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FAQ
Updated July 2, 2007
APPLICATION
Can a community organization submit the same or a similar proposal to the UW School of Medicine and Public Health Oversight and Advisory Committee (OAC) and to the Medical College of Wisconsin (MCW) Consortium on Public and Community Health? If so, will there be a joint review process?
Applicants are encouraged to submit proposals to both the OAC and to the MCW Consortium. Although the programs are similar, each school has separate RfP application instructions and forms. At this time, there is no process for joint review of proposals. Proposals are reviewed independently by each school under separate review processes. Applicants must state in the grant application form if they have received or plan to request funds for a similar project from the MCW Consortium. This is for tracking purposes only.
Can community organizations determine types of proposals other organizations intend to submit and identify potential organizations with which to partner?
Selected information from the Notices of Intent including the name of the organization applying and a description of the proposed program is posted under Notices of Intent.
If an organization is currently completing a pilot project, is it appropriate to apply for an Implementation Grant?
If the organization is prepared to implement a project that was piloted, it is appropriate to apply for an Implementation Grant
Is it preferable to request the maximum amount?
It is important that you request funding that is appropriate for the proposal. We will evaluate whether a budget is appropriate for a given project.
Can applicants change information included on the Notice of Intent when submitting the grant application, such as changing the project manager?
We strongly discourage changing information supplied on the Notice of Intent when submitting the grant proposal. However, changing the key positions or contact person may be necessary and will be accepted.
Can the RfP be completed online?
At this time, the RfP cannot be completed on our website. It must be downloaded from our website. The proposal must be typed and not hand written, and a clearly marked original with authorized signatures, plus six (6) copies of the entire application must be mailed or hand delivered to the Wisconsin Partnership Program on or before August 31, 2007.
Can an organization submit more than one of either type of grant application? For example, can an organization submit two Implementation Grant applications, one addressing obesity in adults and another addressing high risk sexual behavior in teens?
You cannot submit the same proposal for a Development Grant and for an Implementation Grant, but you can submit more than one of either a Development or Implementation Grant application for two different proposals.
What organizations are eligible to apply?
Eligible community partners are private non-profit or public organizations, including: 1) State and local governments or their bona fide agents; 2) Voluntary associations, foundations, civic groups; 3) Scientific or professional associations, primary/secondary (K-12) schools, technical colleges, universities and colleges outside of the UW System; 4) Citizen groups, religious organizations, healthcare organizations and providers; and 5) Federally-recognized Indian tribal governments, Indian tribes, or Indian tribal organizations.
The program does not accept applications from for-profit organizations.
When does an applicant need a fiscal agent?
Typically, an applicant needs a fiscal agent if the applicant is not an incorporated private non-profit or a public organization (e.g. a coalition).
A fiscal agent must be a governmental or tax-exempt, 501(c)(3) organization that serves as the financial agent for an applicant, if that service is necessary. A fiscal agent agrees to accept and be responsible for grant monies, including all financial record keeping and reporting. The fiscal agent of an applicant organization is accountable to The Wisconsin Partnership Program for the financial outcomes of the grant. The applicant organization remains responsible for the programmatic outcomes of the project.
The RfP specifies that funds cannot be used for clinical services, please explain.
Community-Academic Partnership funds cannot be used for projects that are solely for direct patient care or clinical services that are otherwise reimbursable. The purpose of these funds is to promote health, prevent disease and eliminate health disparities not to provide direct medical care to individuals.
Is there a situation where funding for clinical services would be allowed? Can you provide an example?
Innovative proposals which impact health policy, support access to healthcare, or educate people about prevention services would be considered. Use the State Health Plan as a guide and focus on health promotion rather than the treatment of disease.
Example: A proposal that mobilizes existing resources in the community so that more women would have mammograms would be acceptable.
Are hand-written proposals acceptable?
No. All proposals, including the attachments, must be typed.
Can the Letters of Commitment be submitted separately from the Grant application?
No. Letters of Commitment must be part of the grant application materials.
When is a Notice of Intent required?
Notices of Intent are required for Development and Implementation Grants. The Notices of Intent are reviewed for eligibility of the organization and are not evaluated as part of the review process. Notice of Intent forms help the OAC determine the number of external reviewers and areas of expertise required. Letters of Intent are due on June 29, 2007.
