Grant Application FAQs
The following are frequently asked questions during the application process from the 2006 and 2008 grant cycles. Additional questions and answers for the new grant cycle will be posted until the application due date of June 8, 2012.
- Will our Center be allowed to inform our clients using actual public information that has been officially filed? Will we be allowed to educate clients using copies of specific, accurate public records, such as health and safety complaints? This would include pending filed allegations or finalized legal ruling(s) against abortion clinics, providers, and doctors etc.
Answer: The Assurances and Agreement form specifies what kind of information can be given to clients in three areas: developmental characteristics of babies and unborn children; medical information; and information on the health risks associated with abortion. Information in the first two categories must be medically accurate. Information on the health risks associated with abortion must be what is in the booklet If You Are Pregnant: Information on Fetal Development, Abortion and Alternatives. Information on health risks can be found on pages 16 — 22, in the sections titled "Abortion Methods and Their Associated Medical Risks," "Medical Risks of Abortion" and "Long–Term Medical Risks".
- The application says it is anticipated that award decisions will be made approximately August 1. Should our first year budget be for less than 12 months?
Answer: No. Submit a first year budget plan for the full 12 months of the first year, even though contracts will not be awarded until after July 1.
- Our accountant just filed for an extension on this year’s 990 due to his very busy schedule. Can I put in a grant application with last year’s 990 since it is our most recently filed, or do I need to have this year’s form?
Answer: You can send in last year’s 990.
- During the webinar, you said that a grant–funded program could not be directed at all fathers, only fathers who are the partners of the moms in the program or the dads of the babies in the program. Can our organization have a program for all fathers that is not grant–funded?
- Can you explain the difference between "outreach" and "advertising" expenses?
Answer: Basically, they are the same thing. A restriction on spending in the budget section of the application instructions makes a distinction between two different types of outreach or advertising. Grantees may include reasonable costs to reach women intended to be served by their programs in their budgets. These outreach expenses may include, but are not limited to: print ads in newspapers, directories or signs and broadcast ads like internet, radio or theater ads. Outreach expenses may not exceed $7,000 per year or 7% of the budget, whichever is higher. Print and promotional items like brochures, business cards and logo pens or cups are not included in outreach expenses.
- Does the P.A. grant cover anything like carpet or storage units for program materials?
Answer: The grant can cover carpeting if it is being used to make minor alterations to make space more habitable for a grant–funded program activity. For example, if an area that was previously a storage area is being converted to a teaching area for a grant–funded program, carpeting could be included in the grant costs. The entire cost of the carpeting could be charge to the grant if the area would be used only for a grant–funded program. If the area would be used by the center and the grant program, the cost of the carpeting would have to be pro–rated based on the percentage of use by each program. Storage units like shelving and filing cabinets that will be used by the grant-funded program can be charged to the grant.
- On Form G, if we check box 1 "Not applicable," do we still need to fill out Form H, the Administrative Cost Allocation Worksheet? I ask particularly because of the section regarding staff salary allocation at the bottom of Form H.
Answer: You do not have to fill out Form H if you choose number 1 on form G.
- Is general advertising to be included in the list at the top of Form H: Administrative Cost Allocation Worksheet?
Answer: You can include advertising in your admin costs.
- Under requirements it says "One signed unbound original and 6 unbound copies of the complete application." Does that mean 6 copies of the signed or just one signed and 6 unsigned?
Answer: Send in one original with original signatures and 6 copies that have copies of the signatures.
- Do the signatures need to be notarized on the board resolution page?
- How specific do we need to be in listing items on the budget?
Answer: Writing "office supplies" is okay for pens, paper, folders, etc. Writing "Incentive items" is not specific enough if you are going to be buying cribs, car seats or other items of baby equipment. You can write "baby items, such as clothes, diapers, blankets, and small expendable items like shampoo and lotion" or "baby equipment such as cribs, car seats and strollers at prices not to exceed MDH price guidelines."
- We are still confused about the logic model. The form currently has five activity categories listed. We are applying for a grant for only one activity. Do we add that one and leave the five already listed or should our form have only our one activity on it?
Answer: Add the activity you are requesting funding for in column one, and leave everything else there. Think of the Logic Model as a form that you are entering your activity onto. Do not make any other changes or deletions on the form.
