VTSF Grantee Orientation

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VTSF Grantee Orientation

• May 2009

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Orientation Agenda

• Welcome and Introduction
• VTSF Background
• Training Opportunities and Resources
• VTSF Grants Administration Notebook
• Reporting Requirements
• Statewide Evaluation

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Southwest Region

• Three Year Grantees
• Bland County Public Schools
• Blue Ridge Behavioral Healthcare
• Bristol Youth Services
• Grayson County Public Schools
• Highlands Community Services
• Mountain View Youth and Family Services
• New River Valley Community Services
• Piedmont Community Services
• Pulaski County Public Schools
• Scott County Public Schools
• Virginia Wilderness Institute

• One Year Grantees
• Community Youth Program at St. Johns
• Dickenson County Behavioral Health
• Galax City Schools
• Pittsylvania County Community Action
• Smyth County Schools
• Family Services of Roanoke
• Franklin County Schools
• Mt. Rogers Community Services Board
• Henry County Schools
• St. John Neumann Academy
• Church of New Beginnings
• Planning District One
• STEP Inc.
• American Lung Association of Virginia
• Cumberland Mountain Community Services
• Giles County Schools
• Radford City Schools
• Rooftop of Virginia

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Southeast Region

• Three Year Grantees
• Alternatives, Inc
• American Lung Assoc.
• Boys Girls Clubs of the VA. Penin.
• Boys Girls Clubs of SE Virginia
• C Waldo Scott Center for H.O.P.E
• Hampton-Newport News CSB
• Historic Triangle SAC
• Life Changing Comm. Dev. Corp.
• Middle Peninsula-Northern Neck CSB
• Southside CSB
• Southside AHEC
• The Up Center
• Three Rivers HD
• William Hunton YMCA
• YMCA of Southampton Roads

• One Year Grantees
• Accomack Co. Public Schools
• Boys Girls Clubs of the Northern Neck
• Eastern Shore CSB
• Medical Home PLUS
• City of Norfolk
• Office on Youth, Children Families
• Pathways, Inc.
• Portsmouth PS
• Western Tidewater CSB

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North Region

• Three Year Grantees
• American Lung Assoc.
• Alexandria CSB
• Arlington County CSB
• BG Clubs of Greater Wash.
• BG Clubs of No. Shenandoah Valley
• Ethiopian Comm. Dev. Council
• Fairfax-Falls Church CSB
• Fairfax Co. Comm. Recreation Serv.
• Fauquier CADRE, Inc.
• Global Wellness Solutions
• Loudoun County Mental Health
• Manassas City Public Schools
• Virginia Head Start Association
• Youth Apostles Institute

• One Year Grantees
• Caroline County Public Schools
• Friends of Alex. Mental Health
• INOVA HealthSource
• Northern Virginia Family Service
• Rappahannock United Way

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Central Region

• Three Year Grantees
• Alliance for Families and Children
• BG Clubs of Harrisonburg/ Rockingham Co.
• Central VA Community Services
• Charlottesville City Schools
• Chesterfield Co. Public Schools
• Children Youth Family Services
• Fluvanna Co. Public Schools
• Medical Home Plus
• Orange Co. Office on Youth
• Page Co. Public Schools
• Rockbridge Area Comm. Services
• Rockbridge County Schools
• Rockingham Memorial Hospital
• Southside AHEC
• Virginia Rural Health Resources

• One Year Grantees
• Appomattox Schools
• American Lung Association
• Boys Girls Club of Richmond
• Crossroads CSB
• Goochland-Powhatan CSB
• Shenandoah County Schools

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VTSF Background
Created in 1999 by the Virginia General
Assembly as a result of the Master Settlement
Agreement. As of July 1, VTSF will become a
division of the new Virginia Foundation for
Healthy Youth, reflecting an expanded mission
that includes childhood obesity prevention.
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VTSF Program Grants

• Began awarding program grants in 2001.
• 2006 50 three-year grantees
• 25 one-year grantees
• 2007 41 one-year grantees
• 2008 9 targeted 18-month grantees
• 42 one-year grantees
• 57 three-year grantees
• 2009 37 one-year grantees

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VTSF Program Staff
Grants Program Administrators Judy Link
Southeast Region Jenny Martin Southwest
Region Lisa Brown North Region Henry Harper
Central Region Program Specialists Terri-ann
Brown Charlie McLaughlin
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Grants Program Administrators

• Your Grants Program Administrator (GPA) is your
  point of contact for VTSF.
• Address all inquiries to your GPA he or she
  will be able to help you OR put you in contact
  with the appropriate resource.
• Reporting forms will be e-mailed to your GPA.

