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West
Virginia Highway Safety Office
Home Page |
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2 Hale
Street - Suite 100
Charleston, WV 25301
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Phone:
(304) 558-6080
FAX: (304) 558-6083
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Office Hours: 9:00AM - 5:00PM |
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Governor’s
Highway Safety Program
(Click Tabs For More Information)
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Application Procedure
Overview
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Before
you begin to complete a Grant Application, please be aware of
the following funding policies that the West Virginia Governor’s
Highway Safety Program (GHSP) will follow in making their
recommendations for projects to be approved:
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1)
The GHSP will not
recommend any project that is eligible for direct support from
NHTSA (i.e. 403 research funds);
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2)
Funding provided
for law enforcement overtime as part of any project will:
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a)
only be considered if the
applicant agency has completed TOPS training, and
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b)
only be to an agency with
a mandatory seat belt use policy, and
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c)
only be to an agency that
will "track" citations, and
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d)
only be to an agency that
participates in the "Click It Or Ticket" campaign, and
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e)
in the case of DUI
overtime requests, only to an agency that has applied to the
Commission on Drunk Driving Prevention and been declined
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3)
All applications
must contain an Occupant Protection public education and
information component.
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4)
All applicants must
prioritize the individual items within the requested budget.
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5)
All applicants for
a Safe Community project must submit in addition to the
application, letters of commitment from the County Commissions
and Class I and II cities within the impact area of the project.
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6)
Requests for
equipment, cars (vehicles of any type), capital improvements,
office furniture, renovations, light bars, protective vests,
snow removal items, tires, and roadway enhancements will not be
accepted.
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Applications can be deemed inappropriate
simply because you fail to follow instructions.
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It is important to
understand that the required Additional Materials defined
below must be submitted in the same package with the Grant
Application by US Mail to the GHSP.
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The following is the basic
format for planning all your applications for Highway Safety
funds. Thinking through the various sections should help you to
create virtually all that is asked of you. It will also enable
you to develop a logical approach to planning and entering the
information.
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Page 1
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Name of Applicant:
(must be a government agency)
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In this space, enter the
full name of the applicant agency (i.e. The Gotham County
Commission on behalf of the Gotham County Sheriff’s Department,
etc.)
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F.E.I.N. Number:
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In this space enter the
FEIN number of the applicant agency (i.e. 55-600-???)
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Project Title:
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In this space, enter the
identifying name of your project.
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Authorized Official:
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In this space, enter the
name, address, telephone number, FAX number, and E-Mail address
of the highest official in the applicant agency (i.e. County
Commission President, Mayor, or state agency head)
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Project Director:
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In this space, enter the
name, address, telephone number, FAX number, and E-Mail address
of the individual responsible for the day to day implementation
of this project.
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Fiscal Officer:
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In this space enter the
name, address, telephone number, FAX number, and E-Mail address
of the individual responsible for the fiscal accountability of
the project (NOTE: the Fiscal Officer and the Project
Director must be different individuals).
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Federal Funds Requested:
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In this space, enter the
total amount of funding assistance requested.
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Page 2
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Problem Identification:
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In this space zero in
on the specific problem or problems that you want to solve
through your proposed project. Proper problem identification is
the most important part of your application.
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The Problem Identification
section describes the situation that caused you to prepare this
application. It should refer to situations that are outside of
your organization. It does not refer to needs internal to your
organization, unless you are asking to fund an activity to
improve your effectiveness. In particular, Problem
Identification does not describe your lack of money as the
problem. Everyone understands you are asking for money.
Nevertheless, what external situation will be dealt with if you
are awarded the grant?
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You should not assume that
"everyone knows this problem is valid." That may be true, but it
does not give the GHSP assurance about your expertise if you
fail to demonstrate your knowledge of the problem. Use some
appropriate statistics. Moreover, make sure that you make the
case for the problem in your local area, not just on the
state and national levels. If you use extensive statistics, use
them sparingly, but pull out the key figures for the Problem
Identification section. In addition, know what the statistics
say.
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In the Problem
Identification section, you need to do the following:
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1)
Make a logical connection
between your organization’s background and the problems and
needs with which you propose to work.
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2)
Clearly, define the
problem with which you intend to work. Make sure that what you
want to do is workable – that it can be done within a reasonable
time, by your agency, and with a reasonable amount of money.
