2010 competitive grant application workshop may 2009 l.
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2010 Competitive Grant Application Workshop May 2009. Workshop Goals. Familiarize you with the MCOLES Competitive Grant Program Highlight changes for 2010 Applications Help you prepare a quality application Answer your questions. Workshop Objectives.

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workshop goals
Workshop Goals
  • Familiarize you with the MCOLES Competitive Grant Program
  • Highlight changes for 2010 Applications
  • Help you prepare a quality application
  • Answer your questions
workshop objectives
Workshop Objectives
  • At the conclusion of this Workshop, you, the attendees will be able to …
    • write a comprehensive grant application in conformance with the Guidelines.
    • write objectives that will assess the acquisition of knowledge and/or skills by your trainees.
workshop objectives4
Workshop Objectives
  • Develop a methodology statement that clearly describes the proposed project with the appropriate detail on methods.
  • Develop a budget detail and budget narrative that complement each other and support the training activity.
  • Develop evaluation methods that will assess the acquisition of knowledge and/or skills by your trainees.
funding concerns
Funding Concerns
  • Collections in the fund are down 11.7%
  • 2009 Budget deficit coverage
    • $600,000
  • Fiscal Year 2010
    • Budget problems expected to continue
      • One proposal is to transfer $476,400 from Justice Training Fund to MCOLES General Fund (removed from MCOLES GF for capitol security)
    • All funding sources are being considered
  • More competitive based upon available funding
  • Grant Application Form
  • Application on CD (MS Word)
    • Budget Detail (Excel)
  • Competitive Grant Guidelines
  • Prioritized Training List
  • Important Information Sheet
  • Workshop Outline
  • Authorized Application Number (at close of workshop)
applicant eligibility
Applicant Eligibility
  • State or local agencies
      • agency of the state or of a city, village, township, county, or judicial branch of government
  • State supported university
  • Community college
applicant eligibility9
Applicant Eligibility
  • Five Components of the Criminal Justice System
    • Law Enforcement
    • Prosecution
    • Criminal Defense
    • Courts
    • Corrections
  • Eligible Trainees
    • Civilian and sworn personnel
    • Must be employed by an eligible applicant
law enforcement eligibility
Law Enforcement Eligibility
  • Law Enforcement Training Grants - must be provided through a consortium
    • Either an established Consortium or a law enforcement agency employing 100 or more MCOLES licensed law enforcement officer
  • Law Enforcement Consortiums must show a financial commitment by membership
    • Financial Commitment - is an established membership commitment paid to a consortiumin support of the consortium’s training activities.
        • Independent of any student or course fee
general eligibility
General Eligibility
  • All other Training Grants must be provided for by way of a consortium concept (open to others)
  • In-service Criminal Justice Programs intended to enhance the Direct Delivery of Criminal Justice Services
  • Training provided by the eligible agency or a contractor
  • Instruction provided for a fee or tuition
  • Self-education or training through computer-based learning orA/V materials
financial eligibility
Financial Eligibility
  • Supplanting
    • Focus on training not previously supported with local, federal, or other state funds
    • If an existing program, explain
      • how requested training differs from previous program; or
      • why previous funding sources are no longer available
    • An agency training eligible employees
      • supplement, not replace, CJ in-service training funds budgeted for agency employees
      • may enhance and increase, not supplant, CJ in-service training funds from local, state and federal sources for employees other than those of the applicant agency
negative eligibility
Negative Eligibility
  • Items NOT Eligible
    • Required minimum basic training
      • law enforcement/corrections
    • Firearms and firearms ranges
    • Automated firearms training systems
    • Newsletters
    • Alcoholic beverages
    • 100% equipment acquisitions
    • Out-of-country training
grant guidelines
Grant Guidelines
  • Legislative Authority
  • Purpose
  • Application Process
  • Grant Awards
  • Fiscal Responsibilities
  • Travel Regulations
  • Program Responsibilities
  • Definitions of Terms
prioritized training list
Prioritized Training List
  • 2010 Grant Funding Priorities
    • Established by each criminal justice component
    • Submit grants within the priority training listing
      • Provide explanation of relationship of the application to the prioritized list (Section 2, B, 1.)
  • Employees of the applicant agency
  • Salaries and fringes shall be paid at their NORMAL agency rate
  • Detail salaries by task
  • Verify the employment status
    • what appears to be contractual may be personnel
administrative costs
Administrative Costs
