FAQs: Geriatrics Workforce Enhancement Program (GWEP) FY 2018 Administrative Extension Request

  1. I received an email, but instructions are not available in the Electronic Handbooks (EHBs).

    You will not find the GWEP Administrative Extension Notification and Instructions in the EHBs.

    We sent out two official notifications regarding the GWEP Administrative Extension for your 4th year funding on April 18 from 2:30 – 3:00 p.m. (ET).

    We sent the first from the EHBs via batch emails. We sent the second set of emails to GWEP Project Directors (PDs) and second-in-commands.

    All emails included the GWEP Administrative Extension Notification and Instructions and the webinar PowerPoint presentation that we held on April 25. Share these items with anyone on your GWEP team that has a role in submitting request the GWEP extension request for 4th year funding.

  2. I read both documents HRSA sent.  However, once in the EHBs, there are no instructions nor indication for where I would look to find the “package.”

    You will not find the package in the EHBs. You will be submitting your application as a New Prior Approval request according to the instructions we sent to all grantees. (Please note that you will not be using a pre-set template like the Noncompeting Continuation Report).

  3. After I create a new prior approval, which option do I need to choose?

    Administrative Supplements

  4. What is the GWEP-required patient outcome data on page two of the instructions? In addition, the Merit-based Incentive Payment System (MIPS) measures for dementia are all process measures – is that satisfactory, in contrast to health outcomes such as decreased symptoms of an illness?

    In the FY 2015 GWEP Notice of Funding Opportunity (NOFO) announcement, we required all GWEP recipients to select and measure patient outcomes in their application.

    As examples of patient outcomes in the NOFO pages 15-16, we provided:
    1) Care outcomes,
    2) Population health outcomes, and
    3) Care outcomes related to reduce per capita costs outcomes of the Healthy People 2020.

    Although the MIPS quality measures for dementia focus on process quality measures, any one out of the six quality measures will meet the minimum requirement for the program in measuring patient outcomes.

  5. Do I need a consortium agreement?

    Yes, you need to provide letters of agreement (LOA) from your partners no later than June 1, 2018. If you already have them by May 18, you may attach these letters as Attachment 6.

  6. Do letters of support or letters of agreement meet the requirements?

    You must include new LOAs from your GWEP partners of the Project Year 3 period. Letters of agreement are required; we will not accept letters of support (LOS) in place of LOA. LOA must include roles, responsibilities and commitment of your partners, and be signed off by your CEO or equivalent.

  7. Should we upload to EHB as one document, or upload appendices, budget narrative separately?

    You must upload it all as a single document. Please make sure the files are in the order stated in the instructions.

  8. May we continue to provide student stipends in year four as we have in the past two years?

    If you provided student stipends in year three, you may continue to provide student stipends in year four.

  9. Are the changes in key personnel from year three or from the original grant?

    You must include key personnel changes from year three in year four. In addition, you must include key personnel changes that occurred after the last Noncompeting Continuation (NCC) Report on March 14, 2017.

  10. In the project narrative, can we address sections A, B, C, D of the project altogether under each objective or do we need to separate into components?

    You can address it under each objective.

  11. Do we address both the original 2017-18 budget and our December 2017 carry-forward budgets in this report for the 2018-2019 budget?

    No, do not address 3rd year budget and carry forward budget.  Focus on providing the 4th year budgets (Core and/or ADRD budgets) only.

  12. Can we alter our paid partners in year four so that we can enhance our focus on patient outcomes?

    Yes, you may. However, you must include clear justifications why and how it will enhance your GWEP project.

  13. If we had a change in PD in Year 3 (approved by HRSA), do we need to submit the bio sketch for that individual since they were not PD in the original application?

    You must have submitted your prior approval and obtained approval (which included a copy of the bio sketch) from your Project Officer to change your PD.  Although your PD was not in the original application, you do not need to submit bio-sketch of the PD since it was already submitted it in your prior approval to change the PD.

  14. If we are going to propose some enhancements to our project, do we need to have these reviewed by our Project Officer (PO)?

    Yes. The GWEPs are cooperative agreements; your PO must review and approve all changes including project enhancements. You must include clear justifications why and how it will enhance your GWEP project in your narrative section under the specific objective, which you are proposing enhancements to.

  15. When will the prior approval request be sent to the Project Director (PD) so we can access it to upload?

    You need to work with your institution and/your PD to give you access. After you obtain access, you will be using the usual prior approval in the EHB and select the option “Administrative Supplements”. We will not be sending you the prior approval package for requesting an administrative extension since it is already available to all GWEP awardees in the EHB.

  16. If we are seeking to work with new partners to enhance activities in year 4, do we need to submit a prior approval request in addition to the Year 4 extension application?

    No, you do not need to submit a separate prior approval. You must provide clear justifications why and how it will enhance your GWEP project in your narrative section under the specific objective/activities in the narrative section.

  17. Is the logic model for Appendix 2 just to cover Patient Outcome Measures, or all measures?

    The logic model must address all measures you are planning to complete in Year 4.

