HRSA-26-084 Final.pdf

Notice of Funding Opportunity

Application due 07/17/2026

Bureau of Health Workforce

Division of Medicine and Dentistry

Grants to States to Support Oral Health Workforce Activities (SOHW)

HRSA-26-084

Table of Contents

Before You Begin

Step 1: Review the Opportunity

Basic information

Funding details

Eligibility

Program description

Award information

Step 2: Get Ready to Apply

Get registered

Find the application package

Application writing help

Step 3: Build Your Application

Application checklist

Application contents and format

Step 4: Understand Review, Selection, and Award

Application review

Selection process

Award notices

Step 5: Submit Your Application

Application submission and deadlines

Other submissions

Step 6: Learn What Happen After Award

Post-award requirements and administration

Reporting

Contacts and Support

Agency contacts

Help with systems

Before You Begin

Health Resources and Services Administration

Bureau of Health Workforce

Division of Medicine and Dentistry

Grants to States to Support Oral Health Workforce Activities (SOHW)

HRSA-26-084

Step 1: Review the Opportunity

Basic information

Summary

This program supports states in developing and implementing innovative programs to address the oral health workforce needs of Dental Health Professional Shortage Areas (Dental HPSAs).

The program objectives are to:

• Encourage and support state innovation to increase oral health services in Dental HPSAs.

• Strategically use evaluation to improve program performance, assess impact, and address key stakeholder concerns.

• Develop ways to sustain programs that increase accessibility and quality of oral health services in Dental HPSAs.

Have questions? Go to Contacts and Support.

Key facts

Opportunity name:

Grants to States to Support Oral Health Workforce Activities (SOHW)

Opportunity number:

HRSA-26-084

Announcement version:

initial

Federal assistance listing:

93.236

Key dates

NOFO issue date:

06/15/2026

Informational webinar:

Application deadline:

07/17/2026

Expected award date is by:

08/31/2026

Expected start date:

09/01/2026

See other submissions for other time frames that may apply to this NOFO.

Funding details

Application Types:

Competing continuation

New

Expected total available funding in FY:

2026: $14,800,000

Expected number and type of awards:

37 G (Grant)

Funding range per award:

up to $400,000 per year

We plan to fund awards in five 12-month budget periods for a total of five years, with a period of performance from 09/01/2026 to 08/30/2031.

Eligibility

The Secretary of Health is authorized to award grants to States for the purpose of helping States develop and implement innovative programs. We encourage states to work with tribal entities to facilitate greater coordination between states and tribal governments. We will only accept one application per state. All states are eligible to apply. If you are a current recipient with a period of performance ending on August 31, 2026, you are eligible to apply. For more information, contact your HRSA project officer.

Types of eligible organizations These types of *domestic organizations may apply if they otherwise meet the eligibility criteria.

“Domestic” means the 50 states, the District of Columbia, the Commonwealth of Puerto Rico, the Northern Mariana Islands, American Samoa, Guam, the U.S. Virgin Islands, the Federated

States of Micronesia, the Republic of the Marshall Islands, and the Republic of Palau.

State governments

Others (see text field entitled "Additional Information on Eligibility" for clarification)

Additional information on eligibility

These types of domestic* organizations may apply:

• State governor-designated entities such as:

o The office of the state dental director.

o State-run university or dental school.

• State or special district government, including the District of Columbia, domestic territories, and freely associated states.

We encourage states to work with tribal entities to facilitate greater coordination between states and tribal governments. We will only accept one application per state. All states are eligible to apply. If you are a current recipient with a period of performance ending on August 31, 2026, you are eligible to apply.

Individuals are not eligible applicants under this NOFO.

Other eligibility criteria If you are not the office or division of the state dental director

You must coordinate with that office or division. You must include an eligibility letter from your state governor or state dental director in Attachment 1. We will not consider your application without this letter. This letter must:

• Endorse you as the state’s sole designated representative to apply for these federal funds on the state’s behalf.

• Detail how the state dental director will be actively involved in the project.

If you are the office or division of the state dental director

You do not need to include an eligibility letter.

If your state does not have an official dental director, program, office, or division

Your organization must include an eligibility letter from the individual or entity within the state government that holds primary responsibility for the state’s dental workforce.

Trainee eligibility

To receive support under this program, a trainee/participant must be one of the following:

• A U.S. citizen or non-citizen national.

• An individual lawfully admitted for permanent residence to the United States.

• Any other “qualified alien” under section 431(b) of the Personal Responsibility and Work

Opportunity Reconciliation Act of 1996, Pub. L 104-193, as amended.

Trainees/participants have additional eligibility criteria for financial support or loan repayment under this program:

• To receive resident stipend support under allowable activity 4, trainees must demonstrate need of the support.

• To receive loan repayment, loans must be in good standing. Additionally, recipients of loan repayment under this grant cannot receive financial support from another federally funded program requiring a service commitment that runs concurrently with this program.

▪ This includes, but is not limited to, scholarship and loan repayment programs through the National Health Service Corps (NHSC), the Indian Health Service, https://nhsc.hrsa.gov/about-us/nhsc-fact-sheets https://www.ihs.gov/loanrepayment/

HRSA’s Faculty Loan Repayment Program, and the Armed Forces Health

Professions Scholarship Programs.

▪ The Public Service Loan Forgiveness Program is not considered a service obligation.

• Federal employees are not eligible to receive financial support under this grant program.

Completeness and responsive criteria

We will not consider an application that:

• Is from an organization that does not meet all eligibility criteria.

• Requests funding above the award ceiling shown in the funding range.

• Is submitted after the deadline.

• Fails to include a required eligibility letter of support from either the governor or the state’s dental director that specifically endorses the applicant as the state’s sole designated representative to apply.

• Fails to include a required letter with all mandatory assurances outlined in the NOFO.

Application limits

You may not submit more than one application. If you submit more than one application, we will only accept the last on-time submission.

• If we receive applications from more than one entity within a state, the application from the office or division of the state dental director will supersede other applications.

• If you don’t include all required documents, we may deem your application non-responsive.

Cost sharing

Federal share This program requires you to contribute 40% of the federal share.

• Cost sharing/matching is required for this program. 42 USC §256g(d) (§340G (d) of the

Public Health Service (PHS) Act) requires a minimum 40 percent match in non-federal contributions based off the total amount of grant funds you are awarded. States must match at least 40 percent of federal funds provided under this grant.

▪ We waive cost sharing requirements up to $200,000 for any award to the U.S.

Virgin Islands, Commonwealth of the Northern Mariana Islands, American

Samoa, Guam, Republic of Palau, Federated States of Micronesia, and the

Republic of the Marshall Islands. (48 U.S.C. 1469a(d)).

▪ Source: (48 U.S.C. 1469a(d)). For details, see AT 2024-03 Waiving Match

Requirements for Awards to Insular Areas.

• The budget justification narrative must include a line-item breakdown and narrative description of all matching funds proposed for this project.

• Matching funds must be non-federal contributions related directly to carrying out project activities.

https://bhw.hrsa.gov/funding/apply-loan-repayment/faculty-lrp https://www.goarmy.com/careers-and-jobs/specialty-careers/medical/amedd-scholarship?iom=CKPP-25NMTF_N_PSEA_71700000120313963_700000002677072_43700081489230481_58700008847960898_army+hpsp&&&&&gclid=f96b801000bf17c27407e8c68db5afd0&gclsrc=3p.ds https://www.goarmy.com/careers-and-jobs/specialty-careers/medical/amedd-scholarship?iom=CKPP-25NMTF_N_PSEA_71700000120313963_700000002677072_43700081489230481_58700008847960898_army+hpsp&&&&&gclid=f96b801000bf17c27407e8c68db5afd0&gclsrc=3p.ds https://nih.sharepoint.com/sites/HRSA-OFAM/DGPP/OFAMDGPPolicyRepository/AT%202024-03%20Waiving%20Match%20Requirements%20for%20Insular%20Areas.pdf#search=cost%20sharing

• If you fail to address cost sharing/matching requirements, we will deem your application ineligible and will not consider you for funding.

You can meet your match requirement through any combination of:

• Cash contributed by your organization, partners, or other third parties.

• In-kind (non-cash) contributions from your organization, partners, or other third parties.

The State may provide the contributions in cash or in kind, fairly evaluated, including plant, equipment, and services and may provide the contributions from State, local, or private sources.

We waive cost sharing requirements up to $200,000 for any award to the U.S. Virgin Islands, Commonwealth of the Northern Mariana Islands, American Samoa, Guam, Republic of Palau, Federated States of Micronesia, and the Republic of the Marshall Islands. (48 U.S.C. 1469a(d)).

Post-award requirements

Before you apply, make sure you understand the requirements that come with an award.

See Step 6: Learn What Happens After Award for information on regulations that apply, reporting, and more.

Program description

Purpose

The purpose of this program is to help states develop and implement innovative programs to address the oral health workforce needs of Dental HPSAs.

• To support states in developing and implementing innovative programs to address the oral health workforce needs of Dental Health Professional Shortage Areas (Dental

HPSAs).

Background

As of May 2026, there were 7,846 federally designated Dental HPSAs impacting 74 million people and would require over 12,326 oral health practitioners properly distributed to remove these designations.[i]

The program authorization provides for 12 specific activities that allow for a broad range of programs. These include support for dental pipeline and training programs, recruitment and retention programs for oral health providers, establishment or expansion of service delivery infrastructure, population-based services, and public health infrastructure.

Examples of current or previously funded innovative programs include:

• Oral health training rotations in medically vulnerable rural clinical sites.

• Preventive services to tribal communities.

• Leveraging of new and expanded scopes of practice in new care models.

• Development of teledentistry and mobile care models.

• Testing of new payment models.

• Training on opioids and pain management.

https://www.law.cornell.edu/definitions/uscode.php?width=840&height=800&iframe=true&def_id=42-USC-646160747-1342391136&term_occur=999&term_src=title:42:chapter:6A:subchapter:II:part:D:subpart:x:section:256g

In addition to the 12 specific activities outlined in the authority, the authority also provides the

Secretary the flexibility to identify additional appropriate activities that States may pursue under this program; as such this funding opportunity includes three additional activities:

• 13-A: Screening and referral for opioid and other substance use disorders. Drug overdoses are one of the leading causes of injury death in adults and have risen over the past several decades in the U. S.[ii],[iii],[iv] As prescribers of opioids, dentists can help minimize the potential for their misuse and increase screening and referral for needed substance use treatment.

