2010 Competitive Grant Application Workshop May 2009

1. 2010 Competitive GrantApplication WorkshopMay 2009

2. Workshop Goals • Familiarize you with the MCOLES Competitive Grant Program • Highlight changes for 2010 Applications • Help you prepare a quality application • Answer your questions

3. 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.

4. 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.

5. 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

6. Handouts • 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)

7. Eligibility Requirements

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. Budget DevelopmentRegulations

15. Grant Guidelines • Legislative Authority • Purpose • Application Process • Grant Awards • Fiscal Responsibilities • Travel Regulations • Program Responsibilities • Definitions of Terms

16. 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.)

17. Personnel • 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

18. 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

19. 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

20. 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.

21. 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

22. 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

23. 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)

24. 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.

25. 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

26. 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

27. 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

28. 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”

29. 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

30. 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

31. Equipment • 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

32. 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

33. Budget Preparation • LAW ENFORCEMENT GRANTS • Project Cost Split • 75% Grant Funded • 25% Other Funding

34. 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

35. 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

36. Questions?

37. Break Time!

38. Grant Application

39. 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

40. 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

41. 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

42. Section 2 - Project Narrative • A. Problem Statement • B. Training Objectives • C. Training Methods • D. Evaluation

43. 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.

44. 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?

45. 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

46. 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

47. 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

48. 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

49. 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.

50. 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