Grant Guideline, 57384-57426 [05-19439]

Agencies

• State Justice Institute

[Federal Register Volume 70, Number 189 (Friday, September 30, 2005)]
[Notices]
[Pages 57384-57426]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 05-19439]



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Part III





State Justice Institute





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Grant Guideline; Notice

Federal Register / Vol. 70, No. 189 / Friday, September 30, 2005 / 
Notices

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STATE JUSTICE INSTITUTE


Grant Guideline

AGENCY: State Justice Institute.

ACTION: Proposed Grant Guideline.

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SUMMARY: This Guideline sets forth the administrative, programmatic, 
and financial requirements attendant to Fiscal Year 2006 State Justice 
Institute grants, cooperative agreements, and contracts.

DATES: September 30, 2005.

FOR FURTHER INFORMATION CONTACT: Kevin Linskey, Executive Director, 
State Justice Institute, 1650 King St. (Suite 600), Alexandria, VA 
22314, (703) 684-6100.

SUPPLEMENTARY INFORMATION: Pursuant to the State Justice Institute Act 
of 1984, 42 U.S.C. 10701, et seq., as amended, the Institute is 
authorized to award grants, cooperative agreements, and contracts to 
State and local courts, nonprofit organizations, and others for the 
purpose of improving the quality of justice in the State courts of the 
United States.
    Pending appropriations legislation passed by the House (H.R. 2862) 
would appropriate $2.0 million to SJI in fiscal year 2006; the Senate-
passed version of the bill proposes to appropriate $5.0 million. 
Additional funds may be made available to SJI either through 
Congressional action or agreements with the Department of Justice.
    Regardless of the final amount provided to SJI for fiscal year 
2006, the Institute's Board of Directors intends to solicit project 
grant applications for certain strategic priorities, discussed further 
below, to invite selected applicants to apply for grants in key areas, 
and to continue the most important project grants currently assisting 
courts nationwide.

Types of Grants Available and Funding Schedules

    SJI is offering five types of grants in FY 2006: Project Grants, 
Continuation Grants, Technical Assistance (TA) Grants, Judicial Branch 
Education Technical Assistance (JBE TA) grants, and Scholarships.
    Project Grants. Project Grants (see sections II.B., III.N., V.B.1., 
VI.A., VII.B.1., and VIII.A.) are intended to support innovative 
education, research, demonstration, and technical assistance projects 
that can improve the administration of justice in State courts 
nationwide. As provided in section III.N. of the Guideline, Project 
Grants may ordinarily not exceed $300,000; however, grants in excess of 
$200,000 are likely to be rare, and awarded only to support projects 
likely to have a significant national impact.
    The deadline for submitting a Project Grant application is February 
13, 2006. The Board of Directors will meet in May 2006 to approve grant 
awards. See section VI. for Project Grant application procedures.
    Applicants for Project Grants will be required to contribute a cash 
match of not less than 50% of the total cost of the proposed project, 
either directly or in cooperation with third parties.
    Continuation Grants. Continuation Grants (see sections II.B., 
III.D., V.B.2., VI.B., VII.B.1., VIII.A., and IX.5.H.1.b.) are intended 
to enhance the specific program or service begun during an earlier 
Project Grant period. An applicant for a Continuation Grant must submit 
a letter notifying the Institute of its intent to seek such funding no 
later than 120 days before the end of the current grant period. The 
Institute will then notify the applicant of the deadline for its 
Continuation Grant application.
    Applicants for Continuation Grants will be required to contribute a 
cash match of not less than 50% of the total cost of the ongoing 
project, either directly or in cooperation with third parties.
    Technical Assistance Grants. Section II.C. reserves up to $300,000 
for Technical Assistance Grants. Under this program, a State or local 
court or court association may receive a grant of up to $30,000 to 
engage outside experts to provide technical assistance to diagnose, 
develop, and implement a response to a jurisdiction's problems.
    Letters of application for a Technical Assistance Grant may be 
submitted at any time. Applicants submitting letters by January 6, 2006 
will be notified by April 7, 2006; those submitting letters between 
January 9 and February 24, 2006 will be notified by June 9, 2006; those 
submitting letters between February 24 and June 2, 2006 will be 
notified by September 15, 2006; and those submitting letters between 
June 5 and September 22, 2006 will be notified of the Board's decision 
by December 1, 2006. See section VI.B. for Technical Assistance Grant 
application procedures.
    Judicial Branch Education Technical Assistance Grants. Section 
II.D. of the Guideline allocates up to $100,000 for grants under the 
JBE TA grant program this year. Grants of up to $20,000 are available 
to: (1) enable a State or local court to adapt and deliver an education 
program that was previously developed and evaluated under an SJI 
project grant (i.e., curriculum adaptation); and/or (2) support expert 
consultation in planning, developing, and administering State judicial 
branch education programs.
    Letters requesting JBE TA Grants may be submitted at any time. The 
grant cycles for JBE TA Grants are the same as the grant cycles for TA 
Grants.
    Applicants submitting letters by January 6, 2006 will be notified 
by April 7, 2006; those submitting letters between January 9 and 
February 24, 2006 will be notified by June 9, 2006; those submitting 
letters between February 24 and June 2, 2006 will be notified by 
September 15, 2006; and those submitting letters between June 5 and 
September 22, 2006 will be notified of the Board's decision by December 
1, 2006. See section VI.D. for JBE TA Grant application procedures.
    Scholarships. Section II.E. of the Guideline allocates up to 
$200,000 for scholarships this year to enable judges and court managers 
to attend out-of-State education and training programs. A scholarship 
of up to $1,500 may be awarded to pay for a recipient's tuition, 
travel, and lodging costs.
    Starting this year, scholarships can also be used to cover the 
costs of enrolling in on-line classes that meet the criteria for 
acceptable programs as described below.
    Scholarships for eligible applicants are approved largely on a 
``first come, first served'' basis, although the Institute may approve 
or disapprove scholarship requests in order to achieve appropriate 
balances on the basis of geography, program provider, and type of court 
or applicant (e.g., trial judge, appellate judge, trial court 
administrator). Scholarships will be approved only for programs that 
either (1) enhance the skills of judges and court managers; or (2) are 
part of a graduate degree program for judges or court personnel.
    As before, recipients are limited to no more than one scholarship 
in a three-year period, unless the course specifically assumes multi-
year participation.
    Applicants interested in obtaining a scholarship for a program 
beginning between April 1 and June 30, 2006, must submit their 
applications and documents between January 2 and February 27, 2006. For 
programs beginning between July 1 and September 30, 2006, the 
applications and documents must be submitted between March 30 and May 
26, 2006. For programs beginning between October 1 and December 31, 
2006, the applications and documents must be submitted between July 3 
and August 25, 2006. For programs beginning between January 1 and March 
31, 2007, the applications and documents must be submitted between 
October 2 and

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December 1, 2006. See section VI.E. for scholarship application 
procedures.