- We would like to include something about our evaluations that were completed in the past grant cycles. Would you recommend including a short summary in the organizational capacity or project narrative or as an additional supplemental form along with the application?
Answer: A short summary in the organizational capacity or project narrative.
- Can you tell me if the depreciation on the building can be included in determining total administrative costs?
Answer: Depreciation can be used as part of the admin costs.
- How should we list the cost of car seats in our budget? Is there a price guideline?
Answer: The cost of an individual car seat may not exceed $100. Car seats can be listed in your budget either by listing how many car seats will be purchased at a specific price, with a total amount. Or you can write a statement such as "car seats at prices not to exceed MDH price guidelines" and specify a total amount. For example:
- a) 25 car seats @ $100 each: $2500
- b) car seats at prices not to exceed MDH price guidelines: $2500
- My impression is that we should not alter the logic model. We would leave Medical Services on our logic model even though we do not offer any—or do you want us to remove it to avoid confusion?
Answer: You are correct. You should not alter the Logic Model. Only add the activities in the first column that you will provide.
- On the previous grant cycle’s "Spending Limits," it lists the monthly cell phone limit of $70. Does that number still apply to this grant application? And if so, is that total for an organization or per staff person?
Answer: The number still applies. It is a per staff person (or per phone) charge.
- The Logic Model is still unclear to me. The directions say that anything I’m asking to fund in the Proposal should be on the Logic Model. We are asking for funding for two client service positions, a parenting and prenatal education program, plus outreach, advertisements, brochures and program materials. We also do several other activities. Our Logic Model seems inadequate in representing what I’m asking to be funded.
Answer: It is inadequate in representing what you want funded, but that’s not its purpose. It might help if you think of the Logic Model as a guide for the evaluation instead of as a diagram of what you are doing (as it was in the past). The place where you will explain what activities you do and why you do them is in the Grant Proposal section.
- Can you tell me if the depreciation on the building can be included in determining total administrative costs?
Answer: Depreciation can be used as part of the administration costs.
- One of the parts of the 990 form is Schedule B: List of Major Donors. When this form is filed with the State of Minnesota, the directions say "do not include Schedule B or any other donor list the IRS may require." Can Schedule B be left out of the 990 submission for the grant application?
- Our medical provider partner (Fairview) has advised us that we can bill a client’s insurance for a service (blood draws) performed in our prenatal clinic. We know that we can‘t bill for the service if the nurses who perform the service are grant–funded. However, can we bill for the service when it is performed by nurses who are not grant–funded?
Answer: You can bill a client’s insurance for components of service in your prenatal clinic that are not covered by the grant. You can bill a client’s insurance for staff time when these components of service are not performed by grant’funded staff.
- Are there any specific requirements or guidelines regarding the inclusion of images, tables, charts or graphs in the proposal?
Answer: There aren’t any requirements or guidelines on images, tables, charts or graphs in the proposal. There are only the guidelines on page margins (1 inch) and font (at least 12 point).
- Concerning the Budget Justification Sheet: Congress has passed an extension on the lower FICA rate, continuing it until the end of the year. When we compute FICA for grant–funded positions on the Budget Justification Sheet, I’m assuming we should use the lower rate for the first 6 months, then assume it will go back up to .0765 starting on January 1, 2013. Is that correct?
New Answer: The lower FICA rate only applies to employees’ contributions. Employer contributions have not been affected by the rate reduction.
- Regarding the Form D Logic Model: Should our grant program be listed in only one category? For instance if our mentoring program would address both Services to Support Healthy Pregnancy Behavior and Support to Women to Increase their Knowledge and Skills as Parents should I place it in both sections?
Answer: A program could be listed in more than one category if it includes components that address outcomes in more than one category. So, yes you could place it in both sections.
- On Form B, Section B, Accounting System, does the Financial Reconciliation that was done on current grantees count as a "financial review" by a State Agency "in the past 3 years"?
Answer: No. The Financial Reconciliation conducted on grantees is not considered a financial review of your accounting system.
- On new grant applications, do we have to charge administrative costs?
