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Grantee Requirements
FY 2010 DFC Grantee Terms and Conditions
All DFC grantees are required to comply with Terms and Conditions related to their grant. If you have questions, contact your Project Officer (programmatic issues) or Grants Management Specialist (fiscal issues). SAMHSA sends the Terms and Conditions to each grantee at the beginning of each new fiscal year.
**Specifically new to the FY 2010 DFC Terms and Conditions is mandatory participation by all DFC grantees in using the DFC Workstation. If you are a current grantee and have not enrolled in the DFC Workstation, please call (877) DFC-5505 for technical assistance.
Below are copies of the Terms and Conditions for each grant type for FY 2010:
New DFC Grantees (Years 1 and 6): DFC New Regular Awards
New Mentoring DFC Grantees (Year 1): DFC New Mentoring Awards
DFC Continuation Grantees (Years 2, 3, 4, 5, 7, 8, 9 and 10): DFC Regular Continuation
DFC Continuation Mentoring Grantees (2nd year of DFC Mentoring funding): DFC Continuation Mentoring
The DFC National Cross-site Evaluation
As part of receiving a DFC funding, grantees must participate in the DFC National Cross-site Evaluation. This means that when a grantee inputs data into the Coalition Online Management and Evaluation Tool (COMET) that the data included is used to determine the effectiveness of the DFC Program.
For technical assistance with data collection (four core measures, student surveys: contact the DFC national evaluation team at dfc_evaluators@icfi.com or call them at (877) 854-0731.
For technical assistance with COMET (specific functionality issues only), call DITIC Support at 1-888-DITIC-4-U (1-888-348-4248) or email them at DITICSupport@kitsolutions.net.
New National Evaluation Contract and Upcoming Changes
In November 2009, ONDCP awarded, through a competitive process, a new contract for the DFC National Cross-site Evaluation to ICF International. Our evaluation team is comprised of:
- Fred Springer, Co-Principal Investigator
- Allan Porowski, Co-Principal Investigator
- Edgar Stewart and the E Team, Technical Assistance (for national evaluation issues only)
- Wendy Sisson, Project Manager
DFC grantees can expect changes to the current measures, systems and tools used in the DFC National Cross-site Evaluation. As these changes are being made, the DFC Program will do everything to ensure that grantees' opinions and needs are captured. Expected changes include, but are not limited to, adding prescription drugs to the core substances, aligning DFC with the National Outcomes Measures (NOMs) used by many other Federal grant programs and updates to the Coalition Online Management and Evaluation Tool (COMET).
Reporting the Four Core Measures
A Guide was developed to help DFC grantees most accurately collect data on the four core measures (30-day use, age of onset, perception of risk/harm of drug use and perception of parental disapproval of drug use). DFC grantees are required to report this information every two years in three grades (6th-12th) on three substances (alcohol, tobacco and marijuana).
This guide provides an overview of the questions that will meet the core data measures that are most commonly used by DFC grantees, questionnaire-specific examples of questions and how to report the data generated by them, and additional resources (e.g., websites, frequently asked questions) that may be of interest to DFC grantees.
Report Due Dates
I. Program Reports
A. Semi-Annual Progress Reports (COMET Reports)
DFC grantees must complete a Semi-Annual Report (often called the "COMET Report) in the Coalition Online Management and Evaluation Tool (COMET) twice a year. These reports are seen by the SAMHSA/CSAP Project Officer and used to ensure grantee compliance with and to monitor progress on goals and objectives. The data (four core measures) in these reports are utilized by the DFC National Cross-site Evaluation Team to monitor the progress of the DFC Program as a whole. It is imperative that DFC grantees enter accurate data, as this data is used to evaluate the effectiveness of DFC on a national scale.
Reporting Scheduled for DFC Grantees in Years 2, 3, 4, 5, 6, 7, 8, 9 and 10 in FY 2010:
- November 10, 2010
- May 10, 2011
- November 10, 2011
Reporting Schedule for DFC Grantees in Year 1 in FY 2010:
- May 10, 2011
- November 10, 2011
B. Coalition Classification Tool
The Coalition Classification Tool (CCT) measures your coalition's level of development, so that ONDCP and SAMHSA can provide appropriate and targeted assistance. It also helps the DFC National Evaluation Team understand the developmental process of DFC grantees. This web-based, survey is administered annually.
Reporting Schedule for all DFC Grantees:
C. Mentoring Grant Progress Report
Current DFC grantees that hold Mentoring grants must provide yearly reporting on the progress of the Mentee community/coalition.
- For FY 2010, Mentoring grantees in their second year of funding need to provide their data on December 1, 2010.
- For those in their first year of funding in FY 2010, you will complete a report for the first time on December 1, 2011.
II. Financial Reports
The Financial Reports submitted by DFC grantees go to your Grants Management Specialist at SAMHSA. They are used to ensure fiscal responsibility and appropriate management of DFC funds provided to grantees.
A. Financial Disbursement Report
This report is filed using Form 272. It is intended to track and monitor the disbursement of DFC grant funds. Reports are filed 45 days after the end of each fiscal quarter online through the Division of Payment Management at http://www.dpm.psc.gov under "grants recipient information". Failure to file reports by the following due dates may result in a hold being placed on grant funds.
Due Dates:
For those with grants in FY 2009:
- October 30, 2010: covers July 1-September 30, 2010
For those with grants in FY 2010:
- January 30, 2011: covers October 1-December 31, 2010
- April 30, 2011: covers January 1-March 31, 2011
- July 30, 2011: covers April 1-June 30, 2011
- October 30, 2011: covers July 1-September 30, 2011
B. Financial Status Report
Financial Status Report (FSR) Standard Form 269 (long form) provides a summary of both federal and non-federal funds expended during the budget year. The form is available from http://www.whitehouse.gov/sites/default/files/omb/grants/sf269.pdf (PDF) and when completed sent to:
SAMHSA, Division of Grants Management
1 Choke Cherry Rd.-Room 7-1091
Rockville, Maryland 20857 (regular mail) or 20850 (overnight delivery)
For overnight delivery please include the phone number of your SAMHSA Grants Management Specialist. The number can be found on your Notice of Grant Award.
Due Dates:
For grantees in Years 2,3,4,5,6,7,8,9 and 10 in FY 2010:
- December 28, 2010
- December 28, 2011
For grantees in Year 1 in FY 2010:
C. Audit Report
If an organization expends $500,000 or more in a year in Federal awards, a single audit for each year is required, in accordance with Office of Management and Budget (OMB) Circular A-133. Additional information on OMB Circular A-133 and the Federal Audit Clearinghouse, where audit reports are to be submitted, is available through http://www.whitehouse.gov/omb/circulars_default/ and http://harvester.census.gov/sac.
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