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The Rus Distance Learning and Telemedicine Program

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Known as RUS DLT, this grant program has provided rural communities with interactive distance learning and telemedicine equipment for more than 16 years. Polycom & IVCi explain who is eligible for …

Known as RUS DLT, this grant program has provided rural communities with interactive distance learning and telemedicine equipment for more than 16 years. Polycom & IVCi explain who is eligible for this grant, what applications fit its purpose, and suggest ways to create the most competitive grant application possible.

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  • Welcome to the Polycom/IVCi webinar on the USDA Rural Utilities Service Distance Learning and Telemedicine Grant, also known as the RUS DLT. The RUS DLT specifically supports the purchase of equipment for distance learning and telemedicine. It is one of the few federal grants specifically for equipment purchases, and it’s also one of the most competitive. The Polycom Grant Assistance Program has helped organizations successfully apply for funds through this grant source. Because this is such a complex grant application, many organizations struggle with the grant application requirements and documentation. We can help translate the requirements of this grant into easy to understand concepts that can help you get funded. Over the course of the next 90 minutes, we’ll provide an overview of this program, specific criteria you must meet, and helpful tools and tips for being competitive. Let’s get started!
  • The RUS DLT grant has been around since 1993, and has been funded at a very consistent level year over year – with about $25 - $30 million in funds available. As of the date that the RFP was released, the DLT program did not have an annual appropriation, so the amount available for grants is unknown. Although, it is expected to be funded at approximately the same level as previous years.
  • I want to spend a few minutes discussing the new process changes contained in the RFP guidelines for this year. Generally, the grant doesn’t change much from year to year, but the program staff highlighted some things last year that they thought would be important for the applicant to know.You must identify the grant writer and state the relationship to the grant applicant. The RUS DLT knows that vendors assist applicants with their RUS DLT applications, and want to be clear on that relationship. There is no penalty for the applicant in using a grant writer supplied by a vendor, or in using other grant services from a vendor. The main point that the program staff want to applicants to know is that a vendor cannot require as part of their assistance that the applicant buy equipment from that vendor, and that the RUS DLT program does not enforce or recognize such agreements. The RUS DLT program specifically notifies vendors that they provide assistance to applicants at their own risk. Polycom follows federal grant and purchasing rules, and as such cannot and do not require organizations that we work with to buy our product. What we ask is that Polycom equipment will be considered in any purchasing or procurement process once the grant has been awarded. Only the contact person on the grant that is listed will be the POC for the grant. The program staff want one single point of contact. All information will be sent to the person listed in block f of the SF-424, Application for Federal Assistance. Fax will be used first, followed by U.S. Mail.On site identification, the RUS DLT requires hand-makring of buildings on the site map – site maps substantiate where the project is located. Want you to discuss previous awards and how they relate, if at all, to your current application.
  • There are certain types of instructional programming that are capital expenses, and then there is other instructional programming that is subscription-based, etc that is not a capital expense. There has been a lot of confusion over this. If the offering is available over the Internet, with beneficiaries that can be anywhere including urban areas, then such projects cannot be accurately scored for Rurality. If the area cannot be accurately scored because it is geographicallly undefined, it cannot be considered for funding. Please do not show any urban end user sites / end users. The legislation creating the program, and its regulations defined end-user as only rural facilities such as rural elementary, secondary, and other educational institutions; hospitals, primary care centers, or other rural facilities. While applicants may include urban end-users in the project, the program staff reserve the right to adjust the grants and match funds budgeted for the benefit of urban end users when the urban benefit is not necessary to serve the rural areas, or when the urban benefit is more than incidental to the benefit of rural end-users.This grant is very site based, and you must be able to specifically define your end user sites as being located in a rural area. With internet based systems, or programs that are in a cloud, and you can’t show that it will only be used to support rural end users, it is not eligible.
  • With in-kind match, it is allowed in this grant. They prefer you to convert in-kind to a cash value. There is a definite preference in this grant for cash match. Last year the program staff state that there was an increase in in-kind match, and many of those were disallowed. They caution applicants that the purposes for match and grant are identical, and that to be credited as an in-kind match, it must be integral to and necessary for the project, not simply a technology purchase being made in the same timeframe.
  • Applicants must also provide proof that they are legally eligible to apply and have legal authority to contract with the Federal government. Must provide a certification as to legal existence from the Secretary of State in the applicant’s state of incorporation. Also must include written evidence of the legal authority to contract with the federal government such as a copy of the applicant’s bylaws, Articles of Incorporation, statute, resolution from Board of Directors, legal opinion, etc.
  • Distance learning and telemedicine grants are specifically designed to provide access to education, training and healthcare resources for people in rural America. The RUS DLT program provides financial assistance to encourage and improve telemedicine services in rural areas through the use of telecommunications, computer networks and related advanced technologies to be used by students, teachers, medical professionals, and rural residents.Sometimes applicants will argue that all proposed equipment is eligible because it is used 100% of the time to provide medical services. This is not always true. To be eligible, it must be providing medical services that meet the grant definition of telemedicine, i.e. via telecommunications between remote sites, not within one facility.
  • Distance learning and telemedicine grants are specifically designed to provide access to education, training and healthcare resources for people in rural America. The RUS DLT program provides financial assistance to encourage and improve telemedicine services in rural areas through the use of telecommunications, computer networks and related advanced technologies to be used by students, teachers, medical professionals, and rural residents.Sometimes applicants will argue that all proposed equipment is eligible because it is used 100% of the time to provide medical services. This is not always true. To be eligible, it must be providing medical services that meet the grant definition of telemedicine, i.e. via telecommunications between remote sites, not within one facility.
  • Polycom plays a big role in these grants. Just about everything that Polycom manufacturers, videoconferencing, audio conferencing and infrastructure, can be included in a RUS DLT grant, as long as it supports projects that meet the eligible definitions of distance learning and telemedicine.
  • Grant applications must demonstrate matching contributions, in cash or in kind (new, non-depreciated items), of at least 15% of the total amount of financial assistance requested. Matching contributions must be used for eligible purposes of DLT grant assistance. To be competitive, a higher match is desirable and increases the applicant’s score. There is a preference for cash matches in this program. In-kind contributions, while allowed, are very strictly scrutinized, which effectively discourages their use. As a practical matter, the USDA feels that there is no compelling reason for an applicant to propose and in-kind match. Any in-kind items will generally be obtained by the applicant with cash after the application is submitted. In other words, when the applicant proposes and in-kind match, it is in effect committing cash with which the proposed in-kind item will be purchased at some point after the application deadline. The biggest danger of in-kind match, is that if you propose an item that is ruled ineligible, then your match contribution for that item will be removed as well. The USDA feels that match serves as an indicator of the applicant’s commitment to the project, and the project’s sustainability over time.
  • Each year applicants request funding for such things as wireless transmission systems or include costs for Internet Access or other types of “connectivity”. DLT Grants fund equipment that operates via telecommunications, but it does not fund the telecommunications itself, either through the transmission equipment or purchased connectivity. These are not eligible purposes for grant or match.
  • Grant and match can only be expended for the costs associated with the original capital assets associated with the project (i.e. first-time)Acquiring instructional programming that is a capital asset (includes the purchase or lease of instructional programming already on the market).Technical assistance and instruction for using eligible equipment (TA&I), including any related software; developing instructional programming (including development and modification of an existing instructional programming package); and providing engineering or environmental studies relating to the establishment or expansion of the phase of the project to be financed with the grant.
  • Acquiring, installing or construction telecomm transmission facilities is not eligible. So, anything that would be owned via ISP or telecommunications provider, but you’re just paying for as a service to transmit the data, that is not part of this grant. There are other grants that can help you with that, but this grant is for equipment that resides on site.Anything that is a recurring expense, such as your telecommunications bandwidth, electric service, rent, tuition, etc., are not capital expenses, and not eligible.And for telemedicine, there are a lot of medical devices that are used in a hospital or clinical setting, but they are not specifically connected to the circuit. For example, you are using videoconferencing to do a remote exam, but you just have a plain stethoscope that is not connected to the site – it wouldn’t be eligible. Just because it’s in the clinic where you are providing telemedicine or distance learning, does not mean it can be used in the grant.
  • Equipment that will be owned by the exchange carrier or telecommunication service provider is also ineligible. You can’t actually pay for your ongoing expenses and rent your network infrastructure, it has to be something that you would own.
  • In order to have equipment fully funded by the grant, you must demonstrate that its predominant purpose is for distance learning or telemedicine. In this case, 50% or more of the use of the equipment must be for distance learning or telemedicine. For example, you may have a laptop with a camera that is in a learning lab. You may use this a lot for distance learning. But if the primary use of the laptop is for research on the web that is not distance learning related, you must apportion the amount of time that is used for distance learning (25%, 30%, etc.)
  • Note: Although the eight categories appear to add up to a maximum score of 235, the max score that can be earned is 220. This is because the Additional NSLP points are available only to applicants who score 15 or fewer of the 35 points possible under the NSLP category.
  • On additional NSLP, there is a way to get additional NSLP points. If you score below 50%, and you can demonstrate that the NSLP is not an accurate reflection of poverty in the area, you can write a section in the grant and try to get more points.Rule of thumb:  rurality + poverty + match = 95 or higher    then  you are in great position to win your grant
  • All projects applying for DLT must meet a minimum rurality threshold to ensure that the benefits of the project flow to rural residents. Each applicant must use the prescribed formula to calculate its rurality score. The rurality score is the average of all end-user sites’ rurality score.
  • There are three types of fixed-sites that you may to describe.First, there are hub sites. A pure hub receives no benefit of any kind from the project. It is either and electronic connection point, or it is exclusively a source of distance learning or telemedicine. For example, if you are a network site where you don’t receive actual distance learning or telemedicine benefit, you can be included in the grant, and not have your rurality and economic need (NSLP) included in the scoring calculation. Because all you are doing is providing telecommunications service to the rural areas. Most DLT projects are hub/end-user sites, and are considered the same as end-user for scoring purposes. For example, in a hospital system, you may have a local clinic in an urban area, but that urban clinic also serves as a hub for the grant on a technical basis. If there are patients being seen at that urban hub, or if there are students receiving distance learning at that site, that site would be considered a hub/end user site, and it would go into the calculations, and would bring down the rurality score somewhat, depending on how many sites are in the overall grant.If a hub/end user site, it can be an urban or rural site. If purely and end-user site, it can ONLY BE RURAL. All end user sites must be rural.
  • This is an example on the screen of how you would calculate each site’s score. For rurality, each site is scored separately, and given a score of 45, 30, 15 or 0 points depending on the population of that site. You will use the 2000 Census data to conduct this scoring. The 2010 Census data is only partially available, so the program is using 2000 Census data. A site is considered exceptionally rural if its population is under 5,000. It’s considered and urban cluster or a rural area if the population is between 5,000 and 10,000 and that site would score 30 points. If the site’s population is between 10,000 and 20,000, it is considered to be a mid-rural area and would receive a score of 15 points. An urban area with over 20,000 in population would get no points.All projects applying for DLT must meet a minimum rurality threshold to ensure that the benefits of the project flow to rural residents. Each applicant must use the prescribed formula to calculate its rurality score. The rurality score is the average of all end-user sites’ rurality score. We use the following definitions as determined by the 2000 US Census to evaluate Rurality. 1. EXCEPTIONALLY RURAL AREA – 5,000 and under. Any area of the United States not included within the boundary as defined by the US Census of an Urbanized Area (UA) or of an Urban Cluster (UC) having a population in excess of 5,000 inhabitants. This includes areas within the boundary of urban clusters of 5000 and under as well as areas that are outside of any Urbanized Area or Urban Cluster. 2. RURAL AREA – 5,001-10,000. Any area of the United States included within the within the boundary as defined by the US Census of an Urban Cluster having a population over 5,000 but not in excess of 10,000 inhabitants. 3. MID-RURAL AREA – 10,001-20,000. Any area of the United States included within the boundary as defined by the US Census of an Urban Cluster having a population over 10,000 and not in excess of 20,000 inhabitants. 4. URBAN AREA - Over 20,000. Any area of the United States included within the boundary of an Urbanized Area or within the boundary of an Urban Cluster in excess of 20,000 inhabitants. Remember that the DLT program is intended to benefit rural areas (20,000 or less). The Agency reserves the right to evaluate the benefit that flows to urban areas and reduce grant and match funds budgeted for the benefit of urban end-users when that benefit is not necessary to benefit rural end-users or incidental to the benefit to rural end-users.
  • Take all the sites you propose, score each site separately, and then average the sum of the rurality points. A score of 21, as in this example, won’t be the most competitive. Ultimately, you want to include mostly rural sites that will receive 45 points in order to bump up your rurality score. Remember, the minimum rurality score to be considered is 20, and you should target well above that to be competitive.
  • There is an example of site scoring in pages 49-66 of the RFP guidelines. If the RUS DLT program is new to you, and/or you are not comfortable with how to do the scoring for rurality, Polycom’s program can assist you in performing your site scoring very quickly.Fixed sites are the more traditional sites described in the application. Non-fixed sites, such as service territories may also be described. To be eligible, non-fixed site must have an officially defined territory that can be unambiguously represented on a map. If you cannot unambiguously identify a site location with one of the resources already mentioned, provide the latitude and longitude of the site location and explain any ambiguities. Latitude and Longitude can be obtained by GPS devices and mapping software, as well as many public sources such as regional planning departments/commissions.If the only address you provide is a PO Box, Star Route, Rural Route or other address not locatable on a map, then you have NOT provided a verifiable site location.
  • The NSLP score is an indicator of economic need for the RUS DLT program. Again, as with your rurality scoring, you will score all of your sites individually.For example, if you have an elementary school, you will look up the NSLP numbers for that school campus. If you are putting a system in a non-school site, you will take the NSLP of the actual school district.The NSLP scores are not weighted by population at all. You just take the site designation and score it, and then each sites NSLP % is averaged with the other sites to produce a single NSLP score.Don’t’ forget that the NSLP score is no longer rounded.
  • A lot of times it is difficult to find those NSLP scores for a school district or a location. One of the best places you can find this information is on each state’s Department of Education website. They are often hidden in obscure places, so you may have to dig a little on each site. If you cannot find the data you need, you can always call the state nutrition coordinator, and they should be able to point you in the right direction, or already have the data and can send to you.
  • This is the only criterion that you have COMPLETE control over in that you determine how much match you will contribute towards the project. If you provide between 15% and 30% match, you get no points. Anything over 30% match, you get points for. The most competitive proposals have in the past provided a 100% or 1:1 match to get the maximum points of 35. As you can see, the more match you can provide, the more competitive you will be. If you have very rural sites, you can back off a bit from the match requirement and still be very competitive. One of the things that we do in our program at Polycom’s Grant Assistance Program is to help you determine what level of match you really need to be competitive. With budgets and economic conditions in a less than ideal state, match is increasingly hard to come by for many organizations. So we at Polycom want to help you determine what level of contribution your organization will need to make in order to stay competitive. You want to provide enough match to be competitive, but not give more than you actually need to.Minimum required match is 15%.Increasing levels of match will increase the objective scores and make your application more competitive.Increased match can make up for lower poverty and rurality scores.
  • An applicant will receive a different score based on the level of matching funds provided. See table.If you request $100,000 from the USDA, to achieve a 15% match, you would need to provide $15,000 in match funds. The total amount of the grant + match would be $115,000. If you ask the USDA for $100,000, and you provide $45,000 in matching funds, the total project size is $1450.000 and your match percentage is 45%, netting you points earned of 15.Now, let’s go on up to the example of 1:1 match. If you ask for $100,000, and you want to provide $105,000 in match funds, the total project size would be $205,000, and match as a percent of grant funds would be 105%. This would net you a points earned of 35, the maximum score for leveraging.
  • If any site is located in a current USDA Rural Empowerment Zone, the application may be eligible for points in this category. The maximum points available in this category is 10 points.
  • The next thing I want to talk with you about is what we call at Polycom being “grant-ready”. We know going into the RUS DLT grant competition, that there are certain components to the grant that you should be ready to discuss and substantiate. Being grant ready means that you have the capacity and capability to apply for the grant, and to implement any project approved under the grant program. Some of the components of being grant ready for DLT are listed here.For example, you need a good description of your telecommunications system, as it exists now, and as it would be should you be awarded grant funding. You have to know where the facilities are in which you plan to place technology, and the type of equipment you want to place at each site. This is KEY to this grant because this is a very site-based and equipment-based grant opportunity. You also have to describe the participating sites, or if it is a non-fixed site or service territory, you have to know exactly what that is and how it is defined legally. As a tip, set a deadline for establishing your sites, and once that deadline has past, do not change your sites. What ends up happening is that you’ve already started writing the narrative, and you risk having your narrative not match to your sites and our application could be kicked out as unfundable. What we recommend that you do at Polycom is to define the sites and set a date after which you cannot change them.You also want to make sure you have specific descriptions of the types of distance learning and/or telemedicine services that will be provide at each site. Are you going to do professional development? Nursing education? Dual credit courses? Screening and diagnostic services through telemedicine? You also have to show how your project is addressing community needs. This is not meant to be reflective of economic need – the program staff will evaluate economic need through the NSLP score. Community need should show that you have engaged stakeholders in your community, have determined their service needs, and you have designed a project around those needs. How will your project benefit the rural residents served? You should also be able to show the number of people that will be impacted – this speaks to cost-effectiveness of the proposal and shows large-scale impact. You must also show financial sustainability. If you have partners that will be providing match to your project, you must show that the match has been committed through a letter of commitment, MOU or some other formal document. If you can show project innovativeness, it will allow you to score additional points in the subjective category. Are you using new technology in a particular area that is innovative? Are you designing programs that are innovative in their implementation and can be replicated?
  • Now, I’m going to take you through a quick checklist of things that you will want to make sure you work through as you proceed through the application process. You are required to obtain and submit with your application a letter for support from your State USDA Coordinator for Rural Development. So, contact them right away!!You must provide proof of your legal eligibility to apply. For example, a certificate from your Secretary of State indicating that you are legally incorporated as a corporation, and are in good standing would be an example. This establishes your ability to contract with the Federal Government should you receive a grant award.You will also want to get letters from all of your member participating sites that are hub sites, hub/end user sties, and end-user sites. This is the most time-consuming part of the application, so you need to get started right away!! Especially with spring break just around the corner!You will also want to determine what we call your “base score” early on in the process. Because there are objective scoring criteria, you can know your scores on that section very early in the process because it is a simple means of calculation. You will know early on whether you will be competitive based on your rurality, NSLP scores and match, and you can determine if you want to proceed, or adjust your application to improve your score. Polycom advises that an objective score somewhere between 90 and 105 will be very competitive. Even if you don’t hit 90, if you are close, it may be worthwhile to proceed if you have a compelling story and can make your case in the subjective section of the application.
  • Look at demographics – i.e. how many students you will serve at each site; how many patients you will serve at each site.
  • You will also have to certify that you are not located in a flood plain. If you are, there are some waivers that you can obtain.You just want to make sure you cover all of your bases if you are located in a flood plain so that you will not be disallowed from the grant.
  • The telecommunications system proposed, must serve your project! IF you don’t have bandwidth at your sites, it’s going to be hard to include them in the grant proposal because they may not be able to connect. Detail whether it is a public or private telecommunications system. Do you own it? Or, do you lease your equipment form somewhere else? When we talk about diagrams, it doesn’t need to be a highly engineered diagram, but you also don’t want it to look like a cartoon! You want to include a diagram that anyone could read and understand. Remember, you may get a reviewer who is not an engineer, so the lay person needs to be able to read and understand it!Getting cost estimates for equipment can be time consuming, so you will need to begin gathering that information as soon as possible. Consult with your carrier. For example, do you have the amount of bandwidth that is necessary to implement your proposed project? If not, you are either going to have to make some changes to your provisioning, or you may change your equipment, etc.
  • What features about the equipment led you to choose one solution over the other????Is your technology compatible? So if you are going to connect school to school, or to outside providers, to specialists off of your network, etc., will you be able to do that. Need to show that you’ve done your research and evaluated those scenarios, etc. Show how your plan connects to the future? Do you have plans to expand your project moving forward? How will you sustain the project beyond the term of the grant?
  • Don’t write the executive summary until AFTER you have written the majority of your grant.You want your executive summary to be compelling and capture the interest of the reviewer.
  • For example, if you put an exam camera in your budget, but you don’t cross reference it in your telecomm plan and scope or work, the reviewers don’t really know whether than exam camera is something that stands alone and is not telemedicine, or will be used to deliver telemedicine as defined in the RFP.
  • The reviewers want you to describe a complete project. If there are other funds you are spending that are not eligible for the grant, you still want to list them as other funds. They want to see a holistic view of the project. Show all things you will be purchasing to make the project work.
  • Videoconferencing and the RUS DLT program are not new – they’ve been around a while The program reviewers have seen a lot of applications, and so you need to be very clear about what may be innovative about your project. You have to substantiate that the project is innovative for your end user sites, etc. You are addressing a problem in your geographic area in a way that is new and innovative to your area.
  • Polycom is the global leader in standards-based unified communications. We’re putting the “unified” in “unified communications.” The key is our absolute commitment to open standards-based interoperability. Our open approach leaves customers free to choose the communications solutions they use, not a vendor who locks you in with proprietary technology. And you have the assurance that the solutions will:Seamlessly interoperate within your normal communications workflows – email, IM, business networking, etc. – so that all you need to do is touch to connect and collaborateBe backward-compatible with legacy investments and forward-compatible with new, emerging systems…Be protocol-agnostic and able to traverse signaling and media protocols such as H.263, H.264, H.264 High Profile, SIP, SVC, VP8, TIP from Cisco, and RTV from Microsoft Corp… so that you get HD visual quality regardless of the networks involvedAnddeliver the essential system scalability, reliability, security, and lifelike visual quality that define HD video collaboration experiences … and that define an enterprise-class system.
  • This project was funded through the RUS DLT grant program with assistance by the Polycom Grant Assistance Program.
  • This project was funded through the RUS DLT grant program with assistance by the Polycom Grant Assistance Program.
  • This project was funded through the RUS DLT grant program with assistance by the Polycom Grant Assistance Program.
  • Polycom is the global leader in standards-based unified communications. We’re putting the “unified” in “unified communications.” The key is our absolute commitment to open standards-based interoperability. Our open approach leaves customers free to choose the communications solutions they use, not a vendor who locks you in with proprietary technology. And you have the assurance that the solutions will:Seamlessly interoperate within your normal communications workflows – email, IM, business networking, etc. – so that all you need to do is touch to connect and collaborateBe backward-compatible with legacy investments and forward-compatible with new, emerging systems…Be protocol-agnostic and able to traverse signaling and media protocols such as H.263, H.264, H.264 High Profile, SIP, SVC, VP8, TIP from Cisco, and RTV from Microsoft Corp… so that you get HD visual quality regardless of the networks involvedAnddeliver the essential system scalability, reliability, security, and lifelike visual quality that define HD video collaboration experiences … and that define an enterprise-class system.
  • We work within your agency regulations, and provide as much, or as little assistance, as you need! Just tell us!
  • I’d like to thank you for your attention. Now, does anyone have any questions, or points that you didn’t understand?

Transcript

  • 1. USDA Rural Utilities Service Distance Learning and Telemedicine Grant (RUS DLT) Elizabeth G. Burton, National Director Polycom Grant & E-rate Assistance Programs
  • 2. 2Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 RUS DLT Program Overview
  • 3. 3Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Distance Learning and Telemedicine Grant (RUS DLT)  CFDA Number: 93.359  Purpose To support projects in highly rural and economically disadvantaged locations To develop and expand distance learning and telemedicine capacity through the acquisition of equipment, instructional programming and technical assistance for using eligible equipment  Anticipated Grant Application Deadline Between February and May 2012  Program was established in 1993 to assist communities with rural development. Relatively stable funding every year ($25-35 million) 2012 funding not set but anticipated at same level as 2011
  • 4. 4Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Reminders from 2011 Application Cycle  Must ID the grant writer and the relationship to the applicant  Vendors may assist in application preparation, but customers must provide multiple quotes and are free to choose the best vendor for their projects. No quid pro quo agreements are recognized by USDA  USDA will only contact the person designated in the application as the point of contact by fax or mail; will not send email  Site identification – requires marking of maps  Disclosure of previous awards since 2009, and relationship to existing project
  • 5. 5Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Reminders from 2011 Application Cycle  Instructional programming – must be a first-time capital expense  No urban end-users allowed  Internet based systems have no geographic definition and are not eligible  Consortia not yet legally organized may apply, with conditions Must apply under legal authority of main applicant Commit to legal organization after award
  • 6. 6Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Reminders from 2011 Application Cycle  NSLP data is no longer rounded  In kind match statutorily allowed but practically, is not; and must be integral to the project  Empowerment zones were reauthorized to end of 2011 – eligible for 10 extra points; may not be available for 2012  Correct DUNS number required  Must register with the Central Contractor Registry
  • 7. 7Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Eligibility Requirements  Must currently deliver or propose to deliver distance learning or telemedicine services for the term of the grant  Must be legally organized as an incorporated organization or partnership; an Indian tribe or tribal organization; a consortium; or other legal entity, including a private corporation organized on a for- profit or not-for-profit basis Examples of eligible organizations include LEAs, education service centers, hospitals, higher education institutions, workforce investment boards, tribal organizations, education and training providers, healthcare providers, and faith based community organizations.  Must operate a rural facility or deliver distance learning or telemedicine services to entities that operate a rural community facility or to residents of rural areas at rates calculated to ensure that the benefit of the financial assistance passes through to such entities or to residents of rural area
  • 8. 8Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 RUS DLT Definitions  Definition of Distance Learning Distance learning implies a curriculum with measurable results delivered via telecommunications and stresses the connection of students and teachers at remote sites  Definition of Telemedicine Telemedicine implies the delivery of medicine from medical professionals at one site to patients and their medical professionals at other sites via telecommunications
  • 9. 9Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 RUS DLT Definitions From Gary Allan, Chief Universal Services Branch, Telecommunications Program, Rural Utilities Service “DLT grants are not just a way to obtain educational technology or medical equipment. The focus of any proposal must be on the unique capabilities of telecommunications to connect rural areas to each other and to the world, thus overcoming the effects of remoteness and low population density.”
  • 10. 10Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 How Does Polycom Work With RUS DLT?  The RUS DLT grant program can be used to pay for equipment, including voice, video and data networks, and endpoints
  • 11. 11Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 100% Grant Program  Annual Competitive Process  Grant awards range from a minimum of $50,000 to a maximum of $500,000  Matching funds of 15% is required Additional matching funds recommended in order to be competitive Matching funds may be cash or in kind (there is an almost exclusive preference for cash)
  • 12. 12Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Project and Budget Eligibility  Grant and match purposes are identical If an item isn’t eligible for the grant, it cannot be credited as match  Obtain grant and match items from 3rd party All items must be obtained from an organization other than the applicant or other entities participating in the applicant’s DLT project as hubs, hub/end users, or end-users  Funds equipment, not telecommunications Program is focused on providing equipment that operates via telecommunications. While the equipment is eligible, it does not fund the telecommunications that connects the equipment.
  • 13. 13Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Eligible Purposes for Grant or Match  Acquisition of equipment Computer hardware and software Audio and video equipment, including interactive video Computer network components Terminal and data terminal equipment Inside wiring OEM and authorized warranties up to 3 years on eligible equipment Other facilities that further DLT services  Instructional programming (not tuition or expenses)  Acquisition of technical assistance and instruction for using eligible equipment (costs cannot exceed 10% of the grant amount requested or 10% of eligible matching funds)
  • 14. 14Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Ineligible Purposes for Grant or Match  Salaries, wages, or employee benefits to medical or educational personnel  Salaries of administrative expenses of the applicant of the project including overhead costs  Acquiring, installing, or constructing telecommunications transmission facilities  Recurring or operating project expenses or costs such as fees for telecommunications, Internet, electric service, rent or tuition  Medical equipment not having telemedicine as its essential function
  • 15. 15Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Ineligible Purposes for Grant or Match  Purchasing equipment that will be owned by a local exchange carrier or another telecommunications service provider unless that service provider is the applicant  Duplicating facilities already in place  Reimbursing your organization or others for costs incurred prior to the date the application was received by USDA  DLT application preparation costs  Projects that only provide links between people located at the same physical facility
  • 16. 16Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Ineligible Purposes for Grant or Match  Site development including destruction or alteration of buildings (building an addition, knocking out walls, replacing electric service)  Purchasing land or buildings or for building construction  Projects located in areas covered by the Coastal Barrier Resources Act
  • 17. 17Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 More on Eligible/Ineligible Purposes  The applicant must demonstrate that the predominant purpose (50% or more of use) of every line-item in the grant and match budget meets the DLT Grant definition of distance learning and/or telemedicine, and that none of the use is for ineligible purposes.  Equipment that is used less than 50% for distance learning or telemedicine must be apportioned, and the balance of funds moved to “other funds”.
  • 18. 18Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Competitive Scoring Criteria  All applications are scored in objective and subjective categories Objective criteria or generally straightforward indicators Subjective criteria are more comparative in the sense that the content of one application is compared to other applications receive that year  A maximum score of 220 points can be earned *Keep in mind that scoring criteria and total points possible may change for 2012
  • 19. 19Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Competitive Scoring Criteria *Scoring Criteria are from the 2011 guidelines and could change when the 2012 RFP is released.
  • 20. 20Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Competitive Scoring Criteria *Scoring Criteria are from the 2011 guidelines and could change when the 2012 RFP is released.
  • 21. 21Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Objective Scoring for Rurality  Rurality describes how rural the project’s service area is  Scored on average population and the census’ rural/urban designation  Overall project must score at least 20 points in rurality to be considered a qualified application
  • 22. 22Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 3 Types of Fixed Sites  Hub - A source of benefits. No benefits from the proposed DLT project flow to a pure hub. As a consequence, Hubs are not included in the Rurality and NSLP scoring calculation. However, the applicant should submit population and school lunch program data for these sites so that the scores can be reevaluated in the event the Agency determines that a site shown by the applicant as a hub is actually a hub/end user.  Hub/End-User - A source of benefits that flow to other sites but a site that also receives distance learning or telemedicine benefits from other sites or from facilities placed at that site. For scoring purposes, Hub/end-users and end-users are identical.  End-User - A receiver of distance learning or telemedicine benefits.
  • 23. 23Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Objective Scoring for Rurality Criterion Character Population DLT Points Exceptionally Rural Area Area not within an Urbanized Area or Urban Cluster <5,000 45 Rural Area Area in an Urban Cluster >5,000 and <10,000 30 Mid-Rural Area Area in an Urban Cluster >10,000 and <20,000 15 Urban Area Area in an Urbanized Area or Urban Cluster >20,000 0
  • 24. 24Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Objective Scoring for Rurality - Example Site Name /Location Site Type Census Designation Census Population Rurality Points Springfield Hospital (Springfield Urbanized Area) Hub / End User Urbanized Area 56,403 0 Faryer Clinic (Faryer Urban Cluster) Hub / End User Urban Cluster 27,298 0 Fall City Medical Center (Beechwood Urban Cluster) Hub / End User Urban Cluster 12,398 15 Middleburg Medical Center (Middleburg Urban Cluster) End User Urban Cluster 2,790 45 Strinic Clinic (Windswept Crossroads) End User Census Rural <2,500 45 Applicant’s Estimated Rurality Score (Sum of Rurality Points ÷ # of End-User Sites) 21
  • 25. 25Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Example of Site Scoring  Click HERE (American Factfinder)  Full instructions on PP. 49-66 of the guidelines Site worksheets are provide for both fixed and non-fixed sites Include every site that will be involved in the project regardless of whether grant or match funds will be expended at that site, or whether the sties are included in your estimated scores. Use these set of sites consistently throughout the application.  Strongly suggest that applicants DO NOT combine fixed sites and non- fixed sites into the application Application will be scored by program staff for both, and the lowest score will be used  2010 Census data on rurality not complete – use 2000 census  May need to support site information with a satellite map (Google, Mapquest)  Mark, by hand, or electronically (e.g. new FactFinder tool) the exact location of each site on the map!
  • 26. 26Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Objective Scoring for NSLP NSLP Percentage Points NSLP < 25% 0 25% < NSLP < 50% 15 50% < NSLP < 75% 25 75% < NSLP 35 • Poverty/NSLP scores are NOT weighted by population • Each site’s PERCENTAGE is averaged with the other sites, to produce a single average NSLP • Don’t forget! You do not round the NSLP score
  • 27. 27Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Where to find NSLP Scores?  Best bet: the Department of Education site for the state in which your customer resides.  Often hidden in an obscure place. (New York) Child Nutrition Knowledge Center – NYSED.gov http://portal.nysed.gov/pls/cn_port/mel3_pkg.elig_enroll_query  Sometimes available monthly, or in a downloadable spreadsheet, and in an obvious place.  As a last resort, call the School Nutrition state coordinator for instructions, or for the latest data.  Example: Texas Is administered by the Dept of Agriculture now http://www.squaremeals.org/Programs/NationalSchoolLunchProgr am.aspx
  • 28. 28Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Objective Scoring for Matching Funds Percentage of Eligible Match Compared to Grant Request Points 15% < Match % < 30% 0 30% < Match % < 50% 15 50% < Match % < 75% 25 75% < Match % < 100% 30 Match > 100% 35
  • 29. 29Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Objective Scoring for Matching Funds - Example Grant Requested Matching Funds % of Grant Funds Points Scored Applicant #1 $100,000 $15,000 15% 0 Applicant #2 $100,000 $45,000 45% 15 Applicant #3 $100,000 $60,000 60% 25 Applicant #4 $100,000 $80,000 80% 30 Applicant #5 $100,000 $105,000 105% 35
  • 30. 30Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 More on Matching Funds  According to the RUS DLT program officer: “For applications from eligible applicants, an error (or several) in choosing and/or documenting and eligible match is the most common reason that their application is found ineligible for grant funding consideration”.  Proposed match must be documented in form and substance satisfactory to the USDA Documentation must be specific as to the amount and purpose, and tied to the TSP and Budget  Matching funds must be committed as of the application deadline. Conditional matches are not credited.  In-kind contributions for non-eligible purposes cannot be credited as match. However, they can be shown in the Needs & Benefits section as evidence of community support.
  • 31. 31Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Objective Scoring for Empowerment Zone Communities At Least 1 End-User Site Located in a USDA: Application Will Receive: Empowerment Zone 10 points To receive the extra 10 points for an Empowerment Zone, only ONE site has to be located in the Empowerment Zone. NOTE: EZ Community could be eliminated for 2012. Program has not been reauthorized as of this date.
  • 32. 32Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Average RUS DLT Scores 2011 Objective Scoring Subjective Scoring Rurality NSLP Leverage EZ Additional NSLP Needs & Benefits Innovation Cost Total 2011 Possible Score 45 35 35 10 10 45 15 35 220 2011 Average Score 40.4 23.4 20.43 0.08 3.6 30.6 7.2 23 146.7 2010 Objective Scoring Subjective Scoring Rurality NSLP Leverage CC Additional NSLP Needs & Benefits Innovation Cost Total 2010 Possible Score 45 35 35 5 10 45 15 35 215 2010 Average Score 40.1 22.4 19.1 0.3 0.9 31.9 8 23.4 145
  • 33. 33Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Being “Grant Ready” for RUS DLT Description of the telecommunications system to be developed, including types of equipment, technologies and facilities proposed Description of participating sites (hubs, hub/end-user) or service territory (for non-fixed site projects) and the number of rural residents who will be served at each hub/end-user or end-user site. Site information and service territory must be consistent throughout the entire application!! Description of types of distance learning or telemedicine services proposed and whether offered via a fixed-site project or to a service territory where sites vary over time Explanation of how project will address community needs and benefits rural residents; include information on cost-effectiveness of the project Proof of project financial sustainability; funding commitments from all sources Description of project innovativeness
  • 34. 34Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Application Checklist - First Steps  Request Letter of support from state USDA Coordinator If project covers multiple states, obtain a letter from each state’s coordinator  Eligibility –Certificate from Secretary State or state statute/law establishing organization; Not just articles of incorporation, bylaws, board resolution, excerpt state statute or attorney opinion.  Request Letters of support from Hubs, End-User sites and others. This is the most time consuming piece of the application.  Determine “Base Score” before deciding to proceed. 90 -105 is goal  Next steps…Document Collection
  • 35. 35Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Documents  Letter from the State Director for Rural Development supporting your project, and any administrators that must sign off on you project  Requirement to consult with the State Director for Rural Development to inquire about sources of funding at the state or local  Request documentation regarding state of the project and/or recommendations regarding project approval.  Provide contact information  Connect to requirements (consult with ISP, telecom service providers)  Document your objective scoring (rurality, NSLP, match, EZ)  Review demographics  Address relevant documents and plans that you have developed in house (strategic or telecom plans)  Attach the Executive Summary and budget  Copy Councils of Government and USDA Service Centers www.rurdev.usda.gov/recd_map.html
  • 36. 36Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Flood Hazard Area  Confirm the 100-year flood plain with city, state or insurance providers http://www.fema.gov/fhm/hm_main.shtm#4  If construction is required, environmental impact form must be completed, which takes time and expense
  • 37. 37Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Telecommunications System Plan (TSP)  Scaled to the scope of the project. If a new infrastructure is proposed, this is complex. If project is primarily within buildings, then it is fairly simple.  Public or private?  Diagram if appropriate-You will want to include diagram!  Cost estimates for operating and maintaining the equipment. This needs to be realistic and complete. How will you sustain/upgrade equipment?  Consultation with carriers –remember the purpose of RUS, to address underserved rural communities.