  18. I cannot find any place in the 1-year extension application for dissemination/scholarship activities from years 1-3. Do you not want these in the application?

    The information for years 1 and 2 do not go in this extension request. Report only Year 3 (technically, March 15 2017 to May 18, 2018) progress in the extension request. The combined report for years 1-4 will go in the Final Progress Report that you will submit 90 days after your project’s completion.

  19. Should I upload the new partners list into the EHB?

    We require letters of agreement from those partners who are receiving a budget paid for by the GWEP. However, if you are bringing on new non-paid partners, we would like to see a letter from them, articulating their role on the GWEP.  All of this information can be included in one letter signed by you and each of your new partners’ authorized signers. Do not waste pages on letters of support from non-paid partners who have been with you for three years.

  20. Do I need to add letters of agreement (LOA) if they already exist and have not changed?

    Yes, the original LOA were for three years. They do not cover Year 4 activities. You must include new LOAs from your GWEP partners of the project year 3 period. The LOA must include roles, responsibilities and commitment of your partners in Year 4 and the CEO or equivalent must sign off on it.

  21. Do we need to add new bios for Year 4?

    No, if already approved in the original application or in subsequent Prior Approvals. You only need to include key personnel changes in Year 4 and any key personnel changes after the last Noncompeting Continuation Report on March 14, 2017.

  22. What is the indirect rate for Year 4 of the grant? 

    The indirect rate for all HRSA education grants is eight percent (8%).  If you have a contract for which you have already paid indirect costs on $25,000 in the last three years, you do not pay the contract any more indirect costs.

  23. Under budget justification, it uses the term complete in scope budget justification.  What does this mean?  Does that mean the work?

    It means that you need to provide a budget justification for completing the project activities that you are doing in year 4.

  24. Our funding was under ADRD; we had nothing under the Core budget. Do we still submit one budget for the Core that is a zero, or do we only need to submit the ADRD budget?

    You will do only one ADRD budget for the entire amount.

  25. Will you provide a logic model template?

    Use this Logic Models template from the Centers for Disease Control and Prevention (CDC).

  26. What do you mean by enhancements to the project? Is this a change to previously submitted scope or is this something we want to add on more for our current outcome measures?

    Enhancements are not changes in scope. We are not going to be supportive of changes in scope without prior discussion with the Project Officer. You were originally supported to do a set of activities that you had written into your application.

    We are asking you now to repeat those activities from Year 3.

    Example of an enhancement: if you created a website in Year 3, and you want to enhance the already-existing website by adding a new page or by updating information.

  27. In thinking about the carryforward and the timing: typically we receive approval for carryforward somewhere between November and January. When we think about the timing if you have an activity that you have not completed, should those activities stop before the carry forward is received or what is the expectation to continue this?

    If you have unobligated funds because you are unable to do an activity, the expectation is that those funds will go towards funding the completion of that activity. If you spend money without knowing whether you are going to get the carryforward funds, that is between you and your business office. We cannot encourage you to occur expenses for money that you do not have.

  28. If we are short on the number of individuals that we said we would reach, do we log that as an incomplete activity, or can we say that this is a complete activity because we've done a variety of other programs (to meet the quota)?

    This is an incomplete activity and its completion should be funded by carryover funds in Year 4.

  29. Regarding the structure of the narrative: Is it okay to list the objectives and then answer those letters under each objective, or do you want them completely separated?

    It will be clearer if you do go by the objectives and answer each of the questions under the objectives.

  30. Can you alter paid partners to enhance focus on patient outcomes?

    Yes, as long as it allows you to better meet your activities in Year 4. If you change the amount of money provided to a partner you just need to justify why that change is happening and how it impacts your activities.

    If you are going to change your partners, you will have to note that in your progress report and explain why.

  31. When submitting your Prior Approval you have the option of attaching between one and 20 files.  How do you want them uploaded in the EHBs? Together as one file of 45 pages or as separate attachments?

    We want you to put the appendices in the order that we requested and upload it as a single document.

  32. Is there a preference for the types of patient outcome data? The GWEP-Coordinating Center Survey that we completed recently had a series of different types of patient outcomes. My reading of this is that we need to go back to look at that statement and describe what we are doing in light of those original claims (in the original application). Some people have run into problems in terms of what they can collect or how they collected the same data that we originally claimed we would.

    In the GWEP-CC survey, we required that you tell us what data you were collecting.  But we also acknowledge that sometimes you cannot collect some data or that you have had to refocus on what you can collect.

    We want to give everybody the opportunity to show that the educational training that you are doing is having an impact at the patient level. Some of you may discover that something you were trying to do is not working out. However, with an additional year you will have more time to look for changes and to think about what data you might be able to collect.

    We definitely want you to take advantage of the opportunity to look at different kinds of outcomes. Perhaps review items listed in the GWEP-CC Survey for examples of outcomes that might be reasonable.

PLEASE NOTE: We recommend that you contact your project officer to discuss any questions you may have.

Date Last Reviewed:  May 2018