HRSA-20-005 Frequently Asked Questions

  1. Must rural be the prime objective or could we include both urban and rural?
  2. Could the grant be used to help retain and train dentists, dental assistants and hygienists to provide the needed care in rural community? My program is in a private office and I would have to get the program accredited by the deadline. Could the grant support a program like this?
  3. Our school has never submitted a training grant for dental public health and it would be helpful to us if we had an idea about what the budget does and does not allow.
  4. The NOFO mentions “community-based training sites” for the residents. Can mobile dentistry be used to meet this requirement?  Or do the clinics and training sites need to be permanent sites within the target communities?
  5. What exactly do we need to analyze with the NPI numbers?
  6. An eligible applicant could be a FQHC (that serves as a residency training site), correct? For example, a partnership application is submitted, the FQHC serves as the lead applicant and the additional partner is the institution that holds the accredited residency program.
  7. I am at a Federally Qualified Community Health Center where we have a pediatric dental residency program in partnership with dental school.  Would we, as the health center, be eligible to apply for this grant or would the school with the residency program be the applicant?
  8. Are Direct programs, funded by HHS, eligible to receive these grants if they were to team up with a dental school or a residency program?
  9. Would a certificate program or short-course training program meet the requirements of the funding opportunity?
  10. Though partnering with an FQHC is specifically mentioned, could we partner instead (or additionally) with a rural health clinic or FQHC-lookalike?
  11. How critical is it to develop truly ‘new’ models of delivery vs. enhancing training/expanding training opportunities? Is one a higher priority than the other?
  12. Is it permissible to include residents in all 3 areas – general dentistry, dental public health and pediatric dentistry? 
  13. Can an institution hold more than one HRSA training grant? i.e., is our institution eligible to apply if we hold other HRSA Residency program training grants (in Family medicine, for example)?
  14. Do we have to break out our budget by discipline? For example, Pediatrics, General Dentistry and Dental Public Health.
  15. In the NOFO it is unclear to me if the workplan is uploaded as an Attachment #1 (as indicated on page 23), or if it included in the project narrative (as indicated on page 13 under the Project Narrative section).
  16. What is the definition of community-based?
  17. Can funds be used for salary support?
  18. Is there cap amount on the percentage of the total budget that can support faculty salaries?
  19. Is there guidance concerning how to request additional GME slots for an existing residency program?
  20. What do you consider multi-discipline? Pedo + public health would be multi-discipline right? What would be considered single discipline?
  21. Are residents eligible for salary?
  22. The abstract is to be 1 page ONLY, correct?
  23. If we are an FQHC and provide integrated care, do we still need a letter of support from one of our PCPs to obtain the collaborative bonus point?
  24. When you state that we need a letter of agreement from the collaborating department, are you suggesting we need a LoA from our CMO to our Chief Dental Officer (for those of us with FQHCs)?
  25. If a MOU is 5 pages long, can we just upload page 1 for the attachment and add a link to the full document to save space?
  26. If we are an FQHC, do we automatically get the 3 priority points for priority 4?
  27. Will you be looking to fund the expansion of programs only, or also strengthening current programs?
  28. If we propose expanding partners and the population served, does that meet the expansion requirements?
  29. How is a planning year defined?
  30. Can we use a planning year to solidify new a partnership for telehealth in a rural area?
  31. Can year one be planning and the remaining grant years for implementation?
  32. Can a vulnerable population include women and their children who are Medicaid eligible?
  33. Can residents get support for getting a masters in public health?
  34. Can an FQHC that is a site for another program apply?
  35. Is a public health college considered an outside entity? (separate from dentistry)
  36. Can these funds be used for construction/upfit of building?
  37. Can these funds be utilized to run dental vans and equipment?
  38. Can an FQHC that is involved in a graduate medical education consortium with a teaching university which has an accredited pediatric dentistry residency program apply as the lead?
  39. If a program addresses multiple funding priorities do you require multiple letters of support?
  40. If we are an FQHC and provide integrated care, do we still need a letter of support from one of our CMOs to our CDO to obtain collaborative bonus point?
  41. Are residents stipends capped?  Does a need for stipend need to be shown?
  42. Are there any priorities for continuations over new awards?
  43. For Funding Priority #4, do we need a formally executed MOU with an FQHC or rural health center? Or will you accept a letter of agreement that states that an MOU will be completed if funded - is that sufficient?
  44. If two different entities (FHQC) etc. were both accredited by the same university or organization could both apply and not have "multiple" applications?
  45. If an FQHC is currently a site for a program (i.e. an existing AEGD) but the accrediting program has multiple sites, are we eligible as just the FQHC, to apply as lead, partnering with the accredited organization?
  46. The NOFO currently states that there should be one primary discipline; however, we are unsure what basis/criteria should be used to determine this?  We would like to know how/if this primary discipline designation would impact our scoring/ chance of getting funded in any way?  Also, does the contact PD/PI need to be from the primary discipline?  Do all co-investigators need to be listed as key personnel?
  47. Does HRSA have any restrictions regarding non US citizens? In other words, must the residents be US citizens in order to be paid a stipend?
  48. The SF-424 R & R Senior/Key Person Profile (expanded) form” expires on 10/31/2019. Is it ok to still use this, or is there a different form we need to use?
  49. We welcome any direction or TA you may be able to provide to better understand how we could plan to consider NHSC recipients (scholars, S2S awardees) for our pediatric, AEGD, and DPH programs.
  50. We will have our budget and two contract budgets.  Do all these budget forms count in the page limit, or only the budget narratives?
  51. We have our main site, and will be working with MN DHS and two rural telehealth sites which we will use their main address for.  Do we have to have a separate performance site form page for each, or can we list ours as the main one and then create a 1-page attachment for all the other sites?
  52. Is there a template for the staffing plan?
  53. For the training chart, under the category of 'other healthcare trainees' they ask for: the expected number of other health profession trainees, by discipline, that will receive training alongside the primary trainees, and the number and discipline of other health professionals trained to address oral health needs. Can you explain the difference?

 

1. Must rural be the prime objective or could we include both urban and rural?
No, rural does not have to be a prime objective.  Your grant does need to address, at least, one of the three noted Focus Areas.

2. Could the grant be used to help retain and train dentists, dental assistants and hygienists to provide the needed care in rural community? My program is in a private office and I would have to get the program accredited by the deadline. Could the grant support a program like this?
This funding is to establish or enhance a dental residency program in general dentistry, pediatric dentistry or dental public health.  Look at the CODA requirements for establishing a dental residency program and remember that the program must be accredited and have residents in training no later than July 1, 2021. Also, if the private office is to be the applicant, review Section III.1 Eligible Applicants to assure that it is eligible to apply.

3. Our school has never submitted a training grant for dental public health and it would be helpful to us if we had an idea about what the budget does and does not allow.
You should plan your budget according to the needs of the program that you propose. All costs must be allowable. Make sure that your budget is reasonable, necessary and allocable to the grant and adheres to restrictions outlined in the NOFO and SF-424 R&R Application Guide, including limitations on salary rates, indirect costs, and the annual budget ceiling amount.  For more information, refer to the NOFO and the Budget Section of the SF-424 R&R Application Guide. Page 22 of the Application Guide lists the unallowable costs.

4. The NOFO mentions “community-based training sites” for the residents. Can mobile dentistry be used to meet this requirement? Or do the clinics and training sites need to be permanent sites within the target communities?
The NOFO does not preclude the use of mobile dentistry.  You will need to make the case to the reviewers that its use addresses the purpose of the grant, to develop new or enhance existing residency training programs to incorporate and test new and innovative models of care delivery for rural, underserved and vulnerable populations. 

5. What exactly do we need to analyze with the NPI numbers?
The NOFO does not require any analysis from you using your trainees’ NPI numbers.  What it does require is that your trainees apply for NPI numbers for reporting to HRSA.  The NOFO also asks that you describe your process for tracking your trainees after completing your program. The NOFO indicates that at a minimum you must include the NPI number as part of this, however you may include more robust methods as well.

