The National Child Traumatic Stress Initiative (NCTSI) Management of Your Federal Grant

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The National Child Traumatic Stress
Initiative(NCTSI)Management of Your Federal
Grant

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NCTSIProgram Overview

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Childrens Health Act of 2000

• Public Law 106310
• 106th Congress
• An Act to amend the Public Health Service Act
  with respect to childrens health.
• Be it enacted by the Senate and House of
  Representatives of the United States of America
  in Congress assembled.
• Section 1. Short Title
• This Act may be cited as the Childrens Health
  Act of 2000.
• Title XXXIProvisions Relating to Services for
  Children and Adolescents
• 114 Stat. 1170 Public Law 106310Oct. 17, 2000
• Section 582. Grants to Address the Problems of
  Persons Who Experience Violence Related Stress
• (a) In GeneralThe Secretary shall award grants,
  contracts, or cooperative agreements to public
  and nonprofit private entities, as well as to
  Indian tribes and tribal organizations, for the
  purpose of developing programs focusing on the
  behavioral and biological aspects of
  psychological trauma response and for developing
  knowledge with regard to evidence-based practices
  for treating psychiatric disorders of children
  and youth resulting from witnessing or
  experiencing a traumatic event.

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Principles Guiding the Development of the NCTSI

• Transformation by improving trauma treatment and
  services
• Focus on most widely experienced types of traumas
• Collaborative network
• Partner academic experts and service providers
• National coordinating center
• Consumer involvement and community outreach

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National Child Traumatic Stress Network (NCTSN)
Accomplishments
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Federal Government Staff

• Government Project Officer
• Grants Management Specialist

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Wendy Davis Emergency Mental Health and Traumatic
Stress Services Branch CMHS SAMHSA 1 Choke Cherry
Road Room 6-1001 Rockville, MD 20857 Phone
240-276-1853 Fax [phone] E-Mail
wendy.davis_at_samhsa.hhs.gov Malcolm Gordon,
Ph.D. Emergency Mental Health and Traumatic
Stress Services Branch CMHS SAMHSA 1 Choke Cherry
Road Room 6-1005 Rockville, MD 20857 Phone
240-276-1856 Fax [phone] E-Mail
malcolm.gordon_at_samhsa.hhs.gov Jean Plaschke,
M.S.W., LCSW-C Emergency Mental Health and
Traumatic Stress Services Branch CMHS SAMHSA 1
Choke Cherry Road Room 6-1138 Rockville, MD
20857 Phone [phone] Fax [phone]
E-Mail
jean.plaschke_at_samhsa.hhs.gov
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• Wendy Davis
• Emergency Mental Health and Traumatic Stress
  Services Branch
• CMHS SAMHSA
• 1 Choke Cherry Road
• Room 6-1001
• Rockville, MD 20857
• Phone [phone]
• Fax [phone]
• E-Mail wendy.davis_at_samhsa.hhs.gov
• Malcolm Gordon, Ph.D.
• Emergency Mental Health and Traumatic Stress
  Services Branch
• CMHS SAMHSA
• 1 Choke Cherry Road
• Room 6-1005
• Rockville, MD 20857
• Phone [phone]
• Fax [phone]
• E-Mail malcolm.gordon_at_samhsa.hhs.gov

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• Sherie Fairfax
• Grants Management Specialist
• SAMHSA Division of Grants Management
• 1 Choke Cherry Road
• Room 7-1083
• Rockville MD 20857
• Phone [phone]
• Fax [phone]
• E-Mail sherie.fairfax_at_samhsa.hhs.gov

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Grants Management Overview

• Grant funding
• Grant requirements
• Common grants management actions

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Grant Funding

• Year 1 funding
• Approved budget
• Budget categories
• Indirect costs and indirect cost rates
• Drawing down funds
• Applying for funding of additional grant years
• Financial reporting

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Approved Budget
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Indirect Costs
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Drawing Down Grant Funds
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Grant Funding for AdditionalGrant Years

• Non-competing Continuation Application

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Financial Reporting
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Grant Requirements

• Project plan in application
• Requirements in request for applications (RFA)
• Terms and conditions in the Notice of Grant Award
• Public Health Service Grant policies
• SAMHSA participant protection requirements
• Prior Government approval

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Project Plan in the Grant Application
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Program Requirements in the RFA
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Notice of Grant Award

