final - fy 2015 cis nofo - correction - may-1-2015.pdf

The Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO)

FY 2015 Citizenship and Integration Direct Services Grant Program

NOTE: If you are going to apply for this funding opportunity and have not obtained a Data Universal Numbering System (DUNS) number and/or are not currently registered in the System for Award Management (SAM), please take immediate action to obtain a DUNS Number, if applicable, and then to register immediately in SAM . It may take four weeks or more after you submit your SAM registration before your registration is active in SAM, then an additional 24 hours for Grants.gov to recognize your information. Information on obtaining a DUNS number and registering in SAM is available from Grants.gov at: http://www.grants.gov/web/grants/applicants/organization-registration.html.

A. Notice of Funding Opportunity (NOFO) Description

Issued By U.S. Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS), Office of Citizenship

Catalog of Federal Domestic Assistance (CFDA) Number

97.010

CFDA Title

Citizenship Education and Training

Notice of Funding Opportunity Title

FY 2015 Citizenship and Integration Direct Services Grant Program: Citizenship Instruction and Naturalization Application Services

NOFO Number

DHS-15-CIS-010-002

Authorizing Authority for Program Department of Homeland Security Appropriations Act, 2015

Appropriation Authority for Program Department of Homeland Security Appropriations Act, 2015

Program Type New http://www.grants.gov/web/grants/applicants/organization-registration.html

Program Overview, Objectives, and Priorities

The Office of Citizenship (OoC), within U.S. Citizenship and Immigration Services (USCIS), Department of Homeland Security (DHS), is charged with promoting instruction and training on the rights and responsibilities of citizenship.

USCIS recognizes that naturalization is an important milestone in the civic integration of immigrants. Naturalization requirements, such as knowledge of English and of U.S. history and civics, encourage civic learning and build a strong foundation upon which immigrants can exercise their rights and responsibilities.

Through preparing for naturalization, immigrants will gain the tools to become successful citizens—ready to exercise their rights and meet their responsibilities as United States citizens.

The goal of the Citizenship and Integration Grant Program is to expand the availability of high quality citizenship preparation services for lawful permanent residents in communities across the nation. Additional activities that support this goal include making citizenship instruction and naturalization application services accessible to low-income and other underserved lawful permanent resident populations; developing, identifying, and sharing promising practices in citizenship preparation; supporting innovative and creative solutions to barriers faced by those seeking naturalization; increasing the use of and access to technology in citizenship preparation programs; working with local libraries, which serve as a vital resource for immigrant communities; and engaging receiving communities in the citizenship and civic integration process.

The Citizenship and Integration Grant Program addresses the following DHS mission as specified in the Quadrennial Homeland Security Review (QHSR):

Mission 3: Enforce and Administer Our Immigration Laws

Goal 3.1: Strengthen and Effectively Administer the Immigration System

• Promote lawful immigration;

• Effectively administer the immigration services system; and

• Promote the integration of lawful immigrants into American society.

Request for Proposals

In fiscal year (FY) 2015, a total of up to $10,000,000 in federal funding is available for eligible organizations to provide direct citizenship preparation services to lawful permanent residents.

http://www.dhs.gov/sites/default/files/publications/2014-qhsr-final-508.pdf

Proposed citizenship preparation activities must include the following two components:

1. Citizenship instruction to prepare lawful permanent residents for the civics (U.S. history and government) and English (reading, writing, and speaking) components of the naturalization test. Program design must include:

• The use of a nationally normed standardized test of English proficiency for student placement and assessment of progress;

• The provision of at least 40 hours of citizenship instruction over an 8- 15 week class cycle for students at or below the NRS1 high intermediate level;

• Enrolling a minimum of 200 non-duplicated lawful permanent residents in citizenship classes with a minimum of 40 hours of instruction over the two year period of performance; and

• The use of citizenship teachers, whether a volunteer or paid, who have at least one year of experience teaching English as a Second Language (ESL) or citizenship to adults.

2. Naturalization application services, within the scope of the authorized practice of immigration law, to support lawful permanent residents in the naturalization application and interview process. Services must include:

• The provision of naturalization eligibility screening;

• The preparation and submission of a minimum of 200 Forms N-400, Application for Naturalization with Form G-28, Notice of Entry of Appearance as Attorney or Accredited Representative over the two year period of performance;

• Ongoing case management;

• The use of a BIA accredited representative or an attorney who is an employee at the applicant organization or at the sub-awardee organization. (Pro bono or volunteer attorneys may be used to supplement the program.) Attorneys and BIA accredited representatives must sign Form N-400 as the preparer, submit Form G- 28 with each Form N-400 filed under this grant, and mail the naturalization application package to USCIS on behalf of the client.

Services may also include interview preparation, a representative’s appearance at the naturalization interview, and filing of other forms or documents (such as Form N-648, Medical Certification for Disability Exceptions), if applicable.