Are community organizations required to apply for Development Grants before applying for Implementation Grants?
No.
What is a letter of support?
Letters of endorsement or support are from individuals or organizations not involved in the project that speak to the ability of the community partner to perform the proposed project. They are optional additions to the grant request.
Is Matching required?
Because the OAC is interested in sustainability, both financial sustainability for the project and sustained impact on the health of the state, matching is encouraged, but not required. Matching resources may include financial resources, human resources, overhead and other indirect expenses, and/or expanded capacity through partners recruited
ACADEMIC PARTNER
What is the purpose of the academic partner?
The purpose of the Community Academic Partnership Fund is to promote and support community-academic partnerships to advance population health in Wisconsin. Applicants applying for Collaboration Development or Implementation Grants must collaborate with one or more UW School of Medicine and Public Health faculty or academic staff members who are actively engaged in the project.
The Wisconsin Partnership Program is based on the premise that community-academic partnerships make it possible to capitalize on the strengths and unique skills of community-based organizations and the UW School of Medicine and Public Health. The OAC values the importance of this mutual exchange of knowledge and expertise between communities and the UW School of Medicine and Public Health
What is the role of the academic partner?
The role of the academic partner will depend on the project. An academic partner may be involved in research or analysis, program development and design, surveying or evaluation. The OAC has not developed a strict definition of the academic partner’s role. For successful applicants, a partnership agreement between the community organization and the academic partner must be developed.
What resources are available to help applicants identify an academic partner?
We suggest applicants first use the Wisconsin Partnership Program Academic Partner Database. Applicants can identify potential academic partners by county, by interest, or by academic unit. Search by county to develop a list of UW School of Medicine and Public Health faculty located in a specific county. Search by interest to develop a list of UW School of Medicine and Public Health faculty interested in working with a community organization on a particular health or system priority. Search by Department, Center or Institute to review a list of UW School of Medicine and Public Health offices that are available to support and assist community organizations in various ways.
Cathy Frey, Assistant Director of the Wisconsin Partnership Program can also help you identify an academic partner. You can contact her by email at ccfrey@wisc.edu or by phone at 608-265-8146.
Is it required that the academic partner be a full-time faculty member of the UW School of Medicine and Public Health?
No. The following faculty and academic staff can serve as academic partners:
1) Faculty on the tenure track; 2) Faculty on the clinical health sciences (CHS) track; 3) Faculty on the clinician-teacher track; 4) Part-time faculty on all tracks; 5) Volunteer faculty-- UW faculty of the UW School of Medicine and Public Health not salaried. Many serve statewide as preceptors for UW SMPH medical students and residents; 6) Faculty from other UW schools and colleges with a joint or affiliate appointment in the UW School of Medicine and Public Health; and 7) UW School of Medicine and Public Health academic staff.
Can other University of Wisconsin System faculty members be considered an eligible academic partner?
Yes, faculty from other UW schools and colleges are eligible academic partners. This includes all UW system campus, technical college and extension faculty. If the project is funded, the Dean of the UW School of Medicine and Public Health can make limited faculty appointments available to UW faculty who wish to partner with a community organization. These appointments will be effective only for the duration of each grant and will be granted post award.
There are three ways other UW faculty can participate as academic partners 1) Become affiliated with a particular UW School of Medicine and Public Health Department; 2) Co-partner with UW School of Medicine and Public Health faculty on an individual grant; or 3) Request (post-award) through the Dean of the UW School of Medicine and Public Health an appointment for the duration of the grant.
Do academic partners expect compensation for their collaboration?
Academic partners may be interested in compensation for their time and effort, which should be negotiated early in the planning process. The level of compensation depends on the academic partner’s university status. Volunteer faculty may receive compensation according to their level of effort and can be included in the proposal’s budget. Salaried UW faculty or academic staff who are primary partners may receive limited compensation for salary support up to a maximum of 15% of their UW base salary plus fringe benefits each year of the grant.
Can a faculty member who is already involved with a community organization as an advisor or board member participate as an academic partner?
Yes. The OAC welcomes and encourages these relationships between faculty and community organizations.
Can a project have more than one academic partner?
