Information for Current Grantees

Contacts for Grantees

SAMHSA Contacts

For assistance with programmatic issues related to your DFC grant, contact your Government Project Officer (PO) at SAMHSA's Center for Substance Abuse Prevention. For assistance with financial issues related to your DFC grant, contact your Grants Management Specialist (GMS) at SAMHSA's Division of Grants Management. View the list of contacts.

ONDCP Staff

Jack Claypoole, DFC Administrator
Phone: 202-395-6665
Email: jclaypoole@ondcp.eop.gov

Shannon Weatherly, Policy Analyst
Phone: 202-395-6774
Email: sweatherly@ondcp.eop.gov

DFC National Evaluation Team at ICF International

Need assistance with survey reviews, data analysis, and learning how to use your own local data? Contact your National Evaluation Team at ICF International.

Hotline: 877-854-0731
Email: dfc_evaluators@icfi.com
Available: 9am-6pm Eastern Time, Monday-Friday except Federal holidays

COMET Technical Assistance

Having problems logging onto COMET? Need assistance with inputting your COMET data? Contact the technical assistance support at KIT Solutions. Do not contact them for assistance with data analysis or use--ONLY for problems with the functionality of COMET.

Website: https://www.pmrts.samhsa.gov/pmrts/
Hotline: 888-DITIC-4-U
Email: DITICSupport@kitsolutions.net
Available: 9am-8pm Eastern Time

Community Anti-Drug Coalitions of America's National Coalition Institute

Coalition in a rut? Need help with your Logic Model or Strategic Plan? Contact the National Coalition Institute's Technical Assistance Manager. If you need to register for the National Coalition Academy (a requirement for all Year 1 grantees), contact Nancy Roy at the email address below.

Technical Assistance Manager: 800-54-CADCA, ext. 240 or email: training@cadca.org
National Coalition Academy: 800-54-CADCA, ext. 225 or email: nroy@cadca.org
Website: www.cadca.org

DFC Workstation

Forgot your password for the DFC Workstation? Need help with your quarterly certification? Contact the technical assistance provider for the DFC Workstation. DO NOT contact ONDCP or your Project Officer for assistance with the DFC Workstation. They do not have access to passwords and cannot reset them for you.

Website: www.drugfreecommunities.org
For technical assistance email dfc@communitysystemsgroup.comor call 877-DFC-5505

Terms and Conditions for FY2011 DFC Grantees

All DFC grantees are required to comply with the Terms and Conditions related to their grant. If you have questions, contact your Project Officer (programmatic issues) or Grants Management Specialist (fiscal issues). SAMHSA sends the Terms and Conditions to each grantee at the beginning of each new fiscal year.

Below are copies of the Terms and Conditions for each grant type for FY 2011:

Grantee Report Due Dates

in the next year, the DFC program will be moving to a February/August reporting cycle. Please read below to determine your reporting cycle.

I. Program Reports

A. Semi-Annual Progress Reports (COMET Reports)

In the next year, the DFC Program will move from a November/May reporting cycle to a February/August reporting cycle. Please make sure that you understand when to report based upon your year of funding (see below). If you have questions, contact your Project Officer. The reason for this change is that your February Report will serve as your Continuation Application. Grantees will have to complete supplemental budget information to support the information provided in COMET, but this will reduce burden on DFC grantees over time.

DFC grantees must complete a Semi-Annual Report (often called the "COMET Report”) in the Coalition Online Management and Evaluation Tool (COMET) twice a year. These reports are seen by the SAMHSA/CSAP Project Officer and used to ensure grantee compliance and to monitor progress on goals and objectives. The data (four core measures) in these reports are used by the DFC National Cross-site Evaluation Team to monitor the progress of the DFC program as a whole. It is imperative that DFC grantees enter accurate data, as this data is used to evaluate the effectiveness of DFC on a national scale.

Reporting Schedule for DFC Grantees in Years 2, 3, 4, 5, 6, 7, 8, 9 and 10 in FY 2011:

COMET Reports will be due November 10, 2011 and August 10, 2012. You will NOT report in May 2012. Please follow the schedule for reporting the DFC four core measures provided to you by your Project Officer.