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3)
Support the existence of
the problem by evidence.
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4)
Be realistic – don’t try
to solve all the problems in the world in the next six months.
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Page 3
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Project Objective(s):
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A well-prepared
application has continuity – a logical flow from one section to
another. The Problem Identification section has prepared the
GHSP for your Project Objectives.
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The Project Objectives
are specific, measurable outcomes of your project. Project
Objectives are your promised improvements in the situation you
described in the Problem Identification section. These
Objectives should state who is to change, what behaviors are to
change, in what directions the changes will occur, how much
change will occur, and by what time the change will occur.
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If you are having trouble
defining your objectives, try projecting your agency a year or
two into the future. What differences would you hope to see
between than and now? What changes would have occurred? These
changed dimensions may be the objectives of your project.
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Project Activities:
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You have now told the GHSP
the problem(s) you intend to work with and your Objective(s),
(which promise a solution to or a reduction of the problem(s)).
Now you are going to describe the methods you will use to
accomplish your Objective(s).
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The Project Activities
component of your application should describe, in some detail,
the activities that will take place in order to achieve the
desired results. It is the part of the application where the
reader should be able to gain a picture in his/her mind of
exactly how things will work.
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There are two basic issues
to be dealt with in the Project Activities section. What
combination of activities and strategy have you selected to
employ to bring about the desired results? In addition, why have
you selected this particular approach, of all the possible
approaches you could have employed?
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Justifying your approach
requires that you know a good deal about other projects of a
similar nature. What methods have been tried in the past and are
being tried now and with what results?
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The consideration of
alternatives is an important aspect of describing your
methodology. Showing that you are familiar enough with your
field to be aware of different project methods and showing your
reasons for selecting the model you have gives a funding source
a feeling of security and adds greatly to your credibility.
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Your Project Activities
section should described who is doing what to whom, and why it
is being done that way. Your approach should appear realistic to
the GHSP, and not suggest that so much will be performed by so
few that the project appears unworkable. A realistic and
justified project will be impressive. An unrealistic
project will not win you points for good intention.
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Page 4
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Fiscal Summary:
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When planning your budget,
it is wise to look closely at your Objectives(s) to determine
the level of activity in the project, and at your Project
Activities section to review the specific plan you have
proposed. Budgets should be built from the ground up – that is,
based upon your Objective(s) and the methodology you proposed.
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This is how we suggest you
structure your budget:
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Project Coordination:
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Personnel
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Salaries, Wages & Fringe
Benefits
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Contractual Fee(s)
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Travel
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Local (Within Service
Area):
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In-State (Outside Service
Area but Within WV):
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Out-of-State:
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Equipment
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(The GHSP does not
purchase equipment)
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Other Costs
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Occupant Protection
Activities
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Impaired Driving
Activities
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Law Enforcement Activities
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Other Activities
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Pages 5 & 6
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Please
read each of the 24 Conditions and Assurances and be prepared to
have the Authorized Official and Project Director sign upon
approval of the Application.
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Additional Materials
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Additional Materials to
the application should be limited. It is an imposition to
suggest that a reviewer plod through many pages of additional
material that you decide were important enough to include with
your proposal. The material should not detract from the
continuity and flow of the application by being included in the
narrative.
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Items which are
required by all applicants:
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Consultant Contracts
– Any contract to be executed as part of the project must be
included for the GHSP’s review.
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Job Description – A
job description of any full-time or part-time employee to be
hired as part of the project must be included for the GHSP’s
review.
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Resume – A Resume /
Curriculum Vitae of any consultant or full-time employee
employed as part of the project must be included for the GHSP’s
review.
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Items that may be included
as appropriate:
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Summary Chart of Key
Activities – Many applicants will submit some form of
timeline for major milestones or activities.
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Items which must be
included by applicants for Safe Community funding:
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Letters of Commitment
– Letters from elected officials must be included from
applicant’s applying for Safe Community funding.
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Community Task Force
Membership - A format is included at the end of this packet.
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The Grant Application,
including all Additional Materials, should submitted
promptly to:
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The West Virginia
Governor’s Highway Safety Program |
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2 Hale Street - Suite 100 |
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Charleston, West Virginia
25301 |
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