• 13-B: Activities to develop or improve dental therapy programs in accordance with state laws and policies. Dental therapists (DTs) are primary care oral health professionals who provide general dental care. This includes restorative and limited surgical services. DTs are authorized in 14 states with 17 additional states considering authorizing DT.[v] State policy often requires DTs to work in specific communities (such as tribal communities) or serve populations (such as medically vulnerable or Medicaid populations) to increase oral health access to isolated populations.[vi]

• 13-C: Oral health workforce programs designed to address risk factors contributing to early childhood caries. Early childhood caries is defined as one or more decaying or missing teeth resulting from caries or filled teeth in primary dentition in children up to 71 months old.[vii] Studies have found that early childhood caries are more frequent in children who consume juice between meals and sweetened solid food. Salivary flow reduces while sleeping; therefore, combining low salivary flow and a child who falls asleep with a bottle filled with a sweet liquid significantly increases the risk of early childhood caries.[viii]

Program goal and objectives

Goal: To support states in developing and implementing innovative programs to address the oral health workforce needs of Dental Health Professional Shortage Areas (Dental HPSAs).

Objective 1. Encourage and support state innovation to increase oral health services in Dental

HPSAs.

Objective 2. Strategically use evaluation to improve program performance, assess impact, and address key stakeholder concerns.

Objective 3. Develop ways to sustain programs that increase accessibility and quality of oral health services in Dental HPSAs.

Program requirements and expectations

Award recipients are required to participate in federally designed evaluations to assess program effectiveness and efficiency upon request.

You must use this funding to develop and implement one or more innovative programs to meet the oral health workforce needs of Dental HPSAs in your state.

An “innovative program” is a new or significantly changed program or service delivery system that uses new ideas, methods, and approaches. Maintenance, additional funding, or minor changes to an established program is not considered an innovative program.

https://data.hrsa.gov/topics/health-workforce/shortage-areas/hpsa-find

Allowable activities

Your innovative programs must include one or more of these allowable activities:

1. Loan forgiveness and repayment programs for dentists who agree to:

a. Practice in Dental HPSAs.

b. Serve as public health dentists for the federal, state, or local government.

c. Provide services to patients regardless of ability to pay and use a sliding payment scale for patients who are unable to pay the total cost of services.

2. Dental recruitment and retention efforts.

3. Grants and low-interest or no-interest loans to help dentists who participate in Medicaid to establish or expand practices in Dental HPSAs. These grants and loans may equip oral health offices or share in the overhead costs of practices.

4. Establishment or expansion of dental residency programs, in coordination with accredited dental training institutions, in states without dental schools.

5. Programs developed in consultation with state and local dental societies to expand or establish oral health services and facilities in Dental HPSAs, including services and facilities for children with special needs, such as:

▪ The expansion or establishment of community-based dental facilities, free-standing dental clinic, consolidated health center dental facilities, school-linked dental facilities, or U. S. dental school-based facilities.

▪ The establishment of mobile or portable dental clinics.

▪ The establishment or expansion of private dental services to enhance capacity through additional equipment or additional hours of operation.

▪ The establishment or development of models for providing dental services to children and adults, such as dental homes. Models may provide services to groups including older adults, blind people, people with disabilities, and people living in long-term care facilities.

▪ The establishment of initiatives to reduce the use of emergency departments for oral health services more appropriately delivered in a dental primary care setting.

6. Placement and support of dental students, dental residents, and advanced dentistry trainees.

7. Continuing dental education, including distance-based education.

8. Practice support through teledentistry in accordance with state laws. Teledentistry is the use of telehealth systems and methodologies in dentistry. We encourage the use of methods such as Multiple Chronic Conditions (MCC) e-Care Plan, artificial intelligence and assistive technology, and mobile health technologies to provide telehealth and in-person care delivery.

9. Community-based prevention services, such as dental sealant programs.

10. Coordination with local educational agencies on programs that promote children going into oral health or science professions.

11. Establishment of faculty recruitment programs at accredited dental training institutions that have:

▪ A mission that includes community outreach and service, and

▪ A demonstrated record of serving medically vulnerable states.

https://www.law.cornell.edu/definitions/uscode.php?width=840&height=800&iframe=true&def_id=42-USC-646160747-1342391136&term_occur=999&term_src=title:42:chapter:6A:subchapter:II:part:D:subpart:x:section:256g

12. Establishment of a state dental officer position or expansion of a state oral health office to coordinate oral health and access issues in the state

Note: If your state cannot adequately track and assess oral health workforce capacity, you must include development or enhancement of this tracking as part of your project activity

12.

13-A) Screening and referral for opioid and other substance use disorder treatment. Such programs may include training oral health providers in screening, brief intervention, and referral to treatment of people with opioid and other substance use disorders.

13-B) Activities to develop or improve dental therapy programs in accordance with state laws and policies.

▪ If you include this activity, dental therapy must be legally authorized in your state at the time you apply.

▪ We encourage you to coordinate with tribal entities in your state for dental therapy under the Indian Health Service Community Aide Program.

13-C) Oral health workforce programs designed to address risk factors common to early childhood caries.