Answer: No. The first choice on Form G, Administrative cost Allocation Questionnaire, is "Not Applicable — No charges to MDH/Positive Alternatives grant program are for administrative or indirect costs" Choose this box if you do not plan on charging the grant administrative or indirect costs.
- If we have multiple staff people fulfilling a particular grant–funded role — such as various client advocates working a total of 40 hours/week on a parenting–skills program — how should we list their wages in the budget? Should we list each person with their wage, list an average of the wages, or list the highest possible wage?
Answer: In the budget, list the title of the funded position, then break it down individually, listing number of hours worked and rate of pay for each person who will be working in that position. For example:
- Client Advocate:
- 10 hours per week @ $16 per hour
- 15 hours per week @ $14 per hour
- 15 hours per week @ $13.50 per hour
- Will priority be given to minority led non–profit organizations?
Answer: The application states on page 11 that staff from the Community and Family Health Division will consider diversity in activities funded, diversity in populations receiving services, that grants are distributed throughout the state and that grants are distributed to organizations of various sizes when awarding grants. No priority will be given to specific types of organizations.
- When we assemble our grant application, is there a specific place you would like the 990 to go?
Answer: Insert the 990 after Form B, the MDH Accounting System Questionnaire.
- What can we charge for cribs and Pack–n–Plays on our budgets?
Answer: You may charge up to $200 for a crib and mattress and $75 for a Pack–n–Play.
- Could you please tell me exactly what they’re looking for under question 6B of Form B: "How many different funding sources does the total revenue come from?"
Answer. Refer to your 990 form, the section on Revenue, numbers 8–11. There are 5 separate categories of revenue: contributions, grants, program service revenue, investment income and other. Your answer will be the number of these categories from which you receive revenue.
- Where are the directions for completing the Application Face Sheet?
Answer: The directions are on the second page of the Word document version of the Face Sheet. Both the Excel version and the Word version can be accessed on the Positive Alternatives website at http://www.health.state.mn.us/divs/cfh/paa/grantapplication.cfm
- In addition to Form B, you said that we should submit our IRS 990 form or recent financial audit. Because of our small budget, we do not have to fill out the 990 form. For the grant application, would it be OK to submit our 2011 financial summary as compiled by our treasurer?
Answer: Have your treasurer send in a cover letter explaining that you are not required to do a 990 and that he/she has prepared the attached 2011 financial summary.
- Should I still include my Necessary Service chart in my grant proposal?
Answer: No. A Necessary Services chart was required in previous grant applications. It is not required with this application.
- On page 35, the application instructions say that the administrative costs charged to the grant cannot exceed 15% of the total of the proposed expenses. Does this total include Evaluation expenses?
Answer: Yes. The total includes Evaluation expenses. To calculate the maximum amount that can be charged for Administrative costs, add the Subtotal from the Budget Justification Sheet to the Evaluation total. Multiply this amount by 15%. The resulting figure is the maximum amount that can be charged for Administrative costs for that year’s budget.
When adding the figures from the Budget Justification Sheets for the Budget Summary form, note that the instructions for the Budget Summary Sheet on page 40 of the application are incorrect. Number 13 says the administrative costs "cannot exceed 15% of the amount listed on line 11," the Subtotal. It should say "the administrative costs cannot exceed 15% of the subtotal and the evaluation costs."
- Some moms in our current Positive Alternatives program have expressed interest in learning sign language for their babies. Is this an activity we could provide?
Answer: Positive Alternatives programs should support, encourage and assist a woman in caring for her baby after birth. Any activity should be demonstrated to achieve that goal.
- Does the evaluation cost for the grant need to be included in the $75,000 or is it in addition to the budget once it has been established?
Answer: The evaluation cost must be included in the total cost of the grant you are applying for: either up to $75,000 per year or up to $150,000 per year.
- Regarding Form B, the MDH Accounting System and Financial Capability Questionnaire: In section A, number 7, what kinds of "policies and procedures" are you looking for?
Answer: What MDH is looking for here is whether you have written policies and procedures for:
- Accounting: What software are you using to make your accounting entries? Who has the authorization to make the entries in your system? Who signs checks?
