Transform Youth Justice: Ending Girls' Incarcertation Request for Applications Questions and Answers
APPLYING
Q: What is the best way for a new applicant to participate in the grant? Do you help new applicants before application submission?
A: The best way for a new applicant to participate in the grant is by reviewing the Request for Applications (RFA) for full information before applying, watching or attending a proposers’ webinar and, if needed, attending office hours. The content of each webinar is the same and repeated. Webinar recordings are posted on the RFA Announcement page. These are the ways The Center helps applicants before the application submission.
Q: Can you define a fiscal sponsor and who is eligible to be a fiscal sponsor under this grant?
A: A fiscal sponsor is an organization, usually a nonprofit organization, that provides financial oversight and other administrative services to support another charitable organization or project. In this case, a fiscal sponsor will utilize its 501 (c)(3) tax-exempt status to be the grantee on record and accept payment from The Center. Fiscal sponsors must meet the eligibility criteria listed in the Request for Applications. For more information on fiscal sponsors, please visit the Council of Nonprofits website.
Q: If our fiscal sponsor is the applicant organization, do you want organizational information, annual budget and financial audit from the fiscal sponsor or our program (which is under the fiscal sponsor)?
A: While The Center does need some information about the fiscal sponsor as they are the eligible applicant, please focus on the project itself related to the program content in the application. Review the request for applications for full information about applying. The application will ask for information about both the fiscal sponsor and fiscally sponsored program, please be sure to follow the directions closely to ensure the correct information is being provided in each section. For this funding opportunity, it is required to submit the most recent complete applying organization’s annual budget, not that of the organization’s fiscal sponsor.
Q: What happens if we change fiscal sponsors after we apply?
A: If awarded, we will work with the fiscally sponsored project to confirm the new fiscal sponsor qualifies and that they are willing to take on the fiscal sponsor responsibilities.
Q: Could two distinct youth programs in California that each operate under one national organization’s EIN both submit an application?
A: Yes, two separate organizations using the same fiscal sponsor can apply for the funding opportunity. Please note that the implementing organization can only submit a maximum of one application for each of the eligible counties.
Q: Is collaboration with other agencies a requirement? Can you speak to how partnerships should be handled/managed?
A: Although collaboration is not a requirement, it is a best practice when serving girls and gender-expansive young people involved in carceral systems to collaborate with county agencies, school districts or other care and service providers. We welcome collaborations and partnerships with other agencies, where and when it makes sense for the applicant organization. Please pay close attention to the Request for Applications for more guidelines regarding application requirements. Strong applications will include concise and exceptional examples of how partnerships may be handled and managed throughout their application responses, especially when applying as a collaborative, coalition and/or partnership. Reponses to narrative questions regarding “Referral Process, Procedures and Protocols,” “Program Learning and Evaluation” and “MOU Experience” may be good opportunities to share this information on collaborations, as well as management and navigation of partnerships.
Q: Do we need a letter of support from the county or is there any county involvement?
A: We are only requesting a letter of support from the organization’s executive leadership to demonstrate strong organizational commitment and support from leadership and board members. However, additional letters of support can be merged into one PDF document with this letter of support from the organization’s executive leadership, and may be uploaded as one PDF document at this section of the online application form.
Q: Are letters of support allowable to substantiate track record?
A: We are only asking for the required materials listed within the Request for Applications. Please refer to the application checklist for the guidelines support letters must follow. If there are additional materials applicants feel would support their application, we suggest merging the support letter with the supporting materials into one document. The online submission portal will only support one document.
Q: Who is the letter from the executive director addressed to and what specifically should it say?
A: All letters should be directed to The Center at Sierra Health Foundation. If an individual organization is applying, the executive director needs to indicate support for the application. If applying as a collaborative, each organization’s executive director needs to indicate support and identify the role their organization will play in the collaborative project. Additionally, all letters of support should affirm the applicant’s ability to submit quarterly data and financial progress reports, willingness to participate in external evaluation activities and participation at three in-person convenings held by The Center. There is no template for the letter of support.
Q: Is a letter of intent required to apply?
A: A letter of intent is not required to apply; however, a letter of support is required as one of the attachments in the application to ensure that there is full commitment from the organization in applying for this funding opportunity, and to ensure that the organization understands the two-year commitment this funding opportunity will require, if awarded.
Q: We have a direct MOU with our Probation Dept. and have developed a program similar to this initiative, however, we are not a 501c3, would we need to apply through the department? Or could we apply independently?
A: This request for applications is for CBO’s to apply independently which can include partnerships. If you have a partnership with Probation, you can detail the nature of that partnership in your application. Organizations must have a 501(c)3 tax status and identification number to apply, or apply with a fiscal sponsor with a 501(c)3 tax status and identification number. For-profit entities are not eligible to apply individually, or with a fiscal sponsor.
Q: Can organizations submit applications to more than one county? If your organization provides services in both Imperial and San Diego, could you apply for both counties?
A: Yes. However, applicants must submit separate applications for each county served. Each application must be unique, responsive to the RFA and each Individual Action Network Site, and must be related to the proposed population. An organization serving as a fiscal sponsor may submit multiple applications for the intended purpose of extending their 501(c)3 status to an organization. Organizations cannot submit a single application for multiple counties.
Q: Can more than one organization apply as a collaborative?
A: Yes, organizations can apply as a collaborative with only one eligible organization as the lead applicant. Applicants must provide context on the history of the partnership, a clear-cut description of the partnership impact, and clearly define the roles.
Q: Is it possible for an applicant to submit more than one proposal in response to this RFA? For example, if the same applicant has different programs that would target different populations or geographic areas?
A: An applicant is only eligible to submit one application per eligible county. The exception is if the organization is acting as a fiscal sponsor for another project.
FUNDING OPPORTUNITY
Q: How many organizations will be funded through the Transform Youth Justice (TYJ) Ending Girls Incarceration (EGI) initiative?
A: $4,000,000 in funding—up to $1,000,000 for each of the four selected counties (Imperial, Los Angeles, Sacramento, San Diego) over two years— for community-based organizations proposing to implement programming identified by their respective counties to immediately reduce girls’ incarceration.
In each participating county, between 1-3 organizations will receive a collective total of up to $1,000,000 per county to support the proliferation of gender-responsive programming that diverts girls and gender-expansive youth away from carceral systems.
Q: Is there a maximum amount that an organization can apply for?
A: Yes. An individual award will be no more than $1,000,000, and will be reduced if more than 1 organization is awarded by the Office of Youth and Community Restoration (OYCR) in any given county. If this is the case, organizations will be provided with an opportunity to budget again and plan accordingly. The lowest possible award will be of $333,333, over two years.
Q: How many grants will be approved per county?
A: 1-3 organizations per eligible county will be funded. However, the Office of Youth and Community Restoration (OYCR) will make the final determination based on the number of applications and needs.
ELIGIBILITY
Q: Can a local 501(c)3 faith-based organization apply?
A: Yes, any 501(c)3 organization is eligible to apply for this funding. See the request for applications document for more information on eligibility criteria.
Q: If an organization does not have significant Black, Indigenous and people of color (BIPOC) representation in leadership, but has started integrating justice, equity, diversity, and inclusion work and committees within the organization, would the organization still be considered based on other application components?
A: This funding opportunity requires applicant organizations and collaborative partners to deeply engage and reflect on the proposed communities served. Grantee partners should have a history of working with impacted communities, including representation on the board and staff, clients served, and neighborhoods served. Not having a significant BIPOC representation in leadership will not disqualify organizations, but it is a key component that our reviewers will consider when reviewing applications. Please refer to the Request for Applications for additional eligibility and selection criteria.
FUNDING
Q: Does the RFA apply only to four counties?
A: Yes, the four priority counties are Sacramento, Imperial, San Diego, Los Angeles.
Q: Can indirect funding be more than 20 percent?
A: No, indirect funding cannot be more than 20 percent of the total proposed budget.
Q: Will awarded funding be renewable after the two years?
A: There are no additional funding commitments as of right now, applicants should plan for two years of implementation. The following transparency statement can also be found in the RFA: We recognize that this funding opportunity for CBO’s may constitute a major source of funding for an organization’s annual operating budget. It is important to share upfront that this funding opportunity is as of right now, a one-time funding opportunity. The Center encourages organizations to plan and budget accordingly.
Q: Is funding expected to supplement an existing program or only new programs funded entirely by this?
A: There is no requirement; this is an applicant decision. Some organizations may supplement or expand an existing diversion program. Other organizations may propose new diversion programs. The strength of the application will be based on alignment to the rooting framework of this funding opportunity which can be found in the RFA, how the proposal advances the two initiative goals, the five initiative outcomes and the program priorities identified by the Action Networks in their respective counties. Stronger applications will also align with the funding opportunity’s values and guiding principles, and will have strong responses to the narrative questions. All organizations must meet the eligibility criteria and stronger applications will also include budgets and budget justifications in alignment with all of the above. Please see the RFA for other considerations that reviewers will make to determine the strength of an application.
Q: Is there a preference for new/pilot programs or can the funding be used to maintain or further a current initiative?
A: There is no preference; this is an applicant decision. Some organizations may submit applications to propose new initiatives, while others will apply to maintain, further or expand existing programs.
Q: What will not be funded under this grant?
A: Please refer to page 33 of the Request for Applications for a list of funding restrictions. If you have any specific questions on funding restrictions, please send us an e-mail at tyj@shfcenter.org.
GEOGRAPHIC LOCATION
Q: Would an agency have to propose to serve a specific county, or could we propose to focus on a geographic region within a given county?
