Oral Health Workforce Program
CSFA Number: 482-00-1463
Agency Name
Department Of Public Health (482)
Agency Contact
Stacey Herman
Short Description
The purpose of this grant is to develop and implement innovative programs to address the oral health workforce needs to increase access to high quality oral health services for underserved populations located in dental health provider shortage areas (HPSA) throughout Illinois. The IOWHA will expand the roles and numbers of the three-community health-related professionals - Community Health Worker (CHW), Community Dental Health Coordinator (CDHC), and Public Health Dental Hygienist (PHDH).
Subject Area
Program Function
Enabling Legislation
Grants to States to Support Oral Health Workforce Activities (HRSA-18-014)
Objectives and Goals
The purpose of this grant is to develop and implement innovative programs to address the oral health workforce needs to increase access to high quality oral health services for underserved populations located in dental health provider shortage areas (HPSA) throughout Illinois. The Illinois Oral Health Workforce Activities (IOHWA) will expand the roles and numbers of the three-community health-related professionals - Community Health Worker (CHW), Community Dental Health Coordinator (CDHC), and Public Health Dental Hygienist (PHDH). The goals of the program include: 1.) improve the understanding of oral health workforce, workforce shortages and capacities in Illinois to better focus on improving oral health status of Illinoisans; 2.) improve oral health knowledge and status of community members living in Illinois dental HPSAs by expanding the role and numbers of three community health professionals - CHWs, CDHCs, and PHDHs; and 3.) conduct evaluation activities to measure effectiveness of outcomes in each of the goal areas. This proposal will test a new model of care and incorporate concepts of safe and effective pain management through professional training while triaging for timely access to health care.
Types of Assistance
Project Grants
Uses and Restrictions
All grant funds must be used for the sole purposes set forth in the grant proposal and application and must be used in compliance with all applicable laws. Grant funds may not be used as matching funds for any other grant program. Use of grant funds for prohibited purposes may result in loss of grant award and/or place the grantee at risk for recouping of those funds used for the prohibited purpose. Expenditures must be submitted monthly. To be reimbursable under the Department/Office of Health Promotion Grant Agreement, expenditures must meet the following general criteria:
• Be necessary and reasonable for proper and efficient administration of the program and not be a general expense required to carry out the overall responsibilities of the applicant.
• Be authorized or not prohibited under federal, state or local laws, or regulations.
• Conform to any limitations or exclusions set forth in the applicable rules, program description, or grant agreement.
• Be accorded consistent treatment through application of generally accepted accounting principles, appropriate to the circumstances.
• Not be allocable to or included as a cost of any state or federally-financed program in either the current or a prior period.
• Be net of all applicable credits.
• Be specifically identified with the provision of a direct service or program activity.
• Be an actual expenditure of funds in support of program activities, documented by check number, and/or internal ledger transfer of funds.
• Not be used for research or clinical care (although externs may participate in observation of dental clinics and utilize appropriate protective equipment and supplies).

NOTE: Grantee should prepare a budget that reflects expenses for the cited grant term. Use whole numbers and round to the nearest dollar. Once approved, the budget will be incorporated into the grant. Using the forms provided in this packet, submit additional information or justification as required in the allowable costs list section. Specific line items listed in the detailed budget must be explained on the budget forms. The grantee may divide employee work time among multiple staff directly involved in the Program development, implementation and evaluation. The allocation of employee work time in the Program grant budget must reflect and be commensurate with program activities attributed to the specific program staff in the approved Scope of Work Plan. Program staff members that are funded 100% from the grant are expected to work solely on this grant program and may not be funded by other IDPH grant programs. Use Personnel Loading Chart found in the appendix to detail staff.

If the grantee is anticipating using sub-contractors/sub-grantees, those should be listed under the Contractual Costs section of the Budget Detail Template and the Contractual Services section of the grant application. For such sub-contractors and/or sub-grantees, justification should be of enough detail to document the items requested are essential to the achievement of the work plan activities. Complete Subcontractor Table found in the appendix to provide information for each subcontractor that will be used to provide services under this grant. If a vendor is to be determined, indicate so on the table.

Contractual Services are costs such as contractual employees, repair and maintenance of equipment, media development and placement, software for support of program objectives, among other costs. Payments (or pass-through) to subcontractors are to be shown in the Contractual Services section of the application (Section 5) as well as in the Budget Detail section. Complete Appendix A, List of Subcontractors, if subcontractors will be used under this grant.

The grantee acknowledges they must expend funds in accordance with the budget approved by the Department and in line with the line item categorical amounts approved in that budget. Ten (10%) of the grant amount shall be distributed upon execution. The grantee is required to submit monthly documentation of actual expenditures incurred for conducting activities through use of the Department's reimbursement certification form. If changes in line items of the approved budget are necessary, the grantee must submit a Budget Adjustment Request in writing on Department forms for approval by the Department prior to making any of the requested expenditure changes. Documentation of actual expenditures incurred for the grant period must be submitted within 30 days after the close of the grant period. Any funds not documented and approved by the Department must be returned to the Department.

Allowable costs. Examples of allowable costs are listed below. This is not meant to be a complete list, but rather specific examples of items within each line item category.

Personal Services:
• Gross salaries paid to agency employees directly involved in the provision of program services. All salaries to be provided as in-kind need to be documented and noted on the budget sheet as such.
• Employer's portion of fringe benefits paid on behalf of direct services employees. Examples include FICA (Social Security), life/health insurance, workers compensation insurance, unemployment insurance and pension/retirement benefits.