- Purchasing: What is your process for placing orders? Do you use purchase orders? Who authorizes the purchase? Who reconciles the invoice with the purchase? For Employee’s expense reports do you have a standard form used by all employees? Who authorizes payment? Who makes the payment?
- Payroll: All positions partially funded by the grant must have time studies and time sheets by payroll period that break out what is charged to the grant vs. other funding sources. What is your approval process for the time studies, time sheets and anything else related to payroll?
- Regarding the 990 form: Do you want just the front page or do you want all of the supplementary pages also?
Answer: Include all the supplementary pages in order to provide MDH with all the information that was sent to the IRS.
- I was wondering if I were to request a grant award for $100,000 would I only be eligible for the approximate 5 – 6 grants that are available in that category or would I also be eligible for a lesser grant for up to $75,000 if the 5 – 6 were already awarded to other centers?
Answer: Applications are submitted to a specific pool; either the pool for awards up to $75,000 per year or the pool for awards between $75,000 and $150,000 per year. An application submitted for $100,000 would be considered in the pool for applications between $75,000 and $150,000 per year. It would not be considered in the $75,000 pool.
- If we own a building, and have a renter currently occupying some space, and then we decide not to rent the space and use it for the grant program, could we charge 100% of the rent amount to the grant activity?
Answer: Ownership may involve a variety of factors that result in the need for a specific response to each situation. Please contact the Positive Alternatives Coordinator (651–201–3581 or email@example.com) to confer about a question regarding charging the grant for space in a building you own.
- How would we charge the grant to cover the rent associated with the funded program? How could we charge rent for the space occupied by the grant-funded activities?
Answer: Rent for the space occupied by grant–funded activities can be included either as a Program Cost or an Administrative Cost, but not both.
- Administrative Cost: To include rent as an Administrative Cost you can either: 1) take the total cost of all rented space divided by the total number of positions occupying the space times the number of positions supporting grant activities to determine the amount that can be included; or, 2) take the number of square feet occupied by grant funded program multiplied by the square foot cost to determine the amount that can be included. Refer to Form G (page 42) and Form H (page 43).
- Program Cost: To include rent as a Program Cost, take the number of square feet occupied by grant funded program multiplied by the square foot cost to determine the amount that can be included. If you are including percent of rent costs under program costs, please be sure to include the costs in Form E, the Budget Justification Sheet (page 37).
- Do we need to include an IRS form 990 or a certified financial audit of our organization with our grant application?
Answer: Yes, you must include a copy of either your most recent IRS 990 form or a copy of your most recent certified financial audit with your application. These forms were inadvertently left off the list of forms to include with your application.
- Grantees must assure that "Only Commissioner of Health approved information on the health risks associated with abortions will be provided to women in grant–funded programs. (Commissioner of Health approved information can be found in the booklet IF YOU ARE PREGNANT: Information on Fetal Development, Abortion and Alternatives.)" Which pages of the booklet compose the "health risks" of abortion information?
Answer: The section titled "Abortion Methods and Their Associated Medical Risks" beginning on page 16; the section titled "Medical Risks of Abortion", beginning on page 20; and the section titled "Long–Term Medical Risks", beginning on page 21 and ending in the middle of page 22, compose the health risks of abortion in the booklet.
- On page 8, under Eligibility Requirements, the 4th requirement under "if awarded" states that if a client requests a list of health providers that provide abortion services, we may give them a list. My question is, do we have to provide a list to comply with the grant?
Answer: You "may" give a list of abortion providers to someone who asks for it. You are not required to do so.
- We are considering adding a simple financial screening tool to our Learn and Earn Program intake to ensure that the participants are in fact unable to purchase car seats, cribs and similar items. Can we do this in order to make sure the most needy are receiving the material assistance?
Answer: The grant restrictions state that you cannot charge for any items that are provided with grant funds. You may choose how you design your program and may consider including financial screening as a component of the intake for your Learn and Earn program. You must establish criteria whereby cribs, car seats and other large items will be awarded, and use the same criteria with everyone. It is essential that the program you design have established guidelines and that they are applied equally to everyone.
- Is the evaluation mandated?
- Can the cost of an organization’s fundraiser be included in the grant application budget?
- We are a public organization. Do you have to be a private, 501(c) 3 organization to be eligible to apply for the grant?
Answer: The statute states "to be eligible for a grant, an agency or organization must be a private, nonprofit organization". It is possible for a public non–profit to partner with an eligible organization that is applying for a grant, however grants can only be awarded to private nonprofit organizations.
- When you refer to using past grantee performance as a criteria for awarding grants, could that mean choosing to give a grant to an organization that is not currently funded over an organization that is currently funded in order to give the new organization an opportunity?
Answer: It is anticipated that past performance will only be used in circumstances where other criteria, such as application scores, diversity in activities funded and populations served, distribution throughout the state and to organizations of various sizes, are equal. Only objective data of past grantee performance, such as fiscal and programmatic performance, will be used.
- If we currently have a Positive Alternatives grant, should we include the positions funded by the grant in the description of our Organizational Capacity in our grant application?
Answer: Yes. Those positions are part of your current organizational capacity.
- Can we include funds for advertising or promoting our program in the budget?
Answer: Yes. Funds may be used for outreach activities to the women who could be served by your grant program. However, grant funds cannot be used primarily to pay for advertising. An advertising campaign is not an alternatives–to–abortion program that supports, encourages and assists women in carrying their pregnancies to term and caring for their babies after birth.
- Please give some examples of what funds can be used for to promote a grant–funded program.
Answer: Current grant–funded programs include funds to support newspaper and radio ads, billboards and bus ads or the production of brochures. Some organizations are using grant funds in support of their web sites.
- When you ask about partnerships with other community organizations who provide services to pregnant or parenting women, are you looking for other state agencies that we work with?
Answer: You may include any organizations and agencies in your community that you work with to provide services to pregnant and parenting women.
- We intend to apply for a grant to provide a Parenting Program. What restrictions, if any, are there on the content of faith–based materials offered in the parenting program?
Answer: Material with religious content or a faith–based message can be included in the program materials offered in your Parenting Program, provided the following requirements are met:
- The religious and faith–based materials must be clearly marked as such.
- Program participants must know that they can take part in the Parenting Program even if they do not select any program materials with religious or faith–based content.
- There must be sufficient material available for participants to choose from such that, were they to eliminate all religious and faith–based material from consideration, there would still be sufficient materials remaining to enable them to complete the program and earn all of the incentives that they are interested in earning.
- There must be a statement included in the Parenting Program introductory materials that explains the above information, and assures participants that their decision to eliminate religious and faith–based materials from consideration will have no bearing on the services they receive.
- How would we include equipment depreciation (i.e. sonogram) into the budget?
Answer: Depreciation expense is calculated by taking the total cost of the equipment and dividing it by the number of years of useful life (3 to 5 years) to determine the annual expense amount. This amount should be divided by 12 to determine the allowable monthly depreciation expense. Please note you must use the depreciated equipment only on grant program activities to claim the full amount of the monthly depreciation. If the equipment is used for multiple programs, the depreciation expense must be pro–rated between these various programs. You cannot claim depreciation expense for any equipment that has exceeded its useful life.
- What falls into education assistance—is it only getting your GED?
Answer: Education assistance can include but is not limited to: obtaining a GED, English Language Learner classes, job skills training, etc.
- Is delayed 2nd pregnancy an acceptable activity/outcome?
Answer: While delaying a second pregnancy could be included as an important strategy for improved pregnancy outcomes, it should not be the primary activity of a grant proposal.
- Can teen moms be the target population? Would it have to include pregnant teens?
Answer: Providing services to teen moms caring for their babies up to one year of age is a grant–eligible activity. A program is not required to serve pregnant teens to be funded.
- Can volunteers deliver grant–funded services?
Answer: Yes, volunteers can deliver grant–funded services.
- Our Parenting Program allows participants to earn incentives for completing tasks. Can we include in our grant proposal funding for incentive items such as cribs, car seats and gifts cards? Can rent vouchers, utility payments and food gift cards be given in emergency situations?
Answer: Funding for items you will use as incentives such as cribs and car seats can be included in your grant proposal. Because gift cards are so similar to cash, a more stringent system of accounting for their distribution is required. If you chose to offer gift cards, you will need to document a mechanism whereby they are safeguarded in your office, and their distribution must be traceable in an audit process, from the point of purchase to the actual presentation to the recipient. Vouchers for short-term emergency rent and utility costs are permissible.
