SDPI 2023 Application FAQs

Q1-1: Who should we contact with our questions?

A1-1: Review the entire Notice of Funding Opportunity (NOFO) Exit Disclaimer: You Are Leaving www.ihs.gov  for information on the 2023 Application process (see Q2.1 below). The Agency Contacts section Exit Disclaimer: You Are Leaving www.ihs.gov  provides contact lists.

Contact lists can also be found on the following Special Diabetes Program for Indians (SDPI) webpages:

• For clinical assistance and/or programmatic information related to your application, contact the Area Diabetes Consultant (ADC) for your IHS Area.
• If you have trouble contacting your ADC, contact the Division of Diabetes (DDTP) or SDPI Team.
• For business and grants policy information, including questions on budget or your NoA/NGA, contact the Division of Grants Management (DGM).

Please note that DDTP, DGM, and ADCs may provide training and technical assistance, but won’t be able to assist with writing individual applications.

Q1-2: How do we get information about upcoming webinars about the application process?

A1-2: Webinar information is posted on the SDPI Training webpage, which is updated frequently. Applicants are encouraged to bookmark the SDPI website and check it often.
If you would like to be added to the email list for updates including webinars, send an email request to sdpi@ihs.gov. Make sure to include:

• First and last name
• Program name
• Email address
• Phone number

Additionally, ADCs may offer trainings and support. Please contact your ADC for individual or Area trainings/support.

Q2-1: Where do I find information on the 2023 Application?

A2-1: All potential applicants should review the 2023 SDPI NOFO;Exit Disclaimer: You Are Leaving www.ihs.gov  which includes Eligibility Information, Evaluation Criteria, and Application and Submission Information. See the SDPI 2023 Application webpage for further information.

Q2-2: What is grant cycle? What is grant year?

A2-2: Grant cycle: Also referred to as project period. Generally defined as the period of time for which the programmatic work occurs. For SDPI, it is the time period between each "new application process" (see Q2.3 below). Per IHS grants policy, a grant cycle cannot exceed 5 years; although in rare occasions, an extension can be granted (e.g., extension due to challenges of COVID).

Grant year: Also referred to as fiscal year or budget period; 12 months. Grant cycles are broken up into grant years in which required reporting is due (continuation application, annual report). The grant years for SDPI are based on the calendar year: January 1st – December 31st.

Q2-3: Who is eligible to apply for SDPI 2023 funds?

A2-3: The SDPI FY 2023 grant application is open to all eligible applicants (see 2023 SDPI NOFO Exit Disclaimer: You Are Leaving www.ihs.gov  for details).

Q2-4: Will the 2023 annual funding amount be the same as previous years?

A2-4: It is unknown at this time. Review the 2023 SDPI NOFO Exit Disclaimer: You Are Leaving www.ihs.gov  to reference how much to apply for.

Q2-5: How are SDPI funding amounts determined?

A2-5: The SDPI National Funding Formula was developed to avoid tribes having to compete against each other for desperately-needed SDPI funds.

Q2-6: Who reviews our grant application?

A2-6: Applications are initially screened for adherence to the NOFO requirements and instructions, including submission of all required documents. Applications that pass screening are peer reviewed by a panel of at least three individuals, who assess and score them independently. A series of policies and assurances are in place to maintain a fair, objective process based on material facts in the applications and without conflicts of interest (COI) for the peer reviewers.

People from native communities and health programs, including current SDPI grantees, and new applicants, may be a reviewer. See Q2.8 below.

Q2-7: When and who will receive our Notice of Award (NoA)?

A2-7: The goal is to make the NoA available to each entity approved for funding by the budget period start date of January 1, 2023. The person identified as your Principal Investigator/Program Director (PI/PD), Authorized Representative (AO), and Financial Officer (FO) should receive notification from GrantSolutions when the NoA is available.

Q2-8: How can I become a grant reviewer?

A2-8: People from native communities and health programs, including current SDPI grantees and new applicants, may be reviewers. Submit your information and indicate your interest and qualifications using this form.Exit Disclaimer: You Are Leaving www.ihs.gov  Make sure to include SDPI under Funding Opportunities you are interested in reviewing.

Q3-1: What is Grants.gov?

A3-1: Grants.gov is the web-based system to apply for federal funding opportunities, including SDPI. The 2023 SDPI application will be submitted through Grants.gov Exit Disclaimer: You Are Leaving www.ihs.gov  and not GrantSolutions.

Q3-2: What is the difference between Grants.gov and GrantSolutions?

A3-2: Grants.gov is the system for federal funding opportunities including SDPI. Applicants approved for 2023 funding will have their grant administration shifted to GrantSolutions for the remaining years of the grant cycle.

Q3-3: How do we get access to Grants.gov? Who should we contact with our questions on Grants.gov?

A3-3: Visit the Grants.gov For Applicants Exit Disclaimer: You Are Leaving www.ihs.gov  webpage and Applicant FAQs.Exit Disclaimer: You Are Leaving www.ihs.gov 

Q3-4: Is there anything else we need to do to prepare to submit an application in Grants.gov?

A3-4: Review the following resources for successful application submission:

• Grants.gov webpage for Applicants Exit Disclaimer: You Are Leaving www.ihs.gov  – Includes details about the registration and application process.
• Grants.gov webpage on registration Exit Disclaimer: You Are Leaving www.ihs.gov  – Guidance to begin or confirm registration for your organization
• Training Resources and Videos for Grants.gov Exit Disclaimer: You Are Leaving www.ihs.gov  – Brief recordings on grants.gov Workspace.
• Organization Registration and SDPI webinar recording – see the SDPI Training webpage for additional training and resources.

Q4-1-1: We are having trouble finding/filling out the form fields in the Project Narrative template. How can we troubleshoot this?

A4-1-1: Ensure that you and all contributors have and are using the latest version of Adobe Acrobat Reader Exit Disclaimer: You Are Leaving www.ihs.gov  in order to properly download and complete. You may need help from your local IT office to install this plug-in. Alternatively, information from the template can be provided in a separate document.

Q4-1-2: Is Question A1.8 asking specifically for the person completing the template or is asking about the diabetes program's experience working with diabetes treatment and prevention?

A4-1-2: Question A1.8 which asks to describe your experience with diabetes treatment and prevention in AI/AN Communities, is asking for the diabetes program's experience, not your personal experience.

Q4-1-3: The IHS Diabetes Care and Outcomes Audit section of the Project Narrative asks for Audit items that improved and those that need improvement. Can we include other Audit items our program wants to improve on?

A4-1-3: No, focus directly on Diabetes Audit items that have improved/need improving. However, you may use item B2.3 of your 2023 Project Narrative to explain why you would like your program to focus on improving other Diabetes Audit items.

Q4-1-4: We are a community-based program and do not work directly with diabetes patients at our local clinic. How do we address the Diabetes Audit section for the Project Narrative?

A4-1-4: Your program can focus on community activities and services which impact your identified Diabetes Audit items. Community activities/services may include education related to Audit item and/or supplies needed to support Diabetes Audit item. Example: Improve Blood Pressure Diabetes Audit item. Community based program may offer individualized education or home blood pressure cuffs for the clients.

Q4-1-5: Who should we ask to provide Leadership Support to our program/grant? How do we want them to be involved in our program?

A4-1-5: An organization administrator or Tribal leader can be anyone who functions as a senior level leader in your organization or Tribe. A few examples of the position that this person might hold include: Tribal leader, Tribal Health Director, CEO, or other senior level administrator.

You will be asking this person to commit to actively supporting your program’s activities and needs within the Tribe/organization by doing things such as helping solve problems and breaking down barriers that you encounter.

Q4-1-6: What is the purpose of the "Other Activities" section of the Project Narrative?

A4-1-6: While applicants must select one Best Practice to implement, they may also provide other services/activities, if their budget allows. Data on the other activities do not get submitted; however, ensure that your Other Activities are also linked to your budget. Review the Creative Options webinar for ideas for Other Activities/Services that your program can consider implementing for 2023.

Q4-2-1: Do we have to continue with the Best Practice that we implemented for the previous grant year or can we select new ones?

A4-2-1: The 2023 application is a great time for your program to select a new Best Practice for 2023, if that’s of interest. Keep in mind that to meet grant requirements, you must select and plan to implement one Best Practice for 2023. Review the Best Practice webpages and Best Practice and Target Group webinar for more information.

Q4-2-2: For the education Best Practices (Diabetes-related, Nutrition, and Physical Activity), does the education need to be provided face-to-face or could we mail information to our clients?

A4-2-2: The intent is that education is provided through face-to-face or virtual interaction. Either in person or virtual is acceptable for the Required Key Measure (RKM). If information is handed out or mailed, there is no guarantee that the intended person received it, read it, and/or understood it.

Also refer to relevant webinars:

• Best Practice and Target Group Overview
• Creative Options for your SDPI Grant

Q4-3-1: What time period does the annual IHS Diabetes Care and Outcomes Audit collect and report on data for?