Partnerships

1 National Reporting System for Adult Education (NRS)

Partnerships are encouraged. Applicants may include partnerships with other public or non-profit organizations in their proposal. The principal applicant must directly provide either citizenship instruction or naturalization application services, or both. A partner organization is considered a “sub-awardee” if the organization will receive a portion of the grant funding to provide additional or complementary direct citizenship instruction or naturalization application services.

The applicant must complete a Memorandum of Understanding (MOU) with the prospective sub- awardee. The applicant must clearly demonstrate how it will monitor the prospective sub-awardee’s performance and ensure that the prospective sub-awardee complies with all grant award conditions and data reporting requirements. Prospective sub-awardees must have their own individual Data Universal Numbering System (DUNS) number and will be responsible for financial and performance reporting. Sub-awardees must submit their reports to the primary applicant for submission to DHS. If the partner organization will not receive a portion of the grant funds, then the partner is not considered a prospective sub-awardee, and would not be required to complete an MOU or obtain a DUNS number.

B. Federal Award Information

Award Amounts, Important Dates, and Extensions

Available Funding for the NOFO: Up to $10,000,000

Projected Number of Awards: Up to 40

Period of Performance: 24 months (comprising two one-year budget periods)

Applicants may request a no-cost extension in order to complete all project activities. The request must be submitted 60 days prior to the expiration of the performance period.

Requests for extensions are subject to approval by DHS. See Section H. Additional Information – Extension.

Projected Period of Performance Start Date(s): 10/01/2015

Projected Period of Performance End Date(s): 9/30/2017

Funding Instrument: Grant

C. Eligibility Information

Eligible Applicants

The following entities are eligible to apply for this funding opportunity:

• City or township governments

• County governments

• Independent school districts

• Native American tribal governments (federally recognized)

• Native American tribal organizations, other than federally recognized tribal governments

• Nonprofits with 501(c)(3) IRS status, other than institutions of higher education

• Private institutions of higher education

• Public and State controlled institutions of higher education

• Special district governments

• State governments

Eligibility Criteria

To be eligible for this program, applicants and sub-awardees must meet the below requirements.

1. Applicants and any proposed sub-awardees must be organizations with public or non-profit status;

2. At the time of application, applicants and/or any sub-awardees that propose to provide citizenship instruction must have at least one year of experience in the past three years providing direct service citizenship instruction in a classroom setting that follows a curriculum.

3. Applicants and/or any sub-awardees that propose to provide naturalization application services must have at least one of year of experience in the past three years providing naturalization application services within the authorized practice of immigration law to clients, and must at the time of application:

a. Be recognized by the Board of Immigration Appeals (BIA) and have at least one BIA accredited representative employee with experience providing clients with naturalization representation; OR

b. Have at least one attorney employee with experience providing clients with naturalization representation.

For-profit law firms and attorneys in private practice are not eligible to receive funding under this funding opportunity. (See the Glossary for the definitions of “representation” and “employee.”)

Eligible organizations include, but are not limited to: public or private non-profit organizations such as public school systems; universities or community colleges; civic, community, and faith- based organizations; adult education organizations; public libraries; volunteer and literacy organizations; and state and local governments.

Current awardees and sub-awardees under the FY 2014 Citizenship and Integration Grant Program (funding opportunity DHS-14-CIS-010-002) are not eligible to receive funding under this funding opportunity.

If DHS determines at any point during the review process that an application does not meet these eligibility requirements, the application will be removed from further consideration.

Non-Responsive Applications

Your application will be rejected if:

1. Form SF-424 – Application for Federal Assistance is missing.

2. Form SF-424A – Budget is missing.

3. Form SF-424B – Assurances - Non-Construction Programs is missing.

4. The applicant’s Authorized Organization Representative (AOR) is not registered with the System for Award Management (SAM).

5. The application does not include either a Budget Narrative or a Budget Table.

6. The Project Abstract is missing.

7. The Project Narrative is missing.

8. The Project Narrative does not include each of the three headings identified in Section D.5, Project Narrative, Format Requirements.

Maintenance of Effort

There is no maintenance of effort requirement for this program. Requests for funds under this announcement shall not be used to take the place of activities described in the application that are currently supported with other funding. Also, grant funds shall not be used to support activities that are a normal part of the organization’s operations.

Cost Share or Match

There is no cost share requirement for this program. However, projects that supplement government funding are encouraged and may receive favorable consideration. Applicants should clearly identify which budget items are to be supported by federal grant funding and which are to be supported by in-kind contributions and/or other funding sources, along with an estimate of the value of these non-federal funding sources.

D. Application and Submission Information

Submission Date and Other Key Dates and Times

Date Posted to Grants.Gov: 04/01/2015

Application Submission Deadline: 05/15/2015 at 11:59:59 p.m. EST

Anticipated Funding Selection Date: 09/07/2015

Anticipated Award Date: 09/17/2015

NOTE: The application must be received in Grants.gov by the date and time listed above.

