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Frequently Asked Questions (FAQ)
The deadline for submitting FY 2010 EE grant applications has passed.
The deadline for
FY 2010 EE grant applications has passed
The deadline for applying for a 2010 EE grant was December 15, 2009.
This page will be updated based on questions received from applicants. Please visit this page frequently.
- Application process and instructions
- Eligibility
- Clarification of terms
- Costs and use of grant funds
- Partner organizations and subcontracts
- General information and other questions
Application Process and Instructions
What is the deadline for submitting a grant application this year?
December 15, 2009. Applications must be sent by mail and postmarked by this date to be eligible for consideration.
Where do I send my application?
It is important that you send your application to the correct point of contact at EPA so that your application is not late and disqualified. Please see Section VII (Agency Contacts) for complete address information for the points of contact at Headquarters and the Regional Offices. Please be sure to include the first and last name of the point of contact in the Regional Office on the mailing label for your application. Applications sent to a Regional Office without a point of contact identified on the mailing label may be routed incorrectly and arrive late to the Regional point of contact; applications that arrive after the deadline will be disqualifed.
Applicants requesting between $5,000 and $50,000 should mail their application to the point of contact in the Regional Office where the project will take place. Applicants requesting between $50,001 and $200,000 should mail their application to the point of contact for EPA Headquarters.
I have heard that the EPA Region 1 office in Boston, MA is moving. When are they moving and how will that affect when and where I send my application?
The EPA Region 1 office is moving to a new address between November 18 and December 9. To ensure that your application is received in a timely manner, EPA recommends that you wait to mail your application between December 9 and 15. Your application should be mailed to:
Kristen Conroy
US EPA, Region 1
Environmental Education Grants
5 Post Office Square, MC ORA 01-1
Boston, MA 02109-3912Remember, your application must be postmarked -- not received -- no later than December 15 to be eligible. Ms. Conroy will send an e-mail confirmation of receipt once your application is received at EPA.
What are the rules for submitting multiple or repeat applications?
An organization may submit more than one proposal to headquarters and or to a regional office if the proposals are for different projects; however, no organization will be awarded more than one grant for the same project during the same fiscal year. Applicants who have received a grant under this program in the past may submit a proposal in a subsequent year to continue an existing project or start a new project. If the proposal continues an existing project, the applicant must show how the project is "new or significantly improved" in some way such as reaching a new audience or a different geographic area. All eligible proposals will be evaluated based upon the criteria established in the solicitation notice for the year in which the proposal was submitted. No preference will be given to proposals that seek to continue an existing project. Only those projects ranking among the highest scores each fiscal year will receive awards.
Where in the application should we indicate that our proposed project is "new or significantly improved"?
There is no specified requirement in the RFP as to where you should put that information, but it is most typical for applicants to include that information in the Project Summary.
When will I be notified about my application status?
- Applicants will receive a confirmation that their proposal was received by EPA within approximately 2 months of receipt.
- Approximately 6 months after receipt of applications, EPA will contact finalists to request additional federal documentation.
- Applicants who are not selected for funding will receive official notification from EPA.
Eligibility
Am I eligible to apply for a grant?
Any local education agency, college or university, state education or environmental agency, non-profit organization as described in Section 501(C)(3) of the Internal Revenue Code, or noncommercial educational broadcasting entities as defined and licensed by Federal Communications Commission may submit a proposal. Applicant organizations must be located in the United States or territories and the majority of the educational activities must take place in the United States; or in the U.S. and Canada or Mexico; or in U.S. Territories. A teacher's school district, an educator's nonprofit organization, or a faculty member's college or university may apply, but an individual teacher or faculty member may not apply. Local or state government entities and public agencies that conduct educational programs on environmental topics or have partnered with an organization to help them do that will also be considered eligible and may apply.
