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Q&A text
collapse Funding Announcement Title : 2018/2019 PCCD Coverdell Opioid Related Improvements ‎(3)
collapse Question Title : Allowable expenses ‎(2)

Question:  Are there any restrictions on funding?  For example, can funding be used to purchase naloxone? 

Answer:  There are restrictions on funding, much of which is discussed under ineligible expenses in the funding announcement. If the purchase of naloxone is integral to the success of the proposed project it is not precluded under this solicitation.

Question: Are personnel and fringe benefit costs allowable program expenses for the 2018/2019 Paul Coverdell Opioid Related Improvements program?

They are absent from the eligible program activities and expenses list on page 5 of the solicitation, however they show as eligible budget categories under the budget detail section of the project application in egrants.

Answer:  Any budgeted item must be related to combating the opioid crisis.  If the applicant believes that the project/proposal fits within the solicitation, the applicant should provide that justification (i.e. "make the case") within the application.

collapse Question Title : Egrants Sections/Documentation ‎(1)

Question: Is there any criteria for the application in terms of formatting (double/single spaced), font size, or page limits? 

Answer:  Fonts and spacing within the application default to the system selection. Character limits exist within the application. 

collapse Funding Announcement Title : 2019 County Jail-Based Vivitrol Program ‎(13)
collapse Question Title : Civil Rights Responsibilities ‎(2)

Question: If PCCD has decided that the videos are a requirement even though it is state funding, must the videos be viewed in advance, or can they be viewed once it's been determined that a grant will be awarded, as suggested in item 9: Should a grant award be made as a result of this application, the award will be conditioned upon all contacts certifying that they have completed viewing OCR's online civil rights training in its entirety. ?  In other words, if we answer no to the questions in number 9, will our application be disqualified?

Answer: While the videos are a requirement, applicants may wait to view them until it has been determined that a grant will be awarded. As question nine of the Civil Rights Responsibilities Section states, the award will be conditioned upon all contact certifying that they have completed viewing OCR's online civil rights training in its entirety.

Question: Does the requirement to view OCR's online civil rights training videos really apply to this grant since the funding for this grant program is not federal?  The program is being funded with state dollars allocated as a result of PA Act 80 of 2015.  The PCCD webpage on Civil Rights Compliance Obligations includes the following statement: Any Pennsylvania program or activity supported by Department of Justice funds is subject to compliance with federal civil rights discrimination laws.

Answer: While the County Jail-Based Vivitrol Program is being funded with state dollars, civil rights training provided by OCR is required.

collapse Question Title : Contracts ‎(1)

Question: In 2017/18 we had run a successful program in Northampton County.  When we had received the funding from the PA DOC we selected a provider through a competitive bidding process.  At the very beginning of the project we had been told that the funds would be able to continue based on performance.  We initiated a contract with a provider for a one year contract with four one-year renewables on it to allow for continuation of the program if funding allowed and if performance targets were met. 

Our funding with the DOC ended 6/19/18 and at that time we had renewed the contract already and then suspended it because of the lack of funding.  The contract remains in suspension pending funding. 

Here is my main question—can we unsuspend that contract and pick up where we left off or do we need to start from scratch with a bidding process?  If we can resume the contract with the provider, would that be considered a sole source?

Answer: Continuing the contract as described would be considered a competitive procurement since the vendor was selected through a competitive process and remains under the same contract issued as a result of the competitive procurement.

collapse Question Title : Eligible Applicants ‎(1)

Question: Would a private non-profit 501(c)3 be an eligible applicant?  The Drug and Alcohol Single County Authority (SCA), which is a private non-profit, would like to apply on behalf of the Counties covered by the SCA.

Answer: Yes, a private non-profit 501(c)3, such as a Drug and Alcohol Single County Authority, is an eligible applicant.

collapse Question Title : Eligible Individuals ‎(1)

Question: Appendix B states, "An eligible participant is a defendant or inmate convicted of a criminal offense who will be committed to the custody of the county…"

Does someone have to be convicted of a crime to be eligible?

If someone is incarcerated due to a probation/parole violation and doesn't have new charges, are they eligible?

If someone is incarcerated on new charges and the charges are then dismissed, would they be eligible?

Answer: Eligible participants must have been convicted of a criminal offense and committed to the custody of the county and meet the eligibility requirements outlined in Act 80 of 2015. This includes individuals incarcerated due to probation/parole violations.

collapse Question Title : Eligible Participants ‎(1)

Question: Are individuals in pretrial status eligible for participation in the County Vivitrol Program?

Answer: Individuals who are in pretrial status and part of a supervised pretrial program, are eligible participants under this funding announcement.  Act 80 states that eligible participants include defendants or inmates convicted of a criminal offense who will be committed to the custody of the county.

collapse Question Title : Medicaid ‎(1)

Question: If the inmate still has active MA, does the grant cover the injection, or is it able to be billed to MA? Our understanding is that while incarcerated, MA is not able to be billed, but this is from a behavioral health perspective.  Does the same hold true for the physical coverage?

Answer: Inmates are not eligible for Medicaid coverage.

collapse Question Title : Performance Indicators ‎(1)

Question: Are we to project the data we hope to see at the end of the two year grant period (project phase), or should it be broken down to quarterly figures to coincide with required reporting?

Answer: For the Performance Indicators section, applicants should include projections for the two-year grant period.

collapse Question Title : Procurements ‎(1)

Question: Our county plans to contract with a licensed provider to administer a vivitrol program at the prison.  The total cost of the contract over the two-year cycle is estimated at under $115,000. Where does the procurement threshold come into play?

Answer: Please review the Procurement Standards section PCCD's Applicant's Manual which can be found on PCCD's website at https://www.pccd.pa.gov/Funding/Documents/Applicants%20Manual/Applicant%27s%20Manual%20-%20Current%20Version.pdf

collapse Question Title : Reporting Requirements ‎(2)

Question: On page 7 under Reporting requirements, there is a bullet that states "Number of Program Staff Trained during this report period." What training is to be reported here? Are there required staff trainings for this grant?

Answer: For the "Number of program staff trained during this report period" performance indicator, grantees should report the number of program staff provided relevant Vivitrol and treatment-related training using grant funds during the report period. Applicants are not required to provide staff trainings using grant funds. However, per the funding announcement, successful applicants will be required to participate in training and technical assistance with PCCD's identified training and technical assistance provider.

Question: Is there an expectation to report data to any entity beyond PCCD?

Answer: There is no expectation that grantees will report data to any entity beyond PCCD.

collapse Question Title : Required Attachments ‎(1)

Question: Where do we include the required attachments for the grant?

Answer: All required attachments should be included in the Executive Summary section.

collapse Question Title : Technical Assistance ‎(1)

Question: Is there an expectation to work with a technical assistance provider for this grant? If awardees will be required to participate in technical assistance, please clarify what the goal and time commitment for technical assistance will be.

Answer: Per the funding announcement, successful applicants will be required to participate in training and technical assistance. The Department of Corrections will provide technical assistance based upon the successes and challenges experienced during the last 3 years of Vivitrol programming within the 25 State Correctional Institutions. The goal of technical assistance is to provide consistency across the implementation of county jail-based Vivitrol programs. Time commitment will vary based on each project.

collapse Funding Announcement Title : 2019 RSAT Re-release ‎(1)
collapse Question Title : Training ‎(1)

Question: Our county received an RSAT grant in 2016.  Staff attended the same trainings that are being required in this grant application as part of that grant's requirements.  If the same staff would be providing services for the program, would they need to complete the trainings again?  We are working on the grant budget and need this information for a better analysis of training costs.

Answer: If as a previous grant recipient training was completed and no plans for additional programming implementation exists, then it will not be necessary to complete training again.  Training on any new programs and participation in technical assistance will still be required under this solicitation. 

collapse Funding Announcement Title : Comprehensive Opioid Abuse Program (COAP) ‎(3)
collapse Question Title : Budget ‎(1)

Question: Realizing that a two-year budget for the COAP funding announcement cannot exceed $150,000, I assume the annual budget amounts can be of any amounts the applicant wishes, is that correct?

Answer: Applicants may submit budgets that will meet the needs of the project as long as the total amount requested does not exceed $150,000.

collapse Question Title : Eligible Applicants ‎(1)

Question: Are agencies in Philadelphia eligible to apply for this grant?

Answer: Pennsylvania county governments currently working with the Opioid Overdose Reduction Technical Assistance Center at the University of Pittsburgh School of Pharmacy Program Evaluation and Research Unit (Pitt/PERU) are eligible to apply under this funding opportunity.

collapse Question Title : Vehicle Costs ‎(1)

Question: Is the cost of a vehicle permitted in this application?

Answer: COAP funds may not be used directly or indirectly to provide for the purchase or lease of vehicles.

collapse Funding Announcement Title : JAG Under $10K Initiatives ‎(12)
collapse Question Title : Civil Rights ‎(1)

Question: The three persons listed as contacts on the grant application viewed the training session last year as part of another federal grant application.  Are they required to view the training again this year?

Answer: If they've already viewed the training last year, they do not have to view the training again this year.

collapse Question Title : Eligibility ‎(4)

Question: Is there a limit to the number of different applications that can be submitted by an eligible municipality?

Answer:  Each eligible municipality listed in "Appendix A" may submit one (1) application. 

Question:  My department is not on the eligible list in Appendix A.  Is it possible to collaborate with another department on an application as long as we stay within the $50,000 max?

Answer:  Yes.  Multiple departments are permitted to collaborate, however, the municipality submitting the application must be identified as eligible in Appendix A.   

Question: Our county is on the approved list. Can we collaborate with a municipality that is NOT on the list? To be a bit more specific, the County would apply for funding to assist a borough police department with accreditation, one of the eligible activities.

Answer: Yes. Multiple departments are permitted to collaborate on an application. The agency submitting the application must be identified as eligible in Appendix A.   

Question: Is a public vocational school with a police officer eligible for funding if they work with the local municipal police department to implement the project?

Answer: The agency submitting the application must be identified as eligible in Appendix A.  Multiple departments are permitted to collaborate on an application

collapse Question Title : Eligible Activities ‎(2)

Question: Do funds need to be used for a new project or can they be used as continuation funding for a previously grant funded project?

Answer: This solicitation does not require that funds be used for a new project. A full list of Ineligible activities can be found in Section 10 of the Funding Announcement. 

Question: A police department that I work with is interested in applying for surface pro tablets to be placed in department vehicles, specifically for detectives and command personnel. Would this be an eligible request?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant should provide that justification (i.e. "make the case") within the application.

collapse Question Title : Funding Availability ‎(1)

Question: Can you clarify what the maximum is that an eligible applicant can request per project or single application?

Answer: Maximum awards of $50,000 are available for one year projects. 

collapse Question Title : Letter of Support ‎(3)

Question: Letters of support seem to be recommended, not required. Do applicants need to submit letters of support from their CJABs? If so, is it ok if a County CJAB supports more than one (1) application --- one (1) from an official County applicant and perhaps others from outside, local municipal applications?

Answer:  Applicants are not required to submit letters of support.  A County CJAB could provide a letter of support to any Under $10K eligible applicant. 

Question: A formal endorsement by and letter of support from the CJAB is not specifically required.  Is this correct?

Answer: A letter of support from the County CJAB is not required.

Question: Are we able to submit hard copies of support letters along with the signature page? Is there any place on the application to attach a letter of support?

Answer: Yes, hard copies of support letters may be submitted with the signature page.  Letters of support can also be attached to the Civil Rights Responsibilities section of the application.

collapse Question Title : Signature Page ‎(1)

Question: I noticed that a Signature Page is required for the JAG Under 10K Initiatives Grant, which signatures are required and who needs to sign the form.  Also, does the Signature Page need to have a seal on the page.

Answer: Detailed instructions for Signature Page requirements can be found beginning on Page 14 of the Applicant Manual. 

collapse Funding Announcement Title : Project Safe Neighborhoods (PSN)-Middle District ‎(1)
collapse Question Title : Funding Availability ‎(1)

Question: What is the minimum/maximum fundable amounts?

Answer: The total amount available for the Middle District is $247,060, there is no minimum dollar amount requirement.  Funds must support strategies identified by the US Attorney's Office.

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collapse Funding Announcement Title : Victims of Crime Act 2019-2021 Compete #3 (Resubmission) ‎(13)
collapse Question Title : Budget ‎(3)

Question: Would reducing a budget be considered changing the scope of the project?   

Answer: Not necessarily.  If you reduced the budget, but are still providing the services as outlined in your grant application, then that would not be a change in the scope of project.  Changing the scope of the project would mean that you are no longer planning to conduct the activity or activities originally outlined in your application and are now proposing a new project.

Question: Should our responses include a new budget if we are cutting items out or is just responding in the narrative that certain items will be eliminated enough?

Answer: Items that are being removed from the budget should be zeroed out and removed from the narrative. Please email your revisions, do not enter them into Egrants. All changes to the application should be emailed to Jeff Blystone (jblystone@pa.gov).​

Question: We need clarification on the following question # 8 What are the specific area of the budget justification you are looking for please advise in detail Thanks Sultan Ahmad

Answer: Each expense listed in the budget should be explained in the justification section. This should be a brief narrative that explains the purpose of the expense, which staff member will be utilizing it, and how it relates to the project.  Additionally, applicants are encouraged to add the procurement method, (i.e. sole source; competitive bid, etc.).

 

 

collapse Question Title : Deadline ‎(1)

Question: Is there any flexibility in the proposed due date of March 27th?    

Answer:This is a unique opportunity to correct errors or omissions in their original grant application which resulted in their program not being recommended for competitive funding. Due to programmatic and administrative obligations , the deadline cannot be extended.

collapse Question Title : Eligible Activities ‎(1)

Question: Can we please be given a very clear idea of what is allowable and unallowable under “construction” as the federal regs do not match the previous guidance we were given by staff.

Answer: Capital expenses, like construction costs, are expressly unallowable subrecipient costs pursuant to the revised Federal VOCA Guidelines, Section 94.122(e), Capital Expenses which states capital improvements; property losses and expenses; real estate purchases; mortgage payments; and construction (except as specifically allowed elsewhere in this subpart).

collapse Question Title : Formatting ‎(2)

Question:Is there a particular format?

Answer: While there is no particular format, it would be helpful if you provided responses in a Word document under each of the listed issues.

Question: ​Is there a page limit to responses? 

Answer: There is no specific page limit, however, we do encourage applicants to provide succinct responses that adequately addresses the issue provided.

collapse Question Title : General ‎(2)

Question: Is there anyone we would be able to speak to directly for clarification on the listed issues? 

Answer: No, consistent with PCCD agency wide policy staff are not permitted to hold private conversations with applicants regarding competitive solicitations. You may post your question on the website and if the response you receive does not resolve your issue, you may repost seeking further clarification. In the interest of fairness and transparency to all, the information and direction we provide must be available to all.

Question: Will responding directly to the questions below (sent to us from Jeffrey) suffice, or are we expected to rewrite and resubmit the sections of grant narrative that correspond to the related questions?

Answer: Applicants should address the issues provided as fully and completely as possible.  This includes  revising the grant narrative and budget to reflect the revised scope of activities and /or the personnel who will be providing the services. All changes are to be made outside of e-grants (preferably in a Word document) and emailed to Jeffrey Blystone at jblystone@pa.gov

 

collapse Question Title : Letters of Support ‎(1)

Question: ​Are we allowed to submit letters of support from the victim service community?  

Answer: Yes.

collapse Question Title : Submission  ‎(2)

Question: Can we submit those letters (and any other materials) after 5 pm on March 27th?  Would an email submission received at 11:58 pm still be accepted?

Answer: E-mail submissions can be submitted up until 11:59pm on 3/27.  Any submission after that time will not be included in the review.

 

Question: Also confirming that the follow-up materials should be sent to jblystone@pa.gov and NOT uploaded via the e-grants portal.  

Answer: Correct.  E-mail submissions should be sent to the e-mail address you received the issues from.  As an added precaution, you should also copy RA-OVS-FundingInfo@pa.gov in your submission.

collapse Question Title : Time Line  ‎(1)

Question: How soon will PCCD make a decision based on the feedback we send on Wednesday, March 27th?  The grant we applied for was technically supposed to begin in April.   If our application was approved, would the project begin in May, June or later?  … We noticed that applications for another non-competitive VOCA cycle are also due March 27th.  Perhaps the timing of a response to our application from PCCD will be placed with those other new applications?  Thanks.    

Answer: Recommendations based on submissions prior to March 27th will be taken to the May 2019 Victim Services Advisory Committee meeting and if recommended for funding June 2019 Commission meeting.  Grants recommended approval through this process will have a project period of July 1, 2019 to September 31, 2021.

Q&A text
collapse Funding Announcement Title : Endowment Act - Programs Assisting Victims ‎(11)
collapse Question Title : Budget ‎(1)

Question: In the past, we have been instructed to enter training registration fees under "Supplies and Operating Expenses" in the Egrants budget detail. However, the most recent update and revision to the budget detail section in Egrants now has a drop down line for registration fees under "Travel (Including Training)." Is it now permissible to include registration fees with other travel/training expenses?

Answer: Yes, you may enter registration fees under the Travel (Including Training) section.

collapse Question Title : Eligible Programs ‎(1)

Question: Are evidence-based prevention education programs for children eligible for this funding?

Answer:  Yes, this would be eligible as long as it follows the requirement of this funding announcement:  "Funding under this category is limited to supporting new and innovative programs or projects."

collapse Question Title : Evidence-Based Programming ‎(1)

Question: Please accept the following questions regarding the EA/POV funding announcement:

  • On page 4 of the funding announcement, examples of programs or projects are provided. One of the examples is "supporting evidence-based programs…." However, there are other examples on the list. Since programs are to be "new and innovative" and examples such as outreach are provided, is it a requirement that every proposed project under this announcement be evidence-based?
  • If all projects are required to be evidence-based, how does this reconcile with the requirement that projects be "new and innovative," since by definition many evidence-based projects are well established over a period of many years?

Answer:   It is not a requirement that every proposed project under this announcement be evidence-based.   The list in the funding announcement provided a few examples of allowable programs.  However, any proposed project that supports providing therapy for children with histories of trauma must utilize an evidence-based therapeutic model.  The phrase "new and innovative" means both creating a brand-new approach or bringing a service or a program to a region or area of this Commonwealth that does not currently have that program or service.   

collapse Question Title : Executive Summary ‎(1)

Question: In the Egrant application, the Executive Summary section asks for applicants to copy and paste a statement to be completed. Given that this section has a 6,000 character limit, is additional information being sought for this section?

Answer: The Executive Summary section has three questions and the character limit pertains to the entire section.  This is to ensure that applicants can answer each question thoroughly.  No additional information aside from these three questions is necessary.

collapse Question Title : Facility Expenses ‎(1)

​Question: Can funds from this grant support facility expenses like rent, utilities, etc.?

Answer:The Endowment Act – Programs Assisting Victims funding announcement is targeted towards new and innovative programs or projects specifically geared for assisting victims of child sexual abuse.  Facility expenses are allowable as long as they are used to support a program or project that would qualify for funding under these specifications.

collapse Question Title : Indirect Cost Rate ‎(1)

Question: Can you confirm what the indirect rate is for this program?  Is it up to our federally negotiated rate, as indicated in the applicants manual?

Answer:  Yes, you would follow the instructions regarding indirect costs listed in the Applicant's Manual.

collapse Question Title : Mental Health Services ‎(1)

Question: We had a question concerning the funding announcement for endowment act- programs assisting victims. The question is we would like to create a program for male adult survivors of sexual abuse, but we only do counseling. Do we have to do therapy or TF-CBT or some other evidence base treatment. We are non-certified/ non-licensed counselors. 

Answer: Under this funding announcement, programs targeted towards adult survivors of child sexual abuse are not required to be evidence-based.  Only applications requesting funding to support therapy for child victims of sexual abuse are required to be implemented with evidence-based therapeutic models shown to be effective for children with histories of trauma.

collapse Question Title : NCA Member Partnership ‎(1)

Question: We are looking to submit the grant application to launch a telemedicine program in a rural county for the child sexual abuse exam. 

We have found a county that is very interested in partnering with us. Right now their CAC is not fully accredited. They are a developing member and are eligible for full accreditation once they get the medical piece up and running. 

We would like to apply for this grant to work with this County and provide them with telemedicine for their child sexual abuse cases. 

My question is....does the fact they aren't an fully accredited CAC prevent us from applying for the grant. I can't find anything in the grant announcement that says we have to work with a fully accredited CAC. I want to make sure this is even a viable option before I finish the grant application. 

Answer: The 'eligible programs' section under the Endowment Act – Program Assisting Victims funding announcement does not prohibit an organization from collaborating with any NCA Affiliate, Associate, or Accredited member for services to child sexual abuse victims or survivors. 

collapse Question Title : New and Innovative Definition ‎(1)

​Quesiton: We are looking to apply for funding but were not sure if our program would be considered new or innovative.

Basically we have nurses who are SANE trained and cover our ED with no compensation.  This has been detrimental to us as there is no incentive for them to stay to be a SANE.  We were looking to fund a bonus or on call structure to provide support to the SANE.  It is a new way to run a program, but thought it may not qualify.  Can you clarify what would be new or if we could use this?

Answer:  It is up to the applicant to provide enough detail and justification of how their proposed program is new and innovative.

collapse Question Title : Procurement ‎(1)

​Question: Should a written request for authorization for noncompetive procurement proposals be submitted to PCCD prior to submitting the grant.  Or as part of the application request?

Answer:  This information should be included in the procurement detail section of your grant application.

collapse Question Title : Required Attachments ‎(1)

​Question: There is a specific section of the Egrant application for "Required Attachments." Are other attachments permitted, such as documentation of program effectiveness? And if so, would these be attached under the Required Attachments section?

Answer: Yes, you may attach other documentation in the Required Attachments section that you feel would be pertinent to your application.  All attachments that accompany the application would be submitted under the Required Attachments section.

collapse Funding Announcement Title : School Safety and Security Grant Program ‎(274)
collapse Question Title : Activity List ‎(2)

Question: Item 12 on the list of eligible programs or expenses lists security related technology.   Our district would like to add a security vestibule for our high school as recommended in our PSP Risk and Vulnerability Assessment.  Would the addition of a small glass vestibule with electronic locks and cameras be considered security related technology?  It mentions the electronic locks, but we would need the glass partitions and doors as well for the project.  

Answer: Applicants should determine which eligible program or expense best fits their project.  Once an application is submitted, PCCD will review each project and activity section(s) selected.  If PCCD staff have questions or suggestions on a different activity, they will reach out to the applicant. 

Question: We are applying for funding for our recently hired Manager of Safety and Security.  This is a salaried position supervised by the District's Director of Ops/Transportation.  Should we request this funding under subsection (18), even though that subsection specifically states "training and compensation of school resource officers and school police officers"?    Subsection (18) seems to be the only one intended to fund the salary and benefits of security personnel.  

As an alternative to the above approach, I considered using subsection (22) (iv) to fund the Manager of Safety and Security because it relates to "fostering and promoting communication between the school entity, community and law enforcement".   Why does the Program Activities-- Part B form NOT allow for request of items under subsection 22?  Is this phase of the grant process NOT for accessing the "Programs designed to reduce community violence" portion of the safety and security grant?  I understand that a separate $7.5 million was set-aside for this specific purpose, but are we NOT allowed to apply for that money at this time?  Please clarify this process for me.

Answer: Applicants should determine which eligible program or expense best fits their project.  Once an application is submitted, PCCD will review each project and activity section(s) selected.  If PCCD staff have questions or suggestions on a different activity, they will reach out to the applicant. 

Per Act 44, grant funding allocated through Act 44 shall be used to supplement and not supplant existing school entity spending on school safety and security.  If a position is currently funded by the school district, funding from this program cannot be used to support that position.  However, funding can be used to make a part-time position full-time and/or support a new position.

Subsection 22 refers to the Community Violence Prevention Programs and this subsection is not eligible under this current funding announcement. 

collapse Question Title : Address ‎(1)

Question: If we need to mail items off of the Non-Profit Agency Checklist, what address should we use?

Answer: Pennsylvania Commission on Crime and Delinquency

              Attn: Grants Management

              P.O. Box 1167

              Harrisburg, PA 17108-1167

collapse Question Title : Amending Part A ‎(1)

Question: We have prioritized our lists of requests for the grant.  Part A would pay for PART of our request.  We are hoping to receive Part B to supplement the costs.  Or course, we realize that we may not receive Part B.

If we do not receive Part B and cannot move forward with our initial request, would we be able to amend Part A for something else on our list where costs would be covered?

Answer: Yes, you will have an opportunity to amend Part A.

collapse Question Title : Applicant ‎(1)

Question: I am asking on behalf of an IU– we were talking with another IU about collaborating efforts on a program and submitting for the grant together.  Is this something we can do or does each IU have to submit individually?

Answer: Two or more school entities may collaborate on a project together. However, only one agency can be defined as the applicant agency in Egrants.  Other agencies may be entered in Egrants as recipient agencies. 

collapse Question Title : Application Corrections ‎(2)

Question: If an application is returned for corrections, is it to be assumed that the application will be funded if the corrections are made?

Answer: Applications are not officially awarded until approved by the Committee. 

Question: How soon will applicants know if they must revise their application?

Answer: If applications submitted under Part A need to be revised, PCCD staff will contact applicants via Egrants.  PCCD staff will contact Part B applicants after the review and scoring process is complete. 

collapse Question Title : Applying for PCCD Grant ‎(1)

Question: I am the Chief of Security and Safety at our school district.  I already have egrant access and have applied for the $25,000.00 school equipment grant.  I am now trying to apply for the PCCD School Safety and Security funds that were announced on Friday, September 7, 2018.  I can not find it when I log into my current egrant system.  I can only review the previous equipment grant that I applied for.  I have followed the instructions and don't know what to do from this point so that I begin working on the application.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration. To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

collapse Question Title : Approval Checklist ‎(1)

Question: I am reviewing your FAQ's on the site address provided.  I am trying to figure out if we (a public school district) is required to complete and send the items in the "Approval Checklist", we thought that we were a "government entity, political subdivision" so we would not be required to complete this section but after reading the FAQ, I am confused by the wording.  Are we required to submit all items on this list? If so, are these to all be mailed or can we send any by email (or attachment on that page)?

If so, the last completed financial/single audit was for FY 2016-17 (our auditors just arrived to start our FY 2017-18 Audit), is it OK to submit the 16-17 audit?

We do not specifically have by-laws as a school district, is that OK to leave blank or not include? 

Answer: The approval checklist page does not require that you send PCCD any documents.  School districts are not required to complete the Non-Profit Agency Checklist (which would require attachments such as a completed audit). 

collapse Question Title : Approved Consulting Firms ‎(1)

Question: Can you please advise if there is a list of safe schools approved security consulting firms?

Answer: The Committee is in the process of establishing the criteria needed to be an approved security consultant or firm.  This registration process is required to be in place no later than October 31, 2018.

collapse Question Title : Area Vocational-Technical School ‎(1)

Question: We are a school entity, a Career & Technology Center (Area Vocational -Technical School), registered as an 'Educational' Agency in PCCD Egrants.  From what I understand, we are eligible only for Part B of the School Safety & Security Grant, correct?