If an application is received after the deadline, it will not be considered. Applicants will receive a confirmation from Grants.gov once the application is successfully submitted.

All applications are time stamped by the Grants.gov system when submitted and recipients are notified accordingly. The federal office will download all applications that are received by the deadline date and time as indicated on the NOFO.

Other Key Dates

Address to Request Application Package

Application forms and instructions are available at Grants.gov. To access these materials, go to http://www.grants.gov , select “Applicants” then “Apply for

Event Suggested Deadline For Completion

Obtaining DUNS Number 4/15/2015

Obtaining a valid EIN 4/15/2015

Updating SAM registration 4/15/2015

Starting application in Grants.gov 5/8/2015 http://www.grants.gov/

Grants,” read the registration requirements and register if necessary (Allow up to 7-10 business days after you submit before your registration is active in SAM, then an additional 24 hours for Grants.gov to recognize your information). In order to obtain the application package select “Download a Grant Application Package.” Enter the CFDA and/or the funding opportunity number located on the cover of this NOFO, select “Download Package,” and then follow the prompts to download the application package.

Applications will be processed through the Grants.gov portal. If you experience difficulties accessing information or have any questions, please call Grants.gov customer support at 1-800-518-4726.

The Telephone Device for the Deaf (TDD) and/or Federal Information Relay Service (FIRS) number available for this Announcement is: 1-800-518-4726 (Grants.gov Help Desk).

To request a hardcopy of the full NOFO, please email or fax a request to:

Patty Mayo Grants Officer Patty.Mayo@hq.dhs.gov Fax: 202-447-5600

Content and Form of Application Submission

Applicants must submit all required forms and required documents listed in this section.

See the Grants.gov Applicant User Guide for instructions on how to attach forms and documents. Applicant should ensure that the final submitted application package includes all required forms and documents. Applicants should avoid the use of special characters in attachment file names.2

REQUIRED FORMS

Complete the required forms in accordance with the application instructions on Grants.gov. If submitting any information that is deemed proprietary, privileged or confidential commercial or financial, please denote the beginning and ending of such information with asterisks (***).

1. Form SF-424 – Application for Federal Assistance

2 http://www.grants.gov/web/grants/applicants/applicant-faqs/grant-application-faqs.html mailto:Patty.Mayo@hq.dhs.gov http://www.grants.gov/documents/19/18243/GrantsgovApplicantUserGuide.pdf http://www.grants.gov/web/grants/applicants/applicant-faqs/grant-application-faqs.html

This form must be completed within the application package on Grants.gov. You must download and install Adobe Reader in order to view this form. Applicants are only required to complete fields which are highlighted.

2. Form SF-424A – Budget

This form must be completed within the application package on Grants.gov. You must download and install Adobe Reader in order to view this form. Applicants are only required to complete fields which are highlighted. Provide budget amounts by object class (personnel, fringe benefits, travel, etc.). Include second year budget amounts in Section E. Funds may be requested as long as the item and amount are necessary to perform the proposed work and are not precluded by the cost principles or program funding restrictions.

3. Certifications/Assurances

These forms must be completed within the application package on Grants.gov. You must download and install Adobe Reader in order to view these forms. Applicants must submit:

a. Form SF-424B – Assurances – Non-Construction Programs; and

b. Certification Regarding Lobbying. If paragraph two of the certification applies, then complete and submit the SF-LLL Disclosure of Lobbying which is provided as an optional form in the application package.

By signing and submitting an application under this announcement, the applicant is providing: Certification Regarding Drug-Free Workplace Requirements;

Certification Regarding Debarment, Suspension, and Other Responsibility Matters – Primary Covered Transactions; and Certification that the applicant is not delinquent on any federal debt.

REQUIRED DOCUMENTS

4. Project Abstract (3 single-spaced page maximum)

Provide the information below in a separate document, suitable for public dissemination. The project abstract must not include any proprietary/confidential information. Attach the Project Abstract to the application package.3

3 See the Grants.gov Applicant User Guide for instructions on how to attach forms and documents. The “Attachment” Section begins on page 83 of the Applicant User Guide.

http://www.grants.gov/documents/19/18243/GrantsgovApplicantUserGuide.pdf

General Information

1. Organization legal name

2. Organization legal address (Number and street, city, state, zip code)

3. Head of the organization (Name, title, address, phone number, email address)

4. Authorized official, the person at the organization authorized to sign to receive award (Name, title, address, phone number, email address)

5. Grant project manager, the person who will manage the operations of the grant project and will serve as USCIS’ primary point of contact (Name, title, address, phone number, email address)

6. Type of organization (e.g., community/faith-based organization, public school, adult education program, public library, etc.)

7. Project description (200 words or less) Provide a brief summary of the following:

• The organization’s or sub-awardee’s experience providing citizenship instruction and naturalization application services to immigrants and number of years providing services;

• A description of the immigrant community, including most common countries of origin that the organization will serve; and

• Proposed grant project activities and outcomes.

8. Total federal funding requested (Up to $250,000)

9. Total federal funding allocated for citizenship instruction

10. Total federal funding allocated for naturalization application services

11. Applicant’s total in-kind contributions (if applicable)

12. Geographic area/community where services will be provided

13. Congressional district (based on the legal address of the applicant organization)

14. Targeted underserved immigrant communities (if applicable)

15. Number of full-time equivalents (FTEs) Indicate the number of intended grant-funded FTEs. Include part-time work as percentages of FTEs. Include any grant-funded sub-awardee FTEs.

16. Fees charged for citizenship instruction (if applicable)

17. Fees charged for naturalization application services (if applicable)

18. Is your organization or proposed sub-awardee BIA recognized? (yes/no)

19. BIA Accredited Representative employee(s) or attorney employee(s) providing naturalization representation (name and title)

20. Are all program sites in compliance with the American Disabilities Act

(ADA)?

21. Has your organization or any sub-awardee previously received a USCIS grant? If so, provide the year(s).

22. List any grants received by the primary applicant in the past three years focused on adult education, legal services, or services to immigrants.

Name of Grant Grantor Period of Performance

Total Award Amount

Sub-Awardee Organization (if applicable)

23. Sub-awardee organization legal name

24. Sub-awardee organization point of contact (Name, title, address, phone number and email address)

25. Is the sub-awardee a non-profit or public organization? If not, the sub-awardee is not eligible to receive funding.

26. Sub-awardee type of organization (e.g., community/faith-based organization, public school, adult education program, public library, etc.)

27. Services proposed by sub-awardee organization

28. Total funds allocated for the sub-awardee

Proposed Citizenship Class Structure

29. Class cycle table: Provide the information below for each class type following the example.

Class Title Proficiency Level

Hours per class

Times per week

Weeks per class cycle

Total hours per class cycle

Number of times offered over two year period of performance e.g., Citizenship Morning

High beginning

3 2 10 60 8

NOTE: Applicants must offer at least 40 hours of citizenship instruction over an 8-15 week class cycle for students at or below the NRS high intermediate level.

30. Number of total citizenship instruction hours to be offered over the two-year period

31. Approximate number of students enrolled per class

32. Location of classes

33. Type of enrollment (managed or open)

34. Other education services offered (tutoring, study groups, etc.)

35. The name and language level of the textbook(s) to be provided to students.

Include publication year.

36. Use of computers in citizenship instruction, if at all

37. Nationally normed standardized assessment test(s) of English language proficiency for student placement and assessment of progress

5. Project Narrative (15 double-spaced page maximum)

Provide a response for each item in the chart below following the order listed. Items 5.a. – 5.c. below are the mandatory headings that must be included in the Project Narrative. An application that is missing one or more of the three required headings will be deemed non-responsive and will not be reviewed. The items and attachments listed in each section are required, and any item or attachment that is omitted will result in points deducted.

Format Requirements

• You must follow the order specified below, using the required three headings:

a. Citizenship Instruction Program

b. Naturalization Application Services Program

c. Integration of Services

• Include the title “Project Narrative” at the top of the first page.

• Ensure that the application can be printed on 8 ½” x 11” single-sided paper.

• Use double-spacing.

• Font size must be at least 12 point, preferably Times New Roman font.

• Margins must be at least one (1) inch at the top, bottom, left and right of the paper.

• Project narrative pages must be numbered “1” of “XX.”

• Pages should be numbered consecutively and are limited to a total of 15 pages.

• Do not include any marks from the “Track Changes” tool in your word processing program.

• Attach the completed Project Narrative to the application package.

Project Narrative Items

a. Citizenship Instruction Program Experience and Community Need Describe:

• Your organization’s and, if applicable, sub-awardee’s recent experience providing

ESL instruction and citizenship instruction. Indicate dates, total years of experience, the number of lawful permanent residents served in the past year and any previous years, and, if available, the naturalization test pass rate for program participants.

• The particular lawful permanent resident population(s) that you serve with ESL and citizenship instruction. Indicate whether you serve any underserved populations (e.g., low- income, low education level, age, etc.)

• The need for citizenship instruction among the lawful permanent resident population that you serve, including whether there are wait lists for ESL and/or citizenship classes at your organization. Indicate whether there are other ESL and citizenship instruction service providers in your area.

Program Expansion

• Explain how the proposed grant-funded program will expand the availability and enhance the quality of existing citizenship instruction services offered.

• Indicate how many students you intend to serve in the next two years with this grant funding.

Program Administration Describe:

• The outreach plan to raise awareness of services and recruit students.

• Intake procedures, including how the organization will verify and document that only lawful permanent residents will receive services funded through this funding opportunity, and whether there is an orientation process for new students.

• Plans for student retention, including whether there are any known barriers to student attendance (e.g., transportation, childcare, student tuition, etc.) and solutions to retain students.

