Grant Application Instructions Page 4 Items Budget Narrative. The applicant should provide here a justification and explanation of the budget items shown on page 3. This should contain criteria and data used to arrive at estimates and, to the extent not permitted by space available on page 3, such further breakdown or detail on any budget figure as may be needed to understand the manner in which it was computed. Special information on particular items requested on page 3 (e.g., equipment listings) may also be provided where necessary. In completing the page: ●Data should be identified by the major budget category involved. ● There should be a special explanation of large items, e.g., heavy travel costs, large printing expendi tures, extensive clerical services, high salary rates, indicating why these are deemed necessary for the proper conduct of the project. In many cases, the budget schedule (page 3 of application) will not provide sufficient room to detail the items listed and the narrative will permit the necessary amplification. The narrative, however, should not be confused with continuation sheets required when space on the budget page is insufficient to include all items. Continuation sheets for the budget should be kept separate from the narrative so that the budget may be identified as a distinct document. • The extent and type of detail and explanation in the narrative will depend on the financial structure and particular needs of the project. The important consideration is that all components and items of the budget be explained with sufficient clarity to permit an intelligent evaluation by those responsible for review of applications. Note on Grant Conditions and Policies Certain LEAA grant conditions and policies have relevance to project budgeting and are referred to here so that they may be kept in mind in formulating budget presentations. (See Grant Guide or separate printed materials for full texts.) These include (i) prohibition against obligation of funds or reimbursement of expenses incurred prior to the effective date of the grant, (ii) limitation of travel and subsistence charges by grantees to levels allowed under current Federal Government travel regulations, including use of less than first-class accommodations in air and rail travel and $16 per diem subsistence limit, (iii) disallowance of certain types of costs, e.g., construction costs, organization dues, entertainment expenses, purchase of automobiles, (iv) disallowance of indirect costs for public agencies and allowance of such costs only for private agencies or educational institutions having a Governmentaudited, wage-base rate but in no event to exceed 20 percent of project direct costs, (v) limitation of approved expenditures to items specifically budgeted and requirement of approval for transfer of funds between budget categories, and (vi) requirement that all grant conditions and rules apply to organizations providing contract services to the project, including specific approval by OLEA of major subcontract arrangements entered into after grant award. Applicants should also have in mind grant criteria and policies applicable to fiscal planning of assistance projects. These include (i) criteria as to size and duration of grants (general range $15,000 to $150,000; duration 1-2 years), (ii) policies favoring absorption of indirect costs and equipment costs necessary for the conduct of a project (especially office furniture and equipment) as a grantee contribu tion, (iii) consultant fees at lowest rates consistent with procurement of competent services and, except in unusual circumstances, not in excess of $80 per day or equivalent, and (iv) use of rented equipment whenever less costly over the project period than purchase of new equipment. LEAA Guide 28 (June 1966) Begin below and add as many continuation pages (4a, 4b, etc.) as may be needed to complete the required justification and explanation of the project budget. LEAA Guide 29 (June 1966) Grant Application Instructions-Page 5 Items Each of the informational items outlined below should be covered as clearly and comprehensively as possible in the Project Plan and Supporting Data. Certain items may require more elaboration or attention than others, but none should be omitted. 1. Goals (Organize as deemed appropriate) Indicate (i) nature of problem and need to be met, (ii) target groups or organizations affected or benefited, and (iii) what it is hoped the project will demonstrate or achieve. Provide sufficient background to permit full understanding of objectives and, where appropriate, refer to and compare known work or efforts by others in similar areas. II. Methods (Organize as deemed appropriate) Indicate as precisely as possible how the project will be executed and what design or methods will be utilized in carrying it out. This should include (i) a description of the various steps and stages of the project, (ii) what will be done at each stage and estimated time intervals involved, (iii) how the work will be organized, and (iv) who will handle each element. In training projects, the "methods" description should also include (i) type of training proposed, (ii) an outline of currículum, (iii) number of individuals and course presentations to be involved, and (iv) teaching methods and materials contemplated. III. Results (Cover each item separately) 1. Evaluation.—Indicate what arrangements will be made to evaluate project results (methods and criteria to be used, who will undertake, etc.). This is an important aspect of the project and should be accorded the same advance planning as the project design itself. If the applicant desires OLEA assistance in this respect, it should so indicate. 2. Significance.-Describe what aspects of the program would justify its support as offering an effort, work product, model, experiment, or demonstration of national, regional, or other significance. Specify, in particular, what innovations or new knowledge the project seeks to test or develop and how this can be transferred to or utilized by other groups and communities. 3. Continuation.-Indicate what prospects exist for continued financing of the specific project or the ideas, methods, and techniques it seeks to advance after Federal support has been terminated. Suggest sources, how this will be accomplished, etc. 4. Dissemination.-Indicate how project results will be reported or disseminated and what other steps can be taken to facilitate transmission of the lessons and findings of the project. IV. Resources (Cover each item separately) 1. Qualifications and Facilities of Grantec.-Indicate past achievements, experience, and other activities which qualify the grantee to conduct the project or have relevance to the project work. Include previous projects assisted directly or indirectly by Federal sources. Describe facilities and resources available to the grantee for the project. 2. Staff and Staff Organization.—(i) List names of and provide short biographical sketches (one or two paragraphs) on project director, other professional staff members and key consultants. Sketches should specify position in project, educational background, past employment and experience, and publications or other professional recognition. (ii) To the extent not previously set out, describe staff organization of the project, lines of decision, and policy or advisory bodies concerned with project execution. 3. Cooperating or Participating Agencies. List all other groups or agencies (i) who will participate in execution of the project or (ii) whose cooperation or support is necessary to its success. If not previously set out, indicate their role in the project and relationships with grantee. Wherever possible, furnish evidence of the support or willingness to undertake project roles of such agencies or organizations (e.g., letters of endorsement by authorized officers). LEAA Guide 30 (June 1966) Form LEA-1 (Ed. 4-15-66) U.S. DEPARTMENT OF JUSTICE APPLICATION FOR GRANT Page 5 Project Plan and Supporting Data This section constitutes the heart of the grant application. It is the applicant's detailed statement of the project—its aims, precisely what will be done, who will be involved, and what is expected to result. Together with the project budget, it constitutes primary evidence to OLEA of the soundness of the project, the care and planning that has gone into its formulation, and the responsibility and qualifications of the applicant and others who will be involved in carrying it out. Attach to this sheet as many additional pages (8" x 10" or 81⁄2" x 11" sheets-not legal size) as may be needed to complete the description of Project Plan and Supporting Data. Where the applicant wishes to append documents as supplemental information and these cannot readily be placed on continuation sheets, they should be listed on the last page of the Plan and 12 copies furnished with the application for staff and panel review. .... Begin this section with a brief summary of the total project not to exceed 200 words in length. Organize the remainder of the Project Plan and Supporting Data as per instructions for this section, under the following headings: I. Goals; II. Methods; III. Results; IV. Resources. U.S. GOVERNMENT PRINTING OFFICE 218-381 LEAA Guide 31 (June 1966) C. REVIEW AND AWARD PROCEDURES 1. OLEA Processing. Applications received by OLEA will be promptly acknowledged to assure the applicant that its proposal is in hand. At this point, a preliminary check for completeness (completion of all pages of form, due execution, inclusion of project plan and other attachments) will be made and the applicant will be contacted if any omissions appear. Thereafter, substantive review by professional staff will be undertaken based on the order in which applications are received and the law enforcement field involved (police, courts, corrections, crime prevention, etc.). In the course of such review, questions may be raised requiring clarification or the furnishing of additional information, and where the project appears outside the scope of the program or otherwise doubtful of support, the applicant will be so advised. References to other federal assistance Sources, where appropriate, may be made by OLEA at this point. 2. Advisory Panel. Advisory panels of working professionals and experts in each of the substantive areas of the LEAA program have been constituted to assist in review of proposals and establishment of overall policies and priorities. These consist of an Advisory Panel on Corrections, an Advisory Panel on Law Enforcement, and an Advisory Panel on Criminal Justice (membership of each ranging from 10 to 15). Applications in complete form and otherwise within the scope and general priorities of the LEAA program will, in many cases, be forwarded to selected members of the relevant panel for review and recommendations. Occasionally the complete panel may meet to consider projects and, where projects relate to several different areas (e.g. courts and police, corrections and courts), review groups may be drawn from more than one panel. When advisory panel and staff review have been completed, the resulting recommendations will be forwarded to the Attorney General for action. 3. Grant Award Actions. Authority to make LEAA grants is vested only in the Attorney General and no prior evaluation, review, or consultation on proposed projects may be taken as indicative of ultimate disposition until he has taken final action. Panel and staff recommendations are advisory only and it may be that projects deemed meritorious upon individual review may, in light of total grant funds available, duplication of effort in certain project areas, and the need for a balanced program, require the withholding or deferral of grant support. When final award has been made, the applicant will be promptly notified ("Statement of Grant Award") and advised of any special conditions applicable to the award. Notice of disapproval will also be communicated with any explanation or special comments (e.g. suggestions as to revision or resubmission) deemed appropriate. LEAA Guide 32 (June 1966) |