The Rus Distance Learning and Telemedicine Program

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USDA Rural Utilities Service Distance Learning and Telemedicine Grant (RUS DLT) Elizabeth G. Burton, National Director Polycom Grant & E-rate Assistance Programs

description

Known as RUS DLT, this grant program has provided rural communities with interactive distance learning and telemedicine equipment for more than 16 years. Polycom & IVCi explain who is eligible for this grant, what applications fit its purpose, and suggest ways to create the most competitive grant application possible.

Transcript of The Rus Distance Learning and Telemedicine Program

Page 1: The Rus Distance Learning and Telemedicine Program

USDA Rural Utilities ServiceDistance Learning and Telemedicine Grant (RUS DLT)

Elizabeth G. Burton, National DirectorPolycom Grant & E-rate Assistance Programs

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RUS DLT Program Overview

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Distance Learning and Telemedicine Grant (RUS DLT)

CFDA Number: 93.359 Purpose

· To support projects in highly rural and economically disadvantaged locations

· To develop and expand distance learning and telemedicine capacity through the acquisition of equipment, instructional programming and technical assistance for using eligible equipment

Anticipated Grant Application Deadline· Between February and May 2012

Program was established in 1993 to assist communities with rural development. Relatively stable funding every year ($25-35 million)· 2012 funding not set but anticipated at same level as 2011

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Reminders from 2011 Application Cycle

Must ID the grant writer and the relationship to the applicant Vendors may assist in application preparation, but customers

must provide multiple quotes and are free to choose the best vendor for their projects. No quid pro quo agreements are recognized by USDA

USDA will only contact the person designated in the application as the point of contact by fax or mail; will not send email

Site identification – requires marking of maps Disclosure of previous awards since 2009, and relationship

to existing project

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Reminders from 2011 Application Cycle

Instructional programming – must be a first-time capital expense

No urban end-users allowed Internet based systems have no geographic definition and

are not eligible Consortia not yet legally organized may apply, with

conditions· Must apply under legal authority of main applicant· Commit to legal organization after award

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Reminders from 2011 Application Cycle

NSLP data is no longer rounded In kind match statutorily allowed but practically, is not; and

must be integral to the project Empowerment zones were reauthorized to end of 2011 –

eligible for 10 extra points; may not be available for 2012 Correct DUNS number required Must register with the Central Contractor Registry

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Eligibility Requirements

Must currently deliver or propose to deliver distance learning or telemedicine services for the term of the grant

Must be legally organized as an incorporated organization or partnership; an Indian tribe or tribal organization; a consortium; or other legal entity, including a private corporation organized on a for-profit or not-for-profit basis· Examples of eligible organizations include LEAs, education service centers, hospitals,

higher education institutions, workforce investment boards, tribal organizations, education and training providers, healthcare providers, and faith based community organizations.

Must operate a rural facility or deliver distance learning or telemedicine services to entities that operate a rural community facility or to residents of rural areas at rates calculated to ensure that the benefit of the financial assistance passes through to such entities or to residents of rural area

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RUS DLT Definitions Definition of Distance

Learning· Distance learning implies a

curriculum with measurable results delivered via telecommunications and stresses the connection of students and teachers at remote sites

Definition of Telemedicine· Telemedicine implies the delivery of

medicine from medical professionals at one site to patients and their medical professionals at other sites via telecommunications

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RUS DLT Definitions

From Gary Allan, Chief Universal Services Branch, Telecommunications Program, Rural Utilities Service

“DLT grants are not just a way to obtain educational technology or medical equipment. The focus of any proposal must be on the unique capabilities of telecommunications to connect rural areas to each other and to the world, thus overcoming the effects of remoteness and low population density.”

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How Does Polycom Work With RUS DLT?

The RUS DLT grant program can be used to pay for equipment, including voice, video and data networks, and endpoints

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100% Grant Program

Annual Competitive Process Grant awards range from a minimum of $50,000 to a

maximum of $500,000 Matching funds of 15% is required

· Additional matching funds recommended in order to be competitive

· Matching funds may be cash or in kind (there is an almost exclusive preference for cash)

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Project and Budget Eligibility

Grant and match purposes are identical· If an item isn’t eligible for the grant, it cannot be credited as match

Obtain grant and match items from 3rd party· All items must be obtained from an organization other than the

applicant or other entities participating in the applicant’s DLT project as hubs, hub/end users, or end-users

Funds equipment, not telecommunications· Program is focused on providing equipment that operates via

telecommunications. While the equipment is eligible, it does not fund the telecommunications that connects the equipment.

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Eligible Purposes for Grant or Match Acquisition of equipment

· Computer hardware and software· Audio and video equipment, including interactive video· Computer network components· Terminal and data terminal equipment· Inside wiring· OEM and authorized warranties up to 3 years on eligible

equipment· Other facilities that further DLT services

Instructional programming (not tuition or expenses) Acquisition of technical assistance and instruction for

using eligible equipment (costs cannot exceed 10% of the grant amount requested or 10% of eligible matching funds)

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Ineligible Purposes for Grant or Match

Salaries, wages, or employee benefits to medical or educational personnel

Salaries of administrative expenses of the applicant of the project including overhead costs

Acquiring, installing, or constructing telecommunications transmission facilities

Recurring or operating project expenses or costs such as fees for telecommunications, Internet, electric service, rent or tuition

Medical equipment not having telemedicine as its essential function

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Ineligible Purposes for Grant or Match

Purchasing equipment that will be owned by a local exchange carrier or another telecommunications service provider unless that service provider is the applicant

Duplicating facilities already in place Reimbursing your organization or others for costs

incurred prior to the date the application was received by USDA

DLT application preparation costs Projects that only provide links between people located

at the same physical facility

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Ineligible Purposes for Grant or Match

Site development including destruction or alteration of buildings (building an addition, knocking out walls, replacing electric service)

Purchasing land or buildings or for building construction Projects located in areas covered by the Coastal Barrier

Resources Act

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More on Eligible/Ineligible Purposes

The applicant must demonstrate that the predominant purpose (50% or more of use) of every line-item in the grant and match budget meets the DLT Grant definition of distance learning and/or telemedicine, and that none of the use is for ineligible purposes.

Equipment that is used less than 50% for distance learning or telemedicine must be apportioned, and the balance of funds moved to “other funds”.

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Competitive Scoring Criteria

All applications are scored in objective and subjective categories· Objective criteria or generally straightforward indicators· Subjective criteria are more comparative in the sense that

the content of one application is compared to other applications receive that year

A maximum score of 220 points can be earned

*Keep in mind that scoring criteria and total points possible may change for 2012

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Competitive Scoring Criteria

*Scoring Criteria are from the 2011 guidelines and could change when the 2012 RFP is released.

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Competitive Scoring Criteria

*Scoring Criteria are from the 2011 guidelines and could change when the 2012 RFP is released.

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Objective Scoring for Rurality

Rurality describes how rural the project’s service area is Scored on average population and the census’ rural/urban

designation Overall project must score at

least 20 points in rurality to be considered a qualified application

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3 Types of Fixed Sites

Hub - A source of benefits. No benefits from the proposed DLT project flow to a pure hub. As a consequence, Hubs are not included in the Rurality and NSLP scoring calculation. However, the applicant should submit population and school lunch program data for these sites so that the scores can be reevaluated in the event the Agency determines that a site shown by the applicant as a hub is actually a hub/end user.

Hub/End-User - A source of benefits that flow to other sites but a site that also receives distance learning or telemedicine benefits from other sites or from facilities placed at that site. For scoring purposes, Hub/end-users and end-users are identical.

End-User - A receiver of distance learning or telemedicine benefits.

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Objective Scoring for Rurality

Criterion Character Population DLT Points

Exceptionally Rural Area

Area not within an Urbanized Area or Urban Cluster

<5,000 45

Rural Area Area in an Urban Cluster >5,000 and <10,000

30

Mid-Rural Area Area in an Urban Cluster >10,000 and <20,000

15

Urban Area Area in an Urbanized Area or Urban Cluster

>20,000 0

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Objective Scoring for Rurality - Example

Site Name /Location Site Type Census Designation

Census Population

Rurality Points

Springfield Hospital (Springfield Urbanized Area)

Hub / End User Urbanized Area 56,403 0

Faryer Clinic (Faryer Urban Cluster)

Hub / End User Urban Cluster 27,298 0

Fall City Medical Center (Beechwood Urban Cluster)

Hub / End User Urban Cluster 12,398 15

Middleburg Medical Center (Middleburg Urban Cluster)

End User Urban Cluster 2,790 45

Strinic Clinic (Windswept Crossroads)

End User Census Rural <2,500 45

Applicant’s Estimated Rurality Score(Sum of Rurality Points ÷ # of End-User Sites)

21

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Example of Site Scoring Click HERE (American Factfinder) Full instructions on PP. 49-66 of the guidelines

· Site worksheets are provide for both fixed and non-fixed sites

· Include every site that will be involved in the project regardless of whether grant or match funds will be expended at that site, or whether the sties are included in your estimated scores.

· Use these set of sites consistently throughout the application.

Strongly suggest that applicants DO NOT combine fixed sites and non-fixed sites into the application· Application will be scored by program staff for both, and the lowest score will be used

2010 Census data on rurality not complete – use 2000 census May need to support site information with a satellite map (Google,

Mapquest) Mark, by hand, or electronically (e.g. new FactFinder tool) the exact

location of each site on the map!

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Objective Scoring for NSLP

NSLP Percentage Points

NSLP < 25% 0

25% < NSLP < 50% 15

50% < NSLP < 75% 25

75% < NSLP 35

• Poverty/NSLP scores are NOT weighted by population

• Each site’s PERCENTAGE is averaged with the other sites, to produce a single average NSLP

• Don’t forget! You do not round the NSLP score

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Where to find NSLP Scores?

Best bet: the Department of Education site for the state in which your customer resides.

Often hidden in an obscure place. (New York)· Child Nutrition Knowledge Center – NYSED.gov· http://portal.nysed.gov/pls/cn_port/mel3_pkg.elig_enroll_query

Sometimes available monthly, or in a downloadable spreadsheet, and in an obvious place.

As a last resort, call the School Nutrition state coordinator for instructions, or for the latest data.

Example: Texas· Is administered by the Dept of Agriculture now· http://www.squaremeals.org/Programs/NationalSchoolLunchProgr

am.aspx

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Objective Scoring for Matching Funds

Percentage of Eligible Match Compared to Grant Request

Points

15% < Match % < 30% 0

30% < Match % < 50% 15

50% < Match % < 75% 25

75% < Match % < 100% 30

Match > 100% 35

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Objective Scoring for Matching Funds - Example

Grant Requested

Matching Funds

% of Grant Funds

Points Scored

Applicant #1 $100,000 $15,000 15% 0

Applicant #2 $100,000 $45,000 45% 15

Applicant #3 $100,000 $60,000 60% 25

Applicant #4 $100,000 $80,000 80% 30

Applicant #5 $100,000 $105,000 105% 35

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More on Matching Funds

According to the RUS DLT program officer:· “For applications from eligible applicants, an error (or several) in choosing

and/or documenting and eligible match is the most common reason that their application is found ineligible for grant funding consideration”.

Proposed match must be documented in form and substance satisfactory to the USDA· Documentation must be specific as to the amount and purpose, and tied to

the TSP and Budget

Matching funds must be committed as of the application deadline. Conditional matches are not credited.

In-kind contributions for non-eligible purposes cannot be credited as match. However, they can be shown in the Needs & Benefits section as evidence of community support.

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Objective Scoring for Empowerment Zone Communities

At Least 1 End-User Site Located in a USDA:

Application Will Receive:

Empowerment Zone 10 points

To receive the extra 10 points for an Empowerment Zone, only ONE site has to be located in the Empowerment Zone.

NOTE: EZ Community could be eliminated for 2012. Program has not been reauthorized as of this date.

