Industry clients receive year-long sponsorship of the site and are entitled to renewal at the end of the year. The Portgrants.info site includes:

• Your logo on every page on the site
• Your organizations solution page linked to the primary navigation of the site and accessible from nearly every page
• Up to 5 navigable pages off the organizations solutions page, with the organizations solutions and packages suitable for inclusion in the featured grant
• Access to traffic statistics and referral reports online

For more information please contact marketing@grantsoffice.com or 585-473-1430.
Thank you!

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Each year since 1990, the US Department of Agriculture Distance Learning and Telemedicine (DLT) program has provided funding to rural schools and health care providers to invest in telecommunications facilities and equipment to bring educational and medical resources.

The Program funds projects that:

*Deliver structured educational training and/or medical professional presence over distances;

*Facilitate networking of multiple dispersed sites over a geographic area;

*Reflect significant local community input; and

*Remain self-sustaining after the grant period ends.

Distance learning and telemedicine have the potential to extend to rural areas the diversity and comprehensiveness of educational and healthcare opportunities that are available to those in urban areas. These technologies allow students in rural Arkansas to tour the Smithsonian or take a course in Latin, and they enable physicians in rural Wyoming to consult with world-class specialists or evaluate sick children in their remote school buildings.

Note: The program funds grants, loans, and grant-loan combinations, and as straight grants are evaluated differently than loans and grant-loan combinations, this site will focus on 100% grant applications. Wherever possible, information on requirements for loans and grant-loan combinations will be included as a reference.

DLTGrants.info provides Distance Learning/ Telemedicine Grants News, an in-depth informational workshop, and Cisco Systems DLT Packages.

This is not the official DLT Grants Program website. Please refer to USDA's DLT Program website to complete the application process.

How to use this site

Be sure to register for e-mail updates, then take a few moments to familiarize yourself with the site. It will provide you with information, tips, and guidance to help enhance your ability to develop high quality proposals for the program.

Please note that this site is not intended to replace official guidance for this program, but rather to provide grantseekers with valuable know-how based on our years of experience with grants development. In any case, the official guidance provided by the grantmaking agency supercedes any information provided in this site.

DLT Grants Workshop

This section will provide you with information and guidance to help make you more successful at obtaining DLT funds.

Funds are administered each year by the Rural Utilities Service of the US Department of Agriculture. The program provides grants and combination grant-loans to support the education, healthcare, and economic development of citizens living in rural areas.

Feel free to browse through the information available here and throughout the remainder of the site, and don't forget to register for e-mail updates!

Application Forms

 

Distance Learning/Telemedicine application forms are available from the US Department of Agriculture's Rural Utilities Service.

A. SF-424—Application for Federal Assistance

B. Executive Summary

C. Objective Scoring Worksheet

D. Rural Calculation Table

E. National School Lunch Program Determination

F. Empowerment Zones/Enterprise Communities or Champion Communities Evidence

G. Documented Need for Services/Benefits Derived from Services

H. Innovativeness of the Project

I. Budget

J. Leveraging Financial Resources/Evidence of Funding Commitments

K. Financial Information and Sustainability

L. Cost-Effectiveness of the Project

M. Telecommunications System Plan

N. Scope of Work

O. Statement of Experience

P. Contact with USDA State Director—Rural Development

Q. Certifications

R. Attachments and Supplemental Information (if any)—numbered

 

Much of the information you're required to submit is in non-narrative forms. For ideas on developing a sound narrative, check out the Narrative Overview section of the site!

Rules and Instructions

 

Approved Uses

Approved grant purposes (7 CFR 1703.121) fall within three categories.

1. The first category includes acquiring eligible equipment. Examples:

• Computer hardware and software

• Audio and video equipment

• Computer network components

• Terminal equipment

• Data terminal equipment

• Inside wiring

• Interactive audio/video equipment

2. The second category provides for acquiring instructional programming

(including the purchase or lease of instructional programming already on the

market).

3. The third category includes technical assistance and instruction for using

eligible equipment, including any related software; developing instructional

programming (including the development and modification of an existing

instructional programming package); and providing engineering or

environmental studies relating to the establishment or expansion of the phase

of the project to be financed with the grant. The costs for this category cannot

exceed 10% of the grant amount requested or 10% of the eligible matching funds.

Deadlines

All applications must have a postmark or proof of shipping (or electronic submission, if applicable) by the deadline date to be eligible for funding within the current fiscal year.

For FY 2005, the overall deadline for DLT grant applications is February 1st, 2005.

Please note: The July deadline only applies to the Grant-Loan Program. The deadline for the DLT grant application has already expired.

Page Limits

Remember that electronic submission of your DLT application is strongly recommended.

Subsequently, review the grants.gov customer support resources and electronic submission process well in advance of the filing deadline so that any technical problems regarding "page limits" or content manipulation are effectively resolved and will not impact the quality of your application.

The DLT Executive Summary has no defined page limit, but requires information presented in numbered paragraph form coinciding with the nine (9) outlined Executive Summary categories.

Scope of Work has no defined page limit; Statement of Experience should be no more than three single-spaced pages, Telecommunications System Plan has no defined page limit.

Eligible Applicants

To be eligible to receive a DLT grant, the applicant must:

1. Currently deliver or propose to deliver distance learning or telemedicine services.

2. Be legally organized as an incorporated organization or partnership; an Indian tribe or tribal organization; a state or local unit of government; a consortium; or other legal entity, including a private corporation organized on a for profit or not-for profit basis. Please see 7 CFR 1703.103(i) for specific legal definitions and citations.

3. Operate a rural community 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 areas.

To qualify for the DLT Program, your project must meet a minimum eligibility requirement of 20 points based on a rurality calculation, which determines the extent to which a project serves rural areas. Your project project may obtain a higher score (up to a total of 45 points) depending on the relative rurality of the project's service area.

