What first steps should I take to apply online?

Step One:

Visit Grants.gov at least 30 days prior to filing your application to familiarize yourself with the registration and submission processes.

Step Two:

Complete the one-time registration process under “Get Registered” (if you have not registered previously). The registration process will take five days to complete. Grants.gov provides checklists and all the information you need to register. Registration allows you to be credentialed electronically and safeguards the entire application process.

Step Three:

Download PureEdge Viewer, a free software at grants.gov, in order to access, complete, and submit your application securely.

Step Four:

Make preparations to submit all documents for your application in a PDF format. Information about PDF software is available in the Tips and Tools section on the grants.gov Download Application page. Use of file formats other than PDF may result in the application's being unreadable by staff.

Note: If you have appendices that you cannot convert to PDF files, then you must follow the instructions below for paper submission only.

Step Five:

Create a plan that allows you to submit your electronic application prior to the closing date, so that if you have any difficulties, you can submit a hard copy of the application prior to the deadline.

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What if I need technical assistance with grants.gov?

If you have technical assistance questions/needs with Grants.gov, you can reach customer service by e-mail at www.grants.gov/CustomerSupport or by phone at 1-800-518-4726 (1-800-518-GRANTS). The Customer Support Center is open from 7:00 a.m.-9:00 p.m. Eastern Time, Monday through Friday.

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What is a DUNS number, and how do I get one?

You are required to have a Dun and Bradstreet Data Universal Numbering System (DUNS) number to apply for a grant or cooperative agreement from the federal government. The DUNS number is a nine-digit identification number, which uniquely identifies business entities. You need a DUNS number even if you are applying by paper submission.

There is no charge for a DUNS number. You can obtain a DUNS number by going to http://fedgov.dnb.com/webform/displayHomePage.do or calling
1-866-705-5711.

Note: It can take up to 30 business days to receive your DUNS number, so be sure to start the process early.

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How do I obtain a paper application form?

If you are submitting a paper application, use the application forms package posted in Grants.gov.

If you do not have Internet access, or if you have difficulty accessing the forms online, contact the CDC Procurement and Grants Office Technical Information Management Section (PGO-TIMS) staff at 770-488-2700 and the application forms can be mailed. You can also contact the grants.gov Customer Support Center by phone at 1-800-518-4726 (1-800-518-GRANTS), which is open from 7:00 a.m.-9:00 p.m. Eastern Time, Monday through Friday.

You must submit three hard copies (one original and two copies) of the application, including appendices.

CDC strongly recommends that you submit the paper application using Microsoft Office files (e.g., Word, Excel). Staff may not be able to open and read files in other formats.

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What is included in an application?

Your application must be assembled in the following order:

• Cover letter
• Table of contents
• Application form (with DUNS number included)
• Project Abstract
• Project Narrative for Category
• Appendix A: Budget and Budget Justification
• Detailed line item budget
• Budget justification
• Standard Form (SF) 424A
• Appendix B: Proof of Eligibility
• Proof of service, location, and history (including client characteristics), e.g., process monitoring data, service utilization data, or a newspaper article
• One copy of a progress report or letter from one of your funding organizations (if your agency is not currently funded by an outside source, this documentation is not required)
• At least three letters of support from civic (or nonprofit), business, or faith-based organizations that are located in the community and also serve the proposed target population
• Letter from IRS or state proof of incorporation as a non-profit organization, e.g., 501(c)(3) status
• Historical Data Table
• Letter from the health department stating that you have discussed your plans for implementing CTR services, verifying that your organization will comply with all state and local laws and regulations pertaining to HIV CTR Services
• Form 0.1113: Assurance of Compliance Form signed by your project director and authorized business officer and submitted with the Requirements for Contents of AIDS-Related Written Materials Form
• PCRS Memorandum of Agreement (MOA) with Health Department
• Appendix C: Proposed Target Population Worksheet
• Proposed Target Population Worksheet
• Appendix D: Implementation plan(s)
• Implementation plan for each program model you propose (e.g., one for MPowerment and one for CTR), including tasks and activities, plans for completing each task, each staff person responsible for the activity, and a detailed timeline for completing each item (e.g., from the beginning of hiring staff, staff training, pre-implementation project planning phase and implementation activities)
• Appendix E: Supporting Documentation
• Letter of intent from a physician for HIV testing activities
• Letter of support from laboratory or CLIA certificate of waiver
• Curriculum vitae
• Resumes
• Organization charts
• Additional letters of support
• Other documentation

Note: You are permitted to submit only one application per organization per eligible area.

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What do I include in the table of contents?

A table of contents must be included with your application. The table of contents will not count toward the 40-page limit of your project narrative.

See PA Attachment XV: Sample PS08-803 Application Table of Contents for a template.

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What do I include in the cover letter?

Your cover letter must contain:

• Your organization name, address, executive director
• A description of your target population
• A statement about the category or categories under which you are applying (Category A or Category B), and the name of the program(s) you propose to perform under this PA.

Your cover letter must follow this format:

• Maximum number of pages: 2
• Font size: 12-point unreduced
• Font type: Times New Roman
• Spacing: Single-spaced
• Paper size: 8.5 by 11 inches
• Page margin size: 1 inch
• Printed only on one side of page
• Written in “plain language” (e.g., not using jargon, unexplained acronyms, and confusing sentence structure)

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Do I need to include a project abstract?

A project abstract must be submitted with the application. The abstract must contain a summary of the proposed activity suitable for dissemination to the public. It should be a self-contained description of your project and should contain a statement of objectives and methods to be employed. It should be informative to other persons working in the same or related fields and insofar as possible understandable to a technically literate lay reader. This abstract must not include any proprietary/confidential information.

The abstract must follow this format:

• Maximum of 2-3 paragraphs (no more than one page)
• Font size: 12-point unreduced
• Font type: Times New Roman
• Spacing: Single-spaced
• Paper size: 8.5 by 11 inches
• Page margin size: 1 inch

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How long should the narrative be?

There is a maximum limit of 40 double-spaced pages for each category narrative. If the narrative exceeds this page limit, the application will not be reviewed. The 40-page limit applies to the program narrative and does not include attachments.

The narrative must be submitted in the following format:

• Font size: 12-point unreduced
• Spacing: Double-spaced
• Paper size: 8.5 by 11 inches
• Page margin size: 1 inch
• Number all narrative pages (not to exceed the maximum number of 40 pages).
• Print only on one side of the page.
• Bind together only by rubber bands or metal clips; do not bind in any other way.

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What information must I include in the project narrative?

The narrative should address activities to be conducted over the entire five-year project period. Answers to the questions in subsections A through I are critical to determining your eligibility and qualification for this funding opportunity.

Follow the outline of the project narrative and answer questions in order, sections A through I. Use the abbreviation N/A (not applicable), if a question or subsection does not apply to your application. If you fail to provide any documents required in these subsections, the application will not be considered for review.

In your narrative, be sure to indicate each time supporting materials have been added to an appendix. Include name of appendix and page number (e.g., See Appendix B, p. 51.)

Note: Section length suggestions are recommendations, not requirements.

A. Eligibility

Maximum length: 10 pages or less

Note: This section will not count toward the 40-page limitof your narrative, but it will determine if you meet the eligibility requirements to move to the next phase in the application review process. Place all documents requested in this subsection in Appendix B: Proof of Eligibility.

In your application, you must address the following:

1. Under which category are you applying?
2. Does your organization have a valid Internal Revenue Service (IRS) 501(c)(3) tax-exempt status or state proof of incorporation as a nonprofit organization? If you answer yes, you must attach a copy of the letter from the IRS or a copy of your state proof of incorporation. If you answer no, you are not eligible to apply for funding under this program announcement.
3. Submit proof of location, history, and service. Note: You must include at least one copy of one of the following: progress report describing services provided to the population served, a letter from one of your funding organizations (local, state or federal), e.g., process monitoring data, service utilization data, or a newspaper article. One document is sufficient if it provides proof of history, location, and service.