Reporting Schedule for DFC Grantees in Year 1 for FY 2011:

The following schedule applies to reporting of the four core measures for all FY2011 Year 1 DFC grantees:
May 10, 2012: enter four core measure data to establish a baseline

If the above date is met, then the schedule for four core measure reporting is as follows:

February 2014
February 2016
If a FY2011 Year 1 grantee is not in possession of four core measure data on May 10, 2012, they are to wait until February 2014 to enter this information. Do not report this information prior to February 2014 even if you obtain the four core measure data.

COMET Reports for all FY2011 Year 1 grantees are due on the following dates (for the next two calendar years):

May 10, 2012
August, 10, 2012
February 2013
August 2013

B. Coalition Classification Tool

The Coalition Classification Tool (CCT) measures your coalition's level of development, so that ONDCP and SAMHSA can provide appropriate and targeted assistance. It also helps the DFC National Evaluation Team understand the developmental process of DFC grantees. This web-based, survey is administered annually.

Reporting Schedule for DFC Grantees in Years 2, 3, 4, 5, 6, 7, 8, 9 and 10 in FY 2011:

November 10, 2012
August 10, 2013
Continue completing the CCT during the August reporting period each subsequent year.

Reporting Schedule for DFC Grantees in Year 1 for FY 2011:

August 10, 2012
Continue completing the CCT during the August reporting period each subsequent year.

C. Mentoring Grant Progress Report

The DFC Program does not require that Mentee’s report the four core measures. The following is a schedule for FY2011 Year 1 DFC Mentoring reporting requirements:

August 10, 2012: Mentoring COMET report and four core measures (if the Mentee has this data)
August 2013: Mentoring COMET report and four core measures (if the Mentee has this data)

II. Financial Reports

The Financial Reports submitted by DFC grantees go to your Grants Management Specialist at SAMHSA. They are used to ensure fiscal responsibility and appropriate management of DFC funds provided to grantees.

The Federal Financial Report (FFR) Standard Form (SF)-245 is required for each 12 month period and is due within 90 days after the end of each budget period. The FFR must be submitted no later than January 30, 2013.

A. Financial Disbursement Report

This report is filed using Form 272. It tracks and monitors the disbursement of DFC grant funds. Reports are filed 45 days after the end of each fiscal quarter online through the Division of Payment Management at http://www.dpm.psc.gov/under "Grants Recipient Information". Failure to file reports by the following due dates may result in a hold being placed on grant funds.

B. Financial Status Report

Financial Status Report (FSR) Standard Form 269 (long form) provides a summary of both Federal and non-Federal funds expended during the budget year. The form is available from http://www.whitehouse.gov/sites/default/files/omb/grants/sf269.pdfand when completed sent to:

SAMHSA, Division of Grants Management
1 Choke Cherry Rd.-Room 7-1091
Rockville, Maryland 20857 (regular mail) or 20850 (overnight delivery)

For overnight delivery please include the phone number of your SAMHSA Grants Management Specialist. The number can be found on your Notice of Grant Award.

C. Audit Report

If an organization expends $500,000 or more in a year in Federal awards, a single audit for each year is required, in accordance with Office of Management and Budget (OMB) Circular A-133. Additional information on OMB Circular A-133 and the Federal Audit Clearinghouse, where audit reports are to be submitted, is available through http://www.whitehouse.gov/omb/circulars_default/and http://harvester.census.gov/sac.

Restrictions Grantee Lobbying (Appropriations Act Section 503)

(a) No part of any appropriation contained in this Act shall be used, other than for normal and recognized executive-legislative relationships, for publicity or propaganda purposes, for the preparation, distribution, or use of any kit, pamphlet, booklet, publication, radio, television, or video presentation designed to support or defeat legislation pending before the Congress, except in presentation to the Congress itself or any State legislature.

