ojjdp fy 2013 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 seeking applications for OJJDP FY 2013 Mentoring Best Practices Research. This program furthers the Department’s mission by advancing the research evidence regarding effective mentoring programs and practices.

OJJDP FY 2013 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. Applicants must adhere to all eligibility and funding requirements (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 22.) All applications are due by 11:59 p.m. eastern time on February 19, 2013. (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. 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-2013-3415

Release Date: December 21, 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 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415

Contents Overview

Deadlines: Registration and Application

Eligibility

Program-Specific Information

Performance Measures

Human Subjects and Confidentiality Requirements

Notice of Post-Award FFATA Reporting Requirement

What an Application Is Expected To Include

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

2. Abstract

3. Program Narrative

4. Budget Detail Worksheet and Budget Narrative

5. Indirect Cost Rate Agreement (if applicable)

6. Tribal Authorizing Resolution (if applicable)

7. Additional Attachments

8. Other Standard Forms

Selection Criteria

Review Process

Additional Requirements

How to Apply

Provide Feedback to OJP on This Solicitation

Appendix: Application Checklist

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415

OJJDP FY 2013 Mentoring Best Practices Research

(CFDA #16.726)

Overview

This program seeks to enhance what is understood about mentoring as a prevention and intervention 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 characteristics and 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 will 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 and enhance the implementation of evidence-based best practices for juvenile mentoring. This program will be authorized by an Act appropriating FY 2013 funds for the Department of Justice.

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 February 19, 2013. See How To Apply on page 22.

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. The primary applicant for this solicitation must be the organization conducting and leading the mentoring evaluation or research. While the lead evaluator/primary applicant may partner with additional research and program sites through subrecipient relationships, the primary applicant must clearly be the entity with primary responsibility for conducting the research or evaluation.

Program-Specific Information

Purpose

The program supports research that will further the understanding of evidence-based and effective practices in mentoring programs that serve at-risk youth.

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415

Research indicates that the length, frequency, and quality of the mentoring relationship are important components of program success. Additionally, studies and evaluations of mentoring practices indicate that mentoring programs that address both individual and environmental characteristics tend to be the most effective.1 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 the incidence of juvenile delinquency and offending.

Applicants should 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 domains.2 Applicants should fully address how the behaviors, characteristics, factors, etc., identified for at-risk youth relate to involvement in the juvenile justice system.

Application Categories: This solicitation has two categories. Applicants should clearly indicate under which category they are applying and should not submit the same application under both categories. The categories have different limits on award amounts (see Amount and Length of Awards on page 7).

Category 1: Secondary Data Analysis and Long-Term Followup. Under this category, OJJDP will support studies proposing secondary data-analysis of existing mentoring data or additional data collection to examine long-term outcomes of mentoring.

In supporting secondary data analysis of mentoring data, OJJDP seeks to encourage further examination of existing data to address questions that may not have been fully answered in a study’s original analyses.

Additionally, some studies on mentoring have been criticized for their short-term followup of program participants. Consequently, OJJDP is interested in augmenting or extending the followup period on mentoring participants in currently funded or previous mentoring research. A longer followup period for mentoring participants is expected to enhance a study’s analysis of the cost effectiveness of a mentoring strategy and allow for the examination of outcomes into adulthood, including system involvement or incarceration.

Category 2: New Mentoring Research and Evaluations. Under this category, OJJDP will support applicants to conduct research studies and evaluations of mentoring programs and

1 Dubois, D.L., Holloway, B.E., Valentine, J.C., and Cooper, H. 2002. “Effectiveness of Mentoring Programs for Youth: A Meta-Analytic Review.” American Journal of Community Psychology 30(2)157-197.

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

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

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415 practices. This may include evaluating existing OJJDP mentoring programs. Recent OJJDP mentoring awards can be found at: www.ojjdp.gov/funding/funding.html#2 .

Examples of Research Questions. Below are research questions OJJDP has identified as research gaps and interest areas in the field of mentoring. 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)3 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 meets, and the quality of their relationship have been linked to successful mentoring outcomes. Additional research could further highlight influences on sustainable matches or those that end prematurely. 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.

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 followup approach.

Does the proportion of male and female mentees influence differences in mentoring program effects? If so, how?

Dubois et al. (2011)4 found that programs that served a greater proportion of male than female mentees had stronger program effects. Additional research could highlight the extent to which individual, environmental, and/or program characteristics contribute to those observed differences.

3 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.

4 Ibid.

http://www.ojjdp.gov/funding/funding.html#2

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415

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 multicomponent 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 approach. While many of these multicomponent models have demonstrated positive impacts on youth, more research could disaggregate and illustrate the impact of mentoring within the multicomponent approach.

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.

http://www.ojjdp.gov/enews/enews.html

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415

• 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 places a strong emphasis on the use of data and evidence in policy making and program development in criminal justice. OJP is committed to:

• improving the quantity and quality of evidence OJP generates;

• integrating evidence into program, practice, and policy decisions within OJP and the field;

and

• improving the translation of evidence into practice.

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 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

Category 1: Secondary Data Analysis and Long-Term Followup. Competition ID: OJJDP- 2013-3416. Under this category, OJJDP expects to make as many as 5 awards of as much as $300,000 for a project period of 1 to 5 years. The amount proposed should cover the entire award period. OJJDP will not make supplemental awards in subsequent years.

Category 2: New Mentoring Research and Evaluations. Competition ID: OJJDP-2013- 3417. Under this category, OJJDP expects to make as many as 5 awards of as much as $500,000 for a project period of 1 to 5 years. The amount proposed should cover the entire award period. OJJDP will not make supplemental awards in subsequent years.

Note: Because this is a research and evaluation program, applicants cannot use more than 10 percent of the funds to support direct service mentoring activities. These activities should also http://www.ojjdp.gov/mpg/

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415 clearly connect to the proposed evaluation or research. 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, 2013.

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. OJP encourages applicants to review the OJP guidance on conference approval, planning, and reporting that is available on the OJP Web site at www.ojp.gov/funding/confcost.htm. This guidance sets out the current OJP policy, which requires all funding recipients who propose to hold or sponsor conferences (including, meetings, trainings, and other similar events) to minimize costs, requires OJP review and prior written approval of most conference costs for cooperative agreement recipients (and certain costs for grant recipients), and generally prohibits the use of OJP funding to provide food and beverages at conferences. The guidance also sets upper limits on many conference costs, including facility space, audio/visual services, logistical planning services, programmatic planning services, and food and beverages (in the rare cases where food and beverage costs are permitted at all).

Prior review and approval of conference costs can take time (see the guidance for specific deadlines), and applicants should take this into account when submitting proposals. Applicants also should understand that conference cost limits may change and that they should check the guidance for updates before incurring such costs.

Note on food and beverages. OJP may make exceptions to the general prohibition on using OJP funding for food and beverages, but will do so only in rare cases where food and beverages are not otherwise available (e.g., in extremely remote areas); the size of the event http://www.opm.gov/oca/12tables/indexSES.asp http://www.ojp.gov/funding/confcost.htm

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415 and capacity of nearby food and beverage vendors would make it impractical to not provide food and beverages; or a special presentation at a conference requires a plenary address where conference participants have no other time to obtain food and beverages. Any such exception requires OJP’s prior written approval. The restriction on food and beverages 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 affect direct payment of per diem amounts to individuals in a travel status under your organization’s travel policy.

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 for individuals with limited English proficiency may be allowable. 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 at www.ojp.usdoj.gov/funding/other_requirements.htm.

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

Performance Measures

To assist the Department with fulfilling its responsibilities under the Government Performance and Results Act of 1993 (GPRA), 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. OJP will require any award recipient, post award, to provide the data requested in the “Data Grantee Provides” column so that OJP can calculate values for the “Performance Measures” column. OJJDP will require award recipients to submit quarterly performance metrics of relevant data through the Data Reporting Tool (DCTAT) located www.ojjdp-dctat.org/. 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 developed during the 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 http://www.ojp.usdoj.gov/funding/other_requirements.htm http://www.ojjdp-dctat.org/ http://www.ojjdp-dctat.org/

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415 will differ depending upon the specific project requirements.

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

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

OJP does not require applicants to submit performance measures data with their applications.

Instead, applicants should discuss in their application their proposed methods for collecting data for performance measures. Refer to the section “What an Application Should Include” on page 11 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.

Part 46 requires that an Institutional Review Board, in accordance with the regulations, review and approve most research involving human subjects that any federal department or agency conducts or supports before an award recipient may expend federal funds 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.

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

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415 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 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 sub recipients. 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 sub recipient (other than an individual) unless the potential sub recipient acquires and provides a Data Universal Numbering System (DUNS) number.

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 some application elements are so critical that applications that do not respond to the scope of the solicitation, that do not meet the eligibility requirements, that do not request funding within the funding limit, or that do not include the application elements that OJJDP has designated 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, Budget Detail Worksheet or 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 https://www.fsrs.gov/

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415 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. Abstract

Applications should include a high-quality “Project Abstract” that summarizes the proposed project in 400 words or less. Project abstracts should be:

• written for a general public audience.

• submitted as a separate attachment with <Project Abstract> as part of its file name.

• single-spaced, using a standard 12-point font (Times New Roman) with 1-inch margins.

As a separate attachment, the project abstract will not count against the page limit for the program narrative.

The abstract should include a brief describe the project’s purpose, the population to be served, and the activities that the applicant will implement to achieve the project’s goals and objectives. The abstract should describe how the applicant will measure progress toward these goals.

Permission to Share Project Abstract with the Public. It is unlikely that OJJDP will be able to fund all promising applications submitted under this solicitation, but it may have the opportunity to share information with the public regarding promising but unfunded applications, for example, through a listing on a Web page available to the public. The intent of this public posting would be to allow other possible funders to become aware of such proposals.

