Offeror’s Conference

1. Offeror’sConference Virginia Foundation for Healthy Youth RFP #852P017 Tobacco Use Prevention & Cessation Programs with Youth in Virginia

2. A few items before we start… • Make sure you have signed in • 10:00-1:00….maybe sooner • Please ask questions BUT if you have specific questions about fit for your project, etc, please save those questions for later • This powerpoint will be available on the VFHY website

3. Today’s Agenda Introductions Background VFHY and RFP#852P017 Online Application System RFP #852P017 Review and Instructions Types of Funding Available Component I & Component II Requirements RFP Timeline

4. VFHY Background Created in 1999 by the Virginia General Assembly as a result of the Master Settlement Agreement. In 2009, the General Assembly expanded our mission to include the prevention and reduction of childhood obesity in addition to reducing and preventing youth tobacco use. Comprehensive Approach: Programs, Marketing, Research VFHY funds evidence-based programs for tobacco use prevention and cessation in local schools, after-school sites, faith-based centers and through youth-serving community organizations.

5. VFHY’s Winning Formula Over 1 million kids have received programs! 14th Tobacco Use Prevention/Cessation RFP VA High School Smoking Rate down to 11.1% (2013-14 VYS results). A decline of 65% since our work began! www.VFHY.org

6. RFP #852P017Tobacco Use Prevention & Cessation Programs with Youth in Virginia All areas of the state are eligible to apply. Grants will be awarded using Best Value Process, statewide. Tax-exempt non-profit, governmental and charitable organizations are eligible to apply. Program(s) must be from the VFHY Compendium. Only one Proposal per organization per region accepted. Grant Amounts not to exceed $60,000 per year. Award Period: July 1, 2015 – June 30, 2018 Submission Deadline: October 16, 2014 by 11:59pm

7. Types of Funding Available (Page 3) • Materials Only • Program materials only • Minimal grant management support • Materials & Staffing • Program materials • Instructional staff/management staff • Requires an annual policy, systems or environmental change objective

8. Applying Online – Make Sure You….. Get started early. Fill in the blanks. All are required! Ensure you are completing the correct region’s RFP. Submit by the required date & time. Upload all required forms. Save, Save, Save! Contact VFHY staff if you have any questions - applications are viewable for Technical Assistance.

9. There is a sticker on the inside of your notebook to place your email address and password. Grant System Login

12. Agency Screen EXAMPLE

13. Uploading Documents Types: PDF’s, Microsoft Word, Microsoft Excel (link to VFHY web site on application) Scan From File Fax to File – 20 minutes Save the downloaded form to your computer, rename, complete. Upload to your application. Only one file per field-accepts large files. New uploads overwrite previous uploads.

14. Using the Online System • Question and Answer Format • Scroll down to respond to questions • Print a hard copy of questions • Complete answers in Word, spell check, then cut and paste into online proposal

15. RFP #852P017 Outline(Page 6) Proposal Summary Organizational and Program History Program Information Evaluation Budget Appendix

16. Component I & Component II (Page 7-8) • Materials Only grants require only Component I • Selection and implementation of a VFHY Compendium Program • Materials & Staffing grants require both Component I AND Component II – • Selection and implementation of a VFHY Compendium Program • Policy, systems or environmental change strategy(ies)

17. Component II Policy, Systems and Environmental Change Activities

18. Component II Activities • Offerors requesting funds for Staffing and Materials must complete Component II. • Examples of activities are provided by VFHY. Others with policy, systems, environmental change focus may be considered. • A minimum of one activity must be completed per year. • Component II activities should be on their own workplan (Check Component II at top).

19. Example Activities COMPONENT II: Activities to Prevent and Reduce Youth Tobacco Use Cessation Interventions Activities to promote tobacco cessation resources Health Communications Interventions Awareness activities regarding harmful effects of tobacco Merchant Education/Youth Access Promote compliance with Virginia youth access laws Tobacco and E-Cigarette Free Environments Awareness activities regarding the hazards of secondhand smoke and environmental impact of cigarette waste (VA Schools must have e-cigarette policies by July 1, 2015) Others?

20. Component I VFHY Compendium Program Implementation

21. Component I Must select program from VFHY Compendium of Programs list. Provide full name of program. Be sure to select programs that match your targeted youth (age & setting). Consult with the program vendor for the most up-to-date information.

22. VFHYCompendium of Programs • All Stars • Al’s Pals • Botvin Life Skills Training • HALO (Healthy Alternatives for Little Ones) • Keepin' It Real • Lead and Seed • Media Detectives • Media Ready • Minnesota Smoking Prevention Program (MSPP) • Not on Tobacco (NOT) • PALS: Prevention through Alternative Learning Styles • Positive Action • Project Alert • Project EX • Project TND • Project TNT • Strengthening Families Program 6-11 • Strengthening Families Program 10-14 • Too Good for Drugs (TGFD)

23. Compendium Programs • A list of programs are available on the VFHY website • Select the program listed and click to be taken to more specific information • At the end of the description, there are additional links for more specific details • For Example: • www.vfhy.org

24. For technical assistance related to compendium programs, please contact: Charlie McLaughlin, Jr., VFHY Training and Resource Manager Phone: 804-786-2279 Email: cmclaughlin@vfhy.org Compendium Programs Technical Assistance