4. Maintain a minimum matching funds contribution of 15% of the total grant amount requested (a larger percentage of matching funds will ensure a higher ranking of your proposal).

 

Also see DLT Program homepage

FAQ

What resources are available for assistance in preparation of an application?

• The RUS DLT website contains information on Fiscal Year 2004 opportunities, past awards demonstrating the types of projects we are looking to fund and other resources available on the Internet.
  
  
• RUS has created a comprehensive grant application guide as well as a loan and combination loan-grant application guide on the financial assistance available through the DLT program. These guides were created to ensure that even the most inexperienced grant writer or loan applicant could prepare a high quality application. It includes eligibility requirements, descriptive narratives, required forms, etc., and can be downloaded from the Internet.
  
  
• RUS General Field Representatives with specific knowledge in local rural areas and Washington DC staff are available to answer questions and provide guidance to applicants. Contact information is available on the Internet.
  
  
• USDA State Directors are also available to answer questions and provide guidance specific to the DLT program as well as any other USDA program of interest. An updated list of USDA State Directors is available on the Internet.

 

Who is eligible for DLT financing?

To be eligible to receive a financing under the DLT Program, the applicant must be organized in one of the following corporate structures:

1. Be delivering or proposing to deliver distance learning or telemedicine services;
2. Be legally organized as an incorporated organization or partnership; an Indian tribe or tribal organization, as defined in 25 U.S.C. 450b (b) and (c); a state or local unit of government, a consortium, as defined in § 1703.102; or other legal entity, including a private corporation organized on a for profit or not-for profit basis; and
3. Be operating a rural community facility or be delivering 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 is passed through to such entities or to residents of rural areas.

Note: RUS electric or telecommunications borrowers are not eligible for grants.

 

 

What characteristics make up a successful Distance Learning or Telemedicine Project?

• Need and Benefit of the Technology - Fulfilling community needs must be the driving factor when employing distance learning or telemedicine technology. Many projects are developed out of necessity in areas without adequate educational or medical services. The best projects are typically initiated from the grassroots with enthusiastic and motivated educators and healthcare providers as project leaders. Successful projects produce tangible and intangible benefits such as reduced costs to individuals and participating institutions, the saving of lives, and increased numbers of students attending college. In most cases, the benefits more than justify the costs.
  
  
• Need for RUS Funding -The applicant should explore every practicable funding option to sustain the project for at least 10 years. Grant funding is targeted at applicants that are unable to implement the proposed project without assistance from RUS. RUS combination financial assistance and loan financial assistance should be explored as an alternative to grant funding. Local institutional support in the form of cash, in-kind matching funds, knowledge, and participation are an essential part of a successful project.
  
  
• System Sustainability - The project must generate sufficient revenue to cover operating expenses, depreciation, and all other costs, without the need for further grant funding. For loans, projects must show ability to service the debt. The ability of the project participants to manage and utilize advanced technology is critical to a sustainable project (e.g., supplying written agreements among hubs and end user sites for operating procedures and cost sharing).
  
  
• Cost Effectiveness of Technology - Understanding the costs of implementing advanced technology (e.g., operating expenses, maintenance costs, network tolls and access charges, training, depreciation and/or replacement costs, technical support) to support the proposed distance learning or telemedicine project is essential. Applicants should research alternative designs during the development of a cost-effective project. RUS will consider interoperability with state and regional networks.

 

What are the eligibility requirements for Grants?

• RUS has determined the maximum amount of an application for a grant that will be considered for funding in FY 2004 to be $500,000. The minimum amount of a grant is $50,000.
  
  
• The proposed project must meet the educational and health care requirements of predominately rural areas. Applicants must meet the minimum eligibility of 20 points based on its Rurality calculation determining the extent to which the project serves rural areas.
  
  
• Allowable funding is limited to those costs "inside the door" of the rural medical or educational institution (see CFR 1703.121). These eligible purposes are limited to the capital costs of setting up the project, including the following: equipment, software and some technical assistance. Grants may be used at an urban site for the purpose of delivering educational or medical services to rural areas. Keep in mind that although there is no repayment requirement for a grant, projects must show sustainability (i.e. the ability to pay operating and telecommunications expenses over a 10-year period).
  
  
• Grants also require matching funds in the form of cash or in-kind eligible equipment from non-federal sources of at least 15% of the amount designated for approved purposes. These funds cannot be used to fund operating costs (including salaries or administrative expenses) or for transmission facilities (i.e., those facilities that connect sites).

What is the deadline for DLT Combination and Loan financing?

Applications for combination loan-grant or loans will be processed as received, on a first-come, first-served basis. Although applications may be submitted at any time, to ensure consideration for approval during fiscal year 2004, which ends September 30, 2004, completed applications should be postmarked by: July 31, 2004.  Combination loan-grant or loan applications postmarked after this date will continue to be processed; however, no assurances can be provided for consideration for approval before the end of the fiscal year.

What are the eligibility requirements for Combination and Loan financing?

• Generally, the maximum amount for a loan that will be considered for funding during FY 2004 is $10,000,000. However, RUS may fund a project greater than $10,000,000 subject to the project's feasibility and the availability of loan funds. Combination financial assistance will generally consist of a fixed proportion of $10 in loans for each $1 in grant (i.e., approximately 91% loan and 9% grant).
  
  
• The proposed project must meet the educational and health care requirements of predominately rural areas. Applicants must meet the minimum eligibility of 20 points based on its Rurality calculation determining the extent to which the project serves rural areas.
  
  
• The allowable purposes for combination loan-grant and loan financing expand beyond the narrow range of equipment, software and technical assistance allowed with grant funding; particularly with regard to physical facilities, e.g., "bricks and mortar", transmission facilities, and project start-up costs.
  
  
• There is no matching fund requirement.

What are the expanded eligible purposes under Combination Loan-Grant financing?

In addition to the items that can be funded under grant financial assistance provisions, combination loan-grant financial assistance can be used for purposes in 1703.131 reflecting expanded funding opportunities including:

1. Purchasing medical and educational equipment (in addition to telecommunications equipment that directly encodes or decodes data) shown to be necessary to implement the project;
   
   
2. Providing links between teachers and students or medical professionals located at the same facility as long as the facility is part of a distance learning and telemedicine network (formerly, single sites could not be funded in this manner);
   
   
3. Providing for site development and alteration of buildings necessary for the project but not reflecting a major portion of the financial assistance;
   
   
4. Purchasing of land and/or buildings, or building construction necessary but not reflecting a major portion of the financial assistance (the applicant must demonstrate that the financial assistance for this purpose is not available elsewhere at an economic cost); and,
   
   
5. Acquiring telecommunications transmission facilities where such facilities cannot be obtained at a cost that does not impact the economic viability of the project.

What are the expanded eligible purposes under Loan financing?

In addition to the items that can be funded under the combination financial assistance provisions, loan financial assistance can be used for purposes in 1703.141 reflecting expanded funding opportunities including:

1. Operations costs incurred during the first two years of operation of the project provided they are shown to be necessary, financing is not available elsewhere, and such costs do not exceed 20 percent of the loan financial assistance provided. Salaries and administrative expenses are not eligible for funding; and,
   
   
2. Costs needed to provide distance learning broadcasting to rural areas subject to the requirements in the regulation.

What kind of interest rate is available with Loans or the Loan portion of Combination financial assistance?

The interest rate for the loan (portion) is based on the cost of money to the United States Treasury at the time of draw down of funds. The maximum amortization period for the loan (portion) is up to 10 years or the economic life of the facilities being financed, whichever is less. The interest rate is based on "Yields on Treasury Securities" at "constant maturity" defined by the following:

Yields on Treasury securities at "constant maturity" are interpolated by the U.S. Treasury from the daily yield curve. This curve, which relates the yield on a security to its time to maturity, is based on the closing market bid yields on actively traded Treasury securities in the over-the-counter market. These market yields are calculated from composites of quotations obtained by the Federal Reserve Bank of New York. The constant maturity yield values are read from the yield curve at fixed maturities, currently 3 and 6 months and 1, 2, 3, 5, 7, 10, 20, and 30 years. This method provides a yield for a 10-year maturity, for example, even if no outstanding security has exactly 10 years remaining to maturity. In estimating the 20-year constant maturity, the Treasury incorporates the prevailing market yield on an outstanding Treasury bond with approximately 20 years remaining to maturity.

Applicants can access the appropriate rate for a given loan term under the heading "Treasury constant maturities" at the following web site: http://www.federalreserve.gov/releases/H15/update. For purposes of budgeting for feasibility analysis, applicants should use the most up to date rate based on the above criteria for amortization.

 

Source: Rural Utilities Service

Narrative Overview

 

The narrative that you provide for your DLT grant proposal is the centerpiece of your application and the primary means you have to make your case for funding. As such, it should present your information in a concise and meaningful way. This section includes:

The Distance Learning/Telemedicine application has five distinct areas requiring narrative description for various aspects of your proposed project. The five sections include the general overview of the project as described in the

Executive Summary

Additionally, four more sections require narrative description:

Scope of Work

Financial Information and Sustainability

Statement of Work Experience

Telecommunications System Plan

All aspects of your application, but especially the narrative components, should also consider the identified Scoring Criteria listed below (a complete outline can be found in the FY 2004 Distance Learning and Telemedicine Grant Application Guide). http://www.usda.gov/rus/telecom/dlt/dlt.htm

Additionally, make sure any statements you make in your Executive Summary address scoring criteria priorities, and are fully explored and specifically supported in the appropriately related application sections. For example, the required Telecommunications System Plan (TSP) must consider Scoring Criteria concerns E : Innovativeness of the Project and F: Cost Effectiveness of the System. Your carefully composed statements should directly reflect the priorities identified as areas of greatest need and impact

Scoring Criteria:
Your application will be evaluated and ranked according to its score based upon the following criteria:

Criteria	Max Score
A. Documented need for services and benefits derived	45 points
B. Comparative rurality of the project service area (minimum eligibility requirement for application requires a score of at least 20 points)	45 points
C. Economic need based on the National School Lunch Program (NSLP)	35 points
D. Leveraging financial resources (minimum eligibility requirement for application requires at least 15% in matching funds)	35 points
E. Innovativeness of the project	15 points
F. Cost effectiveness of the project	35 points
G. Project participation in Empowerment Zone (EZ) and Enterprise Community (EC) and Champion Communities	15 points

The FY 2004 DLT Grant Application Guidelines completely outlines scoring criteria considerations on pages 3-15 of the guide.

Executive Summary

The Executive Summary must provide a general project overview covering the nine categories delineated below. The Executive Summary should help form your proposal outline and must consider the information requested in the other narrative sections and the requirements outlined in the application Scoring Criteria.

Additionally, all nine categories must be addressed in order, in paragraph form and numbered accordingly. Address each category in as specific and concise a manner as possible. Be sure to provide complete references for supporting materials and always provide source documentation to substantiate the data you provide, such as any project claims or outcomes you cite in the proposal.

The Executive Summary should include the goals of the project, a description of the communities to be served, the unique problems that rural residents in your project area face, and how the proposed project will help alleviate those problems. Be sure to provide links between the proposed project and its benefits. The Executive Summary should also delineate the organizations participating as project partners and the technologies to be used.

EXECUTIVE SUMMARY CATEGORIES

1. A description of why the project is needed.

2. An explanation of how the project will address the need identified in 1 above, why the applicant requires financial assistance, the types of educational or medical services to be offered, and the benefits to the rural residents.

3. A description of the applicant’s eligibility.

You must provide evidence of legal existence, and legal authority to contract with the Government and perform the proposed activities. Include these items attachments to your application:

 

• Evidence of legal existence. Demonstrate that your organization is legally recognized under state and Federal law. Satisfactory documentation includes but is not limited to, certificates from the

Secretary of State, or state statutes or laws establishing your organization. Letters from the IRS awarding tax-exempt status are not considered adequate evidence.

• Evidence of legal authority to contract with the Government. Satisfactory documentation includes but is not limited to, articles of incorporation,

bylaws, board resolutions, excerpts from state statutes, or an attorney’s opinion of counsel.

4. An explanation of the total project cost including a breakdown of the grant required and the source of matching contributions and other financial assistance for the remainder of the project.

5. A statement that the project is either for a distance learning or telemedicine purpose. If the project provides both distance learning and telemedicine services, the applicant must identify the predominant use of the system.

6. A general overview of the telecommunications system to be developed, including the types of equipment, technologies, and facilities used.

7. A description of the participating hubs and end-user sites and the number of rural residents that will be served by the proposed project at each end-user site.

8. A certification that the facilities purchased or constructed using financial assistance do not duplicate adequate, established telemedicine or distance learning services.

9. A listing of the location of each end-user site (city, town, village, borough, or rural areas, including counties served and state).

Number each paragraph as shown above. Remember, this summary is the first overall picture of your request for assistance and what problems you are attempting to solve.

See also:

Scope of Work

Financial Information and Sustainability

Statement of Work Experience

Telecommunications System Plan

Scope of Work

Your proposed scope of work will paint a picture for the reviewer by describing how you will meet your project goals through your plan for actual project implementation. You must be able to demonstrate to the reviewer that you have fully considered how you plan to proceed with the project, if funded, and must include, at a minimum, the following:

1. The specific activities to be performed under the project.

2. Who will carry out the activities.

3. The timeframes for accomplishing the project objectives and activities.

4. A BUDGET for all capital requirements reflecting the line item costs for approved purposes for the grant funds and matching funds, and for other sources of funds for the project.

The budget must specify any line item costs that are non-approved purposes for grants as contained in §1703.123. See Attachment 3 in the official guidance.

Your Scope of Work will explain in detail what you plan to do and should consider relevant preparatory activities prior to project implementation. Preparatory activities, while not part of the funded project, can make a strong case for your organization’s abilities.

Your schedule or program for project implementation should be reasonable and feasible. Project activities should be organized in a logical order and should reflect sound programming practices. A program plan that is too general or a work schedule that appears too optimistic will only demonstrate your organization’s lack of understanding about the realities of project implementation and will raise doubt, not confidence about your organization’s abilities.

See also:

Executive Summary

Financial Information and Sustainability

Statement of Work Experience

Telecommunications System Plan

 

Financial Information and Sustainability

The third section requiring narrative description is the Financial Information and Sustainability section. You must provide a narrative description demonstrating the feasibility of your project.

In your Financial Information and Sustainability statement you should be able to document how your collaborating individuals and organizations’ technical and programmatic expertise enables their ability to undertake and complete your proposed project. Additionally, you must explain the specific role your proposed plan and project staff will play in ensuring project sustainability.

You must also specifically address what resources will be devoted to the project and how you have determined these resources are sufficient to sustain the project.

The narrative Financial Information and Sustainability description should include all assumptions and the following information:

1. A description of the project’s revenues and expenses;

2. Evidence of cost sharing arrangements among hub and end-user sites, if applicable;

3. Identification of any other items that may affect feasibility or sustainability of the project; and

4. For applicants eligible under §1703.103(a)(2)(ii) of Subpart D, an explanation of the economic analysis justifying the rate structure to ensure that the benefits, including cost savings, of the financial assistance is passed through to those receiving telemedicine or distance learning services.

See also:

Executive Summary

Scope of Work

Statement of Work Experience

Telecommunications System Plan

 

Statement of Work Experience

The fourth section requiring narrative description is the Statement of Experience section. In no more than three single spaced pages you must describe your organization’s demonstrated capability and experience, if any, in implementing and operating any project similar to the proposed project.

If your organization has no previous experience with a similar project, it would benefit you to determine what relevant experience your organization does have. Organizational program accomplishments and/or a demonstrated performance record will build the reviewer’s confidence in your organization’s abilities, but be sure to cite relevant experience and provide direct links from your accomplishments to your proposed program plan.

Note: Experience in a similar project is desirable but not required.

See also:

Executive Summary

Scope of Work

Financial Information and Sustainability

Telecommunications System Plan

 

Telecommunications System Plan

The fifth section requiring narrative description is The Telecommunications System Plan (TSP) section. The TSP is a crucial part of your application and should be carefully composed in consideration of application Scoring Criteria items E: "Innovativeness of the Project" and F: "Cost Effectiveness of the System".

Your TSP must be able to justify that the technology chosen for your proposed project is the most appropriate or beneficial to provide the needed services outlined in your Executive Summary and Scope of Work.

Your TSP should also demonstrate how modern telecommunications technology will be used to meet the unique service requirements of the community.

The TSP should provide:
1. A general description of the telecommunications facilities to be used for the distance learning or the telemedicine project with an explanation of how the telecommunications facilities would be used to enable the proposed project to interconnect with other existing networks at the regional, state, national, or international level.

2. A network diagram of the telecommunications system and how the distance learning or telemedicine equipment relates to that system.

3. A listing with a detailed description of the:

-Proposed purchases or leases of telecommunications terminal equipment, data terminal equipment, audio or video equipment, computer hardware and software systems. (The applicant does not need to duplicate the listing if it is included in the budget section of the application.); and
   

-Components that process data for transmission via telecommunications, computer network components, and communication satellite ground station equipment.

4. A description of the capabilities of the telecommunications terminal equipment that will be used to deliver the proposed service. The applicant should:

-Document discussions with various technical sources which could include consultants, engineers, product vendors, or internal technical experts;

-Provide detailed cost estimates for operating and maintaining the end-user equipment; and

-Provide evidence that alternative equipment and technologies were evaluated.

5. A description of the consultations with the appropriate telecommunications carriers (including interexchange carriers, cable television operators, enhanced service providers, providers of satellite services and telecommunications equipment manufacturers and distributors) and the anticipated role of such providers in the proposed telecommunications system.

See also:

Executive Summary

Scope of Work

Financial Information and Sustainability

Statement of Work Experience

 

Building a Budget

Budget Tips
    In building your project budget for your Distance Learning/Telemedicine proposal, keep in mind that everything you’ve outlined in your Executive Summary, Scope of Work and Telecommunications System Plan will need to be categorized and represented in your budget.
You will need to be able to demonstrate and justify the feasibility of your project through your Financial Information and Sustainability statement (section E. of the DLT application). Please be sure to review the Financial Information and Sustainability portion of this grants workshop in the Narrative Overview section of this site to help you understand the extent to which your budget must be delineated. Remember to be as specific as you can, with some justification for estimates you will inevitably have to make.


Matching Funds Requirements
    Matching funds for the DLT application must be for approved purposes and equal to a minimum of 15% of the grant amount requested. The percentage of matching contributions however, is one of the objective criterion that directly impacts an application’s ranking. Matching funds are listed as objective criterion D: Leveraged Financial Resources and the higher the percentage of matching funds, the more points an application scores for this particular objective criterion. Additionally, the source and amount of matching funds must be identified in the application.

Approved grant and matching funds purposes fall within three categories.

Category 1) The acquiring of eligible equipment such as computer hardware and software, audio and video equipment, computer network components, terminal equipment, data terminal equipment, inside wiring and interactive video equipment.

Category 2) The acquiring of instructional programming, including the purchase or lease of instructional programming that has already been developed and is available on the market.

Category 3) Provision of technical assistance and instruction for using eligible equipment. Costs for this category cannot exceed 10% of the grant amount requested or 10% of the eligible matching funds.

Reference Materials

DLT Planning Resources

The Telemedicine Weblog

AMD Telemedicine Tutorial

Telemedicine Research Center

National and Regional DLT Associations

The Association of Telehealth Service Providers

California Telemedicine and Health Center

American Telemedicine Association

International Society for Telemedicine

Office for the Advancement of Telehealth

DLT Journals

Telemedicine Today Magazine

DLT Legislation

Telemedicine Legislation

Center for Telemedicine Law

OMB Circulars

Tips for Writing a Proposal

Be specific in your budget

Most funders have no restrictions or very broad allowances for budget narratives, because they want to see specifically what you plan to buy with grant funds. Be as specific as you can, with some justification for estimates you will inevitably have to make.

Be judicious in involving others in your project

It may seem like a good idea to include as many officials and partners as possible in your project, but be sure each partner you have contributes to the project in a meaningful way.

Make sure your letters of support for the project demonstrate real commitment

Like pieces to a puzzle, your support letters should document the commitment of the project collaborators toward meeting all the objectives and milestones of the project.

Be sure your narrative and budget are consistent

Everything in the budget should be justified in the narrative. Generally, you'll also want to explain, either in the project narrative or budget narrative, why you chose to use one approach, solution, or technology over another.

Customize each proposal

Although certain funding sources may have similar guidelines and your project plan may be the same for the sources you're applying to, build each proposal based on what you know (and what you can learn) about the funder or program.

Specify Who will do What by When and Why

Include a detailed workplan in your narrative that identifies responsibilities and timelines for each activity and that connects each activity to one or more of the objectives you have articulated in the proposal.

Use statistics to document need

Statistics are available from a variety of sources, and they help justify the need you will use to build a case for support. The statistics you use may be general, as in census data, or specific to your field, such as fire metrics.

Make your objectives measurable and realistic

If at all possible, avoid broad, unfocused objectives. Instead, try to focus on specific, realistic outcomes that will result from implementing the project you propose. The objectives should be measurable within a certain time frame, so you will know whether you have been successful at meeting certain objectives by a certain date.

Learn all you can about the funder before you submit a proposal

Attend bidders' conferences and call the funder program staff to make sure you understand what the program is all about. Most funding programs have personalities, aspects common to all funded projects. Get to know the personalities of the grant programs to which you intend to apply.

Submit good reports on time

Funders at all levels spend a great deal of time tracking down reports from their awardees. Even if the results of your project are not great, submit your reports on time. In doing so, you'll begin to build a good working relationship with the funder. Most funders understand that many issues can influence the successful achievement of your project objectives, but they all frown on failing to file complete reports on time.

 

Help Desk

The Grants Office Help Desk is available Monday through Friday from 9AM-6PM EST for organizations currently engaged with Grants Office.

You can reach the Help Desk by phone at 585-473-1430 or by e-mail at info@grantsoffice.com.

DLT Grants Packages

Cisco is a word leader in providing the infrastructure that enables cutting edge educational and healthcare applications to transmit voice, video, and data over robust networks and the Internet.

The Internet is changing education by improving the quality and reach of learning environments. In the past, the quality and breadth of a person's education were determined in large part by their geographic location and daily schedule. Today, thanks to the Internet and other electronic media, many of those limitations are diminishing as students and communities throughout the world benefit from expanded educational opportunities.

At the same time, the Internet has affected every aspect of the global healthcare industry, from the way scientists conduct medical research to the nature of the physician-patient relationship. In an era of rising demands on healthcare systems, innovative Internet solutions can benefit providers, payers, and patients in their common quest for high-quality, cost effective healthcare delivery.

For more detail on the role of Cisco in leading new developments in distance learning and tlemedicine, check out Why Cisco?

Why Cisco?

Cisco Systems harnesses the power of the network for a variety of distance learning and telemedicine applications.

If you're interested in further information about this or any other network-based solution, contact your Cisco Account Manager or call (800)553-NETS right away.

Distance Learning

In the area distance learning, Cisco has three case studies out of the state of Arizona:

"State of Learning"

Arizona School Facilities Board (ASFB)

University of Arizona

In addition, Cisco has created robust distance learning networks around the world:

Alberta, Canada

The Netherlands

Further, Cisco has presented the following information related to DLT:

Cisco Enterprise Content Delivery Network (ECDN)

"Digital Divide Best Practices"

"Cisco Enterprise Video on Demand Solution"

White Paper: "Making the Business Case for Application and Content Network Systems"

Networked DLT Success Stories

Detailed solution and product information for video networks

Crosscutting

"Private Networks: Delivering Distance Learning to Health-Care Professionals "

Telemedicine

Cisco has created cutting edge technologies that enable health professionals to reach further and achieve more. For more information on how Cisco is accomplishing this, read:

"Navigating Public Health's New Landscape"

National Post (Candian Telemedicine)

Detailed solution information, white papers, and articles on telemedicine in healthcare are available at the Cisco Web Site.

Solution Descriptions

Cisco Systems and Grants Office have developed a series of solution descriptions designed to jump-start your DLT application.

These documents contain content and ideas that could provide a framework for your request. Further, tips for each section help you brainstorm the local needs and priorities with which a successful request will align.

Detailed Solution Descriptions

Click on a link to download the solution descriptions you would like:

E-Learning for Health

E-learning for Public Safety

Health Alert Network Solutions

Introduction to Solution Descriptions

The above solution descriptions are intended to assist you in preparing a grant application for a project that includes a Cisco solution. Feel free to use the narrative wording either as it is or edited to reflect your personal or organizational style. The information in this document is broken down into small modules so that you can use it in as wide a variety of contexts as possible.

Unlike a “grant template,” this description provides basic information about the solution, segmented into headings that align with the types of information generally required in proposal narratives, including Need, Approach, Outcomes, Activities, and Future Funding. Based on the information required by the funder, you should easily find project-specific wording that will enhance your narrative, while still leaving room for you to articulate local needs, policies and strategies that will ultimately make the proposal narrative a relevant roadmap for administering your funded project. Tips for filling out these sections are included under each heading.

Unless the funder specifically states that the structure of the proposal is entirely at the applicant’s discretion (as is sometimes the case with foundation grants), it is important to understand and follow the narrative format required by the funder. Use the headings from your solution description as guidance in position certain types of information. For example, a funder’s section entitled, “Need for project” clearly associates with the solution description heading, “Need.” A more ambiguous narrative section like, “Significance” may require some thought and further reading to determine which solution description headings ought to be included in that section.

Over the course of preparing a grant application, though, you’re likely to use all, or nearly all, of the headings in the solution description, in addition to substantial documentation of your own local needs, objectives, and capacity.

Here are a few additional strategies to help you maximize your proposal and put your solution description to the best possible use:

Follow all directions provided by the funder
Include all documentation and other materials the funder requires. If the proposal guidance contains a checklist, be sure to refer to it. Otherwise, make your own checklist based on a careful reading of the guidance. By the same token, avoid adding documentation that is not specifically mentioned in the guidance document. Just as insufficient information may result in your proposal not being read, unwanted materials may not be considered at all or, in some cases, may disqualify your proposal entirely.

Contact Cisco Rep for Pricing & Configuration

Of course, the best person to contact for detailed information on a distance learning or telemedicine solution that's right for your agency is your Cisco Representative.

If you don't have a Cisco contact, Cisco maintains a detailed contact page on its Web site. For more information on how to engage Cisco for your project, or for information on how to reach a local Cisco representative, contact Cisco.

To locate address, phone, fax and email information for Cisco offices worldwide, click on: Office Locations.

Use the Partners & Resellers Locator to find Cisco partners and resellers that are closest to your geographical location.

Grants Office Resource Guide

Grants Office has services to meet the grants development needs of any organization or municipality. For more information, click on:

www.grantsoffice.com

Publications

COMING SOON

Grants Office Services

Grants Office, LLC provides innovative grants development services that enable corporations, municipalities and non-profit organizations to maximize their grant initiatives and develop more strategic and integrated processes for seeking, managing and administering grants. We provide research and advisory services to organizations looking for grant funding directly and to for-profit enterprises that provide products and solutions to the public sector. Our consultants focus on proven ways of developing integrated grant programs by leveraging our years of experience in creating long-term grantseeking strategies.

Based in Rochester, NY Grants Office has a unique business model that incorporates the company’s strong history of grant consulting and unique approach to grant funding, enabling it to build a truly credible bridge between public sector business needs, vendor solutions and the funding necessary for program and solution success. Grants Office’s growing customer base is a testament to the business and the quality of its services.

Grants Office focuses on providing both for-profit and nonprofit clients with the solutions necessary to manage and grow their specific grant development programs. Our solutions allow our clients to execute their grant strategies efficiently by reducing cost, lowering their risk and shrinking the typical investment of time and resources needed.

Based on the idea that grants development is an integrated system made up of four key areas; Intelligence (research), Training, Support, and Proposal development; Grants Office offers our clients a systematic approach to securing grant funding. Leveraging a proven, systematic approach allows our clients to build upon an existing grants development infrastructure or embark on implementation of a completely new grants development program.

Grants Office provides a wide range of services encompassing all facets of successful grants development programs. In combination with one another or leveraged unto themselves each of our solutions plays a pivotal role in building and executing a robust grants development program.

Some of our solutions:

Intelligence (research) – custom grant program research, online grants database, grants development portal, program solution alignment, and annual grant planning.

Training – general grant process training, specific grant program training and national speaking engagements.

Support – web and phone based grants development help desk, grant program website development, and grant application review and editing.

Proposal Development – grant writing, program solution narratives, and grant application development

General Grants Development – outsourced grants development infrastructure, organizational needs assessment, grant strategy development, and organizational process implementation.

Federal and State Grants Information Resources

Grants.gov, the Federal source for grants information:

www.grants.gov

The Catalog of Federal Domestic Assistance:

www.cfda.gov

State Government Home Pages:

www.firstgov.gov

Contact Grants Office

Contact Cisco Systems

Cisco maintains a detailed contact page on its Web site. For more information on how to engage Cisco for your project, or for information on how to reach a local Cisco representative, contact Cisco.

 

Contact Grants Office

Grants Office provides grants development support to municipalities, non-profit organizations, and industry partners through a variety of customized services.

To find out how Grants Office can help you, contact Grants Office:

On the Web: www.grantsoffice.com

Phone: 585-473-1430

Fax: 585-473-1436

E-mail: info@grantsoffice.com

Snail Mail:

69 Cascade Drive, Suite 102

Rochester, NY 14614

5 Easy Steps for Grant Submission

 

Step 1: Pre-Season Training – Planning for your submission.

Step 2: The Warm-up – Application preparation activities that can be completed ahead of time.

Step 3: An Application Specific Game Plan.

Step 4: The Competition – Producing your Application.

Step 5: The Finish Line.

 

Step 1: Pre-Season Training – Planning for your submission. 

•  As far in advance as possible, decide which projects you're going to seek funding for and start looking for the appropriate funding sources that appear be a good match.

 

•  Subscribe to the appropriate opportunity notification mailing lists so that you remain aware of current opportunities and their corresponding submission schedules. Obtain application guidelines and any other necessary application materials.

•  Make sure your organization and/or municipality are eligible to receive funds from the programs and sources you've identified. If you are unsure, contact the funder directly, explain your status and confirm your eligibility.

 

•  Make a calendar of anticipated grant submission deadlines that is highly visible to you and your staff.

Step 2: The Warm-up – Application preparation activities that can be completed ahead of time.

One of the primary steps for executing a successful grant submission is maintaining a library of support materials designed to aid in grant submission. Remember to continually work on compiling and preparing required documents and programmatic support materials so that you don't come up short at deadline time.

•  Put together packets of critical documents you'll need for grant applications, and make sure to update them regularly (2-3 times a year). Examples, depending on the type of organization, may include a copy of the most recent audit for your organization, your IRS letter of Determination (501c3 status), current government contracts confirming your role as a service provider, a complete listing of Staff and the Board of Directors, or pertinent certification requirements.

•  Maintain electronic and hard copy document files of cover letters, proposals, budgets and other standard documents that can be modified for various opportunities.

•  Compose letters of support in advance so you can provide a sample letter with your request.

 

•  Research statistics and obtain evidence to support your claims in advance of your scheduled proposal deadlines. Maintain a newspaper-clipping file and keep extra program brochures to include with your submission.

•  Develop and maintain programmatic partnerships on a long-term basis. Effective partnerships that demonstrate sustainability and efficient program design are attractive to funders.

 

Step 3: An Application Specific Game Plan

•  Using your application guidelines as your template, spend valuable time to develop a checklist of all application related tasks.

•  Break down the tasks into a proposal outline that reflects the organization of the application itself and apply a timeline for proposed completion for each task, as well as outline the procedure for completion (i.e. “submit to project manager in hard copy and electronic format”).

•  You may also want to include an area that identifies each task's status (in progress, complete, not yet started).

•  Then, for each task or group of tasks, assign a person and/or department responsible for completing them.

•  Distribute the checklist to everyone on it, as well as to supervisors and program managers.

When developing your schedule for completion, you should carefully consider practical programmatic realities, such as the time it might take to obtain notarized or certified documents and whether the task can be completed internally or will require outside consultation, etc. Remember also that many applications now require electronic submission. Subsequently, you will have to allow time for the electronic submission process.

Include editing and proofreading as part of your Game Plan task checklist and provide time during the Finish Line period for re-writes, programmatic corrections and budget review. The editing/proofreading portion should also include rectifying the narrative with the budget, ensuring that all programmatic claims are adequately delineated in the budget.

Your Game Plan may be modified as you proceed, but should always serve as your primary organizational document and should include everything that must be completed for a successful submission. A well-designed Game Plan will help ensure the successful development of your proposal and will make all the difference.

 

Step 4: The Competition – Producing your Application

Fully review the program and application guidelines. Make notes and develop your application with the same organizational structure that is provided in the guidelines, making sure to carefully coordinate your proposed project design and budget request together. It is important to remember that any expenditure you propose must be utilized for an approved use and you will have to demonstrate its potential impact upon project design and implementation, as well as upon anticipated project outcomes.

•  Respond to the specific request for funds first and develop your application from there.

•  Don't be afraid to edit and omit in order to remain pertinent to the funder's information request.

•  Remember to answer open-ended questions as specifically as possible within the context of your proposed project and organization.

•  Provide statistics in relation to the project's objectives.

•  Don't modify your entire program or its objectives to make yourself eligible for a funding opportunity. Your lack of infrastructure and program planning will be obvious to the funder and your application will not be successful.

•  Enlist assistance with editing. Your application should be clearly presented and make sense to anyone who reads it, not just your professional peers.

 

Step 5: The Finish Line – Editing, review, collation and submission

Your Game Plan should be designed with a built-in “buffer”, a little extra time so that any mishaps that may inevitably arise can be absorbed without impacting the overall submission. Utilizing your Game Plan Checklist, determine which tasks and/or required documents remain to be completed and begin managing the final details for your submission.

