USDA Rural Utilities ServiceDistance Learning and Telemedicine Grant(RUS DLT)Elizabeth G. Burton, National DirectorPolycom...
RUS DLT   Program Overview                  Get a Plan. Get a Grant. Get Connected. │ December 7, 2011   2
Distance Learning and Telemedicine Grant(RUS DLT)  CFDA Number: 93.359  Purpose      To support projects in highly rural...
Reminders from 2011 Application Cycle Must ID the grant writer and the relationship to the applicant Vendors may assist ...
Reminders from 2011 Application Cycle Instructional programming – must be a first-time capital  expense No urban end-use...
Reminders from 2011 Application Cycle NSLP data is no longer rounded In kind match statutorily allowed but practically, ...
Eligibility Requirements Must currently deliver or propose to deliver distance learning or  telemedicine services for the...
RUS DLT Definitions Definition of Distance  Learning    Distance learning implies a    curriculum with measurable results...
RUS DLT DefinitionsFrom Gary Allan, Chief Universal Services Branch, TelecommunicationsProgram, Rural Utilities Service“DL...
How Does Polycom Work With RUS DLT? The RUS DLT grant  program can be used to  pay for equipment,  including voice, video...
100% Grant Program Annual Competitive Process Grant awards range from a minimum of $50,000 to a  maximum of $500,000 Ma...
Project and Budget Eligibility Grant and match purposes are identical    If an item isn’t eligible for the grant, it cann...
Eligible Purposes for Grant or Match  Acquisition of equipment      Computer hardware and software      Audio and video e...
Ineligible Purposes for Grant or Match Salaries, wages, or employee benefits to medical or  educational personnel Salari...
Ineligible Purposes for Grant or Match Purchasing equipment that will be owned by a local  exchange carrier or another te...
Ineligible Purposes for Grant or Match Site development including destruction or alteration of  buildings (building an ad...
More on Eligible/Ineligible Purposes The applicant must demonstrate that the predominant  purpose (50% or more of use) of...
Competitive Scoring Criteria   All applications are scored in objective and    subjective categories      Objective crite...
Competitive Scoring Criteria *Scoring Criteria are from the 2011 guidelines and could change when the 2012 RFP is released...
Competitive Scoring Criteria*Scoring Criteria are from the 2011 guidelines and could change when the 2012 RFP is released....
Objective Scoring for Rurality Rurality describes how rural the project’s service area is Scored on average population a...
3 Types of Fixed Sites   Hub - A source of benefits. No benefits from the proposed    DLT project flow to a pure hub. As ...
Objective Scoring for Rurality    Criterion             Character                  Population                     DLT Poin...
Objective Scoring for Rurality - ExampleSite Name /Location             Site Type         Census                 Census   ...
Example of Site Scoring Click HERE (American Factfinder) Full instructions on PP. 49-66 of the guidelines     Site works...
Objective Scoring for NSLP             NSLP Percentage                                    Points                NSLP < 25%...
Where to find NSLP Scores?  Best bet: the Department of Education site for the state   in which your customer resides.  ...
Objective Scoring for Matching Funds Percentage of Eligible Match Compared                        Points           to Gran...
Objective Scoring for Matching Funds -Example                 Grant     Matching       % of Grant                         ...
More on Matching Funds According to the RUS DLT program officer:    “For applications from eligible applicants, an error ...
Objective Scoring for Empowerment ZoneCommunities At Least 1 End-User Site Located      Application Will Receive:         ...
Average RUS DLT Scores  2011                Objective Scoring                        Subjective Scoring           Rurality...
Being “Grant Ready” for RUS DLTDescription of the telecommunications system to be developed, includingtypes of equipment, ...
Application Checklist - First Steps Request Letter of support from state USDA Coordinator    If project covers multiple s...
Documents    Letter from the State Director for Rural Development supporting your     project, and any administrators tha...
Flood Hazard Area  Confirm the 100-year flood plain with city, state or   insurance providers     http://www.fema.gov/fhm...
Telecommunications System Plan (TSP)  Scaled to the scope of the project. If a new   infrastructure is proposed, this is ...
Technology Considerations  Identify alternatives that were considered and rejected,   with rationale. Research on what wo...
Executive Summary   You have to create your own story. This is the subjective   component of the application. Introduce ne...
Project Information Telecommunications System Plan and Scope of Work –  this is read by engineers and program staff Addr...
D-3 Financial Information    Another chance to address ineligible, but    related costs.    Focus on collaboration, mutual...
Community Need Define the Community. Realize the reader probably knows  NOTHING about the area or the community. Needs. ...
Innovation Innovativeness is relative to the area, the  population, the organization. Focus on doing things in new ways ...
Format  Follow the guidelines EXACTLY. If something does not   apply, state this.  Answer every single question in the a...
USDA Contact Informationhttp://www.rurdev.usda.gov/UTP_DLT.htmlUSDA Rural DevelopmentUtilities ProgramsU.S. Department of ...
Online Resources for RUS DLT   RUS Staff including Advanced Service Division and General Field    Representatives www.usd...