Contractual Services:
• Contractual employees (requires prior program approval).
• Postage, postal services, overnight mailing, or other carrier costs.
• Photocopies. If paid to a duplicating business, list the number of copies and costs. If charged by copy on a leased photocopy machine, list cost per actual copy.
• Telecommunications. Allowable charges are monthly telephone service costs for land lines and installation, repair, parts and maintenance of telephones and other communication equipment.
• Payments or pass-throughs to subcontractors or sub grantees are to be shown in the Contractual Services section. All subcontracts or sub grants require an attached detail line item budget supporting the contractual amount.
• Printing. Any printing job, e.g., letterpress, offset printing, binding, lithographing services, must be requested as a prior approval item in the budget submission. This expense requires substantive documentation as to its relevance to the work plan before approval will be granted. The cost of the printing may not exceed $1,000 or 5 percent of the total budget, whichever is less.

• Auto travel mileage at no higher than 58.0 cents - the state reimbursement rate as of January 1, 2019.
• Rail transportation expenses
• Lodging - the rate must be in accordance with Illinois Travel Control Board rates or justification must be provided.
• Per Diem

• Office supplies
• Educational and instructional materials and supplies, including booklets and reprinted pamphlets. The budget narrative must describe the connection between the purchase of these materials and approved work plan before it will be approved.
• Paper supplies
• Envelopes and letterhead

Unallowable Cost List. Unallowable or prohibited uses of grant funds include, but are not limited, to the following:

• Political or religious purposes
• Contributions or donations
• Incentives.
• Fund raising or legislative lobbying expenses
• Payment of bad or non-program related debts, fines or penalties
• Contribution to a contingency fund or provision for unforeseen events
• Food, alcoholic beverages, gratuities or entertainment
• Membership fees
• Interest or financial payments or other fines or penalties
• Purchase or improvement of land or purchase, improvement, or construction of a building
• Lease of facility space.
• Any expenditure that may create conflict of interest or the perception of impropriety
• Audit expenses
• Equipment
• Prescription drugs
• Conference registration fees, including registration fees to attend or exhibit at events that can be defined as fundraisers, except with prior approval from IDPH
• Exhibit fees
• Subscriptions
• Association dues
• Expenses for credentialing (e.g., CHES certification)
• Airfare
• Out-of-state travel
Eligibility Requirements
To be eligible, applicants must be registered in the State of Illinois GATA system and pass the grantee pre-qualification, fiscal and administrative risk assessment (required once annually), and the programmatic risk assessment, and meet the criteria:
1. Applicants - eligible applicants include: Illinois Primary Health Care Association (IPHCA), University of Illinois Office of Community Engagement and Neighborhood Health Partnerships (UIC-OCEAN), or Illinois Community Health Worker Association (ICHWA).
Eligible Applicants
Government Organizations; Nonprofit Organizations;
Application and Award Processing
Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)) is required to:
i. Be registered in SAM before submitting its application.
ii. Provide a valid DUNS number in its application; and
iii. continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.

Applications will be submitted electronically through EGrAMS unless given prior approval for alternate application. Applications must be received by 5:00 p.m. on July 31, 2019 through the EGrAMS system unless prior arrangements have been made for postal submission. Late applications will not be considered. The grant application will be reviewed by the Illinois Department of Public Health, Oral Health Workforce Program Manager, Division Chief and other Office of Health Promotion staff. Anticipated announcement for award is within 30 days after close of application period.

Eligibility Criteria are as follows:
Community Health Worker Organization (up to $30,000):
Does the organization have a working knowledge of Community Health Workers in practice?
Does the organization advocate for standardizing the curriculum, core competencies, and role of Community Health Workers?
Does the organization have a developed network of partners working toward the common goal of standardizing the curriculum, core competencies, and role of the Community Health Worker position?
Is the organization in a dental health professional shortage area?
Does the applicant demonstrate the ability to collect process and outcome data to evaluate the project?

Public Health Dental Hygienists Organization (up to $45,000):
Does the organization have developed relationships with Federally Qualified Health Centers?
Does the organization have experience working with agencies located in dental HPSAs?
Does the organization have experience participating in oral health activities that integrate and strengthen oral health?
Does the organization have a developed network of partners working to advocate for integrating and strengthening oral health?
Does the applicant demonstrate the ability to collect process and outcome data to evaluate the project?
Assistance Consideration
Post Assistance Requirements
The grantee will be required to submit quarterly performance progress reports within 30 days after the reporting period. Grantees will be required to submit reimbursement requests monthly or quarterly.
Regulations, Guidelines, Literature
Funding By Fiscal Year
FY 2017 : $270,000
FY 2018 : $270,000
FY 2019 : $86,000
FY 2020 : $216,980
Federal Funding
Notice of Funding Opportunities
Agency IDGrantee NameStart DateEnd DateAmount
03489103HIllinois Primary Health Care Association09/01/201909/30/202045,000
03489106HBoard of Trustees University of Illinois09/01/201908/31/202030,000
03489102HHeartland Alliance Health09/01/201908/31/202020,000
03489101HCommunity College District #508 dba City Colleges of Chicago09/01/201908/31/202017,000
03489104HPrairie State College09/01/201908/31/202017,000