Purpose
This Frequently Asked Questions (FAQs) document serves as a resource for MIECHV awardees in developing applications in response to the FY 2023 Non-Competing Continuation Update. Awardees are advised to fully read the FY 2023 NCC Update (PDF - 272 KB) in its entirety for complete information.
Additional resources
- Technical Assistance Webinar – A recording of the May 1, 2023, webinar outlining instructions and helpful hints to avoid common pitfalls.
- EHBs Applicant User Guide (PDF) – This guide will provide detailed instructions on how to access and submit the FY 2023 Non-Competing Continuation Update through the EHBs.
- TA Resource Tables (XLSX - 59 KB) – These are optional resources you may use as template to fill out required attachments when submitting your application.
Table of contents
I. Funding and eligibility
How much total funding is available for FY 2023 MIECHV Base Grant Awards?
In FY 2023, up to $435 million is available for awards to the 56 eligible entities that currently receive FY 2022 MIECHV formula funding to continue to deliver and expand coordinated and comprehensive high-quality, and voluntary early childhood home visiting services to eligible families.
How were award ceiling amounts calculated?
In accordance with the Social Security Act, Title V, § 511(c)(4), as amended by Section 6101 of the Consolidated Appropriations Act, 2023 (P.L. 117-328), the following formula is applied to FY 2023 funding available to states, nonprofit organizations, and territories:
Base Funding – Grant allocations available under this funding opportunity are determined by total share of each recipient’s U.S. children under the age of 5, using the most recent U.S. Census data available before FY 2023.1, 2
Guardrails – In an effort to maintain stability, the total amount for which an applicant may apply is adjusted, where appropriate, to ensure that any available recipient funding does not fluctuate by more than 10% from the prior year award. Any funds remaining after the guardrails are applied are redistributed on a proportional basis to each grant recipient.
There is a $1.0 million minimum award for recipients.
What is sequestration of the federal budget? What would happen if MIECHV funds were sequestered?
Sequestration is a budget enforcement tool that Congress uses to reduce federal spending in order to meet established budget ceiling amounts. Typically, reductions are applied in a uniform percentage each year. Sequestration does not apply to FY 2023 MIECHV funding; however, sequestration may apply in future fiscal years. If MIECHV funds are sequestered in future fiscal years, base and matching grants will be reduced to reflect funding availability.
How much can eligible entities request?
Eligible entities may not request more than the total grant award ceiling for their state, territory, or jurisdiction, and may choose to request less. Award ceiling amounts for each eligible entity were sent via the HRSA Electronic Handbooks (EHBs) to MIECHV Program Directors and Authorizing Officials on April 12, 2023.
When will awards be issued?
HRSA expects to issue Notices of Award prior to the project period start date of September 30, 2023.
What is the period of performance?
The period of performance extends from September 30, 2023, to September 29, 2025.
II. Application submission
Who can submit the application?
Only the EHB-designated Authorizing Official (AO) can submit the application to HRSA. Program Directors (PDs) and other authorized staff may prepare the application for review and submission by the AO. Applicants are strongly advised to communicate with the AO and leave adequate time to complete the submission process prior to the deadline. Please refer to the EHBs Applicant User Guide (PDF) for complete instructions on how to submit the application.
Where can I obtain a copy of the FY 2023 NCC Update?
The FY 2023 NCC Update (PDF - 272 KB) is accessible on HRSA’s MIECHV Program webpage.
When are applications due?
The application deadline is Wednesday, June 28, 2023, at 11:59 p.m. Eastern Time. HRSA suggests submitting applications at least 3 business days before the deadline to allow for any unforeseen circumstances. Applications must be complete, within the specified page limit, and submitted prior to the deadline to be considered under this notice.
When will the HRSA Electronic Handbooks (EHBs) module be available for NCC Update submission?
The HRSA EHBs module is available for submissions now. Please refer to the EHBs Applicant User Guide (PDF) for complete instructions on how to submit the application.
What is the activity code for this grant award?
The activity code for this grant is X10.
Where is the eligibility code to access the EHBs?
See the EHBs email communication sent on April 12, 2023, to AOs and PDs designated in the EHBs for the eligibility code to access the EHBs. If you did not receive this email, please contact your HRSA Project Officer.
What are the major changes made in FY23 because of reauthorization?
There are changes for FY23, please note the following:
- Reauthorization changed the funding formula and the way ceiling awards were calculated. Awards are now known as “base grant” awards per statute instead of formula awards.
- Attachment 4 – Maintenance of Effort Chart, is no longer required.
- This year, you must provide an assurance that the award is used to provide or support targeted, intensive home visiting services. For the purposes of this NCC Update, the services furnished as part of this award should serve target populations as outlined in your statewide needs assessment update, in alignment with priority populations identified in statute. The services provided should be accomplished through an ongoing relationship between home visitors and families served.
- There is a 10% limit on funds used to cover administration costs. An exception may be granted for up to 15% of funds to be used for the costs of administration if you meet at least one of three possible criteria. See the FAQ below on administrative costs for more information.