Curriculum Describe the curriculum4 for the program. You may reference the information provided in the Class Table in the Project Abstract. Provide the following information:

• Curriculum goals and objectives.

• A description of the comprehensive citizenship education services provided to students and how the proposed class structure meets the needs of the lawful permanent resident community. If you propose to offer a multi-level class, describe how the different levels will be managed in the classroom.

4 For guidance on developing a citizenship curriculum, please review our Guide to the Adult Citizenship Education Content Standards and Foundation Skills.

http://www.uscis.gov/sites/default/files/USCIS/Office%20of%20Citizenship/Citizenship%20Resource%20Center%20Site/Publications/M-1121.pdf http://www.uscis.gov/sites/default/files/USCIS/Office%20of%20Citizenship/Citizenship%20Resource%20Center%20Site/Publications/M-1121.pdf

• The use of materials for citizenship instruction, including the textbook(s) or textbook series that will be provided to students for each class level. Include other materials to be used, such as planned use of any USCIS educational resources and any educational software, equipment, or innovative learning tools.

• A description of the assessment process, including the specific nationally normed standardized test or test(s) that will be used for the program to assess English language proficiency,5 how assessments are used, and the staff responsible for administering the test. Discuss your organization’s experience administering the standardized test (s).

NOTE: The standardized test(s) may be used in conjunction with other assessment tests.

• If you have an existing ESL program, describe how you will coordinate services between the two programs. Be sure to include information on the coordination of assessment data, referrals, curriculum, and other relevant information.

Personnel

• Describe the staffing structure for the proposed citizenship instruction program.

Provide a list of key personnel for the program. Key personnel include the grant project manager(s) and teacher(s).

• For each person, provide the following information, preferably in a table format:

Name, or indicate if the position is vacant. If the position is vacant, provide a separate position description and target start date;

Title and brief position description;

Whether the position is paid or volunteer;

FTE charged to the grant; and Relevant experience, qualifications and training. Each teacher, whether a volunteer or paid, must have at least one year of experience teaching ESL or citizenship to adults.

5 The standardized tests that the Department of Education has determined to be suitable to assess English language proficiency as listed in Federal Register Notice Tests Determined To Be Suitable for Use in the National Reporting System for Adult Education. See 77 FR 46749 (August 6, 2012). These tests are as follows:

• Comprehensive Adult Student Assessment Systems (CASAS) Reading Assessments (Life and Work, Life Skills, Reading for Citizenship, Reading for Language Arts—Secondary Level)

• Basic English Skills Test (BEST) Literacy

• Tests of Adult Basic Education Complete Language Assessment System-English (TABE/CLAS–E)

• Comprehensive Adult Student Assessment Systems (CASAS) Employability Competency System Reading

Assessments—Workforce Learning Systems

• Comprehensive Adult Student Assessment Systems (CASAS) Functional Writing Assessments

• Basic English Skills Test (BEST) Plus

• Comprehensive Adult Student Assessment Systems (CASAS) Employability Competency System Listening

Assessments—Life Skills http://www.gpo.gov/fdsys/pkg/FR-2012-08-06/pdf/2012-19143.pdf http://www.gpo.gov/fdsys/pkg/FR-2012-08-06/pdf/2012-19143.pdf

See below for a sample staff table.

Sample Staff Table

Name Title and Position Description

Paid or Volunteer

FTE

charged to grant

Relevant experience, qualifications and training Mary Brown

Education Program Coordinator – manages adult education programs

Paid 0.5 FTE TESOL degree, 5 years of experience as a program manager, 10 years of experience teaching ESL

• If applicable, explain how volunteers will be used for the citizenship instruction program. Describe their roles and responsibilities, the training they will receive, and the reporting structure. Volunteers must be supervised by a paid lead teacher or a paid education program coordinator.

b. Naturalization Application Services Program Experience and Community Need Describe:

• Your organization’s and, if applicable, sub-awardee’s recent experience providing naturalization application services within the authorized practice of immigration law. Indicate dates, total years of experience, whether the services were provided by attorneys or BIA accredited representatives, and the number of lawful permanent residents served in the past year and any previous years.

• Program achievements, including the organization’s record of submitting successful naturalization applications.

• The particular lawful permanent resident population(s) that you serve with naturalization application services. Indicate whether you serve any underserved populations (e.g., low-income, low education level, age, etc.)

• The need for naturalization application services among the lawful permanent resident population that you serve, including whether there are wait lists for services.

Indicate whether there are other naturalization application service providers in your area.

Program Expansion

• Explain how the proposed grant-funded program will expand the availability and enhance the quality of the existing naturalization application services offered.

• Indicate how many naturalization applications you intend to file in the next two years with this grant funding.

Program Administration Describe:

• The coordinated outreach plan to raise awareness of services and recruit clients.

• Intake procedures, including how the organization and sub-awardee (if applicable) will verify and document that only lawful permanent residents will receive services funded through this funding opportunity, and who conducts intake.