RUS DLT   Project Examples                   Get a Plan. Get a Grant. Get Connected. │ December 7, 2011   47
Example of Project Funded through RUS DLT Name of Applicant:    USD 628 South Central Kansas Education Service Center Am...
Example of Project Funded through RUS DLT Name of Applicant:    Copper River School District (AK) Amount of Award:    $2...
Example of Project Funded through RUS DLT Name of Applicant:    Central Valley Health Network (CA) Amount of Award:    $...
Polycom Grant Assistance Program has provided                     the Pinal County ITv Consortium and Pinal County        ...
PGAP Mission The mission of the Polycom Grant Assistance Program is  to assist public, private and nonprofit organization...
The Grant Team      Jeff Barlow   Stephanie Steffen                             Ron Graves      Andrew Knox    Elizabeth B...
PGAP – POLYCOM GRANT ASSISTANCE PROGRAM Elizabeth Burton – National DirectorALASKA                                        ...
PGAP Competitive Advantage                         PGAP Competitive AdvantageGrant & Industry Experts – Former Grant Peer ...
Polycom 7-Step Grant Assistance ProcessTM Only trademarked grant assistance process in the  telecommunications industry ...
Getting Grant Ready Strategic Planning    Needs assessment, technology plan, budget development, and    evaluation planni...
What Does it Mean to be Grant Ready? Have you conducted a strategic planning process that identifies  goals and measures,...
Identify Organizational Telepresence NeedsChoosing the right Polycom video and telepresence solution, andfinding the right...
To Get Started Bring us project ideas that incorporate a technology solution Provide information on identified needs:   ...
Polycom Grant Tools and Resources www.polycom.com/grants Funding announcements and customized funding  reports Grant ca...
THANK YOUWeb info and program enrollment:  www.polycom.com/grants           Elizabeth G. Burton           National Directo...
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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 this grant, what applications fit its purpose, and suggest ways to create the most competitive grant application possible.

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The Rus Distance Learning and Telemedicine Program

  1. 1. USDA Rural Utilities ServiceDistance Learning and Telemedicine Grant(RUS DLT)Elizabeth G. Burton, National DirectorPolycom Grant & E-rate Assistance Programs
  2. 2. RUS DLT Program Overview Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 2
  3. 3. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 3
  4. 4. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 4
  5. 5. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 5
  6. 6. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 6
  7. 7. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 7
  8. 8. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 8
  9. 9. RUS DLT DefinitionsFrom Gary Allan, Chief Universal Services Branch, TelecommunicationsProgram, Rural Utilities Service“DLT grants are not just a way to obtain educational technology or medicalequipment. The focus of any proposal must be on the unique capabilities oftelecommunications to connect rural areas to each other and to theworld, thus overcoming the effects of remoteness and low populationdensity.” Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 9
  10. 10. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 10
  11. 11. 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) Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 11
  12. 12. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 12
  13. 13. 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) Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 13
  14. 14. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 14
  15. 15. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 15
  16. 16. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 16
  17. 17. 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”. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 17
  18. 18. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 18
  19. 19. Competitive Scoring Criteria *Scoring Criteria are from the 2011 guidelines and could change when the 2012 RFP is released. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 19
  20. 20. Competitive Scoring Criteria*Scoring Criteria are from the 2011 guidelines and could change when the 2012 RFP is released. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 20
  21. 21. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 21
  22. 22. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 22
  23. 23. Objective Scoring for Rurality Criterion Character Population DLT PointsExceptionally Area not within an Urbanized <5,000 45Rural Area Area or Urban ClusterRural Area Area in an Urban Cluster >5,000 and 30 <10,000Mid-Rural Area Area in an Urban Cluster >10,000 and 15 <20,000Urban Area Area in an Urbanized Area or >20,000 0 Urban Cluster Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 23
  24. 24. Objective Scoring for Rurality - ExampleSite Name /Location Site Type Census Census Rurality Designation Population PointsSpringfield Hospital Hub / End User Urbanized Area 56,403 0(Springfield Urbanized Area)Faryer Clinic (Faryer Urban Hub / End User Urban Cluster 27,298 0Cluster)Fall City Medical Center Hub / End User Urban Cluster 12,398 15(Beechwood Urban Cluster)Middleburg Medical Center End User Urban Cluster 2,790 45(Middleburg Urban Cluster)Strinic Clinic (Windswept End User Census Rural <2,500 45Crossroads) Applicant’s Estimated Rurality Score 21 (Sum of Rurality Points ÷ # of End-User Sites) Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 24
  25. 25. 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! Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 25
  26. 26. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 26
  27. 27. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 27
  28. 28. Objective Scoring for Matching Funds Percentage of Eligible Match Compared Points to Grant Request 15% < Match % < 30% 0 30% < Match % < 50% 15 50% < Match % < 75% 25 75% < Match % < 100% 30 Match > 100% 35 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 28