- In an effort to reduce administrative burden, HRSA has added an Assurances Checklist to the optional TA Resource Tables (XLSX - 59 KB) for awardee use.
What changes have been made to the FY 2023 NCC Update to reduce administrative burden?
HRSA is working to implement strategies to reduce administrative burden based on feedback received from MIECHV awardees.
HRSA has made several changes to the FY 2023 NCC Update to work toward reducing burden, including:
- Removing the line-item breakdown requirement for recipient-level infrastructure expenses
- Removing Attachment 4: MOE Chart and incorporating an assurance that MOE is being met
- Adding an optional assurances checklist to the TA Resource Tables (XLSX)
- Simplifying language to clarify content, reflect changes to statutory language, and address redundancies
Can I use MIECHV funds to support outreach and enrollment activities?
Yes, outreach and enrollment methods that refer families to targeted and intensive evidence-based home visiting models or promising approaches is allowable.
How can I request an exception to the 10% limit of funding expended on administrative costs?
Historically, there has been a 10% limit on funds used to cover the costs of administration. Reauthorization added that an exception may be granted for up to 15% of funds to be used for the costs of administration if you meet at least one of three possible criteria: 1) directly provide home visits to eligible families and without a subrecipient; 2) are in the process of expanding to new communities identified through your needs assessment; or 3) are new to administering the MIECHV award within the past three years.
If you anticipate incurring administrative costs greater than 10% of the total Base Grant Award, meet one of these three criteria above, and wish to request an exception to the limit on administrative costs, you must explicitly describe why you are requesting an exception in your FY 2023 Budget Narrative portion of the submission.
What are the current HOMVEE eligible models?
This year, a total of 23 evidence-based models meets the Home Visiting Evidence of Effectiveness (HomVEE) criteria for early childhood home visiting service delivery models. This total includes four new evidence-based models:
- Intervention Nurses Start Infants Growing on Healthy Trajectories (INSIGHT)
- Maternal Infant Health Outreach Worker (MIHOW)
- Video Feedback Intervention to Promote Positive Parenting (VIPP)
- Video Feedback Intervention to Promote Positive Parenting and Sensitive Discipline (VIPP-SD)
What is the main difference between application submission requirements this year compared to last year?
Applications should be submitted in the EHBs by accessing an EHBs link and eligibility code sent to AOs and PDs designated in the EHBs. This is consistent with the requirements from last year.
What is in a complete FY 2023 NCC Update submission?
A complete submission includes four parts:
- The first is completion of two standard OMB forms built in the EHBs:
- SF-424 Instructions for Application for Federal Assistance
- Note: the “Project Abstract Summary” form is now included as part of the SF-424 application and does not count towards the 50-page limit.
- SF-424A Budget Information - Non-construction Programs
- SF-424 Instructions for Application for Federal Assistance
The remaining parts of the application must be uploaded under the applicable section in the EHBs:
- FY 2023 Project Narrative
- FY 2023 Budget Narrative
- Attachments
- Note: There are four required attachments for all applications this year. All other attachments should be submitted, as applicable.
How do I submit my Assurances and Proposed Program Activities this year?
You may respond to each assurance in your project narrative, or use the optional Assurances Checklist in the TA Resource Tables (XLSX - 59 KB) to provide your assurances. Note that before uploading the Assurances Checklist, you should select ‘Landscape Orientation’, then Scaling ‘Fit to One Page’, and then print to PDF.
How is Maintenance of Effort addressed in the FY 2023 NCC Update?
Maintenance of Effort is addressed in two ways: first, you are asked to report your FY23 MOE amount, meaning the total amount of state general funds obligated for evidence-based home visiting and home visiting initiatives by the recipient entity administering the MIECHV award. You may use the Assurances Checklist to report this amount or provide the amount directly in your project narrative. Second, you are asked to assure that your FY23 MOE amount meets or exceeds your MOE amount from FY 2019 or FY 2021, whichever is the lesser of the two. You can provide this assurance in the Assurances Checklist or provide the assurance directly in your project narrative.
If I elect to implement a model enhancement, what do I need to submit in my application?
Model Enhancements are required in Box 1 as an assurance. If you propose any model enhancements implemented in the context of a MIECHV-funded home visiting model, provide in your project narrative a summary of the enhancement(s) to be implemented, including which Local Implementing Agencies (LIAs) will use the enhancement(s) and any training that has been or will be completed. Provide documentation of model developer concurrence as Attachment 5 prior to implementing an enhancement. Otherwise, clearly state that you are not implementing a model enhancement.
Which attachments are required?
Attachments 1 through 4 are required for all applications. All other attachments are required as applicable. Please read the NCC Update carefully to assess which additional attachments are required in your submission.
