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Grants, Program Management and Funding

Request for Applications (RFA)
FY 2018

(July 1, 2017 to June 30, 2018)


Questions and Responses

 
Date Question Answer
March 15, 2017 Under the General Overview and Instructions for Completion of FY 2018 Budget Forms, Budget Form 3 – Supplies and Materials, Page 3 of 6 it states…”A pre-printed description of expense items for supplies and materials is provided”. I have looked on the website and googled but cannot find this list. Would you please send me a copy of the list? The posted Budget forms contain all required information for completion. There is not a separate list of supplies and materials. Supplies and materials may be budgeted for Instruction and Administrative purposes, but there should be detailed explanations (e.g. use, location, etc.)
March 15, 2017 Are administrative funds available from both the IELCE and ELA RFA's? They both have columns in the budget forms for these funds, but the 5% exception form seems to apply only to the section 231 ELA grant? Can you please clarify this for us? It was our understanding from the technical assistance session that we could not request Section 231 funds for administration costs, but could do so for Section 243. Section 243 does not contain an administrative cost limit. Because there is no administrative cost limit, a grantee may request to use a reasonable and necessary amount of the funds under section 243 for administrative costs related to the administration of the section 243 program. The OAE will review each request on a case by case basis. Administrative funds under section 231 may be requested subject to the 5% cap. If the request is more than 5%, then the Administrative Cost Form must be completed and submitted.
March 15, 2017 The PD budget worksheet only includes professional development opportunities provided by TCSG. Can we budget for additional professional development opportunities such as COABE, etc.? Yes, an applicant may include additional (local, national) PD in the budget request.
March 10, 2017 Will all costs for TABE online continue to be absorbed by the state for next year (for local programs)? Yes. The state will fund TABE online for the next year.
March 8, 2017 Will we be penalized if we don’t use the updated grant application seeing that there were only minor changes? The applicant will not be penalized if using either the first edition application for the General Adult Education Grant or the Integrated English Literacy and Civics Education Grant. Although, if possible, it would be preferable to use the latest version of either application.
March 8, 2017 We are C.C.B School of Atlanta and wanted to know the qualification for RFA grant! It does not seem to be addressed on the website. The list of eligible providers, requirements, and other pertinent information may be found in the document Instructions and General Information for all Grants. This document is found on the website just below the Grant Competition Timeline.
March 8, 2017 If applying for Federal 243 funds for IELCE, (b) says, "place such adults in, unsubsidized employment in in-demand industries..." If my organization is awarded,does that mean we are responsible for placing them in jobs? IELCE grantees are expected to provide English language and citizenship education that is integrated contextually and concurrently with job training... for industry-specific fields identified by the local workforce board. The integrated training piece... and ideally subsequent job placement... is a target outcome of the grantee's collaboration with other providers in the system.
March 6, 2017 I have a question regarding MOU's with Local Workforce Development Boards/Area. Do we (particularly as a CBO) need to create and sign a MOU with LWDA's for the RFA or is that something that takes place after awards are made? Applicants should not enter into a formal MOU with local workforce boards. When awarded, each grantee must enter into a formal MOU with the local workforce board(s) in the service delivery area. Guidance regarding the MOU process will be included in the award letters to named grantees. MOUs must be signed and finalized by July 1, 2017.
March 6, 2017 On the RFA General Adult Education Grant Application when answering consideration questions at the end of the block we are getting a + sign. When you print a hard copy to read you can't see the end of your answer. If you are reading it on the computer screen you can. Please advise. The grant application is formatted to capture and preserve your answer in its entirety within the word/character limit stated. The +sign at the end of the text box means that there is additional text that does not fit within the constraints of the form box. In order to see your full response, we suggest that you type your response in Microsoft Word first, then cut/paste it into the grant application. Please also note: Grants will be reviewed online, so the full response will be accessible.
March 2, 2017 Can we submit Consideration 5 (personnel schedule) based on position and not a specific person? Do we have to include staff names? If the position is currently filled we want the “name.” If persons are known to be retiring or leaving, TBD1, TBD2, etc. can be provided.
March 2, 2017 When I click on the RFA website link “Link to Workforce Development Plans”, it doesn’t work. The corrected link will be posted as of March 3, 2017.
March 2, 2017 I would like to verify that the Target Population for the RFA question #5 is the number of persons 18+ with less than a high school diploma, even though our target audience is English language learners. Yes. You should use the Census of Need information provided to populate this response.
March 2, 2017 Where can I find information about expected costs per student, per region? We did not provide a regional cost per student in this application. Instead, please note that the cost per student in applications may not exceed $675 per student.
March 2, 2017 What are the font size and style requirements? The forms are preset to Garamond 10pt which we prefer and, for consistency, we request all supplemental PDF materials be Garamond 10pt as well but it is not mandatory.
March 1, 2017 Am I correct in assuming that if we apply for state funds to cover administrative costs that our students will have to undergo the verification of eligibility? Yes, if your organization receives state funding, students will have to undergo verification of eligibility.
February 28, 2017 To clarify the question submitted on Feb 13 about the personnel profile sheet, should that answer be: “No, the PA and Administrative Assistant should be placed on the Administrative spreadsheet of the personnel profile.” As originally published, the Personnel Profile form is incorrect in that it indicated to code the PA and Administrative Assistant as instructional support. Instead the PA and Admin Assistants should be coded under Administrative. The Personnel Profile form will be corrected and published on the web site by Thursday March 2, 2017. (The response to the FAQ posted on Feb. 13th has been edited.)
February 28, 2017 For those of us applying for ABE and IELCE funds how should #6 on the Applicant Abstract be completed when both ask for Professional Development and State request amounts? It is/was my understanding that the Professional Development allocation was set by TCSG and anything additional must be requested via budget amendment? Applicants should complete each grant application as a standalone entity, independent of dollar amounts requested in another grant application. Each application should include dollar amounts (e.g. professional development and state dollars) sufficient to operate the program independently. Each grant application will be reviewed separately for merit. Should an organization be awarded both grants, the Office of Adult Education will review the requested budget totals to reconcile the appropriate amounts categorically (i.e. professional development monies, state monies) that will be awarded.
February 28, 2017 Since state funds do not limit administrative costs, it has been stated to include the salary of the PA and admin assistant in state funds. This may push administrative costs as high as 25 percent. Is the Administrative Cost-Special Rule Justification Form Negotiation Request required for state funds in this case? I thought it was stated you didn't do this form for state funds (only 231 and 225). However, state fund is an option on the form. You are not required to submit the administrative cost negotiation form for state funds.
February 28, 2017 Should programs targeting judicial-based referrals (re-entry, parent accountability court) use the corrections 225 budget? If the program is serving an ex-offender within an institutionalized setting (e.g. a transition facility), the service would be funded from Federal Section 225. If the program is serving an ex-offender within the program’s facilities, the service would be funded from Federal Section 231 or State dollars.
February 28, 2017 On #5 of the Application Abstract, we are to enter "Census of Need" and we are referred to support documents. If we are requesting funding to serve specific zip codes with a single county, versus the entire county, may we just use the statistics from the American Community Survey by zip code, or do you want the census of need for the entire county? It is possible to use American Fact Finder to search by zip code.

Please note that the currently posted data set for population is the 2010 Census and other data, like educational attainment, are the 2015 set of the 2011-2015 5-year estimates. Neither one of these data sets will agree with our published set of data, the 2014 version of the 2010-2014 5-year estimates.

You can either change the source of the data to align with our official data set or acknowledge in the narrative the source of the zip code data.
February 28, 2017 The Applicant Abstract pages for ABE and ESL Items 6-10 are not consistent and will result in per student costs significantly above or significant below the allowable $675. How should items 6-10 be completed? Applicants should complete each grant application as a standalone entity, independent of the other grant application. Each application should include requested dollar amounts, projected number of students, and estimated cost per student specific to the services that will be funded with the monies requested for that grant.
February 28, 2017 On RFA General Adult Education Grant Application Page 4, question 9, Enter the Projected Number of Proposed NRS Students. There is a $ sign where the number is to be typed. We have deleted it and it keeps popping back in. Please Advise. This error has been corrected and the application was reposted on 2/14/16 & noted on page 4 of the Instructions and General Information for All Grants. If you download the application again you will not encounter this problem.
February 28, 2017 My agency does not lobby. Should I complete and submit the Disclosure of Lobbying Form anyway? Yes, DO submit the Disclosure of Lobbying Form. In the signature space, type “N/A”
February 27, 2017 Can we use original signatures and initials and submit those as a PDF or must we use electronic signatures only? If the system does not allow you to submit an electronic signature, take the following steps to submit the requisite signatures:
  • Print each page that requires a signature, and sign in the appropriate space.
  • Scan and save the pages in PDF format to your computer.
  • Upload the scanned pages to the Dropbox portal.
February 21, 2017 I would like other persons within my institution to review and edit the grant application. I uploaded the document to my Google drive and shared with those persons. When I did that, they were unable to make edits to the document….the editing capability was removed and it became a regular pdf. Is there a way to share the grant document with others so that they can make real time edits to one centrally located, shared document? Google Drive is only a storage platform for your documents so each individual you are sharing the form with must download the document to their computer to edit. Therefore, there is no real time edit capability with the application form. Clicking on the down arrow key:

will allow people to download the form to their computer then they may edit.
February 20, 2017 Is Section 108 the same a reference Section 107(d)(11)in the Strategic Plan?

The RFA references alignment with section 108 in two places:
  1. In the RFA Consideration 1 - regional needs as identified in the local plan under section 108

  2. In the RFA Consideration 4 - The extent to which the eligible provider demonstrates alignment between proposed activities and services and the strategy and goals of the local plan under section 108
I have four regional local plans and I have been unable to locate (by find) section 108; but Section 107(d)(11) is the section that references Coordination with Adult Education:

Coordination with Adult Education – Provide a description of how the local board will coordinate workforce development activities carried out in the local area with the provision of adult education and literacy activities under title II in the local area, including a description of how the local board will carry out, consistent with subparagraphs (A) and (B)(i) of section 107(d)(11) and section 232 of the WIOA Law, the review of local applications submitted under title II.
The references to section 108 refers to the WIOA statute section 108, which provides requirements regarding Local Plans (including mandated components).
February 20, 2017 Is distance learning a required component of all adult education programs funded through TCSG Distance learning is strongly encouraged, but not required.
February 20, 2017 Can charts and graphs be entered into the response box for questions (for example Question 1.2 )of the RFA? If so, do you know how that will impact the character count/limit? It is advisable to attach charts and graphs separately. Save the documents according to the naming convention for other supplemental items for the application (e.g. according to the question # being answered). Upload the documents to Dropbox along with the application and other submission items.
February 20, 2017 Would funding for programs designed to recruit and serve ex-offenders be submitted under the corrections budget – Federal 225? If the program is serving an ex-offender within an institutionalized setting (e.g. a transition facility), the service would be funded from Federal Section 225. If the program is serving an ex-offender within the program’s facilities, the service would be funded from Federal Section 231.
February 20, 2017 Generally, non-citizens do not have access to federal or state financial aid. Is the availability of funds (for example to pay tuition) as part of IET available to non-citizens who are legal permanent residents? Does tuition meet the “limited training that will be approved on a case-by-case basis requirement” as stated in your February 6 response? When will guidance be available relative to what constitutes “limited training” and the approval process? Other WIOA core and required partners have the primary role of supporting individuals with training to enter/re-enter the workforce; that includes legal permanent residents. Also, note that legal permanent residents are eligible for federal financial aid immediately and are eligible for state financial aid after establish a 12 month residency. Through an amendment process, awarded grantees may request funds to cover training (including tuition) on a case-by-case basis, providing that the grantee can demonstrate that all WIOA partner resources have been exhausted.
February 20, 2017 Will the scoring rubric be available by March 9th? The scoring rubrics will be posted on or before Tuesday, February 21, 2017
February 13, 2017 I apologize in advance for the open-endedness of this question, but the LAA team is having trouble devising a budget for the IELCE grant of $675 per student that would 1) increase their English proficiency to the point of workforce readiness, 2) increase their knowledge of U.S. civics to enable them to pass the citizenship exam, and 3) provide job training that would lead to stable, full-time employment. Would you be able to provide any creative suggestions on how we can maintain measurable results while remaining within budget? No, we are not able to provide any suggestions. Funding under this grant is intended to supplement (not supplant) services that organizations are already providing. Also, grantees are required to partner with other local service providers to support individuals in achieving intended outcomes that lead to employment.
February 13, 2017 In the directions of the personnel profile sheet the Dean/PA and the Administrative Assistant are categorized FT Instructional Support instead of Administrative? Is it required that those positions are categorized in that manner? No, the PA and Administrative Assistant should be placed on the Administrative spreadsheet of the personnel profile. [THIS RESPONSE HAS BEEN EDITED AS OF FEB. 28, 2017.]
February 10, 2017 Is there a specific naming convention for the Budget Pages? Budget Forms for Adult Education General Grant naming conventions are:
  • FY2018_General_Application_231_Budget_Forms
  • FY2018_General_Application_225_Budget_Forms