We are not considered a Non-Profit Agency as we do not have a 501-C designation.  We will not be passing through any funds to any other agency.

Are we required to provide the items requested in the 'Non-Profit Agency Checklist'?

Answer: Correct, you are only eligible for Part B.  You do not need to complete the Non-Profit Agency checklist section. 

collapse Question Title : Attachment Section ‎(2)

Question: Are applicants allowed to add any appendices to illustrate the need for the project? For example, pictures of unsafe situations the applicant is trying to remedy through their request for funds.

Answer: Applicants may submit additional documents that support their application.  

Question: If we have attachments to go with the Part B application, do copy and paste into the narrative or do we do a file attachment upload?  If it is an upload, please direct me to instructions to complete that task.

Answer: All attachments for both Part A and/or Part B should go into the "Attachment" section in Egrants. 

collapse Question Title : Award Date ‎(1)

Question: Is there a date set yet when awards will be announced? Will awards be announced at one time or will they be evaluated, funded and announced as they are submitted and approved?

Answer: The exact date is unknown at this time. 

collapse Question Title : Budget ‎(10)

Question: 1.  We would like to apply these funds toward the cost of hiring a full-time Behavior Specialist/Counselor.  Understanding that Part A of the application is for $25,000, do I apply only for $25,000 of the total cost (salary and benefits) of that employee or do I include all costs even though that will exceed the $25K?

2.  For the competitive Part B, would I then include the remaining costs of that employee sought in Part A?

Answer: School districts applying for both Part A: Meritorious Application and Part B: Competitive Application must create a separate budget in Egrants for each part.  The budget for Part A can only include expenses totaling $25,000.  All remaining expenses should be inserted into the budget for Part B.  See Appendix A of the PDF funding announcement for assistance in setting up these two budgets.

Question: Year 2 is required, do I treat that as an additional $25,000 or must year 2 be $0?  Same question for Part B costs.

Answer:  Since both Part A and Part B are included in one application, PCCD had to set up the budget section for two years.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2.  In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

Question: I am filling out the application for the meritorious application of School Safety and Security, we are seeing that this is a year two in the budget. Should we be applying for $25,000 for year two as well as year one?

Answer: Since both Part A and Part B are included in one application, PCCD had to set up the budget section for two years.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2.  In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

Question: I was wondering when I complete the budget for Part B Competitive Grant do I include the $25,000 that is in the Part A application?

Answer: Part A and Part B budgets must be set up separately.  Please refer to Appendix A of the PDF funding announcement for instructions on how to set up two budgets. 

Question: Will the grant (specifically Part B) be awarded by submitted 'line item' or awarded as a "block grant" where the School District can determine which projects to pursue as included in the original grant submission, at the discretion of the district?

Answer: Both Part A and Part B budgeting is based on specific line items entered into the Budget Detail section in Egrants.  Once awarded, funding can only be used for line items that are in the application.  However, grantees can submit a Project Modification Request (PMR) during the project period to remove/modify/add specific line items. 

Question: Is there are minimum we need to spend in any budget area? Examples: professional development, training, equipment, supplies or is it based off our school district's needs?

Answer: Applicants are not required to enter a minimum amount in each budget category.  It is up to the applicant to determine what activities should be budgeted.    

Question: I know the application is asking for 2 years of budget.  Will there be 2 years of funding?  Will the amount we are awarded be paid over 2 year period.  I am just confused on why you want 2 years of budget if the grant is for only 1 year.  Thank you.

Answer: The project period for the Part A: Meritorious Application should not exceed one year; the project period for Part B: Competitive Applications should not exceed two years.  The funding being made available can be used over a two year period, for Part B projects. 

Since both Part A and Part B are included in one application, PCCD's Egrants system could only accommodate a single budget section for a two year period.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2.  In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

Question: I am completing the budget section for the competitive (Part B) grant for the School Safety (Act 44) Grant.    I am asking for a portion of the total cost of a program we plan to implement in the district.  Other sources will also be providing funding.   Do I include in the budget ONLY the areas of the total budget that I will be using the monies from the grant for, OR do I include the full budget (including what would be coming from other agencies) in the budget section?

Answer: Only include expenses in your budget that will be paid for by the School Safety and Security Grant Program. 

Question: 1)  Is there an opportunity to submit additional information connected to vendor proposals after the due date of October 12th?  Id so, what would be allowable?  

2)  Our proposal would be for safety related items that are a one time expense and would not require a 2 -year budget. Is there a specific format for the budget detail or will a spreadsheet suffice.

Answer: 1) If competitive proposals are solicited and received, then no additional information must be submitted.  You must keep documentation on file to support the selection of the vendor used including copies of all proposals submitted.

2) You will need to enter all of your line items into the Egrants Budget Detail section.  Assistance on entering your budget can be found at: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx

Question: I am concerned we will place our expenses in the incorrect category and therefore limit our chance of being awarded the Part B grant.

Where can I find more clarification on what constitutes each of the budget categories?

Answer: Placing a budget line item in an incorrect category will not affect your chances of receiving an award.  PCCD fiscal staff will review each budget and if a line item is in the wrong category, they will return the application to you for corrections.

Assistance on the budget categories can be found in PCCD's Applicants ManualAdditional assistance on creating your budget can be found here: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx

collapse Question Title : Budget Detail ‎(2)

Question: Application—we've received several comments from districts about the detail required on the application—in terms of budgets. Some additional clarification, examples and/or guidance would be helpful—and again, this creates more questions in terms of those districts that are awaiting notification of approval of PDE grants.  

Answer:  We are developing directions and Egrants screenshots that will help applicants navigate this issue.  These directions will be on the PCCD website on 9/26/18.

Question: I am completing the budget details section and am not sure where to assign "fees".  For example, we are applying for a Raptor Visitor Screening program.  Included in the cost is an annual access fee and database set up fee.  Should these items go into the other category or be placed in equipment costs?  Similarly, we are requesting radios that will require an FCC License and associated fee to do obtain.  Is this cost with the equipment or does it go somewhere else? 

Answer: An access fee would go in the "Supplies & Operating Expenses" category.  A database setup fee would go in the "Consultants" category if you are paying a vendor to complete this work.

collapse Question Title : Charter Management Organization ‎(1)

Question: Can a Charter Management Organization submit 1 application for multiple Charters or do we need to submit a separate application for each charter?  We have 13 schools with 8 separate Charters

Answer: Act 44 of 2018 identifies school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions as the only entities eligible for funding under this solicitation.

collapse Question Title : Charter Schools ‎(2)

Question: We are a network of charter schools in PA, with each individual school its own LEA but one of the LEAs also includes the network central office, through which many of our grant-funds are then distributed out to schools. For example, in many federal grant programs, we apply as a consortium of LEAs with one lead applicant (the LEA that includes the central office). The LEA is also a nonprofit 501(c)(3) as well. I am unsure of the proper way to apply for the PCCD School Safety & Security Grants.

Must each individual LEA apply separately? Or can we apply as a network on behalf of all the LEAs (i.e., on behalf of all the PA charter schools in our network)? What is allowed and/or recommended?

Answer: Act 44 of 2018 identifies school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions as the only entities eligible for funding under this solicitation.

Question: First, as a charter network, we have multiple schools with individual charters and I was wondering if we can apply for each school or would we submit one application and include total costs for each school in the budget?

Answer: Act 44 of 2018 identifies school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions as the only entities eligible for funding under this solicitation.

collapse Question Title : Committee ‎(1)

Question: Could you explain what the "School Safety and Security Committee" is?

Answer: On June 22, 2018, Governor Tom Wolf signed Act 44 of 2018 into law, creating a School Safety and Security Committee within PCCD.  The Committee is tasked with developing the criteria school entities are to use in performing school safety and security assessments, issuing a survey to school entities to measure school safety and security preparedness, and administering grants.

To better understand its requirements, an overview of the key elements of the Act has been developed and provided in the Overview of Act 44 (pdf).

collapse Question Title : Committee Review ‎(1)

Question: When does the Commission meet to review the applications?

Answer: Applications submitted under this funding are not reviewed by the PCCD.  Successful applications will be presented for consideration at the School Safety and Security Committee (SSSC) meetings.  Applications submitted under Part A will be reviewed at the October 30, 2018 SSSC meeting.  Applications submitted under Part B will be reviewed by the SSSC before the end of the fiscal year. 

collapse Question Title : Community Violence Program Grants ‎(2)

Question: The funding announcement referenced a forthcoming School Safety and Security grant designed to reduce community violence ("Community Violence Program Grants"). What will be the difference in focus for these grants as compared to the current funding announcement?

Answer: The Community Violence Program Grant ($7.5 million) will be a separate funding announcement that will open later this calendar year.  Municipalities, institutions of higher education, community-based organizations and other entities approved by the School Safety and Security Committee will be eligible to apply. The eligible activities for the Community Violence Program announcement will include the activities referenced in Section 1306-B (J)(22) of the Public School Code.

Question: Will the funding for the Community Violence Program Grants come out of the available $52.5 million or is there other money that will be used for this program?

Answer: No, funding for the Community Violence Program Grants is not included in the $52.5 million released under the School Safety and Security Grant Program.  The Committee voted to release $7.5 million for Community Violence Program Grants in a separate solicitation which has not yet been opened/released.

collapse Question Title : Consultant Budget ‎(1)

Question: I am completing the budget detail for our grant application.  We are applying for the purchase of radios that will have to be programmed.  Does the labor for programming go under the consultation category or should its total cost be included in the equipment category?  We are also applying for the installation of card swipe systems on doors, so would the labor go with equipment or under a different category? 

Answer: Contracted labor for programming and installation should be placed in the Consultants category.

collapse Question Title : Consultants ‎(3)

Question: We plan to pursue either the employment of a Licensed Social Worker or contract for LSW services through a third party.  Our region is very remote with opportunities limited for employment and for third party contracted services.  The amount of money we receive (Part A and B) would determine if we are able to hire the position or must seek a third party.  Our application would be different depending on our direction.  

1) Are we able to modify our application after award status is know?  At that time, information related to 3rd party contractor would be known.  Seeking third party services within the allotted timeframe will be challenging.

2) With limited time provided for soliciting responses for a 3rd party, is there any recommendation on how to complete the grant application with the 3rd party TBD?  Is the best option to request an exception to the procurement process and request a noncompetitive process approval?

Answer: 1. The noncompetitive Part A portion of an application can be modified after award.  The competitive Part B portion of an application can be modified after an award is made as long as the scope of the project does not substantially change the project from what was reviewed and scored.

2. A competitive solicitation process does not need to be completed prior to application submission.  The applicant may put TBD in the name field for the personnel or consultant position.

Question: We are contracting with township police departments to provide school resource officers. Are they considered personnel or consultants in the budget?

Answer: An employee should be listed in the "Consultants" section if they are not considered a school district employee. 

Question: When completing the budget section under supplies and operating expenses, i.e. hi-tech security cameras, should the labor for installation be listed separately or included in the cost?  If so, where should it be listed?

Answer: Contracted labor for installation should be placed in the Consultants category.

collapse Question Title : Contractors ‎(1)

Question: Hello. I would like to know under what budget category in the grant application would I put a $ 5000 payment for services of a School resource officer to my district as a contracted service? The County Career and Technology Center is not hiring the SRO but my district is.

Answer: An employee should be listed in the "Consultants" section if they are not considered a school district employee. 

collapse Question Title : Cyber Charter Schools ‎(1)

Question: Good afternoon – I have a question regarding cyber charter schools and clarification on who qualifies. The first section of the grant process has a section marked for school districts which I understand is only for part A. It appears that part B is open to cyber charter schools however I can't figure out how to get past the part A section to get to part B as it won't let me fill out the page in order to get to the next page.

Answer: Cyber charter schools are not eligible for funding under Act 44.

collapse Question Title : Definitions ‎(1)

Question: In regards to the PCCD School Safety and Security grant, can you please define the school resource officer and school police officer positions as listed in number 18 in Section 7. Eligible Program Activities and Expenses?

Answer: Act 44 defines a School Resource Officer as a law enforcement officer commissioned and employed by a law enforcement agency whose duty station is located in a school entity and whose stationing is established by an agreement between the law enforcement agency and the school entity.  A School Police Officer is defined as a law officer employed by a school district whose responsibilities, including work hours, are established by the school district. 

collapse Question Title : Due Date/Time ‎(1)

Question: What time on Oct 12 are applications due?

Answer: Per page 14 of the PDF Funding Announcement document, the application must be entered into Egrants no later than 11:59 p.m., Eastern Time. 

collapse Question Title : Egrants ‎(2)

Question: Is the grant application posted for completion in eGrants?  If so, I am not able to access the grant for our school district.  We applied for two of the Safe Schools Initiative grants in August with no issues.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Our school inadvertently created two applications for the School Safety and Security Grant.  Is it possible for you to delete the second one created?

We have already begun to enter info in the first one.  I apologize for the inconvenience.

Answer: We are unable to delete an application in Egrants.  The duplicate application will just remain in Egrants unfinished and will not affect the application you will ultimately submit. 

collapse Question Title : Egrants Application ‎(2)

Question: I have a username and password for PCCD eGrants. I get the email notices when new grants are released. When I go into the system, I do not see the options as presented in Appendix A of the attached user guide. Please provide directions to access the A and B Act 44 grants.

Answer: Appendix A of the PDF funding announcement only includes instructions for filing out the Budget Detail section when a school district is applying for Part A: Meritorious Application and Part B: Competitive Application.  All components of the application, including the Budget Detail section, can be found by clicking on the "Funding Announcement" tab and searching for "School Safety and Security Grant Program," after you signed into Egrants.

Question: Are all sections of the grant required or only the sections mentioned in the instructions and that are part of the rubric?  

Answer: The following sections are required for ALL applicants:

  • Approval Checklists
  • Budget Detail
  • Main Summary Information
  • Performance Indicators (not required to enter measures)
  • Attachments
  • Federal Transparency Act Certification
  • Fiscal Accountability
  • Non-Profit Agency Checklist
  • Procurement Details (if needed)
  • State Funding Announcement Certifications

The following sections are required for school districts that are applying for Part A: Meritorious Application:

  • Executive Summary – (Part A)
  • Program Activities – Part A: Meritorious App.

The following sections are required for school entities (including school districts that apply under Part A that are seeking competitive funding) that are applying for Part B: Competitive Application:

  • Executive Summary (Part B)
  • Program Activities – Part B Competitive App.
  • Project Description (Part B)
  • Statement of Purpose (Part B)

Please note that every section, including sections not required, will need to be saved as "complete" prior to submitting the entire Egrants application. 

collapse Question Title : Egrants Budget ‎(1)

Question: Since we have not technically been awarded a grant yet, what exact fields and information do I put in the Budget Summary?  I know how much I want to ask for Program A ($25K) and Program B ($84K), but I'm not quite sure what I enter in this form.

Answer: Guides to help set up and complete the Budget Detail section can be found here: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx

collapse Question Title : Egrants Help ‎(22)

Question: I am trying to register for PCCD and it will not let me.  The message is that my email is already in use.  What do I do?

Answer: Please contact the Egrants help desk at either (717) 787-5887, or you may call toll-free at (800) 692-7292 and select option 9 and then option 6 when prompted.

Question: I just logged into my E-grants account and I am unable to find the grant application for this grant. Any help would be greatly appreciated.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

If this does not answer your question, please contact our eGrants help desk at either (717) 787-5887, or you may call toll-free at (800) 692-7292 and select option 9 and then option 6 when prompted.

Question: I saw the announcement, when will the grant be accessible to complete?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Please confirm when the grant will be available in EGrants for starting the application process.  I noted the date in the communication indicated September 7 was the opening date, however, I am not seeing it as a grant option in the EGrants portal.  Any information you can provided will be greatly appreciated.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Thank you for the information on the School Safety and Security Grant made available through PCCD.  I was told at a meeting today that we need to register for the grant by Friday, September 14th in order to be eligible for the grant application. 

Can you please forward the website to register for the grant?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Can you tell me how to find these grants on e-grants? I have access to Safe Schools but I don't see this there – what is the bureau? How do I request access?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: I am unsure where to register for the grant.  Could you please send me the link to register?  Any help would be appreciated.  Thank you.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Can you please send me the directions for accessing the Egrants system to log into for the Safe Schools grant?  Does the executive director need to access this directly or can I access this myself?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Who registers and who is assigned roles in Egrants is up to each individual applicant agency. 

Question: Hello I have to register my clients for Act 44, after reviewing the website I am unclear on whether we have to simply assign a contact by the due date, or actually register each school contact via the https://www.pccdegrants.pa.gov/Egrants/Login.aspx site, fill out an application and create an account for each?  Please let me know which one is needed. Thank you.

Answer: Agencies that have never received funds from PCCD must first complete the paper Agency Registration Request Form (PDF), have an official with legally binding signature authority sign the form, and fax it to (717) 783-7165. Within 24 hours, the agency will receive a call or email confirming registration in the Egrants system. 

At least two individuals per agency—those who will enter information or serve as a contact—must register online through Egrants.  We ask that applicant agencies register themselves so that their own unique username and password can be created. An agency should start the Egrants registration process as soon as possible. 

Question: How do I access the E-Grant? When I log in all I see is the grants I already applied for, could you point me in the right direction to apply for the new Act 44 money?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: I am trying to apply for the school safety grant but the link is not available. Can you please help?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

After being registered, all components, of the application, including the Budget Detail section, can be found by clicking on the "Funding Announcement" tab and searching for "School Safety and Security Grant Program," after you signed into Egrants. 

Question: Is there a guide for using this egrant system?  

Answer: Assistance with registering and submitting an application can be found here: https://www.pccd.pa.gov/Funding/Pages/Egrants-Home.aspx

Question: How do I register us for these grants.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Will there be any meetings offered to help with filling out the egrant for those who are not familiar with the grant application?

Answer: We are not able to provide any training on the application process at this time.  If you have specific questions about the funding announcement please feel free to email them to RA-CD-SSSC@pa.gov.Specific questions regarding Egrants can be sent to RA-eGrantsSupport@pa.gov.  Assistance with registering and submitting an application can be found here: https://www.pccd.pa.gov/Funding/Pages/Egrants-Home.aspx

PCCD's Applicants Manual also contains information on policies and procedures of grant funding. 

Question: The application you attached was filled out last week. How soon will we be able to start completing the grant application and where do I access the application?

Answer:  In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx Assistance with submitting an application can be found here: https://www.pccd.pa.gov/Funding/Pages/Egrants-Home.aspx. Specific questions regarding Egrants can be sent to RA-eGrantsSupport@pa.gov

Question: Can you please tell me how I can register for the PCCD egrants system?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: I completed most of my Act 44 School Safety and Security grant info into Egrants. I wanted to make sure i have everything entered that was necessary before I hit submit. I was wondering if someone could look at my application and let me know if i am missing anything but the signature page? 

Answer:  All Egrants sections must have their status changed to "complete" before an application can be officially submitted.  If an application is recommended for funding, PCCD staff will work with applicants to amend/correct/add any information that was not included in the first submission.  

Question: How do we apply for PCCD grants?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: We are attempting to apply for Part B of the most recent safe school announcement but cannot find the application in the egrants system. Can you please advise how to begin this application?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

If you have specific Egrants questions, please contact the Egrants help desk at either (717) 787-5887, or you may call toll-free at (800) 692-7292 and select option 9 and then option 6 when prompted.

Question: Our School District is applying for a PCCD grant.  The egrants system has designated 2 numbers for our grant.  Is this because the district is applying for both Part A - the non competitive funds and Part B - the competitive funds?  If so, do all the sections of both grants get completed?

Answer: If a school district is seeing two grant id's, that means two applications were started within the Egrants system.  Please only utilize one of those applications.  Per the statute, Part A and Part B must be completed within one application. 

Question: I am getting message ....Allocation Agency must be entered to be able to enter budget.

Please advise on how to enter this information on Main Summary Information page.

Answer: You will need to click "Add Applicant as Recipient Agency" first, as this is a required field. Once a recipient agency is listed, you will be able to access the other sections of the application.

Question: I am trying to begin the grant process.  I can get in.  I am set up my agency is registered but I was sent a number 29753 which I am not sure what to do with.  I went in and created a new program and got the number 30040 for my grant #.

However, I think when I created that program I exited before I completed all the details.  How do I get back to that grant profile area where I put in my title, etc?  

I am concerned because I have 2 numbers once sent to me and one I got when I created the new grant.  I hope this doesn't mean I have 2 grants or should I have 2?

Is there a manual to walk me through this?  I have the new user guide but everything in that is completed.

Answer: If you have received two grant ID's, that means two applications were started within the Egrants system.  Please only utilize one of those applications.  Per the statute, Part A and Part B must be completed within one application. 

After signing into Egrants, pick the one grant ID you wish to utilize, and click on the first "Click Here" link to get back into the grant application. 

Please see our budget detail set-up navigation guides on the School Safety and Security website for assistance in using the PCCD Egrants system: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx.

collapse Question Title : Egrants Registration ‎(1)

Question: I recently enrolled in the PCCD Egrants portal and submitted our organization and myself as the Agency User Manager.  Is this the first necessary step to complete to begin the process of creating an application for the School Safety Grant?

Answer: For additional information please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

If you need additional assistance, please contact the Egrants help desk at either (717) 787-5887, or you may call toll-free at (800) 692-7292 and select option 9 and then option 6 when prompted.

collapse Question Title : Egrants Sections ‎(3)

Question: When we are completing the school safety grants (screen shot below), do we need to complete the sections that are listed as 0 points? 

Answer: The following sections are required for ALL applicants:

  • Approval Checklists
  • Budget Detail
  • Main Summary Information
  • Performance Indicators (not required to enter measures)
  • Attachments
  • Federal Transparency Act Certification
  • Fiscal Accountability
  • Non-Profit Agency Checklist
  • Procurement Details (if needed)
  • State Funding Announcement Certifications

The following sections are required for school districts that are applying for Part A: Meritorious Application:

  • Executive Summary – (Part A)
  • Program Activities – Part A: Meritorious App.

The following sections are required for school entities (including school districts that apply under Part A that are seeking competitive funding) that are applying for Part B: Competitive Application:

  • Executive Summary (Part B)
  • Program Activities – Part B Competitive App.
  • Project Description (Part B)
  • Statement of Purpose (Part B)

Please note that every section, including sections not required, will need to be saved as "complete" prior to submitting the entire Egrants application. 

Question: As a school district do we need to complete the non-profit section, performance indicators and the federal transparency portion?  We are a non-profit, but we are also a government entity.   Also, the budget details section is not allowing me to save so do we just mark that complete?

Answer: School districts are not required to complete the Non-Profit Agency Checklist.  You are also not required to enter any performance measures into the performance indicator section.  However, applicants may include measures specifically related to the activities outlined in their application.  The federal transparency section must be completed, but only question #2 is required.

All sections must be marked "complete" before an application can be submitted.  If you mark the budget detail section as "complete" and the budget you entered is still visible, then that section was saved.   

Question: 1. What are you looking for in the section titled "Performance Indicators?" I was unable to add new performance indicators and the options that were already there did not pertain to my organization.

2. In the "Approval Checklist" section, the last question asked about "a segregation of duties policy." Our district has two policies that deal with this topic, Policy 626 - Federal Fiscal Compliance that talks about internal controls and Policy 827 - Conflicts of Interest. Our administration does practice segregation of duties, but those specific words were not in our policies. Is it okay for me to mark "Yes" on that question? I have attached both policies as PDFs to this email.

Answer: 1) Applicants may include performance measures that are specifically related to the activities outlined in their application.  However, applicants are not required to do so as part of their application.  Applicants not submitting performance measures as part of their application will need to change the Performance Indicator section status in Egrants to "Complete" in order to submit their Egrants application. 

2) The entity has to make a determination as to whether they have a segregation of duties policy or not regardless of what the title is of the policy.

collapse Question Title : Eligibility ‎(46)

Question: Are private schools eligible for either section of this grant? If not, is there any plan to include them in the future?

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Could you tell me if private parochial schools are eligible to apply for the School Safety grants?  We are looking at a $200,000 security project for the school.  We will apply to a number of Foundations for matching dollars.  The school has a minimal security system at this time.  We have 500 students pre-school to 12th grade.

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: As a comprehensive full-time career and technology center, would our school be able to apply for the Part A: Meritorious Application $25,000?

Answer: No. Pursuant to Section 1306-B (F) of the Public-School Code of 1949, only school districts are eligible apply for the Part A: $25,000 meritorious application.

Question: Can IU's cannot apply for the $25,000 grant in Part A of the application?

Answer: Intermediate Units are not eligible to apply for Part A: Meritorious Application funding.

Question: I work for a Christian school in PA. I saw this opportunity come across my desk and was curious if we are eligible to apply for this grant. We are a nonprofit 501(c)3 private school. 

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: The reason for my writing is to inquire if the School Safety Grants is available to private schools?

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am inquiring about our eligibility for Part B of this grant. We are a non-public school who receives funding strictly through tuition and private donations. If we are not eligible for this grant, could you please steer me towards any additional funding opportunities? I was recently hired and would like to implement safety education and continue our security upgrades.

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I was wondering if you could tell me if the Safety and Security Grants funding through PCCD is available to private schools, or only public schools.

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: We are a small charter school that serves several school districts in Pennsylvania. We have a School Safety and Security Coordinator and have already established mandatory school safety trainings with our school. Would we be eligible to apply for Part B:Competitive Grant? 

Answer: Yes. Charter schools are eligible applicants under Part B: Competitive Application.

Question: I had a question concerning the School Safety and Security Grant application. Are PRRI eligible for the Part A Meritorious portion of the Grant?

Answer: Only school districts are eligible to apply for Part A: Meritorious Application.  Private Residential Rehabilitative Institutions are eligible to apply under Part B: Competitive Application.

Question: Our charter school is a new charter school located in Philadelphia PA.  Our charter was fully approved in July/August 2018, and we opened in August with 300 students across grades K-4.

There are a number of climate/culture and school safety areas where we could benefit from this additional funding.  Before I begin working with a team to submit a meritorious application I want to confirm that we qualify as a "school district" that is eligible to apply for this grant program?  

Answer: Charter schools are eligible applicants under Part B: Competitive Application only.

Question: I was looking at the PCCD grant for school safety and security and I wanted to see if our organization would be eligible to apply.   We are a child care provider with a DHS and PDE license.  We have a Pre K Counts programs for 145 children in our building.   Does this grant apply for the school setting that we have?

Answer: Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Please clarify the eligibility of an AVTS (CTC) for Part A of the School Safety Grant.

Answer: Pursuant to Section 1306-B (F) of the Public-School Code of 1949, only school districts are eligible apply for the Part A: $25,000 meritorious application.  Area Vocational Technical Schools (AVTS) are eligible for Part B: Competitive Application.

Question: I am writing you to inquire if private schools are eligible to apply for the School Safety and Security Grant program.  One of our partner private schools was inquiring.  They are not a charter school but a private catholic school serving PreK-12. Thank you.  

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Afternoon, my district submitted two grants over the summer under the school safety and security grant guidelines. One being for equipment for 25000.00 and another to defer the cost of the district's SROs. Does the district need to submit the SRO grant again under the competitive grant application? Or is that already taken into account?

