ojjdp fy 2012 mentoring best practices research.pdf

U.S. Department of Justice OMB No. 1121-0329

Office of Justice Programs

Office of Juvenile Justice and Delinquency Prevention

The U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Office of Juvenile Justice and Delinquency Prevention (OJJDP) is pleased to announce that it is seeking applications for OJJDP FY 2012 Mentoring Best Practices Research. This program furthers the Department’s mission by advancing the research evidence regarding effective mentoring programs and practices.

OJJDP FY 2012 Mentoring Best Practices Research

Eligibility

Eligible applicants are limited to states (including territories), units of local government (including federally recognized tribal governments, as determined by the Secretary of the Interior), nonprofit and for-profit organizations (including tribal nonprofit and for-profit organizations), and institutions of higher education (including tribal institutions of higher education). For-profit organizations must agree to forgo any profit or management fee. (See Eligibility, page 3.)

OJJDP may elect to make awards in future fiscal years for applications submitted under this solicitation, dependent on the merit of the applications and the availability of appropriations.

Deadline

Applicants must register with Grants.gov prior to submitting an application. (See How To Apply, page 10.) All applications are due by 11:59 p.m. eastern time on May 1, 2012. (See Deadlines:

Registration and Application, page 3.)

Contact Information

For technical assistance with submitting an application, contact the Grants.gov Customer Support Hotline at 800-518-4726, 606-545-5035, or via e-mail to support@grants.gov.

Note: Hotline hours of operation are 24 hours a day, 7 days a week, except federal holidays.

For assistance with any other requirements of this solicitation, contact the Justice Information Center (JIC) at 1–877–927–5657, via e-mail to JIC@telesishq.com, or by live Web chat. JIC hours of operation are 8:30 a.m. to 5:00 p.m. eastern time, Monday through Friday, and 8:30 a.m. to 8:00 p.m. eastern time on the solicitation close date.

Grants.gov number assigned to this announcement: OJJDP-2012-3204

Release Date: February 29, 2012 http://www.justice.gov/ http://www.ojp.usdoj.gov/ http://www.ojjdp.gov/ http://www.ojjdp.gov/ http://www.grants.gov/ mailto:support@grants.gov mailto:JIC@telesishq.com http://www.justiceinformationcenter.us/

OMB No. 1121-0329 OJJDP FY 2012 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2012-3204

Contents Overview

Deadlines: Registration and Application

Eligibility

Program-Specific Information

Performance Measures

Human Subjects and Confidentiality Requirements

Notice of Post-Award FFATA Reporting Requirement

How To Apply

What an Application Is Expected To Include

1. Information to Complete the Application for Federal Assistance (SF-424)

2. Program Narrative

3. Budget Detail Worksheet and Budget Narrative

4. Indirect Cost Rate Agreement

5. Tribal Authorizing Resolution

6. Additional Attachments

7. Other Standard Forms

Selection Criteria

Review Process

Additional Requirements

Provide Feedback to OJP on This Solicitation

Appendix: Application Checklist

OMB No. 1121-0329 OJJDP FY 2012 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2012-3204

OJJDP FY 2012 Mentoring Best Practices Research

(CFDA #16.726)

Overview

This program seeks to enhance what is understood about mentoring as a prevention strategy for youth who are at risk of involvement or already involved in the juvenile justice system. While mentoring appears to be a promising intervention for youth, more evaluation work is needed to further highlight the components of a mentoring program that are most effective. Research is also needed to demonstrate the specific components of mentoring programs that have a significant impact in reducing juvenile delinquency and offending. This solicitation seeks to fund research studies that will inform the design and delivery of mentoring programs. OJJDP expects that the results of this effort will encourage a more effective utilization of resources as well as enhance the implementation of evidence-based best practices for juvenile mentoring. This program is authorized by the Department of Justice Appropriations Act, 2012, Public Law 112- 55.

Deadlines: Registration and Application

Applicants must register with Grants.gov prior to submitting an application. OJP encourages applicants to register several weeks before the application submission deadline. In addition, OJJDP urges applicants to submit their applications at least 72 hours prior to the due date to allow them time to receive the validation message and to correct any problems that may have caused a rejection notification. The deadline to apply for funding under this announcement is 11:59 p.m. eastern time on May 1, 2012. See How To Apply on page 10.

Eligibility

Eligible applicants are limited to states (including territories), units of local government (including federally recognized tribal governments, as determined by the Secretary of the Interior), nonprofit and for-profit organizations (including tribal nonprofit and for-profit organizations), and institutions of higher education (including tribal institutions of higher education). For-profit organizations must agree to forgo any profit or management fee.

OJJDP welcomes joint applications from two or more eligible applicants; however, one applicant must be clearly indicated as the primary applicant (for correspondence, award, and management purposes) and the others indicated as co-applicants.

Program-Specific Information

Purpose

The program’s purpose is to support research that will further the understanding of evidence-based and effective practices in mentoring programs that serve at-risk youth.

Research indicates that the length, frequency, and quality of the mentoring relationship are important components of program success. Additionally, studies and evaluations of best practices indicate that mentoring programs that address both individual and environmental

OMB No. 1121-0329 OJJDP FY 2012 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2012-3204 characteristics tend to be the most effective. However, more investigation is needed regarding how effective mentoring is at preventing or reducing juvenile delinquency. Additional research will also help identify the components of a mentoring program that have the greatest impact on risk factors known to lead to delinquency and/or increase in the incidence of juvenile delinquency and offending.

Applicants must clearly indicate a central research question and how it will help the field design and deliver mentoring programs for youth at risk of involvement or already involved in the juvenile justice system. (See below for OJJDP’s definition of at-risk youth.) Applicants should present a thorough and reasonable research methodology and fully consider and incorporate how the research will inform the field in program implementation and the allocation of resources.

At-Risk Youth. For the purposes of this solicitation, OJJDP defines at-risk youth as those youth who are identified to be most likely to become involved in the juvenile justice system because they possess certain predictive/correlative characteristics or who are already involved in the juvenile justice system. Risk factors for juvenile delinquency are multidimensional across individual, family, community, peer, and school factors.1 Applicants should fully address how the behaviors, characteristics, factors, etc., identified for at-risk youth relate to involvement in the juvenile justice system.

Examples of Research Questions. Below are research questions OJJDP has identified as research gaps and priority interest areas. However, applicants are not limited to these questions. Whether selecting from the list below or proposing a different question, applicants should indicate how they expect the results of their proposed study will have practical applications to mentoring programming for at-risk youth.

Does mentoring reduce juvenile offending/reoffending? Does the impact differ for juveniles with varying levels of risk?

Dubois et al. (2011)2 note that evaluations of mentoring programs have not consistently collected data on whether they reduce juvenile offending. Also, a need exists to further examine how mentoring may affect juveniles of varying levels of risk for offending. More research could indicate whether mentoring can reduce juvenile offending and which models are more or less effective, depending on the juvenile’s risk level.

What are the factors that contribute to successful mentoring matches for at-risk youth?

The length of mentoring matches, how often the mentoring pair meet, and the quality of their relationship have been linked to successful mentoring outcomes. Additional research could examine the factors that influence and enhance these elements. For example, environmental factors, such as the location of where the mentoring pair meet; individual characteristics, such as the personal qualities of the mentor or mentee; or organizational factors, such as staff to mentor ratios, may influence the length, quality, and frequency of mentoring matches. It could also demonstrate the interconnectedness among these elements.

Shader, M. “Risk Factors for Delinquency: An Overview.” Office of Juvenile Justice and Delinquency

Prevention: www.ncjrs.gov/pdffiles1/ojjdp/frd030127.pdf DuBois, D.L., Portillo, N., Rhodes, J.E., Silverthorn, N., and Valentine, J.C. 2011. “How Effective Are Mentoring

Programs for Youth? A Systematic Assessment of the Evidence.” Psychological Science in the Public Interest 12(2) 57–91.

http://www.ncjrs.gov/pdffiles1/ojjdp/frd030127.pdf

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What are the factors that may lead to improved recruitment of effective mentors?

Lack of effective recruitment strategies has been cited as an impediment to the success of mentoring programs. Additional research could suggest ways that programs could improve their recruitment of effective mentors to work with at-risk youth. This could include, but is not limited to, outreach and messaging, community partnerships, screening methods, and follow-up approach.

Is mentoring a cost-effective strategy? What affects the costs and benefits realized?

While evidence exists that mentoring can effectively improve outcomes for at-risk youth, there appears to be less research analyzing the costs and benefits of this approach. More research examining costs and benefits of mentoring is needed as well as how those costs and benefits may change over time.

Is “e-mentoring” effective for at-risk youth?

As technology continues to be central to many professional and personal relationships, some mentoring programs are exploring “e-mentoring,” where the mentor and mentee communicate in part or entirely over Web-based technologies. More research could indicate whether this is an effective mentoring strategy and illustrate the factors that may contribute to its success or failure.

How does mentoring fit within more complex multi-component program service models?

Mentoring may be one of many service components that a youth receives as part of a continuum of care, multi-component program approaches. While many of these multi-component models have demonstrated positive impacts on youth, more research could disaggregate and illustrate the impact of mentoring within the multi-component approach.

How do a youth’s personal and environmental risk factors shape his or her response to different types of mentoring programs?

Dubois et al. (2011)3 indicate that more research is needed to determine how a youth’s personal and environmental circumstances can shape how he/she responds to involvement in different types of mentoring programs. This research would identify how different types of mentoring programs may be best suited to serve youth with certain characteristics.

