CDC-RFA-PS13-130803CONT15 FINAL 01 20 15.docx

Centers for Disease Control and Prevention (CDC) Procurement and Grants Office Instructions for Preparing an Annual Performance Report (APR) Catalog of Federal Domestic Assistance (CFDA): 93.079 Funding Opportunity Announcement (FOA) Number: CDC-RFA-PS13-130803CONT15

Promoting Adolescent Health through School-Based HIV/STD Prevention and School-Based Surveillance National Center for HIV/AIDS, Viral Hepatitis, STD, and TB Prevention, Division of Adolescent and School Health

Eligibility:

This award will be a continuation of funds intended only for grantees previously awarded under PS13-1308: Promoting Adolescent Health through School-Based HIV/STD Prevention and School-Based Surveillance.

Application Submission:

CDC requires grantees to submit their Annual Performance Reports (APR), which serves as the continuation application, through www.Grants.gov NLT 120 days prior to the end of the current budget period.

If you encounter any difficulties submitting your annual performance report through www.Grants.gov, please contact CDC’s Technical Information Management Section at 770-488-2700 prior to the submission deadline. If you need further information regarding the annual performance report process, please contact Manal Ali, Grants Management Specialist, at (770) 488-2706. For programmatic information, please contact John Canfield, Project Officer, at (404)-718-8333.

Reports must be submitted by APRIL 1, 2015, 11:59 p.m. Eastern Standard Time on www.Grants.gov for Reporting Period 8/1/2014- 12/31/2015. Late or incomplete reports could result in an enforcement action such as a delay in the award or a reduction in funds. CDC will accept requests for a deadline extension on rare occasions and after adequate justification has been provided.

General Application Packet Tips:

· Properly label each item of the application packet

· Each section should use 1.5 spacing with one-inch margins

· Number all narrative pages only

· This report must not exceed 45 pages excluding administrative reporting

· Where the instructions on the forms conflict with these instructions, follow these instructions

1. CDC requires the use of PDF format for ALL attachments.

2. Use of file formats other than PDF may result in the file being unreadable by CDC staff.

3. Directions for creating PDF files can be found on www.Grants.gov

Checklist of required contents of application packet:

1. SF-424 Application for Federal Domestic Assistance-Short Organizational Form

2. SF-424A Budget Information-Non-Construction Programs

3. Budget Justification

4. Indirect Cost Rate Agreement

5. Project Narrative (Work Plan Status Report)

6. If you not already submitted Grant Assurances and Certifications, please include a signed Certification found at http://wwwn.cdc.gov/grantassurances/Homepage.aspx

Instructions for accessing and completing required contents of the application package:

a) Go to: www.Grants.gov

b) Select: “Apply for Grants”

c) Select: “Step 1: Download a Grant Application”

d) Insert the Funding Announcement Number CDC-RFA-PS13-130803CONT15

e) Download application package and complete all sections.

1. SF-424 Application for Federal Domestic Assistance-Short Organizational Form:

Complete all sections:

A. In addition to inserting the legal name of your organization in Block #5a, insert the CDC Award Number provided in the CDC Notice of Award. Failure to provide your award number could cause delay in processing your application.

B. Please insert your organization’s Business Official information in Block #8.

SPECIAL NOTE: Items 2, 3, and 4 should be attached to the application through the “Mandatory Documents” section of the “Grant Application” page. Select “Other Attachments Form” and attach as a PDF file.

2. SF-424A Budget Information and Justification:

A. Download the form from www.grants.gov.

B. Complete all applicable sections.

C. Estimated Un-obligated

1. Awardees may request up to 75% of anticipated unobligated funds at the end of the current budget period.

2. If use of estimated unobligated funds is requested in addition to funding for the next year, complete all columns in Section A of SF-424A and submit an interim Federal Financial Report (FFR), Standard Form-425, available on the CDC internet at http://grants.nih.gov/grants/forms.htm#closeout.