In the project abstract, applicants are asked to indicate whether they give OJP permission to share their project abstract (including contact information) with the public. Granting (or failing to grant) this permission will not affect OJP’s funding decisions, and, if the application is not funded, granting permission will not guarantee that abstract information will be shared, nor will it guarantee funding from any other source.

Note: OJP may choose not to list a project that otherwise would have been included in a listing of promising but unfunded applications, should the abstract fail to meet the format and content requirements noted above and outlined in the project abstract template.

3. 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 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 with these http://www.grants.gov/assets/SF424Instructions.pdf

OMB No. 1121-0329 OJJDP FY 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415 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) statement of the problem; (2) goals, objectives, and performance measures; (3) program design and implementation; and (4) 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. 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.

b. 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 9.) OJJDP does not require applicants to submit performance measures data with their applications. For the application, applicants should indicate an understanding of these 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.

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c. 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 6.

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. This design should clearly articulate whether the program and/or programmatic characteristic being tested already exists or will be developed for this initiative. (If proposing Secondary Data Analysis or Long-Term Followup under Category 1, fully describe the previous study, its design, and any findings.)

• a detailed explanation of the data, including:

o the preexisting data source and/or previous study (Category 1: Secondary Data

Analysis and Long-Term Followup).

o the sampling plan, data collection procedures, and tools, if proposing primary research/data collection. (Category 2: New Mentoring Research and Evaluations).

• a detailed explanation of the outcomes to be measured.

• 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.

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 17.

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 2013 Mentoring Best Practices Research Approval Expires 02/28/2013 OJJDP-2013-3415 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 17. On receipt of an award, the award recipient may revise the timeline, based on training and technical assistance that OJJDP will provide.

Capabilities and Competencies. This section should describe the experience and capability of the applicant organization and any contractors or subgrantees 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. Applicants should highlight their experience/capability/capacity to manage subawards, including details on their system for fiscal accountability. Management and staffing patterns should be clearly connected to the project design described in the previous section. Applicants should describe the roles and responsibilities of project staff and explain the program’s organizational structure and operations. Applicants should include a copy of the organizational chart showing how the organization operates, including who manages the finances and how they will manage subawards, if there are any. In addition, the applicant should also include an organizational chart detailing the management of the project proposed for funding.

Applicants should attach, as a separate attachment, the 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.

4. 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.

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 that submit their budget in a different format should include the budget categories listed in the sample budget worksheet.

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

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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.

b. Budget Narrative. The Budget Narrative should thoroughly and clearly describe every category of expense listed in the Budget Detail Worksheet. OJP expects proposed budgets to be complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities).

Applicants should demonstrate in their budget narratives how they will maximize cost effectiveness of grant expenditures. Budget narratives should generally describe cost effectiveness in relation to potential alternatives and the goals of the project. For example, a budget narrative should detail why planned in-person meetings are necessary or how the applicant could use technology and collaboration with outside organizations to reduce costs without compromising quality.

The narrative should be mathematically sound and correspond with the information and figures provided 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.

5. 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.

6. Tribal Authorizing Resolution (if applicable)

Tribes, tribal organizations, or third parties proposing to provide direct services or assistance to residents on tribal lands should include in their applications a resolution, letter, affidavit, or other documentation, as appropriate, that certifies that the applicant has the legal authority from the tribe(s) to implement the proposed project on tribal lands. In those instances when an organization or consortium of tribes applies for a grant on behalf of a tribe or multiple specific tribes, then the application should include appropriate legal documentation, as described above, from all tribes that would receive services/assistance 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 an authorizing resolution or comparable legal documentation from each tribal governing body) may submit, instead, a copy of its consortium bylaws with the application.

Applicants that are unable to submit with the application a fully-executed (i.e., signed) copy of appropriate legal documentation, as described above, consistent with the applicable tribe’s governance structure, should, at minimum, submit an unsigned, draft version of such http://www.ojp.usdoj.gov/funding/pdfs/indirect_costs.pdf

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SAMPLE

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, OJJDP will make use of and access to funds contingent on receipt of the fully executed legal documentation.

7. 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. For example, reviewers will consider résumés and/or Letters of Support/Memoranda of Understanding when assessing “Capabilities/Competencies.” Peer reviewers will not consider any additional information that the applicant submits other than that specified below.

a. Applicant disclosure of pending applications. Applicants are to disclose whether they have pending applications for federally funded assistance that include requests for funding to support the same project being proposed under this solicitation and will cover the identical cost items outlined in the budget narrative and worksheet in the application under this solicitation. The disclosure should include both direct applications for federal funding (e.g., applications to federal agencies) and indirect applications for such funding (e.g., applications to State agencies that will be subawarding federal funds).

OJP seeks this information to help avoid any inappropriate duplication of funding.

Leveraging multiple funding sources in a complementary manner to implement comprehensive programs or projects is encouraged and is not seen as inappropriate duplication.

Applicants that have pending applications as…