For interventions where CDC cooperative agreement funding is only one funding source, health departments should "pro-rate" the number of clients who receive the intervention with CDC cooperative agreement funding. Departments should know what percentage of funding cooperative agreement funds represent for the intervention and use that percentage to figure out the "pro rated" number of clients. For example, if CDC cooperative agreement funding represents 75 percent of the funding for the intervention, then 75 percent of the clients should be considered CDC clients. The gender, race and ethnicity of these clients (and their ages, if possible) should also be identified. The distribution of gender. race and ethnicity for the 75 percent should represent the distribution for all clients receiving the intervention. For example, there are 100 clients; 50 are African American males; 25 are Latino males; and 25 are White males. The jurisdiction would report 75 clients: half (50 percent) are African American males = 38 African American males; 25 percent are Latino males = 19 Latino males; 25 percent are White males = 18 White males.

CDC would like to receive one set of definitions or guidelines for each jurisdiction’s interventions. This material should be submitted with intervention plan data since those data are due before the process monitoring data. For convenience, jurisdictions may submit one master list, rather than separate definitions or guidance for each risk population per intervention.

A minority board CBO has a board or governing body composed of greater than 50 percent of the racial/ethnic minority population to be served, and members of the racial/ethnic minority population to be served must serve in greater than 50 percent of key positions in the organization, including management, supervisory, administrative, and service provision positions.

The Evaluation Guidance refers to "Faith Community." For the Evaluation Guidance, a faith community can include faith-based CBOs as well as other faith-based entities funded to carry out HIV prevention, such as a coalition of clergy. Specifically in regard to faith-based CBOs, CDC defines them as organizations that have a faith, spiritual, or religious focus or constituency, and have access to local faith, spiritual, and religious leaders and communities. Examples of faith-based CBOs include individual churches, mosques, temples, or other places of worship; a network or coalition of churches, mosques, temples, or other places of worship; or a CBO whose primary constituents are faith, spiritual, or religious community organizations or leaders.

"Individual" does not refer to an agency, but to an individual person not affiliated with a public or private agency or organization; e.g, an individual hired as a consultant.

Health departments need to decide on just one code for an agency that can fit more than one code. Choose the description that BEST describes the grantee or the one code the grantee would use to describe itself.

The race and ethnicity designations on the forms have been revised to conform to federal reporting requirements established by the Office of Management and Budget and CDC guidelines for consistency in data collection. The races include "American Indian or Alaska Native;" "Asian;" "Black or African American;" "Native Hawaiian or other Pacific Islander;" and "White." The forms also include "Hispanic or Latino," and "Not Hispanic or Latino." These revised forms are available and should be used for the submission of intervention plan data in September 2001 (covering the period, January-December 2002) and process monitoring data in April 2002 (covering the period, January-December 2001).

Hispanic or Latino is defined as "a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race."

Best estimates should be used to record and report process monitoring data.

The budget tables refer to age in regard to budgets for one category – "young people" 13 to 25 years of age. The Guidance forms have three categories for age: 19 or younger; 20 -29; and 30+ years old to capture three important age distinctions: youth, young adults, and older adults. The Division of HIV/AIDS Prevention is working to reconcile any differences in the ways age data are reported. Since different branches may report and/or collect age data in different ways (for example, one group may want more fine-tuned data than three categories will allow), CDC is working to assure that data can be "collapsed" so the categories can fit one another.

Yes. CDC requests that health departments explain these challenges in a narrative format.