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Average RUS DLT Scores

2011 Objective Scoring Subjective Scoring

Rurality NSLP Leverage EZ Additional NSLP

Needs & Benefits

Innovation Cost Total

2011 Possible Score

45 35 35 10 10 45 15 35 220

2011 Average Score

40.4 23.4 20.43 0.08 3.6 30.6 7.2 23 146.7

2010 Objective Scoring Subjective Scoring

Rurality NSLP Leverage CC Additional NSLP

Needs & Benefits

Innovation Cost Total

2010 Possible Score

45 35 35 5 10 45 15 35 215

2010Average Score

40.1 22.4 19.1 0.3 0.9 31.9 8 23.4 145

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Being “Grant Ready” for RUS DLT

Description of the telecommunications system to be developed, including types of equipment, technologies and facilities proposed

Description of participating sites (hubs, hub/end-user) or service territory (for non-fixed site projects) and the number of rural residents who will be served at each hub/end-user or end-user site. Site information and service territory must be consistent throughout the entire application!!

Description of types of distance learning or telemedicine services proposed and whether offered via a fixed-site project or to a service territory where sites vary over time

Explanation of how project will address community needs and benefits rural residents; include information on cost-effectiveness of the project

Proof of project financial sustainability; funding commitments from all sources

Description of project innovativeness

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Application Checklist - First Steps

Request Letter of support from state USDA Coordinator· If project covers multiple states, obtain a letter from each state’s

coordinator

Eligibility –Certificate from Secretary State or state statute/law establishing organization; · Not just articles of incorporation, bylaws, board resolution, excerpt state

statute or attorney opinion.

Request Letters of support from Hubs, End-User sites and others. · This is the most time consuming piece of the application.

Determine “Base Score” before deciding to proceed.

90 -105 is goal Next steps…Document Collection

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Documents

Letter from the State Director for Rural Development supporting your project, and any administrators that must sign off on you project

Requirement to consult with the State Director for Rural Development to inquire about sources of funding at the state or local

Request documentation regarding state of the project and/or recommendations regarding project approval.

Provide contact information Connect to requirements (consult with ISP, telecom service providers) Document your objective scoring (rurality, NSLP, match, EZ) Review demographics Address relevant documents and plans that you have developed in house

(strategic or telecom plans) Attach the Executive Summary and budget Copy Councils of Government and USDA Service Centers

www.rurdev.usda.gov/recd_map.html

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Flood Hazard Area

Confirm the 100-year flood plain with city, state or insurance providers· http://www.fema.gov/fhm/hm_main.shtm#4

If construction is required, environmental impact form must be completed, which takes time and expense

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Telecommunications System Plan (TSP)

Scaled to the scope of the project. If a new infrastructure is proposed, this is complex. If project is primarily within buildings, then it is fairly simple.

Public or private? Diagram if appropriate-You will want to include

diagram! Cost estimates for operating and maintaining the

equipment. This needs to be realistic and complete. How will you sustain/upgrade equipment?

Consultation with carriers –remember the purpose of RUS, to address underserved rural communities.

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Technology Considerations

Identify alternatives that were considered and rejected, with rationale. Research on what works and why. Consult similar funded projects or organizations in the area. Consulted with various vendors.

Consider off the shelf or subscription services. Is the capacity sufficient? Is the technology compatible? What are future plans and how might they involve your

project? Seek a letter supporting the fact the technology is

compatible and sufficient.

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Executive Summary

You have to create your own story. This is the subjective component of the application. Introduce needs here.

There are no buzz words or formulas. USDA emphasizes the subjective nature of the criteria – you must CONVINCE them to fund your project!

Reference research and data, but focus on benefits to the underserved, rural constituents.

Restate financial need.

Project Cost

–This is a place to show “total” cost, including unallowed costs. Be very explicit about the distinction. Consider using separate columns, different color ink, etc.

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Project Information

Telecommunications System Plan and Scope of Work –this is read by engineers and program staff

Address all levels of technical knowledge in the description

Detailed listing of purchases, leases and components. Use care in selecting categories

You must cross reference ALL equipment to the budget, and show that it is used for distance learning or telemedicine

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D-3 Financial Information

Another chance to address ineligible, but related costs.

Focus on collaboration, mutually beneficial partnerships, and ultimate gain to end users.

Sustainability is related to perceived value of the benefit.

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Community Need

Define the Community. Realize the reader probably knows NOTHING about the area or the community.

Needs. Think of rural sustainability; economic growth, job development, housing, workforce development, healthcare, emergency services, etc. Substantiate with data.· Needs assessments· Surveys· Focus groups

Tie to state and regional plans and reports. Reference the state Rural Development plan.

