21-22 Document Requirements for Planning Grants

Date: 
09/07/2021
Document Text Version

Planning Grant Timeline

Overview

 

Below are the requirements for the Report forms, Start Forms, and other submittals that are required for the Grant Year for Planning Grants. Most of these forms can be found in IowaGrants. Some of them require programs to upload documents into IowaGrants for review.  The necessary elements are split into PHASE 1 (Quarters 1 & 2) and PHASE 2 (Quarters 3 & 4), to make following the requirements easier.  If you should need an extension on a due date, one can be requested in advance by emailing your Program Officer, Program Development Officer, or the Compliance and Monitoring Officer.  Technical assistance is also available upon request.

 

 

PHASE ONE PLANNING GRANT DOCUMENT TASK LIST:

 

START FORMS QUARTER 1

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

PRE-AWARD FINANCIAL AND PROGRAM POLICIES FORM

Status Report Form

  • Completed by the Chief Financial Officer (CFO)
  • All elements in the form are complete

September 1, 2021

IowaGrants

ANNUAL AUDIT FORM

Status Report Form

  • All elements in the form are complete
  • The audit may be requested earlier in the process for some new grantees

October 1, 2021

IowaGrants

FINANCIAL REPORTING QUARTER 1

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

MONTHLY CLAIM

  • Form is completed
  • All required attachments are submitted

25TH of each month

IowaGrants

PROGRESS REPORTING QUARTER 1

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

DEVELOPMENT OF A NEED STATEMENT

  • What are the PROBLEM(s) you plan to address? 
  • What is the data that supports the existence of this problem?  Specific, recent, local data is best.

October 15, 2021

IowaGrants

PRE-APPLICATION THEORY OF CHANGE

  • What do you hope your program will achieve?
  • Will your community benefit from the proposed program?  How?
  • Does your logic model account for all the information required by CNCS?

October 15, 2021

IowaGrants

LOGIC MODEL

  • Applicants are required to use the template provided in the logic model worksheet to complete a logic model, including as much detail as possible about anticipated member activities and impact.
  • The logic model should be uploaded in Word or pdf format (for IowaGrants pre-application; this will be entered directly into eGrants for the final application).

October 15, 2021

IowaGrants

DEVELOPMENT OF EVIDENCE BASE/ INTERVENTION(S)

  • Have you identified the INTERVENTION (activities – what is done, with whom and at what dosage) to be delivered by your members and/or community volunteers?
  • Is the PROBLEM/INTERVENTION in one of the CNCS or state priority areas? If so, which one? Describe the relationship.
  • Is the PROBLEM/INTERVENTION in one of the CNCS or state priority areas? If so, which one? Describe the relationship.
  • What is the EVIDENCE you have that this INTERVENTION will address the PROBLEM?  (What evidence do you have that leads you to select the proposed activity/intervention over other possible interventions?)
  • Is your intervention a replication of an identical or similar evidence-based intervention?  If so, how will you replicate it with fidelity?
  • What are the two strongest and most relevant research studies or evaluations showing support for your program model?  Please attach.
  • Have you previously implemented the intervention that will be undertaken by the AmeriCorps members?  If so, do you have performance data showing the impact of this intervention?
  • Have you collected other data related to the proposed program?
  • What CNCS evidence tier does your proposed intervention meet?

October 15, 2021

IowaGrants

LIST OF CORE MEMBER SERVICE & SUPPORT ACTIVITIES

  • Will members be engaged in activities related to the identified need?  If so, have you defined these activities and how they relate to the primary intervention(s)?
  • Develop a list of specific member activities, keeping in mind the list of prohibited activities, including nonduplication/non displacement 
  • Have you described member structure (how many, FT/HT, etc…)?  If so, please list or attach.
  • Does your program structure/program design address the 12-month AmeriCorps service year (keeping in mind the grant start date).
  • How will you ensure that members have the skills and expertise needed to carry out the assigned activities?
  • What sort of training and professional development can you offer to enhance the member experience?
  • What aspects of your program design ensure that members have a high-quality experience that builds their civic engagement and future employability?
  • Have you defined any role for your program in disaster response?

October 15, 2021

IowaGrants

OTHER REPORTS/SUBMISSION REQUIREMENTS QUARTER 1

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

SITE VISIT DUE

  • See additional communication about requirement to visit another Iowa AmeriCorps program

TBD

TBD

 

 

 

START FORMS QUARTER 2

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

FINANCIAL SURVEY

Status Report Form

  • Completed by the CFO
  • All elements in the form are complete

November 1, 2021

IowaGrants

CERTIFICATE OF INSURANCE

Other Attachments – In Status Reports

  • A policy covering the project is in effect with any insurance company of recognized responsibility OR Grantee maintains an actuarially sound program of self-insurance enough to cover the project

For those with private insurance (non-State of Iowa Agencies):

  • Is the insured party the grantee?
  • Covers the project and protect its properties and assets against losses or damages of the kind customarily insured against by corporations of established favorable reputation engaged in the same or similarly situated
  • Cover the grant year (or later if Volunteer Iowa, at its sole discretion, deems it necessary)?
  • Insurance provider is duly licensed, admitted and authorized to do business in Iowa?