• Standard Terms and Conditions
• Special Terms and Conditions

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HHSGrants Policy Statement
U.S. Department of Health and Human
ServicesOffice of the Assistant Secretary for
Resources and TechnologyOffice of Grants October
1, 2006
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Grants Management Actions
For all correspondence regarding your grant, be
sure to reference your SAMHSA-assigned grant
number!
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Government Approval Is Needed

• Rebudgeting
• Use of carryover funds
• Change in key personnel
• Change in effort
• No-cost extensions
• Change in grantee organization

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Government Approval Procedures

• Initiated by the Project Director of the grant
• Written request countersigned by responsible
  business official at the grantee organization
• Submitted to the Grants Management Specialist
  with copy to Government Project Officer
• Reviewed for completeness and allowability by
  Grants Management Specialist
• Forwarded to Government Project Officer for
  recommendation of approval or disapproval
• If approved, the Grants Management Officer will
  issue a new Notice of Grant Award to the grantee
  organization documenting the grants management
  action

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Rebudgeting

• SAMHSA grantees are allowed a certain degree of
  latitude to rebudget within and between budget
  categories in the approved total direct budget of
  the project to meet unanticipated requirements or
  to accomplish certain programmatic changes.
• However, significant rebudgeting requires prior
  approval from SAMHSA Grants Management.
• Significant rebudgeting occurs when the
  cumulative amount of transfers among direct cost
  categories for the current budget period exceeds
  25 percent of the total amount awarded, or
  250,000, whichever is less.
• The request must include the following
• Detailed budget and justification
• Amount of funds to be rebudgeted
• Indication of which budget categories will be
  moved from and to
• Indication as to whether there will be a change
  in scope
• Assurance that request will not change the
  existing total cost commitment for current and
  future budget periods

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Carryover Requests

• A Financial Status Report (FSR) must be submitted
  to SAMHSAs Division of Grants Management.
• Carryover Request must be signed by the Program
  Director and the business office of the
  organization and submitted to Grants Management
  no later than 90 days after the FSR is due.
• Request must include the following
• Justification and plans for use of carryover
• Amount of funds requested for carryover. Must
  include a line-item budget and budget narrative
  (in text format), of requested direct and
  indirect costs
• If unobligated balance is significant (25 percent
  of the current budget period's total costs), an
  explanation as to why available funds were not
  used must be provided

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Change in Key Personnel

• Change in Project Director/Key Personnel
• The grantee organization is required to seek
  approval in writing before a substitute or
  permanent individual is appointed to replace an
  absent or departed Project Director or key
  personnel.
• If the Project Director or key personnel is
  absent from the project for 3 months or more, a
  substitute or permanent individual must be
  proposed by the grantee organization and approved
  by SAMHSA.
• The request for approval of a substitute or
  permanent Project Director should include the
  following
• Justification for the change
• Curriculum vitae of the individual proposed

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Change in Effort

• Whenever there is to be a change in the level of
  participation (increase or decrease) in the
  approved project by the Project Director or other
  key personnel as designated by the terms and
  conditions of award, the grantee must notify
  SAMHSA as soon as such information is known, but
  no later than 30 days before the expected date of
  departure or change in participation level.
• The request must include the following
• Justification for the increase or decrease in the
  level of participation
• Statement of proposed changes in
  duties/responsibilities
• Description of the change in effort level (from
  what percentage to what percentage)
• Description of the duration of change
• Indication of what rebudgeting may occur as a
  result of the change in effort

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No-cost Extension

• This may be requested if the grantee requires
  additional time beyond the established project
  end date to fully complete the project plan and
  objectives proposed in the original application
  or to accomplish orderly phaseout of the project.
• The grantee must submit a written request for an
  extension to the SAMHSA awarding office no later
  than 60 days prior to the expiration date of the
  project period.
• The request must include the following
• Justification for the project to be granted a
  time extension
• Length of time for the requested extension (not
  to exceed 12 months)
• Project plans and objectives proposed for the
  time extension
• Estimation of the amount of unexpended funds
  available for the extension period
• A detailed line-item budget and budget narrative
  for the extension period

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Change in Grantee Organization

• Original grantee organization must relinquish the
  grant
• Recipient organization must accept the grant
• Documentation of any changes in scope of the
  project
• New budget
• Original grant terminated and new grant number
  assigned