Plan for services. Link directly to needs. Benefits derived. Be very specific and measurable. Think of a state

representative’s sound bite.

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Innovation

Innovativeness is relative to the area, the population, the organization.

Focus on doing things in new ways for the civic environment.

Find comparative references – new in urban areas, innovative in rural

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Format Follow the guidelines EXACTLY. If something does not

apply, state this. Answer every single question in the application.

· Be careful in that some questions contain many questions within

Use the format samples provided by RUS in the Application Kit.

Use Table of Contents Dividers, such as Avery Ready Index R1213AZ and three-ring binder

Polycom recommends paper submission because of the numerous forms required· Grants.gov puts into a folder in no order· Crashes a lot· Forces USDA staff to print out everything you send

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USDA Contact Information

http://www.rurdev.usda.gov/UTP_DLT.html

USDA Rural Development

Utilities Programs

U.S. Department of Agriculture

1400 Independence Ave.,

S.W., Room 2845

Mail STOP 1550

Washington, D.C. 20250-1550

Phone: 202.720.0413

Fax: 202.720.1051

[email protected]

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Online Resources for RUS DLT RUS Staff including Advanced Service Division and General Field

Representatives www.usda.gov/rus USDA Rural Development State Directors

www.rurdev.usda.gov/recd_map.html

www.rurdev.usda.gov/StateOfficeAddresses.html

Empowerment Zone Resources http://www.hud.gov/offices/cpd/economicdevelopment/programs/rc/index.cfm

ARC Resources www.arc.gov

State Single Points of Contact http://www.thecre.com/fedlaw/legal16/ispocs.htm

Grants.gov Information www.grants.gov

Get a DUNs Number http://fedgov.dnb.com/webform Central Contractor Registration www.ccr.gov

Census 2000 Numbers www.factfinder.census.gov/home/saff/main.html?_lang=en

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RUS DLT Project Examples

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Example of Project Funded through RUS DLT

Name of Applicant: · USD 628 South Central Kansas Education Service Center

Amount of Award:· Two awards at $500,000 each

Project Description· Project 1: RUS DLT will fund project equipment to support a distance learning

consortium of thirteen K-12 schools and community colleges in an eight-county area. Connecting to the statewide Kan-Ed network, the new equipment will enable students, teachers and other residents to access courses and other resources for education and training.

· Project 2: RUS DLT will fund interactive videoconferencing equipment for a consortium representing twenty-one elementary, middle and high schools in fourteen rural communities. Connecting to the Kan-Ed network, the new equipment will enable students, teachers and other residents to access courses and other resources for education and skills training.

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Example of Project Funded through RUS DLT

Name of Applicant: · Copper River School District (AK)

Amount of Award:· $211,555

Project Description· RUS DLT will fund a videoconferencing

system connecting to 6 schools and a child advocacy center, encompassing 23,000 square miles of extremely rural and isolated territory. In addition to shared classes, content creation and professional development, counseling and outreach services will be extended to these communities to assist children who are in abusive situations.

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Example of Project Funded through RUS DLT

Name of Applicant: · Central Valley Health Network (CA)

Amount of Award:· $74,500

Project Description· RUS DLT funding will be used by the CVHN to expand

videoconferencing linkages between the hub and end-user sites in rural California. The system will use interactive connections to each site enabling clinicians and personnel to be connected to live training sessions. Through the use of interactive technology, continuing education will also be provided to the clinics’ staff and integrated into the educational system that will provide increased awareness of current medical issues and linkages to community resources.

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Polycom Grant Assistance Program

Polycom Grant Assistance Program has provided the Pinal County ITv Consortium and Pinal County schools with invaluable assistance in obtaining grants for videoconferencing equipment. Without the assistance of this program, our small rural schools would be unable to providestudents the extended educational opportunities they currently receive.” - Jill Dingman, Director Pinal County ITv Consortium

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The mission of the Polycom Grant Assistance Program is to assist public, private and nonprofit organizations in every aspect of proposal preparation, funding selection and application for telecommunications solutions.