Other guidance

If your proposed activities involve loan repayment or community-based prevention services, you must demonstrate that these activities:

• Will not duplicate other federal programs, including CDC state oral health grants.

• Show a significant innovative change.

We encourage you to:

• Work with tribal entities to facilitate greater coordination between states and tribal governments.

• Collaborate and coordinate with your State Primary Care Office.

• Use teledentistry in your programs when feasible and appropriate. Telehealth and teledentistry can be an important tool for delivering oral health services and resources.

• Consider conducting your project activities at facilities that are automatically designated as HPSA facilities.

• Consider integrating age-friendly health system concepts in any programs that will serve older adults.

Statutory authority

42 U.S.C. § 256g (Section 340G of the Public Health Service (PHS) Act)

[i] Bureau of Health Workforce Health Resources and Services Administration (HRSA) U.S.

Department of Health & Human Services. Health Workforce Shortage Areas (HPSA) tool.

https://data.hrsa.gov/topics/health-workforce/shortage-areas

[ii] Spencer MR, Garnett MF, Minino AM. Drug overdose deaths in the United States, 2002- 2022. NCHS Data Brief, no 491. Hyattsville, MD: National Center for Health Statistics. 2024.

https://bhw.hrsa.gov/workforce-shortage-areas/shortage-designation/contact-state-primary-care-office https://bhw.hrsa.gov/glossary#:~:text=Telehealth,public%20health%20and%20health%20administration.

https://data.hrsa.gov/topics/health-workforce/shortage-areas/hpsa-find https://www.ihi.org/partner/initiatives/age-friendly-health-systems https://uscode.house.gov/view.xhtml?req=(title:42%20section:256g%20edition:prelim)%20OR%20(granuleid:USC-prelim-title42-section256g)&f=treesort&edition=prelim&num=0&jumpTo=true https://data.hrsa.gov/topics/health-workforce/shortage-areas

[iii] National Center for Injury Prevention and Control. WISQARS-Web-based Injury Statistics Query and Reporting System. 2023.

[iv] National Center for Health Statistics. Mortality multiple cause files. 2023.

[v] Oral Health Workforce Research Center. Authorization Status of Dental Therapists by State.

https://oralhealthworkforce.org/infographics/authorization-status-of-dental-therapists-by-state/

[vi] Integration of dental therapists in safety net practice increases access to oral health care in Minnesota. J Public Health Dent. 2024 Sep;84*3):281-288. Doi: 10.1111/jphd.12628

[vii] Sujata Tungare; Arati G. Paranipe. Early Childhood Caries. National Library of Medicine StatPearls August 2023.

[viii] Seow WK.Early Childhood Caries. Pediatr Clin North Am. 2018 Oct;65(5):941-954.

https://pubmed.ncbi.nlm.nih.gov/30213355/

Award information

Funding policies and limitations

Changes in HHS regulations As of October 1, 2025, HHS has adopted 2 CFR Part 200, with some modifications included in 2

CFR Part 300. These regulations replace those in 45 CFR Part 75.

Policies

• To make an award, funding must be available and allocated for this program and purpose, at which point we will move forward with the review and award process.

• Have clear policies and good financial practices to avoid spending HRSA funds on unallowable activities. Like other award rules, we may audit your policies, procedures, and controls.

• Support beyond the first budget year will depend on:

o Appropriation of funds.

o Your satisfactory progress in meeting the project’s objectives.

o A decision that continued funding is in the government’s best interest.

• If we receive more funding for this program, we may:

o Fund more applicants from the rank order list.

o Extend the period of performance.

o Award supplemental funding.

General limitations

• For guidance on some types of costs we do not allow or restrict, see o Project Budget Information in Section 3.1.4 of the R&R Application Guide. You can also see 2 CFRPart 200 Subpart E - General Provisions for Selected Items of

Cost.

o Allowable and Unallowable Costs and Activities, in the HHS Grants Policy

Statement.

https://oralhealthworkforce.org/infographics/authorization-status-of-dental-therapists-by-state/ https://pubmed.ncbi.nlm.nih.gov/30213355/ https://www.ecfr.gov/current/title-2/part-200 https://www.hrsa.gov/sites/default/files/hrsa/grants/research-related-application-guide.pdf#page%3D15 https://www.ecfr.gov/current/title-2/part-200/subject-group-ECFRed1f39f9b3d4e72 https://www.ecfr.gov/current/title-2/part-200/subject-group-ECFRed1f39f9b3d4e72 https://www.hhs.gov/sites/default/files/hhs-grants-policy-statement-april-2025-archived.pdf#page=81

• All costs must be reasonable, necessary, allocable to the award, and adequately documented (2 CFR 200.403).

• You cannot earn profit from the federal award. See 2 CFR 200.400(g).

• Current appropriations law includes a salary limit of $228,000 as of January 2026 that applies to this program. You may pay salaries at a rate higher than the Executive Level II if the amount beyond the HHS SRL is paid with non-HHS funds. For help calculating salaries under this limit, read more at “salary rate limitation” in the R&R Application Guide.

Program-specific statutory or regulatory limitations

• You cannot use grant funds:

▪ To buy real property, or for construction.

▪ To pay for equipment costs, not related directly to the purposes of this award.

Funding for reasonable equipment purchases is allowed.