(b) No part of any appropriation contained in this Act shall be used to pay the salary or expenses of any grant or contract recipient, or agent acting for such recipient, related to any activity designed to influence legislation or appropriations pending before the Congress or any State legislature.

See the fact sheet for more information.

Progressive Grant Program Discipline and Appeal Processes

The following information provides guidelines grantees should understand related to high-risk and other disciplianry statuses. It isimportant for grantees to understand the progressive discipline and appeals processes allowable within the DFC Program.

1. General

A. Congress authorizes and appropriates the Executive Office of the President, Office of National Drug Control Policy (ONDCP) to make and award Drug Free Communities Support Program grants to strengthen communities and reduce youth drug use. Through an Interagency Agreement, ONDCP partners with the Department of Health and Human Services/Substance Abuse and Mental Health Services to administer the DFC program. ONDCP and SAMHSA have developed processes to proactively identify DFC grant recipient fiscal and program deficiencies early and to provide the technical assistance and training necessary to help grantees correct the issues before further action is necessary. ONDCP and SAMHSA meet monthly, and additionally, as needed to review the status of grant recipients currently on high-risk status, or who are deemed to be at risk of being placed on high-risk status, suspended, or terminated.

B. This proactive system of early identification of programmatic and fiscal issues relies on an effective corps of programmatic Project Officers and fiscal Grants Management Specialists working together through site visits, semi-annual reports, telephone and email conversations and other input to identify and respond to challenges experienced by grantees. These challenges will be tracked through the monthly ONDCP and SAMHSA management meetings.

C. DFC grant recipient's ongoing failure to comply with the Terms and Conditions of the award may cause SAMHSA and ONDCP to take one or more actions depending on the severity and duration of the non-compliance.

D. There are three progressive discipline actions that can be taken that are in accordance with DFC Statutes, HHS regulations and the HHS Awarding Agency Grants Administration Manual-Part III:

a) High-risk status;
b) Suspension; and/or
c) Termination.

2. High-Risk Process

A. The first step in the progressive discipline process is placing the DFC grant recipient on high-risk status. There is no formal HHS appeals process for grant recipients placed on high-risk status.

B. When a DFC grant recipient is placed on high-risk status, the SAMHSA Financial Advisory Services Officer provides written notification to the grantee with the following required information (45 CFR 74.14 for non-profits or 45 CFR 92.12 for State, Local, Tribal governments).

C. Nature of additional requirements and the method for requesting reimbursement of allowable expenditures (e.g., funding restriction and required submission of SF-270 Request for Advance or Reimbursements).

Explanation of why additional requirements are being imposed;
Corrective actions the grant recipient needs to take;
Timelines for completion of the corrective actions; and
Method for requesting reconsideration of additional requirements.

D. DFC grant recipients are required to provide a written response to the letter within 30 calendar days of receipt. The grant recipient will also receive a revised Notice of Award identifying the high-risk special condition. This notice will include brief written overview of the process, as well as a hyperlink to the website which provides detailed information related to suspension, termination and the appeals process.

E. DFC grantees are informed that failure to respond to the corrective action detailed in the high-risk notification letter may result in suspension or termination of the grant. The notification letter will include the SAMHSA DFC appeals process for suspension and termination. The SAMHSA DFC Grant Specialist and Project Officers provide guidance to the grant recipient in making corrections.

F. When the grantee satisfactorily makes the corrective action required, as confirmed by SAMHSA Division of Grants Management, the Financial Advisory Services Officer promptly informs the grantee of its recommendation to remove the high risk status. A new Notice of Award will be issued by the SAMHSA Division of Grants Management informing the grant recipient that the special condition has been removed.

G. Staff from ONDCP, SAMHSA Division of Grants Management, and SAMHSA Center for Substance Abuse Prevention will work as a team to support the grant recipient to resolve high-risk status concerns and prevent future discipline actions including suspension or termination.