   You must also answer the following questions:

   1. How many years has your agency been located or providing services in the area(s) where the proposed services will be provided?
   2. What evidence do you have that your organization (or program) has provided HIV prevention or care services to your identified target population for the past 24 months? As documentation of proof, you must provide three letters of support from civic (or nonprofit), business, or faith-based organizations that are located in the community and also serve the proposed target population.
   3. What proportion of individuals served by your program over the past 12 months was from your proposed target population(s)? You must complete PA Attachment IX: Historical Data Table to demonstrate HIV prevention or care services provided to your selected target population for the past 12 months.
   4. What experience does the proposed staff have working with high-risk members of your identified target population? If staff have not been hired, what steps will you take to ensure that staff have the required experience working with the proposed target population?
4. Is your organization a governmental or municipal agency, a government-affiliated organization or agency (e.g., health department, school board, public hospital) or a private or public university or college? If you answer yes, you are not eligible to apply for funding under this program announcement.
5. Does your organization engage in lobbying activities as described in section 501(c)(4) of the Internal Revenue Code of 1986. If you answer yes, you are not eligible to apply for funding under this program announcement.
6. What is your total proposed budget, including indirect costs?
7. Have you discussed your proposed counseling and testing program with the health department? Have you agreed to follow the health department's guidelines for these services? You must provide a letter from the health department director addressing each item included in the sample letter. Complete and sign PA Attachment X: Health Department Sample Letter.
8. Is your organization applying as a single organization or as a lead organization in a collaborative contractual partnership? Please indicate which, and if applicable, describe the collaborative partnership, including the distribution of work (list actual activities performed, percentage of work load, total budget amounts).
9. Provide a written statement (or letter) that within six months of being selected for funding you will develop formal agreements, such as an MOA, with each collaborating agency serving persons identified through the program.
10. Is your organization currently funded under CDC Program Announcement 04064, 06618, or 03003? If applicable, please indicate which announcement(s) and provide a description of CDC-funded activities, including program models and funding amounts.

Suggested length: 6 pages or less

You must contact your health department to obtain HIV/AIDS statistics and HIV needs assessment data developed for the community planning process. You will need this information to answer the questions in this section. In addition, data may also be used from research studies and other valid data sources. Any data from sources other than a health department should be used as secondary sources to complement data obtained from the health department.

In your application, you must address the following:

1. What kind of services does your agency currently provide?
2. Describe how your agency measures programmatic effectiveness. How does your agency define a successful program?
3. How effective are your current HIV prevention programs? Please describe the successes and challenges of your current programs.
4. Which organizations provide similar services in your area?
5. How does the proposed program model meet the needs of your jurisdiction's comprehensive HIV prevention plan?
6. Who is your proposed target population for this program announcement? Complete Attachment VI: Proposed Target Population Worksheet and include it in your application as Appendix C.
7. How has your proposed target population been affected by the HIV/AIDS epidemic in your community (e.g., HIV incidence or prevalence, AIDS incidence or prevalence, AIDS mortality)?
8. What are the risk factors that place your target population at high risk for HIV infection or for transmitting the virus?
9. Describe your agency's history and service with the proposed target population. Please respond to the following points:
   • What history do you have in serving this population?
   • How long you have provided services to this population?
   • Describe the outcomes of the services you provided.
   • Describe your agency's relationship with the community.
10. Describe how you will ensure that staff members have a history of experience and can demonstrate proven effectiveness in working with the target population for the past 12 months.

C. Prevention Program

Suggested length: 9 pages or less

Note: Program models are listed in the “What activities must my organization perform?” section.