  • 38. 38Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Technology Considerations  Identify alternatives that were considered and rejected, with rationale. Research on what works and why. Consult similar funded projects or organizations in the area. Consulted with various vendors.  Consider off the shelf or subscription services.  Is the capacity sufficient?  Is the technology compatible?  What are future plans and how might they involve your project?  Seek a letter supporting the fact the technology is compatible and sufficient.
  • 39. 39Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Executive Summary You have to create your own story. This is the subjective component of the application. Introduce needs here. There are no buzz words or formulas. USDA emphasizes the subjective nature of the criteria – you must CONVINCE them to fund your project! Reference research and data, but focus on benefits to the underserved, rural constituents. Restate financial need. Project Cost –This is a place to show “total” cost, including unallowed costs. Be very explicit about the distinction. Consider using separate columns, different color ink, etc.
  • 40. 40Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Project Information  Telecommunications System Plan and Scope of Work – this is read by engineers and program staff  Address all levels of technical knowledge in the description  Detailed listing of purchases, leases and components. Use care in selecting categories  You must cross reference ALL equipment to the budget, and show that it is used for distance learning or telemedicine
  • 41. 41Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 D-3 Financial Information Another chance to address ineligible, but related costs. Focus on collaboration, mutually beneficial partnerships, and ultimate gain to end users. Sustainability is related to perceived value of the benefit.
  • 42. 42Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Community Need  Define the Community. Realize the reader probably knows NOTHING about the area or the community.  Needs. Think of rural sustainability; economic growth, job development, housing, workforce development, healthcare, emergency services, etc. Substantiate with data. Needs assessments Surveys Focus groups  Tie to state and regional plans and reports. Reference the state Rural Development plan.  Plan for services. Link directly to needs.  Benefits derived. Be very specific and measurable. Think of a state representative’s sound bite.
  • 43. 43Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Innovation  Innovativeness is relative to the area, the population, the organization.  Focus on doing things in new ways for the civic environment.  Find comparative references – new in urban areas, innovative in rural
  • 44. 44Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Format  Follow the guidelines EXACTLY. If something does not apply, state this.  Answer every single question in the application. Be careful in that some questions contain many questions within  Use the format samples provided by RUS in the Application Kit.  Use Table of Contents Dividers, such as Avery Ready Index R1213AZ and three-ring binder  Polycom recommends paper submission because of the numerous forms required Grants.gov puts into a folder in no order Crashes a lot Forces USDA staff to print out everything you send
  • 45. 45Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 USDA Contact Information http://www.rurdev.usda.gov/UTP_DLT.html USDA Rural Development Utilities Programs U.S. Department of Agriculture 1400 Independence Ave., S.W., Room 2845 Mail STOP 1550 Washington, D.C. 20250-1550 Phone: 202.720.0413 Fax: 202.720.1051 dltinfo@wdc.usda.gov
  • 46. 46Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Online Resources for RUS DLT  RUS Staff including Advanced Service Division and General Field Representatives www.usda.gov/rus  USDA Rural Development State Directors www.rurdev.usda.gov/recd_map.html www.rurdev.usda.gov/StateOfficeAddresses.html  Empowerment Zone Resources http://www.hud.gov/offices/cpd/economicdevelopment/programs/rc/index.cfm  ARC Resources www.arc.gov  State Single Points of Contact http://www.thecre.com/fedlaw/legal16/ispocs.htm  Grants.gov Information www.grants.gov  Get a DUNs Number http://fedgov.dnb.com/webform  Central Contractor Registration www.ccr.gov  Census 2000 Numbers www.factfinder.census.gov/home/saff/main.html?_lang=en
  • 47. 47Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 RUS DLT Project Examples
  • 48. 48Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Example of Project Funded through RUS DLT  Name of Applicant: USD 628 South Central Kansas Education Service Center  Amount of Award: Two awards at $500,000 each  Project Description Project 1: RUS DLT will fund project equipment to support a distance learning consortium of thirteen K-12 schools and community colleges in an eight-county area. Connecting to the statewide Kan-Ed network, the new equipment will enable students, teachers and other residents to access courses and other resources for education and training. Project 2: RUS DLT will fund interactive videoconferencing equipment for a consortium representing twenty-one elementary, middle and high schools in fourteen rural communities. Connecting to the Kan-Ed network, the new equipment will enable students, teachers and other residents to access courses and other resources for education and skills training.
  • 49. 49Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Example of Project Funded through RUS DLT  Name of Applicant: Copper River School District (AK)  Amount of Award: $211,555  Project Description RUS DLT will fund a videoconferencing system connecting to 6 schools and a child advocacy center, encompassing 23,000 square miles of extremely rural and isolated territory. In addition to shared classes, content creation and professional development, counseling and outreach services will be extended to these communities to assist children who are in abusive situations.
  • 50. 50Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Example of Project Funded through RUS DLT  Name of Applicant: Central Valley Health Network (CA)  Amount of Award: $74,500  Project Description RUS DLT funding will be used by the CVHN to expand videoconferencing linkages between the hub and end-user sites in rural California. The system will use interactive connections to each site enabling clinicians and personnel to be connected to live training sessions. Through the use of interactive technology, continuing education will also be provided to the clinics’ staff and integrated into the educational system that will provide increased awareness of current medical issues and linkages to community resources.
  • 51. 51Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Polycom Grant Assistance Program Polycom Grant Assistance Program has provided the Pinal County ITv Consortium and Pinal County schools with invaluable assistance in obtaining grants for videoconferencing equipment. Without the assistance of this program, our small rural schools would be unable to provide students the extended educational opportunities they currently receive.” - Jill Dingman, Director Pinal County ITv Consortium
  • 52. 52Get a Plan. Get a Grant. Get Connected. │ December 7, 2011  The mission of the Polycom Grant Assistance Program is to assist public, private and nonprofit organizations in every aspect of proposal preparation, funding selection and application for telecommunications solutions. PGAP Mission "The Polycom grant program provides assistance for organizations seeking grant based funding. With their extensive experience in realm, they have a complete portfolio and understanding of grants, how they apply to your specific needs, and can offer guidance on how to optimize chances for success. In such a complex and ever changing environment, Polycom's guidance is extremely valuable.“ - Dr. Andrew Watson, Vice President of ICSD with University of Pittsburgh Medical Center and Medical Director of the Center for Connected Medicine
  • 53. 53Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 The Grant Team Jeff Barlow Stephanie Steffen Ron Graves Andrew Knox Elizabeth Burton Laura Lundahl
  • 54. 54Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 WA OR MT ID WY UT CO NV CA AZ NM TX OK LA AR KS NE MO ND SD MN IA WI IL IN MI MS AL GA FL SC NC TN KY OH WV VA PA NY MEVT NH MA RI CT HAWAII ALASKA PGAP – POLYCOM GRANT ASSISTANCE PROGRAM Elizabeth Burton – National Director Area Grant Managers + Laura Lundahl: AK,WA,OR,ID,MT,WY,CA,NV,HI +Guam & Marianna Islands Andrew Knox: UT,AZ,CO,NM,TX,OK,AR,LA Ron Graves: ND,SD,NE,MN,IA,WI,MI,IN,OH Stephanie Steffen: ME,NH,VT,MA,RI,CT,NY,PA,NJ,DE,MD, DC,WV,VA,NC,SC,GA + Jeff Barlow: KS,MO,IL,KY,TN,MS,AL,FL +Puerto Rico & US Virgin Islands NJ DE MD DC
  • 55. 55Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 PGAP Competitive Advantage PGAP Competitive Advantage Grant & Industry Experts – Former Grant Peer Reviewers and Administrators  Polycom 7-Step Grant Assistance ProcessTM  Grant Ready Assessment and Navigational Tool (GRANT)  Proven and Successful Grant Writers  Support Partial or Full Cost of Grant Fees  Memorandum of Understanding 
  • 56. 56Get a Plan. Get a Grant. Get Connected. │ December 7, 2011  Only trademarked grant assistance process in the telecommunications industry  Full customizable and scalable  From engagement to project close, the PGAP Team helps you find and apply for funding to support your collaborative communications projects Polycom 7-Step Grant Assistance ProcessTM 1 Engage 2 Accept 3 Source 4 Apply 5 Award 6 Purchase 7 Close
  • 57. 57Get a Plan. Get a Grant. Get Connected. │ December 7, 2011  Strategic Planning Needs assessment, technology plan, budget development, and evaluation planning  Grant Ready Assessment and Navigational Tool® A self-assessment tool that provides organizations with an evaluation of their “grant-readiness” Based on the most common evaluative criteria used in grant reviews Getting Grant Ready
  • 58. 58Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 What Does it Mean to be Grant Ready?  Have you conducted a strategic planning process that identifies goals and measures, and an implementation plan?  Have you conducted a needs assessment?  Do you have a viable, fundable project idea aligned with your organizational goals?  Does your proposed project have a set of outcomes with performance targets that are measurable?  Do you have an evaluation plan for measuring the success of the project to be funded by the proposed grant?  Have you conducted a stakeholder analysis, and do you have formal partnerships or collaborations in place?  Are your board members, executives and other leaders on board and willing to participate in the grant process?  Is there a plan for sustaining the project after the funding has ended?
  • 59. 59Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 Identify Organizational Telepresence Needs Choosing the right Polycom video and telepresence solution, and finding the right funding source, involves identifying your organization's needs to ensure grant funding, rapid ROI and wide- scale adoption:  Who will be using video: schools, universities, hospitals, clinics, county health departments, providers?  How will it be used: for distance learning, telehealth, telemental health, specialists consults, primary care, educational/training sessions or multiple uses?  What environments will video be used in: exam rooms, emergency rooms, large conference rooms, small meeting rooms, lecture halls, physician laptops, iPads?  Will content be shared and if so, what type: homework assignments, educational videos, patient records, pharmaceutical tracking, radiology/images for patient diagnosis/treatment, or more?  What applications will be supported over video: connecting teachers to remote schools, direct medical care, continuing medical education?
  • 60. 60Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 To Get Started  Bring us project ideas that incorporate a technology solution  Provide information on identified needs: Education Connecting to classrooms, content providers and experts around the globe Recording and streaming of content Virtual Field Trips Virtual classroom debates Healthcare Telehealth and Telemedicine Continuing Medical Education Justice & Public Safety Healthcare in correctional settings We then match with one or more funding sources!
  • 61. 61Get a Plan. Get a Grant. Get Connected. │ December 7, 2011  www.polycom.com/grants  Funding announcements and customized funding reports  Grant calendar with deadlines  Grant profiles and white papers  Grant Ready Guides  Recorded grant webinars  Grants Navigator Newsletter Polycom Grant Tools and Resources
  • 62. THANK YOU Elizabeth G. Burton National Director Grant Assistance & E-rate Programs 101 Silver Creek Drive Somerset, KY 42503 t: 606.802.2949 elizabeth.burton@polycom.com Web info and program enrollment: www.polycom.com/grants