3. Suspension Process

A. Suspension is the second step in the progressive discipline process. Suspension is “an action by the HHS awarding agency that temporarily withdraws the agency's financial assistance under an award, pending corrective action by the recipient or pending a decision to terminate the award” (45 CFR 74.2). Through a Memorandum of Understanding with ONDCP, SAMHSA and the HHS Departmental Appeals Board, DFC grant recipients will have an option to appeal a grant suspension.

B. The SAMHSA Division of Grant Management provides written notification to the grant recipient including:

Deficiencies that are severe and require a recommendation to suspend the grant award;
Conditions that warrant suspension and reasons why suspension may be imposed;
Type of corrective action(s) needed;
Time allowed for completing the corrective action(s);
Method for requesting reconsideration of the conditions; and
Information related to the appeals process for suspension or termination

C. If SAMHSA and ONDCP determine that suspension is warranted, the SAMHSA Administrator will provide written notification to the grant recipient that a decision has been made to suspend the DFC grant. SAMHSA's decision, detailed in the Administrator's letter, is HHS's final decision unless the grant recipient submits a written notice of appeal within 30 calendar days of receipt of the SAMHSA Administrator's suspension letter. Under current procedures, SAMHSA Discretionary Grant recipients do not have a formal process to appeal suspensions to the HHS Departmental Appeals Board. Responding to Congressional intent for DFC, SAMHSA is altering current practice and signed a Memorandum of Understanding (MOU) with the HHS Departmental Appeals Board to adjudicate grantee's appeals of final written decisions related to DFC grant suspensions. The MOU was signed by ONDCP, SAMHSA and the HHS Departmental Appeals Board in April of 2008.

D. The notification in the SAMHSA Administrator's suspension letter provides instructions on how the DFC recipient may appeal the decision. The grant recipient's written notice of appeal must include:

SAMHSA Administrator's decision letter;
Statement that the recipient intends to appeal SAMHSA's decision;
Amount of grant funds in dispute; and
Brief description of why the recipient believes the final decision should be reversed.

E. The written notice of appeal should be sent via registered or certified mail to: DHHS/Office of the Secretary Departmental Appeals Board-MS 6127; DAB chair and Appellate Division; 300 Independence Avenue, SW; Cohen Building, Room G-644; Washington, DC 20201.

F. The HHS Departmental Appeals Board (DAB) will make an independent determination in accordance with 45 C.F.R. part 16 and send the DFC grant recipient a written notification of their decision with a copy to SAMHSA. SAMHSA will provide a copy of the written decision to ONDCP.

4. Termination Process

A. The third step in the progressive discipline process is grant termination. Termination is “the cancellation of HHS awarding agency sponsorship, in whole or in part, under an agreement at any time prior to the date of completion” (45 CFR 74.2). The process is the same as steps for grant suspension.

B. The SAMHSA Division of Grants Management provides written notification to the grantee including:

Deficiencies that are severe and require a recommendation to terminate the grant award;
Conditions that warrant termination and reasons why termination may be imposed;
Type of corrective action(s) needed;
Time allowed for completing the corrective action(s);
Method for requesting reconsideration of the conditions; and
Information related to appeals process for grant termination.

C. The grant recipient has 30 calendar days from receipt to respond to the written SAMHSA notification. If the grant recipient does not respond satisfactorily within 30 calendar days, SAMHSA will issue a final decision to terminate the DFC grant. SAMHSA will confer with ONDCP before making a final decision to terminate a DFC grant.

D. If SAMHSA and ONDCP determine that termination is warranted, the SAMHSA Administrator will provide written notification to the grant recipient that a final decision has been made to terminate the DFC grant. SAMHSA's final decision, detailed in the Administrator's letter, is HHS's final decision unless the grant recipient submits a written notice of appeal within 30 calendar days of receipt of the SAMHSA Administrator's letter.

E. The notification, in the SAMHSA Administrator's termination letter, provides instructions on how the DFC recipient may appeal the decision. The grant recipient's written notice of appeal must include:

SAMHSA Administrator's decision letter;
a statement that the recipient intends to appeal SAMHSA's final decision;
amount of grant funds in dispute; and
brief description of why the recipient believes the decision should be reversed.