Answer: PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: Can IU's apply to create programs/trainings that would serve all districts in their service area.  For example, can an IU apply to hire and provide social workers/LPC's to districts, and have staff trained as trainers in trauma informed schools and classrooms?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals. However, applicants can apply for a project that serves multiple districts. 

Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I recently received an e-mail newsletter from Senator Bartolotta about the Act 44 of 2018 grants available to schools.  Does this Act provide for funding to private schools?  We are a Christian school located in Bethel Park, PA.

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am the director of a CTC and wondering with full time, comprehensive status if anything can be done to qualify us for the meritorious application?

Answer: Per Act 44, only school districts are eligible for funding under Part A: Meritorious Application.

Question: We are a public charter school serving students in K-8 in PA.

Are we eligible for the School Safety and Security Grant Program a per Act 44 of 2018?

Are we going to apply under safe schools office at http://www.egrants.pa.gov?

Answer: Charter schools are eligible applicants under Part B: Competitive Application.

In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: I was wondering if you could tell me if our district can apply for Part A and Part B of this grant?  It seems that Part A will be somewhat of a guarantee but Part B is not.  We don't want to sacrifice the first part if the second part may not be awarded.  Thank you for any clarification you can provide.  

Answer: Any school district submitting a meritorious application as prescribed by the Committee shall receive a minimum of $25,000 as soon as possible following the October 30, 2018 Committee meeting.  Applicants submitting proposals under Part B will have the opportunity to revise their Part B application based on findings from the Committee's review of survey responses and pre-existing school safety and security assessments.  Once the revision period is closed, all Part B applications will undergo a scoring and review process.  Part B applications recommended for funding will be presented to the Committee for consideration prior to the end of the fiscal year.  Funding under Part B cannot be guaranteed.

Question: Please advise if private schools are eligible for these grants.

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I write on behalf of a Charter School in PA.  It is my understanding that as a Charter School, we are eligible to apply for Part B of the new funding available for School Safety Grants.  When will the application be available through e-grants?   

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

After registration, all components of the application, including the PDF funding announcement, can be found by clicking on the "Funding Announcement" tab and searching for "School Safety and Security Grant Program," after you signed into Egrants. 

Question: I have a customer who is very interested in apply for the School Safety Grant.  She is a part of a private prk-8 school.

In reviewing the information she had thought that private elementary schools would not be eligible.  Could you shed some light on this and let me know if they would be eligible or not?

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Is this grant available to private schools located in Pennsylvania?  

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Are Community Colleges eligible to apply for the School Safety Grant?

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am interested in applying for this grant but would like to know if we a "school entity" that is eligible.  We are a private school (Catholic) in Tamaqua, Pa.  And am I correct that the application is due on October 18, 2018? Thank you for your attention to this matter. 

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.  Applications are due on Friday, October 12, 2018.

Question: Just to confirm and clarify:

The 2018 Act 44, that amended the Public School Code of 1949, still applies directly only to public schools, not independent schools, correct?

Answer: School entity is defined in Act 44 to be a school district, intermediate unit, area vocational-technical school, charter school or private residential rehabilitative institution.

Question: The directions state that if you are only applying for the Part A non-competitive grant it should be separate from the competitive.

It takes you to the listing, I click, and only competitive comes up  - I clicked – ID # 29510

Our Charter School only wants to apply for the Part A section this year …. How do I get there.

Answer: Charter schools are only eligible applicants under Part B: Competitive Application.  Both Part A and Part B are to be completed within the same application.  For applicants applying for both Part A and Part B, the budget will need to be set up per the instructions in Appendix A on the PDF funding announcement. 

Question: May a public area vocational technical school apply for Part A funds or just Part B?

Answer: Area vocational-technical schools are only eligible under Part B. 

Question: I have a few Questions about the Pennsylvania Commission on Crime and Delinquency's School Safety and Security Grant Program. I was concerned with some of the eligibility criteria and the availability of funding. While "Intermediate Units" are listed as eligible applicants, could you further define this term and what organizations it might be applicable to? Furthermore, I would like to confirm if Part A the Meritorious application was a guaranteed allotment or if funding for the program would also be on a competitive basis. Thank you for your time!

Answer: Pennsylvania's 29 intermediate units and locations were established in 1970 by the Pennsylvania General Assembly (Act 102) to operate as regional educational service agencies to provide cost-effective, management-efficient programs to Pennsylvania school districts.

Funding for school districts under Part A is non-competitive.  Per the statute, each school district that makes a meritorious application as prescribed by the Committee shall receive a minimum grant allocation of $25,000 annually. 

Question: I am reviewing the grant and I am confused if we apply for Part A or Part B.  We are a Catholic school within the diocese of Scranton and think we would fall under Part B Competitive or would we receive money from our local school district we fall under?  Please advise.

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant. 

Question: I was referred to the funding announcement by our University President toward a submission to increase school safety within our campus community. 

I phoned the help desk this morning and was advised that a University would not be eligible for the School Safety Grant under Part A, but would be eligible under Part B as open to "school entities."

Would you confirm that a University is eligible to submit for this grant under Part B?

Answer: Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.  A university is not eligible to submit for this grant under Part B. 

Question: I am beginning to navigate my way through the grant process.  Please forgive my ignorance but are private schools eligible to apply for this grant or is it for the public school district only?  I did read the description and i wasn't sure how loosely or strict the terms were to define the organization.  Any light you can shine my way, even if its for a grant that we may qualify for...I would greatly appreciate you!

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am a grant consultant working with at a nonprofit agency that provides youth mental health/behavioral services such as residential treatment and alternative educational programs (website: http://www.cahprogram.org/). I was reviewing the School Safety Grants guidelines and saw that under "Part B: Competitive Application" eligible entities included "private residential rehabilitative institutions".  I wanted to double check and make sure that they would qualify. 

Answer: To verify eligibility under this solicitation (i.e., to determine if your school entity is a school district, intermediate unit, charter school, area vocational-technical school, or private residential rehabilitation institution), please visit the Educational Names and Addresses (EdNA) database on the PA Department of Education's website and utilize the "Search Educational Entities" function: http://www.edna.pa.gov/Screens/wfSearchEntity.aspx. 

Question:  Hello – I chair a security committee for a private Catholic school.  As a private parochial school – how does the new Act apply and are we eligible to submit an application for the grant funding?

We have some structural and technology needs that are of our highest priority and would like to be considered for grant funding.  Could you let me know if there's any reason we would not be eligible for consideration?

Answer:  Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am a retired PA Trooper who has taken the roll of Coordinator of school safety and Student Life at a Private High School and I am trying to verify if we would qualify for any financial grants from the Act 44 law based on our classification.  As I watched the power point I'm inclined to say no, but I'd like to be sure.

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: We are a Catholic School and want to know if we would qualify as a district to apply for the School Safety and Security Grant Program.

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Hi there. I am writing with a question about the School Safety and Security Grant Program that has been established per Act 44 of 2018. I understand that only school districts can apply for Part A. However, are approved private schools eligible to apply for Part B funds? 

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am reaching out to ask a question regarding the School Safety and Security Grant Program. For eligibility as a Competitive Applicant the RFP indicates the application is open to "school entities" but does not include private schools. Would a private Catholic high school be eligible for grant funding?

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Are non-public schools eligible to apply for the Act 44 funding?

I see the list in the packet, and it does list charter schools. What about parochial or private schools?

Answer: Private and non-public schools (with the exception of private residential rehabilitative institutions (PRRIs)) are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and PRRIs are eligible for funding under this solicitation.

Question: Thanks for the email, I am having problems since I never did one of these before.   Based on the short summary of the proposed project request it seems like they want a security officer or a safety coordinator appointed at the school to be eligible for the funds.  We want to update our entrance ways to make them more secure based on a local police officer's recommendations.

Are we still eligible to get the grant?

Answer: Act 44 has a requirement that all school entities name a school administrator to serve as the school's safety and security coordinator.  Naming a coordinator is not tied to the grant funding.  Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals. 

Question: I was wondering if we even qualify for this grant since we are a Catholic school.  Can you please let me know?

Answer: Private and non-public schools (with the exception of private residential institutions (PRRIs)) are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and PRRIs are eligible for funding under this solicitation.

Question: In reviewing the RFP for the School Safety and Security Grant Program I wanted to inquire if agencies that provide SAP liaison services and training are able to submit or if it should be included with an LEAs application?  Thank you very much. 

Answer: School Districts are the only eligible applicants under Part A: Meritorious Application.  School entities, including school districts, intermediate units, area vocational-technical schools, charter schools, or private residential rehabilitative institutions, are the only eligible applicants under Part B: Competitive Application. 

Question: Can school districts collaborate and submit a joint submission regarding the $40 million competitive funding stream enacted by the General Assembly last June?

Is there any language in the new code that governs such submission? If so could you cite us to it?

Answer: Act 44 states that school districts may only submit one application annually.  It does not speak to collaborative submissions in the affirmative or negative.

Question: Hello:  We are a PRIVATE boarding school.  Are we eligible to apply for the Available School Safety grants. 

Answer: No, private and non-public schools (with the exception of private residential rehabilitative institutions (PRRIs)) are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and PRRIs are eligible for funding under this solicitation.

Question: I am not certain if you are allowed to answer, but I have a question about the School Safety Grant.  Before our agency applies for funding I want to make certain we are eligible.

Our agency has a school and vocational school on campus.  Both are staff by local school district employees.  In addition, we have school district teachers teach in our secure buildings across campus.  In total, we have approximately 90 school district staff members working on our campus.  Wouldn't our agency be considered a private residential rehabilitative institution under this solicitation?

Answer: To verify eligibility under this solicitation (i.e., to determine if your school entity is a private residential rehabilitation institution), please visit the Educational Names and Addresses (EdNA) database on the PA Department of Education's website and utilize the "Search Educational Entities" function: http://www.edna.pa.gov/Screens/wfSearchEntity.aspx

collapse Question Title : Eligible Expenses ‎(1)

Question: If assessment data includes vulnerabilities identified through architectural assessments and recommendations to improve safety- are physical plant improvements allowable expenses in Part B?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

collapse Question Title : Eligible Programs ‎(20)

Question: I am the Grant Coordinator for our school district. We are very excited about the recently posted School Safety and Security Grant Program and I just have a few questions.

Our district plans to apply for both Parts A and B of the grant. My question is, does Part B need to be focused on one activity, or can it encompass a variety of activities? For example, can a portion of funding be used for security technology, a portion for SAP training, etc.? And if the grant will cover multiple activities, will the grant be viewed as "all or nothing" or will individual activities be funded and others rejected? We just want to make sure we are doing this correctly!

Answer: Funds for a proposed program under both Part A and Part B can include any, all, or one of the items listed under Eligible Program Activities and Expenses (pg. 7 of the PDF funding announcement).  You are not restricted to one activity.  Per the funding announcement, the Committee may require applicants to revise applications and may place conditions on activities.  The Committee has final approval of all costs.

Question: I am submitting a question on behalf of two school districts.  Both districts have a need for vestibules for the front lobbies in their school buildings.  Will construction costs associated with vestibules be considered for the grants under the security planning and purchase of security-related technology category?  If not, will security equipment needed as part of the vestibule project (such as additional cameras, remote door releases, bullet resistant windows and doors, etc.) be considered under the security planning and purchase of security-related technology category even though it is part of a larger project?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Would installing ballistic film on glass school doors be an allowable expenditure for the school safety and security grant funds?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: We are looking to hire 2 school police officers.  I wanted to see if the Part A and/or Part B funding would allow us to purchase protective equipment (weapons, ammunition, body armor, uniforms) for the police officers?  Also, wanted to see if we can use this funding to purchase a police vehicle.  If this is permissible for either Part A or B… and what funding category should I select when applying for these specific items.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Would the installation of Security Bollards/Protective Safety Barriers and Security Glass Film be considered an eligible expense under Section 1306-B, subsection (j)(12) of Act 44?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute. If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: As I review the grant announcement from PCCD, I am appreciative to see the list of eligible program activities and expenses listed on pages 7-8.  I do not see facility renovations listed here, and I am wondering if a renovation to create secure entrances to schools would qualify.  Please advise.  Thank you.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Are cameras on busses an allowable expense for these grants?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I would like to turn in a grant for the Part A and Part B of the School Safety and Security Grant Program.  For the Part B of the program, I wanted to ask if the following could be covered by the grant?

  • Secure Vestibule Entrance Juniata High School
  • Secure Vestibule Entrance Tuscarora Junior High School

Currently, both of these buildings do not have a secure vestibule and when entering the building, parents/guests need to walk down the hallway of the school building to get to the office which is not secure.  In our 2016 school assessment, this was our biggest risk that was reported to us through the safe school assessment.

Would I be able to use the grant for this purpose to move part of the office to the entrance of the building creating a secure vestibule?  I am not looking for anything fancy, just making things secure for our students.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Page 8 of the guidelines states that eligible costs include "Costs associated with the training and compensation of school resource officers and school police officers." Has the Committee set forth guidelines or regulations pertaining to the use of municipal police officers as "school security officers"? There are instances where school districts currently compensate retired municipal police officers or active duty municipal police officers during their "off duty time" for providing security services within the school building during the academic year and regular school day. Would the proposal to utilize either Part A or Part B grant funds to support the compensation of additional officers as school security officers in the aforementioned manner be considered an eligible cost, and would the Committee entertain this type of proposed programming? If so, are there other existing regulatory or other stipulations that dictates the manner in which a school district compensates and utilizes municipal police officers and "school security officers"?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

The Committee may require applicants to revise applications and may place conditions on activities.  If revisions or conditions are requested by the Committee, PCCD staff will reach out to the applicant. 

Question: I have a question about the Part B: Competitive Application.  We are looking to apply for this grant to cover the cost of visitor vestibules in both the high school and the elementary. Specifically, we are looking to cover the cost of redesigning both main offices to allow for a visitor entrance that allows us to do a license check before they enter the building/office.  Would this be covered under the grant?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Would capital expenses be eligible?—In order to comprehensively address our school's safety and security, Carson Valley would need a new safe structure (to replace existing modular facilities) with ADA compliance and adequate egress/ingress for emergency preparedness in order to sufficiently purchase and install the equipment specifically listed in the grant guidelines.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: My team has reviewed the list of eligible items for the Act 44 grant and we have lots of ideas.  With that said, I do have two questions.

  1.  Can we request items that involve construction?  We have 2 schools that do not have secure entrances and we would love to use Grant Funds to help support this project.  Is that possible?
  1. Can we purchase "Flexible Furniture" for our specialized learning environments for students with specialized needs.  I know this may sound strange, but the environment is much safer with the proper resources in place.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I am Superintendent of a school, located in eastern Westmoreland County.  Our Risk Assessment and Vulnerability Team met this morning to prioritize activities for our submission of an Act 44 PCCD School Safety and Security Grant.  

We are a geographically large rural school district, covering 234 square miles and 9 municipalities.  While 3 of our schools are located within 4 miles of each other, our most rural school is located in a separate municipality approximately 13 miles from the others.   

Our priority for a grant submission is SRO/SPO.   Through SSSC, are we able to apply for more than one officer? We are hoping that we are able to provide at least one for the 3 schools that are close in proximity, and one for the most rural building.  

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

A school district can apply for $25,000 under Part A and up to $5,975,000 for Part B with a statutory cap of $6 million.  

Question: Can we use funds for not only the purchase of security cameras but installation of the cameras

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Are bus radios allowed under security-related technology?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: We would like to apply for funding through Part A of the grant to install safety/security treatments placed on all window/door surfaces located at all egress points. The treatment would create shatterproof windows/doors, which would delay/deny the entry of unauthorized individuals into our buildings.

Is this an acceptable expense?

Answer: Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I am emailing to see if certain items are allowable expenses to apply for the Act 44 grant.

We have a district police department.  They are in need of some equipment.  It is Ballistic vests (worn by officers to protect them.) The other two are to upgrade our weapons and holsters to a more secure configuration.  The other question-  would the cost of K9 Officer be allowable?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I am the PA Sales Manager here at Smoothwall Web Filtering. I have a potential customer that is looking to use your PA School Security and Safety Grant. I had a few questions... 

  1. We are an education vendor designed to safeguard schools through web filtering and monitoring of computers. We can alert on concerning web searches (abuse, adult content, bullying, suicide, and more) as well as monitor google docs, emails, Facebook chats and more whether the device is on or offline. Would we be eligible to become a vendor for your grant? 
  2. I have some other schools in PA that may benefit greatly from this. Is it too late for them to apply? 

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

All applications are due by 11:59 P.M on October 12, 2018. 

Question: If we are looking to purchase internal hallway and entry security camera (that do not presently exist) that will tie into an existing outdoor security camera system is that able to be done through this grant. 

Similarly, if we have a video entry system for two doorways into the building but because of renovations the main entry door has been relocated would that qualify because it would be tying in an existing system. 

If I am understanding correct as far as anything new, like a new phone/intercom system and equipment it would need to be purchased after the grant has been obtained. 

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

PCCD will not be able to reimburse costs incurred prior to the official start date of an award.

Question: George Junior Republic has both an (academic) school and career and technical center on campus.  These two educational sites are in self-contained buildings.  In addition, we have classrooms in 23 additional locations.  George Junior Republic is partnered with the Grove City Area School District.  Although the district provides the education, we are responsible for the campus, facilities, etc.  Under this opportunity we would be interested in having a campus safety assessment take place across our entire 500-acre campus.  Understanding the entire campus serves youth, but classrooms are not located across all 500 acres, would it be permissible to request funds for the safety and security assessment to occur? 

Answer: Private and non-public schools (with the exception of private residential rehabilitative institutions (PRRIs)) are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and PRRIs are eligible for funding under this solicitation.

collapse Question Title : Equipment Section ‎(1)

Question: For the budget section – in the applicant's manual it states items over $5000 is to be listed under equipment.  If we have many items that go towards the whole project and is over $5000 do we list the items under supplies if under $5000 or under equipment if they are over $5000 – or do we list them all under equipment?

Answer: For an item to be considered equipment, the item must have a useful life of at least one year and a unit cost of at least $5,000.  The items should be placed in the Supplies & Operating Expenses budget category if the unit cost of a single item of the items being purchased is less than $5,000.

collapse Question Title : Equipment/Supplies ‎(1)

Question: A question regarding items identified as supplies.  Any item that is under $5000.00 is considered supplies, correct?  So if one item cost $1500.00 and I am purchasing 10 of the items, they are still considered supplies.  Correct?

Answer: Correct, any item under $5,000 is considered supplies.  Purchasing 10 items costing $1,500 would still be listed under Supplies. 

collapse Question Title : Fiscal ‎(3)

Question: Our agency has been in discussions with several school districts regarding contracting with us to provide counseling and/or behavioral health services to students. Are school districts able to include our agency as a contractor in their applications or will they need to utilize a bid process or a request for proposal process?

Answer: Grants will only be made to school entities, however, school entities may contract with other organizations as described in PCCD's Applicants Manual.

Question: If a school district chooses to purchase from a PA COSTARS organization, does that qualify for an exemption from the competitive bidding requirement?

Answer: Simply purchasing from a COSTARS qualified vendor does not qualify as a competitive procurement.  A purchase from a PA Department of General Services negotiated contract would qualify as a competitive procurement.

Question: Can you please tell me what sections my Chief Financial Officer needs to complete?  I see that the "Budget Detail" section comprises 15% of the total decision criteria, but is the "Budget Detail" section all that we have to submit from a financial perspective? 

Answer: The budget detail section includes the proposed grant budget.  Additional sections, such as Fiscal Accountability, Procurement, if applicable, and State Funding Announcement Certifications also have budget/fiscal related questions. 

collapse Question Title : Frequently Asked Questions ‎(4)

Question: Are private or non-public schools eligible for either section of the School Safety and Security Grant Program solicitation?

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: How do I apply for School Safety and Security Grant Program funding? How do I get into Egrants?

Answer:  In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: I need technical assistance with PCCD's Egrants system. Whom do I contact?

Answer: Please contact the Egrants help desk at either (717) 787-5887, or you may call toll-free at (800) 692-7292 and select option 9 and then option 6 when prompted.

Question: My school entity submitted a grant under the PA Department of Education's (PDE) Targeted Safe Schools Grant applications, which closed July 31, 2018.  Are PDE's grants different from PCCD's Act 44 grants?  When will I know if PDE's Targeted Safe Schools Grants have been awarded?  Can I apply for a similar grant under the Act 44 School Safety and Security Grant Program? 

Answer: First, PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

collapse Question Title : Full or Partial Funding ‎(2)

Question: We know what we apply for needs to connect – I just wanted to know if we get the whole grant or not OR could we get just some of the grant. 

Answer: As per the funding announcement, the Committee has final approval of all costs.  Final determinations as to whether or not Part B: Competitive Applications are funded in full or in part rests with the Committee.

Question: Will funding decisions be "partial" or "all-or-nothing" under competitive Part B?  If we ask for (6) items totaling $500,000, is it possible the awards committee will approve, for instance, (5) items totaling $425,000?  Please clarify.

Answer: As per the funding announcement, the Committee has final approval of all costs.  Final determinations as to whether or not Part B: Competitive Applications are funded in full or in part rests with the Committee.

collapse Question Title : Funding ‎(14)

Question: We would like some clarity around the amount of funding we can apply for under this solicitation.  Can a charter school apply for up to 10% of the total allocation for Part B?  Is there a specific maximum amount?  Is there any way to estimate what amount of funding is acceptable?  Is there some type of formula we can use?  

Answer: Applications submitted under Part B, proposed budgets cannot exceed $6 million.  If a school district is applying for $25,000 under Part A, they are only eligible to apply for $5,975,000 under Part B.  Since charter schools cannot apply under Part A, an applicant can request up to $6 million under Part B. 

Question: Is this first-come first-serve consideration/funding?

Answer: No. All school districts that make a meritorious application as prescribed by the Committee shall receive a minimum grant allocation of $25,000.  Applications submitted under Part B: Competitive Application will undergo a scoring and review process.  Applications recommended for funding through that process will be considered by the Committee. 

Question: Act 44 states $60 million has been appropriated for the School Safety and Security Grant Program during the 2018-19 school year. Part B allows funding to be used over two years.  Typically, state funds must be used within the fiscal year. Will there be an exemption for these funds or will the state legislature have to re-appropriate the funds?

Answer: Funding that was appropriated for FY 2018-19 can continue to be spent after June 30, 2019 since the School Safety and Security Fund is established as a special nonlapsing fund in the State Treasury.   Additional School Safety and Security Grant Program funding is, however, contingent upon appropriation from the General Assembly on an annual basis

Question: Use of funds—we've received a few questions about what districts should anticipate will be the follow-up from PCCD regarding the use of the $25,000—what will PCCD need to see to verify appropriate use of grant funding? 

Answer: All successful applicants will be required to submit financial reports in PCCD's Egrants system and may be required to submit documentation (invoices, contracts, receipts, time and effort reports, etc.) that supports the reported expenditures.

Question: Can a request to purchase a security related technology be requested in Part A and in Part B?  For example, if something costs $94,000 – could we request Part A to cover $25,000 and Part B to cover the remaining $69,000?

Answer: Yes, funding for one project/item can be requested in both Part A and Part B.  However, funding under Part B is not guaranteed. 

Question: I am reading over the information released regarding Part A - Meritorious Application and Part B - Competitive Application of the School Safety Grant. In one spot, it says that we should fill out Part A ONLY if we are NOT applying for Part B. But I saw contradictory information in another spot. So my question is do we fill out both parts if we are applying for both grants or just Part B if we are applying for both grants because a minimum of $25,000 will be given to districts regardless through Part A?

My second question is are there any restrictions regarding applying for Part B? During a meeting at our IU, we were told that if we are awarded the PDE Safe Schools Grant for Equipment, Program or SPO/SRO, we will not be eligible for Part B of the PCCD Safe Schools Grant. Is that true or can anyone apply and possibly be awarded Part B of the PCCD Grant?

Answer: If you are only applying for the $25,000 under Part A: Meritorious Application, you only need to fill out one budget.  If you are applying for both Part A AND Part B: Competitive Application, you will need to add a budget to the Budget Detail section in Egrants.  Assistance on adding this section can be found here: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx

For the other sections in Egrants, if a section includes "Part B" in the title, you are not required to answer the questions within that section unless you are applying for Part B funding.  However, you will need to go into each Part B section and save the section as "Complete" in order to submit your entire application to PCCD. 

Being awarded a grant from the PA Department of Education does not preclude you from being awarded funding under the PCCD School Safety and Security Grant Program.  If a school district does not have sufficient time to revise or alter their grant application and submits a Part A: Meritorious Application funding for a project that received funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: When it comes to awarding school districts part B funding, will it be all or nothing?  For example, if we list 4 or 5 different budget items or initiatives in our grant application, will PCCD approve all or nothing or could one or two initiatives be approved and the others declined?

Answer: Applications submitted under Part B will be reviewed and scored by a review team of experts and ultimately approved by the Committee. It is incumbent on the applicant to apply for initiatives that connect to the identified needs of the school district. 

Question: If we apply for several items on the grant, will the grant be funded in an all or nothing fashion, or will the committee review item by item for consideration?

Answer: Applications submitted under Part B will be reviewed and scored by a review team of experts and ultimately approved by the Committee. It is incumbent on the applicant to apply for initiatives that connect to the identified needs of the school district. 

Question: If we are awarded part b of the grant, would we be funded fully or would there be a chance we would be funded partially?

Answer: Applications submitted under Part B will be reviewed and scored by a review team of experts and ultimately approved by the Committee. It is incumbent on the applicant to apply for initiatives that connect to the identified needs of the school district. 

Question: We are wondering if the part B grant will be awarded in full (if awarded) or could part B be only partially awarded?  If it is partially, then should we prioritize the items in that section?

Answer: Applications submitted under Part B will be reviewed and scored by a review team of experts and ultimately approved by the Committee. It is incumbent on the applicant to apply for initiatives that connect to the identified needs of the school district. 

Question: I hope you're the person I can reach out to for questions.  I just have two quick clarifications I need: 

  1. The district this year is just getting underway with some security renovations.  We can apply for this grant even though we are going to be starting those renovations soon, right?
  2. We can apply for both Part A and Part B?  I don't want to lose out on the $25k to apply for Part B?

Answer: 1) PCCD is not be able to reimburse costs incurred prior to the official start date of an award.  2) School districts can apply for both Part A and Part B funding.  The $25,000 is only guaranteed in Part A.

Question: I have a quick question concerning the funding amount for PCCD's School Safety and Security Grant. The application says that "No school entity may receive an annual grant allocation that exceeds 10% of the funds available under the grant program, which for FY18-19 is $6 million." I know that we can apply for up to $5,975,000 under the competitive application. If we intend to implement a two-year project, am I correct that we can apply for up to $5,975,000 over that two-year time period or is the application saying that we can apply for up to $5,975,000 each of the two years? We've been assuming the former, but I don't want to give anyone here misinformation.

Answer: Correct, you can apply for up to $5,975,000 over the two-year time period. 

Question: For Part A : Meritorious Application with a grant allocation of $25,000, we would like to submit for the following:  Lock-down Security Shades & Mobilize Rescue Public Access Stations for our classrooms and schools.

My question is to confirm that those items (as written into the Comprehensive Safety Plan) fit within the category of...

       *An increase in security planning efforts and the purchase of security - related technology and equipment.?

For Part B: Competitive Grant-  my question is regarding a program provider who we propose to work with ; to contract services from; to supply one-to-one counselors as part of a CBITS implementation program in each of our schools in the district.

My question is in this case, is the program provider a "subrecipient" ?  or simply contracted for professional services?

Answer: Applicants should determine which eligible program or expense best fits their project.  Once an application is submitted, PCCD will review each project and activity section(s) selected.  If PCCD staff have questions or suggestions on a different activity, they will reach out to the applicant. 

A subrecipient is an entity that receives a subaward to carry out part of the funded program; but does not include an individual that is a beneficiary of such program.  A contractor is an entity that receives a contract which is a legal instrument by which the applicant entity purchases property or services needed to carry out the project or program under the funded award.

Question: I see there are parts A and B.  Do we need to complete two separate grants for the $25,000 and then the additional if we want additional?

Answer: Both Part A and Part B should be completed within one application.  Assistance on setting up the budget for Part A and/or Part B can be found at: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx

collapse Question Title : Funding Announcement ‎(1)

Question: In reading the Q&A forum, I saw 2 grants were possibly available School Safety and Security Grant Program available for a minimum of $25k and a School Safety Equipment Grant.  Where can I find information of the Equipment grant of has that already closed?

Answer: The Targeted Safe Schools Awards – Equipment Grants are being administered through PDE. Please contact RA-SafeSchoolsEgrant@pa.gov

collapse Question Title : Funding Guidelines ‎(1)

Question: I saw that there is $52mm earmarked, and that no award shall exceed $6mm, but are there any other restrictions on the amount an entity can apply for?

Answer: Details of the funding guidelines can be found on PCCD's website at:

https://www.pccdegrants.pa.gov/Egrants/Public/OpenAnnouncements.aspx

collapse Question Title : Grant Deadline ‎(1)

Question: Several school districts for whom we provide technical services support have recently asked us to review this vital grant opportunity on their behalf.

As you're aware, with the opening of a new school year, September is an extremely busy time for schools. Given the short window of application we are requesting PCCD consider extending the deadline to December 31, 2018. This would permit the schools sufficient time to construct the mandatory components of the grant and access this invaluable opportunity.

Answer: The deadline for applications under both Part A and Part B is October 12, 2018. 

collapse Question Title : Grant Review ‎(1)

Question: I have a question regarding the Safety & Security Grant Application. Are the parts with points attached weighted in a way so that an entity that leaves them blank in the system will earn fewer points than those that complete all parts of the application?

Thank you for any insight that you can provide re: the points and how each section may affect the applications submitted.

Answer: The points listed within each competitive section are the maximum number of a points an applicant can receive for that section.  Review team members may deduct points if a question is not answered or inadequately answered.

collapse Question Title : Grant Training ‎(1)

Question: Will there be any training available for application for this grant?  

Answer: We are not able to provide any training on the application process at this time.  If you have specific questions about the funding announcement please feel free to email them to RA-CD-SSSC@pa.gov. Specific questions regarding Egrants can be sent to RA-eGrantsSupport@pa.gov. Assistance with registering and submitting an application can be found here: https://www.pccd.pa.gov/Funding/Pages/Egrants-Home.aspx 

PCCD's Applicants Manual also contains information on policies and procedures of grant funding. 

collapse Question Title : Indirect Costs ‎(1)

Question: Just wondering where I can find information if indirect costs are available for this grant?

Answer: Information related to indirect costs can be found in PCCD's Applicants Manual.

collapse Question Title : IRS Determination ‎(1)

Question: I am filling out the grant application for Act 44 Safety Schools grant and wondering about the IRS determination of the tax-exempt status of the organization.  We are a school and I am just not sure what this looks like for us.  Any help is appreciated!

Answer: An IRS determination is not required for school districts since they are considered a unit of local government.

collapse Question Title : Length of Funding ‎(1)

Question: If we apply for funding and are awarded, under part B of the grant for a counselor or a social worker, will the funding continue for that position for multiple years or should we hire the position contingent on grant funding?  Additionally, if we are awarded the grant, does that give us additional weighting when applying for the grant in subsequent years?

Answer: Funding awarded under Part B for FY 2018/19 is available for up to two years.  Future funding under the School Safety and Security Grant Program is contingent upon appropriation from the General Assembly on an annual basis.  If funding is released in future years, the SSSC will determines those parameters which will be communicated as part of a future funding announcement. 

collapse Question Title : Main Summary ‎(6)

Question: I am completing the School Safety Grant.  I was wondering what I put in Egrants for the: Short Project Title and Brief Description. On the main Summary page.

Answer: Please put the title of your project in the Short Project Title section.  The Brief Summary of the Project should include a sentence or two about what you plan to do with the funding.

Question: On the Main Summary page of the egrant, if you are a Charter School do you still need to enter a school district and if not what goes in that spot? Below that, what is the keyword they are asking for? 

For some reason in the Fiscal Officer space, I picked our person from the drop down but in front of her name it says "None" and at the end of her name it says "None". How do I fix this?

Answer:  You are not required to a school district or provide an answer in that section.  The keyword would be "School Safety" and this has already been selected for you.  You are not required to enter any additional keywords. 

There is a current bug in the Egrants system that is attaching the "None" label.  This will be fixed during the next Egrants update. 

Question: On the main summary page there is a tab at the bottom for School Districts (IU's are not on the drop down list).  If we are partnering with districts do we click and add them or is that only for districts to add their names for individual applications. 

There is also a tab were applicants are asked to identify the senate and house districts.  If our proposal seeks to serve multiple districts, do we list all districts or just the district were the administrative building is located.

Answer: If you are not a school district, you are not required to select a school district on the main summary page.  You may add any district you are partnering with on the project.  For the senate and house districts, you would select all districts that the project will include. 

Question: On the "Application Status" page, under the "Section Name" Budget Detail link is grayed out and am unable to enter any data. There is a message in Red "Allocation Agencies must be entered in the Main Summary Information section before the Budget Detail link(s) become enabled." I'm not sure what/if I need to add anything to the "Main Summary Information" page.

Answer: You will need to click "Add Applicant as Recipient Agency" first, as this is a required field. Once a recipient agency is listed, you will be able to access the other sections of the application.

Question: Our Career Center is a Career and Technical Center school is not listed under "School District" on the "Main Summary Information" page. Is this a problem

Answer:  No, that is not a problem.  The School District tab on the "Main Summary Information" page is just for informational purposes only.   

Question: I have another question pertaining to the budget summary and main summary.  Below is a screen shot of the information from the main summary.  What dates do I use?  In the budget summary the page the only button that is able to be clicked on is the cancel button.  I am I not completing the prior page correctly?

Answer: At this time, specific project start and end dates have not yet been finalized.  Thus, the project date periods in the Egrants system have been auto populated with a place-holder date of 11/11/9999.  PCCD staff will work with applicants to finalize the appropriate start and end date period.  

To access the Budget Detail section, the applicant must fill out the Recipient Agency. 

collapse Question Title : Maximum Funding ‎(1)

Question: We won't be greedy – I just want to be sure I understand and there is not a typo. 

A SD applying for Part A can be awarded $25,000 and can also apply for over $5 million for Part B. 

Correct?

Answer: Correct, a school district can be awarded $25,000 under Part A and up to $5,975,000 for Part B with a statutory cap of $6 million.  

collapse Question Title : Meeting the $25,000 ‎(2)

Question: As I work through the budget for Part A, I'm having difficulty getting it exactly to $25K.  Please see the screen shot below.  Any suggestions for this issue?  I've changed a lot of different numbers and the closest without going over I can get is $24,988.   Is it ok for it to be a little over? 

Answer: Funding under Part A is $25,000.  We would suggest adding in another line item for the remaining amount (e.g., office supplies for $12) to bring up your total requested amount to $25,000. 

Question: Regarding Part A Meritorious Funding, I read "minimum grant allocation of $25,000" in the Funding Announcement Summary at PCCD. (and several other citations).

Is $25,000 also the "maximum" that could be awarded under Part A Meritorious?  

Should my Part A budget be submitted for absolutely no more than $25,000.

(note:  my interpretation was that possibly if insufficient applicants were received to distribute the full amount of Part A funding over the Part B commitment ($40,000,000) and the total allotment $52,500,000, that applicants for Part A might be awarded in excess of $25,000)

Answer: Correct, the budget for Part A must be $25,000 and cannot be more than $25,000.

collapse Question Title : Modify Application ‎(1)

Question: $25,000 minimum for school districts—we've gotten several questions about the extent to which school districts can modify their applications—i.e. if a district applies for and receives $25,000 as a result of a meritorious application, to what extent must the application for the competitive portion of the grant funding be tied to the initial application, if at all? 

Answer: It is up to the school entity to determine whether they want to connect these components as part of their application.   It is not required, recommended or prohibited.

collapse Question Title : Multiple Questions ‎(1)

Question: Questions related to the School Safety Grant:

1.  Do school districts only applying for the Meritorious Grant have to complete any section of the grant that reads "Part B?"

2.  In which categories would a school district budget a quote from a COSTARS provider for a new surveillance system that includes both parts (surveillance cameras) and labor?

3.  Which dates should be used for Project Start and End dates?

Answer: 1) If a section includes "Part B" in the title, you are not required to answer the questions within that section unless you are applying for Part B funding.  However, you will need to go into each Part B section and save the section as "Complete" in order to submit your entire application to PCCD. 

2) Any expenses provided to another organization or consultant should be put into the "consultant" section.  If awarded, PCCD fiscal staff will work with grantees to ensure that expenses are listed within the correct categories.

3) At this time, specific project start and end dates have not yet been finalized.  Thus, the project date periods in the Egrants system have been auto populated with a place-holder date.  PCCD staff will work with applicants to finalize3 the appropriate start and end date period. 

collapse Question Title : Non-profit Agency Checklist ‎(2)

Question: As we write our School Safety and Security grant we are looking for some clarification on the Non Profit Agency Checklist section.

As a school district we are not a non-profit organization, so do we have to provide all the items requested in that section. Or can we indicate not applicable as a governmental applicant.

Answer: School districts are not required to complete the Non-Profit Agency Checklist. 

Question: Are school districts required to submit the Non-Profit Agency checklist? There are items listed that a school district cannot produce (e.g. Articles of Incorporation, Form 990, By Laws) because school districts are not 501 c 3 nonprofit agencies.

Answer: School districts are not required to complete the Non-Profit Agency Checklist. 

collapse Question Title : Non-Profit Status ‎(1)

Question: As a Career and Technical High School, I am applying for Part B School Safety Grant. I listed our school as a Non Profit but I am not sure if that is correct since we are a public school. I don't see anywhere to go back to review this. Can you help me out?

Answer: If you listed your public school as a non-profit agency, PCCD staff will work with you to modify Egrants once your grant application has been submitted.  Public schools are not considered non-profit agencies.   

collapse Question Title : One Application ‎(1)

Question: We are several project we are considering for the Safety and Security Grant.  Should we include all of our projects in one application or should we create a separate application for each project?

Answer: Per Act 44, each school entity may only submit one application annually.  An application for Part A and/or Part B can include multiple projects. 

collapse Question Title : Ongoing Funding ‎(1)

Question: Are Part A and Part B only grants for 2018-19?  Is there an anticipation there may be similar funds for 2019-20, contingent upon state / federal budget decisions for subsequent years?

Answer: The current solicitation only includes funding from FY 2018-19.  Future School Safety and Security Grant Program funding is contingent upon appropriation from the General Assembly on an annual basis.

collapse Question Title : PA Department of Education ‎(2)

Question: So I read the correspondence to superintendents regarding the grant.  Does this mean that if we are awarded the PDE Safe school grant that we are not eligible for the PCCD grant?

Answer: Being awarded a grant from the PA Department of Education does not preclude you from being awarded funding under the PCCD School Safety and Security Grant Program. If a school district does not have sufficient time to revise or alter their grant application and submits a Part A: Meritorious Application funding for a project that received funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: Our school is seeking clarification.  We already applied for the Safe Schools equipment grant that was due over the summer.  Was that grant cancelled and was this grant put in place instead of it?   If so, do we need to reapply?  If that grant is still being filled, are we allowed to apply for this grant also?

Answer: The Targeted Safe Schools Grant administered by the PA Department of Education (PDE) is separate from the current School Safety and Security Grant Program administered by PCCD.  Award notices for PDE's Targeted Safe Schools Grant should be distributed to schools prior to the close of PCCD's School Safety and Security Grant Program solicitation period.  If you applied for PDE funding you are also eligible to apply for funding under the current PCCD solicitation.  PCCD will work with applicants to revise their applications should they receive an award under PDE's Targeted Safe Schools Grant for the same project. 

collapse Question Title : PA Department of Education Grants ‎(9)

Question: Thank you for the updated information relative to the safety grant applications.  One question I have is how does this round of grant applications compare with the Safe Schools Targeted Grant Applications that were submitted July 31st?  Can similar grant applications be submitted for this funding given that we may not receive a response on the targeted grants prior to the deadline for this additional funding?

Answer: First, PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: Is this funding different from the Safe Schools Grant or does it replace the Safe Schools Grant?  I've heard nothing on the status of the safe schools grant.

Answer: PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

Question: This summer our district applied for the Safe Schools Targeted Grant (equipment) for phase 1 of a large surveillance system upgrade.  Phase 1 will cost $25,000, and the entire project is likely to cost $100,000 in total.  We were considering utilizing the school safety grant of Act 44 for other phases of the upgrade, but were unsure if this would be considered a duplicative request.  Additionally, if our district did not receive the Safe School Targeted Grant, we would like to use the School Safety Grant to complete Phase 1 of the project.  Could our district utilize the school safety grant to fund a portion of a large project where other portions of the project may or may not be funded by the Safe Schools Targeted Grant?  I appreciate your time and consideration, and I look forward to your response

Answer: The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: When will we know if we are awarded the PDE Targeted Equipment Grant? I ask b/c these items will be built into the Act 44 grant if not awarded, but don't want to double apply for items.

Answer: PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: This past summer, our school district applied for the following grants in eGrants:

  • Safe Schools Targeted Grants for School Police Officer – School Entity
  • Safe Schools Targeted Grants – Equipment

Are the aforementioned grants the same as the Part A and/or Part B of the School Safety and Security Grant referenced below and attached? Or, are these separate grants in which we may apply for Part A and Part B in addition to the Safe Schools Targeted Grants listed above?

Answer: The Safe Schools Targeted Grants for School Police Officer – School Entity and Safe Schools Targeted Grants – Equipment are being administered through the PA Department of Education's Office for Safe Schools.  PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: We have recently applied for the Safe School Grant. Is this opportunity the same or are we able to apply?

Answer: PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: If I already submitted a safe schools grant for an SRO, do I submit again under the school safety grant? Is the Safe Schools Grant no longer valid? 

Answer: PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: Office of Safe Schools grants—we've received many calls about what districts should do if they have applied for grants via PDE but don't know yet if they have been approved to receive any funds…what is the timeline for notification from PDE? What happens if they find out they got/didn't get the PDE grant immediately before the 10/12 deadline or afterwards? How should they proceed?  

Answer: Applicants will be able to revise their applications if they receive an award from the PDE Targeted Safe Schools grant program and they had submitted the same project under PCCD's School Safety and Security Grant Program.   It is recommended that school entities begin preparations so that they are prepared to modify their application, if needed.

Question: We are planning our application for the School Safety and Security Grant due October 12, 2018.  However, we applied for a Safe Schools Initiative Targeted Grant for Equipment in May.  We have not heard the results from the May Egrant submission and if successful we would apply for a different set of items to supplement the items in the May grant request.  If that application was unsuccessful we would apply for the same items for the new grant.  Will we find out the results of that May Egrant this week so we can properly submit for the new grant in an optimal manner?

Answer: Per the communication that went out from PDE and PCCD on September 21, 2018 to all chief school administrators, PDE grant award notifications for Targeted Safe Schools Awards will be made so that schools will have time to alter grant applications with PCCD prior to the October 12, 2018 submission deadline. 

If a school district does not have sufficient time to revise or alter their grant application and submits a Part A: Meritorious Application funding for a project that received funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

collapse Question Title : Part A ‎(1)

Question: I've been working on the grants for PCCD.

I have access to Part A and Part B, which I want.  I just wanted to make sure I completed that portion correctly.

When working in the Budget Detail for Part A-it is requesting compensation for 2 years.

Is Part A for 2 years?

If not, what must I do to secure access to Part A for budgeting?

Answer: Since both Part A and Part B are included in one application, PCCD had to set up the budget section for two years.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2.  In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

collapse Question Title : Part A and Part B ‎(3)

Question: I am looking for a little clarification regarding the School Safety Grant application process.  In the applications, could you please help clarify the difference between Part A: Meritorious Application ONLY for SCHOOL DISTRICTS making an application to receive a minimum grant allocation of $25,000; and Part B: Competitive Application.

Does a District:

1. have to choose between applying for Part A or Part B

2. Can we apply for Part A and also apply separately for Part B

3. Can there be a joint application for Part A and Part B if the cost of the grant exceeds $25,000 for one item

Answer: 1) A school district can apply for both Part A and Part B. 

2) Application for both Part A and Part B will be included in one Egrants application, but projects may be separate.  Please see Appendix A of the PDF funding announcement for information regarding how to separate out the budgets for Part A and Part B under your single application. 

3) Yes, applications made under Part A and Part B can be for the same project.  However, funding under Part B is not guaranteed. 

Question: General question about Part A verses Part B:  We are asking for the $25 K to help fund a School Police Officer.  For Part B, we are using the same program, but hoping just to get the larger amount we need for the SPOs.  I assume we only get Part A or Part B?  What are your recommendations for this?

Answer: A school district can be awarded funds under both Part A and Part B.  Funding under Part B is not guaranteed.

Question: For the school safety grants, we are applying to use funding to purchase and install deadbolt hardware on our classroom doors.  The total cost is over $60,000.  Part A of the grant is a minimum of $25,000.  Should we be reporting the entire amount in Part A of the grant OR should we only apply for $25,000 in part A and apply the remainder to part B?

Answer: The Part A budget should only include $25,000.  Any additional funding for a similar item/project should be entered into the Part B funding.  Please note, Part B funding is not guaranteed. 

collapse Question Title : Part A and Part B Budgeting ‎(1)

Question: I understand that Part A of the School Safety and Security grant is for $25,000.  We are looking at an electronic lockset (key fob) system and it is estimated to be $38,000+.  Would I enter that into the budget for Part A as $38,000 at 100% to show the total cost?  Or, would I enter it in at 38,000 but only use 65% since that equals about $25,000?  Or would I just enter it as $25,000 at 100% even though it actually costs more?  We are hoping to add the remainder to Part B, and use those funds if we are successful in Part B.  If we are not, we are going to investigate the district contributing.  But I wasn't sure how to show it in Part A.

Answer: The Part A budget can only be $25,000.  If splitting costs between Part A and Part B, you should provide the percentage covered within each budget (e.g. $38,000 x .66 = $25,000). 

collapse Question Title : Part A Funding ‎(1)

Question: For the Part A application, must the requested amount be specifically $25,000? Or, can it be a slightly lower amount?

We are applying for supplies only through the Part A Grant.

If it must be $25,000 specifically, when I put in a supply with the unit price, the amount will not come to exactly $25,000.    How should this be handled since the unit price multiplied by the quantity will not equal $25,000 exactly? 

Answer: Funding under Part A is $25,000.  We would suggest adding in another line item for the remaining amount (e.g., paper or pens for $12) to bring up your total requested amount to $25,000. 

collapse Question Title : Part B ‎(5)

Question: Page 6 of the guidelines state "Competitive Applications should not exceed two years", and it is understood that the Part B Competitive Applications are not guaranteed. For public school districts proposing to hire staff, for example certified guidance counselors, as part of their Part B application, there is (1) no guarantee that the funding will be awarded, and (2) if Part B funding is awarded, it would be for a maximum of two years, after which the school district would be required to reapply for Part B Competitive Funds, correct? Then, is it correct to state that the retaining of the newly hired, Part B grant-funded school district positions is contingent upon the award of Part B funding, and that school districts must consider the possibility of furloughing or "losing" staff positions after a period of two years, if not selected as an awardee of Part B funding, and if no other funding is available?

Answer: Yes, if Part B funding is awarded under this solicitation, it is for a maximum of two years, after which the school district may potentially reapply for continued funding through the School Safety and Security Grant Program. Please note that School Safety and Security Grant Program funding is contingent upon appropriation from the General Assembly on an annual basis.  If no other funding is available to sustain a position at the conclusion of the grant period, a school district would need to determine how or if they could continue to fund the position.

Question: I have a few questions that came up today in our Superintendent meeting. 

  1. In part B of the grant, can you write for multiple years?
  2. Can you partner with someone/ another school district in writing part B of the grant?

Answer: 1) Budgets for Part B can be up to two years.  2) Applicants can apply for a project that serves multiple districts. 

Question: What amount can be requested via Part B?  We don't see any upper limit.  We would like a range, if possible.

Answer: For applications submitted under Part B, proposed budgets cannot exceed $6 million.  If a school district is applying for $25,000 under Part A, they are only eligible to apply for up to $5,975,000 under Part B.    

Question: I am submitting a "Part B: Competitive Application". I want to make sure the only sections I need to complete are:

Main Summary Information

Not sure about Budget Detail

Executive Summary (Part B)

Statement of Purpose (Part B)

Project Description (Part B)

Program Activities – Part B: Competitive App.

Attachments (I did add an attachment)

Answer: The following sections are required for ALL applicants:

  • Approval Checklists
  • Budget Detail
  • Main Summary Information
  • Performance Indicators (not required to enter measures)
  • Attachments
  • Federal Transparency Act Certification
  • Fiscal Accountability
  • Non-Profit Agency Checklist
  • Procurement Details (if needed)
  • State Funding Announcement Certifications

The following sections are required for school entities (including school districts that apply under Part A that are seeking competitive funding) that are applying for Part B: Competitive Application:

  • Executive Summary (Part B)
  • Program Activities – Part B Competitive App.
  • Project Description (Part B)
  • Statement of Purpose (Part B)

Please note that every section, including sections not required, will need to be saved as "complete" prior to submitting the entire Egrants application. 

Question: To be clear, because I am submitting for a Part B: Competitive Application I do Not need to complete:

  • Executive Summary – Part A …Correct?
  • Program Activities – Part A: Meritorious App…Correct?
  • Is it possible to remove/delete the attachment I uploaded?

Answer: Correct, you do not need to answer the questions within the Executive Summary – Part A or the Program Activities – Part A. 

If you click on the attachment that you uploaded, a delete button should be available for you to remove the attachment. 

collapse Question Title : Part B Budget ‎(1)

Question: I am completing the budget section of the Security Grant - I see that Part B is 2 years.

please let me know if I should break up the projects we have for part b into 

Year 1

Year 2

I am not sure if I should submit everything into year 1 or break it up - please advise.

We have 5 different projects that we would like consideration for funding - I am separating the line items by project - I am not sure how to handle year 1 & year 2

Separate question:

If there is a continuing expense - should I have an amount for year 1 & year 2?

Answer: If your project will be completed within Year 1, you can put all expenses into Year 1.  If your project(s) will span over two years, you can separate your funding. 

You should budget for what you expect to spend in Year 1, in the Year 1 budget.  You can always submit a project modification request to PCCD to move funding after the project starts.  If funding is utilized earlier than the two years, you can also close out your grant early. 

collapse Question Title : Performance Indicators ‎(2)

Question: Greetings!  I am at the phase of the PCCD School Safety Grant where I need to enter "Performance Indicators."  I'm am only applying for Part A.  What is specifically required for Performance Indicators? 

Answer: Applicants may include performance measures that are specifically related to the activities outlined in their application.  However, applicants are not required to do so as part of their application.  Applicants not submitting performance measures as part of their application will need to change the Performance Indicator section status in Egrants to "Complete" in order to submit their Egrants application. 

Question: If we are submitting Part B, do we need to include Performance Measures?  The directions seem a little confusing.  The only one I saw was an answer to someone who asked about Part A.  I am interested in Part B.  It is not clear if it is mandatory or not.  Can you clarify?

Answer: Part A and/or Part B applicants may include performance measures that are specifically related to the activities outlined in their application.  However, applicants are not required to do so as part of their application.  Applicants not submitting performance measures as part of their application will need to change the Performance Indicator section status in Egrants to "Complete" in order to submit their Egrants application. 

collapse Question Title : Private School Funding ‎(1)

Question: By any chance are you aware of any sources of grant funding that is available to the private schools?

Answer: At this time PCCD is unaware of any current school safety grant funding opportunities for private schools.  Please contact the Office for Safe Schools at the PA Department of Education at RA-SafeSchoolsEgrant@pa.gov.

collapse Question Title : Procurement ‎(10)

Question: With the understanding that the PDE Safe Schools Grant Program is separate from the PCCD School Safety and Security Grant Program, public educational entities are required to develop grant application financial and budgetary information in alignment with PCCD requirements in comparison to that of PDE, correct? And as such, educational entities awarded PCCD School Safety and Security Grants are obligated to adhere to PCCD's financial regulations regarding procurement, contracts, and grant award administration, which are different from the PDE, correct?  Public educational entities may have used systems such as COSTARS (the Commonwealth of Pennsylvania's cooperative purchasing program) and PPEM (state technology bidding and purchasing program), to facilitate purchases for safe school related technology. Separate regulations are set forth by Public School Code for construction. Will PCCD provide awarded public educational agencies with assistance in adhering to the PCCD financial and administrative guidelines, which appear to differ somewhat from that set forth by the PDE?

Answer: Applicants may use their own purchasing procedures as long as those procedures meet the minimum requirements set forth in PCCD's Applicant's Manual.  Purchasing from a COSTARS contract or PPEM contract would be considered a competitive procurement.  PCCD will provide any assistance required to

Question: PCCD's Applicants Manual (page 25) states:   A contractual arrangement for consulting services shall be written, formal and consistent with the subgrantee's usual practice and policies for obtaining such services. Compensation for individual consultant services should be awarded in light of their reasonableness and consistency with that paid for similar services in the market place. In addition, the maximum rate for consultants is $650 (excluding travel and subsistence costs) for an eight-hour day ($81.25 per hour). An eight-hour day may include preparation, evaluation, and travel time, in addition to the time required for actual performance. Prior approval by PCCD and written justification from the subgrantee is required for consultant compensation over $650 per day.

Does this include rates for trainings being held for staff?

Answer: Yes, this include the maximum rate for any consultants or contracts, including fees for trainers/trainings. 

Question: Can you tell me what the current procurement threshold is for small purchases vs sealed bids? The Admin manual says that the thresholds are sometimes adjusted. If we need to get bids, do we need to do that before we apply or can that happen once we know if we will be funded? Can we used one quote as basis for the application and then do bids if cost exceeds small purchase threshold?

Answer: The current procurement threshold which requires sealed bids is $150,000.  The process of advertising and securing bids generally happens after you receive the formal grant award notification.  A reasonable cost based on experience, prior purchases, etc. for the item/service should be entered in the budget.  If a formal bid process is required, that process can happen after the formal grant award notification is received.