25. Any questions about the Compendium/Component I & Component II?

26. Summary Information • Compendium Program Title(s): Include all programs • Program Summary: Brief synopsis of program plan • Amount Requested: Total requested for 3 years • Program Setting: Drop Down/School, Community, Faith • Geographic Region: Drop Down/North, Central, SEast, SWest • Funding Type: Drop Down/Materials Only, Staffing & Materials • VA State Senate and House Legislative Districts: • Enter number of the districts, ie: VA Senate: XXX, VA House: XXX • Information for office location AND program location

27. Organizational Background Section I.

28. Organizational Background Organizational and Program History: Describe organization’s program history and background and any affiliations with other organizations. Previous Programs and Outcomes: Describe previous programs with youth with outcome information. Include specific tobacco prevention/cessation programs. Previous Grants Management: Previous grants management experience including any grant awards from VFHY (Page 8)

29. Any questions regarding Section I?

30. Program Information Section II.

31. Program Information Questions (Page 10) • Need and Organizational Response: • Adequately describe the need in the community. • Utilize relevant data to support the description of need.

32. Youth Risk Behavior Surveillance System (YRBSS) www.cdc.gov/yrbs/ Behavioral Risk Factor Surveillance System (BRFSS) www.cdc.gov/brfss Monitoring The Future www.monitoringthefuture.org National Data Sources

33. Virginia Youth Survey www.vfhy.org/dataUPDATE Governor’s Office On Substance Abuse Program (GOSAP) www.gosap.virginia.gov Virginia Rural Health Data Portal http://www.vrhrc.org/data-portal/index.htm Local Risk Behavior Surveys School Statistical Data (Smoking violations) Local evaluations & interviews Virginia & Local Data Sources

34. Organizational Response, continued • Describe the organization’s ability to address the need • This is a narrative of the workplan strategies and should demonstrate the organization’s ability to adequately address the need as defined by the organization.

35. Program Matrix Implementation Form • Complete matrix form for all three years • Provide details of: • Selected program • Targeted youth • Session Information

37. Workplan Form(Page 9) Indicate Component I or Component II, Grant Year and Name of Organization at top. Goal(s) are pre-determined – prevention or cessation. Develop your own measurable objective(s). Provide detailed strategies that meet objective(s). Determine appropriate timelines with defined expected outcomes.

39. WritingObjectives • Goal Provided on VFHY Workplan Form: • To prevent the use of tobacco products by youth. • OR • To provide tobacco-use reduction/cessation programs for youth. • Objectives • Statements describing the results to be achieved, and the manner in which they will be achieved. You may need multiple objectives to address a single goal. • Offerors must define their own measurable objective(s). Source: Developing Program Goals and Measurable Objectives. cdc.gov

40. Attributes of SMART objectives: Specific: includes the “who”, “what”, and “where”. Use only one action verb to avoid issues with measuring success. Measurable: focuses on “how much” change is expected. Achievable: realistic given program resources and planned implementation. Relevant: relates directly to program/activity goals. Time-bound: focuses on “when” the objective will be achieved. Source: Developing Program Goals and Measurable Objectives. cdc.gov

41. Objectives can be process or outcome oriented Process objectives describe the activities/services/strategies that will be delivered as part of implementing the program. Example of a SMART process objective: By June 29, 2006 (time bound), increase the number of training sessions given for Health Education program partners on “Implementing and Evaluating System Change” (specific & relevant) from 10 to 14 (measurable & achievable).

42. Outcome objectives specify the intended effect of the program in the target population or end result of a program. The outcome objective focuses on what your target population(s) will know or will be able to do as a result of your program/activity. Example of a SMART outcome objective: By December 31, 2009 (time bound), increase awareness of the signs and symptoms of stroke and the importance of calling 9-1-1 among African American men in [State] (specific & relevant) from 11% to 15% (Baseline: 2005 BRFSS) (measurable & achievable). Source: CDC Division for Heart Disease and Stroke Prevention

43. Objectives vs. Activities/Strategies Objectives are different from listing program activities. • Objectivesare statements that describe the results to be achieved and help monitor progress towards program goals. • Activitiesare the actual events that take place as part of the program.

44. Resources CDC http://www.cdc.gov/healthyyouth/evaluation/pdf/brief3b.pdf http://www.cdc.gov/healthyyouth/tutorials/writinggoal/page001.htm

45. Workplan Strategies(Page 9-10) Strategies include all the activities required to reach the defined objectives. Strategies are the means for reaching goals and objectives. Strategies are the road map for your project and serve as a working timeline – it’s The Plan. States who is responsible, includes timelines and expected outcomes.

46. Workplan Strategies Must include statewide and local evaluation activities. Include Public Relations strategies (ie: press release announcing the grant award). Include legislative outreach strategies including identifying legislators, completing a legislative contact form, and sending emails/letters. For Materials & Staffing grants, include Component II Workplan

47. Recruitment Plan • Describe identification of appropriate target youth • Outreach Efforts • Referral Methods • Ensure ongoing participation

48. Considering Sustainability It’s not just more funding. Consider Other Factors: Organizational Factors (leadership, staff) Individual Factors (attitude, skill) Programmatic, Strategic & Resource Support Sustainability Factors document

49. Section II, Continued Collaborating Agencies & Partners Identify all partners and provide a description of roles within the scope of the proposed program. Staff & Responsibilities List position, title, names (if known) and roles of all staff working on the grant. Program Fidelity Identify and include fidelity requirements of selected program and describe monitoring activities for compliance.

50. Any questions about Section II?