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H H S Department of Health and Human Services
Health Resources and Services Administration
Health Professions

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FY2013 Technical Assistance Q&As

State Oral Health Workforce

Date of original call: 02/05/2013
Playback available until: 02/04/2014
Playback telephone number: 800-754-7906

  1. Can Indirect Costs be used as part of the 40 percent matching requirement?
  2. Do we need to include an organizational chart of our sub-contractors?
  3. When will applicants receive notification?
  4. We are a state entity, but not the designated oral health division for our state.  Do we need an endorsement letter from the Governor?
  5. What length should letters of support be and do they count toward the 80-page limit?
  6. Are Table of Contents counted in the 80-page limit?
  7. How does an applicant determine the Application Type?
  8. What are the Performance Measures for the Grants to States to Support Oral Health Workforce Activities program and where can I find them?

1. Can Indirect Costs be used as part of the 40 percent matching requirement?
Yes, when satisfying a matching or cost-sharing requirement by NOT claiming the full indirect cost reimbursement to which you may otherwise be entitled, you should reduce its charge to the grant to reflect the amount claimed.  The amount of the reduction qualifies as matching or cost sharing.  You should include an explanation in the “Remarks” section of the Financial Status Report.

2. Do we need to include an organizational chart of our sub-contractors?
No, this is not necessary.  However, if you have a large portion of your grant funding going out as a sub-contract, this type of information may be helpful during the review of your application depending on exactly what tasks are to be accomplished by the sub-contractor.  You may want to consider including this information if you feel it would enhance the review and scoring of your application, but it is not considered a requirement.

3. When will applicants receive notification?
Notification to all applicants, either funded or not funded, should be made prior to September 1, 2013.

4. We are a state entity, but not the designated oral health division for our state.  Do we need an endorsement letter from the Governor?
No and yes.  You do not need an endorsement letter from the Governor.  However, since you are not the State-designated entity responsible for the oral health workforce within your state, you will still need an endorsement letter.  This letter does not have to come from the Governor (although it can), but can otherwise be obtained by the State-designed entity responsible for the oral health workforce within your state, such as the designated State Dental Director.  This letter should describe the State Oral Health Program’s involvement with the project and endorse you as the State’s designated representative to apply for these Federal dollars.  As a note here, private institutions are NOT eligible to apply.

5. What length should Letters of Support be and do they count toward the 80-page limit?
Letters of Support are typically one page in length, but they could be longer depending on the level of support to be offered.  Also, if you have Letters of Support from multiple entities that are similar in nature with respect to the type of support to be offered, you may consider including only one of those letters in your application and then provide another page that lists all of the entities that submitted a similar letter in support of your application.  This should provide the same supportive emphasis to your application without eating away at your 80-page limit.  Yes, these letters will count toward your 80-page limit.

6. Are Table of Contents counted in the 80-page limit?
Standard application forms and table of contents pages are not included in the page limit.   The Table of Contents for the Budget Justification section of the Application Section is not counted towards the page limit.

7. How does an applicant determine the Application Type?
If your Organization does not currently receive financial support under this grant program, you will apply as a New applicant.  If your Organization currently receives financial support under this grant program and wishes to apply to renew funding for a project period that would otherwise expire, you will apply as a Competing Continuation applicant.  However, if your Organization currently receives financial support under this grant program and wishes to apply for activities that are not currently receiving financial support, you will apply as a New applicant.

8. What are the Performance Measures for the Grants to States to Support Oral Health Workforce Activities program and where can I find them?
All BHPr grantees are required to submit a Performance Report to HRSA on an annual basis between July 1 and August 30 each year on performance in the preceding year (or partial year). The BHPr Performance Report for Grants and Cooperative Agreements is designed to provide the Bureau of Health Professions (BHPr) with information about grantee activities. As such, it is an important management tool, contributing to data BHPr uses to report success achieving programmatic and crosscutting goals and in setting new goals for the future. The report also gives program officers information that helps them provide technical assistance to individual projects.  The Performance Measures can be found at http://bhpr.hrsa.gov/grants/reporting/performrpt.pdf. 

If you are considering applying for this announcement, please feel free to contact the following individuals: