Coordinated Services and Access to Research for Women, Infants, Children, and Youth

Published on AidPage by IDILOGIC on Jun 24, 2005

Purpose of this program:

To support, improve, and expand the system of comprehensive clinical care and social support services for women, infants, children, and youth who are infected with the human immune deficiency virus (HIV) and acquired immune deficiency syndrome (AIDS), and to provide support services for their affected family members. This program is also intended to link comprehensive systems of care with clinical research.

Possible uses and use restrictions...

All funds granted must be expended solely for carrying out the approved project in accordance with application guidelines, the conditions of award and the applicable cost principles.

Who is eligible to apply...

Public and nonprofit private entities that provide primary care services, either directly or by another entity that is linked with the grantee, either through a contract, written partnership, or other formal agreement. Proof of nonprofit status is required for nonprofit organizations. Primary care providers must show proof of Medicaid eligibility.

Eligible Applicant Categories:
Eligible Functional Categories:
Credentials/Documentation

The basis for determining the allowance and allocability of costs charged to Public Health Service (PHS) grants is set forth in DHHS Regulations 45 CFR 74.27 and 45 CFR 92.22. The cost principles prescribed for recipients are in: OMB Circular No. A-87 for State and local governments, OMB Circular No. A-21 for institutions of higher education, 45 CFR 74, Appendix E for hospitals, OMB Circular No. A-122 for nonprofit organizations, and 48 CFR 74, Subpart 31.2 for-profit (commercial) organizations.

Note:This is a brief description of the credentials or documentation required prior to, or along with, an application for assistance.

About this section:

This section indicates who can apply to the Federal government for assistance and the criteria the potential applicant must satisfy. For example, individuals may be eligible for research grants, and the criteria to be satisfied may be that they have a professional or scientific degree, 3 years of research experience, and be a citizen of the United States. Universities, medical schools, hospitals, or State and local governments may also be eligible. Where State governments are eligible, the type of State agency will be indicated (State welfare agency or State agency on aging) and the criteria that they must satisfy.

Certain federal programs (e.g., the Pell Grant program which provides grants to students) involve intermediate levels of application processing, i.e., applications are transmitted through colleges or universities that are neither the direct applicant nor the ultimate beneficiary. For these programs, the criteria that the intermediaries must satisfy are also indicated, along with intermediaries who are not eligible.

How to apply...

Application Procedure:

Applications are solicited by a program announcement in the HRSA Preview. Applications and required forms for this program can be obtained from the HRSA Application Center, 901 Russell Ave., Suite 450, Gaithersburg, MD 20879 or by calling 1-877-477-2123. All applicants must submit PHS Form 5161, Application for Federal Assistance (nonconstruction), which incorporates the SF 424 application pages, fully documenting the need for and the proposed amount of the grant. All qualified applications will be forwarded to an objective review committee which will make recommendations to the Associate Administrator, HAB. The Associate Administrator has approval authority. This program is subject to the provisions of 45 CFR 92 for State and local governments and 45 CFR 74 for nonprofit organizations.

Note: Each program will indicate whether applications are to be submitted to the Federal headquarters, regional or local office, or to a State or local government office.

Award Procedure:

After approval by the Associate Administrator, the Grants Management Branch prepares a Notice of Grant Award and issues the award.

Note: Grant payments may be made by a letter of credit, advance by Treasury check, or reimbursement by Treasury check. Awards may be made by the headquarters office directly to the applicant, an agency field office, a regional office, or by an authorized county office. The assistance may pass through the initial applicant for further distribution by intermediate level applicants to groups or individuals in the private sector.

Deadlines and process...

Deadlines

Contact the Headquarters office listed below for deadline dates.

Note: When available, this section indicates the deadlines for applications to the funding agency which will be stated in terms of the date(s) or between what dates the application should be received. When not available, applicants should contact the funding agency for deadline information.

Range of Approval/Disapproval Time

From 90 to 120 days.

Preapplication Coordination

Preapplication coordination is not required. This program is subject to the provisions of Executive Order 12372, "Intergovernmental Review of Federal Programs." An applicant should consult the office or official designated as the single point of contact in his or her State for more information on the process which the State requires to be followed in applying for assistance if the State has selected the program for review.

Note: This section indicates whether any prior coordination or approval is required with governmental or nongovernmental units prior to the submission of a formal application to the federal funding agency.

Appeals

None.

Note: In some cases, there are no provisions for appeal. Where applicable, this section discusses appeal procedures or allowable rework time for resubmission of applications to be processed by the funding agency. Appeal procedures vary with individual programs and are either listed in this section or applicants are referred to appeal procedures documented in the relevant Code of Federal Regulations (CFR).

