SAFE AND DRUG-FREE SCHOOLS AND COMMUNITIES (SDFSCA) STATE GRANTS COMMUNITY BASED PROGRAMS / SUBSTANCE ABUSE SAFE AND DRUG FREE SCHOOLS
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1 APRIL SAFE AND DRUG-FREE SCHOOLS AND COMMUNITIES (SDFSCA) STATE GRANTS State Project/Program: COMMUNITY BASED PROGRAMS / SUBSTANCE ABUSE SAFE AND DRUG FREE SCHOOLS U. S. Department of Education Federal Authorization: State Authorization: Title IV, Part A, Subpart 1 of the Elementary and Secondary Education Act of 1965, as amended by the No Child Left Behind Act of 2001 (Pub. L ), which is codified at 20 USC 7101 through 7117 and 7161 through There are no program regulations. However, this program is subject to the Education Department General Administrative Regulations (EDGAR) at 34 CFR parts 76, 77, 79, 80, 81, 82, and 85. NCAC T10-C14-S14C.1150 N. C. Department of Health and Human Services Division of Mental Health, Developmental Disabilities and Substance Abuse Services Agency Contact Person - Program Lee Lewis, Project Administrator Community Policy Management NC Division of MH/DD/SAS 3021 Mail Service Center Raleigh, NC (919) Lee.Lewis@ncmail.net Agency Contact Person Financial Katrina Blount Budget and Finance NC Division of MH/DD/SAS 3012 Mail Service Center Raleigh, NC (919) Katrina.Blount@ncmail.net N. C. DHHS Confirmation Reports: SFY 2009 audit confirmation reports for payments made to Local Management Entities/Area Authorities, Councils of Government and District Health Departments will be available by around late August to early September at the following web address: At this site, page down to Letters/reports/forms for ALL Agencies and click on Audit Confirmation Reports (State Fiscal Year ). Additionally, audit confirmation reports for Nongovernmental entities receiving financial assistance from the DHHS are found at the same website except select Non-Governmental Audit Confirmation Reports (State Fiscal Years ). The auditor should not consider the Supplement to be safe harbor for identifying audit procedures to apply in a particular engagement, but the auditor should be prepared to justify departures from the suggested procedures. The auditor can consider the Supplement a safe harbor for identification of compliance requirements to be tested if the auditor performs reasonable procedures to ensure that the requirements in the Supplement are current. The grantor agency may elect to review audit working papers to determine that audit tests are adequate. B
2 I. PROGRAM OBJECTIVES Grant funds are available from the U. S. Department of Education through the Safe and Drug-Free Schools and Communities Act of 1994 (SDFSCA) and its amendments. The purpose of this funding is to support programs to prevent violence in and around schools by strengthening programs that prevent the illegal use of alcohol, tobacco, and other drugs, involve parents, and are coordinated with related Federal, State, and community efforts and resources. On January 2, 2002 President Bush signed into law the No Child Left Behind Act (NCLB) of 2001, Public Law , which reauthorized the Elementary and Secondary Education Act of 1965 (ESEA). The NCLM emphasizes the administrations four pillars for education reform accountability, use of science-based programs, parental and community involvement, and local decision making and is designed so that federal support for elementary and secondary education ensures that every student achieves academic success. Effective July 1, 2002, the SDFSCA State Grants (Subpart 1) program authorizes a variety of activities designed to prevent school violence and youth drug use, and to help schools and communities create safe, disciplined, and drug-free environments that support academic achievement. II. PROGRAM PROCEDURES High-Risk Youth Prevention Project grants may be awarded to Local Management Entity/Area Authority (LME/AA) and/or their contract agencies for purposes of providing scientifically tested community-based programs of coordinated services that are designed for high-risk youth. These services include programs that use strategies to improve skills of such youth such as vocational and educational counseling and job skills training, giving priority to assisting community action agencies, community-based organizations, parent groups, and other entities. Grants may also be awarded to nonprofit organizations for developing new strategies to communicate anti-drug messages to youth. Discretionary Prevention Project grants may be awarded to parent groups, community action and job training agencies, community-based organizations, and other public entities and private nonprofit organizations to support the development and implementation of a variety of substance abuse and violence prevention programs and activities. Through the Governor s funds there shall be priority given to support programs and activities to children and youth who are not normally served by State and local educational agencies, and populations that need special services such as runaway and homeless children, pregnant and parenting teenagers, school dropouts, and youth in juvenile detention facilities. Projects are funded for the SFY period of July 1, through June 30 of the year following. Award of funding is contingent upon the approval of the SDFSC grant application in response to the SDFSC Request for Application. Applications will be reviewed by a comprehensive selection of reviewers that will score and make recommendations for each application received. The reviewers scores will be averaged and forwarded to the Chief of Community Policy and Management with recommendations based on the scores of the applicants application. The Chief of Community Policy Management will make the final grantee award selection based on the information and recommendations presented by the review team. The SDFSC grant awards will be contingent upon the continued availability of federal funds. Allocation of funds is contingent upon the written authorization of the Governor's Designated Representative and is based upon approval of a specific primary prevention project, including any required revisions, as described in the approved SDFSC Grant Application and Statement of Assurances. B