Service Delivery and Case Management Describe:

• The naturalization application services provided, including the forms filed on behalf of clients.

• The naturalization eligibility screening process and who will determine clients’ eligibility for naturalization.

• How your organization handles complex cases.

• The support provided to clients throughout the application process (i.e., from intake until the oath ceremony).

• How your organization prepares clients for the naturalization interview.

• How your organization keeps clients informed of their case status.

• Any plans to use grant funds to hold group application workshops, and if so, the process for following up with those clients about their cases.

Personnel

• Describe the staffing structure for the proposed naturalization application services program. Provide a list of key personnel for the program. Key personnel include the project manager(s), the BIA accredited representative(s) and/or attorney(s), and any additional case workers. For each person, provide the following information, preferably in a table format:

Name, or indicate if the position is vacant. If the position is vacant, provide a separate position description and target start date;

Title and brief position description;

Whether the position is paid or volunteer;

FTE charged to the grant;

Relevant experience, qualifications and training. For the BIA accredited representative(s) and/or attorney(s), indicate the level of experience providing naturalization application services; and

Indicate who will sign Form N-400 as the preparer and who will enter their appearance as Attorney or BIA Accredited Representative by signing Form G-28 in connection with all naturalization applications filed under this grant.

See below for a sample staff table.

Sample Staff Table

Name Title and Position Description

Paid or Volunteer

FTE

charged to grant

Relevant experience, qualifications and training

Jim Smith

BIA accredited representative – provides immigration legal services to clients

Paid 0.3 FTE Accredited for 5 years, 3 years of experience with naturalization application services

• If your organization has only one staff member that is BIA accredited or an attorney, please describe your organization’s contingency plan for the provision of naturalization application services in the event of staff turnover. You may use grant funds to cover costs associated with the BIA accreditation of additional staff members.

• If applicable, explain how volunteers will be used for the naturalization application services program. Describe their qualifications, roles and responsibilities, the training they will receive, and the reporting structure.

c. Integration of Services

Describe:

• The plan to provide integrated citizenship preparation services so that lawful permanent residents are aware of the full range of grant-funded services and can easily access both types of services. Indicate who will coordinate both components of the grant program and ensure that outreach, intake, and services are conducted in an integrated manner.

• The referral process between the citizenship instruction provider and the naturalization application services provider.

• Plans for a coordinated data collection system, including how the organization and sub- awardee (if applicable) will track and report on services provided and whether students and clients naturalize. Explain the system used for tracking data.

• If a sub-awardee is proposed, describe the applicant’s history working with the sub-awardee organization. Describe the applicant’s plan for managing the sub-awardee’s performance and maintaining frequent communication with the sub-awardee.

6. Project Narrative Attachments

NOTE: The attachments will not count toward the page limit for the Project Narrative.

These items should be attached to the application package.

a. Provide a copy of the curriculum described in the project narrative. Be sure to include the class level, learning objectives, a detailed schedule, topics to be covered, and corresponding materials for each class. Do not include copies of USCIS educational materials or copies of textbooks.

b. Attach résumés and/or position descriptions (if the position is vacant) for all key personnel. Résumés must include all relevant job experience, education, and licensure or accreditation with corresponding dates. Résumés and position descriptions for vacant key positions are limited to one page each.

c. Organizational chart for the applicant and any proposed sub-awardee(s).

d. If you propose a sub-awardee, the applicant must include a Memorandum of Understanding (MOU) between the organizations as a required attachment to the grant application. The MOU should include the responsibilities expected of each party, performance expectations, plans for maintaining communication, and the payment and/or reimbursement process for the sub-awardee(s). The MOU should be signed by both parties and dated.

7. Program Goals

Provide the following goals for grant-funded services in a table format. Include the total number over the two-year period, as well as a breakdown by quarter. There are eight quarters over the two year performance period, and each quarter is three months long.

Program Goal Chart

Goal Q1 Q2 Q3 Q4 Q5 Q6 Q7 Q8 Total

1. Number of newly-enrolled (non-duplicated) lawful permanent residents to enroll in citizenship instruction classes (Minimum 200 total)

2. Number of lawful permanent residents for whom your organization will provide naturalization eligibility screening

3. Number of lawful permanent residents for whom your organization will prepare and submit Form N-400 and Form G-28 (Minimum 200 total)

4. Number of lawful permanent residents to pass the naturalization test after receiving services from your organization

5. Number of lawful permanent residents to naturalize after receiving services from your organization

8. Budget Table and Narrative

When proposing costs for this grant program, ensure that the budget shows a reasonable balance of costs between the citizenship instruction program and the naturalization application services program.

If a sub-awardee is proposed, applicants must provide a separate sub-awardee budget narrative and table following the same format and with the same level of detail as that of the applicant (i.e., by Object Class Category/Cost Classification). Each sub-awardee budget and supporting detail should be separate from the applicant’s budget narrative.

If any fees are proposed that will result in program income, show in the budget how this income will be used.

Budget Table

Provide your budget request in a table format. Include all budget categories, as listed in the budget narrative section. Under each category, list the line items requested. See a sample table below. Note: This sample table shows the Personnel category only.

Applicants must provide information on all budget categories.

The Budget Table may be provided either in the same document as the budget narrative, or attached to the application package.

Budget Narrative (Double-spaced, no page limit)

Attach your budget narrative (including separate budget narratives for each proposed sub-awardee) to the application package.

Include costs for the first and second performance years. Separate the first performance year costs from the second performance year costs. Show a total of all requested federal grant funds. This total should match the total listed on the project abstract. Budget categories b – i below should add up to this total. This total should not include any in- kind costs. The in-kind contribution total should be listed separately.

Provide budget information in the order listed below. Budget detail is required for:

a. In-Kind Costs: The dollar value of non-cash donations to the project. These donations may be in the form of space, supplies, salaries, etc. The costs should be calculated at the verifiable fair-market value.

b. Personnel: Costs of employee salaries and wages. For each staff person, provide the name (if known), title, time commitment to the project as a percentage of a full-time equivalent (FTE), annual salary, and grant funded salary. Do not include the costs of consultants. Consultants are to be included under “Contractual.”

c. Fringe Benefits: Costs of employee fringe benefits unless treated as part of an approved indirect cost rate. Provide the method used to calculate the proposed rate amount. If a fringe benefit has been negotiated with, or approved by, a cognizant federal agency, attach a copy of the negotiated fringe benefit agreement. If no rate agreement exists, provide a breakdown of the amounts and percentages that comprise fringe benefit costs such as health insurance, FICA, retirement insurance, taxes, etc. Identify the base for allocating these fringe benefit expenses.

(Attach the agreement to the application package.)

d. Travel: Costs of project-related travel by employees of the applicant organization (do not include costs of sub-contractor or consultant travel). For each proposed trip, provide the purpose, number of travelers, travel origin and destination, number of days, and a breakdown of costs for airfare, lodging, meals, car rental, and incidentals. The basis for the airfare, lodging, meals, car rental, and incidentals must be provided, such as past trips, current quotations, Federal Travel Regulations, etc. Foreign travel is not permitted. The applicant must include costs for two staff members to attend a mandatory two-day grant recipient orientation training in Washington, D.C. the first year of the grant, and costs for one staff member to attend mandatory two-day training in Washington, D.C. the second year of the grant.

e. Equipment: Any article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser of (a) the capitalization level established by the organization for financial statement purposes, or (b) $5,000. For each type of equipment requested, provide a description of the equipment, the cost per unit, the number of units, the total cost, and a plan for use on the project, as well as use or disposal of the equipment after the project ends. An applicant organization that uses its own definition for equipment should provide a copy of its policy or section of its policy which includes the equipment definition.

NOTE 1: Acquisition cost means the net invoice unit price of an item of equipment, including the cost of any modifications, attachments, accessories, calibration and maintenance services, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. Ancillary charges, such as taxes, duty, protective in-transit insurance, freight, and installation shall be included in or excluded from acquisition cost in accordance with the organization's regular written accounting practices.

NOTE 2: Prior to the purchase of equipment in the amount of $5,000 or more per unit cost, the Recipient must obtain the written approval from DHS. The Recipient shall maintain an annual inventory, which will include a brief description of the item, serial number and amount of purchase for equipment purchased with grant funds, or received under a grant, and having a $5,000 or more per unit cost. The inventory must also identify the sub-award under which the equipment was purchased. Maintenance and insurance will be the responsibility of the Recipient. Title of equipment will remain with the Recipient until closeout when disposition will be provided in writing by DHS within 120 days of submission of final reports.

f. Supplies: Costs of all tangible personal property other than that included in the equipment category. Specify general categories of supplies and their costs. Show computations and provide other information which supports the amount requested.

g. Contractual: Costs of all contracts for services and goods except for those that belong under other categories such as equipment, supplies, construction, etc.

Include third party evaluation contracts (if applicable) and contracts with secondary recipient organizations.

Demonstrate that all procurement transactions will be conducted in a manner to provide, to the maximum extent practical, open and free competition. Identify proposed sub-contractor work and the cost of each sub-contractor. Provide a detailed budget for each sub-contractor that is expected to perform work estimated to be $25,000 or more, or 50% of the total work effort, whichever is less.

• Identify each planned subcontractor and its total proposed budget. Each subcontractor's budget and supporting detail should be included as part of the applicant's budget narrative.

• Provide the following information for each planned subcontract: a brief description of the work to be subcontracted; the number of quotes solicited and received, if applicable; the cost or price analysis performed by the applicant;

names and addresses of the subcontractors tentatively selected and the basis for their selection; e.g., unique capabilities (for sole source subcontracts), low bidder, delivery schedule, technical competence; type of contract and estimated cost and fee or profit; and, affiliation with the applicant, if any.

• Recipient may be required to make pre-award review and procurement documents available to DHS, including request for proposals or invitations for bids, independent cost estimates, etc. This may include procurements expected to exceed the simplified acquisition threshold fixed at 41 USC 403(11) (currently set at $100,000) and expected to be awarded without competition or only one bid or offer is received in response to a solicitation.

• All required flow down provisions in the award must be included in any subcontract.

NOTE: Applicants may propose a sub-contract for specific tasks, such as hiring additional citizenship instructors on a contractual basis. However, the applicant must demonstrate its ability to successfully manage all aspects of the grant- funded project, including financial management. Private law firms and attorneys in private practice are not eligible to receive funding under this funding opportunity.

h. Other Direct Costs: Any other items proposed as direct costs. Provide an itemized list with costs, and state the basis for each proposed item.

i. Indirect Costs: Attach a copy of the latest indirect cost rate agreement negotiated with a cognizant federal agency. If the applicant is in the process of initially developing or renegotiating a rate, upon notification that an award will be made, it should immediately develop a tentative indirect cost rate proposal based on its most recently completed fiscal year, in accordance with the cognizant agency's guidelines for establishing indirect cost rates, and submit it to the cognizant agency. Applicants awaiting approval of their indirect cost proposals may also request indirect costs. When an indirect cost rate is requested, those costs included in the indirect cost pool should not also be charged as direct costs to the award. If the applicant is requesting a rate which is less than what is allowed under the program, the authorized representative of the applicant organization must submit a signed acknowledgement that the applicant is accepting a lower rate than allowed.

Any non-federal entity that has never received a negotiated indirect cost rate (except for those non-federal entities described in Appendix VII to Part 200 States and Local Government and Indian Tribe Indirect Cost Proposals, paragraph D.1.b) may elect to charge a de minimis rate of 10% of modified total direct costs (MTDC) which may be used indefinitely. As described in §200.403 Factors Affecting Allowability of Costs, costs must be consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both. If chosen, this methodology once elected must be used consistently for all federal awards until such time as a non-federal entity chooses to negotiate for a rate, which the non-federal entity may apply to do at any time. For more information, see 2 CFR Part 200.414.

9. Documentation of Non-profit and/or Public Status

The applicant and any proposed sub-awardee must provide documentation of non-profit and/or public status. Any of the following constitutes acceptable proof of non-profit status:

• A reference to the applicant organization’s listing in the Internal Revenue Service’s (IRS) most recent list of tax-exempt organizations described in section 501(c)(3) of the IRS Code.

• A copy of a currently valid IRS tax exemption certificate.

• A statement from a State taxing body, State attorney general, or other appropriate

State official certifying that the applicant organization has a non-profit status and that none of the net earnings accrue to any private shareholders or individuals.

http://www.gpo.gov/fdsys/pkg/CFR-2014-title2-vol1/pdf/CFR-2014-title2-vol1-part200-appVII.pdf http://www.ecfr.gov/cgi-bin/text-idx?SID=fbb70fe83009e152ac327498f6ec18c4&node=se2.1.200_1403&rgn=div8 http://www.ecfr.gov/cgi-bin/text-idx?SID=b02738d16e4b0c1b82dc67a83ede6370&node=se2.1.200_1414&rgn=div8

• A certified copy of the organization’s certificate of incorporation or similar document that clearly establishes non-profit status.

• Any of the items in the subparagraphs immediately above for a State or national parent organization and a statement signed by the parent organization that the applicant organization is a local non-profit affiliate.

• A signed statement on official letterhead by an official authorized to apply for grant funds on behalf of the public entity shall suffice.

Attach documentation of non-profit and/or public status to the application package.

Dun and Bradstreet Universal Numbering System (DUNS) Number, System for Award Management (SAM), and Authorized Organizational Representative (AOR)

DHS is participating in the Grants.gov Initiative that provides the Grant Community a single site to find and apply for grant funding opportunities;

therefore, applicants with electronic access are to submit their applications electronically through http://www.grants.gov/web/grants/applicants/apply-for-grants.html. Before you can apply for a DHS grant at grants.gov, you must have a DUNS number and must be registered in the System for Awards Management

(SAM).

The DUNS number must be included in the data entry field labeled "Organizational DUNS" on the SF-424 form. Instructions for obtaining a DUNS number can be found at the following website: http://www.grants.gov//web/grants/applicants/organization-registration/step-1-obtain-duns-number.html.

In addition to having a DUNS number, applicants applying electronically through Grants.gov must register with the federal System for Award Management (SAM).

Step-by-step instructions for registering with SAM can be found here: http://www.grants.gov/web/grants/applicants/organization-registration/step- 2-register-with-sam.html. All applicants must register with SAM in order to apply online. Failure to register with the SAM will result in your application being rejected by Grants.gov during the submissions process.

Please give yourself plenty of time before your grant application submission deadline to obtain a DUNS number and then to register in SAM.