- Can services be provided to fathers? Can a program include a fathering component?
Answer: Yes, services could be provided to the fathers of the babies of women that you are serving.
- If we have satellite offices, do we have to apply as one organization?
Answer: If you are one organization with several program sites, you would apply as one organization. If each site is incorporated under its own 501 (c) (3) status, then each can apply as a separate organization.
- Can we augment the booklet If You Are Pregnant: Information on Fetal Development, Abortion and Alternatives with our own materials?
Answer: Grantees can augment medically accurate information on the developmental characteristics of babies and unborn children. However, grantees cannot augment the booklet with additional information on the health risks associated with abortions. The statute requires that grantees only provide information approved by the Commissioner of Health on the health risks associated with abortions.
- Can any advertising paid for with grant funds use the words "faith–based" to describe the organization?
Answer: Yes, promotional materials like brochures could include "faith–based" to describe your organization. However you would also need to indicate that you accept all clients who come to your organization for services regardless of faith.
- In counseling a woman, in what context, if any, may a counselor help the program participant explore the connection between her religious views, if any, and the issue being discussed?
Answer: Religious counseling cannot be undertaken as part of the grant program. However, if she would like to have a discussion on matters of faith, you should set up a time to speak to her later when you are not providing grant–funded services or are not being supported by grant funds, or refer her to someone else in your organization.
- If grant funds are being used to expand center hours, can an intake worker ask a question such as: "Can I ask you if you have a faith background?"
Answer: Yes, you could ask a question like this as part of a grant–funded program as long as it is done as part of an assessment of available support systems. It would also be appropriate to refer a woman to religious organizations in her community or to invite her to join in your organization’s religious activities. However, if she would like to have a discussion on matters of faith, you should set up a time to speak to her later when you are not providing grant–funded services or are not being supported by grant funds, or refer her to someone else in your organization.
- As a faith–based organization, can grant funds be used to pay the salary of a member of our staff?
Answer: Yes, provided that the staff person is delivering the grant–funded service and is not engaged in religious worship, instruction or proselytization. If the staff is working part–time on grant–supported activities and part–time on other religious–based activities, the staff must also document that she met her time commitment to the grant–funded program by keeping careful time records of her activities. This will document that grant funds are spent only on grant–supported program activities.
- If someone asks me about my faith, can I share it with them?
Answer: If someone asks you about your personal faith while you are providing a grant–funded service, you may answer briefly. But if you wish to have a discussion on matters of faith, you should set up a time to speak to the person later when you are not providing grant–funded services or are not being supported by grant funds, or you should refer the person to someone else in your organization that is not supported by grant funding.
- We are a faith–based organization. What rules apply to our use of funds?
Answer: Organizations may not use any grant funds to support religious worship, instruction, or proselytization, or to purchase religious materials. Grant funds can only be used to support non–religious services and activities. Organizations may not require grant–supported program participants to attend or take part in any religious activities. Program participants may be invited to join in the organizations religious services or events but program participants must know that they can receive grant-funded help even if they do not participate in these activities and that their decision will have no bearing on the services they receive. Any participation by recipients of grant–funded services in any religious activities must be completely voluntary.
- Would a family planning program meet the criteria of an alternatives–to–abortion program?
Answer: No, a family planning program does not meet the criteria of an alternatives–to–abortion program. The primary purpose of an alternatives–to–abortion program is to assist women with securing services that enable them to carry their pregnancies to term and care for their babies after birth up to one year of age.
- Can grant funds be used for a program that provides only pre–pregnancy education?
Answer: No, a pre–pregnancy education program would not be eligible for Positive Alternatives funding.
- If our organization provides family planning, are we eligible to apply for grant funds?
Answer: All organizations must meet the stated eligibility requirements to be considered for grant funding. In addition, grant funds are specifically designated for programs that provide services that support, encourage and assist women in carrying their pregnancies to term and caring for their babies after birth up to one year of age. A woman must be pregnant or have recently given birth to be served by a grant–funded program.
- Can an organization based in another state that serves women who live in Minnesota apply for a grant?