D. The estimated unobligated balance should be realistic in order to be consistent with the annual FFR to be submitted via eRA Commons following the end of the budget period.

E. Based on the current rate of obligation, if it appears there will be unobligated funds at the end of the current budget period, provide detailed actions that will be taken to obligate this amount.

F. If it appears there will be insufficient funds

1. Provide detailed justification of the shortfall

2. List the actions taken to bring the obligations in line with the authorized funding level.

G. The proposed budget should be based on the federal funding level stated in the letter from CDC.

H. In a separate narrative, provide a detailed, line-item budget justification of the funding amount requested to support the activities to be carried out with those funds. Attach in the “Mandatory Documents” box under “Budget Narrative Attachment Form.” Document needs to be in the PDF format.

I. The budget justification must be prepared in the general form, format, and to the level of detail as described in the CDC Budget Guidance. The sample budget guidance is provided on CDC’s internet at: http://www.cdc.gov/od/pgo/funding/grants/foamain.shtm.

J. For any new proposed subcontracts provide the information specified in the Budget Guidance.

K. When non-federal matching is required, provide a line-item list of non-federal contributions including source, amount, and/or value of third party contributions proposed to meet a matching requirement.

3. Indirect Cost Rate Agreement

A. If indirect costs are requested, include a copy of the current negotiated federal indirect cost rate agreement or a cost allocation plan approval letter for those Grantees under such a plan.

B. Clearly describe the method used to calculate indirect costs. Make sure the method is consistent with the Indirect Cost Rate Agreement.

C. To be entitled to use indirect cost rates, a rate agreement must be in effect at the start of the budget period.

D. If an Indirect Cost Rate Agreement is not in effect, indirect costs may be charged as direct if (1) this practice is consist with the grantee’s/applicant’s approved accounting practices; and (2) if the costs are adequately supported and justified. Please see the Budget Guidelines (http://www.cdc.gov/od/pgo/funding/grants/foamain.shtm) for additional information.

E. If applicable, attach in the “Mandatory Documents” box under “Other Attachments Form”. Name document “Indirect Cost Rate.”

4. Project Narrative and Continuation Application:

CDC appreciates your time and effort in preparing the Project Narrative (also called the Work Plan Status Report) and the Continuation Application as described below.

A. Project Narrative (August 1, 2014 – January 31, 2015) The Work Plan Status Report #1 for Year 2 is the Project Narrative component of the Annual Performance Report. The Work Plan Status Report #1 is a six-month report on the progress of the Year 2 Work Plan (August 1, 2014 – January 31, 2015). The Work Plan Status Report #1 should provide brief commentary addressing the following elements of each objective and activity:

· Successes: Indication of the completion status of the goals, objectives, and activities of the Year 2 work plan (for example: met, in progress, or not met);

· Challenges that hindered completion of the activities in the work plan through January 31, 2015;

· CDC program support to awardees (a description of how CDC could assist you in overcoming any challenges); and

· Evaluation results through January 31, 2015, if applicable.

A suggested Project Narrative (Work Plan Status Report) template is available at http://www.cdc.gov/healthyyouth/fundedpartners/1308/reporting.htm).

The Project Narrative (Work Plan Status Report) should be attached in the application through the “Mandatory Documents” section of www.grants.gov under “Project Narrative Attachment form.” Please name the Project Narrative as follows: “{Strategy} Project Narrative Year 2 {Agency}.” Please provide a separate Project Narrative for each Strategy area for which you receive funding (Strategy 1: School-Based Surveillance; Strategy 2: School-Based HIV/STD Prevention; Strategy 3: Capacity Building Assistance for School-Based HIV/STD Prevention; and/or Strategy 4: School-Centered HIV/STD Prevention for Young Men Who Have Sex with Men).