3 An original of the completed SDFSC Grant Application and Statement of Assurances by the Area Program and Contract Provider will be kept on file and serve as a contract between the Division, the LME/AA and the Contract Provider. Mid year and Year End reports will be submitted annually by a date established by the Division of Mental Health, Developmental Disabilities, and Substance Abuse Services (DMH/DD/SAS), Mail Service Center 3007, 325 N. Salisbury Street, Raleigh, NC The Substance Abuse Authority has made funds available to Area Mental Health/Developmental Disability/Substance Abuse programs and/or their contract agencies. Funds are annually allocated to LME/AA and contract agencies based on this approved application. Instructions for SDFSC Request for Application and Statement of Assurances 2. Mid Year and End of Year Reports, and Statement of Assurances. Excerpts of the above-referenced Statement of Assurances for Governor s Prevention Projects include the following provisions: The recipient of Governor's Substance Abuse and Violence Prevention Program Funds agrees to abide by provisions for this funding outlined in the Safe and Drug-Free Schools and Communities Act of 1994 and its subsequent amendments, as well as those specified in Federal and State statutes, rules, regulations, and standards: Federal funds made available are to be used only to supplement other funding of primary prevention projects, and in no event are to be used to supplant State, local, and other non-federal funds. Each funded project is, in any brochure, handout, public announcement, newsletter, or other project publication or materials, to clearly identify itself as a Federal program funded under the Safe and Drug-Free Schools and Communities Act of Projects are to also acknowledge the support of the Division of MH/DD/SAS, Department of Health and Human Services. III. COMPLIANCE REQUIREMENTS Crosscutting Requirements The DHHS/Division of Mental Health, Developmental Disabilities and Substance Abuse Services (DMHDDSAS) mandates that all the testing included within the crosscutting section be performed by the local auditors. Please refer to that section, which is identified as DMH-0 for those mandated requirements. A. ACTIVITIES ALLOWED OR UNALLOWED Allowed Activities Both High Risk Youth Projects and Discretionary Projects may provide services including the following: local broadly-based programs for substance abuse and violence prevention; B
4 training programs for parents, law enforcement officials, judicial officials, social service providers, health service providers and community leaders about substance abuse and violence prevention, early intervention, and rehabilitation referral; replication and distribution of educational and informational materials; technical assistance to help community-based organizations in the planning and implementation of substance abuse and violence prevention programs; planning and implementing substance abuse and violence prevention activities that coordinate the efforts and resources of local community organizations with local educational agencies; activities to protect students traveling to and from school from substance abuse and violence; before-and-after school recreational, instructional, cultural, and artistic programs that encourage illicit substance- and violence-free lifestyles; activities that promote awareness of and sensitivity to alternatives to violence through courses of study that include related issues of intolerance and hatred in history; developing and implementing activities to prevent and reduce violence associated with prejudice and intolerance; developing and implementing strategies to prevent illegal gang activity; coordinating and conducting community-wide violence and safety assessments and surveys; and service-learning projects that encourage illicit substance- and violence free lifestyles. Unallowed Activities Any diagnosis or treatment of substance abuse or dependency or mental illness. SDFSCA funds may not be used for construction, or to provide medical services, drug treatment, or rehabilitation. Pupil services or referral to treatment for students who are victims of or witnesses to crime or who use alcohol, tobacco, or drugs are not included in the prohibition (Section 4154 of the SDFSCA (20 USC 7164)). B. ALLOWABLE COSTS/COST PRINCIPLES All grantees that expend State funds (including federal funds passed through the N. C. Department of Health and Human Services) are required to comply with the cost principles described in the N. C. Administrative Code at 09 NCAC 03M Reimbursed only for those services which are listed below. (1) Grantee will be reimbursed outside of the-ucr system and settled on an expenditures basis. Not less than 70% of the total amount of the annual grant award for Governors' High-Risk Youth Projects shall be earned on an annual basis through the provision of currently approved project services to eligible children and adolescents in Child Substance Abuse. B
5 (2) Not more than 30% of the total amount of the annual grant award for Governor's High-Risk Youth Projects may be earned on an annual basis through the provision of any of the following approved project services that target populations of Child Substance Abuse and Selective Prevention (CSSP): C. CASH MANAGEMENT H0001: Alcohol and/or Drug Assessment H0002: Alcohol and/or Drug Screening H0025: Behavioral Health Prevention Education Services These funds are disbursed through an allocation process therefore Cash Management should not be tested at the local level. E. ELIGIBILITY 1. Eligible Recipients for High-Risk Youth Projects are: a) between the ages of 5 and 17 years of age; or parents of this age group b) at high risk of becoming an alcohol or other drug abuser, or who have been alcohol or other drug abusers in the past; and c) assessed as high-risk for substance abuse in one or more of the following federally designated high-risk categories: is a school dropout has experienced repeated failure in school, suspension, or expulsion has become pregnant or is a teen parent is economically disadvantaged is the child of a drug or alcohol abuser is a victim of sexual, physical or psychological abuse has committed a violent or delinquent act has experienced mental health problems has attempted suicide has experienced long term physical pain due to injury is a juvenile in a detention facility within the State is physically disabled is a homeless or runaway youth 2. Eligible Recipients for High-Risk Youth Projects shall not: a. be currently abusing alcohol or other drugs or B