For the program model you wish to implement, please answer the following questions:

1. What program model did you select? Explain why this model was chosen for the target population.
2. How will you adapt and implement this program model?
3. How will you ensure that program services reach high-risk members of your selected target population and their partners?
4. How will you ensure that program services reach members of your population who are living with HIV and provide services to their high-risk partners who are HIV negative or who do not know their HIV status?
5. How will your program address any additional personal factors the target population may have, that may act as barriers to adoption of HIV risk reduction strategies and behavior change?
6. What is/are your recruitment strategy/strategies? How did you involve the target population in selecting the recruitment strategy/strategies and determining the use of incentives for your program? List and describe how incentives will be used throughout your program.
7. Where will you provide HIV prevention services? Please describe the setting (describe all, if more than one).
   • How did you determine this setting was appropriate for and appealing to the target population (e.g., youth drop-in center, mental health and support services, bars/clubs, and other non-conventional settings)?
   • How will you ensure that your service delivery location is located in an area that is safe and easily accessible for the target population?
8. How will you recruit and retain individuals in your HIV prevention program model?
9. How will you coordinate HIV prevention services with other case management and/or treatment providers for individuals living with HIV?
10. How will you ensure that your HIV prevention services do not duplicate services already provided under the Ryan White CARE Act?
11. How will you ensure client linkage to PCRS and address barriers related to clients accessing PCRS? (See PA Attachment XI: PCRS MOAwith the Health Department.)
12. What qualifications will you require of staff providing HIV prevention services?
13. How will you train, support, and retain staff to provide these program models?
14. Describe your plans to run and manage a local advisory board. How will you staff and maintain this board? (Plans for establishing and maintaining this advisory board should be included in your implementation plan.)
15. How will you involve the target population when planning and implementing your proposed services? What role will the local advisory board play in your program? How will you ensure that services continue to be responsive to the needs of the target population?
16. What are your quality assurance strategies?
17. How will you ensure services are culturally sensitive and relevant?
18. How will you ensure client confidentiality?
19. How will you collect and report required data variables and program performance indicators, as specified by CDC? How will you collect process and outcome monitoring data for your program models?

D. Counseling, Testing, and Referral Services (CTR)

Suggested length: 6 pages or less

Note: CTR is an essential part of HIV prevention programs. If you do not intend to provide CTR services as part of your program, you must explain how you will link and refer individuals to CTR services and then answer the questions in this section. The MOA with the organization(s) that will provide the services must be responsive to the questions raised in this section.

Your organization must follow CDC procedures (described in PA Attachment II: ProceduralGuidance) to provide counseling and voluntary HIV testing services to the target population. CDC encourages recipients to use a Clinical Laboratory Improvement Amendments (CLIA)-waived rapid test when appropriate and to process confirmatory tests at the state or local health department laboratory.

Your proposed activities must meet all local, state, and federal requirements for HIV prevention counseling, testing, and referral services. If required by state regulations, provide a letter of intent from a qualified physician as determined by local regulations, stating his/her involvement in HIV-testing activities. This letter must address each item included in the sample letter. (See PAAttachment XII: LOI from a Physician.) Although funding may be used to cover testing-related costs, you must share your plans with the health department and obtain a letter of support to be eligible for funding.

In addition, if you will be using a waived rapid HIV test, you must establish a formal agreement with a laboratory or provide a plan for ensuring training, oversight, quality assurance, and compliance with CLIA requirements and relevant state and local regulations applicable to waived testing. Obtain a CLIA certificate of waiver or approval to operate under a cooperating public health laboratory's CLIA certificate. Submit a letter of support from the laboratory in your application's Appendix E:Other Documentation.

In your application, you must address the following:

1. Provide a description of your CTR program and your plans to ensure that CTR is an essential part of HIV prevention program model(s). How will you incorporate CTR into your program model?
2. Provide a description of your steps taken to ensure that your CTR program meets all local, state, and federal requirements for HIV prevention counseling, testing, and referral services.
3. How will you ensure that your services are culturally sensitive and relevant?
4. How will you involve the target population when planning and implementing CTR services?
5. How will you train, support, and retain counseling and testing staff?
6. What agency policies or procedures do you anticipate developing (or revising) prior to implementation of CTR in order to be compliant with local, state, and federal requirements for CTR?
7. How will you ensure client confidentiality?
8. How will you ensure that CTR activities will reach high-risk members of your target population who have not tested in the last six months or do not know their HIV serostatus?
9. How will you implement strategies to reduce your target population's barriers to accessing HIV counseling, testing, and referral services?
10. How will you ensure that clients receive their test results, particularly clients who test positive?
11. How will you ensure that post-test counseling is provided for persons whose HIV test results are positive and ensure that they are referred to the health department for PCRS?
12. How will you ensure post-test HIV prevention counseling services are provided for persons whose HIV test results are negative, but who are at ongoing high risk for HIV infection?
13. How will you ensure that individuals with initial HIV-positive test results receive confirmatory tests?
14. How will you report confirmed HIV-positive tests to state and local health departments, following all rules and regulations regarding HIV and AIDS surveillance?
15. How will you collect and report counseling and testing required data variables and program performance indicators? How will you ensure that you follow required health department reporting procedures?
16. What are your quality assurance strategies?

E. Comprehensive Risk Counseling Services (CRCS)

Suggested length: 4 pages or less

Note: If you do not intend to provide CRCS services as one of your program models, please indicate this section as “Not Applicable” and move to Section F.

In your application, you must address the following:

1. Describe the proposed CRCS program. How will your organization ensure that your CRCS program includes providing ongoing, multiple-session, intensive HIV risk and behavior change counseling? Describe the plan.
2. Describe how your organization has considered programmatic integration of CRCS, staffing, and environmental issues when designing the CRCS program. Describe the plan for these activities.
3. Discuss how your organization will ensure that staff has adequate training and ongoing support for CRCS.
4. Describe the caseload limitations and requirements. Describe how your organization will ensure that your CRCS program includes time for intensive recruitment and engagement activities and more frequent and intensive risk reduction sessions.
5. Describe your organization's plan to develop and implement a strategy to recruit and engage high-risk clients. Which incentives will be used, and how will they be used throughout this program model to promote retention? How did your organization identify the incentives planned for use in this program?
6. Describe how your organization will screen clients to identify those who are at highest risk and appropriate for CRCS, enroll clients in CRCS, and assess enrolled clients to determine specific risk and psychosocial needs.
7. Describe how your organization will develop an individualized prevention plan with measurable objectives. Describe how your organization will coordinate client support with other case management programs and provide referrals as needed.
8. Describe how your organization will ensure that case management efforts/services are not duplicated (e.g., Ryan White case management).
9. Describe the plan to conduct ongoing monitoring and reassessment of client needs and progress.
10. Describe the discharge plan for clients when they attain and can maintain behavior change goals. Describe your organization's protocols to classify clients as “active,” “inactive,” or “discharged” and outline the minimum active effort required to retain clients. What guidelines will be used to readmit clients who need new or additional risk-reduction support?

F. Referral Activities

Suggested length: 4 pages or less

In your application, you must address the following:

1. Describe your plans to develop a referral network to ensure that clients identified through your program have access to comprehensive services, including primary care, life-prolonging medications, and essential support services (substance abuse treatment, mental health counseling, housing, etc.) that will maintain HIV-positive individuals in systems of care.
2. Provide documentation of any agreements with providers and other agencies where your clients may be referred. Funded organizations must develop a formal agreement such as an MOA with each collaborating agency within six months of funding.
3. Explain how you will track referral activities and their outcomes. You must document the type of referral (e.g., mental health, housing), date of referral, and outcome of referral (such as completion of first appointment).
4. Describe how you will collect and report required data variables and program performance indicators on referrals, as specified by CDC.

