Frequently Asked Questions for FY11

General
Which information should my budget include?
Do I need to apply to all measures in an impact area?
Can a program fit into more than one measure?
If an agency decides to contribute to a measure, must it meet every eligible requirement/expected milestone listed under the said measure to qualify?
How should I choose key people to include for each measure?
When is the Intent to Apply due?
What is the time period for the Agency Demographics in ODM?
What is the difference between the second and third bullet points under the "Target Population" question?

Working with the Application
How can I make an unprotected draft of the applications?
How do I submit my Word application?
Can I mail in my attachments?
How can I unprotect RFP documents using Word 2007?
How Long Should My Application Be?

Funding
If we apply in three measures and "fail" in two will we just get less money, or not be funded at all?
If UW funding is general operating support, how can we include it in the financial resources we estimate for the "your approach" question?  If awarded funding it won't necessarily be allocated to that program?
Should we request a dollar amount per measure, similar to the FP in FY08-FY10?

Resouces
Where can I get a copy of the PowerPoint Presentations presented at the trainings?
Where can I find a map of all United Way agencies?
Will my relationship manager be able to review or edit my application?

Basic Needs
Where does basic needs fit into this application?

Healthy Child Development
What is the difference between screening and assessment?
Does my agency need to provide a target for the number of children screened and the number of children assessed in the Screening/Assessment/Referral measure?

Increasing Youth Opportunities
Can an agency include families affected by their child's mental/physical/emotional condition under the family engagement component?
Are youth counted as high risk if they have been exposed to high-risk behavior and system involvement yet have not experienced those things personally?
When the term dosage is used, what is meant?
Are chronically truant youth included under high-risk?
Does DCF involvement place youth in the high-risk category?
When we're completing the BOSTnet survey for the Family Engagement measure, what does the "priority" column mean? We are unsure whether it is meant to indicate that the concept is currently a priority in our programs, or whether we check it if it's a priority for us to begin implementing?
We noticed that the professional development for staff formerly section 4YC is not clearly defined in this application.  Where and how should we include this work and its impact in this year's application?
In the Positive Behavior section, we have several programs that deal with "high-risk" youth.  Would this meet the eligibility?
Is mentoring with a therapeutic focus eligible in the Adult-Youth Relationships measure?

Family Financial Stability
Do agencies need to apply in all categories of a measure in order to apply for funding in that particular measure? 
Are Collaborations required? 
Can Collaborations be with non United Way supported agencies? 
Do placements of people into Transitional Housing Programs count as obtaining housing?
Do the outcomes of a Job Readiness program fit into Gain Vocational/Occupational Skills?
Is the threshold for gaining Basic Skills really one SPL level?

General FAQ

What is the difference between the second and third bullet points under the "Target Population" question?
You can think of the third bullet point as falling under the second. In the second we are looking for a general description of the strengths that participants bring, in contrast to the challenges they face.  For the third bullet point, we are looking, more specifically, for characteristics (likely from among the strengths) that, for this particular intervention, make a difference in participants' success. We are looking for characteristics that really set apart participants who are successful in this specific intervention.

How Long Should My Application Be?

Brevity is a virtue.  Your responses should be complete and responsive to the questions, but also concise.  Reviewers are fully committed to their task, take their responsibilities seriously and read everything you write.  But there will be a significant amount to digest and your application will benefit if you focus your responses and eliminate redundant or marginally useful information.  There are no built-in limits to any questions – the space in the document you create will expand to meet your needs. As a general guideline, we think agencies should be able to complete the Organization application with approximately 10-12 pages and each Measure application with approximately five-six pages.

How can I unprotect RFP documents using Word 2007?
Go to the review tab, unprotect document, restrict formatting and editing and then click on the “stop protection” button that should appear in the lower right hand corner.

When is the Intent to Apply due?
Intent to Apply is due on October 23rd, however we have asked that if you already know what measures you will be applying in to complete the Intent to Apply in ODM first.  As a word of caution, we also ask that you do NOT click submit after completing the Intent to Apply as this will submit your their entire ODM portion of the RFP and you will need to contact Nicole Shiner to have it re-opened. 

Where can I get a copy of the PowerPoint Presentations presented at the trainings?
The Presentations are posted below and are available to download.

How can I make an unprotected draft of the applications?
Download the RFP Word document you wish to complete.  Once the document has downloaded, save it and then re-open it in Word.  You can then save 2 versions of the RFP Word File, we suggest you save one as a DRAFT and one as FINAL.  Keep the FINAL one protected.

While working with in the Draft, click on the "Tools" menu and select "unprotect document."  This makes it possible to use the additional features such as spell check, highlight, bolding, etc., in your draft document. You can remove the gray boxes that are reserved for text.

Use the draft version to write answers for the RFP questions and once they are all formatted to your liking you can then copy those answers into the final protected RFP document.  Spaces for responses will be shaded in gray.  The space will expand to fit the amount of text you enter.  Make sure you keep backup copies of these files.

How do I submit my Word application?
Once you have completed your organization application and your application(s) for each measure, you can submit them by sending an email to RFP@supportunitedway.org.

Please use this subject line:  Completed UWMB/MV FY2011-FY2013 Proposal - (AGENCY NAME).  Please attach ALL applications (one for your organization and one for each measure) to one email, do not send separate emails for each document, including required attachments.

Also attach to your email the required documents:

• Executive Director resume
• Job descriptions for any unfilled key positions
• Organization Chart
• Organization Operating Budget by program (most recent actual year and current year budgeted)

Are there any additional attachments needed for the RFP?
As per United Way's compliance document that was included with your FY10 funding notice, you should include with your application a copy of your 501c3 letter.  If you submitted a copy with your signed Patriot Act letter, we do not need an additional copy. Please contact Nicole Shiner to see if we have a copy of your 501c3 letter.  Your 501c3 letter should be sent to:

Nicole Shiner
Operations Coordinator
United Way of Massachusetts Bay and Merrimack Valley
51 Sleeper St.
Boston, MA 02110

Can I mail in my attachments?
Yes, if your 501 c3 letter or the required RFP attachments are not available electronically you may mail them to the attention of:

Nicole Shiner
Operations Coordinator
United Way of Massachusetts Bay and Merrimack Valley
51 Sleeper St.
Boston, MA 02110

DO NOT SEND HARD COPIES OF YOUR APPLICATIONS; WE WILL ONLY ACCEPT YOUR APPLICATIONS ELECTRONICALLY.

What is the time period for the Agency Demographics in ODM?
Venture Agencies only should complete the Agency Demographics FY08 form within ODM.  The persons-served numbers you report here should be for your entire agency, not just those program areas for which you are applying.  The time period should be Fiscal Year 2008 (July 1, 2007 - June 30, 2008).

Which information should my budget include?

• In the Organization Application you ask for budgets for the FY2009 (actual) and FY2010 (budgeted). We are on a January-December fiscal year, so our last actual budget is Fiscal 2008. Is that OK?
• Is the budget information requested in the Organization Application the same as reported in the FY09 end of year report?

Yes, it's OK if your last completed fiscal year is FY08.   We don't expect you to recast your budgets.  In your case you will be submit FY08 as your actual budget and FY09 as budgeted year.  Agencies on a July-June fiscal year will submit FY09 as their actual budget and FY10 as their budgeted.

In the end of year report we asked only for total revenue and total expenses to be reported.  Our request in the Organization Application is for your operating budget including program expenses in the form that you use.  The budget totals you report now should match with what you reported at the end of year.

If we apply in three measures and "fail" in two will we just get less money, or not be funded at all?
Reviewers will consider each application separately, but also consider all of an agency's measure applications within the context of its organization application.  The principle of funding in proportion to contributions is applied to all successful applications in each measure.  Remember, however, that the total funding allocated to an agency, while based on its successful measure applications, is general operating support to be used at the agency's discretion.

Do I need to apply to all measures in an impact area?
If we are considering applying in a particular impact area, do we have to submit applications in all measures in that area?

No. You should consider each measure independently and make a judgment about whether the program(s) you provide meet the eligibility requirements and will make successful contributions.  There is no minimum number of measures within an impact area to which you must apply.

Can a program fit into more than one measure?
Yes.  If a program makes contributions in more than one measure you should include its impact in more than one measure application. Conversely, if more than one program contributes to a single measure you should consolidate the work of the multiple programs in your single application.  There should only be one application per measure. In addition, it may be the case that some programs contributing to the same measure have distinctly different activities or even results. This may be the case where different contributions are possible within the same measure. In this case your application should include information, as appropriate, about the resources, activities and outcomes for different programs separately.

If UW funding is general operating support, how can we include it in the financial resources we estimate for the "your approach" question? If awarded funding it won't necessarily be allocated to that program?
The financial resources you estimate for each measure's "your approach" question should reflect resources from all sources that you expect to be available.  If at this time you would expect to include UW funding for the specific program your estimate should reflect that.  Otherwise, it shouldn't.

Where can I find a map of all United Way agencies?
You can find a map of all United Way agencies here

Will my relationship manager be able to review or edit my application?
No.  Our aim is to have regular interaction with agencies during the application period, communicating in a variety of ways.  The most direct method is to call or email your Relationship Manager.  We've said RMs will respond within 48 hours.  We want to provide clear and consistent information, so RMs can clarify and interpret our requirements and expectations. However, they won't be able to advise agencies about whether they should apply in a measure or review applications.  As questions of general interest come up we will post them to this FAQ.

Should we request a dollar amount per measure, similar to the FP in FY08-FY10? 
Yes, that's correct, we don't ask for a funding request.  Funding amounts are proportional to agency contributions in which United Way is able to invest, once those are determined in the review process by their alignment with United Way goals, likelihood of being achieved and other factors that add value. In the "Your Approach" question for each measure agencies will need to estimate or make assumptions about the combined financial resources available from all sources. The question inevitably arises - What should agencies assume about United Way support in FY2011? The best guidance we can offer is as follows.  For planning purposes, United Way is currently assuming our total investment in the community in FY2011 will be comparable to FY2010.

If an agency decides to contribute to a measure, must it meet every eligible requirement/expected milestone listed under the said measure to qualify?
Our purpose in listing eligibility requirements is to be as clear as possible about our expectations for key features that will be present in your work. The general rule here is that your application should meet every eligibility requirement that is pertinent to your application. In addition, your programs must be able to achieve, track and report the final contribution target that we specify for the measure - achieving interim outcomes or milestones is not sufficient.

How should I choose key people to include for each measure?
In the training sessions we emphasized the importance of tying the individual experience, skills and personal qualities of staff to the specific results proposed for each measure. What are the qualities potential “key people” have that predict success in the measure for program participants?  It may be helpful to keep in mind that it’s not necessarily the position that defines whether someone is a key person; it may well be the personal qualities a person has that make his or her role in the program critical to success.

Basic Needs

Where does basic needs fit into this application?
United Way recognizes the importance of direct assistance particularly during this tough economic time. In response UW created the Community Support Fund to help our organizations meet the demand for food, fuel, clothing and other basic needs. As of FY11 all support to agencies contributing in this area will be made via the Community Support Fund initiative/process. Organizations seeking support to provide entitlement and benefit maximization services should apply through the RFP under the category (or measure)  "economic milestones".

Healthy Child Development

What is the difference between screening and assessment?
Screening:  A brief look at a child's speech, language, motor, social, physical and emotional development to determine if children's developmental skills are progressing as expected. Screening usually occurs prior to, or shortly after, a child enters a program. It is designed to identify children who may need further assessment by a specialist, although it does not lead to a decision about whether a child has a developmental delay. Screening for behavioral or developmental concerns helps to determine if further evaluation is necessary.

Assessment: The ongoing process by which qualified professionals partner with families to look at all areas of a child's early development and learning through standardized tests and continual observation. Both areas of strength and those requiring support and intervention are identified. Sound child assessment is not based on a single measure, but rather on information gathered from several forms of evidence. Assessments should lead to increased knowledge about children, enhanced practice and program implementation, and improved child outcomes.

Does my agency need to provide a target for the number of children screened and the number of children assessed in the Screening/Assessment/Referral measure?
Agencies are not required by United Way to set separate targets for both screening and assessment in the Screening/Assessment/Referral measure. 

Early care and education (ECE) programs, however, are required to use one of the four early childhood assessment tools approved by the Massachusetts Department of Early Education and Care, so agencies must have a target for the number of children assessed. If, in addition, ECE programs are also screening children, a target would need to be established for the number of children screened, but United Way does not require ECE programs to screen children if they are appropriately assessing young children on an ongoing basis and utilizing the approved tools. For all other program types, agencies may establish separate targets for both the number of children screened and assessed, but must establish a target for one or the other.

Increasing Youth Opportunities

Can an agency include families affected by their child's mental/physical/emotional condition under the family engagement component?
In order to be included, programming for the parent needs to be a significant and specific part of the agency's work. United Way is not looking for general parent support groups in this category.

Are youth counted as high risk if they have been exposed to high-risk behavior and system involvement yet have not experienced those things personally?
No. United Way expects that youth being served by affiliate/venture agencies are, by nature of the work, at risk and have been exposed to maladaptive situations and behaviors. Therefore, only youth that have been personally affected or court involved should be included. United Way does not expect a large number of agencies to fall into this category.

When the term dosage is used, what is meant?
Dosage is referring to the duration, consistency, and intensity of the program elements and the ability of youth, after having been a part of such a program, to make positive changes in their decision making.

Are chronically truant youth included under high-risk?
No. They are included under the college/work ready section.

Does DCF involvement place youth in the high-risk category?
Not necessarily because a child could be involved with DCF due to their parent's, not their own behavior.

When we're completing the BOSTnet survey for the Family Engagement measure, what does the "priority" column mean? We are unsure whether it is meant to indicate that the concept is currently a priority in our programs, or whether we check it if it's a priority for us to begin implementing?
The point of the survey is to figure out where agencies are strong and where they could use additional work in the area of Family Engagement.  Using the results of the survey, the agency is then asked to "prioritize" those areas that you would want to include in your action plan.  This can be area's continuing current strengths AND beginning new activities that address weaknesses identified in the survey.

We noticed that the professional development for staff formerly section 4YC is not clearly defined in this application.  Where and how should we include this work and its impact in this year's application?
Professional Development for staff is no longer a measure of its own. We have moved from "quality" measures to "youth outcome" measures in the new cycle. We have learned over the past multi-year cycle that most agencies share this quality component as part of their programming and we expect that moving forward agencies will continue to include opportunities for staff development as part of their internal staff focus and quality efforts that lead towards better youth outcomes.  There are numerous questions where agencies can include their value of this in the new application such as comparative advantages, what the agency has learned for program improvement, etc.

In the Positive Behavior section, we have several programs that deal with "high-risk" youth.  Would this meet the eligibility?
Our definition for the Positive Behaviors measure is that programs must be "designed for" and "targeted to" specific high-risk populations. If the youth-served, while high risk, are exposed to the same program and activities as all the other youth in the afterschool program, this would not meet the eligibility requirements.  If these youth get additional treatment and the staff are indeed measuring improved functioning and reduction of high-risk behaviors as a result of the intervention, then it may meet the eligibility.

Many afterschool programs include high-risk youth among their "general population" but in this measure we are seeking only those programs with a specific focus on intervention with a population in trauma.  These programs must be able to measure "improved functioning" and "reduction of high-risk behaviors" as a result of the specialized programs and best practices focused on this population.

We would expect most afterschool programs to respond to the "academic and college ready" measure, if indeed homework help is a part of the program.

Is mentoring with a therapeutic focus eligible in the Adult-Youth Relationships measure?
Many mentoring programs have multiple goals.  If a mentoring program has a therapeutic goal and a social emotional development goal that builds positive adult-youth relationships, then the program would be eligible in this measure.  These programs need to clearly define who will serve as mentors for the youth.  If staff are filling this role, that would create a blurred line between counseling and mentoring and would not be eligible in the Adult-Youth Relationships measure.  Instead, these programs may be eligible in the Positive Behaviors measure.

Family Financial Stability

Do agencies need to apply in all categories of a measure in order to apply for funding in that particular measure?
Although stronger proposals will address more than one category within a measure, it is not required to apply in all categories of a measure. For example an agency can apply in "retain housing" but not "obtain housing" etc.

Are Collaborations required?
No

Can Collaborations be with non United Way supported agencies?
Yes, as long as they are performing the measures as described in the impact paper.

Do placements of people into Transitional Housing Programs count as obtaining housing?
No, however placements of people from transitional housing into permanent affordable housing will count.

Do the outcomes of a Job Readiness program fit into Gain Vocational/Occupational Skills?
Yes.  Although we anticipate that more job- or sector-specific skills would be captured here, job readiness outcomes can be placed within jobs skills.  However, please let us know how agency is assessing that someone is job ready (gaining the skill, not only just served in the program).  Also, in your approach section, you can let us know how many of those that are job ready are also gaining other job skills. 

Is the threshold for gaining Basic Skills really one SPL level?
Yes, as indicated in the impact paper.  We recognize that either a longer duration or higher level of intensity may be required for movement of one SPL level.  However, it may be advantageous to let us know the significant gains (leading up to an SPL level).  For example, a significant gain on the BEST+ test is 33 points or more and a .4 point or more gain on the REEP test.  The approach/milestones would be a natural place for it.