A: We welcome applications that target specific regions within a given county. In your application responses, make sure to explain and emphasize why the regional focus is needed within an eligible county. Equity needs within a county will be key considerations in the review process.
Q: Would a collaborative project that serves the whole county be preferred over a project from a single organization that focuses on one part of the county?
A: The strength of the application will be assessed based on its alignment with the guiding principles, values, and other criteria outlined in the Request for Applications, rather than distinguishing between collaborative and individual efforts.
Q: How were allocations for each county decided? There are significant differences in the number of people in each county so not sure why each county gets the same amount of funding?
A: Response to the needs of girls and gender expansive youth requires significant investment. The Office of Youth and Community Restoration (OYCR) has allocated $1 million per county to assess outcomes based on feedback from community-based organizations, diagnostics, and probation hearings.
ONLINE PORTAL
Q: If there are multiple people working on the application, after one person saves their work, can you share the link you receive with the other people working on the grant?
A: At this time, only one person can submit an email and password per application. Consider creating a shared document to collectively work on the application questions. You may use copy and paste functions to enter your responses into the application itself.
PROJECT ACTIVITIES
Q: Can our program include stipends for participating youth?
A: Yes, there are no restrictions on providing stipends to youth.
Q: What type of “economic support” are we allowed to include in the RFP?
A: Economic supports can include stipends for youth participating in programming, food support, master leases for housing-solutions, healthcare supplies, clothing, healthcare services, household items, services, transportation support, rental assistance, emergency housing and childcare support. Organizations should also be able to provide and connect youth with economic resources that support their well-being and ability to participate in programming.
Q: What about the use of independent contractors as a support for the program?
A: The application is open to partnerships which can be facilitated through subcontracts. These partnerships would need to be clear and aligned with the intent of the Request for Applications.
Q: Do you require a specific bid process for hiring subcontractors? (i.e. do you require organizations to complete any kind of bid process if we are looking to contract with any individuals, or can we just hire the contractors we have established relationships with?)
A: The Center does not require a bidding process for organizations to identify subcontractors. Organizations should look to include who the identified subcontractor is and the role they will serve, if known, in application responses, in the proposed budget and in the budget justification.
Q: Can an organization serve girls and gender responsive youth 18+ only?
A: No, applications must specifically serve girls and gender-expansive youth involved in carceral systems, including those ages 14-17 in secure youth treatment facilities (SYTF’s).
Q: In Sacramento County would we be allowed to fund stipends for students who attend our peer mentoring classes/ programs? This could be a strong preventive point and something that probation may want students to attend as well.
A: Stipends can help meet participant needs and are classified as an allowable expense. This initiative aims to alleviate financial obstacles for young people and encourages organizations to situate stipends as part of a boarder and more comprehensive strategic plan to support young people transition from those stipends to more sustainable and longer-term economic opportunities.
Q: Is there a participant goal (minimum # served) per county?
A: There is no minimum or maximum of youth served per county. Applicants will share the intended number of youths the project proposes to engage with, however, the applicant’s narrative and intended activities must support the number proposed.
PROPOSERS’ WEBINARS
Q: Where can I find the recording of the proposers’ webinar?
A: The content of each webinar is the same and repeated. Webinar recordings are posted on the RFA Announcement page.
Q: Can the links to the reports referred to in the presentation be included in the chat or Q&A?
A: The data discussed will be released in a forthcoming report on The Vera Institute’s website at Vera.org. We welcome you to review the most recent publication from TVI titled, “Freedom and Justice: Ending the Incarceration of Girls and Gender- Expansive Youth in California (PDF).” This community-based research project offers data and evidence needed to understand the scope of girls’ incarceration in CA.
REPORTING
Q: Can you provide more details on quarterly reporting requirements? Can we access the templates beforehand?
A: Reporting templates will be provided during the award onboarding phase. Applicants can review the quarterly progress report questions on page 34 of the Request for Applications (RFA). The Center will provide training and technical assistance for funded partners to complete the narrative and financial reports.
Q: After an organization is awarded, what type of evaluation metrics is SHF looking for organizations to report on?
A: Please refer to the RFA, which outlines five outcomes, along with separate programmatic outcomes and objectives for each county. The intent of this funding opportunity is to make progress on ending the incarceration of girls and gender-expansive young people in these four counties. In the long-term, each county should “get to zero” and “remain at zero.”
BUDGET/ALLOWABLE PROGRAM EXPENSES
Q: Is there extra funding for other expenses? For example: printing, meeting room rentals, food for meetings, others.
A: All of these expenses should be included in the organization’s proposed budget. Please see the RFA, pages 32 and 33.
Q: Does this grant allow for construction or renovation of classrooms, overnight stay facilities and retreats? For example, weekend counseling on privately owned property by the nonprofit organization.