Note: In addition to supporting primary data collection and new research studies, OJJDP is interested in supporting cost-efficient studies involving secondary data-analysis that build on previous research or data collections. Additionally, some previous studies on mentoring have been criticized for their short-term followup of program participants. Consequently, OJJDP is also interested in augmenting or extending the follow-up period of previous studies on mentoring participants. A longer follow-up period for mentoring participants will also likely enhance a study’s analysis of the cost effectiveness of a mentoring strategy or program.

Ibid.

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Goals, Objectives, and Deliverables

The program’s goal is to generate research that has practical application for youth and juvenile justice service providers with mentoring programs for at-risk youth.

The program’s objectives include the following:

identifying a current gap or need for research in the field of mentoring, which would further inform evidence-based practices in mentoring at-risk youth.

presenting the knowledge base of the current literature on relevant mentoring practices and the capacity to answer the research question proposed.

investigating the research question via a feasible and reasonable design and methodology.

showing how the findings from the proposed research study inform the field and move it closer to best practices for mentoring.

Successful applicants will submit relevant reports and deliverables to OJJDP. These will be a part of their progress reporting or special reports and include the following:

practitioner friendly overview documents highlighting the project’s goals and objectives.

(Refer to OJJDP News @ a Glance and JuvJust publications for examples of the type of documents requested, www.ojjdp.gov/enews/enews.html.).

at the request of OJJDP, practitioner-friendly interim reports highlighting the project’s progress and interim findings.

a detailed progress report to OJJDP every 6 months describing the status of the evaluation, methodological and implementation issues, progress toward the project goals, and other issues relevant to the study’s completion.

a final, detailed report documenting the project and its findings. This publication should include an executive summary and be suitable for a non-technical audience, to be disseminated at OJJDP’s discretion.

a final, technical journal article highlighting key findings suitable for publication in a refereed journal.

Evidence-based Programs or Practices

OJP considers programs and practices to be evidence-based when their effectiveness has been demonstrated by causal evidence (generally obtained through one or more outcome evaluations). Causal evidence documents a relationship between an activity or intervention (including technology) and its intended outcome, including measuring the direction and size of a change, and the extent to which a change may be attributed to the activity or intervention.

Causal evidence depends on the use of scientific methods to rule out, to the extent possible, alternative explanations for the documented change. The strength of causal evidence, based on the factors described above, will influence the degree to which OJP considers a program or practice to be evidence-based. OJP’s CrimeSolutions.gov and OJJDP’s Model Programs Guide http://www.ojjdp.gov/enews/enews.html file://ojpwasfps06/ojjdp/FY%202012%20OJJDP%20Solicitations/crimesolutions.gov http://www.ojjdp.gov/mpg/

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Web sites are two resources that applicants may use to find information about evidence-based programs in criminal justice, juvenile justice, and crime victim services.

Amount and Length of Awards

OJJDP expects to make as many as six awards of between $100,000 and $500,000 for a project period of 1 to 5 years. The amount is for the entire award period. OJJDP will make no additional awards to successful applicants in subsequent years.

As this is a research and evaluation program, applicants cannot use funds to support training, program development, or the provision of services (i.e., program implementation). Applicants may use funds, however, to evaluate training, prevention, and intervention programs.

All awards are subject to the availability of appropriated funds and to any modifications or additional requirements that may be imposed by law. OJJDP expects to make awards under this solicitation by September 30, 2012.

Budget Information

Limitation on Use of Award Funds for Employee Compensation; Waiver. With respect to any award of more than $250,000 made under this solicitation, federal funds may not be used to pay total cash compensation (salary plus bonuses) to any employee of the award recipient at a rate that exceeds 110% of the maximum annual salary payable to a member of the Federal Government’s Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. The 2012 salary table for SES employees is available at www.opm.gov/oca/12tables/indexSES.asp. Note: A recipient may compensate an employee at a higher rate, provided the amount in excess of this compensation limitation is paid with non-federal funds. (Any such additional compensation will not be considered matching funds where match requirements apply.)

The limitation on compensation rates allowable under an award may be waived on an individual basis at the discretion of the OJJDP Administrator. An applicant requesting a waiver should include a detailed justification in the budget narrative of its application. Unless the applicant submits a waiver request and justification with the application, the applicant should anticipate that OJP will request the applicant to adjust and resubmit its budget.

The justification should include the particular qualifications and expertise of the individual, the uniqueness of the service being provided, the individual’s specific knowledge of the program or project being undertaken with award funds, and a statement explaining that the individual’s salary is commensurate with the regular and customary rate for an individual with his/her qualifications and expertise, and for the work to be done.

Minimization of Conference Costs. No OJP funding can be used to purchase food and/or beverages for any meeting, conference, training, or other event. Exceptions to this restriction may be made only in cases where such sustenance is not otherwise available (i.e., extremely remote areas), or where a special presentation at a conference requires a plenary address where there is no other time for sustenance to be obtained. Such an exception would require prior approval from OJP. This restriction does not apply to water provided at no cost, but does apply to any and all other refreshments, regardless of the size or nature of the meeting.

Additionally, this restriction does not impact direct payment of per diem amounts to individuals in a travel status under your organization’s travel policy.

http://www.opm.gov/oca/12tables/indexSES.asp

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Updated Department of Justice and OJP guidance on conference planning, minimization of costs, and conference cost reporting will be forthcoming and will be accessible on the OJP Web site at www.ojp.usdoj.gov/funding/funding.htm.

Costs Associated with Language Assistance (if applicable). If an applicant proposes a program or activity that would deliver services or benefits to individuals, the costs of taking reasonable steps to provide meaningful access to those services or benefits by individuals with limited English proficiency may be allowable costs. Reasonable steps to provide meaningful access to services or benefits may include interpretation or translation services where appropriate.

For additional information, see the "Civil Rights Compliance" section of the OJP "Other Requirements for OJP Applications" Web page (www.ojp.usdoj.gov/funding/other_requirements.htm).

Match Requirement. This solicitation does not require a match. However, if a successful application proposes a voluntary match amount, the match amount incorporated into the OJP-approved budget becomes mandatory and subject to audit.

Performance Measures

To assist the Department in fulfilling its responsibilities under the Government Performance and Results Act (GPRA) of 1993, Public Law 103-62, and the GPRA Modernization Act of 2010, Public Law 111–352, applicants that receive funding under this solicitation must provide data that measure the results of their work done under this solicitation. Any award recipient will be required, post award, to provide the data requested in the “Data Grantee Provides” column so that OJP can calculate values for the “Performance Measures” column. Performance measures for this solicitation are as follows:

Objective Performance Measure(s)

Description Data Grantee Provides

To support research that will further what is understood about evidence-based and effective practices in mentoring programs that serve at-risk youth.

Percentage of research-related deliverables (reports, etc.)

completed on time.

The number of -published research and development products and publications based upon grant funded research or evaluation studies, or training curricula development, during reporting period. Agency records are preferred data source.

Number of deliverables to be submitted to OJJDP (as outlined in the program narrative).

Number of deliverables completed and submitted to OJJDP on time (as determined by the timeline in applicant proposal).

Deliverables will differ depending upon the specific project requirements.

Percentage of deliverables that meet OJJDP’s expectations for depth, breadth, scope and quality of

Number of deliverables that meet OJJDP’s expectations for depth, breadth, scope and quality of study, and pertinence, as determined and reported by OJJDP.

http://www.ojp.usdoj.gov/funding/funding.htm http://www.ojp.usdoj.gov/funding/other_requirements.htm

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Submission of performance measures data is not required for the application. Instead, applicants should discuss in their application their proposed methods for collecting data for performance measures. Refer to the section What an Application Is Expected To Include on page 12 for additional information.

Human Subjects and Confidentiality Requirements

The following requirements must be met for all applications that propose to conduct research and include human subjects. Research is defined as follows:

Research means a systematic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalizable knowledge. Activities that meet this definition constitute research for the purposes of this policy, whether or not they are conducted or supported under a program that is considered research for other purposes.

For example, some demonstration and service programs may include research activities. 28 C.F.R. § 46.102(d).

DOJ regulations (28 C.F.R. Part 46) protect the human subjects of federally funded research. In brief, 28 C.F.R. Part 46 requires that most research involving human subjects that is conducted or supported by a federal department or agency be reviewed and approved by an Institutional Review Board (IRB), in accordance with the regulations, before federal funds are expended for that research. As a rule, persons who participate in federally funded research must provide their "informed consent" and must be permitted to terminate their participation at any time. Funding recipients, before they will be allowed to spend OJP funds on any research activity involving human subjects, must submit appropriate documentation to OJP showing compliance with 28 C.F.R. Part 46 requirements, as requested by OJP.

DOJ regulations (28 C.F.R. Part 22) require recipients of OJP funding to submit a Privacy Certificate as a condition of approval of any grant application or contract proposal that contains a research or statistical component under which "information identifiable to a private person" will be collected, analyzed, used, or disclosed. The funding recipient's Privacy Certificate includes a description of its policies and procedures to be followed to protect the confidentiality of identifiable data. 28 C.F.R. § 22.23. The Department's regulations provide, among other matters, that: "Research or statistical information identifiable to a private person may be used only for research or statistical purposes." 28 C.F.R. § 22.21. Moreover, any private person from whom information identifiable to a private person is collected or obtained (either orally or by means of written questionnaire or other document) must be advised that the information will only be used or disclosed for research or statistical purposes and that compliance with the request for information is voluntary and may be terminated at any time. 28 C.F.R. § 22.27.

Applicants selected for an award will be required to submit all appropriate IRB and privacy documents prior to spending OJP funds for research-related activities.

Notice of Post-Award FFATA Reporting Requirement

Applicants should anticipate that OJP will require all recipients (other than individuals) of awards of $25,000 or more under this solicitation, consistent with the Federal Funding Accountability

OMB No. 1121-0329 OJJDP FY 2012 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2012-3204 and Transparency Act of 2006 (FFATA), to report award information on any first-tier subawards totaling $25,000 or more, and, in certain cases, to report information on the names and total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients. Each applicant entity must ensure that it has the necessary processes and systems in place to comply with the reporting requirements should it receive funding. Reports regarding subawards will be made through the FFATA Subaward Reporting System (FSRS), found at www.fsrs.gov.

Please note also that applicants should anticipate that no subaward of an award made under this solicitation may be made to a subrecipient (other than an individual) unless the potential subrecipient acquires and provides a Data Universal Numbering System (DUNS) number.

How To Apply

Applications will be submitted through Grants.gov. Grants.gov is a “one-stop storefront” that provides a unified process for all customers of federal awards to find funding opportunities and apply for funding. Complete instructions on how to register and submit an application can be found at www.Grants.gov. If the applicant experiences technical difficulties at any point during this process, call the Grants.gov Customer Support Hotline at 800-518-4726, 606-545-5035, or via e-mail to support@grants.gov, 24 hours a day, 7 days a week, except federal holidays.

Registering with Grants.gov is a one-time process; however, processing delays may occur, and it can take up to several weeks for first-time registrants to receive confirmation and a user password. OJP highly recommends that applicants start the registration process as early as possible to prevent delays in submitting an application package by the specified application deadline.

All applicants are required to complete the following steps:

1. Acquire a Data Universal Numbering System (DUNS) number. In general, the Office of

Management and Budget requires that all applicants (other than individuals) for federal funds include a DUNS number in their applications for a new award or renewal of an existing award. A DUNS number is a unique nine-digit sequence recognized as the universal standard for identifying and keeping track of entities receiving federal funds. The identifier is used for tracking purposes and to validate address and point of contact information for federal assistance applicants, recipients, and subrecipients. The DUNS number will be used throughout the grant life cycle. Obtaining a DUNS number is a free, one-time activity. Obtain a DUNS number by calling Dun and Bradstreet at 866–705–5711 or by applying online at www.dnb.com. A DUNS number is usually received within 1-2 business days.

2. Acquire or renew registration with the Central Contractor Registration (CCR) database. OJP requires that all applicants (other than individuals) for federal financial assistance maintain current registrations in the CCR database. An applicant must be registered in the CCR to successfully register in Grants.gov. The CCR database is the repository for standard information about federal financial assistance applicants, recipients, and subrecipients. Organizations that have previously submitted applications via Grants.gov are already registered with CCR, as it is a requirement for Grants.gov registration. Note, however, that applicants must update or renew their CCR registration annually to maintain an active status. Information about CCR registration procedures can be accessed at www.ccr.gov.

https://www.fsrs.gov/ http://www.grants.gov/ mailto:support@grants.gov http://www.dnb.com/ http://www.ccr.gov/

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3. Acquire an Authorized Organization Representative (AOR) and a Grants.gov username and password. Complete the AOR profile on Grants.gov and create a username and password. The applicant organization’s DUNS number must be used to complete this step. For more information about the registration process, go to www.grants.gov/applicants/get_registered.jsp.

4. Acquire confirmation for the AOR from the E-Business Point of Contact (E-Biz POC).

The E-Biz POC at the applicant organization must log into Grants.gov to confirm the applicant organization’s AOR. Note that there can be more than one AOR for the organization.

5. Search for the funding opportunity on Grants.gov. Use the following identifying information when searching for the funding opportunity on Grants.gov. The Catalog of Federal Domestic Assistance number for this solicitation is 16.726, titled “Juvenile Mentoring Program,” and the funding opportunity number is OJJDP-2012-3204.

6. Complete the Disclosure of Lobbying Activities. All applicants must complete this information. An applicant that expends any funds for lobbying activities must provide the detailed information requested on the form, Disclosure of Lobbying Activities, (SF-LLL). An applicant that does not expend any funds for lobbying activities should enter “N/A” in the required highlighted fields.

7. Submit an application consistent with this solicitation by following the directions in Grants.gov. Within 24–48 hours after submitting the electronic application, the applicant should receive an e-mail validation message from Grants.gov. The validation message will state whether the application has been received and validated, or rejected, with an explanation. Important: Applicants are urged to submit applications at least 72 hours prior to the due date of the application to allow time to receive the validation message and to correct any problems that may have caused a rejection notification.

Note: Grants.gov will forward the application to OJP’s Grants Management System (GMS). GMS does not accept executable file types as application attachments. These disallowed file types include, but are not limited to, the following extensions: “.com,” “.bat,” “.exe,” “.vbs,” “.cfg,” “.dat,” “.db,” “.dbf,” “.dll,” “.ini,” “.log,” “.ora,” “.sys,” and “.zip.”

Note: Duplicate Applications. If an applicant submits multiple versions of an application, OJJDP will review the most recent version submitted.

Experiencing Unforeseen Grants.gov Technical Issues

If an applicant experiences unforeseen Grants.gov technical issues beyond the applicant’s control that prevent submission of its application by the deadline, the applicant must email the Justice Information Center (see Page 1 for contact information) within 24 hours after the application deadline and request approval to submit its application. The applicant must include in the e-mail: a description of the technical difficulties, a timeline of submission efforts, the complete grant application, the applicant DUNS number, and Grants.gov Help Desk tracking number(s) the applicant has received. Note: Requests are not automatically approved by OJJDP. After the program office reviews all of the information submitted, and contacts the Grants.gov Help Desk to validate the technical issues reported, OJP will contact the applicant to either approve or deny the request to submit a late application. If the technical issues reported cannot be validated, the application will be rejected as untimely.

http://www.grants.gov/applicants/get_registered.jsp

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To ensure a fair competition for limited discretionary funds, the following conditions are not valid reasons to permit late submissions: (1) failure to begin the registration process in sufficient time,

(2) failure to follow Grants.gov instructions on how to register and apply as posted on its Web site, (3) failure to follow all of the instructions in the OJP solicitation, and (4) technical issues experienced with the applicant’s computer or information technology environment, including firewalls.

Notifications regarding known technical problems with Grants.gov, if any, are posted at the top of the OJP funding Web page at www.ojp.usdoj.gov/funding/solicitations.htm.

What an Application Is Expected To Include

Applicants should anticipate that failure to submit an application that contains all of the specified elements may negatively affect the review of the application; and, should a decision be made to make an award, it may result in the inclusion of special conditions that preclude access to or use of award funds pending satisfaction of the conditions.

Moreover, applicants should anticipate that applications that are unresponsive to the scope of the solicitation or that do not include application elements that OJJDP designates to be critical, will neither proceed to peer review nor receive further consideration. Under this solicitation, OJJDP has designated the following application elements as critical: Program Narrative, and a Budget Detail Worksheet or a Budget Narrative.

OJP strongly recommends use of appropriately descriptive file names (e.g., “Program Narrative,” “Budget Detail Worksheet and Budget Narrative,” “Timelines,” “Memoranda of Understanding,” “Resumes”) for all attachments. OJP recommends that resumes be included in a single file.

1. Information to Complete the Application for Federal Assistance (SF-424)

The SF-424 is a standard form used as a cover sheet for submission of pre-applications, applications, and related information. Grants.gov and GMS take information from the applicant’s profile to populate the fields on this form. When selecting "type of applicant," if the applicant is a for-profit entity, select "For-Profit Organization" or "Small Business" (as applicable). Instructions on completing the SF 424 are available at www.grants.gov/assets/SF424Instructions.pdf.

2. Program Narrative

Applicants must submit a program narrative that presents a detailed description of the purpose, goals, objectives, strategies, design, and management of the proposed research or evaluation. The program narrative should be double-spaced with 1-inch margins, not exceeding 30 pages of 8½ by 11 inches, and use a standard 12-point font, preferably Times New Roman. Pages should be numbered “1 of 30,” etc. The project abstract, tables, charts, pictures, etc., including all captions, legends, keys, subtext, etc., may be single spaced and will count in the 30-page limit. Material required under the “Budget and Budget Narrative” and “Additional Attachments” sections will not count toward the program narrative page count. Applicants may provide bibliographical references as a separate attachment that will not count toward the 30-page program narrative limit. If the program narrative fails to comply http://www.ojp.usdoj.gov/funding/solicitations.htm http://www.grants.gov/assets/SF424Instructions.pdf

OMB No. 1121-0329 OJJDP FY 2012 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2012-3204 with these length-related restrictions, noncompliance may be considered in peer review and in final award decisions.

The program narrative should address the following selection criteria: (1) project abstract;

(2) statement of the problem; (3) goals, objectives, and performance measures; (4) program design and implementation; and (5) capabilities/competencies. The applicant should clearly delineate the connections between and among each of these sections. For example, the applicant should derive the goals and objectives directly from the problems to be addressed.

Similarly, the project design section should clearly explain how the program’s structure and activities will accomplish the goals and objectives identified in the previous section.

