# Presentation: 542640

## Helpful Tips for Improving Your Susan Harwood Grant Application

**Helpful Tips for ****Improving Your ****Susan Harwood Grant Application**

- Select the MP3 link below to listen to audio file. Audio Version [_[MP3](http://www.osha.gov/dcsp/ote/sharwood/harwood_tips/sound_files/01.mp3)__ - 340 KB]_

**Notes:**
The 2008 Harwood solicitation for grant applications (SGA) was published in the Federal Register and is now available on www.Grants.gov.  Your organization must be registered with Grants.gov in order to submit a grant application.  If your organization is not already registered, we encourage you to register on Grants.gov as soon as possible as the process can take multiple days to complete.

Be sure your organization is eligible to submit a Harwood grant application.  Nonprofit organizations, including community- and faith-based organizations, that are not an agency of a State or local government are eligible to apply. Additionally, State or local government-supported institutions of higher education are eligible to apply.

If at all possible, we recommend that you submit your application before the application deadline date in case of unanticipated problems. 

These Tips for improving your grant application are being provided as helpful hints to applicants, but they DO NOT replace the instructions in the grant solicitation notice, nor do they guarantee that your organization will receive a grant. 

## Susan Harwood Solicitation for Grant Applications (SGA) 

**Susan Harwood Solicitation for Grant Applications (SGA) **

**Read the entire Susan Harwood SGA Federal Register Notice**
**Know what is required**
**Address a single topic**
**Review and understand the evaluation criteria**

- Select the MP3 link below to listen to audio file. Audio Version [_[MP3](http://www.osha.gov/dcsp/ote/sharwood/harwood_tips/sound_files/02.mp3)__ - 290 KB]_

**Notes:**
The Susan Harwood solicitation for grant applications Federal Register Notice explains the Harwood grant program’s emphasis, explains what is required of grantees, and lists the safety and health topic areas OSHA has selected for this year’s grant solicitation.  OSHA is soliciting grant applications for the Targeted Topic training grant category.

The emphasis for the Target Topic training grant category is on conducting safety and health training for employers and employees. Your grant application must propose a plan for providing training programs that address the recognition and prevention of safety and health hazards for one of the safety and health topic areas OSHA has selected.  

If your organization wishes to address more than one of the selected safety and health topic areas, a separate application must be submitted for each topic area.

The evaluation criteria OSHA will use to rate your application is contained in the grant solicitation.  Be sure that your application addresses all of the elements that are listed.

## Work Plan

**Should be organized and logical**
**Cover key aspects:**
**Personnel**
**Materials **
**Resources**
**Include realistic timelines**
**Proofread before submitting**

- Select the MP3 link below to listen to audio file. Audio Version [_[MP3](http://www.osha.gov/dcsp/ote/sharwood/harwood_tips/sound_files/03.mp3)__ - 165 KB ] _

**Notes:**
Your work plan forms the foundation of your grant application.  The plan should be organized in a manner that’s easy to read and understand.  

It should cover all the key aspects, such as who will conduct the training programs, information on the training materials to be developed or used, training locations, and intended training audience.  

It should include realistic timelines.  List the sequence and time frames of major tasks you will undertake to meet the program goals.

You should review and proofread your work plan before submitting the final proposal in order to ensure that it will be understood by the reviewers.

## Target Your Audience

**Target one or more of OSHA’s emphasis populations**
**Serve multiple employers and employees**
**Only individuals covered by the OSH Act are eligible to receive grant-funded services**
**Develop your program at the audience’s level**

- Select the MP3 link below to listen to audio file. Audio Version [_[MP3](http://www.osha.gov/dcsp/ote/sharwood/harwood_tips/sound_files/04.mp3)__ - 206 KB] _

**Notes:**
OSHA wants your training materials and training programs to be tailored to small businesses, new businesses, and high risk workers.  High risk workers include those with limited English proficiency, young workers, immigrant, minority and hard-to-reach workers, and employees in high-hazard industries.

You must also establish the need for training of the target audience you plan to target. 

Grant-funded training and training programs must serve multiple employers and their employees.  Only individuals covered by the OSH Act are eligible to receive grant-funded services.  

Your curriculum and training must be tailored to the types of audiences you are targeting.  You must take into account their training needs, background, and education. 

## Recruiting

**Is your recruiting plan feasible?**
**Can you show previous experience working with your target training audience?**
**Advertising plan**
**Public Relations plan**
**Support from intended groups**

- Select the MP3 link below to listen to audio file. Audio Version [_[MP3](http://www.osha.gov/dcsp/ote/sharwood/harwood_tips/sound_files/05.mp3)__ - 231 KB]_

**Notes:**
After you’ve decided on the appropriate audience for your training, it’s equally important to determine how you will reach them.  A key component of any grant proposal is an effective plan for recruiting.  You should probably consider the feasibility of reaching your target audience based upon your resources and organizational strengths.  

If you have had previous success reaching this type of audience, please provide information about this experience in your application.

Your proposal should describe the type of marketing efforts your organization will employ in order to successfully reach its intended audience.

You may have specific groups or associations that have indicated a need for the training and a willingness to assist in the recruiting effort.  If so, you should provide detailed plans for this support and evidence that the group would be a receptive audience.

## Course Content & Materials

**Course should address all hazards (e.g., Construction Industry Focus Four hazards)**
**How will course content be developed?**
**Who will be involved?**
**Qualifications of involved personnel?**
**Plan for OSHA approval?**

- Select the MP3 link below to listen to audio file. Audio Version [_[MP3](http://www.osha.gov/dcsp/ote/sharwood/harwood_tips/sound_files/06.mp3)__ - 310 KB]_

**Notes:**
You must have a training content plan.  The plan describes what you’ll teach in each of the different types of training sessions and how you will develop or derive the curriculum.  

Your training content must cover all the hazards in the safety and health topic area.  For example, if you’re applying in the Construction Industry Focus Four hazard area, you must cover all of the Focus Four hazards in your training program.  

If you’re developing materials you must explain the development process.  Include information on who is involved and their expertise.  If you’re planning to use materials that have already been developed, tell us the source of the materials and why they’re a good match for your audience.  If you will be altering other materials, inform us what changes you’re making.  Be sure to follow all copyright laws. 

It’s important that you clearly state what content and curriculum will be used for each type of training.  ALL training products must be reviewed  and approved by OSHA before the materials can be used for training sessions. 

Always include information on the scheduling of these activities, being sure to include adequate time for the OSHA review.  

## Train-The-Trainer Plans

**Include trainer and trainee plan**
**Describe the content of both types of training **
**Provide a reporting plan for conducting and documenting second-tier training**
**Be realistic regarding projections**

- Select the MP3 link below to listen to audio file. Audio Version [_[MP3](http://www.osha.gov/dcsp/ote/sharwood/harwood_tips/sound_files/07.mp3)__ - 215 KB]_

**Notes:**
OSHA will only recognize train-the-trainer plans that are detailed and fully explained.  

If you plan to use a train-the-trainer approach, you must provide specifics on its components.  This includes describing the number of trainers and trainees and the characteristics of both of these groups. 

For both the trainer and trainee sessions you need to provide information on the training length, training content, the class materials, and where each training session will take place.  

You also need to explain how the train-the-trainer trainees will document and report back to your organization about the second-tier training they have conducted and the students they have taught.

Be realistic when projecting planned training numbers, especially for second-tier training.

## Tell Us How?

**Quarterly training projections**
**Length of training sessions**
**Training locations**
**Evaluations**

- Select the MP3 link below to listen to audio file. Audio Version [MP3 - 241 KB]

**Notes:**
In order to effectively evaluate your proposal, OSHA needs to have specific information regarding your planned grant activities. 

Your work plan should include your planned training numbers by calendar quarter.  These numbers should be based on the number of planned sessions and realistic projections regarding attendance at each session.  

