Tennessee Strong Families Support Team
The Tennessee Strong Families Support Team is committed to providing applicants and recipients of the Strong Families Grant Program with the knowledge, support, resources, and technical assistance needed in implementing their approved projects and ensuring their success in making a positive impact for Tennessee mothers, children, and families.
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Are receipts required with every invoice?
Yes, a copy of receipt will be required with every invoice.
Can I apply for the Tennessee Strong Families Grant Program?
The deadline for submitting applications was 1/5/2024. No further applications will be accepted at this time.
Did the 60-day window begin on April 1st or on the day all our contract documents were signed and approved which was April 15th?
Your 60-day window begins on the start date of the grant period listed on your grant contract.
For documentation/record keeping purposes (and/or the capability for PII servicing), is an electric record system an allowable cost?
Electronic documentation/record keeping systems are an allowable indirect cost. Laptops or other devices that may be used for record keeping are also allowable costs, but they must only be used for carrying out grant activities.
How do I register for SWORPS training sessions?
By visiting our website, you can view a list of our upcoming training by opening the Upcoming Webinars accordion. You can click on each flyer to get to the Zoom Registration. Once you fill out your information and submit, you will receive a link to join from Zoom. You can also email us at strongfamilies@utk.edu to receive the registration link.
How often do I need to submit invoices for reimbursement?
The invoice is used to request monthly reimbursement. It is strongly recommended that agencies invoice monthly when monthly expenditures are incurred. However, subrecipient agencies can invoice quarterly. If invoicing quarterly, agencies MUST request reimbursement 30 days after the end of each quarter for all the expenses incurred during the quarter in its entirety.
If we are just doing flyers and not creating any major posters or print materials do these have to be approved by our Program Manager?
Yes, all electronic and print media, reports, studies, notices, informational pamphlets, press releases, signs, billboards, DVDs, public awareness kits, training curricula, webinars, websites and similar public notices (written, visual or sound) prepared and released by the Grantee with TNSF grant funds shall include the statement below and must be approved by the FAU Program Manager prior to being prepared or released.
“This project is funded under an agreement with the State of Tennessee.”
If we hire internally, placing current tenured staff into roles, is the expectation we would redo background checks, references and ask them to update resumes to current for this file?
For your staff who are already hired, it may depend on how long they have already been with your organization. The OCJP Grants Manual states in Section VI./Chapter I that criminal background checks need to be updated every 5 years. It would also be important to make sure the background checks you previously conducted meet the requirements for this funding source too. Chapter VI./ Section IV. states that personnel files need to have a resume.
Is there a way to view previously recorded Webinars?
Yes, by going to our website and opening the “Recorded Webinars” accordion, you can see all previously recorded Webinars. There is also a list of training slides listed in the bottom of our Website under Training Materials.
The total/annual number of individuals served that shows up on the annual reporting tab of my family tracker does not equal the number of individuals my organization served this year OR does not equal the sum of the individuals served each quarter.
To accurately account for the number of individuals served per quarter, you must enter a value of 1 for each category per client in the Q1-Q4 sheets. To ensure an accurate total for annual individuals served, you need to manually enter a value of 1 for each category your client received during the year in the Client ID Key section. Since this row is meant to calculate the number of individuals that received a certain service category type, the total/annual will not equal the sum of the quarters.
What is considered supporting documentation?
Supporting documentation includes general ledgers, payroll documents, timesheets, receipts, travel documents, or any other documentation needed to verify time and expenditures are being charged accurately.
What is the best way to utilize volunteers for my Strong Families program?
You can utilize volunteers to advertise your program at outreach events and in the community.
What questions are we required to include in our Annual Client Outcome Survey?
By going to the TN Strong Families Fund Source Chapter of the OCJP Grants Manual and clicking on Chapter VII. Reporting and Compliance Requirements, you can find the required survey questions in a link under the Client Annual Outcome Report. You may add any additional questions for your own data collection purposes too.
When is a client considered “new”?
Clients are considered new if they have not received services yet during the current fiscal year. Continuing clients become “new” clients for documentation purposes at the beginning of each fiscal year (July 1).
When should I administer the Client Survey for each client?
It is preferable to administer the Client Survey when the client discharges from your program, or at the end of each fiscal year. If you are unsure that you will see the client for subsequent visits, you can administer the survey at an earlier time.
When, and how often, is the Client Outcome Survey Report due
The Annual Client Outcome Survey Report is required at the end of each contract year and covers the period of July 1st through June 30th of the fiscal year for which the report is submitted.
Where can I find the nondiscrimination sign I’m supposed to post in my facility?
The non-discrimination signage can be found here: https://www.tn.gov/content/dam/tn/finance/ocjp/Appendix%20C%20-%20Title%20VI%20Poster.pdf
Where can we find required language for subcontracts?
Required language for subcontracts can be found in the OCJP Grants Manual appendices – Attachment E
Which version of the tracker should I use?
If your service date falls between April 1, 2024 and June 30, 2024, use the TNSF Tracking Tool (2023-2024). If your service date falls between July 1, 2024 and June 30, 2025, use the TNSF Tracking Tool (2024-2025).
Who do I send my invoices to?
Prior to emailing invoices for reimbursement to OBF, TNSF subrecipients must email a copy of the invoice and supporting documentation to their grant program manager.
Who from our staff do we need to keep Civil Rights Compliance Training certificates on file for?
OCJP requires that all grant Project Directors and the Civil Rights Compliance Officers provide evidence of having completed Civil Rights training provided on the OCJP website annually. All new Project Directors must complete the training program within ninety (90) days of their start date. At the end of the online quiz, Project Directors should retain verification of completion in the grant file. The Project Director and the Civil Rights Compliance Officer should complete this training annually. Verification of the training must be retained in the personnel files. subrecipient agencies must train other staff members by using the training program on OCJP’s website or another training program that includes information on Civil Rights compliance. Although staff members other than the Project Directors may complete the online quiz at the end of OCJP’s training program, they are not required to do so. Project Directors are responsible for maintaining documentation showing that staff members completed the required Civil Rights training annually.
Will there be another round of funding for the TN Strong Families Grant Program?
There is currently no news on additional Strong Families funding. However, you can check the FAU website for updates on future application opportunities.
Can I apply for the Tennessee Strong Families Grant Program?
The deadline for submitting applications was 1/5/2024. No further applications will be accepted at this time.
Will there be another round of funding for the TN Strong Families Grant Program?
There is currently no news on additional Strong Families funding. However, you can check the FAU website for updates on future application opportunities.
Are receipts required with every invoice?
Yes, a copy of receipt will be required with every invoice.
How often do I need to submit invoices for reimbursement?
The invoice is used to request monthly reimbursement. It is strongly recommended that agencies invoice monthly when monthly expenditures are incurred. However, subrecipient agencies can invoice quarterly. If invoicing quarterly, agencies MUST request reimbursement 30 days after the end of each quarter for all the expenses incurred during the quarter in its entirety.
What is considered supporting documentation?
Supporting documentation includes general ledgers, payroll documents, timesheets, receipts, travel documents, or any other documentation needed to verify time and expenditures are being charged accurately.
Who do I send my invoices to?
Prior to emailing invoices for reimbursement to OBF, TNSF subrecipients must email a copy of the invoice and supporting documentation to their grant program manager.
Did the 60-day window begin on April 1st or on the day all our contract documents were signed and approved which was April 15th?
Your 60-day window begins on the start date of the grant period listed on your grant contract.
If we are just doing flyers and not creating any major posters or print materials do these have to be approved by our Program Manager?
Yes, all electronic and print media, reports, studies, notices, informational pamphlets, press releases, signs, billboards, DVDs, public awareness kits, training curricula, webinars, websites and similar public notices (written, visual or sound) prepared and released by the Grantee with TNSF grant funds shall include the statement below and must be approved by the FAU Program Manager prior to being prepared or released.
“This project is funded under an agreement with the State of Tennessee.”
Where can I find the nondiscrimination sign I’m supposed to post in my facility?
The non-discrimination signage can be found here: https://www.tn.gov/content/dam/tn/finance/ocjp/Appendix%20C%20-%20Title%20VI%20Poster.pdf
Where can we find required language for subcontracts?
Required language for subcontracts can be found in the OCJP Grants Manual appendices – Attachment E
If we hire internally, placing current tenured staff into roles, is the expectation we would redo background checks, references and ask them to update resumes to current for this file?
For your staff who are already hired, it may depend on how long they have already been with your organization. The OCJP Grants Manual states in Section VI./Chapter I that criminal background checks need to be updated every 5 years. It would also be important to make sure the background checks you previously conducted meet the requirements for this funding source too. Chapter VI./ Section IV. states that personnel files need to have a resume.
What is the best way to utilize volunteers for my Strong Families program?
You can utilize volunteers to advertise your program at outreach events and in the community.
Who from our staff do we need to keep Civil Rights Compliance Training certificates on file for?
OCJP requires that all grant Project Directors and the Civil Rights Compliance Officers provide evidence of having completed Civil Rights training provided on the OCJP website annually. All new Project Directors must complete the training program within ninety (90) days of their start date. At the end of the online quiz, Project Directors should retain verification of completion in the grant file. The Project Director and the Civil Rights Compliance Officer should complete this training annually. Verification of the training must be retained in the personnel files. subrecipient agencies must train other staff members by using the training program on OCJP’s website or another training program that includes information on Civil Rights compliance. Although staff members other than the Project Directors may complete the online quiz at the end of OCJP’s training program, they are not required to do so. Project Directors are responsible for maintaining documentation showing that staff members completed the required Civil Rights training annually.
For documentation/record keeping purposes (and/or the capability for PII servicing), is an electric record system an allowable cost?
Electronic documentation/record keeping systems are an allowable indirect cost. Laptops or other devices that may be used for record keeping are also allowable costs, but they must only be used for carrying out grant activities.
The total/annual number of individuals served that shows up on the annual reporting tab of my family tracker does not equal the number of individuals my organization served this year OR does not equal the sum of the individuals served each quarter.
To accurately account for the number of individuals served per quarter, you must enter a value of 1 for each category per client in the Q1-Q4 sheets. To ensure an accurate total for annual individuals served, you need to manually enter a value of 1 for each category your client received during the year in the Client ID Key section. Since this row is meant to calculate the number of individuals that received a certain service category type, the total/annual will not equal the sum of the quarters.
What questions are we required to include in our Annual Client Outcome Survey?
By going to the TN Strong Families Fund Source Chapter of the OCJP Grants Manual and clicking on Chapter VII. Reporting and Compliance Requirements, you can find the required survey questions in a link under the Client Annual Outcome Report. You may add any additional questions for your own data collection purposes too.
When is a client considered “new”?
Clients are considered new if they have not received services yet during the current fiscal year. Continuing clients become “new” clients for documentation purposes at the beginning of each fiscal year (July 1).
When should I administer the Client Survey for each client?
It is preferable to administer the Client Survey when the client discharges from your program, or at the end of each fiscal year. If you are unsure that you will see the client for subsequent visits, you can administer the survey at an earlier time.
When, and how often, is the Client Outcome Survey Report due
The Annual Client Outcome Survey Report is required at the end of each contract year and covers the period of July 1st through June 30th of the fiscal year for which the report is submitted.
Which version of the tracker should I use?
If your service date falls between April 1, 2024 and June 30, 2024, use the TNSF Tracking Tool (2023-2024). If your service date falls between July 1, 2024 and June 30, 2025, use the TNSF Tracking Tool (2024-2025).
How do I register for SWORPS training sessions?
By visiting our website, you can view a list of our upcoming training by opening the Upcoming Webinars accordion. You can click on each flyer to get to the Zoom Registration. Once you fill out your information and submit, you will receive a link to join from Zoom. You can also email us at strongfamilies@utk.edu to receive the registration link.
Is there a way to view previously recorded Webinars?
Yes, by going to our website and opening the “Recorded Webinars” accordion, you can see all previously recorded Webinars. There is also a list of training slides listed in the bottom of our Website under Training Materials.
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Technical Assistance Tools
This project is funded under an agreement with the State of Tennessee.