Required Attachments:
- Attachment 1: Work Plan Timeline
- Attachment 2: MIECHV Communities, Local Implementing Agencies, and Caseload of Family Slots
- Attachment 3: Period of Availability Spreadsheet
- Attachment 4: Current Organizational Chart
- Attachment 5: (Only if applicable) Model Developer Documentation for Enhancements
- Attachment 6: (Only if applicable) Indirect Cost Rate Agreement
- Attachment 7: (Only if applicable) New or Revised MOUs or Letters of Agreement
- Attachments 8-15: Other Relevant Documents
Will there be any changes to the current review and revision process for the NCC update submission?
Your PO will use the “CHANGE REQUESTED” feature in EHB in order to better track revisions in the final version.
III. Project narrative
Are there any other major changes to the information I have to report in the Project Narrative this year?
In an effort to reduce administrative burden, awardees need only share one to three progress highlights that have been accomplished toward those goals and objectives since the start of the FY22 project period (9/30/2022). Awardees do not need to address progress towards all of their goals and objectives.
Instructions for the Project Narrative start on page 5 of the FY 2023 NCC Update (PDF - 272 KB).
Will the Technical Assistance (TA) Resource Tables be made available again this year?
Yes. The FY 2023 NCC Update TA Resource Tables (XLSX - 59 KB) are available this year.
Do I have to use the templates included in the TA Resource Tables?
No. The FY 2023 NCC Update TA Resource Tables (XLSX - 59 KB) are for optional use. You can use templates of your own, if you wish, as long as they include the required information outlined in the NCC Update.
IV. Budget
How should I budget for the All Grantee Meeting?
An All Grantee Meeting (AGM) will be held in the Washington, DC area in January 2024. You must budget for at least one in-person AGM in the Washington, DC area for up to five people for 5 days during the entirety of the period of performance (once every two years). Meeting attendance is a grant requirement. If you want to bring more than five people, please consult with your HRSA Project Officer. You may budget using the FY 2023 Base Grant Award or any remaining FY 2022 formula funds, as applicable, to support the costs of attending this meeting. Further, if travel cannot be completed during the period of performance because of circumstances beyond your control, funds budgeted for travel may be rebudgeted. This meeting will be held in coordination with the Start Early Home Visiting Summit, which will occur January 31 – February 2, 2024. Grant funds may be budgeted to extend your travel to attend both the AGM and HV Summit during the week of January 29, 2024.
How should I report the level of effort for home visitor personnel (e.g., full-time equivalent)?
For each LIA contract, you must provide a breakdown of costs, including the level of effort for home visitor personnel (e.g., full-time equivalent). Both of the following examples are allowable:
- Example 1: HV 1: 100%; HV 2: 75%; HV 3: 50%; or HV 4: 50%
- Example 2: 1 home visitor at 100% FTE; 1 home visitor at 75% FTE; 2 home visitors at 50% FTE
Please note that HRSA reserves the right to request a more detailed, line-item breakdown for each contract.
Should indirect costs be included in administrative cost or recipient-level infrastructure cost calculations?
Indirect costs should be included in the calculation of recipient-level infrastructure costs. More information on administrative costs and recipient-level infrastructure costs can be found on pages 25-27 of the FY 2023 NCC Update (PDF - 272 KB).
How do I reflect activities supported by American Rescue Plan Act (ARP) funds in my FY23 MIECHV NCC Update?
Your NCC Update submission should not include ARP-funded activities. Your NCC Update submission should reflect activities supported by both the Formula Award and MIECHV Base Grant funds.
V. Other
Is Attachment 6 (Indirect Cost Rate Agreement or Cost Allocation Plan) a required attachment this year?
If your organization has an approved indirect cost rate agreement or cost allocation plan and will charge the MIECHV grant for indirect costs, then the approved indirect cost rate agreement must be included with the application as Attachment 6. The approved rate used to calculate the indirect costs must also be reflected in the budget narrative.
What are my options for conducting evaluation, either through a Coordinated State Evaluation (CSE) or a promising approach (PA) evaluation?
In FY 2023, HRSA is supporting three options for recipients interested in conducting an evaluation:
- A new promising approach evaluation
- Continuation of an existing promising approach evaluation
- Continuation of a CSE originally proposed under your FY21 Formula Award
Clearly state if you do not propose to conduct any of these evaluations with the FY 2023 Base Grant Award, including if you will discontinue a previously approved CSE.
How and when do I submit my FY 2023 CQI Plan Update?
Awardees should submit CQI plans via email to their HRSA Project Officer and TARC Data & CQI TA Specialist. For more information, see the CQI Plan Update Guidance (PDF - 507 KB) posted on the MIECHV Data & CQI website. CQI Plans are due on the same day as the FY 2023 NCC, which is June 28, 2023.
References
1U.S. Census Bureau (n.d.). Explore census data. Retrieved April 6, 2023, from https://data.census.gov/table?t=Age+and+Sex&g=0100000US$0400000&y=2021&tid=ACSST1Y2021.S0101
2U.S. Census Bureau (n.d.). Explore census data. Retrieved April 6, 2023, from https://data.census.gov/table?q=United+States+decennial&t=Age+and+Sex&g=0100000US,$0400000&y=2020&tid=DECENNIALDPMP2020.DP1