  • Personnel or Contractual
  • Salaries and fringes (or fees)
      • Project Administrator
      • Persons assigned to provide administrative services
      • Clerical support
  • Associated travel costs
  • Maximum of 8%
    • Calculate as 8% of total grant request less administrative costs
contractual services
Contractual Services
  • Individual Contractors
    • NOT employees of the applicant agency
  • Contractual Service Providers
    • Vendors/agencies, not individuals
    • Full disclosure of costs
  • Tuition Based Programs
    • Per-student basis
    • Paid by applicant directly to vendor
    • Non-customized program open to public
contractual services20
Contractual Services
  • Contractual fees are limited to $50 per hour for actual time spent on preparation and instruction.
  • Contractual Service - NO fringe benefits.
  • MCOLES will consider deviation from $50 rate on a case-by-case basis, if well articulated and justified.
  • Where actual fees exceed the allowable rate, grantee may assign additional costs to alternative funding source.
contractual services21
Contractual Services
  • College Tuition/Registration Fees
    • Paid for an academic program on behalf of the trainee
    • Eligible ONLY where supplemental funding is derived from non-MCOLES sources and applied to the grant funded program, e.g. Perkins
    • Overall benefit results in reduction of costs to MCOLES
  • No tuition for sole purpose of obtaining college credits.
  • Continuing Education Credits are NOT eligible
contractual services22
Contractual Services
  • Ratio of preparation to class time
    • 3 hrs:1 hr for a NEW program
    • 1 hr:4 hrs for an EXISTING program presented to a similar audience
    • 0 hr:1 hr for REPETITION of an existing program
  • Contractor fees shall not be paid for travel time
  • Contractual instructors shall not be paid to also act as on-site coordinators
travel regulations
Travel Regulations
  • Travel category has 3 sections
    • Personnel Travel
    • Contractual Travel
    • Trainee Travel
      • Not allowed for Law Enforcement or Corrections Grants
        • Hiring Agency’s Responsibility (LED/Booking Fee)
travel regulations24
Travel Regulations
  • Based on State of Michigan travel regulations
    • Effective 1/1/2009 for the contract year
      • No adjustments made after grant submissions
    • Where costs exceed allowable rates, grantee may assign costs to alternative funding source.
travel regulations25
Travel Regulations
  • Select Cities
    • Michigan
    • Out-of-state
    • Training site must be in, or border on, a select city
  • Schedule of Travel Rates
    • In-state
    • Out-of-state
    • Mileage
travel regulations26
Travel Regulations
  • Travel costs are allowed if
    • Instructors in a law enforcement grant
    • The sole purpose is training
    • There is a minimum of 6 hours of training in 24 hours
  • No mileage for trainees employed by the applicant agency
  • Trainee Meals
    • Allowed when training occurs both before and after the meal, or
    • Trainee is otherwise eligible for meals due to lodging
travel regulations27
Travel Regulations
  • No lodging or meals are allowable within 50 miles of home or work site, except...
  • Lodging or meals are allowable within 25 to 50 miles of home or work site if there is a minimum of 2 hours of training after the evening meal
travel regulations28
Travel Regulations
  • Out-of-State Travel will only be allowed if the training meets all of the following
    • The definition of “Criminal Justice Education Program”
    • Is to obtain or maintain certification of a specialty that meets the definition of “Direct Delivery of Criminal Justice Services”
travel regulations29
Travel Regulations
  • Out-of-state Travel only allowed if the training
    • Is not available in Michigan
    • Can not be brought to Michigan
    • Is registered in the MCOLES Information Tracking Network prior to the training event
supplies and operating
Supplies and Operating
  • Supplies (non-equipment items)
    • Training materials
    • Operating expenses
    • Equipment and classroom rental
      • Applicant owned facility rental must be assigned to alternative funding source
    • Refreshments are NOT eligible
    • Operating costs must be itemized
    • Do not include indirect costs as a percent of total
    • “Miscellaneous” supplies are NOT acceptable
  • Equipment purchases must comply with all four criteria
    • Sole purpose must be for delivery of in-service training
    • Life expectancy of more than 1 year
    • Purchase price of $300 or more (unit price)
    • Not a fixed part of a building
budget preparation
Budget Preparation
  • Develop the complete budget (Include all program/product costs) then split the budget
    • Requested Grant Funding
    • Alternative Funding Expenses
  • Assign costs to the appropriate budget category
  • Round costs to the nearest whole dollar
  • Double check your calculations
budget preparation33
Budget Preparation
    • Project Cost Split
      • 75% Grant Funded
      • 25% Other Funding
program funding
Program Funding
  • $5.00 Fine Assessments on Civil Infractions
  • 2008 Grant Awards (2009 Training Year)

65 Applications for $5.3 million

52 Awards for $3.2 million

fiscal responsibility
Fiscal Responsibility
  • Competitive Grants
    • Always more $ requested than available
    • Competing against every other application
  • Be Realistic
    • Budgeted number of students
    • Project costs as accurately as possible
    • Unrealistic costs prime targets for cuts
  • Plan within MCOLES Guidelines
  • All grants will be subject to random financial inspections
grant application39
Grant Application
  • Use 2010 forms only
    • Discard all other forms
  • Reproduction Master
  • Use Narrative and Budget pages provided
    • Add additional pages as needed
  • Spreadsheets are provided for Budget Detail
    • Excel Format
grant application organization
Grant Application Organization
  • Section 1 - Identification
  • Section 2 - Project Narrative
    • A. Problem Statement
    • B. Training Objectives
    • C. Training Methods
    • D. Evaluation
  • Section 3 - Budget Narrative
  • Section 4 - Budget Detail
    • A. Grant Request
    • B. Other Funding Support
  • Section 5 - List of Priorities
section 1 identification
Section 1 - Identification
  • MCOLES Application Number
  • Applicant Agency Information
  • Project Period
    • Calendar year
    • January 1 - December 31, 2010
  • Authorized Signatures
      • Must be three separate individuals
section 2 project narrative
Section 2 - Project Narrative
  • A. Problem Statement
  • B. Training Objectives
  • C. Training Methods
  • D. Evaluation
a problem statement
A. Problem Statement
  • Briefly define the problem and its impact, e.g. department, geographic region, etc.
  • Explain how the training meets the Criminal Justice Program and Consortium definitions
  • Law Enforcement Grants
    • Identify member agencies
    • Explain financial commitment by member agencies.
a problem statement44
A. Problem Statement
  • Identify the trainees (department, position, title/rank).
  • Explain why the training proposal is a worthwhile endeavor and should be funded in lieu of others.
  • How is this training supplemental? If other funds available previously, why no longer available?
b training objectives
B. Training Objectives
  • Explain how your application meets the Prioritized Training List
    • Anchor to topic(s) listed
  • Describe the subject matter of the training
    • Course syllabus (outline)
    • Number of hours
b training objectives46
B. Training Objectives
  • Write 3 to 4 training objectives for each program (course)
    • An action statement that is:
      • Observable/Measurable/Limited time
    • Implied stem
      • At the completion of training, the trainee will be able to....
  • Law Enforcement Grants – Legal Update
    • Contact local Prosecuting Attorney’s Office
      • Document contact
      • Unable to provide training
    • Use of other vendor
c training methods
C. Training Methods
  • Identify the program developers and instructors
  • Out-of-State Vendors
    • Effort MUST be made to locate a Michigan vendor
      • Statewide providers
      • Local or regional providers
      • MCOLES Schedule of Training Courses
        • Check www.michigan.gov/mcoles
    • Explain contacts made
    • Justify selection of the out-of-state vendor
      • Program MUSTbe SUBSTANTIALLYdifferent
c training methods48
C. Training Methods
  • Presentation Outline
    • Describe the method(s) of presentation
    • Specify the hours of training for each course
    • Specify the number of trainees per session
    • Identify any specific texts to be used
  • Number of Trainees
    • Realistically project number of trainees
    • Minimum operational number for cancellation or rescheduling
    • Budgeted number for each course
c training methods49
C. Training Methods
  • Identify the Training Site
  • Product Requests (training materials)
    • Describe the training material to be developed.
    • How will the products be made available to others?
    • How will sales income be used to offset grant funds requested?
  • Instructional Aids
    • Explain how income will offset grant funds awarded.
c training methods50
C. Training Methods
  • Computer-based Training Applications
    • Instructor/Developer available for contact by students
    • Minimum system requirements clearly detailed
    • Must be an evaluation instrument to evaluate student mastery of topic
    • Course must be registered in MCOLES Information & Tracking Network prior to training
      • Grantee responsible for entering course completion information into MITN
    • Copy of CD-ROMs used in training to be submitted or accessto the platform
c training methods51
C. Training Methods
  • Umbrella Grants with MCOLES Active Duty Firearms Standard
    • Must include both educational & skills components
    • Detail compliance with both components
      • Knowledge assessment – minimum competency
      • Remedial training protocol
        • Educational component
        • Skills component
      • Identification of range
        • Safety considerations
        • Sufficient for Course of Fire
d evaluation
D. Evaluation
  • Student Evaluations
    • Instructors and the program evaluated by the students - usually at the end of the program or a block of instruction.
    • Use MCOLES form or incorporate into customized evaluation
  • Performance Evaluations
    • Describe methods/tools
    • Tied to Program Objectives
    • Evaluation of the student’s acquisition of skills or knowledge by the instructors or the program administrator.
d evaluation53
D. Evaluation
  • Computer-based Training Evaluation
    • Must have an evaluation instrument
  • Evaluation Implementation
    • Conclusion of Training
    • Report findings in Final Program Report
section 3 budget narrative
Section 3 - Budget Narrative
  • A complete written discussion of the project budget
    • Explain and justify each cost
    • Describe the relationship between the costs and the proposed training
  • For multiple courses or programs
    • Develop a separate “mini” narrative for each course/topic
      • Failure to supply separate narrative will result in denial of the grant application
    • Include all applicable budget categories
    • Give the total cost for each course
section 3 budget narrative55
Section 3 - Budget Narrative
  • Sufficient Detail for Calculations
  • Equipment
    • Describe any equipment to be purchased or rented
    • Explain how the equipment will be used
  • Calculation Caution
    • Spreadsheets are encouraged where applicable
    • In the event of an error, the lowest number will be used to determine funding level.
section 4a budget detail
Section 4A - Budget Detail
  • Five Budget Categories
    • Personnel
    • Contractual Services
    • Travel
    • Supplies and Operating
    • Equipment
section 4b budget detail law enforcement grants only
Section 4B – Budget Detail- Law Enforcement Grants only -
  • Use same categories as Section 4A
    • Personnel
    • Contractual Services
    • Travel
    • Supplies & Operating
    • Equipment
  • Law enforcement grants must be a minimum of 25% of total project cost
    • Calculate total project cost then separate cost into PA 302 funds and match funds
section 4b budget detail law enforcement grants only58
Section 4B – Budget Detail- Law Enforcement Grants only -
  • Match calculation ( 75%:25%)
    • Example:Total Project Cost: $ 100,000Grant Funds: $ 75,000Match Funds: $ 25,000
section 5 list of priorities
Section 5 - List of Priorities
  • Prioritized your funding request
    • One application
      • Prioritize the courses, topics, or budget items within the application
    • Multiple applications
      • Prioritize the applications by rank ordering them from highest priority to lowest priority
  • Applications that fail to provide a prioritization as stated above will be denied further consideration for funding
grant application organization60
Grant Application Organization
  • Numbered instructions provided for each section
    • Use the numbering system when providing detail in each section
  • Treat each section as a stage in a coherent and convincing presentation
  • Maintain consistency throughout the application
unity of narrative
Unity of Narrative