6. An eligible applicant could be a FQHC (that serves as a residency training site), correct? For example, a partnership application is submitted, the FQHC serves as the lead applicant and the additional partner is the institution that holds the accredited residency program.
Yes, an FQHC currently serving as a residency training site could apply as a lead applicant in partnership with the institution holding the accreditation.  Since all training activities must be conducted within a postdoctoral training program accredited by the Commission on Dental Accreditation (CODA), the institution with the accreditation should be a partner and provide a letter of support or agreement in the attachments from someone who holds the authority to speak for the partner organization (CEO, Chair, etc.). The letter must be signed and dated, and must specifically indicate understanding of the project and a commitment to the project including resource commitments (in-kind services, dollars, staff, space, equipment, etc.).

7. I am at a Federally Qualified Community Health Center where we have a pediatric dental residency program in partnership with dental school.  Would we, as the health center, be eligible to apply for this grant or would the school with the residency program be the applicant?
Yes, both the FQHC and dental school could apply.  Since all training must be conducted by a CODA Accredited training program, a letter of support from the accredited program should be included with any host site’s application for grant funds.  Note:  Multiple applications from an organization are not allowable. HRSA may reduce awards if there is a request for funds for the same activities.

8. Are Direct programs, funded by HHS, eligible to receive these grants if they were to team up with a dental school or a residency program?
Direct Service Tribes (DSTs) are federally recognized Indian Tribes, or Tribal Organizations with government-to-government relationships with federal, state, county and other local governments.  DSTs and other programs that are in receipt of IHS, HHS or other federal funds and direct services are not precluded from receiving other federal funds.  As such DSTs, if otherwise qualified, are eligible entities under HRSA-20-005.  The tribe itself must apply directly, and IHS may not apply on behalf of a tribe.  As with all applicants, they must have an active DUNS number to apply for and be either a direct recipient or a subrecipient of federal funds.

9. Would a certificate program or short-course training program meet the requirements of the funding opportunity?
No.  Primary trainees must be enrolled in a CODA-accredited postdoctoral training program in general dentistry, pediatric dentistry or dental public health.

10. Though partnering with an FQHC is specifically mentioned, could we partner instead (or additionally) with a rural health clinic or FQHC-lookalike?
Yes, you can partner with a rural health clinic or FQHC-look alike.

11. How critical is it to develop truly ‘new’ models of delivery vs. enhancing training/expanding training opportunities?  Is one a higher priority than the other?
Reviewers are asked to score the proposals according to the criteria listed in the NOFO and specific funding priorities are outlined in Section V.2. When responding, keep in mind that a program may be new or innovative for an institution or community even if that model may not be new or innovative for another institution or community

12. Is it permissible to include residents in all 3 areas – general dentistry, dental public health and pediatric dentistry? 
Proposals combining all three disciplines are certainly allowed.

13. Can an institution hold more than one HRSA training grant? i.e., is our institution eligible to apply if we hold other HRSA Residency program training grants (in Family medicine, for example)?
Yes, an institution with other existing HRSA training grants is not precluded from applying.

14. Do we have to break out our budget by discipline? For example, Pediatrics, General Dentistry and Dental Public Health.
No, you are not required to break out your budget by discipline.

15. In the NOFO it is unclear to me if the workplan is uploaded as an Attachment #1 (as indicated on page 23), or if it included in the project narrative (as indicated on page 13 under the Project Narrative section).
Attachment 1 should include the Work Plan (review the sample template https://bhw.hrsa.gov/sites/default/files/bhw/grants/workplantemplate.pdf ) as well as the logic model. If you will be making subawards or contracts, this attachment should describe how your organization will ensure proper documentation of the funds. The Project Narrative should help the reviewers understand the Workplan in Attachment 1.

16. What is the definition of community-based?
Community-based is not specifically defined but could include FQHCs, other CHCs or school-based programs. Ultimately, it is up to you to make the case that the proposed site is a community-based site.

17. Can funds be used for salary support?
Yes.

18. Is there cap amount on the percentage of the total budget that can support faculty salaries?
The salaries and staffing requested must be reasonably and necessary to carry out the proposed project.  However, other than the salary limitation of $192,300 based on 100% level of effort and the overall ceiling amount, there is no other cap on faculty salary support that can be budgeted. 