The following sections should be included as part of the program narrative.

a. Project Abstract. Applicants should include a project abstract as the first page of the program narrative, and it is included in the page limitation specified above. The abstract should not exceed 200 words and briefly describe the project’s purpose as well as summarize the proposed research or evaluation activities that will achieve the project’s goals and objectives. These goals and objectives should focus on short-term and intermediate outcomes (see Goals, Objectives, and Performance Measures, below). The abstract should describe how the applicant will measure progress toward these goals.

b. Statement of the Problem. Applicants should fully describe a current gap or need for research in the field of mentoring that the proposed project will address. Applicants should describe how addressing this need or gap will advance evidence-based and effective mentoring practices.

Applicants should describe any research or evaluation studies that relate to the problem and contribute to the applicant’s understanding of its causes and potential solutions.

While OJJDP expects applicants to review the research literature for relevant studies, they should also explore whether unpublished local sources of research or evaluation data are available.

c. Goals, Objectives, and Performance Measures. Applicants should describe the goals of the proposed research or evaluation and identify its objectives. When formulating the goals and objectives, applicants should be cognizant of the performance measures that OJJDP will require successful applicants to provide.

Goals. Applicants should describe the overall goal of the proposed research or evaluation.

Program Objectives. Applicants should explain how the research or evaluation will accomplish its goals. Objectives are specific, quantifiable statements of the project’s desired results. They should be clearly linked to the problem identified in the preceding section and measurable. (Examples of measurable objectives include the following: to complete developmental outcome surveys of 75 youth who participate in the evaluation;

to maintain a 90-percent participant retention rate over the course of the evaluation.)

Performance Measures. OJJDP requires award recipients to report data in support of mandated performance measures for this solicitation (see Performance Measures, page 8.) OJJDP does not require applicants to submit performance measures data with their applications. For the application, applicants should indicate an understanding of these

OMB No. 1121-0329 OJJDP FY 2012 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2012-3204 requirements and discuss how they will gather the required data, should they receive funding.

OJJDP encourages award recipients to use information from existing program records to fulfill performance measures reporting requirements rather than initiating new data collection activities for this purpose.

d. Project Design and Implementation. Applicants should detail how the project will operate throughout the funding period and describe the strategies that they will use to achieve the goals and objectives identified in the previous section. Applicants should describe how they will complete the deliverables stated in the Goals, Objectives, and Deliverables section on page 3.

OJJDP will assess how well applicants incorporate the following into their program design:

a clear, central research question and how answering that question will help the field design and deliver evidence-based mentoring programs and practices for youth at risk of involvement or already involved in the juvenile justice system.

a detailed explanation of the research design, including why it is a scientifically valid approach and the most rigorous method that is feasible.

a detailed explanation of the data, including:

o the collection procedures, if proposing primary research/data collection.

o the preexisting data source, if proposing secondary analysis.

a detailed explanation of the anticipated statistical and data analyses.

a detailed explanation of the anticipated limitations and barriers in the approach and project.

This section should also include details regarding any leveraged resources (cash or in-kind) from local sources to support the project and discuss plans for sustainability beyond the grant period.

Applicants should identify any other federal, state, or private foundation grants that serve the same local area and target population.

Logic Model. Applicants should include a logic model that graphically illustrates how the performance measures are related to the project’s problems, goals, objectives, and design. Sample logic models are available at www.ojjdp.gov/grantees/pm/logic_models.html. Applicants should submit the logic model as a separate attachment, as stipulated in Additional Attachments, page 16.

Timeline. Applicants should submit a realistic timeline or milestone chart that indicates major tasks associated with the goals and objectives of the project, assigns responsibility for each, and plots completion of each task by month or quarter for the http://www.ojjdp.gov/grantees/pm/logic_models.html

OMB No. 1121-0329 OJJDP FY 2012 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2012-3204 duration of the award, using “Year 1,” “Month 1,” “Quarter 1,” etc., not calendar dates (see “Sample Project Timelines” at ojjdp.gov/grantees/timelines.html).

Applicants should submit the timeline as a separate attachment, as stipulated in Additional Attachments, page 16. On receipt of an award, the award recipient may revise the timeline, based on training and technical assistance that OJJDP will provide.

e. Capabilities and Competencies. Applicants should describe the roles and responsibilities of project staff and explain the program’s organizational structure and operations. Management and staffing patterns should be clearly connected to the project design described in the previous section. This section should describe the experience and capability of the applicant’s organization and any contractors that the applicant will use to implement and manage this effort and its associated federal funding, highlighting any previous experience implementing projects of similar design or magnitude. This section must include resumes/curriculum vitae of the principle investigator and co-principle investigator, as applicable.