F. The written notice of appeal should be sent via registered or certified mail to: DHHS/Office of the Secretary Departmental Appeals Board-MS 6127; DAB Chair and Appellate Division; 300 Independence Avenue, SW; Cohen Building, Room G-644; Washington, DC 20201.

G. The HHS DAB will make an independent determination in accordance with 45 C.F.R. part 16 and send the DFC grant recipient written notification of their decision with a copy to SAMHSA. SAMHSA will provide a copy of the written decision to ONDCP.

5. Processes for New and Continuation Applications

New Applications:

A. New applicants applying for a DFC grant award do not have a formal appeal process because they do not have a current award. New applicants are defined as: 1) a coalition that has never received a DFC grant; 2) a coalition that previously received a DFC grant, but experienced a lapse in funding; 3) a coalition that has concluded the first five-year funding and is applying for a second five-year funding cycle.

B. New applications that are screened and determined to be ineligible for administrative or statutory reasons are not peer reviewed. If screened out for administrative reasons, the applicant will receive a letter informing them of their ineligibility within 30 calendar days of the screening process. Administrative eligibility requirements are clearly defined in the DFC Request for Application and emphasized in DFC Request for Application Workshops.

C. If an application is deemed ineligible for statutory reasons during the initial review, the applicant will receive written notification of the specific reason identified for the statutory ineligibility and will then have an opportunity to respond and potentially revise the finding through identification of information provided in their initial response to the Request for Application. If an applicant is able to satisfactorily respond to the statutory eligibility concern within the time allowed, the application may then proceed to peer review. Those applicants unable to satisfy the eligibility concerns are not forwarded to peer review and have no further appeals rights.

D. New applications that meet administrative and statutory eligibility requirements are peer reviewed. All peer reviewed applications receive a written summary statement of strengths and weaknesses of the application and scores within 30 calendar days of the ONDCP grant award announcements.

Continuation Applications:

A. In accordance with criteria set forth in the Drug Free Communities Act, 1997 (Public Law 105-20) and subsequent reauthorizations, coalitions funded through the DFC Program must demonstrate that the coalition continues to meet the statutory eligibility requirements annually as part of the grant renewal or continuation process. Coalitions who do not continue to meet the statutory eligibility requirements may be placed on a high-risk restriction, may be required to submit supporting documentation regarding the eligibility requirements, and/or are required to submit a corrective action plan within 90 days.

B. Failure to meet eligibility requirements may result in loss of continued DFC grant funding. There is no HHS appeals process if Continuation grant recipients fail to meet eligibility requirements.

6. Dissemination of the DFC Grant Recipient Processes for Appeal

A. ONDCP and SAMHSA strive to be proactive in identifying DFC grant recipient fiscal and program deficiencies early and to provide technical assistance and opportunities for training to correct the issues before progressive discipline is warranted. ONDCP and SAMHSA will continue to be vigilant in widespread dissemination of the DFC grant recipient roles and responsibilities and the appeal processes for suspension and termination. ONDCP and SAMHSA will continue to review at least monthly the status of DFC grant recipients:

At risk of being placed on high-risk or currently on high risk status;
Grant recipients at risk for suspension and termination; and
DFC Project Officer and Grant Specialist action plans to support the recipient.

B. The DFC Notice of Award Terms and Conditions will include a one-page written overview of the SAMHSA Appeals Process and provide a link to the full document on the official DFC website in this section. DFC Project Officers will review the information during their post-award conference call with grant recipients.

C. SAMHSA will post this information on SAMHSA.gov, an overview of the DFC appeals process along with a hyperlink to the full text the appeals processes for suspension and termination located on the program's website at www.whitehousedrugpolicy.gov/dfc.

D. Provide a copy of the progressive discipline and associated appeals process to each Grantee upon placement on high-risk, Suspension, or Termination.

E. Include a description of both progressive discipline and associated appeals processes as an attachment within the annual DFC Request for Applications (RFA).

F. Review the progressive discipline and associated appeals process in the administrative portion of the DFC annual New Grantee Training.

Grants