Final FAQ for CDSME FY 25 NOFO (Post-Info Call) -12.20.24.pdf

Frequently Asked Questions Advancing Strategies to Deliver and Sustain Evidence-Based Chronic Disease Self-Management

Education Programs to Support Older Adult Behavioral Health

HHS-2025-ACL-AOA-CSSG-0010

Questions Related to Applicant Eligibility

1. Question: Who is eligible to apply for this funding opportunity?

Answer: Only these types of organizations may apply: Domestic public or private non-profit entities including state governments, county governments, city or township governments, special district governments, independent school districts, public and state controlled institutions of higher education, Native American tribal governments, public housing authorities/Indian housing authorities, Native American tribal organizations, nonprofits having a 501(c)(3) status, private institutions of higher education, faith-based organizations, and community-based organizations. See page 13 of the funding opportunity for this information.

2. Question: Are for-profit companies or individuals eligible to apply?

Answer: No.

3. Question: Are other federal agencies eligible to apply?

Answer: No, but any federal agencies interested in exploring partnership opportunities with

ACL are encouraged to contact Laura Plunkett at laura.plunkett@acl.hhs.gov.

4. Question: Are current or previous Administration for Community Living (ACL) Chronic

Disease Self-Management Education (CDSME) Programs grantees eligible to apply?

Answer: Yes.

5. Does an eligible organization that serves multiple state have to select one state for the grant or can the project cover multiple states?

Answer: An applicant can serve multiple states.

Questions Related to Letters of Intent

1. Question: Are potential applicants required to submit a Letter of Intent?

Answer: Applicants are requested, but not required, to submit a letter of intent to apply for this funding opportunity to assist ACL in planning for the application independent review process. The purpose of the letter of intent is to allow our staff to estimate the mailto:laura.plunkett@acl.hhs.gov number of independent reviewers needed and to avoid potential conflicts of interest in the review.

Questions Related to Proposal Format

1. Question: Is there a maximum page limit for the Project Narrative?

Answer: The Project Narrative must not exceed 20 pages. NOTE: The following items do not count as part of the Project Narrative for purposes of the 20- page limit as long as they are clearly labeled as Appendices or Attachments: budget narrative, project work plan, indirect cost agreement, commitment letters, proof of nonprofit status, resumes and job descriptions, and references.

2. Question: Should applicants submit one comprehensive work plan that includes goals for the three years, or should proposals include a separate work plan for each of the three years?

Answer: Applicants must provide a work plan for each of the three years of the project.

The work plan should be consistent with your Project Narrative, Budget

Narrative/Justifications, 508 requirements, and efforts to reach the target population. To complete your work plan, see the Project Work Plan Sample Template in the Notice of

Funding Opportunity (NOFO).

3. Question: Should applicants submit one combined budget for the three years and/or separate budgets for each of the three years?

Answer: Applicants must submit the following as an appendix in the application:

1. Budget Narrative/Justification for Year 1;

2. Budget Narrative/Justification for Year 2;

3. Budget Narrative/Justification for Year 3; and

4. A total, combined three-year Budget.

Your Budget Narrative/Justifications should be aligned with the proposed activities in your

Project Narrative and Work Plans. Each Budget Narrative/Justification should be formatted according to the guidelines in the Budget Narrative/Justification – Sample Format in the

NOFO.

4. Question: Do we need to create partner-specific work plans for our major contributing partners?

Answer: You do not need to provide any work plans for your partners. However, in your work plan, you should indicate any lead persons at the partnering agencies that are responsible for tasks included in the work plan. Applications are reviewed to determine the extent to which the application narrative, work plan, and support/commitment letters reflect an adequate commitment from partners and description of their activities and areas of responsibility.

5. Question: How should we list/cite references?

Answer: There is not a particular citation style that you are required to use with respect to references. You may include your references as footnotes, endnotes, or a separate appendix.

References may be single-spaced and 10-point font. Note: If you choose to include your references as a separate appendix, please be sure to clearly label it (see question on project narrative for more information).

6. Question: Can we include hyperlinks within the Project Narrative to certain reports, publications, or products?

Answer: Information you want the Merit Panel Reviewers to take into consideration must be clearly identified and presented in-text in the Project Narrative. Reviewers must evaluate and score an application based on the documents that are presented in the application and must not refer to, or access, external links during the merit review. For more information about the merit review criteria, please see the “Review and Selection Process” section beginning on page 38 of the NOFO instructions.

Questions Related to Proposed Activities

1. Question: Can we propose an evidence-based program and/or intervention that is not listed in Appendices B or C?

Answer: No. Applicants may only propose CDSME and self-management support programs that are included on the lists in Appendices B and C. Applicants must describe why the selected programs were chosen and how the programs will help improve the behavioral health of the target population. More details about the CDSME and self-management support programs can also be found on the Find an Evidence-Based Program webpage.

2. Question: Who meets the definition of older adult and does my project need to serve just older adults?

Answer: For the purpose of this NOFO and consistent with the definition in the Older

Americans Act (42 U.S.C. §3002(8)), we are defining an older adult as an individual who is

60 years of age or older. For tribes and tribal organizations, the age of older Indians is defined by the tribe and may vary. The majority focus of your grant should be older adults

60 and older, but projects may serve some individuals under 60 with disabilities.

3. Question: Who meets the definition of an adult with a disability?

Answer: For the purpose of this NOFO and consistent with the definition of disability in the

Older Americans Act (42 U.S.C. §3002(8)), we are defining an adult with a disability as one who has a developmental, physical, and/or mental impairment that results in substantial functional limitation in one or more major life activities including self-care, communication, https://www.ncoa.org/evidence-based-programs/ learning, mobility, capacity for independent living, self-direction, economic self-sufficiency, cognitive functioning or emotional adjustment. The majority focus of your grant should be older adults 60 and older that meet the definition of disability, but projects may serve some individuals under 60 with disabilities.

4. Question: Is there a minimum number of participants and workshops that must be offered each year?

Answer: There are no minimum targets regarding the number of participants and workshops, but you should include the number of participants you intend to reach (and completers for programs in Appendix B of the NOFO), as well as a rationale for how you determined your targets, and 50% of your reach needs to be from the target populations listed in the NOFO. Targets should be realistic and achievable. In developing your participant/completer targets, please reference Appendix E: Guidance for Administration for

Community Living Chronic Disease Self-Management Education Grant

Applicants: Considerations for Estimating Participation and Completion Targets.

5. Question: Will we be able to count participants who are already participating in our existing CDSME and self-management support programs?

Answer: Participants who attend workshops that begin before the start of the grant period can be counted as long as the workshop ends after the grant period begins. For example, participants who attend a six-week CDSMP workshop beginning June 1st can be counted for a grant program with a start date of July 1st.

6. Question: Will the number of participants we propose need to be unique individuals or are we able to count individuals who complete multiple programs as multiple participants?

Answer: Grantees will be allowed to count individuals who complete more than one program as a participant in each of those programs. The count is based on participation and not unique individuals.

7. Question: Will we be able to count the participants of programs offered by agencies that we are not directly funding?

Answer: Yes, grantees will be allowed to count these program participants as long as the agencies are operating as part of the state initiative. At a minimum, that means that the grantee has an agreement with the agency(ies) offering the program(s) to collect the required data set from their programs and share it with the grantee.

8. Question: Are pre/post evaluations required as part of this funding opportunity?

Answer: All required data collection forms are referenced in Appendix D of the funding opportunity announcement.

9. Question: Can an applicant propose to give fiscal or other types of incentives, such as small amounts of money or gifts, to recruit program participants?

Answer: We do not recommend this approach, but in limited circumstances to meet programmatic goals, an applicant may propose some kinds of incentives. Monetary incentives such as cash would not be allowable. Gift cards in very small denominations ($5-

$10) signed for and properly accounted for can be an option. However, if an applicant proposes to do so, it must present a compelling reason and evidence as to why it is necessary to do so and describe how this practice can be maintained after the grant period. An applicant needs to weigh its programmatic resources and fiscal costs against its ability to meet its targeted number of program completers. From a fiduciary perspective, every cost in the grant must meet the Federal Cost Principles, which include being reasonable, allowable and allocable. Additionally, from a programmatic perspective, grant expenditures should be developed within the context of sustainability.

10. Question: Can grant funds be used to pay for the direct provision of the proposed program(s), e.g., to pay the salaries of the workshop leaders or to provide a small stipend to leaders or master trainers?

Answer: It is allowable to pay direct service costs including salary and expenses as part of start-up costs. However, the intent of this announcement is to embed the program into the ongoing operations of delivery system partners. Part of the sustainability planning efforts should be to develop strategies that will cover personnel costs. We do not encourage the use of stipends as that has a different meaning for certain grant programs and are usually reserved for payments to students as part of an internship, etc.

11. Question: Can sites offering the programs charge participants a fee for participation?

Answer: Yes, charging participants a reasonable fee is an acceptable part of a sustainability plan to offset costs. We consider any fees received to be program income and grantees would have to use those funds as they are earned to cover or further grant related activities.

Grantees are expected to expend program income funds before drawing down additional

Federal dollars. Any program income remaining after the grant expires will require the grantee to contact the Federal agency for disposition instructions, which is generally to return the remaining balance.

12. Question: For the target population, do the individuals have to have a diagnosis of a behavioral health condition or can they be self-diagnosed?

Answer: Individuals do not need to have a formal diagnosis of their behavioral health condition. Grantees are expected to determine how they will identify individuals in the target population, such as what screenings and assessments their agency already conducts and what measures they will add as a result of this project.

13. Question: Can more clarification be provided on the term “statewide”? Does this imply that the awarded organization is expected to implement these programs on a statewide level?

Answer: Yes, the NOFO defines “statewide initiative” in Appendix A as “Coordination efforts that work to reach individuals across an entire state and involves working with a variety of partners.” The Project Narrative, Budget Narrative/Justification, and Work Plan should be appropriate for the scale required for a statewide initiative implementation. Letters of Commitment/Support should include partnerships across the state to support this application.

Questions Related to Grant Administration

1. Question: What is a “Cooperative Agreement”?

Answer: In the United States, Federal grants are financial assistance issued by the U.S.

Government. A Cooperative Agreement is a variation of a grant, which is awarded when a grant provider anticipates having substantial involvement with the grantee during the performance of a funded project. This grant will be issued as a Cooperative Agreement because it is a significant and multifaceted endeavor in which the Administration on Aging

(AoA) anticipates having substantial involvement with the recipient during performance of funded activities. Therefore, throughout the project period of the grant award, AoA will furnish technical assistance, oversight, and support to the grantee to help ensure program success. The Cooperative Agreement structure will allow AoA to provide a higher level of technical assistance, oversight and support than a grant relationship offers. For more information, see the HHS Grants Policy Statement at https://www.hhs.gov/sites/default/files/hhs-grants-policy-statement-october-2024.pdf

2. Question: What are fully funded cooperative agreements?

Answer: This Cooperative Agreement is fully funded upfront for the three-year project and budget period. The grantee will not have to compete for subsequent years of funding during the project award period.

3. Question: How are grantees able to access grant funds? Is payment based on cost reimbursement?

Answer: Grantees will draw down funds using the Payment Management System (PMS).

Costs are not reimbursed, but rather requests are made through PMS for the release of funds.

4. Question: Can we subcontract some or all grant activities?

Answer: Yes. Grantees, not the Federal government, must decide whether it is in their best interest to subcontract grant activities. However, it is very important that grantees realize that the administrative responsibility and oversight of all grant activities remains with the grantee.

Grantees must serve as the central, core, and active partner in the grant and not simply be a conduit for pass-through funding to sub-contractors. When subcontracting, the grantee should retain sufficient funding to adequately fulfill its administrative and oversight responsibilities

(i.e., having a staff member dedicated to the oversight of sub-contractors). Applicants who https://www.hhs.gov/sites/default/files/hhs-grants-policy-statement-october-2024.pdf https://pms.psc.gov/ propose to subcontract out a significant portion of their grant activities should provide a rationale in their proposal that justifies any additional overhead costs that affect the funding for programmatic activities.

5. What are the reporting requirements associated with this cooperative agreement?

Answer: Awardees are responsible submitting programmatic progress reports and financial reports. Applicant Notice of Awards will provide more detailed information.

Questions Related to the Budget Narrative/Justification

1. Question: Should the budget include funds for traveling to meetings?

Answer: Yes. Applicants should plan and budget to send two representatives, once a year for the duration of the grant award, to the annual CDSME professional development conference hosted by the National CDSME Resource Center. Applicants should assume a Washington, DC per diem amount.

2. Question: How much federal funding can we request for our project?

Answer: Applicants may request a total budget of $1,250,000 in federal funds for the three-year project (fully funded). All awards are subject to the availability of federal funds.

3. Question: Does the budget include indirect costs? What indirect rate can we use?

Answer: Any indirect costs charged by the applicant would be included in the amount of the federal award and should be a part of the up to 30% that the applicant can retain for administrative purposes.

Indirect costs must be supported by an approved indirect cost rate agreement, which also defines the direct charges against which the rate applies. Indirect charges may only be requested if: (1) the applicant has a current indirect cost rate agreement approved by the

Department of Health and Human Services (DHHS) or another Federal agency; or (2) the applicant is a state or local government agency. State governments should enter the amount of indirect costs determined in accordance with DHHS requirements. If indirect costs are to be included in the application, a copy of the approved indirect cost agreement must be included with the application. Further, if any sub-contractors or sub-grantees are requesting indirect costs, a copy of the latest approved indirect cost agreements must also be included with the application, or reference to an approved cost allocation plan.

You should consult your organization’s financial representative to see if you should be charging indirect costs and if so, what the approved rate is. In the event you are looking to make an initial request, please contact the Project Officer and Grants Management

Specialist associated with this funding opportunity announcement.

If the budget includes in-direct costs, then one of the following must be submitted: approved current In-Direct Cost Rate, cost allocation plan, or Facilities & Administrative cost to the grant. The applicant may use the De Minimis Rate if one of the aforementioned documents doesn't accompany the application.

4. Question: Do funds need to be evenly allocated across the three-year project period?

Answer: No. Funds do not need to be evenly allocated across the project period. Please be sure that your budget is aligned with your work plans with respect to project activities, outcomes, and outputs.