Matching Requirements

    With the exception of JBE TA grantees and scholarship recipients, 
all grantees must provide a cash match for any Institute grant. The 
matching requirements are summarized in sections III.L. and VIII.A.8. 
of the Guideline.
    The following Grant Guideline is adopted by the State Justice 
Institute for FY 2006:

Table of Contents

I. The Mission of the State Justice Institute
II. Scope of the Program
III. Definitions
IV. Eligibility for Award
V. Types of Projects and Grants; Size of Awards
VI. Applications
VII. Application Review Procedures
VIII. Compliance Requirements
IX. Financial Requirements
X. Grant Adjustments
Appendix A--SJI Libraries: Designated Sites And Contacts
Appendix B--Illustrative List of Technical Assistance Grants
Appendix C--Illustrative List of Model Curricula
Appendix D--Grant Application Forms (Forms A, B, C, C1, D, And 
Disclosure Of Lobbying Activities)
Appendix E--Line-Item Budget Form (Form E)
Appendix F--Scholarship Application Forms (Forms S1 and S2)

I. The Mission of the State Justice Institute

    The Institute was established by Pub. L. 98-620 to improve the 
administration of justice in the State courts of the United States. 
Incorporated in the State of Virginia as a private, nonprofit 
corporation, the Institute is charged, by statute, with the 
responsibility to:
     Direct a national program of financial assistance designed 
to assure that each citizen of the United States is provided ready 
access to a fair and effective system of justice;
     Foster coordination and cooperation with the Federal 
judiciary;
     Promote recognition of the importance of the separation of 
powers doctrine to an independent judiciary; and
     Encourage education for judges and support personnel of 
State court systems through national and State organizations, including 
universities.
    To accomplish these broad objectives, the Institute is authorized 
to provide funds to State courts, national organizations which support 
and are supported by State courts, national judicial education 
organizations, and other organizations that can assist in improving the 
quality of justice in the State courts.
    The Institute is supervised by a Board of Directors appointed by 
the President, with the consent of the Senate. The Board is statutorily 
composed of six judges; a State court administrator; and four members 
of the public, no more than two of whom can be of the same political 
party.
    Through the award of grants, contracts, and cooperative agreements, 
the Institute is authorized to perform the following activities:
    A. Support research, demonstrations, special projects, technical 
assistance, and training to improve the administration of justice in 
the State courts;
    B. Provide for the preparation, publication, and dissemination of 
information regarding State judicial systems;
    C. Participate in joint projects with Federal agencies and other 
private grantors;
    D. Evaluate or provide for the evaluation of programs and projects 
funded by the Institute to determine their impact upon the quality of 
criminal, civil, and juvenile justice and the extent to which they have 
contributed to improving the quality of justice in the State courts;
    E. Encourage and assist in furthering judicial education;
    F. Encourage, assist, and serve in a consulting capacity to State 
and local justice system agencies in the development, maintenance, and 
coordination of criminal, civil, and juvenile justice programs and 
services; and
    G. Be responsible for the certification of national programs that 
are intended to aid and improve State judicial systems.

II. Scope of the Program

A. Project Grants

    As set forth in Section I., the Institute is authorized to fund 
projects addressing a broad range of program areas. Though the Board is 
likely to favor Project Grant applications focused on the Special 
Interest program categories described below, potential applicants are 
also encouraged to bring to the attention of the Institute innovative 
projects outside those categories. Funds will not be made available for 
the ordinary, routine operation of court systems or programs in any of 
these areas.
1. Special Interest Program Categories
    The Institute is interested in funding both innovative programs and 
programs of proven merit that can be replicated in other jurisdictions. 
The Institute is especially interested in funding projects that:
     Formulate new procedures and techniques, or creatively 
enhance existing procedures and techniques;
     Address aspects of the State judicial systems that are in 
special need of serious attention;
     Have national significance by developing products, 
services, and techniques that may be used in other States; and
     Create and disseminate products that effectively transfer 
the information and ideas developed to relevant audiences in State and 
local judicial systems, or provide technical assistance to facilitate 
the adaptation of effective programs and procedures in other State and 
local jurisdictions.
    A project will be identified as a Special Interest project if it 
meets the four criteria set forth above and it falls within the scope 
of the Special Interest program categories designated below.
    The Board has designated the areas set forth below as Special 
Interest program categories. The order of listing does not imply any 
ordering of priorities among the categories.
a. Managing Self-Represented Litigation
    This category includes research, demonstration, evaluation, and 
education projects designed to improve the management of self-
represented (pro se) litigation.
    The Institute is particularly interested in supporting innovative 
projects that:
     Implement the next generation of innovations identified at 
the Summit on the Future of Self-Represented Litigation held in Chicago 
in March 2005;
     Compile and disseminate information on promising practices 
to assist people who come to court without lawyers; and,
     Test and evaluate approaches permitting self-represented 
litigants to file pleadings, responses, and other forms electronically.
b. Application of Technology in the Courts
    This category includes the testing of innovative applications of 
technology to improve the operation of court management systems and 
judicial practices at both the trial and appellate court levels. The 
Institute seeks to support local experiments with promising but 
untested applications of technology in the courts that include an 
evaluation of the impact of the technology in terms of costs, benefits, 
and staff workload, and a training