Letters of Support/Memoranda of Understanding. If submitting a joint application, as described under Eligibility, page 3, applicants should provide signed and dated letters of support or memoranda of understanding for all key partners that include the following:

expression of support for the program and a statement of willingness to participate and collaborate with it description of the partner’s current role and responsibilities in the planning process and expected responsibilities when the program is operational estimate of the percent of time that the partner will devote to the planning and operation of the project.

3. Budget Detail Worksheet and Budget Narrative

Applicants should provide a budget that (1) is complete, allowable, and cost-effective in relation to the proposed activities; (2) shows the cost calculations demonstrating how they arrived at the total amount requested; and (3) provides a brief supporting narrative to link costs with project activities. The budget should cover the entire award period.

The budget should include the necessary expenses for travel and lodging for a 2.5 day national training event held in Washington DC.

For questions pertaining to budget and examples of allowable and unallowable costs, see the OJP Financial Guide at www.ojp.usdoj.gov/financialguide/index.htm.

a. Budget Detail Worksheet. A sample Budget Detail Worksheet can be found at www.ojp.gov/funding/forms/budget_detail.pdf. Applicants who submit the budget in a different format should include the budget categories listed in the sample budget worksheet. The budget detail worksheet should be mathematically sound.

b. Budget Narrative. The Budget Narrative should thoroughly and clearly describe every category of expense listed in the Budget Detail Worksheet. Proposed budgets are expected to be complete; reasonable and allowable; cost-effective; and necessary for http://ojjdp.gov/grantees/timelines.html http://ojjdp.gov/grantees/timelines.html http://www.ojp.usdoj.gov/financialguide/index.htm http://www.ojp.gov/funding/forms/budget_detail.pdf

OMB No. 1121-0329 OJJDP FY 2012 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2012-3204 project activities. The narrative should be mathematically sound and correspond with the information and figures the applicant provides in the Budget Detail Worksheet. The narrative should explain how the applicant estimated and calculated all costs and how they are relevant to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be in a spreadsheet format. As with the Budget Detail Worksheet, the Budget Narrative should be broken down by year.

4. Indirect Cost Rate Agreement (if applicable)

Indirect costs are allowed only if the applicant has a federally approved indirect cost rate.

(This requirement does not apply to units of local government.) A copy of the rate approval should be attached. If the applicant does not have an approved rate, one can be requested by contacting the applicant’s cognizant federal agency, which will review all documentation and approve a rate for the applicant organization or, if the applicant’s accounting system permits, costs may be allocated in the direct cost categories. If DOJ is the cognizant federal agency, obtain information needed to submit an indirect cost rate proposal at www.ojp.usdoj.gov/funding/pdfs/indirect_costs.pdf.

5. Tribal Authorizing Resolution (if applicable)

If an application is being submitted by either (1) a tribe or tribal organization or (2) a third party proposing to provide direct services or assistance to residents on tribal lands, then a current authorizing resolution of the governing body of the tribal entity or other enactment of the tribal council or comparable governing body authorizing the inclusion of the tribe or tribal organization and its membership should be included with the application. In those instances when an organization or consortium of tribes proposes to apply for a grant on behalf of a tribe or multiple specific tribes, then the application should include a resolution (or comparable legal documentation, as may be applicable) from all tribes that will be included as a part of the services/assistance provided under the grant. A consortium of tribes for which existing consortium bylaws allow action without support from all tribes in the consortium (i.e., without authorizing resolution or other enactment of each tribal governing body) may submit a copy of its consortium bylaws with the application in lieu of tribal resolutions (or comparable legal documentation).

If an applicant is unable to obtain and submit with its application a fully executed (i.e., signed) copy of a tribal resolution or other, comparable legal documentation as may be consistent with the tribe’s governance structure, then, at minimum, the applicant should submit an unsigned, draft version of such legal documentation as part of its application (except in cases where, with respect to a tribal consortium applicant, consortium bylaws allow action without the support of all consortium member tribes). If selected for funding, use of and access to funds will be contingent on receipt of the fully executed tribal resolution or other, comparable legal documentation.

6. Additional Attachments

Applicants should submit the following information, as stipulated in the cited pages, as attachments to their application. While the materials listed below are not assigned specific point values, peer reviewers will, as appropriate, consider these items when rating applications. These additional attachments will not be included in the program narrative page limit. For example, reviewers will consider résumés and/or letters of support/ memoranda of understanding when assessing “Capabilities/Competencies.” Peer reviewers http://www.ojp.usdoj.gov/funding/pdfs/indirect_costs.pdf

OMB No. 1121-0329 OJJDP FY 2012 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2012-3204 will not consider any additional information that the applicant submits other than that specified below.

logic model (see Logic Model, page 14) timeline or milestone chart (see Timeline, page 15) résumés of all key personnel job descriptions outlining roles…