19. Is there guidance concerning how to request additional GME slots for an existing residency program?
No, we do not have any guidance for requesting additional GME slots.

20. What do you consider multi-discipline? Pedo + public health would be multi-discipline right? What would be considered single discipline?
Any program that includes two or more of the disciplines of General Dentistry, Pediatric Dentistry, and Dental Public Health would be considered multidisciplinary.  Any program that includes only one of these disciplines would be considered a single discipline.  Programs that include multiple residencies of the same discipline, such as a GPR and AEGD program, are not considered multidisciplinary.

21. Are residents eligible for salary?
Residents supported by HRSA-20-005 may not be paid a salary out of the HRSA budget.  However, financial assistance to eligible participating dental residents or practicing dentists who can demonstrate need is an allowable cost, and may serve to encourage and support residents underrepresented in the dental profession, such as certain minorities, veterans, or individuals from a rural or disadvantaged background.  Eligible residents may receive participant/trainee support costs as stated on page 22 of the NOFO.

22. The abstract is to be 1 page ONLY, correct?
Yes. Please refer to the SF-424 R&R Application Guide per the NOFO. Page 38 of the guide   states: “The project abstract must be single-spaced and limited to one page in length.”

23. If we are an FQHC and provide integrated care, do we still need a letter of support from one of our PCPs to obtain the collaborative bonus point?
Applicants must use their judgment in deciding what information HRSA staff will need in order to grant the funding priority. Please see page 33 of the NOFO for more details about this priority.

24. When you state that we need a letter of agreement from the collaborating department, are you suggesting we need a LoA from our CMO to our Chief Dental Officer (for those of us with FQHCs)?
Yes, “Provide a letter of support for each organization or department involved in your proposed project.  Letters of support must be from someone who holds the authority to speak for the organization or department (CEO, Chair, etc.)…” Please see page 25 of the NOFO.

25. If a MOU is 5 pages long, can we just upload page 1 for the attachment and add a link to the full document to save space?
As stated on page 23 of the NOFO: “It is not necessary to include the entire contents of lengthy agreements, so long as the included document provides the information that relates to the requirements of the NOFO.”

26. If we are an FQHC, do we automatically get the 3 priority points for priority 4?
No. The purpose of this Priority is to support established or the development of formal relationships between a FQHC, rural health clinic or accredited teaching facility for the purpose of training dental residents. To receive a funding priority, you would need to provide sufficient documentation of the actual or pending working relationship with a rural health clinic or an accredited teaching facility for the purpose of training dental residents. See page 24 of the NOFO for additional details.

27. Will you be looking to fund the expansion of programs only, or also strengthening current programs?
The NOFO supports development or enhancement of existing residency programs – see page 1 of the NOFO, Program Goals.

28. If we propose expanding partners and the population served, does that meet the expansion requirements?
We do not define expansion or enhancement. Ultimately, it is up to you to make the case that the proposed project meets the Programs Goals and Objectives.

29. How is a planning year defined?
We do not define a planning year. However, primary trainees need to be participating in funded activities by July 1, 2021. For programs applying for a planning year, initial accreditation must be received at or before, July 1, 2021, and maintained for the remainder of the project period. Applications choosing to develop new formal partnerships with rural or tribal health clinics/hospitals or those applications proposing new tracks within rural and/or underserved areas are encouraged to consider this option.

30. Can we use a planning year to solidify new a partnership for telehealth in a rural area?
Yes.  A planning year is allowed.  However, funded proposals must have primary trainees being trained through funded grant activities by the beginning of the second budget period, July 1, 2021.

31. Can year one be planning and the remaining grant years for implementation?
Yes.

32. Can a vulnerable population include women and their children who are Medicaid eligible?
Possibly, please see page 5 of the NOFO for the definition of vulnerable population.  It is up to you to make the case to the reviewers that the proposed population fits this definition.

