NOFO_002 Program_Citizenship and Assimilation Grant Program FINAL.pdf

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

FY 2017 Citizenship and Assimilation Grant Program Citizenship Instruction and Naturalization Application Services

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 register immediately in SAM. It may take four weeks or more after you submit your SAM registration before your registration is active in SAM as well as an additional 24 hours for Grants.gov to recognize your information. The process for obtaining a DUNS number and registering in SAM is available from Grants.gov at:

http://www.grants.gov/web/grants/register.html. Detailed information regarding DUNS and SAM processes are provided in Section D of this NOFO under subsection; Content and Form of Application Submission.

A. Program 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 2017 Citizenship and Assimilation Grant Program: Citizenship Instruction and Naturalization Application Services

NOFO Number

DHS-17-CIS-010-002

Authorizing Authority for Program Section 404 the Consolidated Appropriations Act, 2017 (Pub. L. 115-31), Division F, Title IV http://www.grants.gov/web/grants/register.html

Appropriation Authority for Program Section 404 the Consolidated Appropriations Act, 2017 (Pub. L. 115-31), Division F, Title IV

Program Type New

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 assimilation 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 fully assimilate into society. Through preparing for naturalization, immigrants will gain the tools to become successful citizens and assimilate into our society and meet their responsibilities as United States citizens.

The goal of the Citizenship and Assimilation Grant Program is to expand the availability of high quality citizenship preparation services for lawful permanent residents in communities across the nation and to provide opportunities for lawful permanent residents to gain the knowledge and training necessary to promote their assimilation into the fabric of American society. Additional activities that support this goal include developing, identifying, and sharing promising practices in citizenship preparation;; 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 incorporating strategies to foster welcoming communities as part of the citizenship and civic assimilation process.

Request for Proposals

In fiscal year (FY) 2017, a total of approximately $9,000,000 in federal funding is available for eligible organizations to provide direct citizenship preparation services to lawful permanent residents through this funding opportunity.1 USCIS anticipates awarding approximately 36 grants of up to $250,000 each.

Proposed citizenship preparation activities must include the following two components:

1 Note, another approximately $1,000,000 in federal funding is available through funding opportunity DHS-17-CIS- 010-001. Under that program, USCIS anticipates awarding 10 grants of up to $100,000 each.

1. Citizenship instruction to prepare lawful permanent residents for the naturalization test and interview. Program design must include:

• Instruction in U.S. history and government for test preparation and the promotion of civic assimilation;

• Activities that promote civic and linguistic assimilation;

• English as a Second Language (ESL) instruction in reading, writing, and speaking;

• Instruction on the naturalization process and eligibility interview;

• The use of a nationally normed standardized test of English proficiency to place and assess progress of all students enrolled under this program. At least 80% of post tested students must demonstrate education gains as evidenced by increased standardized test scores;

• The use of a standardized civics test to be provided by USCIS to measure the acquisition of information leading to test preparedness and immigrant assimilation;

• The use of a current adult citizenship textbook that aligns with the skill level of the students in the class;

• The provision of at least 40 hours of citizenship instruction over an 8- 15 week class cycle with managed enrollment to at least 200 students at the National Reporting System for Adult Education (NRS) low beginning to high intermediate level; and

• The use of citizenship teachers who have at least one year of experience teaching ESL to adults and who:

1. Hold a degree in TESOL; and/or

2. Hold TESOL certification from a state licensing agency; and/or

3. Have substantial experience in TESOL instruction in a classroom setting for a program that utilizes a structured curriculum.

Grant-funded classes must integrate instruction in U.S. history and government; ESL instruction in reading, writing, and speaking; and instruction on the naturalization process and eligibility interview. For more detailed information on the content and competencies that applicants must address in grant-funded classes, please review the Guide to the Adult Citizenship Education Content Standards and Foundation Skills found here:

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

Grant-funded programs must also incorporate civic assimilation learning activities into instruction. The intent of this requirement is to encourage students to extend knowledge acquisition beyond traditional classroom instruction through opportunities to experience and navigate American civic 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 life firsthand and through in-depth learning activities. Applicants are encouraged to draw upon their local resources, venues, and landmarks when conceptualizing and designing these civic assimilation learning activities. The Office of Citizenship will provide training and technical assistance as needed to assist grantees to design and implement activities within the scope of the following categories: (1) Site-based civic assimilation activities – local trips outside the classroom to sites and landmarks of historical and/or cultural significance, libraries, other local public entities, and organizations that promote public safety, etc.; (2) Class-based civic assimilation activities – activities that may involve guest speakers such as local civic leaders and public servants to provide the opportunity for student interaction and exchange, or the use of multi-media and/or materials-based methods that promote an enhanced understanding of key moments in U.S. history and/or the form and function of local, state, and federal government; (3) Civic participation – activities that encourage students to take participatory learning beyond the classroom by attending a public meeting; volunteering; or participating in local civic institutions; and (4) Other assimilation activities – activities that promote in-depth understanding of the student’s role as a future citizen of the United States, including: the rights and responsibilities of citizenship; our shared American history; government functions, structure and laws; geography; traditions, symbols; and holidays. These can be external or in-class.