B. Continuation Application for Year 3 Work Plan (August 1, 2015 – July 31, 2016) The Continuation Application for Year 3 (August 1, 2015 – July 31, 2016) includes a detailed Year 3 Work Plan. Please refer to the required activities in Funding Opportunity Announcement (FOA) PS13-1308 when preparing the Year 3 Work Plan and budget. Each Strategy has its own required activities. All programmatic efforts should align with the funding opportunity announcement’s required activities. FOA PS13-1308 can be found on the DASH Funded Partner Site at: http://www.cdc.gov/healthyyouth/FOA/1308FOA/index.htm.

A suggested Year 3 Work Plan template is available at http://www.cdc.gov/healthyyouth/fundedpartners/1308/reporting.htm

Year 3 Work Plan

1. Please identify all of the following in your Year 3 Work Plan:

· 5 Year Goal(s);

· The required activities under each Goal that will be addressed in Year 3;

· The factors and trends (program context) in the school/community environment that may influence program success or failure for each goal;

· Action steps for each required activity that will addressed in Year 3;

· Target audience for each action step;

· Person or agency responsible for accomplishing the action step;

· Documentation of completion for each action step; and

· Any technical assistance requests needed from DASH.

Further explanations on each of these work plan elements are found in the suggested Year 3 Work Plan template available on the DASH Funded Partner Site under “PS13-1308 Work Plan Template” at: http://www.cdc.gov/healthyyouth/fundedpartners/1308/reporting.htm

The Year 3 Work Plan should be attached in the application through the “Mandatory Documents” section under “Other Attachments Form.” Name the work plan “{Strategy} Year 2 Work Plan {Agency}.” Provide a separate work plan for each Strategy area for which you receive funding (Strategy 1: School-Based Surveillance; Strategy 2: School-Based HIV/STD Prevention; Strategy 3: Capacity Building Assistance for School-Based HIV/STD Prevention; and/or Strategy 4: School-Centered HIV/STD Prevention for Young Men Who Have Sex with Men).

5. Additional Program Requirements

HIV Materials Review (Required for all Strategy 2, 3, and 4 funded agencies.)

A. Grantee must complete and submit CDC Form 0.1113 “Assurance of Compliance with the Requirements for Contents of AIDS-Related Written Materials, Pictorials, Audiovisuals, Questionnaires, Survey Instruments, and Educational Sessions in Centers for Disease Control and Prevention (CDC) Assistance Programs” if funded for Strategy 2, 3, or 4.

B. The HIV Materials Review Assurance of Compliance form must be updated and included showing Year 3 (August 1, 2015 – July 31, 2016) members and their affiliations. The HIV Materials Review Assurance of Compliance form can be found on the Adolescent School Health Resources site under “HIV Program Review Panel Information” at: http://www.cdc.gov/healthyyouth/fundedpartners/1308/pdf/assurance_compliance_form.pdf.

C. CDC Form 0.1113 should be attached to the application through the “Mandatory Documents” section under “Other Attachments Form.” Name the document “HIV Materials Review Panel Year 3 {Agency}.”

Travel A. In accordance with FOA PS13-1308, page 10, active participation in at least five DASH-sponsored or approved professional development events (e.g., onsite, webinars, DASH-approved conferences) is required annually. The budget should reflect travel costs for these conferences and meetings. Please include in your Year 3 Work Plan what travel you plan to attend under this cooperative agreement during Year 3.

B. DASH also expects this funding to support travel expenses within the applicant’s jurisdiction that directly relate to the approved programmatic activities outlined in the work plan.

C. Participation or attendance in non-CDC sponsored professional meetings requires approval by your Project Officer and must be directly related to the work plan activities.

Other In addition to uploading the entire Annual Performance Report on www.grants.gov, we strongly recommend that you send a courtesy copy of your Annual Performance Report via e-mail to your Project Officer on or before April 1, 2015. All guidance for your Annual Performance Report can be found on the DASH Funded Partner Site at: http://www.cdc.gov/healthyyouth/fundedpartners/1308/reporting.htm.

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