Renewals

Grants may be made for up to 3-year project periods, subject to availability of funds. After initial awards, projects may be renewed contingent upon submission and approval of a continuation application.

Note: In some instances, renewal procedures may be the same as for the application procedure, e.g., for projects of a non-continuing nature renewals will be treated as new, competing applications; for projects of an ongoing nature, renewals may be given annually.

Who can benefit...

Women, infants, children, and youth with HIV/AIDS and their affected family members.

Beneficiaries
About this section:

This section lists the ultimate beneficiaries of a program, the criteria they must satisfy and who specifically is not eligible. The applicant and beneficiary will generally be the same for programs that provide assistance directly from a Federal agency. However, financial assistance that passes through State or local governments will have different applicants and beneficiaries since the assistance is transmitted to private sector beneficiaries who are not obligated to request or apply for the assistance.

What types of assistance...

Project Grants

The funding, for fixed or known periods, of specific projects. Project grants can include fellowships, scholarships, research grants, training grants, traineeships, experimental and demonstration grants, evaluation grants, planning grants, technical assistance grants, survey grants, and construction grants.

How much financial aid...

Range and Average of Financial Assistance

$125,000 to 2,244,000; $690,351.

Note: This section lists the representative range (smallest to largest) of the amount of financial assistance available. These figures are based upon funds awarded in the past fiscal year and the current fiscal year to date. Also indicated is an approximate average amount of awards which were made in the past and current fiscal years.

Obligations

(Grants) FY 03 $61,441,322; FY 04 est $61,441,322; and FY 05 est $61,441,322.

Note: The dollar amounts listed in this section represent obligations for the past fiscal year (PY), estimates for the current fiscal year (CY), and estimates for the budget fiscal year (BY) as reported by the Federal agencies. Obligations for non-financial assistance programs indicate the administrative expenses involved in the operation of a program.

Account Identification

75-0350-0-1-550.

Note: Note: This 11-digit budget account identification code represents the account which funds a particular program. This code should be consistent with the code given for the program area as specified in Appendix III of the Budget of the United States Government.

Examples of funded projects...

A variety of agencies are funded under this grant program, but they all represent the collaboration of local health and social services agencies, both public and private, including faith-based and community-based organizations. All contain health service delivery to infected women, infants, children, and youth and provide a case management. Projects directly provide or arrange for a range of medical social, psychosocial and family support services. Features unique to each project demonstrate collectively a variety of strategies to meet the critical needs of HIV infected women, infants, children, and youth.

About this section

This section indicates the different types of projects which have been funded in the past. Only projects funded under Project Grants or Direct Payments for Specified Use should be listed here. The examples give potential applicants an idea of the types of projects that may be accepted for funding. The agency should list at least five examples of the most recently funded projects.

Program accomplishments...

In fiscal year 2003, a total of 88 project grants were awarded. which included 16 Youth Services Initiative grants. It is estimated that a total of 88 projects will be funded in fiscal year 2004 and fiscal year 2005.

Criteria for selecting proposals...

Criteria are included in the program guidance materials provided with application kits. Contact the HRSA Grant Application Center for details.

Assistance considerations...

Length and Time Phasing of Assistance

Awards are made annually, subject to availability of funds. Initial awards will be made for 1 year and continuation awards may be made for an additional 2 years.

Formula and Matching Requirements

None.

Note:
A formula may be based on population, per capita income, and other statistical factors. Applicants are informed whether there are any matching requirements to be met when participating in the cost of a project. In general, the matching share represents that portion of the project costs not borne by the Federal government. Attachment F of OMB Circular No. A-102 (Office of Management and Budget) sets forth the criteria and procedures for the evaluation of matching share requirements which may be cash or in-kind contributions made by State and local governments or other agencies, institutions, private organizations, or individuals to satisfy matching requirements of Federal grants or loans.

Cash contributions represent the grantees' cash outlay, including the outlay of money contributed to the grantee by other public agencies, institutions, private organizations, or individuals. When authorized by Federal regulation, Federal funds received from other grants may be considered as the grantees' cash contribution.

In-kind contributions represent the value of noncash contributions provided by the grantee, other public agencies and institutions, private organizations or individuals. In-kind contributions may consist of charges for real property and equipment, and value of goods and services directly benefiting and specifically identifiable to the grant program. When authorized by Federal legislation, property purchased with Federal funds may be considered as grantees' in-kind contribution.

Maintenance of effort (MOE) is a requirement contained in certain legislation, regulations, or administrative policies stating that a grantee must maintain a specified level of financial effort in a specific area in order to receive Federal grant funds, and that the Federal grant funds may be used only to supplement, not supplant, the level of grantee funds.