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component to assure that staff is appropriately educated about the 
purpose and use of the new technology. In this context, ``untested'' 
includes novel applications of technology developed for the private 
sector that have not previously been applied in the courts.
    The Institute is particularly interested in supporting efforts to 
test and evaluate technologies that would:
     Compile promising practices for coordinating and 
controlling the use of multiple technologies to enhance court 
processes.
c. Children and Families in Court
    This category includes research, demonstration, evaluation, 
technical assistance, and education projects to identify and inform 
judges of innovative, effective approaches for handling cases involving 
children and families. The Institute is particularly interested in 
projects that would:
     Implement the ``next steps'' identified for courts at the 
National Leadership Summit for Child Protection held in Minneapolis on 
September 20-23, 2005.
d. Performance Standards and Outcome Measures
    This category includes projects that will develop and measure 
performance standards and outcomes for all aspects of court operations. 
The Institute is particularly interested in projects that would:
     Develop and test performance and outcome measures to 
assess the effectiveness of problem-solving courts.
e. Elder Issues
    This category includes research, demonstration, evaluation, and 
education projects designed to improve management of guardianship, 
probate, fraud, Americans with Disability Act, and other types of 
elder-related cases. The Institute is particularly interested in 
projects that would:
     Develop and evaluate judicial branch education programs 
addressing elder law and related issues.
f. Relationship Between State and Federal Courts
    This category includes research, demonstration, evaluation, and 
education projects designed to facilitate appropriate and effective 
communication, cooperation, and coordination between State and federal 
courts and the courts, the legislative and executive branches, and the 
people. The Institute is particularly interested in projects that 
would:
     Develop and test materials that judges and court leaders 
could use to educate community groups and constituencies about the 
importance of judicial independence.

B. Continuation Grants

    This category includes critical SJI-supported Project Grants of 
proven merit to courts nationwide. These projects must have:
    1. Developed products, services, and techniques that may be used in 
States across the country; and
    2. Created and disseminated products that effectively transfer the 
information and ideas developed to relevant audiences in State and 
local judicial systems, or provide technical assistance to facilitate 
the adaptation of effective programs and procedures in other State and 
local jurisdictions.
    The application procedures for Continuation Grants may be found in 
section VI.B.

C. Technical Assistance Grants

    The Board is reserving up to $300,000 to support the provision of 
technical assistance to State and local courts and court associations. 
The program is designed to provide State and local courts with 
sufficient support to obtain technical assistance to diagnose a 
problem, develop a response to that problem, and implement any needed 
changes. The Institute will reserve sufficient funds each quarter to 
assure the availability of Technical Assistance Grants throughout the 
year.
    Technical Assistance Grants are limited to no more than $30,000 
each, and may cover the cost of obtaining the services of expert 
consultants; travel by a team of officials from one court to examine a 
practice, program, or facility in another jurisdiction that the 
applicant court is interested in replicating; or both. Normally, the 
technical assistance must be completed within 12 months after the start 
date of the grant.
    Only a State or local court or court association may apply for a 
Technical Assistance grant. The application procedures may be found in 
section VI.C.

D. Judicial Branch Education Technical Assistance Projects

    The Board is reserving up to $100,000 to support technical 
assistance and on-site consultation in planning, developing, and 
administering comprehensive and specialized State judicial branch 
education programs, as well as the adaptation of model curricula 
previously developed with SJI funds. Judicial Branch Education 
Technical Assistance Grants are limited to no more than $20,000 each.
    The goals of the Judicial Branch Education Technical Assistance 
Program (JBE TA) are to:
    1. Provide State and local courts and court associations with the 
opportunity to access expert strategic assistance to enable them to 
maintain judicial branch education programming during the current 
budget crisis; and
    2. Enable courts and court associations to modify a model 
curriculum, course module, or conference program developed with SJI 
funds to meet a particular State's or local jurisdiction's educational 
needs; train instructors to present portions or all of the curriculum; 
and pilot-test it to determine its appropriateness, quality, and 
effectiveness. An illustrative but non-inclusive list of the curricula 
that may be appropriate for adaptation is contained in Appendix C.
    Only State or local courts or court associations may apply for JBE 
TA funding. Application procedures may be found in Section VI.D. 
Applicants are not required to contribute cash match to JBE TA grants.

E. Scholarships for Judges and Court Managers

    The Institute is reserving up to $200,000 to support a scholarship 
program for State judges and court managers. The purposes of the 
scholarship program are to:
    1. Enhance the skills, knowledge, and abilities of judges and court 
managers;
    2. Enable State court judges and court managers to attend out-of-
State, or to enroll in online, educational programs sponsored by 
national and State providers that they could not otherwise attend or 
take online because of limited State, local, and personal budgets; and
    3. Provide States, judicial educators, and the Institute with 
evaluative information on a range of judicial and court-related 
education programs.
    Priority will be given to scholarship applications for attendance 
at out-of-State educational programs within the United States. 
Application procedures may be found in Section VI.E.

III. Definitions

    The following definitions apply for the purposes of this Guideline:

A. Acknowledgment of SJI Support

    The prominent display of the SJI logo on the front cover of a 
written product or in the opening frames of a videotape or DVD 
developed with Institute support, and inclusion of a brief statement on 
the inside front cover or title page of the document or the

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opening frames of the videotape or DVD identifying the grant number. 
See section VIII.A.11.a.(2) for the precise wording of the statement.

B. Application

    A formal request for an Institute grant. A complete application 
consists of: Form A--Application; Form B--Certificate of State Approval 
(for applications from local trial or appellate courts or agencies); 
Form C--Project Budget/Tabular Format or Form C1--Project Budget/
Spreadsheet Format; Form D--Assurances; Disclosure of Lobbying 
Activities; a detailed description, not to exceed 25 pages, of the need 
for the project and all related tasks, including the time frame for 
completion of each task, and staffing requirements; and a detailed 
budget narrative that provides the basis for all costs. See section VI. 
for a complete description of application submission requirements. See 
Appendix D for the application forms.

C. Close-out

    The process by which the Institute determines that all applicable 
administrative and financial actions and all required grant work have 
been completed by both the grantee and the Institute.

D. Continuation Grant

    A grant lasting no longer than 15 months to permit completion of 
activities initiated under an existing Institute grant or enhancement 
of the products or services produced during the prior grant period. See 
section VI.B. for a complete description of Continuation Grant 
application requirements.

E. Curriculum

    The materials needed to replicate an education or training program 
developed with grant funds including, but not limited to: the learning 
objectives; the presentation methods; a sample agenda or schedule; an 
outline of presentations and relevant instructors' notes; copies of 
overhead transparencies or other visual aids; exercises, case studies, 
hypotheticals, quizzes, and other materials for involving the 
participants; background materials for participants; evaluation forms; 
and suggestions for replicating the program, including possible faculty 
or the preferred qualifications or experience of those selected as 
faculty.

F. Designated Agency or Council

    The office or judicial body which is authorized under State law or 
by delegation from the State Supreme Court to approve applications for 
SJI grant funds and to receive, administer, and be accountable for 
those funds.

G. Disclaimer

    A brief statement that must be included at the beginning of a 
document or in the opening frames of a videotape produced with 
Institute support that specifies that the points of view expressed in 
the document or tape do not necessarily represent the official position 
or policies of the Institute. See section VIII.A.11.a.(2) for the 
precise wording of this statement.

H. Grant Adjustment

    A change in the design or scope of a project from that described in 
theapproved application, acknowledged in writing by the Institute. See 
section X.A for a list of the types of changes requiring a formal grant 
adjustment. Changes requiring a Grant Adjustment (including budget 
reallocations between direct cost categories that individually or 
cumulatively exceed five percent of the approved original budget) must 
be requested at least 30 days in advance of the implementation of the 
requested change, except in the most extraordinary circumstances.

I. Grantee

    The organization, entity, or individual to which an award of 
Institute funds is made. For a grant based on an application from a 
State or local court, grantee refers to the State Supreme Court or its 
designee.

J. Human Subjects

    Individuals who are participants in an experimental procedure or 
who are asked to provide information about themselves, their attitudes, 
feelings, opinions, and/or experiences through an interview, 
questionnaire, or other data collection technique.

K. Judicial Branch Education Technical Assistance (JBE TA) Grant

    A grant of up to $20,000 awarded to a State or local court or court 
association to support expert assistance in designing or delivering 
judicial branch education programming, and/or the adaptation of an 
education program based on an SJI-supported curriculum that was 
previously developed and evaluated under an SJI Project Grant. See 
section VI.D. for a complete description of JBE TA Grant application 
requirements.

L. Match

    The portion of project costs not borne by the Institute. Match 
includes both cash and in-kind contributions. Cash match is the direct 
outlay of funds by the grantee or a third party to support the project. 
Examples of cash match are the dedication of funds to support a new 
employee or purchase new equipment to carry out the project or the 
application of project income (e.g., tuition or the proceeds of sales 
of grant products) generated during the grant period to grant costs.
    In-kind match consists of contributions of time and/or services of 
current staff members, space, supplies, etc., made to the project by 
the grantee or others (e.g., advisory board members) working directly 
on the project or that portion of the grantee's Federally approved 
indirect cost rate that exceeds the Guideline's limit of permitted 
charges (75% of salaries and benefits).
    Under normal circumstances, allowable match may be incurred only 
during the project period. When appropriate, and with the prior written 
permission of the Institute, match may be incurred from the date of the 
Board of Directors' approval of an award. Match does not include the 
time of participants attending an education program.
    See section VIII.A.8. for the Institute's matching requirements.

M. Products

    Tangible materials resulting from funded projects including, but 
not limited to: Curricula; monographs; reports; books; articles; 
manuals; handbooks; benchbooks; guidelines; videotapes; DVDs; 
audiotapes; computer software; and CD-ROM disks.

N. Project Grant

    An initial grant lasting up to 36 months to support an innovative 
education, research, demonstration, or technical assistance project 
that can improve the administration of justice in State courts 
nationwide. Ordinarily, a project grant may not exceed $300,000 a year; 
however, a grant in excess of $200,000 is likely to be rare and awarded 
only to support highly promising projects that will have a significant 
national impact.

O. Project-Related Income

    Interest, royalties, registration and tuition fees, proceeds from 
the sale of products, and other earnings generated as a result of an 
Institute grant. Registration and tuition fees, and proceeds from the 
sale of products generated during the grant period may be counted as 
match. For a more complete description of different types of project-
related income, see section IX.G.

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P. Scholarship

    A grant of up to $1,500 awarded to a judge or court manager to 
cover the cost of tuition, transportation, and reasonable lodging to 
attend an out-of-State educational program within the United States or 
to participate in an online course. See section VI.E. for a complete 
description of scholarship application requirements.

Q. Special Condition

    A requirement attached to a grant award that is unique to a 
particular project.

R. State Supreme Court

    The highest appellate court in a State, or, for the purposes of the 
Institute program, a constitutionally or legislatively established 
judicial council that acts in place of that court. In States having 
more than one court with final appellate authority, State Supreme Court 
means that court which also has administrative responsibility for the 
State's judicial system. State Supreme Court also includes the office 
of the court or council, if any, it designates to perform the functions 
described in this Guideline.

S. Subgrantee

    A State or local court which receives Institute funds through the 
State Supreme Court.

T. Technical Assistance Grant

    A grant, lasting up to 12 months, of up to $30,000 to a State or 
local court or court association to support outside expert assistance 
in diagnosing a problem and developing and implementing a response to 
that problem. See section VI.C. for a complete description of Technical 
Assistance Grant application requirements.

IV. Eligibility for Award

    The Institute is authorized by Congress to award grants, 
cooperative agreements, and contracts to the following entities and 
types of organizations:
    A. State and local courts and their agencies (42 U.S.C. 
10705(b)(1)(A)). Each application for funding from a State or local 
court must be approved, consistent with State law, by the State's 
Supreme Court or its designated agency or council. The latter shall 
receive all Institute funds awarded to such courts and be responsible 
for assuring proper administration of Institute funds, in accordance 
with section IX.C.2. of this Guideline.
    B. National nonprofit organizations controlled by, operating in 
conjunction with, and serving the judicial branches of State 
governments (42 U.S.C. 10705(b)(1)(B)).
    C. National nonprofit organizations for the education and training 
of judges and support personnel of the judicial branch of State 
governments (42 U.S.C. 10705(b)(1)(C)). An applicant is considered a 
national education and training applicant under section 10705(b)(1)(C) 
if:
    1. The principal purpose or activity of the applicant is to provide 
education and training to State and local judges and court personnel; 
and
    2. The applicant demonstrates a record of substantial experience in 
the field of judicial education and training.
    D. Other eligible grant recipients (42 U.S.C. 10705 (b)(2)(A)-(D)). 
1. Provided that the objectives of the project can be served better, 
the Institute is also authorized to make awards to:
    a. Nonprofit organizations with expertise in judicial 
administration;
    b. Institutions of higher education;
    c. Individuals, partnerships, firms, corporations (for-profit 
organizations must waive their fees); and
    d. Private agencies with expertise in judicial administration.
    2. The Institute may also make awards to State or local agencies 
and institutions other than courts for services that cannot be 
adequately provided through nongovernmental arrangements (42 U.S.C. 
10705(b)(3)).
    E. Inter-agency Agreements. The Institute may enter into inter-
agency agreements with Federal agencies (42 U.S.C. 10705(b)(4)) and 
private funders to support projects consistent with the purposes of the 
State Justice Institute Act.

V. Types of Projects and Grants; Size of Awards

A. Types of Projects

    The Institute supports the following general types of projects:
    1. Education and training;
    2. Research and evaluation;
    3. Demonstration; and
    4. Technical assistance.

B. Types of Grants

    In FY 2006, the Institute will support the following types of 
grants:
1. Project Grants
    See sections II.A., III.N., VI.A., VII.B. and C., and VIII.A. 
Project Grants will be limited to only the Special Interest categories 
listed in section II.A. Should an insufficient number of qualifying 
applications be received, the Board reserves the right to solicit 
applications for projects spanning topics beyond those listed in 
section II.A.
2. Continuation Grants
    See sections II.B., III.D. and VI.B.
3. Technical Assistance Grants
    See sections II.C., III.T., and VI.C. In FY 2006, the Institute is 
reserving up to $300,000 for these grants.
4. Judicial Branch Education Technical Assistance Grants
    See sections II.D., III.K., and VI.D. In FY 2006, the Institute is 
reserving up to $100,000 for Judicial Branch Education Technical 
Assistance Grants.
5. Scholarships
    {See sections II.E., III.P., and VI.E.--check this{time}  In FY 
2006, the Institute is reserving up to $200,000 for scholarships for 
judges and court managers.

C. Maximum Size of Awards

    1. Applicants for Project Grants may request funding for amounts up 
to $300,000.
    2. Applicants for Continuation Grants may request funding for 
amounts up to $150,000.
    3. Applicants for Technical Assistance Grants may request funding 
for amounts up to $30,000.
    4. Applicants for Judicial Branch Education Technical Assistance 
Grants may request funding for amounts up to $20,000.
    5. Applicants for scholarships may request funding for amounts up 
to $1,500.

D. Length of Grant Periods

    1. Grant periods for Project Grants ordinarily may not exceed 36 
months. Absent extraordinary circumstances, no grant will continue for 
more than five years.
    2. Grant periods for Continuation Grants ordinarily may not exceed 
15 months.
    3. Grant periods for Technical Assistance Grants and Judicial 
Branch Education Technical Assistance Grants ordinarily may not exceed 
12 months.

VI. Applications

A. Project Grants

    An application for a Project Grant must include an application 
form; budget forms (with appropriate documentation); a project abstract 
and program narrative; a disclosure of lobbying form, when applicable; 
and certain certifications and assurances (see below). See Appendix D 
for the Project Grant application forms. For a summary of the 
application process, visit the Institute's Web site (https://
www.statejustice.org) and click on On-Line Tutorials, then Project 
Grant.

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1. Forms
a. Application Form (FORM A)
    The application form requests basic information regarding the 
proposed project, the applicant, and the total amount of funding 
requested from the Institute. It also requires the signature of an 
individual authorized to certify on behalf of the applicant that the 
information contained in the application is true and complete; that 
submission of the application has been authorized by the applicant; and 
that if funding for the proposed project is approved, the applicant 
will comply with the requirements and conditions of the award, 
including the assurances set forth in Form D.
b. Certificate of State Approval (FORM B)
    An application from a State or local court must include a copy of 
FORM B signed by the State's Chief Justice or Chief Judge, the director 
of the designated agency, or the head of the designated council. The 
signature denotes that the proposed project has been approved by the 
State's highest court or the agency or council it has designated. It 
denotes further that if the Institute approved funding for the project, 
the court or the specified designee will receive, administer, and be 
accountable for the awarded funds.
c. Budget Forms (FORM C or C1)
    Applicants may submit the proposed project budget either in the 
tabular format of FORM C or in the spreadsheet format of FORM C1. 
Applicants requesting $100,000 or more are strongly encouraged to use 
the spreadsheet format. If the proposed project period is for more than 
a year, a separate form should be submitted for each year or portion of 
a year for which grant support is requested, as well as for the total 
length of the project.
    In addition to FORM C or C1, applicants must provide a detailed 
budget narrative providing an explanation of the basis for the 
estimates in each budget category. (See section VI.A.4. below.)
    If funds from other sources are required to conduct the project, 
either as match or to support other aspects of the project, the source, 
current status of the request, and anticipated decision date must be 
provided.
d. Assurances (FORM D)
    This form lists the statutory, regulatory, and policy requirements 
with which recipients of Institute funds must comply.
e. Disclosure of Lobbying Activities
    Applicants other than units of State or local government are 
required to disclose whether they, or another entity that is part of 
the same organization as the applicant, have advocated a position 
before Congress on any issue, and to identify the specific subjects of 
their lobbying efforts. (See section VIII.A.7.)
2. Project Abstract
    The abstract should highlight the purposes, goals, methods, and 
anticipated benefits of the proposed project. It should not exceed 1 
single-spaced page on 8\1/2\ by 11 inch paper.
3. Program Narrative
    The program narrative for an application may not exceed 25 double-
spaced pages on 8\1/2\ by 11 inch paper. Margins must be at least 1 
inch, and type size must be at least 12-point and 12 cpi. The pages 
should be numbered. This page limit does not include the forms, the 
abstract, the budget narrative, and any appendices containing resumes 
and letters of cooperation or endorsement. Additional background 
material should be attached only if it is essential to impart a clear 
understanding of the proposed project. Numerous and lengthy appendices 
are strongly discouraged.
    The program narrative should address the following topics:
a. Project Objectives
    The applicant should include a clear, concise statement of what the 
proposed project is intended to accomplish. In stating the objectives 
of the project, applicants should focus on the overall programmatic 
objective (e.g., to enhance understanding and skills regarding a 
specific subject, or to determine how a certain procedure affects the 
court and litigants) rather than on operational objectives (e.g., 
provide training for 32 judges and court managers, or review data from 
300 cases).
b. Program Areas to Be Covered
    The applicant should note the Special Interest category or 
categories that are addressed by the proposed project see section II.A.
c. Need for the Project
    If the project is to be conducted in any specific location(s), the 
applicant should discuss the particular needs of the project site(s) to 
be addressed by the project and why those needs are not being met 
through the use of existing programs, procedures, services, or other 
resources.
    If the project is not site-specific, the applicant should discuss 
the problems that the proposed project would address, and why existing 
programs, procedures, services, or other resources cannot adequately 
resolve those problems. The discussion should include specific 
references to the relevant literature and to the experience in the 
field.
d. Tasks, Methods and Evaluations
    (1) Tasks and Methods. The applicant should delineate the tasks to 
be performed in achieving the project objectives and the methods to be 
used for accomplishing each task. For example:
    (a) For research and evaluation projects, the applicant should 
include the data sources, data collection strategies, variables to be 
examined, and analytic procedures to be used for conducting the 
research or evaluation and ensuring the validity and general 
applicability of the results. For projects involving human subjects, 
the discussion of methods should address the procedures for obtaining 
respondents' informed consent, ensuring the respondents' privacy and 
freedom from risk or harm, and protecting others who are not the 
subjects of research but would be affected by the research. If the 
potential exists for risk or harm to human subjects, a discussion 
should be included that explains the value of the proposed research and 
the methods to be used to minimize or eliminate such risk.
    (b) For education and training projects, the applicant should 
include the adult education techniques to be used in designing and 
presenting the program, including the teaching/learning objectives of 
the educational design, the teaching methods to be used, and the 
opportunities for structured interaction among the participants; how 
faculty would be recruited, selected, and trained; the proposed number 
and length of the conferences, courses, seminars, or workshops to be 
conducted and the estimated number of persons who would attend them; 
the materials to be provided and how they would be developed; and the 
cost to participants.
    (c) For demonstration projects, the applicant should include the 
demonstration sites and the reasons they were selected, or if the sites 
have not been chosen, how they would be identified and their 
cooperation obtained; and how the program or procedures would be 
implemented and monitored.
    (d) For technical assistance projects, the applicant should explain 
the types of assistance that would be provided; the particular issues 
and problems for

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which assistance would be provided; how requests would be obtained and 
the type of assistance determined; how suitable providers would be 
selected and briefed; how reports would be reviewed; and the cost to 
recipients.
    (2) Evaluation. Every project must include an evaluation plan to 
determine whether the project met its objectives. The evaluation should 
be designed to provide an objective and independent assessment of the 
effectiveness or usefulness of the training or services provided; the 
impact of the procedures, technology, or services tested; or the 
validity and applicability of the research conducted. In addition, 
where appropriate, the evaluation process should be designed to provide 
ongoing or periodic feedback on the effectiveness or utility of the 
project in order to promote its continuing improvement. The plan should 
present the qualifications of the evaluator(s); describe the criteria 
that would be used to evaluate the project's effectiveness in meeting 
its objectives; explain how the evaluation would be conducted, 
including the specific data collection and analysis techniques to be 
used; discuss why this approach would be appropriate; and present a 
schedule for completion of the evaluation within the proposed project 
period.
    The evaluation plan should be appropriate to the type of project 
proposed. For example:
    (a) Research. An evaluation approach suited to many research 
projects is a review by an advisory panel of the research methodology, 
data collection instruments, preliminary analyses, and products as they 
are drafted. The panel should be comprised of independent researchers 
and practitioners representing the perspectives affected by the 
proposed project.
    (b) Education and Training. The most valuable approaches to 
evaluating educational or training programs reinforce the participants' 
learning experience while providing useful feedback on the impact of 
the program and possible areas for improvement. One appropriate 
evaluation approach is to assess the acquisition of new knowledge, 
skills, attitudes, or understanding through participant feedback on the 
seminar or training event. Such feedback might include a self-
assessment of what was learned along with the participant's response to 
the quality and effectiveness of faculty presentations, the format of 
sessions, the value or usefulness of the material presented, and other 
relevant factors. Another appropriate approach would be to use an 
independent observer who might request both verbal and written 
responses from participants in the program. When an education project 
involves the development of curricular materials, an advisory panel of 
relevant experts can be coupled with a test of the curriculum to obtain 
the reactions of participants and faculty as indicated above.
    (c) Demonstration. The evaluation plan for a demonstration project 
should encompass an assessment of program effectiveness (e.g., how well 
did it work?); user satisfaction, if appropriate; the cost-
effectiveness of the program; a process analysis of the program (e.g., 
was the program implemented as designed, and/or did it provide the 
services intended to the targeted population?); the impact of the 
program (e.g., what effect did the program have on the court, and/or 
what benefits resulted from the program?); and the replicability of the 
program or components of the program.
    (d) Technical Assistance. For technical assistance projects, 
applicants should explain how the quality, timeliness, and impact of 
the assistance provided would be determined, and develop a mechanism 
for feedback from both the users and providers of the technical 
assistance.
    Evaluation plans involving human subjects should include a 
discussion of the procedures for obtaining respondents' informed 
consent, ensuring the respondents' privacy and freedom from risk or 
harm, and protecting others who are not the subjects of the evaluation 
but would be affected by it. Other than the provision of 
confidentiality to respondents, human subject protection issues 
ordinarily are not applicable to participants evaluating an education 
program.
e. Project Management
    The applicant should present a detailed management plan, including 
the starting and completion date for each task; the time commitments to 
the project of key staff and their responsibilities regarding each 
project task; and the procedures that would ensure that all tasks are 
performed on time, within budget, and at the highest level of quality. 
In preparing the project time line, Gantt Chart, or schedule, 
applicants should make certain that all project activities, including 
publication or reproduction of project products and their initial 
dissemination, would occur within the proposed project period. The 
management plan must also provide for the submission of Quarterly 
Progress and Financial Reports within 30 days after the close of each 
calendar quarter (i.e., no later than January 30, April 30, July 30, 
and October 30).
    Applicants should be aware that the Institute is unlikely to 
approve more than one limited extension of the grant period. Therefore, 
the management plan should be as realistic as possible and fully 
reflect the time commitments of the proposed project staff and 
consultants.
f. Products
    The program narrative in the application should contain a 
description of the products to be developed (e.g., training curricula 
and materials, videotapes, articles, manuals, or handbooks), including 
when they would be submitted to the Institute. The budget should 
include the cost of producing and disseminating the product to each in-
State SJI library (See Appendix A), State chief justice, State court 
administrator, and other appropriate judges or court personnel.
    (1) Dissemination Plan. The application must explain how and to 
whom the products would be disseminated; describe how they would 
benefit the State courts, including how they could be used by judges 
and court personnel; identify development, production, and 
dissemination costs covered by the project budget; and present the 
basis on which products and services developed or provided under the 
grant would be offered to the courts community and the public at large 
(i.e., whether products would be distributed at no cost to recipients, 
or if costs are involved, the reason for charging recipients and the 
estimated price of the product) (see section VIII.A.11.b.). Ordinarily, 
applicants should schedule all product preparation and distribution 
activities within the project period.
    A copy of each product must be sent to the library established in 
each State to collect the materials developed with Institute support. 
(A list of these libraries is contained in Appendix A.) Applicants 
proposing to develop web-based products should provide for sending a 
hard-copy document to the SJI-designated libraries and other 
appropriate audiences to alert them to the availability of the Web site 
or electronic product (i.e., a written report with a reference to the 
Web site).
    Fifteen (15) copies of all project products must be submitted to 
the Institute, along with an electronic version in .html or .pdf 
format.
    (2) Types of Products and Press Releases. The type of product to be 
prepared depends on the nature of the project. For example, in most 
instances, the products of a research, evaluation, or demonstration 
project should include

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an article summarizing the project findings that is publishable in a 
journal serving the courts community nationally, an executive summary 
that would be disseminated to the project's primary audience, or both. 
Applicants proposing to conduct empirical research or evaluation 
projects with national import should describe how they would make their 
data available for secondary analysis after the grant period. (See 
section VIII.A.14.a.).
    The curricula and other products developed through education and 
training projects should be designed for use outside the classroom so 
that they may be used again by the original participants and others in 
the course of their duties.
    In addition, recipients of project grants must prepare a press 
release describing the project and announcing the results, and 
distribute the release to a list of national and State judicial branch 
organizations. SJI will provide press release guidelines and a list of 
recipients to grantees at least 30 days before the end of the grant 
period.
    (3) Institute Review. Applicants must submit a final draft of all 
written grant products to the Institute for review and approval at 
least 30 days before the products are submitted for publication or 
reproduction. For products in a videotape or CD-ROM format, applicants 
must provide for Institute review of the product at the treatment, 
script, rough-cut, and final stages of development, or their 
equivalents. No grant funds may be obligated for publication or 
reproduction of a final grant product without the written approval of 
the Institute. (See section VIII.A.11.e.)
    (4) Acknowledgment, Disclaimer, and Logo. Applicants must also 
include in all project products a prominent acknowledgment that support 
was received from the Institute and a disclaimer paragraph based on the 
example provided in section VIII.A.11.a.2. of the Guideline. The 
``SJI'' logo must appear on the front cover of a written product, or in 
the opening frames of a video, unless the Institute approves another 
placement.
g. Applicant Status
    An applicant that is not a State or local court and has not 
received a grant from the Institute within the past three years should 
state whether it is either a national non-profit organization 
controlled by, operating in conjunction with, and serving the judicial 
branches of State governments, or a national non-profit organization 
for the education and training of State court judges and support 
personnel. See section IV. If the applicant is a nonjudicial unit of 
Federal, State, or local government, it must explain whether the 
proposed services could be adequately provided by non-governmental 
entities.
h. Staff Capability
    The applicant should include a summary of the training and 
experience of the key staff members and consultants that qualify them 
for conducting and managing the proposed project. Resumes of identified 
staff should be attached to the application. If one or more key staff 
members and consultants are not known at the time of the application, a 
description of the criteria that would be used to select persons for 
these positions should be included. The applicant also should identify 
the person who would be responsible for managing and reporting on the 
financial aspects of the proposed project.
i. Organizational Capacity
    Applicants that have not received a grant from the Institute within 
the past three years should include a statement describing their 
capacity to administer grant funds, including the financial systems 
used to monitor project expenditures (and income, if any), and a 
summary of their past experience in administering grants, as well as 
any resources or capabilities that they have that would particularly 
assist in the successful completion of the project.
    Unless requested otherwise, an applicant that has received a grant 
from the Institute within the past three years should describe only the 
changes in its organizational capacity, tax status, or financial 
capability that may affect its capacity to administer a grant.
    If the applicant is a non-profit organization (other than a 
university), it must also provide documentation of its 501(c) tax-
exempt status as determined by the Internal Revenue Service and a copy 
of a current certified audit report. For purposes of this requirement, 
``current'' means no earlier than two years prior to the present 
calendar year.
    If a current audit report is not available, the Institute will 
require the organization to complete a financial capability 
questionnaire, which must be signed by a Certified Public Accountant. 
Other applicants may be required to provide a current audit report, a 
financial capability questionnaire, or both, if specifically requested 
to do so by the Institute.
j. Statement of Lobbying Activities
    Non-governmental applicants must submit the Institute's Disclosure 
of Lobbying Activities Form, which documents whether they, or another 
entity that is a part of the same organization as the applicant, have 
advocated a position before Congress on any issue, and identifies the 
specific subjects of their lobbying efforts. See Appendix D.
k. Letters of Cooperation or Support
    If the cooperation of courts, organizations, agencies, or 
individuals other than the applicant is required to conduct the 
project, the applicant should attach written assurances of cooperation 
and availability to the application, or send them under separate cover. 
To ensure sufficient time to bring them to the Board's attention, 
letters of support sent under separate cover must be received by 
February 17, 2006.
4. Budget Narrative
    The budget narrative should provide the basis for the computation 
of all project-related costs. When the proposed project would be 
partially supported by grants from other funding sources, applicants 
should make clear what costs would be covered by those other grants. 
Additional background information or schedules may be attached if they 
are essential to obtaining a clear understanding of the proposed 
budget. Numerous and lengthy appendices are strongly discouraged.
    The budget narrative should cover the costs of all components of 
the project and clearly identify costs attributable to the project 
evaluation. Under OMB grant guidelines incorporated by reference in 
this Guideline, grant funds may not be used to purchase alcoholic 
beverages.
a. Justification of Personnel Compensation
    The applicant should set forth the percentages of time to be 
devoted by the individuals who would staff the proposed project, the 
annual salary of each of those persons, and the number of work days per 
year used for calculating the percentages of time or daily rates of 
those individuals. The applicant should explain any deviations from 
current rates or established written organizational policies. If grant 
funds are requested to pay the salary and related costs for a current 
employee of a court or other unit of government, the applicant should 
explain why this would not constitute a supplantation of State or local 
funds in violation of 42 U.S.C. 10706(d)(1). An acceptable explanation 
may be that the position to be filled is a new one established in 
conjunction with the project or that the

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grant funds would support only the portion of the employee's time that 
would be dedicated to new or additional duties related to the project.
b. Fringe Benefit Computation
    The applicant should provide a description of the fringe benefits 
provided to employees. If percentages are used, the authority for such 
use should be presented, as well as a description of the elements 
included in the determination of the percentage rate.
c. Consultant/Contractual Services and Honoraria
    The applicant should describe the tasks each consultant would 
perform, the estimated total amount to be paid to each consultant, the 
basis for compensation rates (e.g., the number of days multiplied by 
the daily consultant rates), and the method for selection. Rates for 
consultant services must be set in accordance with section IX.I.2.c. 
Prior written Institute approval is required for any consultant rate in 
excess of $300 per day; Institute funds may not be used to pay a 
consultant more than $900 per day. Honorarium payments must be 
justified in the same manner as consultant payments.
d. Travel
    Transportation costs and per diem rates must comply with the 
policies of the applicant organization. If the applicant does not have 
an established travel policy, then travel rates must be consistent with 
those established by the Institute or the Federal Government. (A copy 
of the Institute's travel policy is available upon request.) The budget 
narrative should include an explanation of the rate used, including the 
components of the per diem rate and the basis for the estimated 
transportation expenses. The purpose of the travel should also be 
included in the narrative.
e. Equipment
    Grant funds may be used to purchase only the equipment necessary to 
demonstrate a new technological application in a court or that is 
otherwise essential to accomplishing the objectives of the project. 
Equipment purchases to support basic court operations ordinarily will 
not be approved. The applicant should describe the equipment to be 
purchased or leased and explain why the acquisition of that equipment 
is essential to accomplish the project's goals and objectives. The 
narrative should clearly identify which equipment is to be leased and 
which is to be purchased. The method of procurement should also be 
described. Purchases of automated data processing equipment must comply 
with section IX.I.2.b.
f. Supplies
    The applicant should provide a general description of the supplies 
necessary to accomplish the goals and objectives of the grant. In 
addition, the applicant should provide the basis for the amount 
requested for this expenditure category.
g. Construction
    Construction expenses are prohibited except for the limited 
purposes set forth in section VIII.A.16.b. Any allowable construction 
or renovation expense should be described in detail in the budget 
narrative.
h. Telephone
    Applicants should include anticipated telephone charges, 
distinguishing between monthly charges and long distance charges in the 
budget narrative. Also, applicants should provide the basis used to 
calculate the monthly and long distance estimates.
i. Postage
    Anticipated postage costs for project-related mailings, including 
distribution of the final product(s), should be described in the budget 
narrative. The cost of special mailings, such as for a survey or for 
announcing a workshop, should be distinguished from routine operational 
mailing costs. The bases for all postage estimates should be included 
in the budget narrative.
j. Printing/Photocopying
    Anticipated costs for printing or photocopying project documents, 
reports, and publications should be included in the budget narrative, 
along with the bases used to calculate these estimates.
k. Indirect Costs
    Recoverable indirect costs are limited to no more than 75% of a 
grantee's direct personnel costs (salaries plus fringe benefits). See 
sections III.L. and IX.I.4.
    Applicants should describe the indirect cost rates applicable to 
the grant in detail. If costs often included within an indirect cost 
rate are charged directly (e.g., a percentage of the time of senior 
managers to supervise project activities), the applicant should specify 
that these costs are not included within its approved indirect cost 
rate. These rates must be established in accordance with section 
IX.I.4. If the applicant has an indirect cost rate or allocation plan 
approved by any Federal granting agency, a copy of the approved rate 
agreement must be attached to the application.
l. Match
    Applicants for Project Grants must provide a cash match equaling at 
least 50% of the total cost of the project, 60% in the second year, 65% 
in the third year, 70% in the fourth year, and 75% in the fifth year.
    For example, if the Institute awards an applicant $100,000 for the 
first year of a grant, the applicant, possibly in combination with a 
third party, would be required to provide $100,000 in cash match. If 
the second-year grant is also $100,000, the applicant and/or third 
party would be required to provide $120,000 in cash match (Note: a 
federal third party may contribute no more than 49% of the total cost 
of a project).
    Applicants that do not contemplate making matching contributions 
continuously throughout the course of the project or on a task-by-task 
basis must provide a schedule within 30 days after the beginning of the 
project period indicating at what points during the project period the 
matching contributions would be made. (See sections III.L., VIII.A.8., 
and IX.E.1.)
    The Institute may waive the cash match requirements only in the 
most extraordinary circumstances. See section VIII.A.8.b.
5. Submission Requirements
    a. Every applicant must submit an original and three copies of the 
application package consisting of FORM A; FORM B, if the application is 
from a State or local court, or a Disclosure of Lobbying Form, if the 
applicant is not a unit of State or local government; the Budget Forms 
(either FORM C or C-1); the Application Abstract; the Program 
Narrative; the Budget Narrative; and any necessary appendices.
    All applications must be sent by first class or overnight mail or 
by courier no later than February 13, 2006. A postmark or courier 
receipt will constitute evidence of the submission date. Please mark 
PROJECT APPLICATION on the application package envelope and send it to: 
State Justice Institute, 1650 King Street, Suite 600, Alexandria, VA 
22314.
    Receipt of each application will be acknowledged in writing. 
Extensions of the deadline for submission of applications will not be 
granted without good cause.
    b. Applicants submitting more than one application may include 
material that would be identical in each application in a cover letter. 
This material will be incorporated by

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reference into each application and counted against the 25-page limit 
for the program narrative. A copy of the cover letter should be 
attached to each copy of the application.

B. Continuation Grants

1. Purpose
    Continuation grants are intended to support projects that carry out 
the same type of activities performed under a previous grant. They are 
intended to maintain or enhance the specific program or service 
produced or established during the prior grant period.
2. Limitations
    The award of an initial grant to support a project does not 
constitute a commitment by the Institute to continue funding. For a 
project to be considered for continuation funding, the grantee must 
have completed all project tasks and met all grant requirements and 
conditions in a timely manner, absent extenuating circumstances or 
prior Institute approval of changes to the project design. Continuation 
grants are not intended to provide support for a project for which the 
grantee has underestimated the amount of time or funds needed to 
accomplish the project tasks. Absent extraordinary circumstances, no 
grant will continue for more than five years.
3. Letters of Intent
    A grantee seeking a continuation grant must inform the Institute, 
by letter, of its intent to submit an application for such funding as 
soon as the