Question: This question pertains to the submission of Part A of the grant.

For Part A, we are submitting for surveillance cameras eligible under 7.12 "Security-related technology".

In the section "Procurement Details", we have not yet selected a vendor and still are evaluating options. The total projected cost is estimated to exceed well over $25,000; therefore, we are only submitting up to that limit for equipment. With that said, do we need to specifically name a vendor in that section? Any vendor we select will be on a State contract such as Peppm or Costars.

Answer: Vendors selected using a state contract are considered a competitive procurement. Applicants purchasing from a COSTARS or PEPPM negotiated contract should answer "No" to Question #1 in the Procurement Details section which asks the following question:  Does this application include any procurements by noncompetitive proposal?

Question: I am the technology director for our school district.  The Superintendent is going to apply for the PCCD School Safety and Security Grant. We are hoping to put a security camera system in our HS and I have been asked to provide costs for the project.  My question is, do I need to have bids and hard quotes in order to apply for the grant, or are estimates good for the application process?

Answer: Estimates are acceptable for the application process.  Please refer to the procurement guidelines section of PCCD's Applicant's Manual for more information.

Question: I was reading the Applicant's Manual Financial and Administrative Guide for Grants.  I have two questions related to the School Safety and Security Grant Program.

1. What is the micro-purchase threshold?  The document states $3,000, last year for other federal programs is the threshold was $3,500 and I have read the threshold increased to $10,000 this year.  Please let me know what the micro-purchase threshold is for this particular grant.

2. Formal bidding as required by the procurement guidelines is not required until after the District finds out if they have been awarded funds under this grant correct?  The District does not want to incur the administrative costs of bidding the project if the funds are not going to be awarded and we will not be able to complete the project.  The only way our District will be able to take on these projects is if we are awarded the funds.

Answer: Please utilize the Federal Government's micro-purchase threshold of $3,500 for this application.  Formal bidding is not required until after a grant has been awarded. 

Question: We would like to contract a social worker through a local child service agency (Part B). What method of procurement would that be considered?

I realize that time should not be a factor or the answer, but we've always used a local agency in the past. We are currently contracting a part-time social worker through them who is working in our elementary schools, and we have been successful with this partnership. We were hoping to continue with this agency for our high school and middle school if funded.

Answer: If you want to procure services using a non-competitive process, you will need to provide answers to all questions for non-competitive procurement listed in the "Procurement Details" section in Egrants. 

Question: I am seeing conflicting information in the FAQ's about whether we can plan to purchase items (such as cameras or radios) through Costars or not and have that meet the purchasing guidelines.  Is that sufficient to meet purchasing guidelines (if it makes a difference, the plan is to spend approximately $20,000 to $30,000 on each category and they are listed on costars.  Thank you,

If we cannot use costars do we put the items we want to buy and then say competitive and we will have to use bid process if awarded the funds?

Answer: A purchase from a COSTARS contract is considered a competitive purchase.

Question: It mentions $3,500 as the threshold for micropurchases, but I just saw documentation that this was raised to $10,000 (could this just be for Food Service or apply across all UGG requirements)? 

Answer: The threshold for micro-purchases is $3,500. 

Question: On the FAQ, it says that the threshold for sealed bids is $150,000.  Under that, do we adhere to our requirements/state requirements of up to $20,100 for quotes and above for bid? 

Answer: The applicant should follow their own purchasing guidelines, as long as those guidelines meet the minimum requirements set forth in PCCD's guidelines.  The Methods of Procurement can be found on page 16 in PCCD's Applicants Manual

collapse Question Title : Project Dates ‎(1)

Question:  Project end and/or start dates?  Do we just put in our fiscal year dates or some date we decide as long as it is after the expected grant award date?

When applying only for the $25K, we do not have to do any part of the grant that says "Part B" right?

Answer: At this time, specific project start and end dates have not yet been finalized.  Thus, the project date periods in the Egrants system have been auto populated with a place-holder date.  PCCD staff will work with applicants to finalize the appropriate start and end date period. 

As for your 2nd question, you are correct -- if a section includes "Part B" in the title, you are not required to answer the questions within that section.  However, you will need to go into each Part B section and save the section as "Complete" in order to submit your entire application to PCCD.

collapse Question Title : Project Period ‎(2)

Question: Is there a requirement to use the funding for more than one year?  

Answer:  The project period for the Part A: Meritorious Application should not exceed one year; the project period for Part B: Competitive Applications should not exceed two years. 

Question: Is the Part A of the SSSC grant a one year only?  or do I input a 2 yr budget in the grant application?   

I do know that the Part B is a 2 year grant.

Answer: Yes, Part A is only a one-year grant. 

Since both Part A and Part B are included in one application, PCCD's Egrants system could only accommodate a single budget section for a two-year period.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2.  In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

collapse Question Title : Project Start Date ‎(1)

Question: These questions are in relation to the School Safety and Security grant application. Are school districts to assume that the start date for the grant year is September 7, 2018, when the grant announcement was officially released?

Answer: At this time, specific project start and end dates have not yet been finalized.  Thus, the project date periods in the Egrants system have been auto populated with a place-holder date.  PCCD staff will work with applicants to finalize the appropriate start and end date period. 

collapse Question Title : Recipient Agencies ‎(1)

Question: I was told during a recent call to the Egrants Help Desk that we needed to be sure to hit the "Add Recipient" then "Add New Recipient" from the "Main Summary" page.  Is this necessary in order to physically receive any grant funding we're awarded?  I'm just curious as to the purpose of this page. 

Answer: In order to access the Budget Detail section, a recipient agency must be selected.  You can select "Add Applicant as Recipient" if the applicant agency is the same as the recipient agency.

collapse Question Title : Registration ‎(1)

Question: We will be applying for Part A and Part B School Safety grant but I recently heard that the intent application needed to be submitted last Friday. Is that the case? I am having issues locating the grant application. Please direct me to where I can find this?

Answer: PCCD recommended registering for PCCD's Egrants system by September 14th.  However, registering for that date was only a recommendation, and you are able to still register.  There is no requirement to submit a letter of intent to apply. 

In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

collapse Question Title : Safety and Security Assessment ‎(1)

Question: If an entity's last assessment was in 2013 must they use the State Police RVAT unit to conduct the safety and security assessment? If so, what do we do when we have been told by the State Police that there is a 4 month wait?

Answer:  As part of this grant program school entities are not required to use the PSP RVAT unit for safety and security assessments. The Committee is in the process of establishing criteria for the registration of a person with knowledge and experience in matters of school safety and security that qualifies the person to conduct school safety and security assessments based upon the criteria established by the Committee. Please check PCCD's School Safety and Security website for updates.

collapse Question Title : Safety and Security Vendors ‎(1)

Question: We understand prior approval is required from PCCD and written justification from the sub-grantee is required for consultant compensation over $650 per day.  Will the safety and security assessment vendors selected by the Committee be exempt from this process?

Answer: Compensation for individual consultant services cannot exceed $650 per day or $81.25 per hour for an 8-hour day.  Prior approval by PCCD and written justification from the subgrantee is required for consultant compensation over $650 per day.  Safety and Security Vendors supported with grant funds have not been determined exempt from requirement. 

collapse Question Title : SAM Registration ‎(1)

Question: Are we required to be registered with SAM in order to complete this grant

Answer: No, you are not required to be registered with SAM.  Applicants are ONLY required to complete Question #2 in the Federal Transparency Act Certification section. 

collapse Question Title : School Entities ‎(1)

Question: Regarding both the meritorious and competitive grant opportunities for public school districts, are individual schools able to write their own grant applications within a school district, or can there only be a single application from a particular school district? The term school entity was used, and it was unclear to me if that could also mean an individual school.

Answer: A school district can only submit one application annually.  Individual schools within a school district are not considered school entities.   

collapse Question Title : School Safety Assessment ‎(1)

Question: Page 5 of the guidelines provides language regarding the review of "school entity survey responses and pre-existing school safety and security assessments completed within the last three years, if available".  Page 10 of the guidelines also includes language that states that applicants may provide data used from "a. Any pre-existing school safety and security assessment that was completed within the last three years." Please clarify two questions regarding this language: (1) This is in reference to only Part B applicants, correct? And (2) does the absence of the school safety assessment preclude eligible entities from competing for Part B funds? Due to a previous lack of safe schools funding, there might be a possibility that an eligible entity applying under Part B has not had the opportunity to facilitate a school safety and security assessment within this time period.

Answer: (1) The survey and submittal of pre-existing school safety and security assessments is an additional Act 44 requirement on all school entities (see Act 44 of 2018).  This reference is to remind all school entities of their requirement to participate in the survey and submit preexisting assessments (if any) to the Committee for review.  

(2) The absence of a school safety assessment does not preclude entities from applying for funding under Part A or Part B.

collapse Question Title : School Survey ‎(1)

Question: When will the school entity survey that must be completed be released? And how and where will it be released?

Answer: The school entity survey is expected to be released mid-to-late October 2018.  PCCD is working with the PA Department of Education to ensure that all school entities will receive the link to the survey. 

collapse Question Title : Signature Page ‎(8)

Question: The application provides a date when the signature page for Part A applications must be received but no date for the signature page for Part B. Is there a date when the signature page must be received by the committee?

Answer: PCCD will establish the deadline for signatures pages for school entities only applying for Part B Competitive funds once the applications are returned for revision following the release of the school safety survey results.

Question: This is my first grant with your organization

It states you want the signature page mailed to you…

We do not have a "chief clerk"

I have signed and our chief financial officer has signed?

From reading your documentation It appears as though that is all I need? (Ie do I need our solicitor and da to sign?)

Answer: An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

Question: Just wanted to confirm what are the signature page requirements for a School District submitting the School Safety and Security Grant Program?  Should it be Board President, Superintendent, Board Secretary or all three?

Answer: An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

An acceptable attesting officer signature would be the Board President, Board Secretary or business manager.  All three signatures are not required. 

Question: Our School District has submitted its application for the Act 44 grant. I wanted to clarify – upon printing our application, I noticed the attached signature page in the packet. Does this need to be submitted, and if so, where?

Answer: An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

Signature pages can be mailed to:

PA Commission on Crime and Delinquency

Attention: Grants Management

P.O. Box 1167

Harrisburg, PA 17108-1167

Question: Where do I find the signature page for the superintendent to sign and mail? Safety & Security Grant.

Answer: The signature page can be found on the Egrants page that lists all of the required Egrants sections.  At the bottom of the page, there should be a button that says "Preview Signature Page."  Slick on that button to view and print a copy of the signature page.   

An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

Signature pages can be mailed to:

PA Commission on Crime and Delinquency

Attention: Grants Management

P.O. Box 1167

Harrisburg, PA 17108-1167

Question: I am in the final stages of preparing our Act 44 grant application.  Page 2 indicates a need for a signature from the District Attorney.  Is this a necessary item to submit the grant, or can it simply be signed by the Superintendent and verified by an attesting officer?

Answer: No, the District Attorney's signature is not required.  An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are also not required to be completed. 

Question: Where can I find the Signature Page and does it need to be in before the grant submission for Part B applications?

Answer: The signature page can be found on the Egrants page that lists all of the required Egrants sections.  At the bottom of the page, there should be a button that says "Preview Signature Page."  Click on that button to view and print a copy of the signature page.   

Question: Looking at the signature page – what is a VS application?

Also, attesting officer is a notary?  Thanks for any help.

Answer: VS stands for "victim services."

An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

A notary would be an acceptable attesting officer.

collapse Question Title : Signatures ‎(1)

Question: If a school district is submitted Part A or Part B, what signatures are required on gage 2?  Does the Superintendent sign as Attesting Officer?  Must schools have Solicitor and Controller sign?

Answer: An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

collapse Question Title : Sole Source ‎(1)

Question: I'm hoping for some clarification concerning when a sole source justification must be complete. The language in the application refers to single source purchases via non-competitive proposal. What if we want to make a single source purchase of an item for which a contract is not necessary because it is a "small purchase" under the "simplified acquisition threshold?" Do we need to submit a single source justification if no contract is involved?

Answer: Yes, any non-competitive procurement over the micro-purchase threshold of $3,500 requires a sole source justification and PCCD approval. 

collapse Question Title : Statement of Purpose ‎(2)

Question: If an IU is applying, should it in Statement of Purpose list the number and location of classes located in school buildings or just in the buildings the IU fully operates?

Answer: This section is asking for the total number of student-occupied buildings. 

Question: In Statement of Purpose bullet 1, should an IU list total student served or only those students served in buildings it fully operates.

Answer: This section is asking for the total number of student enrollment figures, independent of where they are served. 

collapse Question Title : Student Enrollment ‎(1)

Question: Given that student enrollment in IU programs generally grows throughout the year, should an IU for student enrollment include final numbers for 17-18 or as of the submission of the application? For example, IU 20 operates Colonial Academy. At the beginning of the year we may begin with 250 students but by the end of the year have over 400.

Answer: It is up to the applicant as to what enrollment numbers to provide within the application. 

collapse Question Title : Supplantation ‎(14)

Question: I want to thank you and the Commission and all staff working on this project for this opportunity that will allow us to make our schools even safer.  

Our district fully intends to participate in both Parts A and B of the application process.  My questions will guide us on how to structure our applications so that it is easiest for the Commission to review and validate via award.

1) Based on the costs, can both the meritorious and competitive applications be for the same project and be given full consideration for both based on the quality and justifications in the application?  

2) I certainly understand the supplement/supplant rules as stated on page 5 of the funding guidelines; however, I need to give our specific example to demonstrate how we don't view our grant proposal is supplanting, as we developed this projects base on the passage of Act 44 in June.  Since its passage, we developed a job description and partnered with our IU to bring on board a full-time Licensed Professional Counselor as part of our mental health initiative.  As we awaited guidance on the application process for the dollars outlined in Act 44, we felt like this initiative just could not wait until we confirmed the grant process and felt strongly that the person had to be in place by the first day of school.  However, we moved forward with the LPC position fully intended to utilize Act 44 dollars to fund it.  Would you agree that if awarded via Part A and/or B, and giving our outlined intent from the announcement of Act 44, that this project as outlined would NOT be considered supplanting?  

Answer:  1) Yes, applications made under Part A and Part B can be for the same project.  However, funding under Part B is not guaranteed. 

2) Since a Licensed Professional Counselor has been hired and is currently supported by the district budget, applying for this position under either Part A or Part B would be considered supplantation.  For this funding announcement, supplantation means a unit of local government reduces local funds for an activity specifically because state funds are available (or expected to be available) to fund that same activity.

Question: Our school district implemented a significant number of safety and security measures for the 18/19 school year (this school year).

If these occurred/were purchased after July 1, 2018, are they eligible expenditures under the School Safety and Security Grant Program?

Answer: Grant money allocated through this program shall be used to supplement and not supplant (i.e., replace) existing school entity spending on school safety and security.  In addition, PCCD will not be able to reimburse costs incurred prior to the official start date of an award.

Question: I'm wondering if it's permissible to attribute current (or future) staff salaries to the school safety grant for select positions as part of our application.  We currently employ a School Climate Monitor who serves as someone in the hallways and lunches, builds relationships, peer mediates, makes sure kids are doing what they're supposed to be doing, etc.  While we currently one on staff, we were looking to bring on an additional one or two in the future but were unable to this past year because of budget constraints.  I'm looking to see if this is a permissible use of funds for when completing the application

Answer:  Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: During an ACT 44 webinar presented by PASBO, a question was posed concerning supplanting and the current fiscal year.   We were told that if a safety improvement was new for 2018-2019, the monies would not be considered supplanting.  We hired a resource officer in August with the intent of utilizing the $25,000 meritorious grant to offset his salary.   Is this not the case?

Answer: Per Act 44, grant funding allocated through Act 44 shall be used to supplement and not supplant existing school entity spending on school safety and security.  If a position is currently funded by the school district, funding from this program cannot be used to support that position.  However, funding can be used to make a part-time position full-time and/or support a new position.

Question: As school safety is an extremely high priory, if we start a new project or service after the application is submitted and while we are waiting on the awards announcement, would that be considered supplanting?   

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: If the school district was planning on having staff attend SAP and Safe Crisis Trainings throughout the 2018-19 year, can they include the training expenses in their Part A or would that be considered supplanting? 

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: Can either Part A or Part B funds be used to reimburse a district for recently purchased school security endeavors, aligned to criteria in School Safety and Security Grant guidelines?

Answer:  Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: I have a question about supplantation and the School Safety grant.  Our Borough has a grant that they are using to pay for a Resource Officer.  If we want to pick up that Resource Officer with this grant, would that be considered supplantation?  We have had discussions in house and some of our people feel it is supplantation while others argue that it is not.  Please clarify.  Thank you.

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: I'm sorry to bother again, but I want to make sure we are doing this correctly.

If we started projects that were not budgeted I our 2018-19 budget, but have made some payments on them because of starting prior to this grant being announced, do you consider that supplanting?

Are you only considering projects where no payments have been made to date?

I appreciate the information and help.

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: If as a school district we were to hire a position would it be considered a supplement and not a supplant in anticipation of the 25,000 meritorious allocation?

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: Our district recently purchased School Gate Guardian Kiosks for each of our 6 school buildings.  We are wondering if we could apply the grant application Part A award of $25,000.00 to this purchase.  Or, does the purchase have to be for an item that has not yet been purchased?

Answer: Grant funds cannot be used to supplant existing school spending.

Question: I have a question about supplantation and the School Safety grant.  Our Borough has a grant that they are using to pay for a Resource Officer.  If we want to pick up that Resource Officer with this grant, would that be considered supplantation?  We have had discussions in house and some of our people feel it is supplantation while others argue that it is not. 

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Using these funds to support a project that is no longer supported by grant funding (e.g. grant funding has ended) would not be considered supplantation. 

Question: In reading through the grant requirements, it specifically states that grant monies should not be used to supplant existing school spending on safety and security. We currently employ to school police officers, in which we apply for grant funding through safe schools every two years and absorb the cost the years in between. Being that we absorb the costs when not receiving the grant, would this be considered supplanting since we currently pay for them even though it is supplemented through grant funding when possible and would only be possible to employ two officers due to the fact that grant funding is available? 

Answer: If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending from any source.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: Part of the project we will be doing this year is security entrance portals at two of our schools.  We did put a down payment down, but have not started that portion of the project.  Would that be allowed for part a?

Answer: If funding is currently budgeted for the project, applying for those funds under this solicitation would be considered supplantation.  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

collapse Question Title : Supplement ‎(3)

Question: We've received many questions from districts asking if they could apply for grant funds for something they had as a new program/expenditure in the 2018-19 budget or if it is for new programs/expenditures going forward. We have said that our understanding is that this grant funding is for new programs/expenditures going forward only, but we are getting a lot of pushback from districts on this point.

Answer: These funds cannot be utilized to supplant/replace existing school entity spending which includes new programs started this fiscal year with existing school entity funds.   Using these funds to enhance or expand any school safety and security program/spending above the current level of school entity spending on that program would not be considered supplantation. 

Question: Supplement versus supplant—we've received a few questions trying to clarify that new programs/expenditures to enhance a new program/expenditure for 2018-19 would be acceptable. 

Answer:  These funds cannot be utilized to supplant/replace existing school entity spending which includes new programs started this fiscal year with existing school entity funds.   Using these funds to enhance or expand any school safety and security program/spending above the current level of school entity spending on that program would not be considered supplantation. 

Question: We've received some questions about the supplement v. supplant language in terms of funding for 2019-20 (assuming the grant fund continues)—i.e. if a district receives grant funds for 18-19 for a new program/expenditure, are they barred from applying for funding to continue that next year? 

Answer: No, it would not be considered supplanting to request funding to continue a program where the grant funds have expired.

collapse Question Title : Survey ‎(1)

Question: Where can I find a copy of the school safety and security survey that is due November 30, 2019?

Answer: The survey questions have been approved by the Committee and the survey monkey tool is under development. When released, the survey PDF document and link will be distributed from the Department of Education and the PDF document will be available on PCCD's webpage. It is anticipated that the survey will be released on October 15, 2018.

collapse Question Title : Timeline ‎(1)

Question: Timeline—we've received many questions about the timeline for the actual provision of the $25,000 to eligible districts—how long after the October 30 Committee meeting should districts anticipate waiting prior to receipt of funds? 

Answer: We anticipate beginning to send award notifications out to school district immediately following the October SSSC meeting.    School Districts should not expect to receive payment prior to December 2018.

collapse Question Title : Transparency ‎(1)

Question: The Transparency Act section in the PCCD Applicant's Manual refers to having a DUNS number and to maintaining a current registration in the federal System for Award Management (SAM) for federal awards of $25,000 or more.  If a school district is applying for a Part A or Part B  of the state funded School Safety and Security Grant and does not currently have a SAM's number (or is in the process of attaining one), what do you suggest they enter in order to submit their application?

Answer: Applicants are ONLY required to complete Question #2. 

collapse Question Title : Two District Budgets ‎(1)

Question: We have two school districts that would like to coordinate on the Part B: Competitive portion.  Each District, we would each like to write our own Part A application.  However, for Part B, my district would like to write Part B, however the plan and budget will be for two districts who are working together.  We want to make sure that is clear in our application.  How does my District go about setting up Part B so it is clear that the other District is working with us and involved?  

Answer: If you are collaborating with another district, you can describe that within the narrative portion of your Part B application.  If you are budgeting funds for both your district and another district, you can add the second district as a recipient agency and enter their budget line items in the Budget Details section.

collapse Question Title : Vendors ‎(3)

Question: Can intermediate units become vendors who may conduct school safety assessments? How does one become part of the registry?

Answer: The Committee is in the process of establishing criteria for the registration of a person with knowledge and experience in matters of school safety and security that qualifies the person to conduct school safety and security assessments based upon the criteria established by the Committee. Please check PCCD's School Safety and Security website for updates as they become available: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx.

Question: Do I understand correctly that using a COSTARS or PPEM approved vendor meets the PA & UG requirements for competitive bid?

Answer: Simply purchasing from a COSTARS or PEPPM qualified vendor does not qualify as a competitive procurement.  A purchase from a PA Department of General Services or PEPPM negotiated contract would qualify as a competitive procurement.

Question: Just to be clear, we do not need to specify the exact vendor at this time.

I should make note that it will be a vendor from a state contract, correct?

Answer: The applicant does NOT need to specify the name of the vendor at this time for a competitive procurement.  The applicant should document the method of procurement and vendor selection and answer question 2 which reads: "If you answered "No" to question 1 above, the applicant agency must keep documentation on file to support and verify the competitive method of procurement and keep documentation on file which justifies the selection of the successful vendor. Does the applicant agree to keep supporting documentation as described?"

collapse Question Title : Year 2 Budget ‎(1)

Question: I click on "Our Center's Name" (Agency Budget)

 I click on "Equipment" I added a short sentence in the "Justification" box

I click on "Add New Line" and there are two boxes to add info: "Year 1" and "Year 2".

I add the one piece of equipment we are requesting to Year 1.

However, I get the following errors for year 2. However, I do not have any expenses for Year 2.

The following validation errors occurred and must be corrected before saving.

  • Please enter a value for Item.
  • Cost per item is Required.
  • Quantity is Required.
  • % Applied to Grant is Required.

I go through the same when I try to enter info in the "Supplies & Operating Expenses"

Any ideas? Or do I have to add info for both years?

Answer: Since both Part A and Part B are included in one application, PCCD had to set up the budget section for two years.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2, even though you are not putting in any Year 2 expenses. In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

collapse Funding Announcement Title : School Safety and Security Grant Program-Part B (Feb. 4 - Feb. 25 Revision Period) ‎(22)
collapse Question Title : Application Deadline ‎(1)

Question: What time will our applications close on February 25th?

Answer: Egrants will automatically return your application at 11:59 PM.

collapse Question Title : Attachment Removal ‎(1)

Question: Hello How do I remove an item in attachment page in the e-grants system. Also are we required to provide a new sign off sheet and mail it again?

Answer:

To delete an attachment, you need to click on the description name.  In the box that appears, you can select the "delete" button to remove your attachment. 

You are not required to submit a new signature page. 

collapse Question Title : Budget Additions ‎(1)

Question: And, can you add new categories to your Part B? We did not include cameras in our original ask for Part B. Since that time, a consultant has now indicated a real need for additional cameras in 3 of our buildings.

Answer: During this revision period, applicants can add, remove, or modify any line items that were originally submitted under Part B. 

collapse Question Title : Deleting Budget Line Items ‎(1)

Question : How do I delete line items from budget?

Answer: School Districts Only: If your school district created a fiscal report for your Part A: Meritorious Application award, you will not be able to delete line items in your part B budget.  However, you can modify the amount requested.  If you wish to remove expenses entirely, please enter "0" in the calculation fields of the budget line item.  Applicants other than school districts can delete line items in their part B budget.

collapse Question Title : Egrants Help ‎(1)

Question: Can you please clarify for me that for the Part B PCCD Grant, are we to resubmit all parts that say "Return" or only the parts that are Specific to Part B and say "Return"

Answer: All sections in Egrants that are currently marked "returned" need to be changed to "complete" status prior to resubmitting the entire application. 

collapse Question Title : Eligibility ‎(1)

Question: I just want to clarify that since I applied 10/29/2018, our district would not be eligible for the Part B revision period.  Is that correct?

Answer: Any school entity that applied for Part A and/or Part B last year will have the opportunity to revise any Part B section during the revision period.  PCCD will be returning all Part B sections of your school's application on February 4, 2019.  If you do not wish to make any edits to your current Part B application, you can either submit your application back to PCCD or wait until February 25, 2019 for the Egrants system to automatically return your application.    

collapse Question Title : Funding Cap ‎(1)

Question: Secondly, and I am not sure you can give a direct answer to this but the original request from our school was for around 3.6 million dollars. Now I know from the map which I received this region is slated to get just under 5 million for all the schools that apply. The guidance given implies the state would like to spread as much money out to school districts as possible which I like, but my question becomes is there a cap? All the things on our original request we need, so we have to make hard decisions as to what needs to be implemented first, but depending on the total dollar figure I am not sure what we should/could cut versus keep.

Answer: The maximum amount allowable by Act 44 per school entity is $6 million.   

collapse Question Title : Intermediate Units ‎(1)

Question: As an Intermediate Unit, a significant portion of our grant application was to increase capacity of our regional school districts through train the trainer opportunities such as Threat Assessment team training.

Should IUs apply specifically for their individual classroom/program needs or do efforts to support the regional districts in a cost-effective manner align with funding priorities of this grant? 

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals. Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

collapse Question Title : Maximum Amount Available ‎(1)

Question:   As with Part A, is the maximum available to apply for $25,000? 

Answer: The maximum amount allowable by Act 44 per school entity is $6 million.   

collapse Question Title : Maximum Award ‎(1)

Question: At a superintendent meeting we heard that the maximum award amount is $250,000 per school district.  Can you please clarify the maximum amount a school can apply for? 

Answer:  The maximum amount allowable per Act 44 per school entity is $6 million. 

collapse Question Title : Modification Requirements ‎(1)

Question: Do we have to change anything on our application?