PGAP Mission

"The Polycom grant program provides assistance for organizations seeking grant based funding. With their extensive experience in realm, they have a complete portfolio and understanding of grants, how they apply to your specific needs, and can offer guidance on how to optimize chances for success. In such a complex and ever changing environment, Polycom's guidance is extremely valuable.“ - Dr. Andrew Watson, Vice President of ICSD with University of Pittsburgh Medical Center and Medical Director of the Center for Connected Medicine

GRANTS

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The Grant Team

Jeff Barlow Stephanie Steffen Ron Graves

Andrew Knox Elizabeth Burton Laura Lundahl

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WA

ORMT

IDWY

UTCO

NVCA

AZNM

TX

OK

LA

AR

KS

NE

MO

ND

SD

MN

IA

WI

IL IN

MI

MSAL GA

FL

SC

NCTN

KY

OHWV

VA

PA

NY

MEVTNH

MARI

CT

HAWAII

ALASKA

PGAP – POLYCOM GRANT ASSISTANCE PROGRAMElizabeth Burton – National Director

Area Grant Managers

+ Laura Lundahl: AK,WA,OR,ID,MT,WY,CA,NV,HI

+Guam & Marianna Islands

Andrew Knox: UT,AZ,CO,NM,TX,OK,AR,LA

Ron Graves: ND,SD,NE,MN,IA,WI,MI,IN,OH

Stephanie Steffen: ME,NH,VT,MA,RI,CT,NY,PA,NJ,DE,MD,

DC,WV,VA,NC,SC,GA

+ Jeff Barlow: KS,MO,IL,KY,TN,MS,AL,FL

+Puerto Rico & US Virgin Islands

NJDEMDDC

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Strategic Planning· Needs assessment, technology plan, budget development, and

evaluation planning Grant Ready Assessment and Navigational Tool®

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What Does it Mean to be Grant Ready? Have you conducted a strategic planning process that identifies

goals and measures, and an implementation plan? Have you conducted a needs assessment? Do you have a viable, fundable project idea aligned with your

organizational goals? Does your proposed project have a set of outcomes with

performance targets that are measurable? Do you have an evaluation plan for measuring the success of the

project to be funded by the proposed grant? Have you conducted a stakeholder analysis, and do you have

formal partnerships or collaborations in place? Are your board members, executives and other leaders on board

and willing to participate in the grant process? Is there a plan for sustaining the project after the funding has

ended?

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59Get a Plan. Get a Grant. Get Connected. │ December 7, 2011

Identify Organizational Telepresence Needs

Choosing the right Polycom video and telepresence solution, and finding the right funding source, involves identifying your organization's needs to ensure grant funding, rapid ROI and wide-scale adoption: Who will be using video: schools, universities, hospitals, clinics, county health

departments, providers?

How will it be used: for distance learning, telehealth, telemental health, specialists consults, primary care, educational/training sessions or multiple uses?

What environments will video be used in: exam rooms, emergency rooms, large conference rooms, small meeting rooms, lecture halls, physician laptops, iPads?

Will content be shared and if so, what type: homework assignments, educational videos, patient records, pharmaceutical tracking, radiology/images for patient diagnosis/treatment, or more?

What applications will be supported over video: connecting teachers to remote schools, direct medical care, continuing medical education?

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60Get a Plan. Get a Grant. Get Connected. │ December 7, 2011

To Get Started Bring us project ideas that incorporate a technology solution Provide information on identified needs:

· Education· Connecting to classrooms, content providers and experts around the globe

· Recording and streaming of content

· Virtual Field Trips

· Virtual classroom debates

· Healthcare· Telehealth and Telemedicine

· Continuing Medical Education

· Justice & Public Safety· Healthcare in correctional settings

We then match with one or more funding sources!

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61Get a Plan. Get a Grant. Get Connected. │ December 7, 2011

www.polycom.com/grants Funding announcements and customized funding

reports Grant calendar with deadlines Grant profiles and white papers Grant Ready Guides Recorded grant webinars Grants Navigator Newsletter

Polycom Grant Tools and Resources

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THANK YOU

Elizabeth G. BurtonNational DirectorGrant Assistance & E-rate Programs

101 Silver Creek Drive Somerset, KY 42503

t: [email protected]

Web info and program enrollment:www.polycom.com/grants