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Grants, Program Management and Funding

Request for Applications (RFA)
FY 2013

(July 1, 2012 to June 30, 2013)

Questions and Responses

 
Date Question Answer
April 18, 2012 On form 424 #18 - Funding: Should Federal, State, and PD requested money be separated out of each section of funding? Or should that all go under requested Federal money, followed by the agency's general budget (applicant), etc.? # 18 is an estimate of all the monies coming to your program. Yes, your request for federal 231, federal 225 and federal 223 and/or EL-Civics would be entered in federal. Your state request would be entered in state. Your estimated money from other sources would also be listed.
April 18, 2012 Are there defined SDA's if so, if a single institution proposes to serve multiple SDA's is a separate application required for each one? This is a competition RFA and therefore no defined SDAs.
Please refer to P. 4 of Instructions and General Information: “ Eligible recipients will apply to provide services to a targeted population within a county, multiple counties, or part of a county”.
April 18, 2012 Are we able to submit more than one page for the following application form numbers:
4 – Key Personnel Profile;
14 – Local Staff Professional Development Plan;, and
16 – Participatory Planning Committee?
Yes.
April 18, 2012 We are a community-based organization in the process of having our audits completed. May we submit only our audits after the deadline. We meet all of the other requirements and have previous adult education experience. Submit any prior financial audits. No additional information may be submitted AFTER the deadline date. Audits to be submitted are for the previous two years.
April 17, 2012 The Certification Regarding Lobbying states that it needs the signature of the organization’s “Authorized Representative”. All other signatures were procured from the President yesterday, but this form was not placed in the pile. Who can sign? It is normal business procedure for an authorized representative of an organization to delegate signing authority when they are unavailable. Check with your business office.
April 17, 2012 Do we need to scan the signed documents to submit pages with signatures electronically, or can unsigned documents be submitted that way? Yes, scan signature documents and submit electronically.
April 17, 2012 The formula has been updated on Form 6, Line 7 for these budgets:
  • State Budget Forms,
  • Federal Section 225 Institutionalized,
  • Federal 231 ABE-ESL Budget Forms
If you have already submitted, it will be corrected at OAE.
If you have not submitted, please use the updated budget forms.
April 16, 2012 How do we determine if this grant is up for review under Executive Order 12372, cannot locate information. See April 12, 2012 response.
April 16, 2012 On the "lobbying disclosure" form, does the Agency head still need to sign if we write "not applicable" across the top? See March 17, 2012 response.
April 16, 2012 Please tell me the difference between these project codes:
Project 01938002 Program 0-8
Project 01938003 Program 9-12
Use Project 01938002 Program 0-8 to budget funds to serve students who are assessed at educational functioning levels 0-8. Use Project 01938003 Program 9-12 to budget funds to serve students who are assessed at educational functioning levels 9-12.
April 16, 2012 We have not identified specific Key Personnel for Form # 4. However, we have identified the positions needed. Should we provide our plans to fill these positions on Form # 4? If not, where should we put this information within our proposal? List the positions on Form # 4. Describe the process on Form # 18.
April 16, 2012 Is the response to Form #8 on Recruitment and Retention limited to one page? Yes. Use the space below the instructions to respond with major recruitment and retention strategies.
April 13, 2012 To be clear, all electronic documents must be submitted as PDF files? Including the budget forms? Budget forms are in Excel and submitted electronically in Excel. Please refer to March 20, 2012 response.
April 13, 2012 Do we need to include a copy of the audits in all 5 submission copies? No. One complete set is acceptable – either electronic or hard copy.
April 13, 2012 Is the President of the college (i.e. Agency Head) the one who signs off on SF-424 as the authorized representative? Yes.
April 13, 2012 Just to clarify, on Form #17, do you want the total number of students served per level or ENROLLED (NRS standards)? NRS Students.
April 12, 2012 On the Application for Federal Assistance SF-424, #19, which response is correct, a, b or c? The answer is “a”. and on the blank line write “State submitted March 9, 2012.”
April 10, 2012 The assurances require initials. Do we initial beside each assurance on both pages? Yes.
April 10, 2012 For the electronic file, do we just submit the summary page of the budgets? No, the entire excel budget file should be submitted in excel with all tabs intact for each budget stream requested. Hard copies of all pages should also be submitted for each budget stream requested.
April 9, 2012 On the Instructions and General Information page under Provision for All Programs #1 states "Application for Federal Assistance SF-244 Form with proper signatures" We cannot find SF-244-Is that supposed to be SF -424? If you printed before the March 8, 2012 release date, you may have printed some pages that were in revision mode. So if you printed on the evening of March 7 and you have questions, you may need to check the page on the website. The Federal Form is SF-424.
April 6, 2012 Do we use the student cost by the student serve number for both the Federal Sec. 231 Budget Allocation form and the State Allocation form?