▪ For foreign travel or training.

▪ For specialty board certification exam fees.

▪ For fringe benefits for trainees.

▪ For accreditation costs and fees.

▪ For financial assistance to other health care trainees.

• You must have policies, procedures, and financial controls in place. You must comply with legal requirements and restrictions, including those that limit specific uses of funding.

See Manage Your Grant for other information on costs and financial management.

Indirect costs Indirect costs are costs you charge across more than one project that cannot be easily separated by project. For example, this could include utilities for a building that supports multiple projects.

To charge indirect costs you can select one of two methods:

Method 1 – Approved rate. You currently have an indirect cost rate approved by your cognizant federal agency at time of award.

Method 2 – De minimis rate. Per 2 CFR 200.414(f), if you do not have a current negotiated indirect cost rate, you may elect to charge a de minimis rate. If you choose this method, costs included in the indirect cost pool must not be charged as direct costs.

This rate is up to15% of modified total direct costs (MTDC). See 2 CFR 200.1 for the definition of MTDC. You can use this rate indefinitely for all your federal awards or until you choose to receive a negotiated rate.

Consider your indirect costs when developing your budget.

Consider your indirect costs when developing your budget.

Program income https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRea20080eff2ea53/section-200.404 https://www.ecfr.gov/current/title-2/section-200.405 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRea20080eff2ea53/section-200.403 https://www.ecfr.gov/current/title-2/part-200#p-200.400(g) https://www.hrsa.gov/sites/default/files/hrsa/grants/research-related-application-guide.pdf#page=16 https://www.hrsa.gov/sites/default/files/hrsa/grants/research-related-application-guide.pdf#page=16 https://www.hrsa.gov/grants/manage-your-grant https://www.ecfr.gov/current/title-2/section-200.414 https://www.ecfr.gov/current/title-2/part-200#p-200.1(Modified%20Total%20Direct%20Cost%20(MTDC))

Program income is money earned as a result of your award-supported project activities. You must use any program income you generate from awarded funds for approved project-related activities. Find more about program income at 2 CFR 200.307.

Step 2: Get Ready to Apply

Get registered

SAM.gov

You must have an active account with SAM.gov to apply. SAM.gov registration can take several weeks. Begin that process today.

To register:

• Go to SAM.gov Entity Registration and select Get Started. From the same page, you can also select the Entity Registration Checklist for the information you will need to register.

• You must agree to the financial assistance general certifications and representations specifically. Those for contracts are different.

When you register, you will also receive your required Unique Entity Identifier (UEI).

Once you register:

• You will have to maintain your registration throughout the life of any award.

• If your organization has multiple UEIs, use the one associated with your physical location.

Grants.gov

You must also have an active account with Grants.gov. You can see step-by-step instructions at the Grants.gov Quick Start Guide for Applicants and How to Apply for Grants.

Find the application package

The application package has all the forms you need to apply. You can find it online. Go to Grants

Search at Grants.gov and search for opportunity number HRSA-26-084.

After you select the opportunity, we recommend that you click the Subscribe button to get updates.

Application writing help

Visit HHS Tips for Preparing Grant Proposals.

Visit HRSA’s How to Prepare Your Application page for more guidance.

See Apply for a Grant for other help and resources.

Join the webinar

For more information about this opportunity, Visit the Bureau of Health Workforce’s open opportunities website. The webinar will be recorded.

Have questions? Go to Contacts and Support.

FAQs will be posted on the Bureau of Health Workforce’s open opportunities website.

https://www.ecfr.gov/current/title-2/section-200.307 https://sam.gov/content/entity-registration https://www.hhs.gov/sites/default/files/financial-assistance-general-certification-representations.pdf https://grants.gov/applicants/applicant-registration http://www.grants.gov/quick-start-guide/applicants https://www.grants.gov/applicants/grant-applications/how-to-apply-for-grants https://www.grants.gov/search-grants https://www.grants.gov/search-grants https://www.hhs.gov/grants-contracts/grants/get-ready-for-grants-management/tips-for-preparing-grant-proposals/index.html https://www.hrsa.gov/grants/apply-for-a-grant/prepare-your-application https://www.hrsa.gov/grants/apply-for-a-grant https://bhw.hrsa.gov/programs https://bhw.hrsa.gov/programs

Step 3: Build Your Application

Application checklist

There are two types of forms in Grants.gov.

• Some forms allow you to upload components of your application to the form. These include components like your project narrative, budget and budget narrative, and attachments, as applicable.

• Other forms are more typical, fill-in-the-blank forms.

Make sure that you have everything you need to apply.

Narratives

See the instructions for the project narrative, form, and the budget and budget narrative.

Form Included in page limit*?

◻ Research & Related Other Project Information Yes*

◻ Research & Related Budget (Total Fed + Non-Fed) Yes*

Attachments

See instructions for attachments.

Form Included in page limit*?

◻ 1. Eligibility letter Yes

◻ 2. Program specific assurances Yes

◻ 3. Letters of agreement with other entities Yes

◻ 4. Staffing Plan and Job Description Yes

◻ 5. Tables and charts Yes

◻ 6. Progress report for competing continuation applications Yes

◻ 7. Letters of support Yes

◻ 8. Project Organizational Chart Yes

◻ 9. Accreditation Documentation Yes

◻ 10. Indirect cost rate agreement Yes

◻ 11. Other relevant document Yes

◻ 12. Other relevant document Yes

◻ 13. Other relevant document Yes

◻ 14. Other relevant document Yes

◻ 15. Other relevant document Yes

Other required forms

See form instructions.