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Communication is Key!

• Update your GPA as needed regarding
• Program implementation schedules
• Staff changes program and fiscal
• Program changes venue, audience, target group,
  partners
• Success AND barriers
• Budget questions or problems

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VTSF Communication

• VTSF Website
• Regional Blogs
• Networking Survey
• VTSF Grantee Conference
• Training Opportunities

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Program Specialists

• Determine, maintain and become familiar with the
  VTSF Compendium of Programs.
• Provide proposal technical assistance to
  prospective grantees and program implementation
  technical assistance to awarded grantees.
• Coordinate required trainings and conferences.
• Assess program effectiveness.

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Compendium Program Trainings Offered by VTSF
Helping Teens Stop Using Tobacco
(TAP) Intervening with Teen Tobacco Users
(TEG) Life Skills Training Positive Action Too
Good for Drugs Strengthening Families (10-14)
A Program Specialist will contact you to
arrange training in these programs
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Other Training Opportunities

• VTSF provides numerous capacity-building training
  opportunities for non-profits in Virginia.
• See handout of current, scheduled trainings
• Visit the VTSF website for the most current
  information on available trainings.
• Registration for all compendium trainings and
  other VTSF workshops can be completed online at
  http//www.vtsf.org/registration/upcoming-programs
  .asp

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VTSF Training Information
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VTSF Annual Grantee Training Conference
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VTSF Resources
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Marketing
Danny Saggese Director of Marketing
804-225-3624 dsaggese_at_vtsf.org

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Public Relations

• 1. VTSF Grantee Legislative Contact Form
• 2. Whos My Legislator
• 3. Letter Template

Richard Foster Public Affairs Coordinator 804-225-
3947 rfoster_at_vtsf.org
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Whos My Legislator?
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Legislative Contacts Greater Visibility for
VTSF

• Legislative Contact Form due by June 12, 2009
• Send first letter in September 2009
• Confirm Legislative Contact Form and send second
  letter in January 2010
• Keep copies in VTSF Notebook. Report on them in
  QRs.
• Contact your GPA immediately if you get a
  response from an elected official.

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VTSF Website www.vtsf.org
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Lending Library

• Videos
• Models
• Displays
• Puppet Shows
• Games

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Youth Advocate of the Year Award

• Winners receive
• 2500 scholarship
• A day at the General Assembly
• Automatic entry into National Youth Advocate of
  the Year Award sponsored by CTFK
• Application available at
• www.preventionconnections.org

• 2008 Winner
• Charles Coats
• Osbourn High School, Manassas

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The VTSF Grants Administration Notebook
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Notebook Sections

• VTSF Orientation
• Grants Manual
• Grant Proposal
• Budget
• Work Plan
• Evaluation Statewide/Local
• Quarterly Reports
• Invoices with Documentation
• Program Information
• Miscellaneous

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The VTSF Grants Administration Manual
Grants Administration Manual and all forms are
available at www.vtsf.org
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General Terms and Conditions

• Download and print this manual.
• Thoroughly read and understand all terms and
  conditions.
• Complete the Acknowledgement Form and return it
  to the VTSF office in Richmond.

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Changes and Revisions

• VTSF may order changes within the general scope
  of the contract at any time by written notice to
  the Grantee.
• The parties may agree in writing to modify the
  scope of the contract.
• Budget revisions may be requested utilizing the
  Budget Revision Request form. If less than 250,
  a one-time line item change can be made without
  prior approval by VTSF, during the first three
  quarters of the grant cycle.

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Budget Revision Request Form

• Complete all areas and submit form to Grants
  Program Administrator.
• Provide details which fully justify the need to
  revise the budget.
• Only one budget revision request is allowed per
  year and must be submitted before the end of the
  third quarter (March 31, 2010).