Answer:  It is up to each school entity to determine whether they would like to modify/change any section.  However, the email sent out to the school entities on January 31, 2019 lists additional questions that should be included within the application. 

collapse Question Title : New Part B Questions ‎(1)

Question: I'm just confirming, there are not new questions to Part B, it is that the questions stated in the email of January 31 should be focused upon and ensured they are addressed within the identified sections of Part B applications.  Correct?

Answer: Correct, the only additional questions were stated in the email sent on January 31st.

collapse Question Title : Part B Egrants Questions ‎(1)

Question: For the resubmission of Part B of Act 44 grant, do we need to change all parts of application below?

Exec Summary Part B

Statement of Purpose Part B

Project Description Part B

Program Activities Part B Competitive App

Attachments

Procurement Details

Answer: All sections relating to Part B were returned.  It is up to each school entity to determine whether they would like to modify/change any section.  However, the email sent out to the school entities on January 31, 2019 lists additional questions that should be included within the application. 

collapse Question Title : Part B Revisions ‎(3)

Question : We have received our survey analysis for the School Safety and Security Grant Program. It appears that it focused heavily on making assessments and surveys that we presently are not doing or have not completed. Our original application focused mainly on needed safety equipment. Should our focus shift and request less in the area of equipment and focus more on ensuring we have a School Safety and Security Assessment, All Hazards Plan, School Climate Survey and PAYS.

Answer:  Due to the competitive nature of this funding, we are not able to provide guidance on revisions to your Part B application.  However, we strongly recommend that final grant revisions focus on the most critical locally identified safety priorities. 

Question: With the PCCD grant window being reopened first is it the entire grant which needs to be revised or just the Budget and Budget Narrative?

Answer: All sections relating to Part B were returned.  It is up to each school entity to determine whether they would like to modify/change any section.  However, the email sent out to the school entities on January 31, 2019 lists additional questions that should be included within the application. 

Question: Can we totally revise our application with a different focus that would physically secure our building and create mousetraps without going into significant debt and construction?

Answer: Yes, during this revision period, you can modify/change/add items to your Part B budget.

collapse Question Title : Procurement ‎(1)

Question: If we were to be awarded the grant and proceed with the project, can we begin the bidding process at that time?

Answer: You do not have to complete the bidding process until you are awarded the grant. 

collapse Question Title : Project Period ‎(1)

Question: What will be the year/fiscal cut off dates for Part B year one and two?

Answer: The start date for Part B grants will be May 1, 2019 with an end date of April 30, 2021.  The distribution of funding depends on the proposed project.  For example, for some projects, more funding will be needed for year one than in year two. 

collapse Question Title : Regional Projects ‎(1)

Question: My Intermediate Unit partnered with three other Intermediate Units in other regions of the State.   Will grant applications be eligible for funding that cross the regions noted on the Part B Competitive Grant Application map?  Or should we revise our application to only reflect work within our region?

Answer: Yes, it is possible that grant applications could be funded across multiple regions.  It is incumbent upon the applicant to determine their most critical identified safety priorities.  

collapse Question Title : Signature Page ‎(1)

Question: Is an updated signature page or anything else required for our resubmission to be considered complete?

Answer: You are not required to submit a new signature page. 

collapse Question Title : Submission of Part B ‎(1)

Question: Do we need to submit Part B again once we have completed our revisions or do we leave it open and it will automatically be submitted on February 25 at 11:59 pm?

Answer: Once you have completed your revisions, you can either submit your application back to PCCD or wait until February 25, 2019 for the Egrants system to automatically return your application.    

collapse Question Title : Supplantation ‎(1)

Question: I have a question regarding supplement vs. supplant for our Part B application revision. This is specifically related to radios for our school buses that we had written for in our original Part B application; however, due to an overall heightened importance on implementing the usage of these for our transportation safety needs and vendor pricing options we decided to place the order and have received the Bus Radios. Being that these radios were never budgeted in our PDE budget for 2018-2019 school year, are we able to still include this in our Part B or would this be categorized as supplanting?

Again these items were never included in any budgeting for the 2018/19 year nor intended to be purchased with any school funding until notification and applying for the School Safety & Security Program.

Answer: All successful Part B applications will have a start date of May 1, 2019.  Any expenses incurred prior to the start of an awarded Part B application cannot be reimbursed. 

Q&A text
collapse Funding Announcement Title : 2018 OJJDP SAEDR Research-Based Funding Announcement  ‎(4)
collapse Question Title : Eligibility to Apply ‎(1)

​Question 1: We have an SFP grant funded by OJJDP that does not end until June 30, 2019.  Are we eligible to apply for the 2018 OJJDP SAEDR Research-based announcement?

Answer 1: Applicant and Recipient Agencies currently receiving any OJJDP funds for any project or program must cycle off that money before January 1, 2019 to be eligible under this solicitation.  This includes all funds which OJJDP administers from all sources.

collapse Question Title : Keywords ‎(1)

​Question 4: Under the Main Summary section, we cannot find "Substance Abuse" under the Keywords drop down menu.  We have only found "Substance Abuse Treatment" which is not the same thing for this evidence and research based project.

Answer 4: The keyword dropdown menu has a limited number of options available.  Entering or not entering a keyword will not impact the scoring of your application.

collapse Question Title : Program Eligibility ‎(2)

Question 2: We are looking at applying for PCCD's 2018 OJJDP SAEDR Research Based grant and would like to implement Strengthening Families 6-11 as a substance abuse prevention program.  Strengthening Families (SFP 6-11) for elementary school children at higher risk is identified as an IOM classification selective evidence-based prevention program by the National Institute on Drug Abuse.  The grant recommends programs supported by the EPISCenter, but it only supports SFP, 10-14. Will SFP, 6-11 be an acceptable EBP for this grant?    

Answer 2: If the requested program has evidence of preventing substance abuse, then it is eligible under this funding announcement.  You should describe the evidence in your application.

​Question 3: We had a question regarding the 2018 OJJDP SAEDR Research-Based Funding Announcement.  Are only new programs eligible, regardless of whether previous PCCD funding has been received?  We have a program that we currently run, but we've never received PCCD funding for it.

Answer 3: This funding announcement is for new implementations only; expansions and continuations are not allowed.  Applicant and Recipient Agencies currently receiving any OJJDP funds for any project or program must cycle off that money before January 1, 2019. If you have not received any PCCD funding the implement your chosen program, it would be eligible.  However, you may not use these funds to replace funds already allocated for the program.  See Section 3 of the funding announcement for information about non-supplantation.

collapse Funding Announcement Title : 2018-19 PACTT Competitive Funding Announcement ‎(10)
collapse Question Title : Application Sections ‎(1)

​Question: Our organization received a $20,000 grant for PACTT from PCCD in 2018. (We are applying for PACTT affiliation for a new location.) We also received a $10,000 grant from the National Endowment for the Arts.  These were the only federal dollars we received. How much of the $20,000 PACTT award is classified as federal funds?  Does the total, as described above, require us to input the salaries of our highest paid officers in e-grants per the Federal Funding Accountability and Transparency Act (FFATA)?

Answer: PACTT funds are not federal funds.  Applicants are not required to submit the salaries of the organizations highest paid officers within Egrants.

collapse Question Title : Egrants ‎(1)

Question: I have access to E-Grants but for a different funding stream.  I am trying to access the 2018 PACTT Grant.  How can I get access to the PACTT grants?

Answer: If a current user has access to Egrants for a different funding stream, then a request for access to an additional organization is required.  Applicants are to either complete a "New User Role Request form" or select the "Join New Agency" button located in the User Management tab.  For questions about the Egrants system, please call the Help Desk at (717) 787-5887 or toll-free within Pennsylvania at (800) 692-7292 and ask for the Egrants Help Desk.  

collapse Question Title : Eligibility to Apply ‎(2)

​Question: Our organization was approved for PACTT affiliation at one of our alternative education classrooms, but we have others that have not been awarded affiliation.  Can we apply under the competitive application funding announcement for a new PACTT site and apply for funds under the non-competitive funding announcement for the existing affiliated location?

Answer: Providers may be regarded as separate and distinct sites/facilities, possibly allowing multiple applications to be submitted.  For example, a company operates an “alternative education classroom” at its site on 101 North Main Street in Allentown, Pennsylvania. The company also operates a “alternative education classroom” at its site on 202 West Street in Pittsburgh, Pennsylvania. The company could apply for two separate grants. However, if the company operated a second “alternative education classroom” at 101 North Main Street in Allentown, Pennsylvania, it unlikely that this would be allowable as a third site. Of note is that the provider would not be permitted to submit one combined application for funds for all of its sites.

​Question: Is this funding is available for a regular education school who is putting students on career pathways based on their career readiness goals. This would require us to provide students the opportunity to receive out of school training as well as in school training to be able to achieve a CDL license etc. Please let me know if regular education schools are capable of receiving this funding.

Answer: Funding for the competitive grants is made available through the Justice Reinvestment Initiative to advance academic and career/technical training among adjudicated youth receiving services in either residential facilities or from community-based providers.  It is recommended that applicants demonstrate a connection to the juvenile justice system as a service provider and/or this target population.  Applicants are also required, as part of its application, to provide a Letter of Commitment from a local Chief Juvenile Probation Officer.  This letter would may allow the applicant to further describe its connection with the target population and its support as from the local probation department.  It should also be noted that funding must not be used to supplant/replace state, federal or local funds that would otherwise be available to provide for program-related services.  Grant funds are to be used in addition to other funds that are made available for services.

collapse Question Title : Eligible Expenses ‎(3)

​Question: We would like to install some kitchen appliances in our facility to enhance our ability to provide ServSafe training and certification for youth interested in culinary arts. However, the wiring and plumbing are not up to code to support these appliances. Can funds be used to upgrade the electrical system and plumbing in this facility?

Answer: Funds may be used to make mechanical upgrades that will directly impact and improve upon the services outlined in the grant application.  It is recommended that the applicant provide a comprehensive description of its proposed mechanical upgrades and the direct impact, to include approximate numbers, of youth that the upgrades will have an impact on.    

​Question: Is it possible to get reimbursed for something we purchase prior to getting the grant approval (as long as the  item would be eligible for reimbursement)?

Answer: PCCD funds are reimbursement only, meaning that any costs that are incurred prior to the start date of the grant cannot be submitted for reimbursement.  PCCD and DHS/BJJS are not liable for costs incurred prior to the official start date of the award.

Question: Can PCCD/PACTT funds be allocated for internship stipends for students gaining work experience in an otherwise volunteer setting (such as with Goodwill Industries or the Humane Society, etc.)?

Answer: Internship stipends are not an eligible expense for this PACTT solicitation.  The goal of the Competitive PACTT grants is to assist programs in meeting eligibility for PACTT affiliation.

collapse Question Title : Signature Pages ‎(3)

​Question: Are the signature pages due to PCCD by the same deadline as the electronic submission?

Answer: The original Signature Page for this funding announcement must be received or postmarked* Monday, January 14, 2019.  The signature page can be either mailed or sent via express delivery services to the following address:

Pennsylvania Commission on Crime and Delinquency (PCCD)

Attention: Grants Management

P.O. Box 1167

Harrisburg, PA 17108-1167

Question: My organization plants to file a PACTT Grant for 2018-19 PACTT Competitive Funding. We plan to apply for funding for one program that runs in both Berks County and Lehigh County. Do we need signatures of Controllers, Solicitors, and District Attorneys in both counties?

Answer: The only required signatures on the Egrants Signature page are the following: Upper right hand section signed by Board President or Vice-President.  The Upper left hand section is to be signed by the Board Secretary or Treasurer. 

 

Question: I am getting ready to submit my competitive grant; however, it is asking that one of the uploaded documents be a signed page 2 from the application packet. When I went back to the funding announcement I am not seeing a page 2 anywhere that requires a signature, could you please help me by telling me what this means, or where I can find it? I now have all of the other documents that are needed to submit.

Answer: The signature page can be found on the Egrants page that lists all of the required Egrants sections.  At the bottom of the page, there should be a button that indicates "Preview Signature Page."  Click on that button to view and print a copy of the signature page.   

An individual with authority to sign contracts on behalf of the applicant organization should sign on the right side of page 2.  This should be the Board President or Vice President.  The person attesting to the authenticity of the appropriate individual's signature should sign as the Attesting Officer.  This should be Board secretary or Treasurer.  

The original Signature Page for this funding announcement must be received or postmarked* Monday, January 14, 2019.  The signature page can be either mailed or sent via express delivery services to the following address:

Pennsylvania Commission on Crime and Delinquency (PCCD)

Attention: Grants Management

P.O. Box 1167

Harrisburg, PA 17108-1167

collapse Funding Announcement Title : 2019 Community Violence Prevention/Reduction  ‎(71)
collapse Question Title : Application Process ‎(4)

Question: Can you please confirm if it is allowable for two separate individuals to submit two separate applications from our agency under this announcement?

Answer: Per Act 44, each eligible applicant is allowed to submit one application annually for all funding under the act.  

​Question: Our agency is a parent company with several affiliate and separate nonprofit organizations.  Would it be acceptable for more than one affiliate corporation (each with their own board, EIN, etc.) to apply under this solicitation?

Answer: Per Act 44, each eligible applicant is allowed to submit one application annually for all funding under the act.  If each affiliate has its own EIN, they are considered their own non-profit and are eligible to apply.

Question: Under the Eligible Program and Activities, number five (5), it states that an eligible project can be "Any other program or model designed to reduce community violence and approved by the committee". Can you define the limitations and/or the PCCD's definition of "community violence" and clarify whether or not this may also apply to prison populations and visitors?

Answer: There are no limitations for the definition of community violence.  Eligible applicants are to review Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the applicant to submit an application that they believe is in compliance with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. “make the case”) within the application.

Question: When will my grant be approved by the Commission and receive the 4-part grant number? Once it has been submitted and receipt acknowledged?

Answer: The submitted applications will be competitively reviewed and scored after the February 8, 2019 due date.  Successful applications will be presented for consideration and approval at the April 2019 School Safety and Security Committee meeting.  The Committee has final approval of all budgets.  Once the approval process is complete, recommended applicants should expect PCCD staff to engage with the entities in order to finalize the budgets. 

collapse Question Title : Application Sections ‎(4)

Question: There are places to upload attachments for the Executive Summary, Applicant Overview, Statement of Problem, Project Design and Implementation. Do we have the option to either upload or copy/paste in the text boxes? Or should we do both?

Answer: Applicants must provide responses to each section within the text boxes for each section of the Egrants application.  An applicant cannot substitute an attached document for the responses in the text boxes in Egrants.  Applicants are also to note the character limitations within the text boxes.  Applicants can submit additional documentation as attachments in each section to support their application.   The attachment is a supplemental document and not a replacement of the responses to the questions.

Question: Is the primary focus on projects that prevent/reduce violent behavior, victimization, and exposure to violence among community youths, such as students at a school in the community, for example?  Or is the goal prevention/reduction of violence in the community more generally?  It would be helpful to know whether one or the other or both would be appropriate for this proposal.

Answer: The goal of the 2019 Community Violence Prevention/Reduction initiative is to reduce violence and improve safety in the communities surrounding each school entity. It is up to each eligible entity to review the solicitation and decide if the proposed funding could be used to support activities listed under Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the proposed applicant to submit an application that they believe complies with Act 44 of 2018.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. “make the case”) within the application.

Question: What is the distinction between long and short-term goals?  Does this mean the difference between the goals of the project within the maximum 2-years of funding versus goals for the project beyond this grant?

Answer: For this solicitation, the short-term goals and long-term goals should be interconnected or related.  The short-term goals should lead to the long-term goals having an impact on the project and the community at large by the end of the two years of funding. 

Question: Is a budget required? If so, how do we upload the Budget? Is a budget narrative required? 

Answer: For all PCCD grants, the budget detail section, which includes a justification (narrative section) are required.  Applicants are to describe each individual budget item and provide a description of why each line item is essential and necessary for successful project implementation.  Please keep in mind that restatements of calculations and simply indicating that an item is essential and necessary is not a valid justification. If you are submitting for an up to 24-month project, you should enter your budget into Year 1 and Year 2 expenses.

For more information on how to set up and complete the Budget Detail section, please review the Application Processing Quick Start Guide on page 28-30.  This guide can be found here. 

collapse Question Title : Attachments ‎(1)

​Question: For the 2019 Community Violence Prevention/Reduction Proposal, I did not see any specific information about CV's or Biosketches for Key personnel. Can you please confirm if this is required for this proposal? If so, what is the format (page limit) and where should we upload these materials in the Egrants system?

Answer: For the Community Violence Prevention/Reduction solicitation, Curriculum Vitae’s (CV’s), resumes, or Biosketches are not required.  However, a proposed applicant can submit additional documents to support their application.  These documents should be relevant to the proposed project and provide supplemental information for the justification of the project.  These documents should be added as attachments in the Project Design and Implementation section within the Egrants application.  

collapse Question Title : Egrants ‎(7)

​Question: Are there page limits for individual sections or the overall funding application narrative for this opportunity, 2019 Community Violence Prevention/Reduction?

Answer: Each section of this solicitation in Egrants has specific questions which are required to have responses, which have character limits.  The response section also has a "small yellow gavel" icon on the right hand of each response section.  If an applicant either hovers over the gavel icon or clicks on the gavel icon, the character limit information will be displayed.  It is up to each individual applicant to ensure that both the character limits are met, and the responses have a concise description within the limitations of each section. 

It is recommended that proposed applicants ensure that the responses do not exceed the character limitations for each response, prior to submitting the application.

Question: At the bottom of the main summary page on eGrants, there is a drop-down box to identify a school district for the 2019 Community Violence Prevention/Reduction grant program.  The applicant and primary educational entity for the proposed project is a community college, although school district resource officers from the surrounding school districts in Delaware and Chester Counties will be invited to participate in activities included in the project.  How do I complete this section?

Answer: Within the Egrants application, proposed applicants are to provide the School Districts where the intended services are to be provided for this specific project.  You should select all the districts that were invited to participate.  

Question: Since February 7, 2019 falls on a Thursday, is the deadline Thursday, February 7, 2019 or Friday, February 8, 2019?

Answer: The deadline for this solicitation is Thursday, February 7, 2019 by 11:59 pm in the Egrants system. 

Question: In regard to your response to Question #36 in the FAQ: "Within the Egrants application, proposed applicants are to provide the School Districts where the intended services are to be provided for this specific project. You should select all the districts that were invited to participate."  We invited 4 districts and 2 are opting to participate in this project.  Do we select the 2 that are participating or the 4 that were invited?

Answer: Within the Egrants application, proposed applicants are to provide the School Districts where the intended services are to be provided for this specific project.  You should select only the districts that are participating.

​Question: I am working on the above-mentioned grant and noticed the due date is Friday, February 7, 2019.  Friday would be February 8th.  Please clarify.

Answer: The deadline for this solicitation is Thursday, February 7, 2019 by 11:59 pm in the Egrants system. 

Question: I registered for an account on the e-grants site so that I may apply for the grant on behalf of my organization.  How long does it take to receive a response?  We have a developed a viable proposal for consideration of the 2019 Community Violence Prevention/Reduction Grant.

Answer: It is recommended that applicants register for an account on the Egrants site with enough time to process the request since this can take several business days.  The requests may take additional time due to the number of requests submitted by applicants.  Please refer to the Registering in Egrants page for additional information on Egrants.  All applications for this funding announcement must be submitted through Egrants no later than midnight on Thursday, February 7, 2019.

​Question: It states that the application is due no later than Friday, February 7. I believe the 7th is Thursday. I was counting on having until Friday to complete the application.

Answer: The deadline for this solicitation is Thursday, February 7, 2019 by 11:59 pm in the Egrants system. 

collapse Question Title : Eligibility to Apply ‎(18)

Question: Can a current, active PCCD Grantee (specifically Violence and Delinquency Prevention Program grant) that will still be funded and operating by the applicant agency through June 2020, submit this Community Violence Prevention Reduction grant application?

Answer: Current PCCD grantees that also meet the eligibility requirements under Section 5 of this solicitation are eligible to submit an application under this announcement, unless they are a school entity that submitted an application under the School Safety funding announcement.  Applicants cannot supplant funds that were allocated to existing community violence prevention efforts; however, applicants may supplement those projects, or are encouraged to propose other violence prevention effort projects for this solicitation.

Question: I am writing to clarify our eligibility for this Community Violence Prevention/Reduction grant. We are a nonprofit, psychiatric residential treatment program for children, situated on a campus of 192 acres. We also provide an on-site private, special education school for children in care.

Our desired project is for a security system to enter our buildings - i.e. swipe tags for employees. We have trainings on lockdown procedures and are looking toward increased safety measures. Please advise our eligibility under this grant opportunity!

Answer: The goal of this solicitation is to reduce community violence.  Proposed applicants are to review the solicitation and determine if their specific proposal is eligible.  See Section 7 of the funding announcement for eligible program activities.

Question: Are school districts eligible as direct-applicants, and if not, may they partner with the local governmental subdivision in which they are situated?

Answer: School Districts are not eligible direct applicants for this solicitation.  School districts can partner with the following eligible applicants to submit an application: Municipalities, (which includes boroughs, townships, towns and cities); Counties; Institutions of higher educations, and Community-based organizations. 

Question: Would award of grant funding from other Commonwealth funding sources (such as the Commonwealth's Act 44 Security Grant Program) prohibit funding through the Community Violence Prevention/Reduction Initiative?

Answer: The funding for this solicitation is derived from Act 44 of 2018, which established the School Safety and Security Grant Program.  Applicants may only submit one application annually for Act 44.  If a school entity submitted an application under the School Safety Program Grant through PCCD, which closed in October 2018, that entity cannot be a direct applicant.  However, the entity may partner with eligible applicants on this solicitation in order to coordinate, not duplicate, prevention efforts in your area. 

Question: For the PCCD Egrants 2019 Community Violence Prevention/Reduction grant due February 7, 2019, are community organizations allowed to apply for a program they run within a school, if the school did not apply for the School Safety Program grant that was due on October 12, 2018, as found on page 5 of the grant solicitation?

Answer: Yes, community organizations, or any eligible applicant under this solicitation, are allowed to apply for a program they run within a school, regardless if the school applied for the School Safety and Security Program Grant solicitation that was due on October 12, 2018.

Question: For this solicitation, is there some operative criteria for a Community Based Organization so we can assess whether we logically fit that definition?

Answer: Act 44 of 2018 did not define community-based organizations.  Applicants should provide a description of the type of organization they are within the application and may provide justification as to why they should be considered an eligible applicant. 

Question: Would a bullying prevention program in a public middle school qualify under this announcement?

Answer: Projects must address one of the eligible activities as listed in Section 7 of the funding announcement.

Question: We plan to apply for funding and will be partnering with local school districts but we are also the county administrator for Head Start, Early Head Start and PreK Counts.  Is it permissible to build a model and utilize this funding to also support early learning families?  I wasn't sure if this funding is only to support families with school-age children, K-12.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the proposed applicant to submit an application that they believe complies with Act 44 of 2018.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. “make the case”) within the application.

Question: Can CVP/R funds be used to create training modules for all mentors (including those already matched with a child)?  Can these funds be used to provide support for existing mentor matches or are funds restricted to new programming/matches? In particular, can funds be used to support existing high-risk matches that require more support to achieve its goals?  We have a program that matches active duty police officers who serve as a mentor to a child through our school-based mentoring program. Can these funds be used to support this specific program?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the proposed applicant to submit an application that they believe complies with Act 44 of 2018.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. “make the case”) within the application.

Question: I'm currently working with an APS (Approved Private School), and I wanted to know if they can apply for Act 44 funding? I am working with them on implementing SWPBIS, but they have some major basic school safety equipment needs.

I thought that the Act 44 funding would be something they could look into, but I didn't know if APSs were eligible. If not, would they be able to partner with some of their school districts and/or community partners to apply for funding? I know the Community violence funding application is due Feb 7. Is that another option?

Answer: Under the School Safety and Security Grant Program solicitation, which closed on October 12, 2018, only school districts, charter schools, intermediate units, area vocational-technical schools, and private residential rehabilitation institutions were eligible to apply for school safety funding per Act 44.  Under the 2019 Community Violence Prevention/Reduction solicitation, the following are eligible applicants: municipalities, which includes boroughs, townships, towns, cities, and counties; institutions of higher education; and community-based organizations.  Entities or agencies can partner with eligible applicants in order to coordinate and not duplicate prevention efforts.  

Question: Pertaining to eligibility per part 5, section 7 of page 6 on the announcement document, noting eligibility shall be extended to "any other program or model designed to reduce community violence and approved by the committee."

Does that committee approval mean a "pre-approval" of a model or approach or might there be some additional guidance as to how broadly or narrowly that might be interpreted?  I am working on forming a public-private coalition of funders that will allow us to overhaul our entire public safety camera system in 2019 and 2020. 

Answer:  Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the proposed applicant to submit an application that they believe complies with Act 44 of 2018.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. “make the case”) within the application.

​Question: We are not purchasing real estate, but are interested in doing some remodeling to create a program in which our "at risk" kids can work in a non-traditional setting with support services  versus a straight classroom setting with traditional subjects.  Our program would be partnering with many local entities including, Community Care Behavioral Health.  However, I don't want to write it if it is not an eligible item.

Answer:  Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the proposed applicant to submit an application that they believe complies with Act 44 of 2018.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I have a question about applicant eligibility. The organization I work for would count as a municipality, but our accounts are handled through a private nonprofit. Which one should be the applicant agency?

Answer: For this solicitation, both municipalities and non-profits are eligible to apply.  It is up to the proposed applicant and the partnering agencies to determine who should serve as the applicant.

​Question: One of the approved purposes listed in the funding announcement is "Any other program or model designed to reduce community violence and approved by the committee."  Is there a list of programs approved by the committee? Or can we propose to use a specific program, provide evidence to support it, and the committee will then decide whether or not it is approved?

Answer: The committee did not approve a list of programs or models designed to reduce community violence.  Eligible applicants are to review Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the applicant to submit an application that they believe is in compliance with the statute.  If an applicant believes their project/proposal fits within one or more of the eligible activities, they must provide support for that belief within their application.

Question: We would like to submit a proposal in response to the funding announcement for 2019 Community Violence Prevention / Reduction. While we have submitted proposals to other agencies before, we are unfamiliar with the PCCD requirements. Is there a bidder's conference? Are there resources that would explain the requirements found in the EGrants system?  For example: I'm not clear on the 4 items that are listed under project summary. Are they required? If so, how is this generated?

Also, in the application, I'm not clear on how I should be answering the Methods of Procurement. Is there a guide that defines this?

Answer: For the 2019 Community Violence Prevention/Reduction solicitation, there is no bidders conference.  Eligible applicants are to review PCCD’s Applicant’s Manual and funding announcement for information on the requirements.  Interested parties are also encouraged to review the information listed on PCCD’s website on Egrants and grant information.    

Question: Can an Intermediate Unit apply for the Grant for Community Violence Protection/Reduction?  Or are we ineligible due to our position as a School Service Organization?

Answer: Under the 2019 Community Violence Prevention/Reduction solicitation, the following are eligible applicants: municipalities, which includes boroughs, townships, towns, cities, and counties; institutions of higher education; and community-based organizations.  Entities or agencies can partner with eligible applicants in order to coordinate and not duplicate prevention efforts.

​Question: Our organization is a for-profit business that serves the community through mental health and education initiatives.  The recipients of our services are children and families that are referred to us through municipal and school entities.  Are we eligible to apply for funds through this grant?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Applicants are to review Section 5, Eligible Applicants, to determine if your agency is eligible to apply. You should also review Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the proposed applicant to submit an application that they believe complies with Act 44 of 2018.  If the applicant believes that both their agency and project/proposal fits as an eligible applicant and the proposed activities fits in one or more of the eligible activities, the applicant can provide that justification (i.e. “make the case”) within the application. 

Question: Community based-organizations are defined as eligible.  How is a community based-organization defined?

Answer: Act 44 of 2018 did not define community-based organizations.  Applicants should provide a description of the type of organization they are within the application and may provide justification as to why they should be considered an eligible applicant.

collapse Question Title : Eligible Applicants ‎(2)

Question: How do you define Community-Based Organization? Would a non-profit organization be an eligible applicant?

Answer: Per Act 44, the following are considered eligible applicants: Municipalities, (which includes boroughs, townships, towns and cities); Counties; Institutions of higher education, and Community-based organizations, including non-profit organizations. 

​Question: Do you need to be a registered 501c3 to apply?

Answer: Under the 2019 Community Violence Prevention/Reduction solicitation, the following are eligible applicants: municipalities, which includes boroughs, townships, towns, cities, and counties; institutions of higher education; and community-based organizations.  Entities or agencies can partner with eligible applicants in order to coordinate and not duplicate prevention efforts.

collapse Question Title : Eligible Expenses ‎(7)

Question: BBBSA requires affiliate programs to attend the National Conference in section 7.7.1 of our Membership Affiliation Agreement. Are the costs of attending the Big Brothers Big Sisters National Conference allowable budget items in this grant application?

Answer: Applicants must provide a detailed justification for the need for any proposed expenses within the budget detail.  The cost of attending a National Conference can be considered if the expense is essential and necessary for the proposed project.  It is up to the proposed applicant to provide a concise description of the conference and the need for attendance at the specific conference. 

Question: Are security upgrades to real property (i.e. adaptations to the physical structure and/or terrain modifications like development of private road networks to enable access to emergency vehicles during high-traffic volume times such as student drop-off or school dismissal times) eligible for grant funding?

Answer: For this solicitation, security upgrades are not eligible program activities unless they can be shown to meet one of the eligible activities listed in Section 7 of the funding announcement.

Question: Regarding the 2019 solicitation, are outreach educational programs for faculty and staff allowable expenses?  Are part-time behavioral and mental health positions allowable expenses?  Are security cameras and POMs (Peace of Mind) devices allowable expenses?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the proposed applicant to submit an application that they believe complies with Act 44 of 2018.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Hello, are payments to Police Officers an allowable cost?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the proposed applicant to submit an application that they believe complies with Act 44 of 2018.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. “make the case”) within the application.

​Question: We offer programs that support academic achievement, promote good character and citizenship, and encourage a healthy lifestyle.  We offer a variety of evidence-based programs at our 11 club sites.  We are seeking funding to help us increase membership through outreach activities and retain members by improving the programming we offer.  To improve programming, we hope to provide training in trauma-informed care and practices, child development, and best practices for behavior management and curriculum implementation.  We also hope to purchase new recreational equipment that will draw members to our clubs including traverse climbing walls and interactive projection game systems https://joinbeam.com/ Would these be considered allowable expenses?  Do you have a list of allowable expenses? 

Answer: This funding announcement does not contain a list of allowable expenses.  Applicants are to review Section 7, Eligible Program Activities and Expenses, of this solicitation.  Applicants must provide a detailed justification for the need for any proposed expenses within the budget detail.  It is up to the proposed applicant to provide a concise description of expenses proposed and the need for the expenses. 

Question: Real estate is deemed "ineligible" as a request to receive funded for.  What exactly is ineligible? E.g. a lease for renting space, purchasing property, etc.?

Answer: The purchase of real estate is an ineligible expense.  Funding can be used to support activities listed under Section 7, Eligible Program Activities and Expenses, of this solicitation.  It is incumbent upon the proposed applicant to submit an application that they believe complies with Act 44 of 2018.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. “make the case”) within the application.

Question:  Is there a required or maximum % /ceiling for Personnel costs?

Answer: There is no maximum percentage or ceiling for personnel costs.  Proposed applicants are to determine what eligible activities should be included in the budget and to propose reasonable expenses within each budget category.

collapse Question Title : Equipment ‎(1)

Question: Will you please direct me to the person who can tell me what the total dollar amount allowed for equipment is under the provision of this grant.  Or, if it is possible to just answer my question here, would you be so kind as to let me know?

Answer: For an item to be considered equipment, the item must have a useful life of at least one year and a unit cost of at least $5,000.  There is no maximum limit to the cost of equipment.  The items should be placed in the Supplies & Operating Expenses budget category if the unit cost of a single item of the items being purchased is less than $5,000.

collapse Question Title : Fiscal ‎(15)

Question: Can you please confirm if there are any restrictions to the indirect rate that is applied towards the budget on this opportunity or can we use our federal negotiated rate?

Answer: PCCD allows applicants to budget for indirect costs in one of two ways:

  • Federally approved indirect cost rate approved by their federal cognizant agency; or
  • A 10% de minimis rate: PCCD allows for subgrantees that have never received a federally approved indirect cost rate to apply a de minimis indirect cost rate of 10% of modified total direct cost (MTDC) to their PCCD subgrant project.

Question: For the allowable award amount of $350,000, can you please confirm if indirect costs are included within this total amount? Or is the $350,000 allocation for direct costs?

Answer: For this solicitation and all PCCD grants, the indirect cost rate is to be included in the total amount of funding requested.  Applicants submitting applications for this solicitation cannot submit for more than $350,000 maximum amount for the two-year project period. 

Question: Should the DHHS salary cap apply for this opportunity? 

Answer: As these are state funds, the DHHS salary cap does not apply. However, all requested costs must be reasonable and justified and the total budget cannot exceed $350,000.

​Question: Is the funding a maximum of $350,000/year for 2 years for a total of $700,000 or $350,000/ 2 years (approximately $175,000/year). Thank you!

Answer: The maximum amount of funding that may be requested is up to $350,000 for up to a two-year project period.

Question: If an applicant is proposing to include a therapist that would be contracted from a community agency, MUST that therapist position be put out for bid to any interested agency? Or can the applicant make that choice on our own from available providers?

Answer: An eligible applicant can select a candidate to provide a specific service, that is an eligible activity, the proposed applicant must follow PCCD’s Procurement Standards, please see Applicant's Manual for more specific information. 

Question: May please have a list of past applicants and whether or not they were awarded?

Answer: For the 2019 Community Violence Prevention/Reduction solicitation, the funds are derived from Act 44 of 2018.  This solicitation is the first Community Violence Prevention/Reduction solicitation since the act was passed in 2018.

Question: The PCCD grant application asks for "Evidence that the Project Director, Financial Officer and Board Officers and any employee that is responsible for the receipt and expenditure of funds are included in an employee dishonesty insurance policy for 30% of the funds requested or 10% of the organizations budget, whichever is greater."

Our current liability policy is for $500,000.  We must increase that to $1.7 million if we are to be covered at 10% of the organization budget.  We received a quote that this increase in coverage will cost an additional $1,988 annually.  Is it okay to provide a letter that we will increase coverage if awarded this grant?  And will this grant cover this increase?

Answer: For this solicitation, a letter confirming that the applicant agency will increase its liability insurance to the required amount if awarded a subgrant is acceptable if the applicant agency does not currently meet the minimum liability insurance requirement.

Question: How is this grant disbursed and if it is based on a reimbursement system how often is that done?

Answer: Payments for this grant program will be made on a reimbursement basis.  The schedule and amount of payments will be determined based on information received on the required quarterly fiscal reports.  If an entity would prefer to be reimbursed on a more frequent basis, they are allowed to submit an interim fiscal report (monthly); if awarded funding.  Other payment arrangements may be considered on a case-by-case basis in situations where agencies may be experiencing cash flow issues.      

​Question: What do you mean when you are referring to a segregation of duties policy?

Answer: A segregation of duties or internal control policy is required for each awarded applicant.  An entity that receives PCCD funding is responsible for establishing and maintaining an adequate system of accounting for the agency and its funds.  For more information on the Accounting system requirements and fiscal accountability, please review PCCD's Applicants Manual.

Question: How many people are required to sign under the Applicant Agency? Is the attesting officer, solicitor & controller from the Applicant Agency? If so, what is the definition of attesting officer and solicitor?

Answer: The signature page to is be signed by the appropriate individuals at your agency/municipality that have signatory authority to enter into a contract on behalf of the agency/municipality.  For more information on the signature page requirements, please review PCCD's Applicants Manual.

Question: ​We are looking to apply for the 2019 Community Violence grant. I see that the max award is $350,000. Is there a minimum amount to be awarded/ will lower grant requests be considered?

Answer: There is no minimum amount that is to be awarded for this solicitation.  It is up to the applicant to determine what eligible activities should be included in the budget and to propose reasonable expenses within each budget category.   

Question: What is a program, fiscal & inventory report? If this is required of bidders, are there definitions & directions on how to complete it?

Answer: All awarded recipients are required to submit quarterly program and fiscal reports within the Egrants system.  The Inventory reports are to be completed at the conclusion of the project.  The instructions on how to complete these reports will be provided to the awarded recipients at a later date. 

Question: The Signature Page: As a non-profit community organization, our Attesting Officer is our CFO.  Is this the only signature we need?  It is not clear from the Applicant Manual or Signature Page whether anyone else is required. Who else, if anyone, is required to sign this for a non-profit community organization?

Answer: The signature page to is be signed by two individuals at your agency/municipality that have signatory authority to enter into a contract on behalf of the agency/municipality (e.g., a Board officer, CFO, CEO, Executive Director, etc.).  For more information on the signature page requirements, please review PCCD's Applicant's Manual.

​Question: If we apply for $350,000 over two years, do we need to divide funds evenly between years, i.e. $175,000 in year 1 and $175,000 in year 2?

Answer: The maximum amount of funding that may be requested is up to $350,000 for up to a two-year project period.   There is no limit as to the amount that can be requested in each year; projects also can be designed to last less than the full allowable two-year period. It is up to the applicant to determine what eligible activities should be included in the budget and to propose reasonable expenses within each budget category.  The School Safety and Security Committee reserves the right to request an applicant remove or reduce line items that are not required for the successful implementation of the project.

Question: ​In the budget section, if we are serving a two-county area can we combine the budgets or do you want them separated with one as a pass through? 

Answer: It is up to the proposed applicant how the agency would like to submit the budget.  Applicants can breakout the budget based on the county and indicate two recipient budgets, however this breakdown is not required.

collapse Question Title : Performance Measures ‎(5)

Question: Are applicants to develop performance measures in addition to those required by PCCD?

Answer: For this solicitation, applicants are to develop specific performance measures based on the proposed activities described within the application.  Successful applicants will also be required to report on additional performance measures which will be developed by PCCD staff.  The performance measures are required to be submitted on a quarterly basis within the PCCD Egrants system as part of the quarterly program report.

Question: The performance measures are required to be submitted on a quarterly basis within the PCCD Egrants system as part of the quarterly program report. Could you please confirm where applicants can find a list of performance measures required for this opportunity?

Answer: Since the performance measures would be specific to each individual project, PCCD does not have a list for performance measures for this solicitation.  Applicants are to develop their own performance measures based on the proposed activities described within the application.  Successful applicants will also be required to report on additional performance measures which will be developed by PCCD staff. 

Question: Other PCCD funding that we have received required quarterly outcome reporting to the EPIS Center. Is there any EPIS Center reporting attached to this grant?

Answer: Successful applicants will be required to report on performance measures which will be developed by PCCD staff to address each individual project.  If you select an evidence-based program (EBP) supported by the EPISCenter, you can expect to use the EPISCenter's performance measure spreadsheets as part of your reporting.  Applicants may also develop their own specific and relevant performance measures based on the proposed activities described within the application. 

Question: Our team is working on creating proposal specific performance indicators for the PCCD 2019 community grant - however it is unclear if the target is referring to quarterly, yearly or total grant period.

Answer: The performance measures (indicators) are to be reported on a quarterly basis, and they are to be completed with the Egrants system on the 20th of after the end of the quarter.  The due dates are as follows:

Reporting PeriodDue Date
January 1- March 31April 20th
April 1 – June 30July 20th
 July 1 – September 30October 20th
October 1 – December 31January 20th

 

Your first quarterly report will cover the period from June 1, 2019 through June 30, 2019, after which you will follow the above schedule.  Performance measures can be established that will provide information on various periods as you project meets your established benchmarks and deliverables.

Question: The section on Performance Indicators is generally marked complete with no data entered when submitting previous PCCD applications. However, I see that performance measures are required. I was planning to include that information in other parts of the narrative.   For this application do you want the "Performance Indicators" section completed with data or do we just mark it complete at this time? 

Answer: For this solicitation, applicants are to develop specific performance measures based on the proposed activities described within the application.  Successful applicants will also be required to report on additional performance measures which will be developed by PCCD staff.  The performance measures are required to be submitted on a quarterly basis within the PCCD Egrants system as part of the quarterly program report.

collapse Question Title : Project Dates ‎(4)

Question: What is the anticipated start date for projects funded under this grant? On the cover page to the funding announcement, it states May 1st, but on page 5 of the funding announcement, June 1st is listed as the start date.

Answer: The anticipated start date for this project is June 1, 2019, pending resolution of all outstanding fiscal and programmatic concerns.

Question: I noticed for the above-referenced grant announcement, that the cover page to the announcement states in the second to the last paragraph, "…all projects will have a targeted start date of May 1, 2019."  I also noticed that the Project Dates Section found on Page 5 of the announcement states, "Based upon availability of funds, applications approved at the April 2019 SSSC meeting will be for no longer than 24-month projects with a projected start date of June 1, 2019."  I'm wondering whether the May 1st or June 1st start date should be used in the application and would appreciate your feedback.

Answer: The targeted start date is June 1, 2019.  Applicants should enter their project period as 6/1/2019 to 5/31/2021.  If necessary, applicants may request an earlier start date of 5/1/2019 with an end date of 4/30/2021.

Question: We are confused about the grant period- starting 5/1/19,6/1/19 or 7/1/19? All on funding announcement.

Answer: The targeted start date is June 1, 2019.  Applicants should enter their project period as 6/1/2019 to 5/31/2021.  If necessary, applicants may request an earlier start date of 5/1/2019 with an end date of 4/30/2021; this earlier start is contingent on the resolution of any outstanding program or fiscal concerns.

​Question: It seems at one place start date for the project is May 1, at another place it says June 1. Which is correct?

Answer: The targeted start date is June 1, 2019.  Applicants should enter their project period as 6/1/2019 to 5/31/2021.  If necessary, applicants may request an earlier start date of 5/1/2019 with an end date of 4/30/2021.

collapse Question Title : Signature Pages ‎(3)

​Question: Does the signature page need to be mailed or can we attach it to one of the sections in eGrants? 

Answer: The original signature page must be received or postmarked by Thursday, February 7, 2019 and either mailed or sent via express delivery services to:

Via U.S. Mail: 

PA Commission on Crime and Delinquency

Attention: Grants Management

P.O. Box 1167

Harrisburg, PA 17108-1167

Via Express Delivery Services:

3101 North Front Street

Harrisburg, PA 17110

​Question: Please also clarify that the signature page is due the same day as the electronic proposal.  In the past, we have submitted other proposals to PCCD and the signature page was due after the electronic submission.

Answer: The signature page for this solicitation is due on February 8, 2019. The signature page must be received or postmarked by February 8, 2019.  PCCD considers the United States Postal Service date stamp as the official postmark. Applicant postage meters, or stamps administered by the applicant will not be considered the official postmark. 

The signature page can be either mailed or sent via express delivery services to:

Via U.S. Mail: 

PA Commission on Crime and Delinquency

Attention: Grants Management

P.O. Box 1167

Harrisburg, PA 17108-1167

 

Via Express Delivery Services:

3101 North Front Street

Harrisburg, PA 17110               

​Question: With regard to the signature page, Is it required that my organization's legal sign off?  Our agency is a Commonwealth agency and ultimately, it answers to the state attorney general. If our organization's legal is required to sign, would PCCD accept original signatures on two separate pages…we will sign/notarize on one copy of the signature page and legal will sign on a separate copy of the signature page.

Answer: The signature page to is be signed by the appropriate individuals at your agency/municipality that have signatory authority to enter into a contract on behalf of the agency/municipality.  This can be the Executive Director and/or another individual listed as a signatory.  For more information on the signature page requirements, please review PCCD's Applicant's Manual.

collapse Funding Announcement Title : 2019 Violence Delinquency Prevention Programs ‎(20)
collapse Question Title :  ‎(1)

Question: One of the narrative questions under Project Design and Implementation is:

1.2.5.     Describe in detail your plan for using these funds to address any barriers identified in Section 9B. Statement of the Problem.  I do not see a section 9B in the statement of the problem section of the application. Am I missing something? Should we address the overall statement of the problem?

Answer:  Within the Egrants application section, Project Design and Implementation, Question 1.2.5 is referring to Section 9B Statement of Problem, which is on Page 9 of the PDF version of the solicitation and the Egrants application section also called Statement of Problem

collapse Question Title : Application Process ‎(3)

Question: Is there a specific person/title within a nonprofit organization who would sign as the 'solicitor'?

Answer: The signature page must be signed by two representatives of your agency that have signatory authority on behalf of the board. 

Question: Do we only need to fill out the sections with points assigned to them? For the sections with '0' points, no answer is required, but we do need to mark as complete in order to submit?

So, we would only need to mark as complete but not actually fill out the following sections: Procurement Details, Approval Checklists, Performance Indicators, Fiscal Accountability, Federal Transparency Act

Certification, State Funding Announcement Certification and Non-Profit Agency Checklist.  Can you please confirm that this is correct?

Answer:  The sections noted above are not directly connected to scoring your grant; however, these sections may have questions that require answers.  Please be certain you have read and completed each area prior to submitting your application. You will not be able to submit your application until all sections are marked as "Complete". 

Question:  I would like to apply for the Start Something New program but need a username and password for your Egrants system. Could you issue me a username and password?

Answer 18: The Egrants Help Desk is available to assist with questions Monday through Friday until 4:00 p.m. EDT. Contact the PCCD Egrants Help Desk at (717) 787-5887 or by email at:

RA-eGrantsSupport@pa.gov.  You may also find several related forms/resources here.   Please note, that only the 15 programs listed in the funding announcement are eligible for this funding.

collapse Question Title : Budget ‎(1)

Question: I have a faculty member that is interested in applying for the 2019 Violence and Delinquency Prevention Programs.  I am in the process of setting up the budget for travel and I have a quick question.  The program in question is the Incredible Years program.  The eligible program activities and expenses state that training should be conducted in PA and approval is needed if the grantee travels to Seattle for training.  The Incredible Years Training Information states applicants should use the maximum fee for budgeting purposes.  Should I budget the Seattle costs to send the program leaders to the training or budget the trainings to be conducted in PA at the lower amount?  I just wanted to get clarification since the travel will be much higher if we budget the expenses to travel to Seattle versus traveling to State College.  Please let me know.  

Answer: While the EPISCenter makes every attempt to ensure in state training, you should budget for travel to Seattle.  In the event you are awarded funds and the training takes place in State College, you can work with your assigned Program Analyst to submit a Project Modification Request asking that the funds be reassigned to another relevant line item.

collapse Question Title : Eligibility to Apply ‎(5)

​Question: Our agency is currently funded for a 2018 Violence and Delinquency Prevention Programs grant for PTND through 6/30/2020.  We are collaborating with a community coalition to apply for a new program under the 2019 Violence and Delinquency Prevention Programs Grant.  Are we eligible to apply if we have a current grant?

Answer: There is no prohibition on applying for a new grant if currently on PCCD funding.  Agencies may apply for a new program (one for which they have never received PCCD funds to implement) or to expand a program for which that agency (the applicant and/or recipient) has previously received PCCD funding to implement.  Expansion applications must propose to serve a new target population than that currently being served.  For school-based programs, like PTND, this would mean serving either a new school district or expanding an existing implementation into new school buildings or grades within a district.

Question: We want to expand service to another county but maintain services in two counties where we are currently implementing the program.  Can we reflect all counties in the target #s served?  Do we list all county school districts and legislative districts, even for the currently served areas? Do we need support of all three collaborative boards?

Answer: This competitive funding is for expansions of an existing program into a new and distinct geographic area or new school building(s)/grades for which an agency (the applicant and/or recipient) has previously received PCCD funding to implement.  You may not use these funds to sustain an existing implementation.  You should enter the district and legislative districts for the new area to be served and report on only those youth/families that will be served with these funds.

Question: We are a BBBS agency. Last week, we applied for a competitive Violence Prevention grant from PCCD under the category mentoring.

The RFP states: "If your agency will be receiving PCCD funding for BBBS through a competitive grant award as either the applicant or recipient as of July 1, 2019, you are not eligible to apply under this announcement." We will not know if we will be receiving funding through that competitive grant opportunity for several months. Are we eligible to apply for this new funding opportunity?

Answer: The School Safety and Security Funding – Community Violence Prevention/Reduction is not considered PCCD funding and therefore you are eligible to apply to this announcement.  However, please keep in mind that subgrant funds, if awarded, may not be used to supplant existing funds. 

Question:  Our Big Brothers Big Sisters chapter receives funding from a line item within the state budget for Violence Prevention. Is the 2019 VDPP solicitation the same funding we receive through this line item, or would this be new funding? I wanted to ensure this wasn't funding we were already receiving.

Answer: BBBS sites that were awarded PCCD funding through a competitive application process and will be on that funding as of July 1, 2019 are not eligible to apply for this funding announcement.

Question: We are in the process of reviewing the funding guidelines 2019 Violence and Delinquency Prevention Programs on behalf of Catholic Social Services – Archdiocese of Philadelphia.

Please define collaborative board within the context of the application.

Answer: For purposes of this application, collaboratives consist of both public and private community based partners from multiple sectors working together to address issues in the surrounding community/jurisdiction that are identified using local data.  The collaborative must have a documented meeting history for the year leading up to grant submission. 

Examples of collaborative boards include, but are not limited to: Integrated Children's Service Plans (ICSP); Communities That Care (CTC) Delinquency Prevention Policy Boards;

Balanced and Restorative Justice Teams; State Health Improvement Coalitions; State Incentive Grant Planning Boards; and Criminal Justice Advisory Boards or other collaborative boards, including those established to focus on implementing healthy community objectives.

collapse Question Title : Eligible Applicants ‎(6)

Question: Can an intermediate unit pair with a regional community partner for this grant? We meet the criteria on page 5, however before we start down this road I want to see if we truly qualify.

Answer: If you meet the eligibility criteria found in the funding announcement at the bottom of page 5 then you qualify to apply.

Question:  If an agency applied for and received a 2019 Community Violence Prevention/Reduction grant would they be eligible to receive funds for a different program under this grant that was 1 of the 15 identified?

Answer: The School Safety and Security Funding – Community Violence Prevention/Reduction is not considered PCCD funding and therefore you are eligible to apply to this announcement.  However, please keep in mind that subgrant funds, if awarded, may not be used to supplant existing funds.

Question: We are a BBBS. The RFP states that applications must be submitted on behalf of a collaborative board and must have conducted a community risk and resource assessment. Do these requirements apply to BBBS affiliates that meet the 1st requirement of being a non-profit with a DUNS number and SAM registration?

Answer: Applications must be submitted on behalf of a collaborative board that has been established for at least one year, or on behalf of two or more collaborative boards that wish to partner to implement the same program.  Applicants must demonstrate collaboration and/or partnerships within the community to be served.

For purposes of this application, collaboratives consist of both public and private community based partners from multiple sectors working together to address issues in the surrounding community/jurisdiction that are identified using local data.  The collaborative must have a documented meeting history for the year leading up to grant submission

 

Question:  Our agency just applied for PCCD's  2019 Community Violence Prevention/Reduction funding.  Are we also eligible to apply for this opportunity?

Answer: The School Safety and Security Funding – Community Violence Prevention/Reduction is not considered PCCD funding and therefore you are eligible to apply to this announcement.  However, please keep in mind that subgrant funds, if awarded, may not be used to supplant existing funds

Question: My agency applied for Violence Prevention funding earlier this month. Can we still submit a proposal under this new announcement for the same program? We are seeking funding for a Family Resource Center that uses Trauma Informed Cognitive Behavioral Therapy to serve students and their caregivers. 

Answer: The School Safety and Security Funding – Community Violence Prevention/Reduction is not considered PCCD funding and therefore you are eligible to apply to this announcement.  However, please keep in mind that subgrant funds, if awarded, may not be used to supplant existing funds.

Question: 1) On page 5, it states that any private non-profit agency, public agency, or unit of local government may apply. This doesn't seem to exclude a private school. Can a private school apply for funding?

2) For a new program based at a school, could the Community Board consist of program-related staff and leadership (Principal, Nurse Practitioner, Chaplain) and outside partners (behavioral health specialists, social workers) related to the program?

3) For a new program that has not used the "Communities that Care" model, could the "Risk and Resource Assessment" consist of data and information gathered and shared within the Community Board?

Answer: 1) PCCD is not able to encourage or discourage submission of an application.  It is the applicant's responsibility to show evidence of eligibility.  If you feel your private school meets the requirements outlined below then you may feel free to apply.

• Any private non-profit agency, public agency, or unit of local government.

    • Must have a Dun and Bradstreet Data Universal Numbering System (DUNS) number

 

    • Must be registered with the System for Award Management (SAM)

 

2) Limitations on the collaborative board are that it has been established for at least one year and that the applicant must demonstrate collaboration and/or partnerships within the community to be served.

 

3) The risk and resource assessment does not need to be tied directly to a Communities that Care model.  We strongly encourage the use of local Pennsylvania Youth Survey data.  Primarily baseline data that has measured outcomes is accessible.  Please note, that only the 15 programs listed in the funding announcement are eligible for this funding.

collapse Question Title : Eligible Programs ‎(1)

Question: ​Is the Incredible Years Basic Parent Program for Parents with Toddlers ages 1 to 3 eligible for funding under this grant?

Answer: No.  Incredible Years funding under this opportunity applicants may submit to implement:

Small Group - For preschool, kindergarten, and primary school children ages 4-8 years

Basic Parent - For parents of children ages 3-12 years.

Advanced Parent - For effective communication, anger management, problem-solving between adults, and ways to give and get support.

Dina Classroom - For preschool, kindergarten, and primary school children ages 4-8 years with behavior problems.

collapse Question Title : Non-Supplantation ‎(1)

Question: Local public-school districts refer students who are affected by trauma, mental illness, and behavioral challenges to our school program. The school program is supported by reimbursements from the public-school districts.   We currently have three school therapists. We would like our current therapists to be trained in CBITS and to implement the program in our school.  If we include the CBITS program-specific costs for salary and benefits for our current therapists in the budget (for the implementation of CBITS), would this be considered supplantation?

