and programmatic sections identified above, the
following standard sections must be completed in Egrants:

Approval Checklists;

State Funding Announcement Certifications;

Main Summary Information;

Recipient Agency Budget;

Required Attachments; and

Private Non-Profit Agency Checklist.

Fiscal Accountability
17
b. Required Signed Documents


Signature Page; and
Support letter from an appropriate collaborative board, SCA, and/or a
CJAB.
c. Administrative (Submission) Information
Applicants should note that all costs must be integral to the project being
proposed. If applying for a 24-month grant, funding for the second year of
the project/program is contingent upon successful implementation in the
preceding year.
Funds may not be used for land acquisition. Funds may not be used for
routine equipment purchases or personnel costs unless they are integral to
the project. Furthermore, in accordance with Pennsylvania Consolidated
Statutes, moneys disbursed from the SAEDR Fund shall not supplant federal,
state, or local funds that would have otherwise been made available for
substance abuse prevention, education, support, treatment and outreach
initiatives.
Every criminal justice entity that is participating in this project must submit
Uniform Crime Report (UCR) data to the Pennsylvania State Police. If a
required entity is not submitting UCR data, they may be ineligible for funding.
19. Application Checklist
A checklist that lists all of the documents that must be submitted as part of the
Grant Application can be found in Appendix A.
20. Additional Online Resources:
For further information on accessing and utilizing the Egrants System, Applicants and
other interested parties may reference the Egrants Quick Start Guides for External
Users that can be found on the Egrants website within the Egrants Help Center. As
well, Help Text is available in the top right corner of many of the Egrants screens by
clicking on the Help button.
The Funding Announcement can be found by logging into the Egrants System and
searching under the “Funding Announcement” tab for 2011 OJJDP SAEDR ResearchBased.
In addition, the Funding Announcement and guidelines can be obtained through the
PCCD website under Grant Opportunities>Funding>Current Open Funding
Opportunities.
As well, all applicants can access the PCCD Applicant’s Manual through the PCCD
website at www.pccd.state.pa.us under Grant Opportunities>Application Information
and Forms>Applicant’s Manual and Related Documents.
18
Please address any technical problems you may have with the website or online
forms to the PCCD Web Master.
21. Contact Person: (For Concept Papers or Competitive Applications)
Due to the highly competitive nature of these grants, PCCD Program Staff will not be
able to answer questions about how an applicant should respond to any particular
section of the application. PCCD Program Staff may only field questions to clarify the
funding announcement. All questions must be sent by email to Wendy Poston at
wposton@state.pa.us. In order for all potential applicants to benefit from this
process, answers will be available to all parties who register to receive them through
the email process. Applicants may register any time after June 30, 2011 by
providing an email address to Ms. Poston at the link above. Registration will remain
open until 4:00 p.m. August 10, 2011. Questions will not be accepted after
close of business on August 10, 2011. Answers will be sent by email to
registered individuals on a regular basis through close of business on August 16,
2011.
Questions concerning the Egrants System should be made directly to the Egrants
Help Desk by phoning (717) 787-5887 or toll-free within Pennsylvania at
(800) 692-7292, option 9 and then option 6. Please note: While Egrants will
accept your application up until midnight of the due date, Help Desk staff will not be
available after 4:00 p.m.
22. Mailing Information:
The application must be entered into Egrants no later than Thursday, August 18,
2011, by 11:59 p.m., Eastern Time.
The original Signature Page and any additional required information that could not be
submitted electronically must be received or postmarked* by Thursday, August
18, 2011, and either mailed or sent via express delivery services to:
Via U.S. Mail:
PA Commission on Crime and Delinquency
Attention: Grants Management
P.O. Box 1167
Harrisburg, PA 17108-1167
Via Express Delivery Services:
3101 North Front Street
Harrisburg, PA 17110 **
* Please note: PCCD considers the United States Postal Service date stamp
as the official postmark. Applicant postage meters, or stamps administered
by the applicant will not be considered the official postmark.
** Since staff is not available at this location on Saturday and Sunday, Applications
should not be sent by Express Mail or courier service on Friday. Use U.S. Mail when
mailing over a weekend, as long as the document is postmarked Thursday, August
18, 2011.
The Pennsylvania Commission on Crime and Delinquency is an equal opportunity
employer.
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Appendix “A”
Application Checklist

Does your request fall within the stated grant request period? (Section 1)

Does your proposal meet the grant’s program goals? (Section 3)

Does your proposal meet the grant eligibility requirements? (Section 5)

Is your agency registered in Egrants? (Section 8)

Are appropriate users (Program Director, Financial Director, and Primary Contact)
for your agency registered in Egrants? (Section 8)

Have you entered “Keywords” in Egrants that are provided in these guidelines?
(Section 9)

Have you submitted substantial justification if you are requesting a Sole Source
procurement? (Section 11)

Are you set to meet the mandatory deadline for submitting your Application in
Egrants? (Section 19)

In addition to the budget and programmatic sections, have you completed all of
the standard sections in Egrants and changed each of the sections’ statuses to
Complete? (Section 15:a)

Have you submitted the original Signature Page for this Application to PCCD?
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Appendix B
2011 OJJDP SAEDR Research-Based
Each program on this list has described the targeted populations and the ages of those to be
served. It is important that applicants clearly identify and serve the population that the
program model is meant to serve.
Center for the Study and Prevention of Violence:
Model Programs:
Midwestern Prevention Project (MPP)
Big Brothers Big Sisters (BBBS)
Life Skills Training (LST)
Project Toward No Drug Abuse
Promising Programs:
Athletes Training and Learning to Avoid Steroids (ATLAS)
Behavioral Monitoring and Reinforcement Program
Brief Strategic Family Therapy (BSFT)
CASASTART
Guiding Good Choices (GGC)
Orebro Prevention Program
Preventative Treatment Program (PTP)
Project Northland
Brief Alcohol and Intervention of College Students (BASICS)
Seattle Social Development Project (SSDP)
Strengthening Families Program for Parents and Youth 10-14
Strong African American Families Program (SAFF)
Raising Healthy Children Program
Communities That Care Program (CTC) (New Sites Only)
NREPP- SAMHSA’s National Registry of Evidence-based Programs and Practices
Across Ages
Active Parenting of Teens: Families in Action
Adolescent Community Reinforcement Approach (ACRA)
All Stars
Care, Assess, Respond, Empower (CARE)
Caring School Community
Coping and Support Training (CAST)
Class Action (2nd Phase of Project Northland)
Community Trials Intervention to Reduce High-Risk Drinking
Curriculum-Based Support Group (CBSG) Program
Family Behavior Therapy
Family Support Network (FSN)
Guiding Good Choices
Hip-Hop 2 Prevent Substance Abuse and HIV (H2P)
Keep A Clear Mind (KACM)
Lions Quest Skills for Adolescence
Multidimensional Family Therapy (MDFT)
Project Alert
Parenting Wisely
Project MAGIC (Making A Group and Individual Commitment)
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Project Northland
Project SUCCESS
Protecting You/Protecting Me
Reconnecting Youth: A Peer Group Approach to Building Life Skills
Say It Straight (SIS)
Seeking Safety
SPORT
Stay on Track
Storytelling for Empowerment
Strengthening Families Program 3-16
Strengthening Families Program 10-14
Too Good for Drugs
Also Eligible
FFT-Alcohol and Drugs
MST-Contingency Management
22
Appendix C
Requirements for MST-Contingency Management & FFT-Alcohol and Drugs
Applications
MST-Contingency Management (MST-CM) treats youth who are abusing drugs and
alcohol. In addition to standard MST, MST-CM is the only other adaptation that has proven
to be effective with this population. MST-CM is similar to MST for serious juvenile offenders,
but includes several additional protocols to address youth substance use – functional
analysis of the substance use, self-management plans to help the youth avoid substance
use, teaching of drug refusal skills, providing incentives or rewards for not using drugs,
random drug screens, and individual sessions with the youth.
For more information regarding the model, implementation process, and costs, please
contact MST Services at Melanie.duncan@mstservices.com or (843) 856-8226.
FFT-Alcohol and Drugs (FFT-AD) is an adaptation of the original FFT model. As in the
general FFT model, FFT-AD integrates and links behavioral and cognitive intervention
strategies within a comprehensive, family-based intervention strategy. Based on substance
abuse treatment research, the goals and intervention strategies of each phase are tailored
to address the unique dynamics and problems associated with adolescent substance use.
For more information regarding the model, implementation process, and costs, please
contact Helen Midouhas, Pennsylvania FFT Site Certification Specialist, at
helenm2@verizon.net or (610) 533-0026.
Any provider requesting to implement one of these programs must be appropriately licensed
because these are treatment services. MST-CM and FFT-AD are considered drug and
alcohol treatment.
Therefore, any provider doing MST-CM or FFT-AD must obtain a license from the Bureau of
Drug and Alcohol Programs and comply with all regulations pertaining to drug and alcohol
treatment. Providers who already have an Outpatient D&A Clinic license will need to contact
the Bureau of Drug and Alcohol Programs to inquire about having the MST-CM or FFT-AD
program included under the license.
The applicant provider is recommended to already be dually licensed as a mental health
provider and outpatient D&A clinic.
Applicants applying for these programs must have a letter of support from the developer.
In addition, any provider requesting funding for these programs must demonstrate they
have either obtained the buy-in of their county and Managed Care Organization (MCO), with
a commitment to bring in this service for Medical Assistance (M.A.) funding via existing
avenues, or have identified a long-term alternative to M.A. funding. Letters of support must
be attached to the application in Egrants or no later than Thursday, August 18, 2011, by
11:59 p.m.
23
Appendix D
Communities That Care
Communities That Care (CTC) is a comprehensive community approach to address youth
violence and other problem behaviors through the reduction of risks and the creation of
protective bonds between young people and their families, their schools, and their
communities. Through this training, participants learn how to mobilize their community,
involve key stakeholders, increase collaboration, establish a common vision, prioritize risk
factors, evaluate existing available programs according to research-based criteria, and
develop and institutionalize a comprehensive delinquency prevention plan.
In order to facilitate local community activities that are required during the CTC Training,
communities must identify an individual to serve as the key point of contact for the
Pennsylvania Commission on Crime and Delinquency (PCCD) and the Evidence-Based
Prevention and Intervention Support (EPIS) Center at Penn State University. The key point
of contact will be required to participate in all stages of CTC Training. Each community will
ultimately identify an individual to function as the CTC Mobilizer, as communities that
support this position are more likely to sustain the CTC model. A pre-existing staff of a local
participating agency or a newly identified individual can fill the position of Community
Mobilizer but a plan for sustaining this position after grant funds expire must be outlined.
The CTC Training will be sponsored by the EPISCenter. There will be no cost to the sites
related to attending the training. Funding support for the mobilizer’s position, meeting and
travel costs are eligible expenses under this opportunity.
It is expected that sites will continue to be operational beyond the grant period; therefore, it
is expected that successful applicants will secure continuation funding from other sources to
enable their CTC process and evidence-based programming after PCCD funding expires.
Your interest in expanding Pennsylvania’s prevention efforts through the Communities That
Care Initiative is greatly appreciated.
CTC 101: An Introduction to the Communities That Care Process
CTC is a framework for helping communities to build positive, healthy futures for their
youth. Developed by Drs. J. David Hawkins and Richard Catalano from the Social
Development Research Group at the University of Washington, CTC is a research-based
model that establishes a series of steps through which a community can organize itself,
identify the major problems they face using local data, and implement specific programming
to address those problems. CTC impacts the community both by its influencing overall
values, practices and policies, as well as by changing the underlying conditions in the
community that put children at risk. Some other highlights of CTC include:

CTC establishes a broad base of support by bringing all segments of the community
into the effort, not relying on a single person or organization to go it alone.

It provides the tools for measuring the levels of risks, identifying the priority risk
factors that can lead to delinquency, focusing planning efforts on those specific risk
factors, and tracking progress towards changing those risk factors.

The process allows each community to meet its unique needs based on the
assessments conducted in that community.
24

CTC is intended to be an ongoing initiative that can adapt to the changing needs and
problems in a community. Assessments of the community’s risk factors, protective
factors, and resources available for prevention are conducted on a regular basis so
as the situation changes; CTC can react to address the most pressing concerns.
CTC uses a five-phase process to establish the system and integrate it into the community’s
prevention efforts:
1.
Getting Started – Defines the community where the process will be implemented,
gauges the readiness of that community to start a CTC site, identifies the key
individuals and organizations that need to be involved for the effort to succeed, and
identifies potential building/stumbling blocks that could affect implementation.
2.
Organizing, Introducing, Involving – Builds the coalition of individuals and
organizations to involve; identifies and builds upon existing prevention initiatives;
develops the vision for the future of the community’s children; and puts in place the
organizational structure to achieve that vision.
3.
Developing a Community Profile – Collects community-level data including risk
factors, protective factors, and problem behaviors; identifies the unique strengths
and challenges of the community; analyzes the data to prioritize the risk factors and
protective factors on which to focus resources; and identifies gaps in community
resources and how these gaps can be addressed.
4.
Creating a Community Action Plan – Defines clear, measurable outcomes to be
tracked; reviews and selects effective programs to address identified risk factors;
creates an action plan for implementing these programs; and develops an evaluation
plan to collect and analyze data to measure progress towards the desired outcomes.
5.
Implementing and Evaluating the Community Action Plan – Forms task forces to
implement each selected program, identifies policymakers/organizations/service
providers to implement the chosen approaches, trains those implementers in the
design of the program, educates and involves the community at large in the effort,
evaluates outcomes for participants and the community at large, adjust
programming to meet strategic goals, and celebrates successes.
This information is summarized from the Communities That Care manual “Investing in Your
Community’s Youth: An Introduction to the Communities That Care System,” available on
the Social Development Research Group website at http://www.sdrg.org/ctcresource/.
25