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Applicant Workflow Steps

Basic Information

The application's basic information web-form includes the minimal project identifying information such as the proposal title, grant category and applicant information needed to uniquely identify the application.  All correspondence to the applicant will be sent to the applicant's email address listed here.

Applicant Contact Information

The applicant contact information web-form includes the primary and secondary applicants' full contact information. 

Project Funding / Abstract

The project funding and abstract web-form identifies the funding amount requested and the abstract used to provide a summary of the project.  All funding requires non-Federal matching funds of at least 50% of the total project amount (Federal funding + non-Federal match). 

NOTE: Federal and non-Federal funding amounts MUST match what's entered on your SF-424 Federal Financial forms as well as your Budget Narrative/Justification.  If you change amounts on any of these forms, make sure you update the amounts on the other forms to match.


Proposals developed for or submitted by minority or undeserved populations are also identified and explained here. 

Project Partners

Identify project partners that will work and assist with the project. The web-form will prompt you for each partners name and contact information as well as a letter of support.  Include a letter of support from each partner describing their project role and contribution to the project.

Partner support letter should be saved as a .pdf document before uploading using the web-form.  Only .pdf files may be uploaded. 

Stakeholder Supporters

Stakeholder support is highly encouraged.  The web-form will prompt your for each stakeholder's name and contact information and allows for upload of a letter from the stakeholder describing why the proposal and results are needed and how it will benefit them and the community. 

Stakeholder letters should be saved as a .pdf file before uploading using the web-form.  Only .pdf files may be uploaded.

Project Narrative

Proposals are required to address each of the criteria listed in the project/proposal narrative template.  Proposals that do not include all the requested information will not score well in the evaluation process. 

You can download a blank Proposal Narrative Template (.doc format) from the Forms and Templates section of the Grants Portal.  Your completed Proposal Narrative Template must be saved as a .pdf file for uploading to the Grants Portal.

The Proposal Narrative is not to be more than 10 single spaced pages, excluding items identified in the appendix.  Please make sure each page is numbered.

An automatic disqualification may occur if the proposal does not demonstrate how it has national application / benefits the entire country; does not meet the 1:1 matching requirement, does not apply to urban and community forestry program authorities and/or does not utilize the proposal narrative template format.

The Proposal Template identifies each criteria required to be addressed for your proposal and the related scoring points for each criteria.  The criteria in the Proposal Template are numbered and ordered.

Refer to the Request for Proposal linked to on the Grant Portal home page for complete details.

Written Responses

Your written responses to the grant review committee's questions and comments should be uploaded here.  Your document must be saved as a .pdf file for upload to the Grant Portal.

Amended Project Narrative w/Revision Tracking On

Your amended Project Narrative should include revisions necessary to address your written responses to the review committee's comments and questions. 
 
This version of your amended Project Narrative should should have revision tracking turned on before you edit your document so that the review committee can easily find your revisions.   The review committee will be reviewing this version of your amended Project Narrative during their final review process.

Before editing your Microsoft Word document, turn revision tracking ON.  Once your amended Project Narrative is complete, save it as a .pdf file for upload to the Grant Portal.

Amended Project Narrative w/Revisions Accepted

Your amended Project Narrative should include revisions necessary to address your written responses to the review committee's comments and questions. 
 
This version of your amended Project Narrative should should have all revisions accepted and tracking turned OFF before you save the document.   If you proposal is selected, this is the version of your Project Narrative that will be presented to the Council for recommendation for award.

Before saving your completed Microsoft Word document, accept all tracking changes and turn revision tracking OFF.  Once your amended Project Narrative is complete, save it as a .pdf file for upload to the Grant Portal.


Literature Review

If you did not include a through literature review list in the Project Narrative, upload it here.  The literature review should indicate the background information you are basing your approach upon, or other work that supports the importance of this proposal.  If your proposal narrative does not include the complete literature review, include it here.  All literature listed should be referenced from the proposal narrative as appropriate.  The uploaded document will be included in the Appendix of your application.

Your literature review document must be saved as a .pdf file for upload to the Grant Portal.  The document you upload will be included in the Appendix as part of your Project Narrative.

Experience / Personnel / Adequacy of Resources

Provide any supporting documentation and/or letters related to the the experience of the personnel and adequacy of resources as requested in the Project Narrative.  The document you upload will go to support your responses to the 'Experience/Personnel/Adequacy of Resources' section of the Project Narrative. 

If you have multiple documents, combine all documents into one .pdf file for upload.  The .pdf document you upload will be included in the Appendix as part of your Project Narrative.

Budget Narrative / Justification

The budget narrative/justification should provide sufficient details (e.g., personnel, equipment, consultants, supplies, administration, partnership contributions) to reflect costs needed to complete the activities identified in the proposal narrative work plan.