Post assistance requirements...

Reports

Annual program reports, annual program service reports and special reports must be submitted as required. Grantees must submit a Financial Status Report on SF 269 within 90 days after the end of the budget period. The grantee must also submit an annual program data report, due March 15 each year, covering the just ended Jan.1-Dec. 31 calendar year. A final Financial Status Report and final progress report must be submitted 90 days after the end of the project period.

Note: This section indicates whether program reports, expenditure reports, cash reports or performance monitoring are required by the Federal funding agency, and specifies at what time intervals (monthly, annually, etc.) this must be accomplished.

Audits

In accordance with the provisions of OMB Circular No. A-133 (Revised, June 27, 2003), "Audits of States, Local Governments, and Nonprofit Organizations," nonfederal entities that expend financial assistance of $500,000 or more in Federal awards will have a single or a program-specific audit conducted for that year. Nonfederal entities that expend less than $500,000 a year in Federal awards are exempt from Federal audit requirements for that year, except as noted in Circular No. A-133. In addition, grants and cooperative agreements are subject to inspection and audits by DHHS and other Federal officials.

Note: This section discusses audits required by the Federal agency. The procedures and requirements for State and local governments and nonprofit entities are set forth in OMB Circular No. A-133. These requirements pertain to awards made within the respective State's fiscal year - not the Federal fiscal year, as some State and local governments may use the calendar year or other variation of time span designated as the fiscal year period, rather than that commonly known as the Federal fiscal year (from October 1st through September 30th).

Records

DHHS and the Comptroller of the United States or any of their authorized representatives shall have the right of access to any books, documents, papers or other records of a grantee, sub-grantee, contractor or subcontractor, which are pertinent to the DHHS grant in order to make audits, examinations, excerpts and transcripts. In accordance with 45 CFR 74.53 and 45 CFR 92.42, grantees are required to maintain grant accounting records 3 years after the end of a budget period. If any litigation, claims, negotiation, audit or other action involving the record has been started before the expiration of the 3-year period, the records shall be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.

Note: This section indicates the record retention requirements and the type of records the Federal agency may require. Not included are the normally imposed requirements of the General Accounting Office. For programs falling under the purview of OMB Circular No. A-102, record retention is set forth in Attachment C. For other programs, record retention is governed by the funding agency's requirements.

Regulations...

Authorization

Public Health Service Act, Title XXVI, Part D, as amended, Public Law 106-345; Ryan White Care Amendments Act of 2000.

Note: This section lists the legal authority upon which a program is based (acts, amendments to acts, Public Law numbers, titles, sections, Statute Codes, citations to the U.S. Code, Executive Orders, Presidential Reorganization Plans, and Memoranda from an agency head).

Regulations, Guidelines, And Literature

PHS Grants Policy Statement, DHHS Publication No. (OASH) 90-50,000, (Rev.) October 1, 1990. Pertinent information may be obtained by contacting the Headquarters Office.

Contact information...

Web Sites
Regional Or Local Office

Not applicable.

Note: This section lists the agency contact person, address and telephone number of the Federal Regional or Local Office(s) to be contacted for detailed information regarding a program such as: (1) current availability of funds and the likelihood of receiving assistance within a given period; (2) pre-application and application forms required; (3) whether a pre-application conference is recommended; (4) assistance available in preparation of applications; (5) whether funding decisions are made at the headquarters, regional or local level; (6) application renewal procedures (including continuations and supplementals) or appeal procedures for rejected applications; and (7) recently published program guidelines and material. However, for most federal programs, this section will instruct the reader to consult the so-called Appendix IV of the Catalog due to the large volume of Regional and Local Office Contacts for most agencies. This information is provided in Additional Contact Information (see below).

Headquarters Office

Central Office Contacts: Program Contact: Wayne Sauseda, Division of Community Based Programs/HIV/AIDS Bureau, Health Resources and Services Administration, Department of Health and Human Services, Room 7-47, 5600 Fishers Lane, Rockville, MD 20857. Telephone: (301) 443-9051. Grants Management Contact: Director, Division of Grants Management Operations, Health Resources and Services Administration, Department of Health and Human Services, Room 11-03, Parklawn Building, 5600 Fishers Lane, Rockville, MD 20857.

Note: This section lists names and addresses of the office at the headquarters level with direct operational responsibility for managing a program. A telephone number is provided in cases where a Regional or Local Office is not normally able to answer detailed inquiries concerning a program. Also listed are the name(s) and telephone number(s) of the information contact person(s) who can provide additional program information to applicants.

Additional Contact Information (Appendix IV)

Due to the large volume of regional and local office contacts for most agencies, full contact information is also provided separately here in a PDF format: