2009.01 TB/HIV/STD Section Procedure for the Review of New Grant Applications, Grant Renewal Applications, Grant Progress Reports and Technical Review Responses

1.0 Purpose

To establish the process used by the TB/HIV/STD (THS) Section to review and approve the documents listed below before submission to grantor agencies:

• New grant applications (competitive and noncompetitive);

• Grant renewal applications;

• Grant progress reports (quarterly, interim and final); and

• Technical review responses.

• Approval to apply

• Carry forward requests

• Budget revision requests

• Prior approval requests

Throughout the remainder of this procedure the documents listed above will be referred to as grant related documents.
 

2.0 Policy

It is the policy of the THS Section that all staff adhere to this procedure so grant related documents are developed with appropriate oversight, expertise and monitoring to ensure final submissions are accurate, timely and of high quality.

It is a THS Section requirement that all grant related documents receive internal review prior to signature and submission to the grantor agency in accordance with DSHS policy and procedures.
 

3.0 Definitions

Cross Branch Applications – Grant related documents that require input or development from more than one Branch in the THS Section.

FCMB – Funds Coordination and Management Branch is responsible for the DSHS agency review of all grant applications.

ESSR form – (Executive Summary and Staff Recommendation Form) An HHSC form used to obtain approval for the submission of new and continuing grant/federal contract applications.

GATT form – (Grant Action Tracking Tool) A DSHS form used to document information for the review and approval of new, continuing, or revised grants/federal contracts.

Grant Related Documents – New grant applications, grant renewal applications, grant progress reports (e.g. quarterly, interim and final) and technical review responses.

IDP – The Infectious Disease Prevention Section, which includes the THS Section.

THS – The TB/HIV/STD Hepatitis Section, which includes the Health Communications and Community Engagement Group, the HIV/STD Prevention and Care Branch, the TB/HIV/STD Epidemiology and Surveillance Branch, the TB and Refugee Health Services Branch and the Pharmacy Branch.

Routing Cover Sheet – Cover Sheet used by THS staff to document and track approval by THS Director and IDP Section Director. The Routing Cover Sheet helps ensure quick and timely reviews by summarizing relevant information for the senior managers’ review and ensures the reviews are conducted in accordance with DSHS policy and procedures. 
 

4.0 Persons Affected

• Program staff in the THS Section who are responsible for writing and preparing grant related documents

• Branch/Group Managers of Health Communications & Community Engagement Group, HIV/STD Prevention and Care Branch, TB/HIV/STD Epidemiology and Surveillance Branch, and the TB Services Branch

• THS Section Chief of Staff

• THS Section Manager
   

5.0 Responsibilities

THS Section Director will:

• Provide guidance and expertise as requested;

• Ensure grant narrative is mindful of agency operational context; and

• Complete review and approval of grant related documents within two working days of receipt of grant related document packet.
   

THS Section Chief of Staff (COS) will:

• Provide clarifications and assistance as requested;

• Check grant documents follow the approved writing style guide and correct format; and

• Receive, route and track grant related document packets and their approval to the THS Section Director and the IDP Section Director and back to the THS Section program staff or FCMB as appropriate.
   

THS Group/Branch Managers will:

• Provide guidance and expertise as requested;

• Ensure high quality of documents and supporting attachments;

• Ensure staff have verified that all program and budget data are accurate;

• Verify staff have used the approved writing style guide and correct format;

• Spell check the document and formatting;

• Ensure grant application is written in one voice; and

• Review and approve grant related documents before routing for THS Section and IDP Section approvals.
   

THS Program Staff will:

• Respond to grant assignments as required;

• Ensure that cross grant applications receive appropriate input and approval from all the branches involved in assembling the grant related documents;

• Ensure and verify that all program and budget data is correct and accurate;

• Ensure grant related documents are written according to the approved writing style guide and correct format, and includes proper grammar and correct spelling (all acronyms are spelled out, etc);

• Ensure grant related documents are timely and of high quality;

• Ensure that sufficient time is built into the grant related document preparation timeline (see REVIEW TIMELINES under section 7.0 of this Procedure) to allow for the documents to be reviewed and approved and reach their appropriate destination (i.e. Funds Coordination and Management Branch) with sufficient time for their review process and timely submission to the grantor agency;

• Secure approval from their appropriate managers for the grant related documents being processed before routing to the THS Section; and

• Fill out Routing Cover Sheet and attach to grant related document packets and forward to THS Section COS. 
   

6.0 Procedures

6.1 THS Section Program staff will:

• Assemble the grant related documents as required and directed by funding agencies;

• Obtain approval from their Branch/Group Manager for the grant related documents;

• Route a “preview” electronic copy of the grant related documents to the THS Section Manager for review and editing; and

• Fill out and attach the completed Routing Cover Sheet to the finalized grant related documents, secure Branch approval and route the hard copy packet to the THS Section SSO for appropriate routing and approval from the THS Section Director and the IDP Section Director.

6.2 THS Section COS will route to the THS Section Manager for review and approval. The THS Section Manager will require two full business days for review and approval.

6.3 After the THS Section Manager has reviewed and approved the packet, the THS Section COS will route and track the packet to the IDP Section Director for their review and approval.

6.4 Upon return of the packet, the THS Section COS will forward the grant renewal application to FCMB or the THS Program Staff for appropriate disposition.
 

7.0 Review Timelines

Review times must be built into the timeline for the documents to reach their appropriate destination (i.e. Funds Coordination and Management Branch) with sufficient time for their review process and timely submission to the grantor agency.

In general, the THS Section Manager will require two full business days to review grant related documents. An additional two full business days are required for the IDP Section review.
 

8.0 Revision History