Answer: PCCD subgrant funds (both federal and state funds) must be used to supplement existing efforts.  By applying to PCCD and accepting funds disbursed pursuant to the subgrant, the applicant is certifying that the requested federal funds: 1) will not be used to supplant or replace state or local funds already allocated; and 2) will be used to fund new projects, or expand or enhance existing projects.

collapse Question Title : Required Attachements ‎(1)

Question: I have another question in regards to the 2019 Violence & Delinquency Prevention Programs.  On page 11 of the RFP in the Required Section attachments, you state that applicants must obtain a letter or email from the program developer (Letter of Agreement) stating their ability to provide training to the applicant should funding be awarded.  The letter must include total agreed upon amount the applicant is requesting to support the costs of training.   It this agreed upon amount the same amount that is provided by the EPISCenter in response to the request for training email/letter? 

 

Answer:  For this funding announcement, if an agency is intending to implement the following programs:

SFP 10-14; The Incredible years (IYS) or Positive Parenting Program (Triple P), then a letter or email from the EPISCenter is required.  If an agency is intending to provide an EBP that is not listed above, but is listed as one of the 15 programs eligible for funding, then a letter or email from the Developer is required, which includes the total agreed upon amount the applicant is requesting to support the cost for trainings.

collapse Question Title : Signature Pages ‎(1)

Question: Hello, I had a quick question regarding this program (https://www.pccdegrants.pa.gov/Egrants/Public/OpenAnnouncements.aspx). I realize that the due date for online app submission is March 20, 2019. Do mailed signature pages/letters also have to be submitted by March 20, or may they be submitted by April 16, as indicated on page 25 (the application checklist)?

Answer: The date on the checklist is incorrect.  The original Signature Page and any additional required information that cannot be submitted electronically must be received or postmarked* by Wednesday, March 20, 2019 and either mailed or sent via express delivery services:

Via U.S. Mail: 

PA Commission on Crime and Delinquency

Attention: Grants Management

P.O. Box 1167

Harrisburg, PA 17108-1167

Via Express Delivery Services:

3101 North Front Street

Harrisburg, PA 17110  

collapse Funding Announcement Title : Opioid Misuse Prevention Project Cohort 2 ‎(55)
collapse Question Title : Budget Expenses ‎(9)

Question: We are part of a collaborative that is applying to University of Colorado to provide free LST MS books to participating schools for three years beginning in 2019-20.  Can we still apply for this grant opportunity and revise the budget accordingly if we are awarded the UOC funding for the books?  It does not cover fidelity observations, data collection, etc. just books.

Answer: If the applicant is able to provide materials in-kind, that is allowed.  The required budget would be reduced by that amount.

Question: How much is the annualized funding amount available? Page 7 of the RFP states: "You may be funded up to $275,000 for costs necessary to successful implement the project over the 12-month initial project period".  How does the funding break down for this application?

Answer: If your application is selected, your budget will be prepared in collaboration and consultation with PCCD and EPISCenter staff.  Each project and its budget will be reviewed on an annual basis, and a one-year continuation award will be made each year for the following four years (July 1, 2020 through June 30, 2024), pending satisfactory results.  For more information on the proposed budgets and expenses, please see the budget worksheet spreadsheet at www.episcenter.psu.edu/ompp

 

Question: In the non-supplantation section of the proposal packet it states that "PCCD funding is not to be used to replace funds already being used for the same purpose as that being requested." Is a school district already has LST/SFP running but through a different provider, can we apply to provide the programming moving forward?

Answer: No, replacing the existing funding used to provide those programs with PCCD funds would be considered supplantation.

Question: Our county already has LST in place in all schools and an active drug coalition that is already conducting some LST fidelity checks, delivering SDS trainings, and has led informational/awareness campaigns, we are seeking to not duplicate what is already in place.  Therefore, can our application seek to fund project coordination through the Coalition for those three components and contract the services of another coordinator (rather than administrative assistant) to manage implementation of the SFP 10-14 program?

Answer: Since you are already offering LST, you may not use these funds to replace existing funding.  That would be considered supplantation.  Additionally, priority will be given to communities that have not delivered LST/SFP over the last five years. 

Question: We have multiple school districts that currently deliver LST with their teachers and are interested in participating in the grant. (None are implementing SFP 10-14.) Two districts currently receive LST books funded by the SCA. Two other districts fund books internally. And two others fall under a University of Colorado grant that ends June 30, 2019.  Are any or all of these schools eligible to participate based on the non-supplantation requirements?  If these schools are not eligible for PCCD funding to cover LST costs, can they still qualify for funding to implement SFP 10-14?

Answer: Applicants to this funding announcement cannot supplant funds that were allocated for the same items listed in this solicitation.  Successful applicants would be required to meet the requirements of this solicitation and provide both LST/SFP as outlined within the solicitation. 

Question: In terms of getting the teachers and school district employees trained in LST… the grant wasn't specific that you just needed to train the folks who would be facilitating.  The School district has reservations about training the entire middle school staff.  We interpret it as, if they choose to implement in social studies they need to only train the SS teachers.  They were also curious about the grant paying the teachers for training – especially if they need to do it in the summer.

Answer: Applicants are not expected to have all of their middle school staff trained in LST, only the school personnel that have been identified as the facilitators of the LST program.  Please review the budget worksheet which provides more detailed information on the expenses of this proposed project.  Applicants are encouraged to add any additional expenses if the applicant can provide an adequate justification for the need that the expenses is essential and necessary for the proposed project.

Question: May we split the Administrative Assistant position into two part-time positions?

Answer: Applicants can modify the Administrative Assistant position from a one full-time position into two part-time positions, as long as the applicant can ensure and certify that the required duties of the position will be completed as outlined within the solicitation.

Question: Do the individuals employed by this project have to be employees of the lead applicant? Can they be considered subcontractors? 1099 employees? We are worried about the grant amount putting the nonprofit in a higher fiscal bracket? Is this a valid concern?

Answer: The Lead Applicant for this solicitation must hire a Project Coordinator and an Administrative Assistant.  Applicants can propose to use subcontractors; however, applicants that hire direct staff are preferred in order to indicate that this project will be sustained after the end of the state-funded project.  It is up to each applicant to decide which method is the most beneficial for the entity applying for this solicitation.  

Question: ​Are you able to apply for part of the funding?

Answer: Applicants for this funding announcements are required to implement the project as outlined within the funding announcement.  If an applicant does not require all of the budget items listed in the budget worksheet, then applicants are to provide a detailed explanation as to why some of the items were excluded. 

collapse Question Title : Community Partnerships ‎(4)

​Question: Does the school district that is doing the LST/SFP have to already have a prevention infrastructure model like CTC, Community Schools, PROSPER or Drug Free Communities Coalition already in place to apply for this grant or can it be stated that a CTC, etc. will begin to be formed upon award of the grant?

Answer: Eligible applicants must provide evidence that there is current support from a local prevention coalition which uses a data-driven prevention infrastructure.  This can include but is not limited to a Communities That Care (CTC) coalition; Drug Free Communities Coalition; PROSPER site; or Community Schools.  This collaboration must be in effect at the time of application; you may not use these funds to start a new CTC or other collaborative.

Question: Under Eligibility and Partnership Details letter d:

Evidence of support by one or more local prevention coalitions using a data-driven prevention infrastructure model. Examples of ideal prevention infrastructures include but are not limited to:

  1. Communities That Care Coalition
  2. Drug Free Communities Coalition
  3. PROSPER site
  4. Community Schools

Does Community Schools refer to a United Way Community School or does it refer to Communities IN Schools?

Answer:  A "data driven prevention infrastructure" model would include the United Way Community schools. They would not include a Communities In Schools site. These are examples of types of coalitions; however, applicants are encouraged to apply if there is support from a different local prevention coalition not described in this solicitation.  Applicants would have to concisely describe the coalition, their history with prevention, and provide a clear indication of the support of the proposed project. 

Question: Is the 'Required Partnership Agreement' noted on screen 30 of the 'Overview and how to apply' resource fulfilled by Appendix A, or are you looking for partnerships to develop a separate document to meet this requirement?

Answer: In the “Overview and How to Apply” PowerPoint and video, located on the EPISCenter’s website, slide 30 refers to a Required Partnership Agreement.  This is referring to the document within the solicitation, Appendix A.  This document is required to be submitted with the proposed application, and applicants are not expected to develop a separate document. 

​Question: Would letters of support or letters of commitment from the partner organizations be helpful? If so, should they be loaded as attachments in Section C. Partnership and Prevention Infrastructure, or elsewhere?

Answer: Applicants can submit relevant and current letters of support/commitment within the Required Attachments section of the application.  The letters of support/commitment will not replace the Required Partnership Agreement in Appendix A, but can be submitted in conjunction with the agreements to show the strength of the partnership and that each partner understands what they are agreeing to do if selected for the project.

collapse Question Title : EGRANTS ‎(2)

Question: When actually writing the sections of the grant for example the Executive Summary, do we have to identify the overview questions by using the numbers of the questions listed and separating them out or may we write in paragraph form?

Answer: Within the Egrants application, Applicants are to provide responses in each of the text boxes listed under each of the questions.  Please Note:  Each text box has a character limitation, which includes spaces.  Applicants are encouraged to concisely describe the responses and also ensure that the responses are less than or equal to the character limitations.  Please click on the "Gavel Icon" that is on the right-hand side of each text box in order to review the character limitations.  Applicants are to also keep in mind that not all text boxes have the same character limitation.

Question: According to the RFP, "if your application is selected, your budget will be prepared in collaboration and consultation with PCCD and EPISCenter staff (page 7) and "Budgets will be prepared after the sites have been selected using a 12-month budget template" (page 16).  Should a proposed one-year budget, following the guidelines in the template, being submitted in the budget detail section of E-grants?

Answer: For this specific funding announcement, interested applicants are not to complete a budget within Egrants.  If your application is selected, your budget will be prepared in collaboration and consultation with PCCD and EPISCenter staff using a 12 (twelve) month budget template.  

collapse Question Title : Eligible Applicants ‎(7)

Question: Are Intermediate Units eligible to apply for the grant funding under this opportunity to provide these programs to our school districts?

Answer: While School Districts are the ideal applicant for this funding announcement, an Intermediate Unit can serve as the applicant if the proposed approach will be to serve multiple Districts.  The IU would serve as the coordination entity for all of the participating Districts.  However, each School District must agree to provide LST themselves; a push-in approach using IU staff to teach the program is not acceptable.

Question: Our local Behavioral Health Organization has been running SFP since 2011 successfully, because we already have this program up and running in our County would we still be able to apply?

Answer: While applicants that have implemented or are currently implementing SFP and/or LST are eligible to apply, preference will be given to communities that have not previously used those programs.  This is to provide a baseline pre-program implementation to measure the impact of those programs on substance use.

Question: In order for PCCD/EPISCenter to collect and analyze comparable baseline data, will applicants with existing elements of LST, SFP 10-14 or established Social Development Strategy trainers and trainings only be awarded grants if PCCD receives insufficient response from priority or preferred applicants (communities starting from scratch in these program areas)?

Answer: Interested applicants that meet the eligibility requirements for this solicitation are encouraged to apply.  While this solicitation describes an ideal applicant as not having offered LST or SFP during the previous five years, it is unknown at this time how many valid applications will be received. 

Question: If a school district has had LST or SFP in the past but does not currently have the program(s) can we apply for funding through this grant?

Answer: Yes, a school district can submit an application if the school district has implemented LST or SFP in the past.  However, priority will be given to those applicants who have not delivered those programs in order to measure the greatest impact of this pilot. 

​Question: We have had a successful implementation of LST in Blue Ridge School District for the past 6 years supported through a grant from LST/University of Colorado. Would we be eligible to be selected as a candidate for the new grant adding the Opioid Misuse Prevention Project Cohort 2 piece?

Answer: While applicants that have implemented or are currently implementing SFP and/or LST are eligible to apply, preference will be given to communities that have not previously used those programs.  This is to provide a baseline pre-program implementation to measure the impact of those programs on substance use.  The funds from this solicitation are to be used in addition to other funds, not to replace funds already being used for the same services. Expansions are not eligible under this announcement.

Question: Hello, I have the following question regarding the Opioid Misuse Prevention Project Cohort 2 funding announcement:  Are counties that have been awarded a grant under Cohort 1 eligible to apply under Cohort 2, if there is a different lead applicant and the proposal targets a separate geographic area of the county?

Answer: Although preference will be given to communities and counties that have not previously implemented LST and/or SFP 10-14, and who have also not been awarded for the Cohort 1 pilot project, eligible applicants are encouraged to apply. 

Question: Are individual schools (like charter schools) able to apply for the cohort 2? 

Answer: While School Districts are the ideal applicant for this funding announcement, a Charter School can serve as the applicant if the proposed approach will be to serve multiple Districts. The Charter School would serve as the coordination entity for all of the participating School Districts.  However, each School District must agree to provide LST themselves; a push-in approach using Charter School to teach the program is not acceptable. 

collapse Question Title : Partnership Agreement ‎(2)

​Question: In Appendix A, the Partnership Agreement form, the use of the word "Partnership" is problematic in my county.  Are we able to rename the document to something like "Collaboration Agreement" to address that concern?

Answer: Yes, you may call the document whatever works best for your application; however, the remainder of the document including the minimum requirements and the signature pages must not be changed.

​Question: For the required partner signatures – do they all need to be on the same page of paper?  Or, could we submit the different partner signatures as additional appendix's? 

Answer: It is recommended that applicants submit one Appendix “A” with all of the required signatures.  This will allow all partners to review and understand all of the information and expectations for this specific pilot project.

collapse Question Title : PAYS Data ‎(4)

Question: We have a school district in our county that does LST but did not participate in the 2017 PAYS due to a change in superintendent and confusion/delays in signing on.  Although the guidance makes it pretty clear that participation in the 2015 and 2017 PAYS is necessary, can exceptions be made if the district is willing to participate in the 2019 and 2020 PAYS?

Answer: In order to have baseline data to measure the impact of the project, applicants must have PAYS data from both 2015 and 2017, as well as agree to participate in the 2019 and 2021 administrations.  If a district does not have data from both prior administrations, they are not eligible to participate in this project.

Question: ​The local school district completed the 2015 and 2017 PAYS.  Unfortunately, the 2017 survey was stored in boxes ready to be sent in when the building flooded.  Would this fact disqualify the school district from participating? 

Answer: In order to have baseline data to measure the impact of the project, applicants must have PAYS data from both 2015 and 2017, as well as agree to participate in the 2019 and 2021 administrations. If a district does not have data from both prior administrations, regardless if those are due to situations beyond their control, they are not eligible to participate in this project.

Question: Our School District has not participated in the 2015 nor the 2017 PAYS surveys.  Does this alone make us ineligible to apply for this grant?

Answer: In order to have baseline data to measure the impact of the project, applicants must have PAYS data from both 2015 and 2017, as well as agree to participate in the 2019 and 2021 administrations. If a district does not have data from both prior administrations, they are not eligible to participate in this project.

Question: Can you apply if you did not administrate 2015-2017 Pays data?

Answer: In order to have baseline data to measure the impact of the project, applicants must have PAYS data from both 2015 and 2017, as well as agree to participate in the 2019 and 2021 administrations.  If a district does not have data from both prior administrations, they are not eligible to participate in this project.

collapse Question Title : Performance Measures ‎(1)

Question: Are applicants required to, or should they, add Performance Indicators on their application, or is that section solely to be completed once a grant is awarded?

Answer: Applicants are not required to include performance measures as part of the applications.  Successful applicants will work with the EPISCenter to develop process and outcomes measures to be tracked that will be used in the evaluation of the project’s impact on the community.

collapse Question Title : Program Delivery ‎(18)

Question: We are an outside provider that brings the LST MS program into a number of schools with DDAP funds through our county SCA.  Are schools that work with outside providers eligible to participate in the project? Or does the grant give priority to or focus on schools where LST is led by teachers?

Answer: To ensure buy-in from the school district, LST must be delivered by school personnel.  A "push-in" approach is not allowed under this project.

Question: Can the program coordinator for the grant also serve as the Strengthening Families team leader?

Answer: Yes, a program coordinator for this grant can serve as one of the SFP facilitators.  The individual in the coordinator position would need to have the capacity to fulfill all the required duties of the role of the project coordinator as described in Appendix A.

Question: To compensate the teachers as participant leaders, would the lead agency/nonprofit serve as a pass through for funds to the district?

Answer: Single County Authorities and Non-Profit Organizations are eligible to apply as coordinating and/or fiscal agents if the school district agrees.  Teachers could be compensated to serve as an SFP facilitator in the evenings; however, they cannot be compensated to provide LST during the school day as that would be considered part of their regular duties.

Question: What is the definition of pupil services personnel?

Answer: Pupil services personnel can include teachers, guidance counselors, school social workers, or any other school personnel that are currently certified to provide counseling/therapy or certified to teach in Pennsylvania.

Question: What is the definition of a facilitator?

Answer: For the purposes of this announcement, a facilitator is an individual who is responsible for leading or coordinating the delivery of the Strengthening Families Program (SFP).

Question: Do the SFP 10-14 cohorts have to coincide with delivery of LST or can the two programs be delivered at different times during the school year as long as grade 6/LST Level I will participate in both at some point over the year?

Answer: The cohorts of SFP and LST must be provided simultaneously, not delivered at different times of the year.  Applicants should plan to deliver SFP throughout the entire school year. PLEASE NOTE: Applicants are not required to provide SFP 10-14 to the exact same families of youth that are receiving LST during the school day.

Question: The RFP references all 18 sessions of LST Level I (15 required and 3 optional).  Will participating schools be required to deliver all 18 sessions? What about the Prescription Drug module?

Answer: Yes, successful applicants will be required to deliver all 18 sessions and the Prescription Drug module.

Question: Due to the similarity in the (SAAF) Strong African American Families program curriculum with the SFP program and the benefit it provides to the African American families in our County would we be able to utilize this program in conjunction with the SFP for the grant?

Answer: No, only the Strengthening Families 10-14 program is eligible to being funded under this initiative.  The research into the impact of evidence-based programs reducing the likelihood of opioid abuse into the mid-20s was only conducted on the combination of SFP and LST, not SAAF. 

Question: Our not for profit agency currently has facilitators trained in LST and are currently in the process of becoming trainers.  Would they be able to partner with the schools to train teachers or possible facilitate some groups in the school or is this not possible?

Answer: Local trainings for each selected site will be organized by the EPISCenter.  If an applicant has LST trainers certified by the program developer, they could be used to train the teachers in the District to reduce the cost of the project.  They may not facilitate LST through a push-in approach.  The proposed applicant must provide a detailed description/justification of rationale for this approach and must agree and work with the EPISCenter for technical assistance and fidelity verification of the LST implementation.

Question: The Opioid Misuse Prevention Project solicitation notes the requirement for a 15-person SFP 10-14 Facilitation Team. Our proposal will include two local school districts. Should we plan for two 15-person teams, one for each district, or for one team that would serve both districts?

Answer: The 15-person team is recommended in order to ensure there would be enough trained facilitators.  You can have one team that serves both district or two teams that serve a district each, whichever would make the most logistical sense.

Question: A follow up question to one that has already been posted (pasted below). It states that LST and SFP are to be implemented simultaneously. Does this mean that we will need ensure LST is implemented in cycles within our districts and can only plan our SFP cohorts to coordinate within those cycles?

 Question: Do the SFP 10-14 cohorts have to coincide with delivery of LST or can the two programs be delivered at different times during the school year as long as grade 6/LST Level I will participate in both at some point over the year?

Answer: The cohorts of SFP and LST must be provided simultaneously, not delivered at different times of the year. PLEASE NOTE: Applicants are not required to provide SFP 10-14 to the exact same families of youth that are receiving LST during the school day.

Answer: Yes, proposed applicants are required to provide both LST and SFP concurrently and coordinate with the collaborating School District(s) and other partners to ensure that both programs are provided simultaneously. 

​Question: We have a school district willing to participate, but can only commit their 7th and 8th grade. Are we able to offer 2 of the LST levels during one of the grade levels? Or is it mandatory to have participation of 6th, 7th, 8th?

Answer: Proposed applicants are to provide LST Level 1 to the youngest students in their middle school/junior high school and also are required to provide LST Level 2 and 3 in the following years in the next two grades.  Applicants for this solicitation cannot offer two of the three levels of LST.   

Question: Just to clarify, pre/post-program surveys will be required for LST and SFP 10-14, correct? Some of our teacher-led schools that currently deliver LST do not conduct pre/post-program surveys as the University of Colorado grant that funded the initial start-up did not require it.

Answer: Yes, pre/post surveys data must be completed for both LST and SFP 10-14 using the data collection tools developed by EPISCenter.

 

Question: We are looking to implement in multiple school districts with varying grade structures between their buildings. For instance one district houses its K-6 in one building and 7-12 in another. Do the schools we partner with have to offer 3 consecutive middle school grades in one building?

Answer: School districts can opt to deliver the three levels of LST in 7-8-9, with a focus on SFP 10-14 in 7th grade OR across the buildings in a 6-7-8 structure with a focus on SFP 10-14 in 6th grade, however the applicant decides to structure their programming.  The applicant must provide SFP to the same youth receiving the three levels of LST, however it is structured.

Question: On page 10 of the packet #7 last paragraph Note: Communities that have previously implemented LST and /or SFP are eligible to apply for this project; however, applications from communities and school districts that have never implemented LST and SFP, or that have not implemented LST or SFP in the past 5 years (2013-2017) will receive higher scores.

Can money from PCCD be used for the EXPANSION of LST and/or SFP in a school?

Answer: The funds from this solicitation are to be used in addition to other funds, not to replace funds already being used for the same services.  Expansions are not eligible under this announcement.

Question: Do the LST trainers come to the school district or must the health teachers travel to the EPISCenter for the two-day training?

Answer: The school personnel that are selected for the LST training will attend a locally scheduled two-day training organized by the EPISCenter. 

Question: My question is about the Project Implementation Plan/ Life Skills Training (page 13 of 26), "how many 6th grade (7th grade if junior high school) students do you anticipate serving in the first year of implementation?".

Does this mean you can combine 6th and 7th grade students if the district has a middle school (5th-8th grade) or does this mean you serve either 6th grade or 7th grade, if the 7th grade is part of a junior/senior high school (7th-12th grades)?

Answer: During the first year of the project, sites will serve one grade of students either 6th or 7th grade.  The next grade up (either 7th or 8th) would be served in year two of the implementation.

Question: My question is in regards to the numbers of families required to be involved in SFP 10-14.  We are interested in applying for a smaller school district.  However, due to size of this district we know that recruiting thirty 6th grade families each semester is unrealistic.  The RFP includes statements that seem contradictory, copied below.  Would you please clarify expectations for numbers of families served through SFP 10-14?

Detail the strategies the School District/Lead Agency will use to recruit up to 30 6th grade families to participate in SFP 10-14 in the spring of 2020.  Discuss how many families you anticipate serving. This should be based on the size of your district.

Answer: Eligible applicants must show the capacity of serving a minimum number of student and families each year.  For this solicitation, the requirements for SFP include a total of 60 families per year.  Eligible applicants can serve more than the 60 families per year (30 families in the Spring 2020 and 30 in the Fall 2020).  Applicants can collaborate with other local school districts in order to meet the minimum requirements.  Applicants can also choose to deliver SFP to more families than the minimum 60 families per year.

collapse Question Title : Program Implementation ‎(1)

Question: We are considering applying as a partnership agreement for 3 schools within our county.  One school has no LST or SFP programs, one school is ending their 3 year Colorado grant for LST and have held 2 sessions of SFP in that time, and the third school has been running LST for 5 years and SFP for 3.  Both districts that currently run SFP would like to expand and add additional sessions, and we have a community group that would like to run SFP as well.  The question is, would we be able to count the non-funded existing SFP participants towards the grant mandate of 60 families?  Thank you.

Answer: In order to have baseline data to measure the impact of the project, eligible applicants are to be funded to implement both LST and SFP 10-14.  This is to ensure both fidelity of the model and proposed applicants can ensure that proposed project is meeting the required implementation milestones.  Please Note: preference will be given to communities and counties that have not previously implemented LST and/or SFP 10-14, and who have also not been awarded for the Cohort 1 pilot project, eligible applicants are still encouraged to apply.  

 

collapse Question Title : Project Staff ‎(5)

Question: Can the lead applicant subcontract the Project Coordinator and/or Administrative Assistant positions to a participating non-profit organization?

Answer: The Project Coordinator and/or Administrative Assistant can be subcontracted to a partnering Non-Profit Organization, with the approval of the local school district as long as they are able to meet all of the job requirements listed in Appendix A.

Question: In our county, the CTC mobilizer works about 20 hours per week on the CTC process.  Could he/she be hired as the Project Coordinator, either part-time or full-time, and maintain the role of CTC mobilizer? (There is an overlap in some responsibilities and we are seeking not to duplicate services.)

Answer: No, the project coordinator and administrative assistant must be solely dedicated to this project as a full-time staff person. They may not have any additional duties.

Question: Can the Project Coordinator be the same person that is trained and delivers the SDS trainings, or should these roles be separated? (Our project coordinator candidate is already trained in SDS through the EPISCenter.)

Answer: The Project Coordinator can also fill the role of the SDS facilitator.  The proposed applicant will have to provide information on the justification for the same individual to fulfill both roles, concisely describe the rationale for doing so, and demonstrate that they will be able to meet all of the job requirements listed in Appendix A.

Question: Can the full time Project Coordinator and Administrative Assistant be current staff of the agency?

Answer: The Project Coordinator and Administrative Assistant can be current staff of an agency; however, the staff must be solely dedicated to this project as a full-time staff person.  They may not have any additional duties. 

Question: Can these individuals (Project Coordinator & Administrative Assistant) play dual roles in the project? For example: can the Executive Director act as Project Coordinator? Then once the program begins (if chosen to be funded and we begin to build our program over the following 6 months), can that Program Coordinator also be a provider/facilitator for students (paid as the Program Coordinator but a provider of services as a volunteer)? 

Answer: The Project Coordinator and Administrative Assistant must be solely dedicated to this project as a full-time staff person.  They may not have any additional duties.  The Executive Director cannot act as the Project Coordinator AND also have duties as an Executive Director of an organization.  It is expected that the Project Coordinator have the capacity to implement SFP 10-14 if needed, SFP facilitators should be local community members and/or interested individuals.  LST is to be implemented by School Personnel, either teachers, school counselors or pupil services staff. 

collapse Question Title : Public Awareness Campaign ‎(1)

Question: Are the 2-5 SDS trainings confined to communities that are targeted for LST/SFP or can the trainings be elsewhere across our county? (We are looking at a multiple school district application).

Answer: If you are applying for a multiple school district implementation, the SDS trainings can be provided in any area that is receiving the SFP/LST programming.  If an applicant wanted to extend the reach of the public awareness campaign, they may do so, but the main reach needs to be in the targeted areas.

collapse Question Title : Training ‎(1)

​Question: Is there a training that I can attend to get more information on the Opioid Misuse Prevention Project Cohort 2 solicitation?

Answer: Proposed applicants can review the following information listed on EPISCenter’s website: OMPP Budget worksheet; Partnership agreement; Project Timeline; Overview and How to apply video, and How to complete the budget worksheet video.  Please use the following link for more information: Opioid Misuse Prevention Project Cohort 2.