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VFHY Grantee Orientation

VFHY Grantee Orientation. June 2018. Orientation Agenda. Welcome and Introductions VFHY Overview Training Offerings and Opportunities VFHY Grants Administration Notebook Review of Sections & Documents Enhancing Your Grants Reporting Requirements Forms and Submitting Online Reports

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VFHY Grantee Orientation

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  1. VFHY Grantee Orientation June 2018

  2. Orientation Agenda • Welcome and Introductions • VFHY Overview • Training Offerings and Opportunities • VFHY Grants Administration Notebook • Review of Sections & Documents • Enhancing Your Grants • Reporting Requirements • Forms and Submitting Online Reports • Evaluation • Wrap Up & Lunch

  3. INTRODUCTIONS Your Name,Organization,LOCATION,Type of Grant

  4. VFHY Background Created in 1999 by the Virginia General Assembly as a result of the Master Settlement Agreement to prevent and reduce youth tobacco use in Virginia. In 2009, the General Assembly expanded our mission to include the prevention and reduction of childhood obesity. In 2017, the General Assembly further expanded the VFHY mission to include the prevention and reduction of substance use.

  5. VFHY Timeline 1999 2001 1998 2002 VTSF awards first 85 program grants March 2002 – After the most extensive youth marketing research ever conducted in the state of Virgcampaign and its tagline –“Can anyone tell us why smoking isn’t stupid?”– is born. The focus market is Virginia youth ages 10 to 17, with an emphasis on youth ages 10 to 14. April 2002 – VTSF launches first TV commercials September 2002 -- ydouthinkhosts the “Y Tour,” a statewide battle of the bands Virginia General Assembly creates Virginia Tobacco Settlement Foundation (VTSF) to reduce and prevent youth tobacco use; allocates 10 percent of state’s annual MSA payments VTSF hires staff VTSF conducts first Virginia Tobacco Survey; finds 28.6% of high school students are current smokers. Master Settlement Agreement signed between major tobacco manufacturers and states attorneys general of 46 states. Settlement funds intended to fund youth tobacco use prevention efforts.

  6. 2008 2007 2004 2005 2003 September 2008 – Virginia Gov. Tim Kaine holds press conference with VTSF to announce that high school smoking rate has dropped to 15.5% November 2008 – More than 2,000 youth volunteers have been trained to become Y St. members December 2008 – VTSF launches SYKE marketing campaign aimed at alternative youth 750,000 youth reached by VTSF program grants VTSF hosts first statewide tobacco prevention conference for grantees and stakeholders August 2004 – VTSF creates Y Street,our award-winning youth-led volunteer group After 3+ years, 661 event visits, 120,000 miles traveled and more than 300,000 interactions with youth throughout Virginia, the “Rantmobile” retires. July 2003 – VTSF awards first four tobacco-use prevention research contracts to universities ydouthink hosts the “ydouthink slam ‘n’ jam”

  7. 2011 2010 2009 April 2011 – VFHY’s tobacco conference goes national, becomes Reduce Tobacco Use conference May 2011 – Y Street receives prestigious national Youth Advocates of the Year group award from the Campaign for Tobacco-Free Kids June 2011 – Y Street teens invited to meet with U.S. Surgeon General Dr. Regina Benjamin and participate in FDA press conference at White House to announce proposed graphic warning labels for cigarettes. Fall 2011– VFHY and VDH collaborate on first jointly conducted Virginia Youth Survey January 2010 – VFHY holds first annual Virginia Healthy Youth Day at State Capitol March 2010 – General Assembly requires VFHY to spend at least $1 million per year on obesity prevention efforts & cuts VFHY’s budget by roughly 30% October 2011 – VFHY hosts first Weight of the State conference July 2010 – VFHY awards first round of two-year Healthy Communities Action Team grants General Assembly votes to change VTSF’s name to Virginia Foundation for Healthy Youth, adds mission to reduce and prevent childhood obesity