  29. 29. Objective Scoring for Matching Funds -Example Grant Matching % of Grant Points Requested Funds Funds ScoredApplicant #1 $100,000 $15,000 15% 0Applicant #2 $100,000 $45,000 45% 15Applicant #3 $100,000 $60,000 60% 25Applicant #4 $100,000 $80,000 80% 30Applicant #5 $100,000 $105,000 105% 35 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 29
  30. 30. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 30
  31. 31. Objective Scoring for Empowerment ZoneCommunities At Least 1 End-User Site Located Application Will Receive: in a USDA: 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 31
  32. 32. Average RUS DLT Scores 2011 Objective Scoring Subjective Scoring Rurality NSLP Leverage EZ Additional Needs & Innovation Cost Total NSLP Benefits2011 45 35 35 10 10 45 15 35 220PossibleScore2011 40.4 23.4 20.43 0.08 3.6 30.6 7.2 23 146.7AverageScore 2010 Objective Scoring Subjective Scoring Rurality NSLP Leverage CC Additional Needs & Innovation Cost Total NSLP Benefits2010 45 35 35 5 10 45 15 35 215PossibleScore2010 40.1 22.4 19.1 0.3 0.9 31.9 8 23.4 145AverageScore Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 32
  33. 33. Being “Grant Ready” for RUS DLTDescription of the telecommunications system to be developed, includingtypes of equipment, technologies and facilities proposedDescription of participating sites (hubs, hub/end-user) or service territory(for non-fixed site projects) and the number of rural residents who will beserved at each hub/end-user or end-user site. Site information and serviceterritory must be consistent throughout the entire application!!Description of types of distance learning or telemedicine services proposedand whether offered via a fixed-site project or to a service territory wheresites vary over timeExplanation of how project will address community needs and benefitsrural residents; include information on cost-effectiveness of the projectProof of project financial sustainability; funding commitments from allsourcesDescription of project innovativeness Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 33
  34. 34. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 34
  35. 35. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 35
  36. 36. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 36
  37. 37. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 37
  38. 38. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 38
  39. 39. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 39
  40. 40. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 40
  41. 41. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 41
  42. 42. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 42
  43. 43. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 43
  44. 44. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 44
  45. 45. USDA Contact Informationhttp://www.rurdev.usda.gov/UTP_DLT.htmlUSDA Rural DevelopmentUtilities ProgramsU.S. Department of Agriculture1400 Independence Ave.,S.W., Room 2845Mail STOP 1550Washington, D.C. 20250-1550Phone: 202.720.0413Fax: 202.720.1051dltinfo@wdc.usda.gov Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 45
  46. 46. 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 46
  47. 47. RUS DLT Project Examples Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 47
  48. 48. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 48
  49. 49. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 49
  50. 50. 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. Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 50
  51. 51. Polycom Grant Assistance Program has provided the Pinal County ITv Consortium and Pinal County schools with invaluable assistance in obtainingPolycom Grant grants for videoconferencing equipment. WithoutAssistance Program 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 51
  52. 52. PGAP Mission 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."The Polycom grant program provides assistance fororganizations seeking grant based funding. With their extensiveexperience in realm, they have a complete portfolio andunderstanding 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, Polycomsguidance 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 52
  53. 53. The Grant Team Jeff Barlow Stephanie Steffen Ron Graves Andrew Knox Elizabeth Burton Laura Lundahl Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 53
  54. 54. PGAP – POLYCOM GRANT ASSISTANCE PROGRAM Elizabeth Burton – National DirectorALASKA Area Grant Managers Laura Lundahl: + AK,WA,OR,ID,MT,WY,CA,NV,HI +Guam & Marianna Islands Andrew Knox: WA NH UT,AZ,CO,NM,TX,OK,AR,LA VT ME MT ND MN OR Ron Graves: ID MA ND,SD,NE,MN,IA,WI,MI,IN,OH SD WI NY RI WY MI IA CT Stephanie Steffen: PA NV NE OH NJ ME,NH,VT,MA,RI,CT,NY,PA,NJ,DE,MD, D IL IN DE CA UT WV MD C,WV,VA,NC,SC,GA CO KS VA DC MO KY Jeff Barlow: TN NC + KS,MO,IL,KY,TN,MS,AL,FL AZ OK NM AR SC +Puerto Rico & US Virgin Islands HAWAII AL GA TX LA MS FL Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 54
  55. 55. PGAP Competitive Advantage PGAP Competitive AdvantageGrant & Industry Experts – Former Grant Peer Reviewers andAdministrators 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  Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 55
  56. 56. Polycom 7-Step Grant Assistance ProcessTM 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 1 2 3 4 5 6 7 Engage Accept Source Apply Award Purchase Close Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 56
  57. 57. Getting Grant Ready 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 57
  58. 58. 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? Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 58
  59. 59. Identify Organizational Telepresence NeedsChoosing the right Polycom video and telepresence solution, andfinding the right funding source, involves identifying yourorganizations 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? Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 59
  60. 60. 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 We then match Telehealth and Telemedicine with one or more Continuing Medical Education funding sources! Justice & Public Safety Healthcare in correctional settings Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 60
  61. 61. Polycom Grant Tools and Resources 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 Get a Plan. Get a Grant. Get Connected. │ December 7, 2011 61
  62. 62. THANK YOUWeb info and program enrollment: www.polycom.com/grants 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

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