Additionally, in the case of the Distance Learning and Telemedicine Program, early submission of completed grant applications to determine whether all items required in §1703.125 are in the proper form, identifiable, and complete is encouraged. This process can be particularly helpful for a first-time applicant.

For FY 2003, the deadline for receiving applications for preliminary review was April 2, 2003 approximately one month prior to the final filing deadline which was May 2, 2003 . Applications received by the preliminary review deadline for FY 2004 will be reviewed for completeness. RUS will provide comments and return applications that are incomplete or that include items that would disqualify them from further consideration. The applicant may then modify the application and resubmit by the yet to be determined FY 2004 filing deadline.

 

Know who and where your signatories are. Plan ahead to make sure they will be available to approve and/or sign your application.

 

Check and re-check. Go through your complete application with your submission checklist at least twice. If possible, have a second set of eyes review your application as well to confirm that all required materials are present and in the proper order.

Know procedures for submission in advance. Be sure to consider when, where and how you will be submitting your application. How many hard copies are required or will you be submitting your application electronically? Is it a receipt deadline or a postmark deadline? If submitting electronically, have back-up support so that you are prepared for any technological problems.

Status

The status of the funding opportunity detailed in this site corresponds to where the funding is in the process of making its way to the ultimate recipients of the funding.

Definitions of Grant Status

Grants Office defines grant status using five terms- pending, appropriated, open, closed, and special. We define these terms as follows:

Pending

Pending programs are those that we expect to be offered in the coming year, based on:

* Past years' program history,

* Political support for the program, and/or

* News from Capitol Hill that funding for the program will be appropriated.

However, if a program is identified as "Pending," no funds have yet been appropriated for it. To learn more about the status of a particular Federal appropriation, visit the Library of Congress's Thomas Web Site.

Note that when a grant's status is listed as "Pending," the deadline we list, though based on our best information, is subject to change until it is "Open," and an official deadline is published by the administering agency.

Appropriated

Once funding for a program has been appropriated by Congress and signed into law by the President, its status changes to "Appropriated." Appropriated programs have a budget but have not yet been officially announced by the administring agency.

Official announcement (generally in grants.gov, the federal grants information portal) defines what is required of funding applicants, including narrative, budget, and submission guidelines.

Open

Official announcement of a grant program by the administering agency creates an "open" grant program...and the clock really begins ticking!

The official Request for Proposals (or RFP, which may also be called a NOFA, "Notice of Funds Availability," or RFA, "Request for Applications," among other things) provides the first public glimpse into the current application requirements and fixed deadline.

Closed

Once a program's application deadline has passed, it is "closed," meaning the administering agency is no longer accepting applications.

Since many grant programs are offered each fiscal year, the status could well shift back to "Pending" as the program undergoes consideration for inclusion in the next federal budget.

Special

"Special" status is currently used to describe earmark funding programs, because they have loose, informal time frames and do not follow many of the rules that govern traditional grant programs.

The deadlines we provide for grants in "Special" status are intended to communicate when we believe, based on our experiences, are the best times to submit requests for these types of funding. They are not based on official guidance or published opportunities.

For earmarks, it is most important to follow the advise of your Representative with respect to timing and organizing your request.

Success Stories

USDA Rural Development Grant Announcement

October 7, 2004 -- A press conference will be held tomorrow morning at the Southwest/West Central Service Cooperative in Marshall, to announce more than a 482-thousand dollar Distance Learning and Telemedicine Program Grant from the USDA Rural Development Program.

The grant will be awarded to Minnesota Tele-Media for its "Electronic Learning Commons" project.

Minnesota Tele-Media is a consortium consisting of Southwest Minnesota State University, Ridgewater College, Minnesota West Community and Technical College and Southwest/West Central Service Cooperative.

The grant will supper increased educational opportunities for residents of southwestern and west central Minnesota through a mix of technologies.

The Electronic Learning Commons project aims to increase K-12 curriculum options.

 

Click here to read the entire article from MarshallRadio.net.

 

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RUS Grant Provides Iowa Residents

First Time Access to Distance Learning and Medical Link Services

In 1995, Northwestern College , in Orange City , was the recipient of a $350 thousand Telemedicine grant, which will assist in providing access to a wide variety of educational and medical services for over 20 thousand rural residents. The RUS grant will provide the local medical community with the means, through advanced telecommunications, to deliver more timely and cost effective health care to local residents. The Orange City Hospital and Clinic will organize a new Telemedicine Department that will develop an interactive video patient consultation program with specialists at major hospitals throughout Iowa enabling patients to be treated by out-of-town specialists without leaving Orange City .

Source:

http://www.usda.gov/rus/telecom/ dlt/dltsuccess_ia.htm

 

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RUS GRANT Provides Numerous Opportunities for Distance Learning in Northeastern Wisconsin

In August 1995, the Nicolet Distance Education Network (NDEN), a grassroots consortium of local school districts, applied for and received a $325,000 RUS Distance Learning grant allowing the NDEN to purchase a state-of-the-art digital two-way interactive audio/video system. Distance learning equipment placed at 22 educational institutions now provides educational opportunities to consortium members and the community as well. The system enhances K-8 education through access to educational speakers and programs. Additionally, high school courses required for graduation and personal enrichment, which have been difficult to provide, are now available and include Physics, Calculus, Analytical Geometry, as well as other college and advanced level courses.

Source:

http://www.usda.gov/rus/telecom/ dlt/dltsuccess_wi.htm

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RURAL NORTHEASTERN PENNSYLVANIA SCHOOL DISTRICTS CONNECT RESOURCES

In 1992, six school district superintendents from northern Pennsylvania formed the Northern Tier Rural Distance Learning Consortium (NTRDLC) to identify solutions to improve the quality of education in their rural and economically disadvantaged communities. Their research revealed that small, rural school districts on average have half the money available