Other required forms

See form instructions.

Form Included in page limit*?

◻ SF-424 (R&R) No

◻ Project Abstract Summary Form No

◻ R&R Subaward Budget Attachment(s) Yes*

◻ Research & Related Senior/Key Person Profile form No

◻ Project/Performance Site Location(s) No

◻Disclosure of Lobbying Activities (SF-LLL) No

◻Standardized Work Plan (SWP) form No

* Unless otherwise indicated, only what you attach to a form counts toward the page limit. The form itself does not count.

Application contents and format

This section includes guidance on each component found in the application checklist.

Application page limit: 60

Submit your information in English and express whole number budget figures using U.S. dollars.

Required format

Required format for project summary, project narrative, budget narrative, and attachments

Font: A readable font like Arial, Courier, CG Times, or Times New Roman

File format: We only accept the following document formats:

• .PDF - Adobe Portable Document Format

• .DOC/.DOCX - Microsoft Word

• .RTF - Rich Text Format o .TXT - Text

• .WPD - Word Perfect Document

• .XLS/.XLSX - Microsoft Excel

• .VSD - Microsoft Visio

Size: 12-point font

Footnotes, charts, graphics, and budget tables may be 10-point or higher.

Ink color: Black

Spacing: Single-spaced, including all text and tables

Alignment: Left

Headings: Bold all headings and align left.

Size: 8.5 x 11 (Make sure the print area is set and allows printing to 8.5 x 11.)

Margins: 1-inch on all sides

Footer: On each page as the footer, include your organization’s name and page numbers. If a competing continuation or competing supplement, also include your 10-digit award number.

Page numbering:

• Do not number the standard OMB-approved forms.

• Number each attachment page sequentially (that is, 1, 2, 3).

• Reset the numbering for each attachment.

• Treat each attachment as a separate section.

File names: You can find guidance for naming our files in the R&R Application Guide.

Project narrative

Use the Research & Related Other Project Information form to attach the project narrative. In the project narrative, you will describe all aspects of your project.

Use the section headers and the order as listed.

Introduction

See merit review criterion 1: Need

• Briefly describe the purpose of your project.

• Be sure to describe how you will develop and implement one or more innovative programs to address the oral health workforce needs of Dental HPSAs in your state.

Need

See merit review criterion 1: Need

• Outline the oral health workforce needs of your state’s Dental HPSAs and medically vulnerable populations. Include any workforce trends and any coordination with your

State Primary Care Office.

• Describe how these workforce needs affect the access to quality oral health services in

Dental HPSAs.

• Describe specific populations or communities that your innovative programs will target within the Dental HPSAs. Include accessibility of quality oral health services and oral health status for these populations.

• Highlight any gaps that prevent your state from adequately tracking and assessing its oral health workforce capacity. If your state cannot adequately track and assess oral health workforce capacity, you must include development or enhancement of this tracking as part of your project activities (under Activity 12).

Approach

See merit review criterion 2: Response

• Tell us how you’ll address your stated needs and meet the program requirements and expectations described in this NOFO.

• Clearly describe each proposed innovative program you plan to develop and implement.

Describe how each program meets the oral health workforce needs of Dental HPSAs in your state.

• For existing programs, clearly outline how the proposed innovations are a significant change from your existing program.

• Provide evidence that supports your proposed innovative programs and the outcomes that you expect.

https://www.hrsa.gov/sites/default/files/hrsa/grants/research-related-application-guide.pdf#page%3D36

• Describe any state policies, regulations, or laws you are leveraging in your innovative programs. Include recent changes in your state’s practice acts or scopes of practice for any oral health providers.

• If you propose programs under Activity 13-B, cite the state law making dental therapy legal. Indicate if the law restricts dental therapy to tribal or other geographic areas or populations. Laws and regulations required for proposed activities in this application must be in place by the application due date.

• If your proposed activities involve loan repayment or community-based prevention services, you must demonstrate that these activities:

▪ Will not duplicate other federal programs.

▪ Show a significant innovative change.

• If you are not the office or division of the state dental director, indicate how you will coordinate your proposed programs and evaluation with that office or division.

High-level work plan See merit review criteria 2: Response and 4: Impact

• Describe how you will achieve each of the objectives during the period of performance.

• Provide a timeline that includes each activity and identifies who is responsible for each.

As needed, identify how key stakeholders will help plan, design, and carry out all activities.

• Include the extent to which these stakeholders address the needs of the populations and communities served.

• If your plan includes hiring new personnel, awarding contacts, or making sub-awards, your work plan must account for the time needed to execute these activities.

• You will also include a more detailed work plan in your Standardized Work Plan (SWP).

See Other required forms.

Resolving challenges

See merit review criterion 2: Response

• Discuss challenges that you are likely to encounter in designing and carrying out your innovative programs and the activities in your work plan.

• Explain approaches that you will use to resolve each challenge.