  8. 2013 2014 2012 High school smoking drops to 11.1% May 2013 – VFHY holds first annual Rev Your Bev Day More than 1 million children reached by VFHY classroom-based prevention programs April 2014 -- Acting U.S. Surgeon General Boris Lushniak, M.D., M.P.H. delivers keynote address at VFHY’s 2014 national Reduce Tobacco Use conference Summer 2014 -- VFHY launches Down & Dirty marketing campaign aimed at at-risk youth in country/rural peer crowd January 2012 – Testifying to FDA’s Center for Tobacco Products, Y Street teen volunteers deliver results of a survey they conducted that demonstrated that tobacco products are being sold in flavors that are appealing to children and teens. April 2012 – VFHY holds first annual Screen-Free Week events May 2012 – Y Street teen volunteer Judy Hou wins regional Youth Advocates of the Year award for Southeastern United States from the Campaign for Tobacco-Free Kids

  9. 2015 2016 2017 April 2015 – VFHY hosts 4th annual Weight of the State childhood obesity prevention conference May 2015 – Y Street teen volunteer Josh Pritchett wins regional Youth Advocates of the Year award for Southeastern United States from the Campaign for Tobacco-Free Kids Fall 2015 – High school smoking drops to 8.2% but e-cigarette use among high school students is 16.8% November 2015 – VFHY launches 24/7 campaign to promote 100% tobacco-free schools January 2016 – VFHY holds seventh annual Virginia Healthy Youth Day April 2016 – VFHY hosts 12th national Reduce Tobacco Use conference May 2016 – VFHY hosts fifth annual Screen-Free Week May 2016 – VFHY holds fourth annual Rev Your Bev Day, with 350+ events statewide 8,000+ Virginia teens have volunteered for Y Street April 2017 – VFHY will hold fifth annual Weight of the State conference

  10. 2018: • Healthy Youth Day • 13th Reduce Tobacco Use Conference • Awarded 53 Tobacco Use Prevention Grants • Awarded 22 Healthy Communities Action Team Grants • April 25th Rev Your Bev Events

  11. 2018 Regional Grant Awards

  12. Prevention Connections promotes health through better nutrition, increased physical activity, and tobacco prevention and cessation. www.preventionconnections.org

  13. VFHY Resources Programs Training & Resources Marketing Public Relations Research

  14. Executive Director #00001 Sr. Executive Assistant #00002 Public Affairs Manager #00014 Deputy Director #00004 Business Manager #00003 Director of Programs #00005 Director of Marketing #00013 Director of Community Outreach and Development #00007 Training and Resource Manager #00012 Regional Grants Administrator Southwest Region #00006 Regional Grants Administrator Central Region #00011 Regional Grants Administrator Southeast Region #00009 Regional Grants Administrator North Region #00010 Board of Trustees - - - - - - - - - - - - - - Obesity Prevention Program Coordinator #00008 Virginia Foundation for Healthy Youth Organizational Chart

  15. Executive Director #00001 Sr. Executive Assistant #00002 Public Affairs Manager #00014 Deputy Director #00004 Business Manager #00003 Director of Marketing #00013 Director of Community Outreach and Development #00007 Training and Resource Manager #00012 Director of Programs #00005 Regional Grants Administrator Southwest Region #00006 Regional Grants Administrator Central Region #00011 Regional Grants Administrator Southeast Region #00009 Regional Grants Administrator North Region #00010 Board of Trustees - - - - - - - - - - - - - - Obesity Prevention Program Coordinator #00008 Virginia Foundation for Healthy Youth Organizational Chart

  16. VFHY Grants Staff Regional Grants Administrators • Judy Link – Southeast Region • Jenny Martin – Southwest Region • Lisa Brown – North Region • Terri-ann Brown – Central Region

  17. Regional Grants Administrators • Your Regional Grants Administrator (RGA) is your point of contact for VFHY. • Address all inquiries to your RGA – she will be able to help you OR put you in contact with the appropriate resource. • Most grant reporting will be entered into the grants portal.