November 1, 2021

IowaGrants

FINANCIAL REPORTING QUARTER 2

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

MONTHLY CLAIM

  • Form is completed
  • All required attachments are submitted

25TH of each month

IowaGrants

PROGRESS REPORTING QUARTER 2

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

PLAN TO COLLECT DATA/PERFORMANCE MEASURES

 

 

 

 

 

  • Have you developed performance measures (PM) for your program?  What are they?
  • Do you have at least one output and one aligned short-term or intermediate outcome?
  • Do you have systems in place that identify all data points needed for each performance measure?  If no, what is your plan to secure each of the data points needed.
  • What instruments will you use to measure the impact of your program?
  • Do you have data integrity training planned or developed as part of your member orientation?
  • Do you have a plan to ensure ongoing data integrity and storage?   

January 15, 2022

IowaGrants

IDENTIFICATION OF PROGRAM HOST SITES AND HOST SITE MANAGEMENT

  • Has the number of Host Sites been determined?
  • If using a site application process, have you developed the application and established the review process? Describe or attach the application.
  • Have Host Site selection criteria been developed? If so, what are the selection criteria you plan to use?
  • Has there been a plan developed for what will occur if a Host Site backs out?
  • Has there been a plan developed for what will occur if a Host Site fails to fill its assigned member slots?
  • Do you have plans for evaluating whether supervisors are providing sufficient support and guidance to members?
  • Do you have plans for visiting member placement sites?  What are they?
  • Do you have a plan to monitor for host site compliance?  How do you propose to manage non-compliance?

January 15, 2022

IowaGrants

PROGRAM STAFFING & BUDGET

  • Have you budgeted sufficient staff time for management of the program (Volunteer Iowa recommends that all first-year programs have a full-time program director)?
  • Have you accounted for all staffing needs related to the AmeriCorps program in your budget (federal or grantee share)?
  • Have you developed a budget that adequately accounts for all activities?
  • Have you determined that you are meeting the match required by current grant requirements?
  • Does the total federal request fall within allowable maximum cost per MSY limits?
  • Is the member living allowance within the allowable range(s)?
  • Here are some commonly overlooked costs: Background checks for staff and members, member service gear, worker’s compensation, travel for members to training events, staff professional development, training for site supervisors, health care costs for FT members.  Make sure these are included, as appropriate, in your budget.

January 15, 2022

IowaGrants

DETERMINATION OF MATCH SOURCES

  • Have the source(s) for all financial support (cash and in-kind match, fee) been determined? 
  • If any of the funds used as match are from federal sources, the other funding agency must provide written authorization to allow those dollars to be used as match for another federal grant.

January 15, 2022

IowaGrants

DOCUMENTS REQUIRED FOR FINAL GRANT APPLICATION

  • Organizational chart showing the agency structure and indicating where the proposed AmeriCorps program would fit into the existing structure.
  • Submit any reports or supporting documentation if you are proposing moderate to strong evidence.
  • Copy of the most current Federally Approved Indirect Cost Rate letter, if appropriate. 

At the time of final grant application

 

*REQUIRED*

OTHER REPORTS/SUBMISSION REQUIREMENTS QUARTER 2

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

PRE-APPLICATION DUE

  • See Volunteer Iowa Request for Applications

TBD

TBD


 

 

PHASE TWO PLANNING GRANT DOCUMENT TASK LIST:

Overview

 

Phase Two of the planning grant period focuses on building your capacity to successfully implement the proposed AmeriCorps program.  The reporting and submission requirements are based on the forms, tools, and resources needed to operate the program.  Many of the specific requirements are yet to be determined but will be finalized in advance of the Phase Two planning grant period.

 

 

 

START FORMS PHASE 2

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

HOST SITE AGREEMENTS

 

See the VOLUNTEER IOWA HOST SITE AGREEMENT DIRECTIONS AND TEMPLATE for requirements

TBD, Qtr 3

IowaGrants

NSCHC CHECKLIST, *POLICY AND TRAINING CERTIFICATIONS

Status Report Form

 

  • Selection of Vendor or Non-Vendor Checks
  • Use of an approved NSCHC checklist
  • Written NSCHC Policy and Procedure* (updated)
  • NSCHC Training Certification for the Program Director and one other program staff person, and the forms confirming his/her roles have been uploaded.
  • Staff name(s) – only the names of individuals who are included on the grantee’s payroll ledger.  Contractors do not need to be included.

Completed NSCHC Documentation Checklists for new staff have uploaded

TBD, Qtr 3

IowaGrants

*MEMBER ORIENTATION AGENDA

Other Attachments – In Status Reports

  • Member Rights and Responsibilities
  • Code of Conduct
  • Prohibited Activities
  • Nonduplication/Nondisplacement language
  • Drug-Free Workplace Act
  • Suspension/Termination
  • Grievance Procedures
  • Sexual Harassment/Discrimination

National Service/Volunteer Iowa

TBD, Qtr 3/4

IowaGrants

*MEMBER SERVICE AGREEMENT

Other Attachments – In Status Reports

See the VOLUNTEER IOWA MEMBER SERVICE AGREEMENT CHECKLIST for requirements

TBD, Qtr 3/4

IowaGrants

PERFORMANCE MEASUREMENT TRACKING TOOLS

Status Report Form

 

 

 

 

 

 

 

 

 

 

 

 

  • All elements are complete
  • Number of individuals who applied to be AmeriCorps members is being tracked by the program
  • Goal set for Number of volunteers recruited or managed
  • Dollar amount of resources leveraged is tracked by the program
  • Information being collected matches the measures in IowaGrants and eGrants
  • Data collected plan was developed and is implemented consistently across all sites and data is clearly not duplicated between sites
  • Data regularly collected and validated by one person within the program
  • Data collection methods are appropriate, and training has been (or will be) provided for all who are involved in the process. Data collection instrument(s) are likely to yield consistent, high-quality data
  • All data collection forms are consistent and are provided
  • Data collection instrument(s) measure the change specified in the outcome
  • Clear audit trail of data from collection, to report to retention
  • The program is using the NPM definitions correctly
  • Timeline and protocol for administering the pre/posttest is clear, if applicable
  • Program can successfully match pre and posttest data to the test-taker.  The same test must be used for each test.  If applicable.
  • Program has a mechanism to collect data regarding the dollar amount of resources leveraged by the program (not collected as part of match)
  • Program has a mechanism to collect data regarding volunteers recruited or managed
  • Program has a mechanism to collect the number of hours served by recruited or managed volunteers
  • Evidence that there is a plan for members and site supervisors to receive training on how to accurately collect data with regards to volunteers
  • Evidence of a plan to ensure program is aware of the correct demographic data sets they are obligated to collect, according to the grant award and not collecting extraneous data

TBD, Qtr 4

IowaGrants

ENROLLMENT PLAN

Grant Form

  • Account for all the slot types approved in eGrants
  • Member term lengths are reasonable
  • Anticipated hours allow for the term to be completed
  • The plan should also incorporate all individual member position descriptions, and start/end dates to correctly manage member terms
  • The plan should align with the information in the Logic Model contained within the grant

TBD, Qtr 4

IowaGrants

FINANCIAL REPORTING PHASE 2

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

MONTHLY CLAIM

  • Form is completed
  • All required attachments are submitted

25TH of each month

IowaGrants

FEDERAL FINANCIAL REPORT (FFR)

  • Form is completed

April 25, 2022 and 60 days after grant end date

IowaGrants

PROGRESS REPORTING PHASE 2

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

MEMBER POSITION DESCRIPTIONS DEVELOPED

See guides to creating high quality position descriptions & requirements for MyAmeriCorps recruitment postings.

TO BE DETERMINED

*REQUIRED*

MEMBER RECRUITMENT PLANS

  • Has a member recruitment plan been developed?  If yes, please attach it.
  • Do you have a plan to recruit diverse members into your program? 

TO BE DETERMINED

*REQUIRED*

MEMBER SCREENING & SELECTION PROCESS

  • Have you developed a screening/interview process?  What does it entail?
  • Have you identified how you will make a final decision on selection of members?  If so, describe.

TO BE DETERMINED

*REQUIRED*

MEMBER TRAINING CALENDAR

  • Generating ideas on training curricula and community partners to provide

TO BE DETERMINED

*REQUIRED*

HOST SITE AGREEMENTS

See requirements as outlined in the VOLUNTEER IOWA PROGRAM DOCUMENT REQUIREMENTS

TO BE DETERMINED

*REQUIRED*

PLAN TO RECRUIT COMMUNITY PARTNERS

  • Has the program developed or identified an Advisory Committee/Board?  Define their mission/goals and their meeting schedule. 

TO BE DETERMINED

*REQUIRED*

OTHER REPORTS/SUBMISSION REQUIREMENTS PHASE 2

DOCUMENT

COMPONENTS

DUE DATE

FORMAT

FINAL APPLICATION DUE

  • See Volunteer Iowa Request for Applications

TBD

TBD

CLOSEOUT PACKET

  • Form is completed
  • All required attachments are submitted

60 days after grant end date

IowaGrants

 

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