Matching amounts, if listed as in-kind contributions (e.g., personnel time, donated equipment, materials, and matching non-Federal grants), should be based on realistic calculated values. Costs should also provide enough detail to determine if they are reasonable and allowable. The budget should also identify the source of non-Federal resources and the ability to meet matching requirements.

NOTE: The Federal funding and non-Federal match amounts MUST match the funding requested on the Budget/Abstract, SF-424 (Federal Financial forms) and this Budget Narrative/Justification form.  If you change the funds requested, make sure you make the change to the other forms as well.

Your completed budget narrative must be saved as a .pdf file for upload to the Grant Portal.  The .pdf document you upload will be included in the Appendix as part of your Project Narrative.  The document you upload will be included in the Appendix as part of your Project Narrative.

 


Example 2: Budget Narrative Table

NOTE: The Federal dollars requested may not be used to purchase trees, plant materials, food, (equipment, with a cost of $5,000 or greater) or capital improvements to property of any ownership. If one is unsure if the item they are proposing is eligible, please contact the executive staff, Nancy Stremple. This Narrative Budget Table should be cited in the narrative when the applicant is discussing the work to be performed and the cost to execute the specific work activity. Applicant: ABC University Project: Develop and distribute tree care information in Spanish

Budget Narrative Example

*Personnel:
1. 300 hours @ $14 per hour = $4,200
2. 100 hours @ $10 per hour = $1,000
3. 500 hours @ $ 6 per hour = $3000

**Printing: 20,000 copies, 8-pages each, 4 colors.

***Distribution: copies will be sent to federal and state urban forestry coordinators and will be available on request to all callers for at least one year from date of completion.

^ Travel for 2 people to present at two conferences.

Make sure a break-down of hours is listed

 

 

SF-424

Enter the project's application for Federal assistance details using Federal financial form SF-424 (Application for Federal Assistance).  NOTE: Your project's authorized representative is required to hand sign this form.

NOTE: The Federal funding and non-Federal match amounts MUST match the funding requested on the Budget/Abstract, SF-424 (Federal Financial forms) and the Budget Narrative/Justification form.  If you change the funds requested, make sure you make the change to the other forms as well.

You can download a blank SF-424 form (.pdf format) from the Forms and Templates section of the Grants Portal.  Your completed SF-424 form must be saved as a .pdf file for upload to the Grant Portal.  The document you upload will be included in the Appendix section of your Application.

SF-424A

Enter the project's budget details using Federal financial form SF-424A (Budget Information - Non-Construction Programs).

NOTE: The Federal funding and non-Federal match amounts MUST match the funding requested on the Budget/Abstract, SF-424 (Federal Financial forms) and the Budget Narrative/Justification form.  If you change the funds requested, make sure you make the change to the other forms as well.

You can download a blank SF-424A form (.pdf format) from the Forms and Templates section of the Grants Portal.  Your completed SF-424A form must be saved as a .pdf file for upload to the Grant Portal.  The document you upload will be included in the Appendix section of your Application.

SF-424B

You are required to affirm to certain assurances to apply for Federal assistance.  Affirm the assurances using Federal financial form SF-424B (Assurances - Non-Construction Programs).  NOTE: Your duly authorized representative is required to hand sign this form.

You can download a blank SF-424B form (.pdf format) from the Forms and Templates section of the Grants Portal.  Your completed SF-424B form must be saved as a .pdf file for upload to the Grant Portal.  The document you upload will be included in the Appendix section of your application.

Negotiated Indirect Cost Rate Agreement (NICR)

If indirect costs are included in the budget, provide documentation of the negotiated indirect cost rate agreement or a copy of the submitted application to the primary funding federal agency.  Note: Although indirect costs are allowable in Federal Financial Assistance Grants, the Council prefers that indirect costs are shared or covered by matching funds. 

If you have multiple documents, combine all documents into one .pdf file for upload.  The .pdf document you upload will be included in the Appendix as part of your Project Narrative.

Additional Proposal Information

You may be asked by the Grant Administrator to provide additional information or documentation directly related to your proposal.  When asked, you may upload the additional supporting documentation here if it does not fall into any of the other upload categories.  Do NOT upload unsolicited information or documentation.

Submit Application

Once you have reviewed and are satisfied with your generated application package, your application is ready for submittal to the  Grant Portal.  To submit your completed application, click the 'Submit' application button and your application will be submitted to the Grant Portal. 
 
Upon submittal of your completed application, you will receive an email confirmation.
 
NOTE: Your application is NOT submitted until you successfully click the 'Submit' button and receive an email confirmation. If you do NOT receive and email confirmation, contact us for assistance.
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