"Tribal education agencies" that are eligible to apply include a school or community college which is controlled by an Indian tribe, band, or nation, which is recognized as eligible for special programs and services provided by the United States to Indians because of their status as Indians and which is not administered by the Bureau of Indian Affairs. Tribal organizations do not qualify unless they meet that criteria or the non-profit criteria listed above. The terms for eligibility are defined in Section 3 of the Act and 40 CFR 47.105.
In addition, Congress has prohibited the use of federal funds to award grants to the Association of Community Organizations for Reform Now (ACORN) or any of its affiliates, subsidiaries, or allied organizations, and therefore in order to be eligible for funding consideration under this competition all applicants must affirmatively indicate in their proposal that they are not subject to this prohibition. This funding prohibition also applies to subawards/subgrants and contracts awarded by grantees.
Are county governments eligible?
Yes, county governments are considered a state or local government as defined in the eligibility requirements.
I am a college student and want to apply for an EPA EE grant. Am I eligible to apply if I am going to use the funds for my own education on environmental issues?
No, individual students are not eligible to apply for grants under this program. You might instead consider applying for a National Network for Environmental Management Studies (NNEMS) fellowship which provides funding to eligible students for a research project conducted at EPA. Details about the NNEMS program are available at http://www.epa.gov/enviroed/NNEMS.
May an organization apply for 501(C)(3) status at the same time as they apply for a grant, or do they have to have the status approved before they submit their application to EPA?
An organization must have its 501(C)(3) status already approved by the IRS to be eligible for this grant program. If an applicant does not have their 501(C)(3) status approved by December 15, 2009, they will not be eligible and therefore, their application will not be reviewed.
Regarding eligibility for the EE grants program, one eligible type of agency is a "tribal education agency." Does this mean a school of some kind, or could a federally recognized tribe's Environmental Health Department be considered a "tribal education agency"?
No, an entity like a tribal health department is not considered an eligible agency. Only schools or a community college which is controlled by an Indian tribe, band, or nation, including any Alaskan native village which is recognized as eligible for special programs and services provided by the United States to Indians because of their status as Indians, and which is not administered by the Bureau of Indian Affairs, is eligible.
My organization has never received an EE grant from EPA for a project that we've run for several years. Would our project be considered eligible for funding from EPA?
Yes, your organization would be considered eligible for a grant through the EE program assuming that you meet all of the eligibility requirements as defined in the RFP.
My organization has received funding for an EE grant in the past. Are we eligible to apply again?
Yes. If you are submitting an application to continue an existing project or to start a new project, you must show how the project is "new or significantly improved" in some way such as reaching a new audience or a different geographic area. See Section II (E) for more details about multiple proposals.
My organization wants to submit a proposal for $125,000 or more to address community stewardship. Would we be eligible for that level of funding if we don't address capacity building?
No, in order to receive funding of $125,000 or over through this grant program, an applicant must address EE Capacity Building which is defined as "building the capacity of agencies and organizations to develop, deliver, and sustain comprehensive environmental education proposals statewide." Please see Section I(C) of the RFP for a detailed description of state capacity building.
I am interested in submitting a proposal for our organization to train its staff in providing environmental education programs. Is this eligible for a capacity building grant?
No, the goal of state capacity building is to ensure the coordinated delivery of an array of EE programs across an entire state as detailed in Section I(C) of the RFP. One way to visualize state capacity building is as an "umbrella" that connects all the dots of various EE programs across a state. To do this effectively, there needs to be a state plan, a network of providers, funding and other resources that tie efforts together in some way. Your proposal may address just one EE capacity building activity as long as your proposal identifies how that activity is linked to your state's larger efforts statewide (e.g., explain how your project fits into your state's EE Master Plan or EE Strategic Plan). Examples of state capacity building activities that have been funded in the past include the following:
What are ineligible activities?
Environmental education funds cannot be used for:
- Technical training of environmental management professionals;
- Environmental "information" or "outreach" projects that have no educational component, as described above in Section I (B);
- Advocacy promoting a particular point of view or course of action;
- Lobbying or political activities as defined in OMB Circulars A-21 http://www.whitehouse.gov/omb/circulars/a021/a021.html, A-87 http://www.whitehouse.gov/omb/circulars/a087/a087-all.html, and A-122 http://www.whitehouse.gov/omb/circulars/a122/a122_2004.html
- Non-educational research and development; or
- Construction projects-EPA will not fund construction activities such as the acquisition of real property (e.g., buildings) or the construction or modification of any building.