  18. Stay in Touch Update your RGA as needed regarding: • Project implementation schedules • Staff changes – project and fiscal • Project changes – venue, audience, target group, partners • Successes AND barriers • Budget questions, concerns or problems

  19. Executive Director #00001 Sr. Executive Assistant #00002 Public Affairs Manager #00014 Deputy Director #00004 Business Manager #00003 Director of Programs #00005 Director of Marketing #00013 Director of Community Outreach and Development #00007 Training and Resource Manager #00012 Regional Grants Administrator Southwest Region #00006 Regional Grants Administrator Central Region #00011 Regional Grants Administrator Southeast Region #00009 Regional Grants Administrator North Region #00010 Board of Trustees - - - - - - - - - - - - - - Obesity Prevention Program Coordinator #00008 Virginia Foundation for Healthy Youth Organizational Chart

  20. Marketing Campaigns targeting youth obesity prevention & tobacco use prevention: • Rev Your Bev • 24/7 • Y St. • Youth Engagement: ystreet.org • Television and Radio Advertisements Danny Saggese Director of Marketing 804-225-3624 dsaggese@vfhy.org

  21. Executive Director #00001 Sr. Executive Assistant #00002 Public Affairs Manager #00014 Deputy Director #00004 Business Manager #00003 Director of Programs #00005 Director of Marketing #00013 Director of Community Outreach and Development #00007 Training and Resource Manager #00012 Regional Grants Administrator Southwest Region #00006 Regional Grants Administrator Central Region #00011 Regional Grants Administrator Southeast Region #00009 Regional Grants Administrator North Region #00010 Board of Trustees - - - - - - - - - - - - - - Obesity Prevention Program Coordinator #00008 Virginia Foundation for Healthy Youth Organizational Chart

  22. Public Relations • Press Releases • VFHY Grantee Legislative Contact Form • Legislative Letter Templates Richard Foster Public Affairs Coordinator 804-225-3947 rfoster@vfhy.org

  23. Press Release Tips • Have a “hook” – a reason for putting out the press release. • Make sure the press release is timely – not old news. • Remember the 5 W’s and the H – who, what, where, when, why and how. • Add a quote! (Make sure name and title are correct!) • Don’t get technical – no jargon. • Include grant amount, when awarded, credit VFHY.

  24. Beyond Press Releases Have a social media presence! • Webpage • Facebook page • Twitter • Instagram Highlight activities, make announcements, share data, have fun!

  25. VFHY PR & Communication • VFHY Website - www.vfhy.org • Follow us on Twitter http://twitter.com/HealthyYouthVA • “LIKE” us on Facebook • Sign up for our email list @ www.vfhy.org

  26. Executive Director #00001 Sr. Executive Assistant #00002 Public Affairs Manager #00014 Deputy Director #00004 Business Manager #00003 Director of Programs #00005 Director of Marketing #00013 Director of Community Outreach and Development #00007 Training and Resource Manager #00012 Regional Grants Administrator Southwest Region #00006 Regional Grants Administrator Central Region #00011 Regional Grants Administrator Southeast Region #00009 Regional Grants Administrator North Region #00010 Board of Trustees - - - - - - - - - - - - - - Obesity Prevention Program Coordinator #00008 Virginia Foundation for Healthy Youth Organizational Chart

  27. Executive Director #00001 Sr. Executive Assistant #00002 Public Affairs Manager #00014 Deputy Director #00004 Business Manager #00003 Director of Programs #00005 Director of Marketing #00013 Director of Community Outreach and Development #00007 Training and Resource Manager #00012 Regional Grants Administrator Southwest Region #00006 Regional Grants Administrator Central Region #00011 Regional Grants Administrator Southeast Region #00009 Regional Grants Administrator North Region #00010 Board of Trustees - - - - - - - - - - - - - - Obesity Prevention Program Coordinator #00008 Virginia Foundation for Healthy Youth Organizational Chart

  28. Training and Resources • Identify and maintains VFHY Tobacco Prevention and Training Resources. • Provide proposal technical assistance to prospective grantees and provide implementation technical assistance to awarded grantees. • Conduct compendium training for the following programs: LST, TGFD, SFP 10-14, Positive Action • Develop & coordinates regional trainings and statewide conferences.

  29. Compendium Programs • VFHY website under the Grantee Resources/Compendium of Programs tab lists 19 Compendium Programs that VFHY funds • Program worksheets provides program details, required materials, vender contact information, program essentials, replication contact info and program correlated SOLs • SOL correlations for the following 11 of 19 compendium programs: • All Stars , Al’s Pals, LST, Media Detective, Media Ready, NOT, Positive Action, Project Alert, Project TND, Project TNT and TGFD

  30. Training Opportunities • Semi-Annual Training Interest Surveys • Organization Requests • Training calendar updated in Jan/Feb and June/July • Workshops offered throughout the year • 6 workshops conducted in 2018 • Registration fee is $25 per workshop • 9 categories of trainings are offered

  31. Training Categories • Tobacco Prevention/Cessation • Nutrition, Obesity and Physical Activity • Community Team Development & Sustainability • Program Development & Assessment • Professional & Organizational Development • Youth Advocacy, Development and Engagement • Classroom Management • Proposal Writing & Grant Management • Technology, Social Marketing & Media Education www.vfhy.org/training for updated training lists

  32. VFHY Conferences • Weight of the State Conference (Apr/May 2019) • National Reduce Tobacco Use Conference (Apr 2018, 2020)

  33. Contact Information Charlie McLaughlin, Jr. Training and Resource Manager 804-786-2279 757-334-5370 (mobile) cmclaughlin@vfhy.org

  34. The VFHY Grants Administration Notebook Grants Administration Manual and all forms are available at www.vfhy.org

  35. Notebook Sections VFHY Orientation Materials Grants Administration Manual Proposal Budget Work Plan - Component I Work Plan - Component IIEvaluations Quarterly Reports Invoicing Project Information Legislative Contact Information Resources

  36. Notebook Binders • Notebooks • Hard copies • Organized in one place • Share notebook during site visits • Familiar • Ease of access to information • Virtual Folders • Online • Organized in one place • Share screen during site visits • New process/technology • Access to information concerns/limitations

  37. VFHY Orientation Materials • The PowerPoint Presentation • Handouts • Notes & Contacts

  38. Grants Administration Manual • The Grants Manual will be available for download once the contract is executed. • Download and print the Grants Manual. • Thoroughly read and understand all terms and conditions. • Complete the Acknowledgement Follow Up through the grants portal.

  39. Special Terms and Conditions Highlights AUDIT – “Grantee hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment…” “…The Contractor (Grantee) shall utilize the Grants Administration Notebook provided by VFHY to maintain all appropriate records.” SUBCONTRACTS - “No portion of the work shall be subcontracted without prior written consent of the purchasing agency”

  40. SWaM Certification • Required Statement • h. • If eligible, any Offeror that is a for-profit organization should register with the Virginia Department of Minority Business Enterprises (DMBE) as a SWaM Initial Certified Business (Small, Woman and Minority-owned Businesses) and notify the assigned VFHY Regional Grants Administrator.

  41. Proposal • Print a copy of your grant proposal from the VFHY grants portal and include all revisions. • Add it to your VFHY Grants Administration Notebook. • Share a copy with all grant-related staff (project and fiscal). • Separate the workplans and place in the Notebook.

  42. Budget • Separate out the budget for each year of the grant and file separately in the Notebook. • If changes are requested or made, keep copies in this section as well. • Budget Revision Request form copies will go in this section as well.

  43. Workplans • Separate sections for both Component I and Component II of the grant. • If you have a tobacco use prevention grant for materials only, you will only use the Component I section.

  44. Evaluations • File all evaluation related documents. • Items would include evaluation tools (surveys, questionnaires, pre/post tests), instructions and final reports.

  45. Quarterly Reports • Download, print and file quarterly reports. • Also include final reports in this section.

  46. Invoicing • Copies of all submitted invoices are filed in the Notebook. • Include copies of all backup fiscal documentation (receipts, vendor invoices, time records, etc.).

  47. Project Information • All items related to development and implementation of projects and programs: • Compendium Information • Policy documents • MOU’s • Partner Profile Agreements

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