A4-3-1: The annual IHS Diabetes Care and Outcomes Audit includes data for January 1 – December 31 of the previous year. For example, annual Audit 2022 data and reports are for January 1 - December 31, 2021.

Q4-3-2: The 2022 Annual Diabetes Audit Report says “DRAFT” at the top. Is that okay to submit?

A4-3-2: Yes, DRAFT 2022 Annual Diabetes Audit Reports are acceptable.

Q4-4-1: What forms/documents need to be submitted for the Budget?

A4-4-1: The SF-424A and Budget Narrative will need to be submitted. The budget narrative generally consists of the line item and justification. The budget narrative should specifically describe how each item will support the achievement of proposed activities/services.

Review the Grant Writing Basics and Budget for 2023 SDPI Application webinar.

Q4-4-2: Can we budget for Cost of Living Allowances (COLA) for employees who are paid by the grant? What about federal employees?

A4-4-2: You can budget COLAs for Tribal employees. However, you may not budget COLAs for federal staff who work with your program. Funds for increased COLAs will need to be taken from your existing budget because funding may not increase during the grant cycle.

Q4-4-3: Do we need to report fringe benefits as lump sum or separate?

A4-4-3: List the fringe benefits rate for each position separately. DO NOT list a lump sum fringe benefit amount for all personnel.

Q4-5-1: For which Key Personnel do we need to provide biographical sketches?

A4-5-1: Provide biographical sketches for all individuals listed in Part C of the 2023 Project Narrative. Key Personnel are defined by the applicant and could include consultants or other significant contributors. Key Personnel may or may not be paid with SDPI funds.

Q4-6-1: Do Tribal Resolutions expire?

A4-6-1: It depends on the specific resolution. Sometimes a resolution may be very broad and can be used over and over again to apply to multiple opportunities. Other times it may just be for a specific grant.

Q4-6-2: Can Tribes submit Letter(s) of Support instead of Resolution(s)?

A4-6-2: For most Tribes, a draft resolution must be provided with the application (and a signed one is required prior to actually issuing the award). Applicants organized with a governing structure other than a Tribal council may submit an equivalent document commensurate with their governing organization. If you are still unsure, contact dgm@ihs.gov.

Q4-6-3: Our SDPI Program represents several Tribes and we share a common Board of Directors. Do we need to get a letter of support from each of the individual Tribes or is it okay to get just one letter of support from the board?

A4-6-3: A letter of support from your board is not adequate. You will need to obtain a Tribal resolution (or a letter of support if the Tribe does not offer Tribal Resolutions; see question 4.6.2 above) from all individual Tribes served by the project.

Q4-6-4: Do Tribal Programs need to submit Letters of Support from Board of Directors, Chief Executive Officer, and Tribes Served in addition to Tribal Resolution(s)?

A4-6-4: No, if you submit Tribal Resolution(s), Letters of Support are not required.

Q5-1: What is the difference between a sub-grantee and sub-contractor?

A5-1: A sub-contract is an agreement between two entities for services or supplies as part of a larger project. A sub-grantee is an entity that has an arrangement between a primary grantee institution and one or more participating institutions in support of a project. This arrangement can also be called a consortium agreement.

Q5-2: What documents are required for each sub-grantee?

A5-2: Each sub-grantee must complete and submit the following to the primary grantee:

• SF-424 Application for Federal Assistance, Version 4
• SF-424A Budget Information – Non-Construction
• SF-424B Assurances – Non-Construction
• Key Contact Form
• 2021 and 2022 IHS Diabetes Care and Outcomes Audit Report
• Project Narrative
• Budget Narrative for the amount that they will receive

All of these documents have information that can be included in the primary applicant’s application, but the documents should not be included in the application.

Q5-3: When sub-grantees complete the SF-424, do they need to address items 19 and 20?

A5-3: Sub-grantees do not need to answer item 19, which addresses Executive Order 12372. However, they do need to answer item 20, which addresses whether the applicant is delinquent on any federal debt.

Q5-4: Can a grantee use SDPI funds for purchase of medications? What is the process for doing so?

A5-4: Tribes may sub-contract with a local IHS facility to provide specific clinical or support supplies or services such as providing diabetes medications or podiatry services. In previous SDPI applications, this process was called "direct assistance."” Tribal grant funds are transferred to the Service Unit through a Memorandum of Agreement (MOA). Tribes are encouraged to collaborate with any appropriate local entities including IHS facilities. The amount of SDPI grant funding that the Tribe receives remains the same. The Tribe, as the primary grantee, arranges with the entity to provide specified services that support the program’s plan. The entity may request direct costs only.