Yes, for more complex projects, with multiple components, applicants may want to seek more than one academic partner.
Would it be a conflict of interest for a community organization that already works with a volunteer faculty member to apply for a grant?
No, this would not be a conflict of interest, but an expression of a pre-existing collaboration.
Can volunteer faculty be a partner to more than one community organization?
Yes.
BUDGET
Can salary support for UW salaried faculty be included in the proposal budget for Development Grants and Implementation Grants?
Salaried UW faculty or academic staff who are primary academic partners are allowed to receive salary support up to a maximum of 15% of their UW base salary plus fringe benefits each year of the grant. Volunteer UW School of Medicine and Public Health faculty are eligible for salary support since they are not paid by the University. UW School of Medicine and Public Health academic staff and administrative staff working under the direction of a faculty partner are also eligible for salary support if their work on the grant is a new responsibility.
Why can’t indirect costs be included in the budget?
The OAC wants to be sure that funds are used for expenses directly related to the project. For example, funds may be used to support an accountant or administrative staff person that assists in preparing financial, compliance or program documents that can be directly connected to the project. For more information, see the guidelines for allowable expenses on our web site. If you have questions regarding a particular expense, please contact Karla Thompson, CPA, by email at krthompson@wisc.edu or by phone at 608-265-8109.
What costs can be included as match or as in kind support?
Applicants are encouraged, but not required, to provide partial matching of current resources or leveraging of future resources for the grant they are requesting. Matching resources may include, but are not limited to, financial or human resources, overhead and other indirect expenses; and /or expanded capacity through partners recruited.
Is it important to include a budget justification with our application? What information should be included?
Yes. The budget justification should include information that is not already provided on the Excel budget forms and should be used to provide more details regarding why a particular expense is necessary in completion of the project.
Capital expenditures costing $5,000 or more with a useful life of two years or more are not allowed in the budget request. Is there any reason an organization could include such an expenditure?
The applicant must make a very compelling argument that the equipment is critical to the success of the proposal. If you have questions regarding a particular capital expense, contact Karla Thompson, CPA, by email at krthompson@wisc.edu or by phone at 608-265-8109.
Can the budget include participant reimbursement or payments?
Yes, moderate participant reimbursement or payment is an allowable cost. Details regarding the reimbursement or payment should be included in the budget justification, including the basis (calculation) for reimbursement or payment.
Can most of a multi-year budget be requested in year one?
Development grants maximum award can be up to $67,000 to be spent in 12-24 months. Implementation grants maximum award can be up to $475,000 and are expected to be 36 months or 3 years in duration. The annual budget requested should be appropriate to the proposal time line and work plan.
NON-SUPPLANTING POLICY
What is supplanting?
Supplanting means to take the place of and serve as a substitute for other funds The Insurance Commissioner’s Order guiding the program prohibits any funds from being awarded that will supplant funds or resources otherwise available to applicants from other sources for the proposed project. Therefore, for supplanting of other resources to occur, funds expended would need to replace other funds available to the applicant for the proposed project.
How does the Wisconsin Partnership Program determine if supplanting might occur?
Each applicant must answer the application’s non-supplanting questionnaire before an award decision can be made. The non-supplanting questionnaire solicits information from applicants that is necessary to make a determination that Wisconsin Partnership funds will not supplant or replace funds otherwise available to applicants from other sources.
The application asks organizations to indicate whether they have applied for other funds for this project. There may be times when several grant cycles overlap with the Wisconsin Partnership Program grant cycle. How should that be reported?
In completing the application, organizations are required to indicate on the non-supplanting questionnaire if they’ve also applied to other granting agencies for the same project. If they are funded by the Wisconsin Partnership Program and also receive an award from another granting agency for the same project, the OAC may withdraw it’s funding.
PROPOSAL REVIEW
Will priority for Implementation Grant funding be given to organizations that received Development Grant awards?
No. Awarded Development Grants do not receive preference for future Implementation Grant funding. They are considered equally with all other proposals.
How many Implementation Grants and Development Grants does OAC expect to award?
The total number of awards and the average award amount for each funding type cannot be precisely determined in advance. Our best estimate is that approximately 15 to 20 projects, including both Development and Implementation Grants, will be funded during the 2007 funding cycle.
Is priority given to funding statewide projects over local projects?
No, all proposals go through the same review process and are considered equally. Please see the Grant Review Process on the website. Each proposal is reviewed by three external reviewers who score and comment based on the evaluation criteria in the RfP. The UW School of Medicine and Public Health OAC examine the scores and comments of the reviewers and make the final funding decisions. The OAC considers diversity in programs, geographic distribution along with capacity to achieve the goals and objectives of the Wisconsin Partnership Program when making award decisions. The OAC will consider opportunities across the entire state.
Is funding priority given to proposals for specific population groups?
No, all proposals go through the same review process and are considered equally. However, OAC has a special focus on special needs populations and invites applications for projects that address the following:
- Programs aimed at the elimination of health disparities
- Programs that address the health needs of at risk vulnerable populations who face barriers to obtaining quality health care
- Programs that address the health needs of rural and urban underserved areas in Wisconsin
Does the OAC plan to concentrate funding on a specific health or system priority this year?
No, all proposals go through the same review process and are considered equally. Funds will be awarded based on each project’s potential impact and how well it scores on the RfP criteria.
How much significance is placed on using evidence-based practices?
Applicants should describe, if possible, how their program or intervention has shown consistent, positive outcomes in other communities or populations using best practice or evidence-based knowledge. The use of research validated, evidence based, or best practice knowledge will help support the development of your proposal. For more information, see Evidence Based Practices on the website. See the specific review criteria in the application narrative instructions.
How are external reviewers selected to review proposals?
The OAC assigns all applications to a review team considering area of expertise, geographic location, avoidance of conflicts of interest, diversity, and a balance of academic and community experts and leaders. Each review team will have a mix of faculty and community partners to the extent possible. Three reviewers are assigned to each proposal and at least one reviewer is an expert in the primary health or system priority addressed in the proposal.
How are external reviewers selected to participate on the review panel?
The UW School of Medicine and Public Health OAC carefully selects and approves all external reviewers who have an established history in community and public health through a call for reviewers throughout Wisconsin. Reviewers will be experts in public and community health with experience reviewing proposals.
The Wisconsin Partnership Program invites individuals who would like to be trained to be external reviewers. For more information, contact Cathy Frey, Assistant Director by email at ccfrey@wisc.edu or by phone at 608-265-8146.
If you receive a good proposal, but it needs “polishing”, will you return it for revision?
No. The OAC will strictly adhere to the deadline for submission. However, after the grants are awarded, the OAC provides feedback to help community organizations prepare for the next funding cycle.
Will a proposal be considered even if one of the partners has little or no experience with community-academic partnerships?
Yes, applications for new community academic partnerships are encouraged.
POST-AWARD
When is the Memorandum of Understanding developed?
The UW School of Medicine and Public Health and the OAC will negotiate the terms of each grant with award recipients and will enter into contractual agreements, the Memorandum of Understanding and Academic Support Service Agreement, with recipients prior to the distribution of any funds.
Can budget adjustments be requested after an organization receives an award?
Rebudgeting between major budget categories (personnel, supplies, travel, equipment, contracts) in excess of 10% must be requested in writing and approved by the Director of The Wisconsin Partnership Program.
Please explain the Institutional Review Board (IRB) process. Do projects have to go through an IRB at the UW School of Medicine and Public Health or can they be reviewed by a local IRB?
The Health Sciences IRB, or Institutional Review Board, reviews and approves human subjects research conducted at the UW-Madison. Their jurisdiction also covers projects funded by the Wisconsin Partnership Program. The Health Sciences IRB makes an initial review to determine if a proposal includes human subjects research, and if so, the proposal must be reviewed by the UW Health Sciences IRB. If an applicant has an existing agreement with a local IRB, the UW Health Sciences IRB may allow the proposal to be reviewed by a local IRB.
What type of monitoring takes place once an award is made?
Program staff are in regular contact with awarded organizations. The Wisconsin Partnership Program requires written progress reports at six month intervals and a final progress report no later than 90 days after the end of the project. In addition, the program requires quarterly financial status reports and a final financial status report no later than 90 days after the end of the project.
How often can a funded organization request reimbursement?
Monthly.
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