Answer: Yes, but preference would be given to a Minnesota organization. In addition to the grant criteria, an out–of–state organization would have to show how their organization serves Minnesota women, the number of Minnesota women they expect to serve, that they are able to refer to appropriate Minnesota services, and that their services are not being duplicated by a Minnesota organization that reaches the same population.
- Can an organization apply for more than one grant?
Answer: No, an organization cannot apply for more than one grant. However, an organization can apply for one grant that includes more than one program component, as long as the total budget does not exceed $300,000 for the two year grant period.
- How is "alternatives–to–abortion" program defined?
Answer: An alternatives–to–abortion program is defined as a program whose purpose is to support, encourage, and assist a pregnant woman in carrying her pregnancy to term and caring for her baby after birth. Encourage means to affirmatively counsel a woman on carrying her pregnancy to term unless her life is in danger.
- If funded, what services would our organization need to provide?
Answer: At a minimum, grantees must provide women with information on, referral to, and assistance in obtaining the following services: medical care; nutritional services; housing assistance; adoption services; education and employment assistance; child care assistance; and parenting education and support services. The grantee may decide to provide women with information, referral and assistance with additional services or may directly provide one or more of the services listed above.
- Can we serve women who live in bordering states?
Answer: The Positive Alternatives Program is funded entirely through state funds; therefore, the intended recipients of services are women who live in Minnesota.
- Why is the Accounting System and Financial Capability Questionnaire in the application?
Answer: This form will assist MDH staff in identifying applicants that may need additional technical assistance administering grant funds. The questionnaire is a tool and guide to be used in conjunction with the applicant’s proposal, review committee scores, and any internal review process to help make funding decisions. There are no correct or incorrect answers.
- According to the grant application requirements, medical services provided by the agency must meet defined or recognized standards. Will MDH be clarifying what those standards are?
Answer: Recognized standards are dependent on the specific service or information being provided. Review the type of service you are proposing and determine the appropriate resource or organization that would provide the standards. For example, if you want to provide prenatal care for clients, you would refer to the American College of Obstetricians and Gynecologists (ACOG) for standards and guidelines. For this reason MDH will not be providing specific standards.
- Do we need to provide the Women’s Right to Know booklet in the grant–funded Positive Alternatives program or our entire program/agency?
Answer: Refer to the Assurances and Agreement Form of the grant application which discusses the If You Are Pregnant: Information on Fetal Development, Abortion and Alternatives booklet. Non–grant funded programs are not required to distribute the booklet. However, agencies are required to provide medically–accurate information in all activities of the agency as stated in the Assurances and Agreement Form.
- I noticed there are more agencies currently receiving grants than the number of grant funds available. Are there going to be any new organizations eligible for grants?
Grants will be awarded through the process outlined in the Positive Alternatives Grant Application. The grant process is competitive and is open to all eligible agencies.
- Can the application be typed single space?
- Can the application be printed on both sides of the paper?
- The application asks for a copy of the applicant’s 501(c) certificate. We have an original certificate from the date of our incorporation and an updated one. Which one should we submit?
Answer: The most current 501(c) certificate. Please note that applicants must provide an IRS Form 990 or the most recent certified, audited financial report. This information was not provided in the RFP.
- Is the Women’s Right to Know booklet the same as If You Are Pregnant: Information on fetal development, abortion and alternatives?
- Regarding the requirement to submit a governing board’s resolution: our Board meets every other month. The last meeting was January 23, which was before the application was posted. The next meeting is the end of March, after the application is due. Would MDH accept a resolution reviewed and approved by the Executive Committee of the Board of Directors until we can get full board resolution?
Answer: We will accept a letter explaining that as soon as the Board meets, you will get a resolution.
- Are we no longer required to list "resources" in the logic model?
Answer: Resources will not be listed in the logic model. Resources should be described in the narrative and/or the budget.
- Where do I get assistance to complete Form H?
Answer: You should talk with your accountant or bookkeeper.
- Has a federal or state agency issued an official ruling as to whether or not the mini–audits (i.e. fiscal reviews) conducted by MDH for the grantees, are sufficient to meet the criteria for submitting an audited financial report?