application review
Application Review
  • Three step process
    • Staff review
    • Practitioner review
    • Commission review
  • Commission action
staff review
Staff Review
  • Staff Review Criteria
    • Comply with the deadline?
    • Did applicant agency attend a workshop?
    • Are the applicant, trainees, and proposed training eligible?
    • Meets requirements of Prioritized Training List?
    • Is the application complete?
    • Appropriate signatures?
  • “No” Answer - Eliminated for Funding Consideration
staff review66
Staff Review
  • Staff Review Criteria
    • Is the budget accurate and complete with costs justified?
    • Does the proposed project have programs, parts, or costs that can be trimmed?
    • Do all of the activities and costs meet MCOLES requirements?
    • How does the cost per trainee compare to other proposed programs?
    • How much money is available?
  • “No” Answer = Reduction or Elimination of Funding Consideration
practitioner review
Practitioner Review
  • Practitioner Review Criteria
    • Is it a fully developed proposal?
    • Is there internal consistency?
    • Does the proposed project have basic merit?
    • Is the proposed program consistent with the training needs of the state?
    • What is the proposed program’s merit relative to other proposed or existing programs?
commission review action
Commission Review & Action
  • Application Review by Commission
    • Recommendations
      • Staff and Committee
  • Available Funding Established
    • Revenue and De-obligation History
  • December 9, 2009 (Lansing)
    • Formal Grant Award
application submission
Application Submission
  • Submit an original with the appropriate signatures plus an electronic copy of the entire application packet to:

Michigan Commission on Law

Enforcement Standards

Attention: Grant Applications

106 W. Allegan, Suite 600

Lansing, Michigan 48933

application deadline
Application Deadline
  • Applications must be postmarked on or before July 31, 2009.
  • Appeals supported by receipt from approved express mail carrier
    • U.S. Postal Service
    • United Parcel Service (UPS)
    • Federal Express (FedEx)
    • Airborne Express
important dates
Important Dates
  • Grant Status Notification
    • November of 2009
  • Final Grant Awards
    • December 9, 2009
  • Grant Contract Workshops
      • Mid January of 2010
state administrative review board
State Administrative Review Board
  • Commission Awards Grants
  • Award list submitted to State Administrative Review Board
  • Grant Contract Workshops Following State Administrative Board Approval
    • Delay proposed training
grant contract workshops
Grant Contract Workshops
  • Mandatory for all grant recipients
    • At least one grant applicant
    • Mandatory for new project administrators and financial officers
  • Contracts and Guidelines for Administration of 2010 Grants
    • Reporting Requirements
    • Reporting Forms
Please contact Cheryl Hartwell, Grant Coordinator at 517-322-5617 or at hartwec@michigan.govif you have any questions!Thank you!