Performance management See merit review criteria 3: Performance management and 5: Resources and capabilities

• Outcomes. Describe the expected outcomes (desired results) of the innovative programs and funded activities.

• Performance measurement and reporting. See Reporting on Your Grant for performance measure requirements and examples of reporting forms.

o Describe how you will collect and report the required performance data accurately and on time.

o Describe how you will manage and securely store data.

o Include how you will report and collect National Provider Identifier (NPI) numbers for program trainees.

https://bhw.hrsa.gov/funding/report-on-your-grant o Describe your process to track trainees after program completion for up to one year.

• Describe how you will monitor and analyze performance data to support continuous quality improvement.

• Program evaluation. The evaluation should examine processes and progress towards goals, program objectives, and expected outcomes. Be sure your evaluation plan assesses each proposed innovative program to determine its effectiveness and impact utilizing performance measures available to you. Evaluations must follow the HHS Evaluation

Policy, as well as the standards and best practices described in OMB Memorandum M-

20-12. Describe your plan to evaluate the project. Include:

o The evaluation questions, methods, data you will collect, and timeline for implementation.

o The evaluation barriers and your plan to address them.

o The evaluation capacity of your organization and staff. Include experience, skills, and knowledge.

o How you will disseminate results.

o How you will assess whether your dissemination plan is effective, whether the results are national in scope, and the extent of potential replication.

See the reporting section for more information.

Sustainability See merit review criterion 4: Impact

We expect you to sustain key elements of your innovative programs that improve practices and outcomes for the target populations in Dental HPSAs. Propose a plan for project sustainability after the period of federal funding ends.

• Highlight key elements of your innovative programs. Examples include training methods or strategies that have been effective in improving practices leading to increased oral health access in your state.

• Describe the actions you’ll take to obtain future sources of funding.

• Determine the timing to become self-sufficient.

• Discuss challenges that you’ll likely encounter in sustaining the programs. Include how you will resolve these challenges.

Organizational information

See merit review criterion 5: Resources and capabilities

• Briefly describe your mission, structure, and the scope of your current activities. Explain how they support your ability to carry out the program requirements. Include a project organizational chart.

• Discuss how you’ll follow the approved plan, account for federal funds, and record all costs to avoid audit findings.

• Describe how you’ll assess the unique needs of any trainees/participants and populations you serve.

• Include a staffing plan and job descriptions for key staff in Attachment 4.

https://www.whitehouse.gov/wp-content/uploads/2020/03/M-20-12.pdf https://www.whitehouse.gov/wp-content/uploads/2020/03/M-20-12.pdf

• Describe the organizations you will partner with to fulfill the program goals and meet the program objectives. Include key agreements in Attachment 3 and letters of support in

Attachment 7.

• You will also include biographical sketches for key staff using the Research & Related Senior/Key Person Profile form. See Other required forms.

Budget and budget narrative

See merit review criterion 6: Support requested

Your budget should follow the instructions in budget narrative: detailed instructions section of the R&R Application Guide and any specific instructions listed in this section.

HHS now uses the definitions for equipment and supply in 2 CFR 200.1. The new definitions change the threshold for equipment to the lesser of the recipient’s capitalization level or $10,000 and the threshold for supplies to below that amount.

The total project or program costs are all allowable (direct and indirect) costs used for the HRSA activity or project. This includes costs charged to the award and nonfederal funds used to satisfy any matching or cost sharing requirement (which may include maintenance of effort, if applicable).

The budget narrative supports the information you provide in the Research and Related Budget

Form. The merit review committee reviews both. Your budget should show a well-organized plan.

The budget narrative includes an itemized breakdown and a clear justification of the requested costs. As you develop your budget, consider:

• If the costs are reasonable, allowable and allocable, and consistent with your project’s purpose and activities.

• Restrictions on spending funds. See Funding policies and limitations.

• You must include funds for the Project Director or designee’s attendance at the annual

National Oral Health Conference in your budget and budget justification.

• If you fail to hire project personnel or execute project contracts in a timely manner consistent with the work plan, we may take administrative action, up to and including termination of the award.

• You must provide a mandatory assurance letter in Attachment 2 that states, with respect to the costs for carrying out the grant funded activities, you will provide non-federal contributions in an amount equal to not less than 40 percent of federal funds provided under the grant.

To create your budget justification narrative, see budget narrative instructions in the R&R Application Guide.

Participant and trainee support costs If you include participant or trainee support costs under any allowable activity, in your budget narrative:

• List tuition, fees, health insurance, stipends, travel, subsistence, and other costs.

https://www.hrsa.gov/sites/default/files/hrsa/grants/research-related-application-guide.pdf#page=15 https://www.ecfr.gov/current/title-2/part-200#p-200.1(Equipment) https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200#p-200.1(Supply) https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200#p-200.1(Supply) https://www.hrsa.gov/sites/default/files/hrsa/grants/research-related-application-guide.pdf#page=18 https://www.hrsa.gov/sites/default/files/hrsa/grants/research-related-application-guide.pdf#page=18

• Identify the number of participants and trainees.

• Separate these costs from others so we can identify them easily.

• Include a sub-total entitled “Total Participant and Trainee Support Costs” with the summary of these costs.