G. Collaboration and Coordination with the HIV Prevention Community Planning Process and Local Health Departments.

Suggested length: 3 pages or less

In your application, describe your plans to:

1. Participate, collaborate, and coordinate activities with the HIV prevention community planning group (CPG) and local health departments. Collaboration activities may include participating in the needs assessment process, reviewing and commenting on plans, presenting an overview of your project activities to the CPG, or making clients available for focus groups and other planning activities. Coordination activities may include sharing progress reports, program plans, and monthly calendars with state and local health departments, CPGs, and other organizations and agencies involved in HIV prevention activities serving your target population.
2. Participate in the HIV prevention community planning process. Participation may include involvement in workshops, attending meetings, serving as a member of the CPG, and becoming familiar with and utilizing information from the community planning process, such as the epidemiologic profile, needs assessment data, and program model strategies. Note: Membership in the CPG is not required and is determined by the group's bylaws and selection criteria.

H. Evaluating and Monitoring Program Model Activities

Suggested length: 4 pages or less

Funded agencies must:

1. Collect and report required data variables and program performance indicators on CDC-funded HIV prevention services using PEMS or another appropriate data collection and reporting system.
2. Collect, maintain, and report data consistent with CDC requirements, including assuring client confidentiality and adherence to policies and practices for data security and Web-based reporting (e.g., PEMS).
3. Sign and follow requirements of security documents related to PEMS (e.g., Memorandum of Understanding and Rules of Behavior).
4. Collaborate with CDC to assess the impact of HIV prevention activities and participate in special projects upon request.
5. Identify plans to incorporate ongoing programmatic monitoring and evaluation into program activities.

In your application, describe your:

1. Current system of data collection and methods for reporting HIV prevention activities, including data system specifications and data management information systems.
2. Capacity to collect and report client-level data for HIV prevention services and the effect of those services on client HIV risks and health service utilization.
3. Plans to identify and address barriers and facilitators to the collection of client-level demographic and behavioral characteristics
4. Plans to ensure that data quality and security are consistent with CDC requirements and guidelines.
5. Willingness to collaborate with CDC in the design and implementation of other evaluation projects.
6. Technical assistance needs to meet evaluation and monitoring requirements.
7. Ability to submit baseline, one-year target, and five-year goal measures and goals of performance for the required program performance indicators, upon their being finalized by CDC.
8. Plans to monitor and evaluate your programmatic success to ensure that your program continues to be responsive to the needs of your target population. Discuss your plans to continually incorporate programmatic monitoring and evaluation data into your program activities.

I. Capacity Building

Suggested length: 4 pages or less

Note: This section, even though it is not scored, will count toward the 40-page limit of your narrative.

In your application, you must:

1. Describe your anticipated Capacity Building Assistance (CBA) needs for the following:
2. Agency infrastructure (e.g., policies and procedures, capital purchases)
3. Planning the delivery of the program model
4. Resource or materials development and replication of materials
5. Staff training and ongoing staff development
6. Recruitment of the target population
7. Implementing the program model
8. Adaptation to the target audience
9. What are your plans to address these needs?
10. How do you plan to share with your project officer any new CBA needs that develop during the project period?

J. Budget and Justification

The budget justification will not be counted in the stated page limit. In accordance with Form CDC 0.1246E, applicants are required to provide a line item budget and narrative justification for all requested costs that are consistent with the purpose, objectives, and proposed program activities.

Within your budget, include the following:

1. A detailed line-item budget and justification (also known as a “budget narrative”) with the application. You must also provide a separate sub-budget for each program model you propose (See PA Attachment VIII: Sample Budget).
2. A line item breakdown and justification for all personnel (i.e., name, position title, annual salary, percentage of time and effort, and amount requested).
3. Line item breakdown and justification for all contracts, including:
   1. Name of contractor
   2. Period of performance
   3. Method of selection (e.g., competitive or sole source)
   4. Description of activities
   5. Target population
   6. Itemized budget

Note: CDC encourages funded organizations to allow administrative and program staff to participate in any mandatory training conducted or sponsored by CDC, including grantee orientation. If a key program staff person leaves your agency, his/her replacement must attend training within six months. You must set aside funds within your detailed line-item budget to allow staff to attend required trainings and annual conferences.

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