Clarification of Terms
What is "program income" and how and when may it be used by the recipient?
Program income is defined as the money a grant recipient earns as a direct result of a grant-supported activity. For example, registration fees charged for a conference or a training course supported with grant funds is program income. Program income may be used for additional grant costs, as long as those expenses are eligible and allowable. Please see 40 CFR 30.2(x), 40 CFR 30.24 and 40 CFR 31.25 for more details on this topic.
How does EPA define "students" - for example, are university students considered students?
Yes, university students are considered "students" under the eligibility criteria for projects in the EE grant program. In fact, "students" in EE projects funded by EPA may be any age and the term may be used to refer to students of informal education programs as well -- for example, programs held in nature centers, zoos, or science centers.
Costs and Use of Grant Funds
If an applicant does not have an Indirect Cost Agreement with the government, then what costs cannot be included in their proposed budget?
Without an Indirect Cost Agreement, applicants cannot include overhead costs that are not directly attributable to the performance of a specific task in the proposed project. Organizations with an Indirect Cost Agreement may include such expenses as rent and administrative support for their offices on the "indirect costs" line of their proposed budget. Organizations without such an agreement cannot account for such costs in their proposed budget because those costs are difficult to document as being directly related to specific activities in the grant project.
Is there a matching funds requirement?
Yes, applicants must provide non-federal matching funds of at least 25% of the total cost of the project.
Matching Funds Explanation: Non-federal matching funds must be at least 25% of the total cost of the project. The match must be for an allowable cost and may be provided by the applicant or a partner organization or institution. The match may be provided in cash or by in-kind contributions and other non-cash support. In-kind contributions often include salaries or other verifiable costs and this value must be carefully documented. In the case of salaries, applicants may use fair market value for your locale. If the match is provided by a partner organization, the applicant is still responsible for proper accountability and documentation. All grants are subject to federal audit.
IMPORTANT: The matching non-federal share is a percentage of the entire cost of the project. For example, if the 75% federal portion is $30,000, then the entire project should, at a minimum, have a budget of $40,000, with the recipient providing a contribution of $10,000. To assure that your match is sufficient, simply divide the federally requested amount by three (e.g., $30,000/3 = $10,000). Your match must be at least one-third of the requested amount to be sufficient.
Other Federal Funds: You may use other federal funds in addition to those provided by this program, but not for activities that EPA is funding. You may not use any federal funds to meet any part of the required 25% match described above, unless it is specifically authorized by statute. If you have already been awarded federal funds for a project for which you are seeking additional support from this program, you must indicate those funds in the budget section of the work plan. You must also identify the project officer, agency, office, address, phone number, and the amount of the federal funds.
When is it allowable for a grant recipient to use grant funds to pay for meals?
Generally, when a speaker is provided or other work is being done during breakfast or lunch at a conference or workshop, it is allowable to use grant funds to pay for meals for the participants. It is also generally allowable to use grant funds to pay for light refreshments offered during breaks at conferences or workshops. The specific event at which meals and/or light refreshments will be provided must be described in the scope of work.
Meals and light refreshments provided at a grant recipient's staff meetings are not allowable, nor are refreshments for receptions. Meals and receptions where alcohol is served are not allowable even if the grant funds are not used for the alcohol.
May a college (or organization) submit a proposal with a budget that contains less than its federally negotiated indirect cost rate and then claim the rest of that percentage rate as part of its required cost match?
Yes, as long as a written copy of the current negotiated indirect cost rate is submitted along with the proposal.
Do the required matching funds have to be in cash, or can they be in-kind donations and services, e.g., volunteers' or teachers' time working on the project?