Preceptor costs Preceptors can be either your employee, contractor, or consultant, if applicable to your innovative programs. Preceptor costs are unique and different than trainee costs, which are for students. Allowable preceptor costs may include:

• Stipends (other than to employees)

• Percentage (%) of salary (for employees)

• Continuing education, other training, and related fees

• Travel

Note: You cannot require students to pay for preceptor costs.

• If the preceptor is an employee, specify those costs under section B Other Personnel, Section D Travel, and Section F Other Direct Costs.

• If the preceptor is a consultant or contractor, lists those costs under section F Other Direct

Costs.

• Include the number of preceptors in your budget narrative.

Consultant Identify each consultant, the services they will perform, the total number of days, travel costs, and the total estimated costs.

Attachments

See section 3.2 of the HRSA R&R Application Guide.

Place your PDF attachments in order in the Attachments form. See application checklist to determine if they count toward the page limit.

Unless the instructions below require it, do not submit organizational brochures or other promotional materials (for example, slides, films, clips).

Attachment: 1 Eligibility letter If you are not the office or division of the state dental director, you must coordinate with that office or division. You must attach an eligibility letter from your state governor or state dental director. We will not consider your application without this letter. This letter must:

• Endorse you as the state’s sole designated representative to apply for these federal funds on the state’s behalf.

• Detail how the state dental director will be actively involved in the project.

Attachment: 2 Program specific assurances You must provide a letter from an authorizing official for your organization. This letter must provide the following assurances:

https://www.hrsa.gov/sites/default/files/hrsa/grants/research-related-application-guide.pdf#page=25

• That you will provide non-federal contributions for grant-funded activities in an amount equal to not less than 40 percent of federal funds provided under the grant. Matching funds must relate directly to project activities. You may provide the contributions:

▪ In cash or in-kind (non-cash), fairly evaluated, including plant, equipment, and services.

▪ From your organization, partners, or other third parties.

• That you possess sufficient infrastructure to manage the grant-funded activities. This includes all hiring authority and sub-contracting support needed to initiate and deliver the proposed programs.

• That you possess the infrastructure to evaluate and report on the outcomes of the project’s innovative programs.

We will not consider your application without this letter.

Attachment: 3 Letters of agreements with other entities Provide any documents that describe working relationships between your organization and others you refer to in the proposal. Documents that confirm actual or pending contracts or agreements should clearly describe the roles of subrecipients and contractors and any deliverables. It is not necessary to include the entire contents of lengthy agreements, so long as the portions you include describe the working relationship between you and the other organization. Make sure letters of agreement are signed and dated.

Attachment: 4 Staffing plan and job descriptions See Section 3.1.7 of the R&R Application Guide.

Include a staffing plan that shows the staff positions that will support the project and key information about each. Justify your staffing choices, including education and experience, qualifications and your reasons for the amount of time you request for each staff position.

For key personnel, attach a one-page job description. It must include the role, responsibilities, and qualifications.

Attachment: 5 Tables & charts Provide tables or charts that give more details about the proposal. These might be Gantt, PERT, or flow chart.

Attachment: 6 Progress report If you’re requesting continued funding for a project in the final budget period, you must include a progress report. If you do not receive an award under this NOFO, you will still need to submit the report through the usual process.

Your progress report should briefly present your accomplishments related to the program objectives during the current period of performance. Include:

• The period covered

• Specific program objectives

• The program activities conducted for each objective

• Positive or negative results or technical problems https://www.hrsa.gov/sites/default/files/hrsa/grants/research-related-application-guide.pdf#page=1

Attachment: 7 Letters of support You may provide letters of support from other organizations or departments involved in the proposed project.

Letters of support can also be from individuals within your institution who hold the authority to speak for the organization or department such as a CEO or chair.

Recommenders should indicate an understanding of and commitment to the project, and what their contribution to the project will be. You should reference letters of support in the applicable section of the project narrative.

Recommenders must sign and date their letter of support.

Attachment: 8 Project organizational chart Provide a one-page diagram that shows the full project’s organizational structure. Include all aspects, not just the applicant organization.

Attachment: 9 Accreditation documentation If you propose Activity 4, you must provide documentation of your partner’s Commission on

Dental Accreditation (CODA) accreditation or probationary accreditation. Do not simply provide a web link to the CODA website.

Attachment: 10 Indirect cost rate agreement Provide a copy of the most recent negotiated Indirect Cost Rate Agreement or cost Allocation

Plan. Not applicable if you budget the de minimis indirect rate.

Attachment: 11-15 Other relevant documents You may use attachments 11 through 15 to add other relevant documents.

Other required forms

You will need to complete some other forms. Upload the following forms at Grants.gov. You can find them in the NOFO application package or review them and any available instructions at

Grants.gov Forms.

Forms Submission Requirement

SF-424 R&R (Application for Federal Assistance) form

With application.

Project Abstract Summary Form With application.

Research & Related Other Project Information

With application.

Research & Related Senior/Key Person Profile (Expanded)

With application.

R&R Subaward Budget Attachment(s) Form With application.

Project/Performance Site Location(s) With application.

Disclosure of Lobbying Activities (SF-LLL) If applicable, with the application or before award.

Standardizes Work Plan (SWP) form With application.

https://grants.gov/forms/forms-repository/sf-424-family

Form instructions In addition to the requirements for the budget narrative, project narrative, and…