6 b. be currently receiving treatment for a diagnosis of substance abuse or dependence. Note that youth who are currently using substances do not qualify as high-risk youth under this definition. Such youth are more appropriately served in substance abuse treatment services, rather than targeted primary prevention services. Likewise, youth who are receiving mental health treatment services are properly categorized with a Primary Disability of Mental Health, and do not qualify as high-risk youth under this definition. Support for services to such youth is appropriately assigned to mental health treatment funding rather than to substance abuse primary prevention funding. F. EQUIPMENT AND REAL PROPERTY MANAGEMENT Equipment Management LME s should follow the state guidelines for equipment management when allocated funds outside of the Integrated Payment and Reporting System (IPRS). Additional guidance and guidelines can be found in the Education Department General Administration Regulations (EDGAR). Real Property This requirement does not apply to DMH/DD/SAS contracts. G. MATCHING, LEVEL OF EFFORT, EARMARKING Matching Not applicable at the local level. Level of Effort Federal funds are to supplement and not supplant State, local and other non-federal funding of services. Earmarking The project shall assure that the amount or quality of services is provided to high-risk youth identified by an initial screening tool. H. PERIOD OF AVAILABILITY OF FEDERAL FUNDS This requirement does not apply at the local level. I. PROCUREMENT AND SUSPENSION AND DEBARMENT Procurement All grantees that expend federal funds (received either directly from a federal agency or passed through the N. C. Department of Health and Human Services) are required to conform with federal agency codifications of the grants management common rule accessible on the Internet at B
7 All grantees that expend State funds (including federal funds passed through the N. C. Department of Health and Human Services ) are required to comply with the procurement standards described in the North Carolina General Statutes and the North Carolina Administrative Code which are identified in the State of North Carolina Agency Purchasing Manual accessible on the Internet at Nongovernmental subrecipients shall maintain written Procurement policies that are followed in procuring the goods and services required to administer the program Suspension & Debarment All grantees awarded contracts utilizing Federal dollars must be in compliance with the provisions of Executive Order 12549, 45 CFR Part 76 and Executive Order Follow procedures in DMH crosscutting supplement (DMH-0). L. REPORTING 1. A modified client profile will be used by the project for record-keeping and reporting on project recipients and services; 2. Reporting shall follow guidelines set forth in the annual Performance Contract between the LME/AA and Division of MH/DD/SAS, individual allocation letters from the Division of MH/DD/SAS to the LME/AA. 3. Programs shall annually submit to the Division the following reports: a. Annual Plan Application and Statement of Assurances b. Mid-Year Progress Report (Due 1/31 of each year) c. Year-End Evaluation Report (Due 7/31 of each year) d. Financial Status Reports (FSR s) (Due by the 10 th of the month for reimbursement of the previous month s expenditures) for direct contractors of services. M. SUBRECIPIENT MONITORING Monitoring is required if the agency disburses or transfers any State funds to other organizations, except for the purchase of goods or services, the grantee shall require such organizations to file with it similar reports and statements as required by G.S. 143C-6-22 and 6-23 and the applicable prescribed requirements of the Office of the State Auditor s Audit Advisory #2 (as revised January 2004) including its attachments. If the agency disburses or transfers any pass-through federal funds received from the State to other organizations, the agency shall require such organizations to comply with the applicable requirements of OMB Circular A-133. Accordingly, the agency is responsible for monitoring programmatic and fiscal compliance of subcontractors based on the guidance provided in this compliance supplement and the audit procedures outlined in the DMH-0 Cross-cutting Supplement. N. SPECIAL TESTS & PROVISIONS B
8 The agency must comply with any additional requirements specified in the contract or to any other performance-based measures or agreements made subsequent to the initiation of the contract including but not limited to findings requiring a plan of correction or remediation in order to bring the program into compliance. Suggested Audit Procedures Review contract/grant agreement, identify any special requirements; and Verify if the requirements were met. Conflict of Interest and Certification of No Overdue Tax Debts All non-state entities (except those entities subject to the audit and other reporting requirements of the Local Government Commission) that receive, use or expend State funds (including federal funds passed through the N. C. Department of Health and Human Services) are subject to the financial reporting requirements of G. S. 143C-6 effective July 1, These requirements include the submission of a Notarized Conflict of Interest Policy (see G. S. 143C- 6.23(b) and a written statement (if applicable) that the entity does not have any overdue tax debts as defined by G. S at the federal, State or local level (see G. S (c). All non-state entities that provide State funding to a non-state entity (except any non-state entity subject to the audit and other reporting requirements of the Local Government Commission) must hold the sub-grantee accountable for the legal and appropriate expenditure of those State grant funds. B
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