In-kind contributions of services, and other items like equipment, can count toward the required 25% cost match. Please see Section IV(C)(4) of the RFP for a complete matching funds explanation. As stated in the RFP, "the match must be for an allowable cost and may be provided by the applicant or a partner organization or institution. The match may be provided in cash or by in-kind contributions and other non-monetary support."
Partner Organizations and Subcontracts
Under this grant program, may a for-profit company be included as a partner?
Yes, as long as the grantee (grant recipient) does not use grant funds to hire the for-profit company to provide services. For example, it is acceptable to use the value of a volunteer teacher or a mentor's services as a match to the extent allowable under 40 CFR Part 30 or Part 31. An organization applying for a grant under this RFP must ensure that they do not partner with an entity that provides goods or services that are available in the commercial marketplace in order to obtain those goods and services in a non-competitive transaction.
May an applicant subcontract work on part of the proposed project?
Yes, as long as all federal rules and procedures (or state rules, if the applicant is a state agency) for procurement are followed, then the applicant may subcontract for part of the work of the project. EPA will consider the qualifications of the subcontractor when evaluating the proposal.
May work on a proposed project be subcontracted to a non-profit organization?
Yes, as long as all federal rules and procedures (or state rules, if the applicant is a state agency) for procurement are followed, then the applicant may subcontract for part of the work of the project. EPA will consider the qualifications of the subcontractor when evaluating the proposal.
May a partner or subcontractor provide any or all of the 25% cost share requirement?
Yes, provided the costs are allowable under 40 CFR 30.23 or 40 CFR 31.24 for third party contributions. Please note that a third party's indirect costs may not be counted toward a cost share.
General Information and Other Questions
Will EPA consider proposals for 2-year projects?
Yes, as stated in the RFP in Section II(C) – Start Date and Length of Project Period, EPA will accept up to two year project periods; the proposal must demonstrate clearly how the project will be completed in the time frame proposed.
How many grants/dollar amounts are usually awarded?
Funds available for these grant projects are anticipated to be approximately $3 million. This grant program generates a great deal of public enthusiasm for developing environmental education projects. Consequently, the competition is very intense and EPA receives many more applications for these grants than can be supported with available funds. A larger share of the total annual funding is distributed through the regional offices for small grants because Congress directs EPA to award small grants to local schools and community organizations to implement educational programs. By limiting the size of the grants, EPA is able to reach applicant organizations in more communities and typically, in most states.
Regional Office Grants: The EPA Regional Offices will fund grants for $50,000 or less. Regional offices usually fund between 8 and 12 grants per Region, or on average about 10% - 20% of the applications received. Most regional office grants will be in the range of $15,000 to $20,000. None of the regional office grants will be less than $5,000 or exceed $50,000.
Headquarters Grants: Headquarters will fund the larger grants over $50,000 but not exceeding $200,000. Because the Headquarters grants are larger, its office typically receives more proposals. The competition for Headquarters grants is very high with only 10% of the grant proposals being funded. Headquarters anticipates awarding between 8 and 12 grants as funding permits.
Where can I find information about EPA Strategic Goal 5?
Details about EPA's Strategic Plan and Goal 5 (Compliance and Environmental Stewardship), Objective 5.2 (Improve Environmental Performance through Pollution Prevention and Innovation), and Sub-Objective 5.2.1 (Prevent pollution and promote environmental stewardship by government and the public) are available online at http://www.epa.gov/ocfo/plan/2006/entire_report.pdf.
Do you have guidelines for developing successful grant applications?
Yes, you can find them at: http://www.epa.gov/enviroed/granttips.html
How can I find out about upcoming solicitations?
You can sign up to receive an e-mail notification at: http://www.epa.gov/enviroed/grants.html
Solicitations for environmental education grants also are provided at: http://www.epa.gov/enviroed/grantsols.html
Can I talk to someone about my idea for a grant?
EPA staff are not permitted to discuss potential grant ideas with potential applicants. The point of contact in your Region may only answer technical questions that are not addressed here or in the RFP.