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 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 for at least 200 lawful permanent residents;

• Ongoing case management;

• The use of a U.S. Department of Justice (DOJ)'s Office of Legal

Access Programs (OLAP) 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 DOJ 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.

The applicant must have a process in place to refer individuals with cases too complex for handling to other naturalization application service providers.

Services may 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.

Services may also include subsequent preparation and filing of Forms N-600 for naturalization of client’s minor children.

Partnerships

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 and submit with the application. 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. The MOU will state the minimum number of students/clients to whom the sub-awardee will provide services. 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: Approximately $9,000,000

Projected Number of Awards: Up to 36

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): 10/01/2017

Projected Period of Performance End Date(s): 9/30/2019

Funding Instrument: Grant

C. Eligibility Information

Eligible Applicants

The following entities are eligible to apply to this announcement:

• City or township governments

• County governments

• Independent school districts

• Native American tribal government (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. 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 U.S. Department of Justice (DOJ)'s Office of Legal Access Programs (OLAP) and employ at least one DOJ accredited representative employee with experience providing clients with naturalization representation; OR

b. Have at least one attorney on staff as a paid employee with experience providing clients with naturalization representation.

Not Eligible

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.”)

Current awardees and sub-awardees under the FY 2016 Citizenship and Integration Grant Program (funding opportunity DHS-16-CIS-010-001 or DHS-16-CIS-010-002) are not eligible to receive funding under this funding opportunity. Applicants to the 2017 Citizenship and Integration Grant Program: Citizenship Instruction (funding opportunity DHS-17-CIS-010-001) are not eligible to apply to this program.

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 deemed non-responsive 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.

Maintenance of Effort (MOE)

There is no MOE 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

Key Dates and Times

Date Posted to Grants.Gov: 07/25/2017

Application Submission Deadline: 08/06/2017 at 11:59:59 p.m. EDT

Anticipated Funding Selection Date: 09/21/2017

Anticipated Award Date: 09/28/2017

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

Event Suggested Deadline For Completion

Obtaining DUNS Number Four weeks before actual submission deadline

Obtaining a valid EIN Four weeks before actual submission deadline

Updating SAM registration Four weeks before actual submission

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 Grants,” 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:

Jacqueline Greely Grants Officer Jacqueline.Greely@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 (***).

2 http://www.grants.gov/web/grants/applicants/applicant-faqs/grant-application-faqs.html deadline

Starting application in Grants.gov One week before actual submission deadline http://www.grants.gov/ http://www.grants.gov/documents/19/18243/GrantsgovApplicantUserGuide.pdf http://www.grants.gov/web/grants/applicants/applicant-faqs/grant-application-faqs.html

1. Form SF-424 – Application for Federal Assistance

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/help/html/help/index.htm

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 and receive award (Name, title, address, phone number, email address)

5. Grant project manager, the person who will manage 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 experience providing ESL instruction to immigrants and number of years providing services;

• The organization’s experience providing citizenship instruction 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. Annual Organizational Budget

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

10. Total federal funding allocated for citizenship instructor salaries

11. Total federal funding allocated for administrative costs

12. Applicant’s total in-kind contribution (if applicable)

13. Geographic area/community where services will be provided

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

15. Number of full-time equivalents (FTEs) Indicate the number of intended grant- funded 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 DOJ recognized? (yes/no)

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

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

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

Name of Grant Grantor Period of Performance

Total Award Amount

Proposed Citizenship Class Structure

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

Class Title and Instructor

Proficiency Level

Hours per class

Textbook, list author, edition and any supplementary resources used

Times per week

Weeks per class cycle

Total hours per class cycle

Times offered over two year period of performance

Location of class e.g., Citizenship Morning (Instructor - Pat Jones)

High beginning

3 Citizenship Textbook A, Jones, 2017 and USCIS lesson plans from USCIS website

2 10 60 8 ABC

Family Center

NOTE:

Applicants must offer at least 40 hours of citizenship instruction over an 8-15 week class cycle for students at the NRS low beginning to high intermediate level.

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

24. Approximate number of students enrolled per class

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

26. Is the textbook free to students? If no, how much is charged?

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

Sub-Awardee Organization (if applicable)

28. Sub-awardee organization legal name

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

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

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

32. Services proposed by sub-awardee organization

33. Total funds allocated for the sub-awardee

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. 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. Indicate dates, total years of experience, the number of students enrolled in ESL in the past year and any previous years.