For example, 500 students served by 500 student cost would total for Sec. 231 $250,000 and for the State Budget form would also be $250,000 for a total of $500,000 (Federal Sec. 231 and State Program Administration).
No, please read the General Instructions for Budgeting contained in the request for application package.
April 5, 2012 Could you post something in reference to SF-424, Section 15: Descriptive Title of Applicant’s Project: The answer is Adult Education and it can stand alone or you may add additional descriptive words if you choose to; but the first two words should be Adult Education.
April 5, 2012 We need some assistance with writing the strategic plan for transitional activities. Reviewing and developing the responses to the questions in Application Form # 12: Transition to Postsecondary Education/Occupational Training should be the foundation of your plan. We cannot provide any technical assistance in writing any section of the RFA. Assistance will be available to all grantees after the competitive period is over.
April 2, 2012 Our organization operates under the parent company's 501(c) 3. The parent company had financial audits conducted in 2008 and 2009 with 2010 in process to be completed by May 15, 2012. Will the 2008 and 2009 financial audits for the parent company be okay for this submission? The organization may submit their most recent two years of audited financial statements with the understanding the RFA application is asking for “Most Recent Two-Year Period”.
April 2, 2012 What is the minimum of students that we can request to serve?  While there is no minimum requirement, we must be mindful of being effective and efficient with federal funds.
March 29, 2012 I see that we can use 10pt on the charts. Is Form #5 considered a chart? Form # 5 is 12 points.
March 29, 2012 In the past the Grant had to be Zipped for submission. Does the Grant have to be Zipped this year? The RFA file should be zipped to compress the file to send it electronically.
March 29, 2012 Budget Form #1 for the Federal budgets does not have a column for ELP. Is it entered in another place? ELP should be budgeted under program 0 – 8.
March 29, 2012 Can a CBO submit a 990 form if it is a new applicant? The application asks for an audit of the last two years, but this is a new applicant to the Adult Ed. program. The RFA requires audited financial statements for the last two years. The 990 form is not a substitute for audited financial statements.
March 27, 2012 I am having a problem with the text going into the boxes on the Application for Federal Assistance SF-424 Form Section F. For Form SF-424 click on document
Save as
Name the document
In each section, highlight the shaded/gray area and began typing
Save document
Print

If the highlight step is missed, the tabs will shift.
March 27, 2012 I cannot type the information on the following forms; Assurances for Non-construction SF-424 and Certification Regarding Lobbying form. Documents have been re-loaded on March 29, 2012. Please try again.
March 26, 2012 For our comprehensive financial report (non TCSG), can we put a link to this report rather than adding the 94 page report for each FY 2011-2012. Link is acceptable.
March 26, 2012 On Form #17: is the number of months experience only for July 2012 to June 2013 or is it for the entire time your program has been in existence? Enter the number of months the program has been in existence up to application submission date.
March 24, 2012 If we have a position that is being funded 1/2 by the grant and 1/2 by another fund source do we list it as a full time employee or a part-time employee? Use Budget Form #8 and only budget the amount you will be charging to the adult education grant. This employee and amount budgeted to the adult education grant should be listed on Budget Form #9.
March 22, 2012 Has the format for Form #7 been corrected and is it one or two pages.  The second box keeps going to another page.  Are we allowed to remove the boxes? Yes, you may remove boxes. Program Form # 7 should be limited to one page.

Corrected pages for Application Forms were posted to the website on March 20, 2012.
March 22, 2012 If we enter the narrative information in 12 points as instructed the information runs off of the page.  What should we do?   Responses in paragraph form should be in 12 points Times New Roman.

On the charts, you may use 10 points.

For Form # 4, eliminate the line for other –specify and enter response.
For forms such as # 7, shorten all responses so the answer can be seen in the box.
March 22, 2012 Is there a waiver for CBOs to be exempt from the FT Transition Specialist requirement?  This was discussed in our CBO meeting on 5 March, along with the need for  a FT Program Director.  Can you please clarify? The FT Transition Specialist is not a requirement, therefore no waiver is required.

Applicants may request a waiver for the requirement of a full-time program administrator.

Decision on whether to grant the waiver will be determined by the Agency.
March 22, 2012 In the Target Population field (4) on Application Form #1:  do we  list only those who have not attained High School from Census of Need, even if our target population is primarily English Language Learners in ESL and EL Civics? List the number from the Census of Need. In your narrative, discuss the special population(s) you intend to serve.
March 20, 2012 How is the percentage arrived at in the Census of Need? Using Appling County as an example the procedure is as follows:

The census of need in Appling county is 2,838.  The total census of need for the state is 1,028,578.  Appling’s 2,838 divided by the total of 1,028,578 is .00275914903 and is rounded to .003, and when converted to a percentage it is .3%.
March 20, 2012 I notice that format is available to download. I have always used this format to submit our RFA because I don’t have a PDF reader program on my computer. Is this not admissible this year? The application is mainly in PDF except for the Excel budget forms. There is a variety of PDF software available to download for free. All documents except for Budgets are to be submitted in PDF format in one folder. This reduces the size of the file and allows for smoother electronic transmission.
March 20, 2012 How do I add more space for my responses? To add space for your responses, take out the question and directions leaving the title and Form # at the top of the page.
March 20, 2012 Is it safe to assume that readers will under acronyms such as NRP, SEP, SDA, OAE? The RFA Readers are provided with the Supplemental Documents which includes Definitions. It still is probably a good idea to explain the acronym when using them for the first time in the document.
March 17, 2012 Does our Agency Head sign SF LLL? SF LLL should only be signed if lobbying activities are to be disclosed, otherwise mark NA.
March 16, 2012 Is there a job description for Transition Coordinator? Please click here for the Transition Coordinator Job Description.
March 16, 2012 Is there a job description for Program Administrator? Please click here for the job description of Program Administrator.
March 16, 2012 How do I know what Region I am in? Refer to the Georgia County Map in the Supplemental Documents. All counties are identified and each Region is identified by color.
March 16, 2012 Is the 424 Form the cover page? Yes, please submit your package in the order as listed on page 2 (RFA Grant Response Checklist) of the RFA Application Forms.
March 12, 2012 What are the percentages for fringe benefits? The estimated percentages for fringe benefits for Technical Colleges and Board of Regents schools for FY2013 are:
TRS 42.641%
ERS ( Old Plan) 52.581%
ERS (New Plan (52.331%
GSEPS 51.971%
March 8, 2012 Is there a sample of award winning grants available for review? No, because the applications and populations are varied. The readers are reading for:
  • Completeness of response
  • Accuracy of budget questions
  • Inclusion of required information
  • Viability of implementation
  • Clarity and readability
  • Accuracy of data
March 8, 2012 In the Projected Number of Students- proposed to be served, is this NRS numbers or state numbers? It is all students to be served by your program for this application.
March 8, 2012 Who attaches an audited financial statement? If your organization is not part of the Technical College System of Georgia, an audited financial statement must be attached. Board of Regions and K-12 School Systems must attach an audit.
February 23, 2012 Will we need to do a separate budget for each county when we write the grant, or will it be a total of all of the counties? One total.  One proposal.  List the counties you are proposing to serve and then add the budget for each county you are requesting to one total.  An optional Program Worksheet for Grant Fund Allocations will be available to assist with determining the total.

Submit a question regarding the RFA process.

 

 
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