33. Can residents get support for getting a masters in public health?
Yes, provided certain criteria are met.  Please see page 11 of the NOFO: “The Masters of Public Health programs must either be 1) completed after acceptance to the program, but prior to the actual specialty residency training, or 2) demonstrate a well-integrated MPH curriculum within the residency program curriculum.  Proposals may include training, including an MPH, to enhance the population health knowledge and skills of existing faculty engaged in teaching residents.”

34. Can an FQHC that is a site for another program apply?
Yes, an FQHC currently serving as a residency training site could apply as a lead applicant in partnership with any accredited institution.

35. Is a public health college considered an outside entity? (separate from dentistry)
All training activities must be conducted within a postdoctoral training program accredited by the Commission on Dental Accreditation (CODA). A collaborative, multi-discipline application must include at least two of the following disciplines: general dentistry, pediatric dentistry, or dental public health.

36. Can these funds be used for construction/upfit of building?
No, grant funds may not be used for construction and/or major renovation activities (pages 16 and 27 of the NOFO).

37. Can these funds be utilized to run dental vans and equipment?
Yes, funding for reasonable equipment purchases is allowed (page 22 of the NOFO).

38. Can an FQHC that is involved in a graduate medical education consortium with a teaching university which has an accredited pediatric dentistry residency program apply as the lead?
Yes, an FQHC involved in a GME consortium could apply as a lead applicant in partnership with the institution holding the accreditation.  Since all training activities must be conducted within a postdoctoral training program accredited by the Commission on Dental Accreditation (CODA), the institution with the accreditation should be a partner and provide a letter of support or agreement in the attachments from someone who holds the authority to speak for the partner organization (CEO, Chair, etc.), must be signed and dated, and must specifically indicate understanding of the project and a commitment to the project, including any resource commitments (in-kind services, dollars, staff, space, equipment, etc.).

39. If a program addresses multiple funding priorities do you require multiple letters of support?
If the same institution addresses multiple priorities then only one letter is needed; however, it must contain sufficient information to address each priorities requirements.  See page 25 of the NOFO for additional details.

40. If we are an FQHC and provide integrated care, do we still need a letter of support from one of our CMOs to our CDO to obtain collaborative bonus point?
Yes, “You must include a letter of agreement from the collaborating department of primary care medicine in Attachment 7” page 33.

41. Are residents stipends capped?  Does a need for stipend need to be shown?
There is no stated cap on the amount of participant support (i.e. Stipends, tuition, etc…) that may be allocated per resident participant.  However, a cost is not allowable if it is not reasonable, necessary, allocable to the award, and adequately documented.  You will therefore need to justify the amount requested in the budget justification.  In additions, since those receiving such support must demonstrate need, you should have a way of documenting their need.  See page 22 of NOFO and of the SF-424 R&R Application Guide for more information on financial assistance and on unallowable costs respectively. 

42. Are there any priorities for continuations over new awards?
No, there is no priority for continuing programs over new programs.

43. For Funding Priority #4, do we need a formally executed MOU with an FQHC or rural health center? Or will you accept a letter of agreement that states that an MOU will be completed if funded - is that sufficient?
No, we do not require a formally executed MOU be submitted with your application. “You must include a letter of agreement from the FQHC, the rural health clinic, or accredited teaching facility in Attachment 7. To apply for this priority, you must provide sufficient documentation of the actual or pending working relationship” (page 34 of the NOFO)

44. If two different entities (FHQC) etc. were both accredited by the same university or organization could both apply and not have "multiple" applications?
Only one application is allowed per institution.  There may be multiple applications from the same accredited program; you should pay close attention to the requirements for Attachment 9, Letters of Support and assure no overlap in activities.

Multiple applications from an organization are not allowable. We use EIN numbers to determine the organization that is applying.  There may be multiple applications from the same accredited program; you should pay close attention to the requirements for Attachment 9, Letters of Support, and assure no overlap in activities.

45. If an FQHC is currently a site for a program (i.e. an existing AEGD) but the accrediting program has multiple sites, are we eligible as just the FQHC, to apply as lead, partnering with the accredited organization?
Yes, an FQHC currently serving as a residency training site could apply as a lead applicant in partnership with the institution holding the accreditation, or you could choose to apply in partnership with another accredited institution.  Please see page 7 of the NOFO for details.  Since all training activities must be conducted within a postdoctoral training program accredited by the Commission on Dental Accreditation (CODA), the institution with the accreditation should be a partner and provide a letter of support or agreement in the attachments from someone who holds the authority to speak for the partner organization (CEO, Chair, etc.), must be signed and dated, and must specifically indicate understanding of the project and a commitment to the project, including any resource commitments (in-kind services, dollars, staff, space, equipment, etc.).

46. The NOFO currently states that there should be one primary discipline; however, we are unsure what basis/criteria should be used to determine this?  We would like to know how/if this primary discipline designation would impact our scoring/ chance of getting funded in any way?  Also, does the contact PD/PI need to be from the primary discipline?  Do all co-investigators need to be listed as key personnel?
The primary discipline must be one of the primary care dentistry disciplines, General, Pediatric or DPH. S coring is done by the outside reviewers and they will be instructed to follow the criteria listed in the NOFO for scoring . For example, refer to Criterion 4:  ORGANIZATIONAL INFORMATION, RESOURCES AND CAPABILITIES (15 points) on page 31.  All co-investigators do not need to be listed as key personnel.

47. Does HRSA have any restrictions regarding non US citizens? In other words, must the residents be US citizens in order to be paid a stipend?
Yes, HRSA has restrictions about financial support for residents. On page 8 of the NOFO you’ll find:  “Beneficiary Eligibility Requirements:  Financial support for residents is an allowable expense under this program. Residents receiving financial support must 1) be a citizen of the United States, a non-citizen national, or a foreign national having in his/her possession a visa permitting permanent residence in the United States, 2) demonstrate need of the support, and 3) plan to work in the practice of general dentistry, pediatric dentistry, or dental public health.”

48. The SF-424 R & R Senior/Key Person Profile (expanded) form” expires on 10/31/2019. Is it ok to still use this, or is there a different form we need to use?
Yes, you should continue to use that form.

49. We welcome any direction or TA you may be able to provide to better understand how we could plan to consider NHSC recipients (scholars, S2S awardees) for our pediatric, AEGD, and DPH programs.
Though we don’t have any prescriptive suggestions, we invite you to think of ways your programs could address the compelling need of NHSC scholars and S2S recipients to obtain the skills that will help them be successful providers in safety net clinics.  You may also want to think about ways to connect your trainees to HRSAs Health Workforce Connector.  To learn more about these HRSA programs please go to https://nhsc.hrsa.gov/.  To learn more about the Health Workforce Connector at https://connector.hrsa.gov/connector/

50. We will have our budget and two contract budgets.  Do all these budget forms count in the page limit, or only the budget narratives?
The line item budget (SF-424 R&R) Forms, both yours and the contracts, do not count towards the page limit.  However, the budget justifications that are attached to the forms do count.

51. We have our main site, and will be working with MN DHS and two rural telehealth sites which we will use their main address for.  Do we have to have a separate performance site form page for each, or can we list ours as the main one and then create a 1-page attachment for all the other sites?
Please refer to the table on pages 41 and 42 of the SF-424 R&R Application guide for the performance site info.  The form does not count in the page limit, and should accommodate 299 additional sites.  Any additional performance site location information included in an attachment will count. 

52. Is there a template for the staffing plan?
No. You will need to create one.  Review Criteria 2(a) and 4 (Pages 28 and 31) of the NOFO describe criteria including staffing, skill sets, qualifications of key personnel, and planned recruiting activities for unfilled positions. Page 38 of the application guide provides additional details for the staffing plan. 

53. For the training chart, under the category of 'other healthcare trainees' they ask for: the expected number of other health profession trainees, by discipline, that will receive training alongside the primary trainees, and the number and discipline of other health professionals trained to address oral health needs. Can you explain the difference?
The first bullet includes other health professional trainees trained alongside of the primary trainees (general, ped or DPH dental trainees). The second bullet is the number of those other trainees are trained to address oral health needs. For example, able to assess oral health, make referrals, or provide care such as Fluoride varnish or extractions.

Date Last Reviewed:  January 2020