• Your organization’s and, if applicable, sub-awardee’s recent experience providing 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 citizenship instruction and ESL instruction.

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

Feasible Enrollment Goals

• Explain how the proposed number of students to be served under the grant-funded program is feasible based on your organization’s experience, past performance, and the proposed budget.

• Indicate how many additional students will be served under the grant-funded program that would not otherwise have been served. Please reference your program goals table attachment.

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.

• The 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.

• How the organization will manage enrollment, including whether students are permitted to enroll in current classes after the start of a class cycle (and if so, for how long into the cycle) and how the organization will accommodate students who desire classes after the registration period has closed.

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 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, including how volunteers will be used. Discuss classroom activities that you will employ to promote civic and linguistic assimilation.

• The use of materials for citizenship instruction, including the name, year, and edition of the textbook(s) 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 proficiency5, when and how assessments are used, and the staff responsible for administering the test. Discuss your organization’s experience administering the proposed standardized test(s). In addition, please discuss non-standardized assessments (e.g. quizzes, unit tests, etc.) that are used to monitor student learning during the course for each class level.

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

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

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 80 FR 48304 (August 12, 2015).

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 https://www.federalregister.gov/articles/2015/08/12/2015-19847/tests-determined-to-be-suitable-for-use-in-the-national-reporting-system-for-adult-education https://www.federalregister.gov/articles/2015/08/12/2015-19847/tests-determined-to-be-suitable-for-use-in-the-national-reporting-system-for-adult-education

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, a 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. Note that this grant must include at least one paid teacher position. The applicant must demonstrate that the teacher has at least one year of experience teaching ESL to adults in a classroom setting for a program that has a structured curriculum, and

1) Holds a degree in TESOL, and/or

2) Holds a TESOL certification from a state licensing agency; and/or

3) Has substantial experience in TESOL instruction in a classroom setting for a program that has a structured curriculum.

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 managed by a paid lead teacher or a paid education program coordinator.

If your organization has only one teacher on staff at the time of application, please describe your organization’s contingency plan for the provision of citizenship instruction in the event of staff turnover.

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 U.S. Department of Justice (DOJ)'s Office of Legal Access Programs (OLAP) 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.

• 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.

Feasible Naturalization Application Services Goals

• Explain how the proposed number of naturalization clients to be served under the grant-funded program is feasible based on your organization’s experience, past performance, and the proposed budget.

• Indicate how many naturalization applications you intend to file in the next two years with this grant funding that otherwise would not have been filed. Please reference your program goals table attachment.

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 DOJ 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 DOJ 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 DOJ 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

DOJ 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 DOJ 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 DOJ 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. The curriculum must include:

a course abstract that explains how the three areas of citizenship instruction (instruction in U.S. history and government; ESL instruction in reading, writing, and speaking; and instruction on the naturalization process and eligibility interview) are integrated with one another (150 – 200 words max).

3 – 5 course learning objectives.

a scope and sequence that outlines the order in which the content will be delivered, how long each topic/lesson/unit will be covered. NOTE: The scope and sequence must align with the course structure outlined in the project abstract.

a schedule for assessments (both nationally normed, standardized test required for placement and post testing, and any non-standardized or in-class assessments), descriptions of corresponding materials for each class.

b. Provide a sample of non-standardized assessments (e.g. quizzes, unit tests, etc.)

that are used to monitor student learning during the course for each class level.

c. Provide a sample of lesson plans for each class level.

d. Provide a sample of the types of handouts or activities students will be doing for each class level.

e. Attach résumés and/or position descriptions (if the position is vacant) for all key personnel, including any volunteer teachers that will lead classroom instruction under the grant. Résumés must include all relevant job experience, education, and licensure or accreditation with corresponding dates.

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

g. If you propose a sub-awardee, the applicant must include a signed 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. Percentage of enrolled students who post-test (Minimum 80%)

3. Percentage of post-tested students demonstrating measurable educational gains (Minimum 80%)

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

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

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

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

8. USCIS Quarterly Feedback Report (Current or Past Grant Recipients Only)

If USCIS awarded your organization with a Citizenship and Integration Grant anytime in 2012-2015, please provide a copy of the most recent quarterly feedback report.

Note: This is an example of a FY 2015 USCIS feedback report.

1. 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 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 (Five page limit)

Attach your budget narrative (including separate budget narratives for each proposed sub-awardee) to the application package. Please limit the information provided in this section to budget relevant information only.

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 a teacher/coordinator to attend a USCIS teacher training on activities and methods that promote linguistic and civic assimilation during 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…