Grant Life Cycle

The following information is provided to assist individuals who are looking for project funding and those who already have an MCHB grant better understand the time frames and processes involved in identifying potential sources of funding, in submitting an application, and administering a funded project. This section also includes information about the process that MCHB uses to review applications, and to fund and administer approved projects.

Grant Life Cycle Phases:

  1. Identify Potential Sources of Funding
  2. Prepare and Submit a Proposal
  3. MCHB/HRSA Reviews Applications
  4. MCHB/HRSA Funds Applications
  5. Implement and Administer Approved Grants
  6. Grant Progress Reports Due

Phase 1: Identify Potential Sources of Funding

All HRSA grant opportunities are posted at throughout the year.

When the program guidance becomes available the applicant should review the more detailed program guidance on the HRSA web site and identify the program(s) that best meet their needs.

Phase 2: Prepare and Submit a Proposal

The applicant should review the MCHB's priorities and the grant program guidance very carefully and submit a letter of intent to the project officer for the program. As the applicant prepares the application, they should contact the project officer to clarify the intent of the program guidance or contact the grants official with any budget questions. The completed application must be submitted via

Phase 3: MCHB/HRSA Reviews Applications

The review takes place 60-75 days from the application due date. Please note that this is a rough estimate.

  1. HRSA staff review the application to assure that the applicant met the grant deadline and grant application requirements.
  2. The grants office reviews the budgets and then forwards the applications to the Division of Independent Review (DIR).
  3. DIR and the MCHB program office are responsible for examining the application to determine that page limits have been followed, and that the applicant is eligible to apply.
  4. The DIR then convenes a panel of content experts to review and score all applications submitted in a given program area. The review panel might meet face-to-face or over the telephone.
  5. The panel develops a detailed summary review that outlines the strengths and weaknesses of each application according to the review criteria; and gives each grant a score.
  6. Scores are used to develop a list that ranks all applications submitted to the program area by their score.

Phase 4: MCHB/HRSA Funds Application

The awarding process from application due date takes about 4 months. Please note that this is a rough estimate.

DIR sends the ranking list and summary reviews for each application to the MCHB program. Based on the available funds and the ranking list, the program office makes a recommendation to the Director of MCHB regarding which applications should be funded.

  1. Once approved by the Director of MCHB and processed by Grants Management, all of the applicants are informed about the status of their application.
  2. Applicants receive a letter that indicates whether or not the application has been funded, and provides a summary of the review panel comments on their application.
  3. If the project has been funded, the letter also includes a notice of grant award (NoA). The notice of grant award might include conditions and recommendations.
  4. In order to receive funding, the applicant must respond to any conditions placed upon their grant award. For example, the applicant may need to submit a revised budget or clarify something presented in their application.

Phase 5: Implement and Administer Approved Grants

Once all conditions have been met, the Grants Management office releases the funds and the project begins. Throughout the year, the grantee should call the project officer if they have any questions about the grant process and to inform them of project progress. The project officer will introduce the grantee to other grantees in their program area.

Phase 6: Grant Progress Reports Due

During the Spring after the project is funded, the grantee will receive notification that a non-competing continuation application will be due within approximately 60 days. Grantees also receive non-competing continuation application guidance and deadlines. Grantees must submit non-competing continuation applications in a timely fashion, using and the Electronic Handbooks (EHB). MCHB program officials review these reports to determine whether or not the grantee is making satisfactory progress as outlined in the original application and to review performance measures and administrative data. Upon satisfactory review, a new notice of grant award is processed to provide funding for the next project year.

financial report is required within 90 days of the end of each budget period. It must be submitted electronically through the HRSA EHBs. The report is an accounting of expenditures under the project that year. Please note that the Federal government has replaced the PSC 272 and the SF 269 (FSR) forms with one form, the Federal Financial Report(FFR) also known as the SF 425. Effective April 1, 2010, all HRSA grantees will no longer submit the SF 269 (FSR) but will instead submit the SF 425 electronically via the Electronic Handbooks (EHBs). One hundred and twenty (120) days after the end of the budget period, the grantee is required to go back into the EHB to finalize any data that may have changed in their non-competing continuation application.

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