Staffing for Adequate Fire & Emergency Response Grants Tutorial

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FY 2011 SAFER Grants Tutorial

Section 3
All Paid/Career Fire Department



Slide 109: Career Fire Departments

Career Fire Departments

This is the Career Fire Department version of this tutorial. If you are not a Career Fire Department, please click the Change Version link on the screen.
This will take you back to the version selection screen where you can choose your correct applicant type.

There are three versions of this tutorial, each requesting information specific to applicant type.

Important: Career Fire Departments are only eligible to apply under the Hiring Category.

Slide 110: Help Screens

Career Fire Departments

Help

Important: Review the Help screens on each page before answering the questions on that page of the application. Help screens provide valuable additional information on topics directly related to the questions in the application, such as the primary first-due response area, active firefighters, and service definitions.

Slide 111: System Errors

Career Fire Departments

System Errors

Important: Please note that the SAFER application was developed prior to the finalization of the grant, and therefore contains some errors that were not possible to fix prior to SAFER's release. In this tutorial, we will walk you through how to handle these system errors. If you have further questions or experience difficulty with the application, please contact the Help Desk at 1-866-274-0960.

Slide 112: Applicant Characteristics (Part I)

Career Fire Departments

Applicant Characteristics (Part I)

Applicant Characteristics (Part I) focuses on your department's personnel and first-due response area.

You classify the department, describe your personnel, and identify your community type, such as urban, suburban, or rural.

Your answers to these questions provide the Peer Reviewers with information about your department and the community it serves.

Slide 113: Critical Infrastructure

Career Fire Departments

Applicant Characteristics (Part I)

Critical Infrastructure

One of the questions in this section asks, "Does your department protect critical infrastructure of the state?"

If so, the Peer Panelists will take that information into account when assessing your application.

If you are unsure about your department's role in your State's Homeland Security plans, contact your State Homeland Security Advisor or State Emergency Management officials.

Slide 114: Response Capabilities

Career Fire Departments

Applicant Characteristics (Part I)

Response Capabilities

The objective of SAFER is to increase or restore response capabilities of fire departments. It is important to determine how a SAFER grant for your
proposed project will affect your department's overall response capabilities.

The next series of questions assesses how the number of positions in your department will change if your organization receives an award.

Career fire departments should enter a zero in response to the questions concerning volunteer firefighters.

Be sure the numbers you enter for the uniformed career positions questions are accurate.

Important: If you have questions regarding the terms used in these questions, contact the AFG Program Help Desk at 1-866-274-0960.

Slide 115: Completing Part I

Career Fire Departments

Applicant Characteristics (Part I)

Completing Applicant Characteristics (Part I)

Once you have answered all the questions for Applicant Characteristics (Part I), click Save and Continue to proceed to the next section of the application.

Slide 116: Applicant Characteristics (Part II)

Career Fire Departments

Applicant Characteristics (Part II)

Applicant Characteristics (Part II) asks you to provide a profile of:

  • Budget and funding sources
  • Vehicle information

Slide 117: Fatalities and Injuries

Career Fire Departments

Applicant Characteristics (Part II)

Fatalities and Injuries

The first section requests information about:

  • Firefighter fatalities and injuries
  • Civilian fatalities and injuries

Slide 118: Operating Budgets

Career Fire Departments

Applicant Characteristics (Part II)

Operating Budgets

The second section requests information about operating budgets. Provide a 3-year history of your organization's operating budget, including costs for personnel; maintenance of apparatus, equipment, and facilities; utilities; and expendable items.

Do not include capital items such as apparatus purchases, land acquisition for fire stations, construction of facilities, etc.

Do not include decimals or commas in these boxes; round to the nearest dollar.

Slide 119: Funding Sources

Career Fire Departments

Applicant Characteristics (Part II)

Funding Sources

The third section asks what percentage of your department's funding comes from taxes, grants, donations, fund drives, fees for service, and other sources.

Be sure the numbers you enter total 100%.

Slide 120: Vehicle Information

Career Fire Departments

Applicant Characteristics (Part II)

Vehicle Information

In the next section, Vehicle Information, you provide information about:

  • The type and class of vehicles in your department's fleet
  • The total number of each type of vehicle
  • The total number of riding positions

Slide 121: Completing Applicant Characteristics Part II

Career Fire Departments

Applicant Characteristics (Part II)

Completing Applicant Characteristics (Part II)

When you complete Applicant Characteristics (Part II), click Save and Continue to proceed to the next section, Department Call Volume.

Slide 122: Department Call Volume

Career Fire Departments

Department Call Volume

The Department Call Volume screen requests information describing your department's activities by type of incident response or call.

Enter data for the three 12-month periods, as indicated in the application.

Slide 123: Call Categories

Career Fire Departments

Department Call Volume

Call Categories

There are 10 categories of calls. Each category has a Help section providing descriptions and examples of the types of calls that should be included.
The top portion should contain responses within your first-due response area only.

Mutual and/or automatic aid responses are entered in the last two fields at the bottom of the screen.

When you finish entering the information about your call volume, click Save and Continue.

Slide 124: Describing Your Grant Request

Career Fire Departments

Describing Your Grant Request

The first three sections of the application provide reviewers with a snapshot of your department or organization.

The next section of the application asks you to describe your services and grant request in more detail.

Slide 125: Request Details

Career Fire Departments

Request Details

The Request Details screen is the first in a series of screens where you enter details of your grant proposal.

You will use this screen to select the category for which you are requesting funding.

Career Fire Departments are only eligible for Hiring of New Firefighters and Rehiring of Laid-Off Firefighters Activities.

Slide 126: Request Details

Career Fire Departments

Request Details

Once you select a category on the Request Details screen, it appears in the Category box below.

Because you are starting an application, there will be a zero in the Number of Entries column for the Hiring of Firefighters Category.

Click View Details in the Action column. This takes you to additional Request Details screens where you begin entering the details of your request.

Slide 127: Beginning Your Request

Career Fire Departments

Hiring Category - Request Details

Beginning Your Request

On the Hiring/Rehiring Firefighters Request Details screen, click Add Hiring or Rehiring Activity to begin your request.

The Hiring or Rehiring Activity screen is where you describe your request. You must answer all the questions.

Slide 128: Governing Body Commitment

Career Fire Departments

Hiring Category - Request Details

Governing Body Commitment

The first question on this screen asks, "Have you, as the applicant, discussed this application and its long-term obligations with your governing body and is your governing body willing to accept this long term commitment?"

This question asks you to acknowledge that your department's governing body is in agreement with the staffing requirements under the Hiring Category. Grantees for the Hiring Category are required to maintain their staffing and incur no layoffs during the two-year period of performance.

Important: Disregard the error in the application indicating that grantees must retain SAFER-funded staff for one year following the period of performance
that requirement has been waived. Additionally, the period of performance is now two years, not four years.

Slide 129: Staffing

Career Fire Departments

Hiring Category - Request Details

Staffing

NFPA Standard Desired Compliance

The next set of questions asks you to describe your current and projected staffing levels and NFPA compliance.

Be sure your numbers are accurate.

Important: If you have questions regarding the terms used in these questions, contact the AFG Program Help Desk at 1-866-274-0960.

Slide 130: NFPA Standard Desired Compliance

Career Fire Departments

Hiring Category - Request Details

Staffing

NFPA Standard Desired Compliance

Question 2 asks you to select the line-item that best describes your organization and the NFPA standard you are attempting to meet.

Go to www.nfpa.org/saferactgrant for a description of each standard relating to SAFER Grants.

Slide 131: First-Arriving Engine - Current Staffing

Career Fire Departments

Hiring Category - Request Details

Staffing

First-Arriving Engine - Current Staffing

Question 4a asks, "Given your current staffing levels and the number of structure fires indicated in the "Call Volume" box of your application, what is the average actual staffing level on your first arriving engine company or vehicle capable of initiating suppression activities?"

List the average number of personnel who staffed the first-arriving engine company or vehicle capable of initiating fire suppression activities over the most recent 12-month period.

Base your responses on the same number of structure fires you listed on the Call Volume screen.

Check the Help screen for a definition of the suppression vehicle, if necessary.

Important: If you operate more than one station, provide the average for all first-arriving units.

Slide 132: First-Arriving Engine - Projected Staffing

Career Fire Departments

Hiring Category - Request Details

Staffing

First-Arriving Engine - Projected Staffing

Question 4b asks, "With the additional or restored staffing requested in this application and given the number of structure fires indicated in the Call Volume box of your application, what would be the average actual staffing level on your first arriving engine company or vehicle capable of initiating suppression response?"

The objective of these two questions is to determine the current staffing level of the first-due engine and how staffing would improve with the SAFER-funded positions.

Slide 133: Firefighter Training - EMS Certification

Career Fire Departments

Hiring Category - Request Details

Firefighter Training

EMS Certification

Will the personnel hired be trained to the minimum level of EMS certification as established by the local agency having jurisdiction?

Applicants who train their firefighters to have EMS certification to the minimum level established by the local agency having jurisdiction receive higher consideration for funding.

Slide 134: Personnel Policies

Career Fire Departments

Hiring Category - Request Details

Staffing

Personnel Policies

The last questions ask if your organization seeks to recruit and hire minorities and women and if you have policies guarding against volunteer discrimination. Explain your recruiting efforts in the text box and provide details about the success of your recruiting efforts.

You should also explain in the text box if you have policies in place to prevent volunteer discrimination.

If you require more space than what is provided in the text box, explain the details in your narrative.

Slide 135: Completing Staffing

Career Fire Departments

Hiring Category - Request Details

Staffing

Completing Staffing

When you answer all the questions on this screen, click Save and Continue.

This takes you to the Add Budget Item screen where you will enter your budget.

Slide 136: Hiring Activity - Adding Budget Items

Career Fire Departments

Hiring Category - Adding Budget Items

Click Add Budget Item to build your request for Hiring Firefighters.