Answer: Fiscal reviews are not considered to meet the standard of an audited financial report.
- Does MDH want a copy of the federally–negotiated indirect cost rate agreement?
Answer: Yes. Attach it to the Indirect Form in the application.
- Regarding the logic model: Can we list as many activities as we’d like?
Answer: Yes. Be sure to put each activity under the appropriate "Goal" and in the appropriate row, as shown in the Sample Logic Model on page 49 of the application..
- Regarding the logic model: Can we list more than 1 activity and 1 program in the logic model?
Answer: You can list more than 1 activity in the logic model and more than 1 program.
- Which parts of the logic model are we to enter?
Answer: You should only enter the activities in the logic model.
- Do we have to take out short term objectives that don’t apply?
No. You can do so to clarify or for space reasons but you are not required to do so.
- Can we use more than one page of paper to complete our logic model?
- If we want to start a program and grow it, can we ask for different funding amounts for each year?
- Does the RFP require an expansion?
- Is it required that we have a paid client advocate?
- What do you mean by appropriate professional organization?
Answer: Different medical services have different medical standards. For example, staff that provide ultrasound exams follow standards established by that professional organization. The American College of Obstetricians and Gynecologists is a professional organization.
- Are these requirements described in the application document?
Answer: No. There are a variety of medical programs and services the applicant would utilize in their grant activities. MDH expects the applicant to find out the standards for the appropriate type of activity/service proposed. By signing the Assurances and Agreement Form, applicants verify that they will be providing medical information that is medically accurate and that medical services meet standards defined by the appropriate professional organization or are broadly recognized within the medical community.
- Will we have to submit all materials we use as an agency to MDH?
Answer: No. By signing the Assurances and Agreement Form, applicants verify that the medical information they provide will be medically accurate.
- The 58–page word document (i.e., the RFP) that I have has multiple blank pages. Do we need to keep those in the submitted document?
Answer: No. Please keep budget justification forms on front and back sides of the paper.
- When is the online version of the Face Sheet due?
Answer: The deadline is the same for the online version of the Face Sheet as all other documents outlined in the application.
- When referring out for these necessary services, do we need to verify whether the woman has followed through on these referrals?
Answer: No, but you may want to consider follow up as part of your evaluation of your program services.
- Is client self-reported data acceptable to MDH?
- Can the evaluation line item be more than 5 percent?
Answer: Yes, but no less than 5 percent.
- Is it appropriate to use the sample verbiage in our logic models?
- The Budget Justification Form says to complete one form per year. Should it say one form per cycle?
Answer: No. The years are: July 1, 2012 through June 30, 2013 and July 1, 2013 through June 30, 2014.
- Regarding the contractual services, does training refer to training for staff or training for clients?
Answer: Both, it depends on the amount of money used and the type of training. For example, training for the client could be related to nutrition or teaching CPR.
- What about putting ultrasound training for nurses in this line item?
Answer: Staff training is limited to $250.00/FTE.
- Are the grantee meetings for one day?
- Would mileage be covered to attend networking meetings with other Executive Directors?
Answer: If these are grant–related meetings and outlined in your work plan, yes. If it’s a meeting related to your center and not a grant activity as outlined in your work plan, no.
- Can we fair share the cost of our website maintenance?
- Can we give incentives to clients?
Answer: Yes. Incentives, for example gift cards, are limited to $50 per participant per year. Grant applicants must be specific in describing how the incentives will be used. Items like cribs and car seats that are earned through participation in educational programs are not considered this type of incentive. Costs for these items must be within mandated MDH price ranges. Please contact the Positive Alternatives Coordinator (651–201–3581 or firstname.lastname@example.org) regarding these items and their price ranges.
- Does the training line item include training for volunteers and staff not working on the grant?
- Is the Birth to 3 Conference an example of the type of training that can be covered by the grant?
- Can the evaluation line item cover client software to track their demographic information?
Answer: You could charge the fair share percentage to the grant.
- Can support staff be funded by the grant?
- If our agency does not have client tracking software now, but we want to implement this in the future, could we write a grant to get it and request staff money to do the work?
- If we are adding space specifically for grant funded activities, should the rent be recorded in the supplies’ line item?