Please be specific regarding the length of the planned training sessions.

For proposed training locations, please include city and state.  If you have a predetermined local venue or affiliate, it is recommended that you include this information.

It is also important for OSHA to fully understand how your organization will evaluate the effectiveness of the training.  Please provide as much detail as possible regarding your plan to evaluate the training.  If you have developed a survey form for this purpose, it would be appropriate to include a sample of the form.

## Budget 

**Include detailed project budget backup document; break out program and administrative costs**
**Detailed budget should match the amounts on SF 424A form**
**25% cap on administrative costs **
**Maximum open and free competition for all procurements/contracts**

- Select the MP3 link below to listen to audio file. Audio Version [MP3 - 303 KB]

**Notes:**
The detailed budget should break out all the costs that are listed in Section B of the SF 424A Budget Information form.  Program and administrative costs should be broken out.  Be sure that your budget includes all the funds needed to perform your work plan and administrative activities.

The detailed budget should provide details to help reviewers understand your grant proposal such as the names and titles of staff working on the grant and the percentage of time they will spend on grant activities.

Administrative costs cannot exceed 25% of the total grant budget.  If you are listing indirect cost charges, which are considered administrative costs, those costs must be supported with a copy of your organization’s current approved Indirect Cost Rate Agreement document.

Your cost per trainee should not exceed $500, and the cost per training hour should be reasonable.  

Maximum open and free competition must be sought for all procurements and contracts.  Your proposal should explain how you will comply with this requirement. 

## Qualifications

**Organization**
**Experience**
**Performance**
**Staff**
**Professional**
**Academic**** **
**Specialized experience**

- Select the MP3 link below to listen to audio file. Audio Version [MP3 - 220 KB]

**Notes:**
It is important that you provide sufficient information to document the qualifications of your organization and its staff to conduct the proposed training for the targeted audience.

Organization qualifications should include previous experience in occupational safety and health.  You should also indicate whether or not your organization has any previous success in administering a grant program and document the past performance.

Staff and instructor resumes should be concise and should include professional and academic qualifications.  Position descriptions should be included for any vacant positions to be filled under the grant. 

It is especially important to document if your organization and staff have any specialized experience in the specific training topic you are addressing.  

## General Guidance

**Be specific, be concise**
**“****Copy and Paste” applications for multiple topics are not recommended**
**Use the application document checklist**
**Avoid last minute applications**

- Select the MP3 link below to listen to audio file. Audio Version [MP3 - 201 KB]

**Notes:**
Whether preparing written narrative, or including supporting documentation, be specific but be concise.  Emphasize quality over quantity.

“Copy and Paste” applications for multiple topics are not recommended.  This practice causes the reviewers to question the originality and credibility of all similar proposals.

Use the application document checklist provided in the grant solicitation notice to ensure that you’ve included all required forms and documents.

It is strongly recommended that you do not wait until the deadline to submit your proposal.  OSHA will not extend the deadline due to your organization’s technical difficulties.  Submit your application early and allow adequate time in case the unexpected happens.

## For Further Information Contact:

**Cindy Bencheck**
**Program Analyst **
**Occupational Safety and Health Administration **
**Office of Training and Educational Programs**
**Bencheck.cindy@dol.gov**
**(847) 297-4810**

- Select the MP3 link below to listen to audio file. Audio Version [MP3 - 242 KB]

**Notes:**
Acceptable formats for grant application documents include Microsoft Office 2003 and Adobe Reader version 7.

When submitting your application in the Grants.gov system, there is a window containing a menu of “Mandatory Documents” which must be completed and submitted online within the system.  For all other attachments such as the Program Summary, Detailed Budget Backup, Technical Proposal, etc., please scan these documents into a single Adobe Acrobat file and attach the document in the area for attachments.  

We suggest that you review your application and attachments before submitting them to Grants.gov.

For further information, please contact Cindy Bencheck, Program Analyst, OSHA Office of Training and Educational Programs, at bencheck.cindy@dol.gov or on 847-297-4810.