A: Renovation, construction, and building of new facilities is not an allowable expense. Please see the RFA, pages 32 and 33.
Q: Is a van purchase for youth transportation an allowable expense?
A: This opportunity will not fund the purchase of a vehicle, however, leasing of a vehicles is permitted. Please see the RFA, pages 32 and 33.
Q: Please explain the “Examples of Potential Funded Activities slide”. It says up to 30% toward other program-related expenses such as staffing. Please clarify: does that mean only 30% of the budget can go to program staff?
A: The provided example on page 32 and 33 of the RFA is meant to serve as guidance for organizations as they think about how they will allocate funding. Strong applications will include budget proposals that allocate at least 50% of the total proposed budget towards meeting the direct needs of girls and gender-expansive young people in the manner explained in page 32 and 33 of the RFA. Organizations should ultimately decide how funding should be allocated and can submit an application allocating more than 30% of the proposed budget towards program staff. Reviewers will look for strong budget justifications / narratives for proposals that allocate more than 30% of the total proposed budget towards program staff.
Q: For the budget, if up to 30% can be spent on program expenses including staff – does that mean we can only spend a maximum of 30% on staff salaries and benefits?
A: The budget guidance reflects the value and intention of at least 50% of the available funding going directly to meet the needs of girls and gender-expansive young people. Proposed projects and budgets that allocate more than 30% towards staff salaries and benefits, must have strong justifications to ensure it is a competitive application.
OTHER
Q: Is there an email we can contact if we have any questions in the future?
A: Please direct your e-mails to tyj@shfcenter.org if you have any questions regarding Transform Youth Justice (TYJ) funding opportunities.
Q: Can you update my e-mail address on file to receive e-blasts from Sierra Health Foundation and The Center?
A: You can request to receive e-blasts from Sierra Health Foundation and The Center at SHFCenter.org/mailing-list. You also can use this link to make updates to your information for our mailing list.
Q: Who determines who will be awarded? If we are not awarded, will we be notified why not?
A: The Office of Youth and Community Restoration (OYCR) holds final decision-making authority in selecting funded projects. Organizations that are not awarded can request feedback from The Center after the application review process. A link to request a 15-minute feedback meeting will be included in the decline letter for organizations that are not selected for awards.
Q: Are insurance requirements included in the request for applications?
A: Insurance requirements are located on page 50 of the request for applications. Awardees must submit insurance compliance documents to The Center within 30 days of executing the subcontract agreement. These required insurances must be maintained throughout the duration of the project.
Q: What is SHF role in this initiative/ funding opportunity?
A: The Center is being contracted to support the RFA development, as well as manage the grantmaking process and function of the EGI initiative through its Transform Youth Justice (TYJ) team.
Q: Is any data collected during Phase 1 available, and can we access information about other organizations that participated in Phase 1, including the pilot programs?
A: This data will be available at the end of this year or early next year.
Q: Sustainability plan? Do we need to submit a formal plan or just part of the transparency section?
A: We will not be asking for a sustainability plan. It was a transparency statement.
Q: How are you including the needs of girls with disabilities in your priorities for this project?
A: We are looking for programs that effectively serve girls and gender-expansive youth with complex needs who are caught within cycles of trauma and systems, specifically inclusive of girls and gender-expansive young people with disabilities, and inclusive of other factors that make youth more at risk of incarceration or re-incarceration.
Q: Who decides what level of risk a youth poses?
A: Risk level is a process that varies by county, but generally law enforcement and probation agencies use tools to determine. Organizations can look up publicly available scientific data in regard to what increases the risk of girls and gender-expansive youth being incarcerated or re-incarcerated.
Q: Due to restrictions on youth access in LA county, we are experiencing barriers in gaining access to youth while in camps. Are pre-release services mandatory?
A: Pre-release services are not mandatory. Diversion is defined broadly, allowing organizations to consider various ways to incorporate it.
Q: In terms of impact: what is the funders expectation of number of girls to be served by agency? Is it a percentage of total population? Would a more modest program be considered competitive?
A: Ensuring counties have options for diversion programming that effectively serve gender-expansive youth and girls is essential to advancing our goals and desired outcomes. Defining a specific number is challenging due to variations in scale and location. This RFA focuses on providing in-depth programming for youth who require intensive supports and transformative unwavering engagement.
Q: Is racial equity a priority in addition to gender responsiveness?
A: Yes, given the majority of girls and gender expansive youth in the youth justice system are primarily girls of color, the strongest applications will be those that address issues of racial equity.
Q: Could you elaborate on the service demographics? Must girls and gender-responsive youth already be system-impacted, or can they also be considered at-risk or high-risk?
A: Our focus is on providing counties with effective diversion program options for system-involved girls and gender-expansive youth, and girls and gender-expansive youth at-risk of re-incarceration.