Round Two: K-12 School-Based COVID-19 Response Grant

To establish, expand, and sustain a public health workforce within K-12 Schools to support jurisdictional COVID-19 prevention, preparedness, response, and recovery initiatives.

Release Date: November 29, 2021


Application URL: https://forms.gle/3EuQaBiy1zJcXJ8g8

Due Date: 5:00 P.M. MST, December 27, 2021
Only online applications will be accepted


Applications will be received by Utah Department of Health | Bureau of Emergency Medical Services and Preparedness 

Street address: 288 North 1460 West 4th floor, Salt Lake City, Utah 84116
Mailing address: P.O. Box 142004, Salt Lake City, UT 84114
Email: prepgrants@utah.gov | Website: www.bemsp.utah.gov


Executive Summary

Funding SourceCenters for Disease Control and Prevention (CDC)
CDC Crisis Response Cooperative Agreement: COVID-19 Public Health Workforce
https://www.cdc.gov/cpr/readiness/funding-ph.htm
AdministratorUtah Department of Health (UDOH) 
Bureau of Emergency Medical Services and Preparedness (BEMSP)
Jenny Starley, Crisis Workforce Program Manager, jstarley@utah.gov 
Karolina Abuzyarova, Covid-19 Grants Coordinator, karolinaa@utah.gov
TypeGrant Application
Grant ProgramK-12 School-Based COVID-19 Response Grant
Funding Number: 1577-PHW22-PREP-SBR2
Funding Opportunity URL: https://coronavirus.utah.gov 
Application URL: https://forms.gle/3EuQaBiy1zJcXJ8g8
TimelineGrant Open: November 29, 2021
Grant Close: 5:00 P.M. MST, December 27, 2021
Contracts Close: June 30, 2023
LEA AwardsAmount requested, up to $202,343 for each awarded LEA
Charter and Private School AwardsAmount requested, up to $100,000 for each awarded K-12 Charter or Private School
Performance PeriodTBD – 6/30/23
PurposeTo establish, expand, and sustain a public health workforce within K-12 Schools to support jurisdictional COVID-19 prevention, preparedness, response, and recovery initiatives.
EligibilityFunding is intended for K-12 Community Public Schools. The second round will fund Local Education Agencies (LEAs), Charter Schools, and Private Schools in the State of Utah. Priority of awardees include; 1) LEAs, 2) Charter Schools, and 3) Private Schools. Additional considerations include; how districts, charter, private and parochial schools are supported by the State of Utah in determining awards of this grant, how each award will meet the State’s jurisdictional and local needs, and the social vulnerability index within the corresponding county and facility or LEA location(s).
Selection CommitteeRepresentatives from; Utah Bureau of EMS and Preparedness. Utah School Board of Education, and Utah Department of Health School Nurse Liaison. 
Service ScopeAwardees are expected to expand, recruit, hire, and train registered nurses to address projected jurisdictional COVID-19 response needs over the performance period.
Expected deliverables• Monthly reimbursements of eligible expenses
• Biannual spend plan reports (every six months)
• Biannual progress reports (every six months)
• Closeout report (within 30 days of contract closing)
Allowable costs• Costs may be related to recruiting, hiring, and training of individuals that provide COVID-19 related services of those who serve as a registered school nurse who is school-based, converting current nurses from part-time to full-time work, increasing hours, increasing nursing salaries or otherwise supporting retention efforts to reach a total of 2 new FTE registered nurses for LEAs, or 1 new FTE registered nurse for charter and private schools. Requested funds must not be used to supplant or replace funding sources for existing FTE hours of registered nurses. 
• Purchase of equipment and supplies necessary to support the expanded workforce including personal protective equipment, and other supplies needed to perform the duties of the position, computers, cell phones, internet costs, cybersecurity software, and other costs associated with support of the expanded workforce.
• Administrative support services necessary to implement activities funded under this section, including travel and training.
RestrictionsDuplicative or supplanting of existing state or federal funding resources. Funds must not be used for research, publicity and propaganda (lobbying). Individual clinical treatment is not allowed. However, activities such as contact tracing, vaccination, and screening tests are components of a public health campaign and are not considered clinical care within CDC definitions. Funds must not be used for duplicative or supplanting existing state or federal funding resources. This grant opportunity is reimbursement for funds incurred only.
Diversity, Equity and Inclusion RequirementApplicants must address Diversity, Equity, and Inclusion (DEI) activities in hiring and training new and existing employees. Examples of DEI measures include: number of hires with descriptions of the populations they serve, number of new and existing employees receiving DEI relevant training, health equity team to focus on hiring a workforce that represents the diversity in the communities.

Please read this document in its entirety.
The end of the document instruction that you need to respond to in order to submit a proposal


Round Two: K-12 School-Based COVID-19 Response Grant

1. Introduction

The Utah State Board of Education (USBE) and the Utah Department of Health (UDOH), with the support of Utah’s Local Health Departments, are collaboratively forming a grant program to meet individual jurisdictional and local needs of clinical support in Utah’s Kindergarten to 12th grade (K-12): Local Education Agencies (LEAs), charter and private schools to establish, expand, train, and sustain the school-based health workforce for Utah’s K-12 schools to support jurisdictional COVID-19 prevention, preparedness, response, and recovery initiatives.

This grant opportunity invites all Utah K-12 schools to increase their school nursing staff. This is a second application round following awards to the prioritized Local Education Agencies based on COVID-19 burden. Funding is available through June 30, 2023.

2. Focus and Mission

To establish, expand, train, and sustain the school-based health workforce for Utah’s K-12 schools to support jurisdictional COVID-19 prevention, preparedness, response, and recovery initiatives.

2.1 Federal Award Compliance

The total budget for this grant program to support school-based health program nurses, as outlined within the grant program, is $6,677,323 or 33.81% of the Utah Department of Health’s CDC Crisis Workforce total award. After Round One grant awards, $4,054,791 is  available for Round Two grants through June 30, 2023.

3. Eligibility Screening

This grant is the second round of funding open to all Utah K-12 LEA’s, including charter, and private schools. 

3.1 Round One Eligibility

The CDC’s general intent is to fund K-12 community public schools. In the first round, K-12 LEAs within the determined school districts with the highest COVID-19 burden were defined and prioritized.

3.2 Round Two Eligibility

Funding is intended for K-12 Community Public Schools. The second round will fund Local Education Agencies (LEAs), Charter Schools, and Private Schools in the State of Utah. Priority of awardees include; 1) LEAs, 2) Charter Schools, and 3) Private Schools. Additional considerations include; how districts, charter, private and parochial schools are supported by the State of Utah in determining awards of this grant, and how each award will meet the State’s jurisdictional and local needsAdditionally, the Grant Committee may take into consideration the CDC/ATSDR Social Vulnerability Index (CDC/ATSDR SVI) data for prioritization on county levels of social vulnerability.  

4. School District Awarding Priority

This grant opportunity is on a reimbursement basis. Upfront distribution of funds is not permitted. Awardees will receive a contract from the Department of Health. These funds are not intended to replace funding for existing staff hours. These funds are intended for converting current nurses from part-time to full-time work, increasing hours, increasing nursing salaries or otherwise supporting retention efforts, or to hire new nurses.

4.1 Awards, based upon LEA, districts, Charter school, and private schools to include:

  • 4.1.1. LEA applicants can apply for an award up to $202,342, to include:
    • 4.1.1.1. $100,000/FTE for each registered school nurse, for up to 2FTEs with full benefits per award. We recommend that schools hire a nurse with a Bachelor’s Degree when possible.
    • 4.1.1.2. Up to 5% of the requested amount may be used for eligible administrative costs, see allowable costs below.
  • 4.1.2. Charter school and private schools can apply for an award up to $100,000, to include:
    • 4.1.2.1. Up to $100,000/FTE for one registered school nurse with full benefits per award. We recommend that schools hire a nurse with a Bachelor’s Degree when possible.
    • 4.1.2.1.1. Additionally, the application does allow for a school to request a scaled award, ex. $75,000 for a 0.75 FTE, $50,000 for a 0.5 FTE, or $25,000 for a 0.25 FTE. 
    • 4.1.2.2. Up to 5% of the requested amount may be used for eligible administrative costs, see allowable costs below.
  • 4.1.3. Funding will be available through June 30, 2023.
  • 4.1.4. Registered nurses acquired with these funds must be supervised by a registered nurse or higher clinical level.
  • 4.1.5. Awarded applicants will receive a grant award acceptance letter, and have 7 days to sign and return the letter, or forfeit the award.
  • 4.1.6. Awarded applicants who return the acceptance letter will be sent a contract and will have 30 days to sign and return the contract, or forfeit the award.

4.2 Allowable Costs and Activities

  • 4.2.1. CDC guidance provides that allowable costs can include the following:
    • 4.2.1.1. These administrative costs may be related to recruiting, hiring, and training of individuals that provide COVID-19 related services of those who serve as a registered school nurse who is school-based, converting current nurses from part-time to full-time work, increasing hours, increasing nursing salaries or otherwise supporting retention efforts to reach a total of 2 new FTE registered nurses for LEAs, or 1 new FTE registered nurse for charter and private schools.
    • 4.2.1.2. These individuals may be employed by schools, school boards, school districts, local health departments, regional educational service agencies or appropriate entities for providing school-based health care.
  • 4.2.1.3. dministrative costs including the purchase of equipment and supplies necessary to support the expanded workforce including personal protective equipment, equipment needed to perform the duties of the position, computers, computer accessories and software, cell phones, internet costs, cybersecurity software, and other costs to implement activities funded, including travel and training associated with support of the expanded workforce.
  • 4.2.2. CDC guidance provides that allowable activities can include:
    • 4.2.2.1. Making subawards or contracts to local schools or school districts to support school nurses and school-based health services.
    • 4.2.2.2. Awarding funds to schools of public health or private or public organizations with demonstrated expertise in implementing public health programs in medically underserved communities.
    • 4.2.2.3. Improving school-based health programs and campaigns, to rebuild and augment the school health workforce, which includes registered nurses.
    • 4.2.2.3.1. Individual clinical treatment is not allowed. However, activities such as contact tracing, vaccination, and screening tests are components of a public health campaign and are not considered clinical care within CDC definitions.

5. Funding Restrictions

  • 5.1. Providing individual clinical treatment.
  • 5.2. Duplicative or supplanting of existing state or federal funding resources.

6. Application Requirements

Applications must include all information as provided below, as included within the grant package. Incomplete applications will not be considered.

Sections within the application include:

  • 6.1.1. Organizational Details
    • 6.1.1. Organization or Facility Name
    • 6.1.2. Organization Type (LEA, Charter, Private)
    • 6.1.3. Physical Address
    • 6.1.4. Point of contact for application
    • 6.1.5. Business manager contact information
    • 6.1.6. Signatory contact information

6.2. Project Description and Scope

  • 6.2.1. School district region
  • 6.2.2. How many registered school nurses is the organization applying for (FTE)? (0.25 – 2.0)
    How many registered school nurses will be new hires? (0.25 – 2.0)
  • 6.2.3. How many registered school nurses are existing staff members?
    • 6.2.3.1. Does the existing staff currently receive benefits?  (Yes/No)
    • 6.2.3.2. Will this funding allow the existing staff to receive benefits?  (Yes/No)

6.3 Hiring and Diversity Goals

  • 6.3.1. Briefly detail activities proposed to support school-based health services, such as but not limited to:
    • 6.3.1.1. Number of school nurses hired, types of populations served i.e. inner city, rural, suburban etc.  Indicate how they represent the diversity of communities affected by COVID-19 specifically, those medically underserved.
    • 6.3.1.2. Number of hires that support partnerships with relevant public health programs, Community Based Organizations (CBOs), private or public organizations to address specific needs in schools.
    • 6.3.1.3. Number of public health training events conducted for school health officials.
  • 6.3.2. Provide any additional details you think may be relevant in considering this application

6.4. The criteria for acceptance of funding.

  • 6.4.1. Question based on an understanding of the details provided within this scope of work.  (Yes/No)

7. Awardee Reporting Requirements

7.2 Post-Award Reporting and Invoicing

  • 7.1.1. Throughout the award, signatory and business administrator contact information must be kept current. Updates are to be sent to the Utah Department of Health point of contact, as identified within the awardee contract.
  • 7.1.2. Monthly reimbursement invoice to include personnel hours and related costs documented with time and effort documentation, signed off by the school’s authorized signer or designee:
    • 7.1.2.1. Schools not submitting regular and complete monthly invoices must provide communication with the Utah Department of Health point of contact explaining the situation.
    • 7.1.2.2. Those schools that have not submitted reimbursement requests within six months of the contract beginning date will receive a notice to terminate the contract early. These funds will then be available for second round applicants.
  • 7.1.3
Activity PeriodDeadline
July 1, 2021 – December 31, 2021January 15, 2022
January 1, 2022 – June 30, 2022July 15, 2022
July 1, 2022 – December 31, 2022July 15, 2022
January 1, 2023 – June 30, 2023July 15, 2023
  • 7.1.3.1.1. Bi-annual Progress Report will include a status update of meeting hiring goals and diversity, equity, and inclusion (DEI) metrics, using a template provided by the Utah Department of Health.
    • 7.1.3.1.2. Bi-annual Fiscal Report will include actual expenses and fiscal commitments, using a template provided by the Utah Department of Health.
  • 7.1.4. End of contract report of activities will be due on July 15, 2023, using a template provided by the Utah Department of Health, and includes the final Fiscal Report, the final Progress Report, and a Performance Progress and Evaluation Report.
  • 7.1.5. School health workload report, within the June 30 due date as provided by  the Utah Department of Health.

8. Decision Making Scoring Matrix

Grant applications will be considered within a weighted average scoring matrix, earning points for criteria which are grouped into five categories.

  1. School District Prioritization
    10 points possible, weighted score of 50%
  2. Project description and Scope
    10 points possible, weighted score of 20%
  3. Budget
    10 points possible, weighted score of 15%
  4. Hiring and Diversity Goals
    10 points possible, weighted score of 10%
  5. Criteria for Acceptance of Funding
    10 points possible, weighted score of 5% 

9. Application Instructions

The application for this grant can be found by clicking here, or at the URL: https://forms.gle/3EuQaBiy1zJcXJ8g8. Application submissions will open on TBD and close on TBD. Applicants will be notified via email the status of their application, within two weeks from the date of the application closure.