The Add Budget Item screen will appear. Use the Add Budget Item screen to enter the line items in your Hiring Category budget.

Important: If you anticipate hiring firefighters at different salary or benefits rates, you must enter a separate Add Budget Item indicating the
number of firefighters to be hired at each salary.

Slide 137: Full-Time Positions

Career Fire Departments

Hiring Category - Adding Budget Items

Full-Time Positions

The first question asks, "What is the type of position being filled with this Hiring activity line item?" If you choose rehiring laid-off firefighters or
retaining firefighters you must answer the next question, which asks if layoff notices have been issued.

If you answered no, you will not be able to apply for either activity. If you answered yes, you will be required to attach copies of the layoff notices.

Slide 138: Full-Time Positions

Career Fire Departments

Hiring Category - Adding Budget Items

Full-Time Positions

The next question asks, "How many full-time firefighter positions, including job-shares, are you requesting?"

Check the Help screens for definitions of these positions, if necessary.

Remember your request to hire firefighters must be for full-time positions. Part-time positions are not eligible for funding.

Job-sharing of full-time positions is allowable.

Slide 139: Starting Salary and Benefits

Career Fire Departments

Hiring Category - Adding Budget Items

Starting Salary and Benefits

Provide the anticipated salary and benefits for the position over a two-year period of performance.

Check the Help screen for a definition of the starting salary, if necessary.

Benefits refer to the employer's share of all types of costs including sick, annual, and holiday leave, hospitalization insurance, and retirement and social security contributions. Amounts paid directly to firefighters should be part of the salary.

Uniforms, training, and physicals are not eligible as benefits costs.

Slide 140: Starting Salary and Benefits

Career Fire Departments

Hiring Category - Adding Budget Items

Starting Salary and Benefits

Important: Due to a technical error, the application requires four years worth of salary data. Only enter the salary amount in the fields provided for the first two years. Enter $1 for years 3 and 4—the system will not allow you to enter $0.

Be sure your figures are accurate. You will be awarded no more than what is shown in your application.

Slide 141: Completing Budget Items

Career Fire Departments

Hiring Category - Adding Budget Items

Completing Budget Items

Your answers to the questions in the Add Budget Item screen are used to build your budget.

The system takes this information, calculates and displays each year's costs for salary and benefits for the life of the grant.

Once you have answered all of the questions, click Save and Continue.

Slide 142: Completing Your Request

Career Fire Departments

Hiring Category - Adding Budget Items

Completing Your Request

You are returned to the Hiring Firefighters Request Details screen where you see the number of firefighters requested, their base salary, and benefits.

You can add additional budget items on this page.

Once you complete all requests, click Return to Summary at the bottom of the screen. This returns you to the main Request Details screen.

Slide 143: Completing Your Request

Career Fire Departments

Hiring Category - Adding Budget Items

Completing Your Request

The Request Information screen now lists the Hiring of Firefighters Category and the number of entries in your request.

Click Continue to Budget to go to the Budget screen and view the line items of your grant request.

Slide 144: Adjusting Your Budget

Career Fire Departments

Hiring Category - Adding Budget Items

Budget Matrix

Adjusting Your Budget

Be sure to review the application Budget Matrix for accuracy, including the totals for each grant year at the bottom of the matrix and the line item totals in the right column for the entire period of performance.

The amounts shown in the Budget are automatically calculated by the system based on your answers to the questions in the previous Request Details screens.

Slide 145: Adjusting Your Budget

Career Fire Departments

Hiring Category - Adding Budget Items

Budget Matrix

Adjusting Your Budget

If you want to change any of the budget amounts on the matrix, you need to change your answers to the questions on the previous Request Details screens. To do this, follow these steps:

Click Go Back at the bottom of the Budget screen OR click the Request Details link from the main menu on the left side of the screen.

  • When you see the main Request Details screen, click View Details in the Action column.
  • On the Hiring Firefighters - Request Details screen, you will see your Hiring Firefighters request.
  • Click Update in the second row of the Action column.

This action takes you to the Update Budget Item screen.

Slide 146: Adjusting Your Budget

Career Fire Departments

Hiring Category - Adding Budget Items

Budget Matrix

Adjusting Your Budget

On the Update Budget Item screen, enter the changes for your request.

After you complete your updates, click Save and Continue.

You are returned to the Hiring Firefighters - Request Details screen where you will see your updates.

When finished, click Return to Summary.

On the main Request Details screen, click Continue to Budget to review your revised Budget Matrix.

Slide 147: Reviewing & Completing the Budget

Career Fire Departments

Hiring Category - Adding Budget Items

Budget Matrix

Reviewing & Completing the Budget

Review the updated Budget Matrix screen, including yearly and line item totals, to ensure your changes are complete and no additional changes are needed.

When you are finished reviewing the Budget screen, click Save and Continue.

The next section you complete is the Narrative Statement.

Continue to the conclusion of this section.

Last Updated: 
04/10/2013 - 11:13
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