  • FY2018_General_Application_223_Budget_Forms
  • FY2018_General_Application_State_Budget_Forms
Budget Forms for Integrated English Literacy and Civics Education Grant naming conventions are:
  • FY2018_IELCE_Application_243_Budget_Forms
  • FY2018_IELCE_Application_223_Budget_Forms
  • FY2018_IELCE_Application_State_Budget_Forms
February 9, 2017 Is there a possibility that there will be other workshops in February? If not, are there notes or a presentation that I can refer to for additional information? No, there will not be any additional grant writing workshops. You may find a technical assistance presentation on the grant website (http://literacy.coe.uga.edu/grants-progmngt-funding/rfa/index.html), under the header “Application Support Documents.” The presentation is titled “FY2018 Technical Assistance Grants Workshop.”
February 8, 2017 Given that the applications will be reviewed by outside readers, is it acceptable to spell out something the first time it appears in the application, follow with its acronym and then use only the acronym subsequently? Yes, you may spell out a term or name fully when it first appears in a response, and use an acronym for subsequent reference.
February 8, 2017 When will the information be made available about which regional plan each county(ies) fall under? 20 regions, but only 12 plans. Thank you! Utilize the “Map of Local Workforce Development Areas in Georgia” to determine your local workforce area. Then, utilize the “Map of Workforce Development Regions in Georgia” to determine what region your local area falls within. Finally, click the “Link to Workforce Development Plans” to access the Plan for your region.
February 8, 2017 There is a column on the Personnel/Schedule workbook asking about "Student Computers with Internet Available". What category should we select if the location has computers with internet; however, the internet is limited or it is not reliable? Do we select "yes", "no" or "undetermined"? “Undetermined” would be an appropriate response.
February 8, 2017 We have some questions concerning the personnel workbook. There is an "Hours Calculation Tool" to assist with calculating the contact hours for the Full and Part-Time instructors worksheet. Are we required to have one for each of our Full and Part-Time instructors listed on the individual tabs attached to the workbook? The models for Urban and Rural only have 40, 35, and 30 hours per week. Will the formulas be accurate to use for calculating part-time instructors who work 19 hours or less a week? No the “Hours Calculation Tool” does not have to be turned in for any teacher. It is merely a template provided to applicants to help with ease of establishing teacher contact hours goals. However, the “FT Instr” tab of the workbook does require that the applicant provide a “Total Projected Contact Hours” for each planned position. Again, the “Hours Calculation Tool” is provided to help with determining this.
February 8, 2017 Working on RFA Grant Application question according to Microsoft word I have typed 398 words, but Adobe software will not allow me to type anymore. Please advise on how to proceed. The “3,500 character maximum - approximately 500 word limit” note above the form boxes is based on the standard average word length of 7 characters per word, not actually 500 words. If you continue to type, all 3,500 characters will be captured even if the box looks full. It should scroll down as you type. If you still have problems, I suggest typing your responses in Word, selecting the “Review” tab, clicking on “Word Count” which will give you the number of characters you have typed. Please look at the “Characters (no spaces)” count. You may also do this for the form boxes that have lower character capacity.
February 6, 2017 Is subsidized work experience for the participants an allowable expense within the budget? And if so, under which category would that fall? No, subsidized work experience is not an allowable expense within the budget. The funds must be used for education (primarily) or limited training (approvable on a case by case basis) as a part of Integrated Education and Training (IET).
February 6, 2017 I understand that ABE performance measurement and goals are set by the state, but I can’t find key performance indicators for the remainder of the deliverables, such as number of individuals that obtain citizenship or what percentage of participants need to obtain employment. Do we need to adhere to specific goals or create ones that we believe are viable in relation to the WIOA’s 6 performance measures? Performance targets are not pre-established for those measures. An applicant should project the number/target it will achieve in those areas.
February 1, 2017 An announcement was made that a few of the forms will be updated Monday, January 30th and a grading rubric would be added to the TCSG website. We were advised to keep checking the website for any updates. The last updates we are seeing on any required forms for the grant January 20th. Do you know when the forms and rubric mentioned in the meeting will be updated on the TCSG website? On Wednesday, February 1st, the grant website will contain updated forms and documents. The rubric is not available to be posted, but will be forthcoming.
February 1, 2017 Can state or federal funds be used to staff a corrections class? You may use either federal or state funds for corrections education. There is a federal set aside specifically earmarked for corrections education, so you may consider utilizing federal monies before state for this purpose. However, either is an allowable option.
February 1, 2017 How do we determine how much money to put in the Integrated Training line on Budget Form 7? In this initial application, this line should be left blank or populated with 0. Use of funds for Integrated Training are on a case by case basis, and must be requested through a budget amendment that details the specific need.
January 31, 2017 We missed the Technical Assistance Training, is that a mandatory requirement in order to submit the grant application? The technical grant writing workshops were not mandatory. An organization may submit an application whether or not a representative attended a workshop.
January 31, 2017 If my organization does not participate in lobbying, do I need to submit the Disclosure of Lobbying form? Yes. Submit all assurance and certification forms, including the Disclosure of Lobbying form. If you do not lobby, indicate “n/a” in the signature field.
January 31, 2017 How do I know what changes have been made to grant application documents that have been reposted? Changes to all documents will be noted on page 4 of the Instructions and General Information for All Grants.
January 31, 2017 Will I receive a confirmation that the Office of Adult Education has received my grant materials through Dropbox? The Office of Adult Education will send an email to each applicant confirming receipt of application materials no later than March 20th.
January 31, 2017 Is there a Regional Plan for ARC members? Rockdale County is in my service area. Local Workforce Area Plans are published as a part of Regional Workforce Development Plans.
OAE will post on the RFA Grant Website a regional workforce development map. Use this to identify which region your local area falls within. Then read that plan as a part of this application process.
January 30, 2017 Will there be a chart available for estimated fringe benefits for FY18? Each local provider (applicant) should consult with their Office of Human Resources to obtain an estimate of fringe benefits for fiscal year 2018.
January 24, 2017 Does the Administrative Cost Form have to be completed if more than 5% administrative cost is requested for IELCE? Section 243 does not contain an administrative cost limit. Because there is no administrative cost limit, a grantee may request to use a reasonable and necessary amount of the funds under section 243 for administrative costs related to the administration of the section 243 program. The OAE will review each request on a case by case basis.
January 24, 2017 Is there an administrative cap for State funds? No. Applicants are encouraged to place administrative costs (e.g. Program Administrator salary and Admin. Assistant salary) in the State budget.
January 24, 2017 What are administrative costs? An eligible provider receiving a grant or contract under this part may consider costs incurred in connection with the following activities to be administrative costs:
(a) Planning;
(b) Administration, including carrying out performance accountability requirements;
(c) Professional development;
(d) Providing adult education and literacy services in alignment with local workforce plans, including promoting co-enrollment in programs and activities under title I, as appropriate; and
(e) Carrying out the one-stop partner responsibilities described in §678.420, including contributing to the infrastructure costs of the one-stop delivery system. (Authority: 29 U.S.C. 3323, 3322, 3151)
January 19, 2017 I would like to attend the Tech Training on 1/26/17 -- is registration required? Pre-registration is not required.
January 18, 2017 Is the limit on two participants per organization for the Technical Assistance Workshops per meeting or total?  In other words, can two folks from my organization attend one meeting and two other folks attend another technical assistance meeting? An organization may send two people at a time to more than one workshop. However, if space is limited at a workshop, priority will be given to organizations with first-time attendees.
January 18, 2017 Please let me know if the two representatives from Cobb County School District must pre-register for the January 26,2017, Technical Assistance session. Pre-registration is not required.
January 18, 2017 Would I be able to have 1 of my team members attend the workshop on Monday and myself and my transition person attend (another session)? An organization may send up to two people at a time to more than one workshop. However, if space is limited at a workshop, priority will be given to organizations with first-time attendees.


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