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Special Terms and Conditions Highlights
AUDIT Grantee hereby agrees to retain all
books, records, and other documents relative to
this contract for five (5) years after final
payment The Contractor (Grantee) shall
utilize the Grants Administration Notebook
provided by VTSF to maintain all appropriate
records. SUBCONTRACTS - No portion of the
work shall be subcontracted without prior written
consent of the purchasing agency
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Method of Payment
Grantee shall invoice the VTSF on a monthly
basis. Grantees retain ALL receipts, unless
requested from VTSF. Billing shall be due no
later than 30 days following the end of each
month in which expenditures are incurred.
However, if necessary the grantee may request to
submit quarterly reimbursement requests. Request
for Final Grant Payment is due by July 15, 2010.
Any requests received after July 15, 2010 are not
guaranteed payment.
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Method of Payment

• Three-year grantees will submit subsequent final
  invoices by July 15, 2011, and July 15, 2012.
• Establish system to confirm payment receipt with
  your finance department.
• Establish electronic payments by enrolling in the
  Electronic Data Interchange (EDI) program with
  the Commonwealth of Virginias Department of
  Accounts.
• http//www.doa.virginia.gov/General_Accounting/ED
  I/AgreementVendor.pdf
• If you have questions about the electronic
  transfer, contact our business manager Wilma
  Jordan at 804-786-7409.

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Copy of Grant Proposal

• Print a copy of your grant application from VTSF
  online grant system at
• https//www.grantinterface.com/vtsf/
  Common/LogOn.aspx
• Share a copy with all grant-related staff
  (programmatic and fiscal).

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Program Reporting Requirements

• Acknowledgement Form
• VTSF Legislative Contact Information Form
• VTSF Invoice/Reimbursement Request Form
• VTSF Quarterly Reporting Form
• Final Quarterly Report Form
• (all forms available at www.vtsf.org)
• 6. All additional materials developed under the
  grant

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Invoice/Reimbursement Request Form

• Refer to Helpful Hints handout.
• Use only the current version of the VTSF Invoice
  form. Delete any prior/modified versions.
• VTSF reserves the right to request all supporting
  documentation for monthly expenditures.
• If you have problems with the workbook, contact
  your GPA.
• Submit entire VTSF invoice workbook
  electronically to GPA with invoice in the
  subject line.
• Payment is made within 30 days from VTSF
  acknowledgement.

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Quarterly Reporting Form

• Follow instructions and complete all areas each
  quarter.
• The report should have all goals, objectives and
  strategies included even if they are not being
  reported on in that quarter.
• Last page use this page to provide narrative
  details of accomplishments, barriers or other
  program information.
• Enter name at bottom of form and email it to your
  GPA. Please title the document with your
  organization name and quarter number.
  Example ABC School Qtr 3

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Quarterly Report Due Dates

• October 15, 2009
• January 15, 2010
• April 15, 2010
• July 15, 2010 - Final

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Fourth/Final Quarterly Report

• Fourth/Final Quarterly Report is due July 15.
• Include an end of year summary and overall
  analysis of the grant program on the final page.
  
• Final date to submit local evaluation results is
  July 31.
• Use this as an opportunity to provide input and
  feedback to VTSF.

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Site Visits

• In addition to the quarterly reporting forms and
  the invoice/reimbursement request form, VTSF will
  also conduct site visits.
• Site visits are used for review of
• Program status and progress toward objectives
• Grant program management and organization
• Human resources
• Fiscal oversight
• VTSF Grants Notebook

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Site Visits

• Conducted mid-year.
• Grantees should be prepared and ready to discuss
  all facets of their grant-funded program.
• The VTSF Grants Administration Notebook will be
  reviewed.
• Site visits are great opportunities to
• show off your successes discuss any barriers
• ask questions or request assistance
• stay connected with VTSF

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Individual commitment to a group effort that is
what makes a team work, a company
work, a society work, a civilization
work. Vince Lombardi, NFL Coach 1954-1969
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Statewide Evaluation
Survey and Evaluation Research Lab (SERL) of the
Community Health Research Initiative Virginia
Commonwealth University
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QUESTIONS?