Guidance Document for Tribal Grantees
TRIBAL STATEWIDE HEALTH IMPROVEMENT PROGRAM
COMMERCIAL TOBACCO USE, PREVENTION AND CESSATION GRANT
OFFICE OF STATEWIDE HEALTH IMPROVEMENT INITIATIVES
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Guidance Document for Tribal Grantees
Minnesota Department of Health
Office of Statewide Health Improvement Initiatives
PO Box 64882, St. Paul, MN 55164-0882
651-201-5491
http://www.health.state.mn.us/divs/oshii/
December 2015
Upon request, this material will be made available in an alternative format such as large print, Braille or audio recording.
NOTE: Content in this guide is subject to change.
2
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Acknowledgement
This guide was developed in partnership with the American Indian Cancer Foundation (AICAF).
3
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Contents
Acknowledgement ...................................................................................................................................... 3
Introduction ......................................................................................................................................... 6
Purpose ............................................................................................................................................... 6
Background on Tribal SHIP and Tribal Tobacco Grant Funding ....................................................... 6
Healthy Foods and Active Living ........................................................................................................ 6
Tobacco Use ....................................................................................................................................... 7
Culture and health: recommendations from stakeholders.............................................................. 8
Tribal Funding Levels ........................................................................................................................... 9
Grantee Support ................................................................................................................................ 11
Technical Assistance Information ...................................................................................................... 12
Purpose ............................................................................................................................................. 12
OSHII Support ................................................................................................................................... 12
Roles and Sources of Support .......................................................................................................... 12
Types of Technical Assistance.......................................................................................................... 13
How to Request Technical Assistance ............................................................................................. 14
Frequently Asked Questions About Technical Assistance ................................................................. 15
Communications ................................................................................................................................ 16
Overview of Monthly Reporting ........................................................................................................ 17
Tribal SHIP/Tribal Tobacco Monthly Reporting Form........................................................................ 18
Crafting Success Stories ..................................................................................................................... 19
What is a success story? .................................................................................................................. 19
Success stories help you: ................................................................................................................. 19
Why use them?................................................................................................................................. 19
Qualities of a good success story .................................................................................................... 19
Types of success stories ................................................................................................................... 20
What message do you want to convey? ......................................................................................... 20
Suggestions on promoting your success stories ............................................................................. 20
Checklist of Requirements for Tribal SHIP and Tribal Tobacco Grants ............................................. 21
4
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Tribal SHIP and Tribal Tobacco Menu of Strategies .......................................................................... 22
Program Strategies Narrative ............................................................................................................ 29
Budget Narrative Directions .............................................................................................................. 33
Salary and Fringe Benefits................................................................................................................ 33
Contractual Services ......................................................................................................................... 33
Travel................................................................................................................................................. 34
Supplies and Expenses ..................................................................................................................... 34
Other ................................................................................................................................................. 34
Administrative .................................................................................................................................. 34
Indirect Costs .................................................................................................................................... 35
5
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Introduction
Purpose
State funds are available to tribal nations in Minnesota for efforts to implement culturally relevant,
practice and evidence-based strategies targeted at reducing the percentage of Minnesotans who are
obese or overweight and at reducing the use of commercial tobacco and exposure to secondhand
smoke. There are two separate sources of funding and two corresponding grant agreements: Tribal
Statewide Health Improvement Program (Tribal SHIP) and Commercial Tobacco Use and Prevention
and Cessation (Tribal Tobacco) Grant.
This document provides you with information on the Tribal SHIP and the Tribal Tobacco Grants. It
includes the required forms and instructions to complete a prepared work plan and budget.
Completion and submission of these forms by the deadline is a requirement of your current grant
agreements.
Background on Tribal SHIP and Tribal Tobacco Grant Funding
The Minnesota Legislature has made available state SHIP funds (Minn. Stat. §145.986) to tribal
governments for the following purpose:
To address commercial tobacco use and exposure, poor diet, and lack of regular physical
activity in the community, school, worksite or health care settings through a policy, systems
and environmental approach.
It has also allocated tribal tobacco funds (Minn. Stat. §144.396) specifically for reducing the prevalence
of tobacco among youth and addressing tobacco-related health disparities.
The Minnesota Department of Health’s Advancing Health Equity in Minnesota Report to the Legislature
acknowledges that, “Health inequities are directly linked to determined and deliberate efforts of
American federal, state, and local governments to uproot American Indians from their lands, eradicate
their languages and destroy their ways of life.” The destruction of American Indian life ways has
contributed to the persistent health inequities that exist among American Indian populations.
Inequities must be addressed with innovative and culturally appropriate initiatives to advance health
equity for American Indians. These available state funds will be used by tribal nations in Minnesota to
build and strengthen healthy Native communities through healthy eating, active living, and commercial
tobacco prevention and cessation strategies.
Healthy Foods and Active Living
Poor diet and lack of regular exercise contribute to the high rates of diabetes, heart disease, obesity
and cancer in Minnesota’s tribal communities. SHIP funds are focused solely on addressing obesity,
heart disease and diabetes prevention within the state of Minnesota.
6
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Healthy food access and knowledge of traditional indigenous foods are pressing issues that impact
tribal communities. Food insecurity, poverty and diet-related disease disproportionately affect Native
people compared to Minnesota’s general population. Preserving and reclaiming food systems is a
critical means to improving the health of tribal communities for generations to come. It’s important to
understand the roles of sovereignty, culturally based approaches to strengthening community food
practices and strategies for transmitting traditional knowledge.
The original indigenous food systems sustained the health and vitality of Ojibwe and Dakota people in
Minnesota for thousands of years. Wild game, fish harvest, wild rice, maple syrup, wild fruits and
cultivated crops are part of diverse food systems that were intimately intertwined with spiritual and
cultural tradition. Efforts have been underway nationally and in Minnesota to introduce programs that
combine evidence based practice with traditional food knowledge to improve the health and nutrition
of American Indians.
Rapid change from physically active lifestyles to more sedentary ones has also had a grievous impact
on the health of American Indians. Traditional lifestyles allowed for greater energy expenditure from
physical labor naturally integrated into day-to-day activities like hunting, fishing and agricultural work.
Efforts to prevent obesity should work toward producing an environment that supports normalizing
healthy eating and physical activity throughout the entire community.
Tobacco Use
Commercial tobacco use is the single greatest cause of preventable death. In Minnesota, commercial
tobacco use is disproportionately high among American Indian populations; statewide, 59 percent of
American Indians are current smokers (commercial tobacco) compared to 14 percent of all Minnesota
adults.1, 2 In Minnesota, five of the six leading causes of death among American Indians3 – heart
disease, cancer, diabetes, stroke and lower respiratory disease – are related to commercial tobacco
use.4
American Indian communities in Minnesota also report more exposure to secondhand smoke
compared with the general population: 71 percent of American Indian adults1 in Minnesota are
exposed to secondhand smoke at community locations on a regular basis compared to 31 percent of
nonsmokers in the general adult population statewide.2 Three percent of all nonsmoking adults in
Minnesota have been exposed to secondhand smoke in the home in the past seven days in 20142.
Among American Indians in Minnesota, however, 43 percent1 experience daily exposure to
secondhand smoke at home. Secondhand smoke can cause a wide range of adverse health effects,
including cancer, respiratory infections and asthma and may even cause death from lung cancer in
non-smokers. The best way to protect non-smokers from second and third-hand smoke is to create a
smoke-free environment.
Tribal tobacco funding provides guidance and assistance with strategies to reduce tobacco use and
exposure to secondhand smoke and related health disparities among American Indians living in
Minnesota. Tribal tobacco funds support tribal communities, not only in cessation services, but also in
cultural education, which can help youth to differentiate between commercial tobacco and traditional
tobacco that is used for ceremonial purposes. Defining the distinction between the two is integral to
7
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
creating healthy communities that honor cultural traditions while understanding the devastating
impact commercial tobacco has on the health of their people.
The goals of this strategy are to:





Decrease tobacco exposure and use
Reduce tobacco-related disparities
Increase community awareness of tobacco industry practices
Improve enforcement and compliance with youth access and retail regulatory laws
Increase awareness and knowledge of cultural teachings and practices around traditional tobacco
These funds serve to address the high prevalence of commercial tobacco use in tribal communities by
building strong community-based tobacco control programs, system changes like incorporating smokefree policies in community settings, and cultural awareness activities to educate community members
about the harms of commercial tobacco.
Culture and health: recommendations from stakeholders
Despite adversity that Native peoples have faced, indigenous cultural knowledge remains intact in
Minnesota communities. Connecting elders to youth is imperative if this cultural knowledge is to be
retained. Most connections are typically made at the family level, but community-based efforts are
essential as they include traditional activities, teachings and ceremonies. These funds support having a
strong cultural component as an important piece of all strategies and program planning to improve
community health.
Strategies may focus on cultural practices to foster healthy eating, increased physical activity, and to
prevent tobacco use. Strengths of Native communities include:






Long term natural support systems
Shared sense of collective community responsibility
Indigenous generational knowledge and wisdom
Survival skills and resiliency in the face of multiple challenges
Retention of traditional language and cultural practices
Community pride
An important aspect of planning strategies that will work in communities is for members to define
what health and wellness means to them and chart a path to achieving positive change.
________________________________________________________________________
1.
2.
3.
4.
American Indian Community Tobacco Projects. Tribal Tobacco Use Project Survey, Statewide American Indian Community Report.
2013.
ClearWay Minnesota, Minnesota Department of Health. Minnesota Adult Tobacco Survey: Tobacco Use in Minnesota: 2014 Update.
February 2015.
Great Lakes Inter-Tribal Epidemiology Center, Great Lakes Inter-Tribal Council, Inc. Community Health Data Profile: Michigan,
Minnesota, and Wisconsin Tribal Communities 2010. 2011.
Centers for Disease Control and Prevention. Health Effects of Cigarette Smoking.
http://www.cdc.gov/tobacco/data_statistics/fact_sheets/health_effects/effects_cig_smoking/. Accessed August 1, 2013.
8
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Tribal Funding Levels
Listed below are the annual funding awards available to Tribal Governments during the five-year
contract period (Nov. 1, 2014, through Oct. 31, 2019). The tribal funding levels were determined after
discussions with tribal representatives. MDH presented three funding scenarios and after discussions it
was collectively decided to use a base plus per capita funding formula.
Year 1 11/1/14 – 10/31/15
Tribal Governments
Tobacco
T-SHIP
Total
Bois Forte
$51,492
$95,887
$147,379
Fond Du Lac
$54,398
$136,576
$190,974
Grand Portage
$50,926
$87,960
$138,886
Leech Lake
$62,039
$243,545
$305,584
Lower Sioux
$50,902
$87,960
$138,533
Mille Lacs
$54,055
$131,774
$185,829
Prairie Island
$50,418
$80,855
$131,273
Red Lake
$63,639
$265,945
$329,584
Upper Sioux
$50,312
$79,375
$129,687
White Earth
$61,818
$240,453
$302,271
Years 2-4 (annual award)
Tribal Governments
Tobacco
T-SHIP
Total
Bois Forte
$67,460
$82,460
$147,379
Fond Du Lac
$81,991
$96,991
$190,974
Grand Portage
$64,629
$79,629
$138,886
$120,195
$135,195
$305,584
Leech Lake
9
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Years 2-4 (annual award)
Tribal Governments
Tobacco
T-SHIP
Total
Lower Sioux
$64,511
$79,511
$138,533
Mille Lacs
$80,276
$95,276
$185,829
Prairie Island
$62,091
$77,091
$131,273
$128,195
$143,195
$329,584
Upper Sioux
$61,562
$76,562
$129,687
White Earth
$119,090
$134,090
$302,271
Red Lake
10
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Grantee Support
MDH OSHII Community Specialists
Assistance provided: First line of contact.
Contacts:
LaRaye Anderson
Office of Statewide Health Improvement
Initiatives
85 East Seventh Place, Suite 220
P.O. Box 64882
St. Paul, MN 55164-0882
Phone: 218-368-0372
E-mail: [email protected]
Sarah Brokenleg
Office of Statewide Health Improvement
Initiatives
85 East Seventh Place, Suite 220
P.O. Box 64882
St. Paul, MN 55164-0882
Phone: 651-201-5491
E-mail: [email protected]
Tribal Specific Technical Assistance
American Indian Cancer Foundation
Assistance provided: Strategies that work; tribal health equity; work plan development; assessment
and evaluation
Contact: Melanie Plucinski
American Indian Cancer Foundation
615 1st Avenue NE, Suite 125
Minneapolis, MN 55413
Phone: 651-201-5491
E-mail: [email protected]
11
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Technical Assistance Information
Purpose
The purpose of the Minnesota Department of Health’s Office of Statewide Health Improvement
Initiative’s (OSHII) training and technical assistance (TA) is to build the capacity of its grantee staff and
partners to ensure they have the knowledge, skills, abilities and resources they need to successfully
implement OSHII strategies. OSHII’s approach to training/TA will support both strategy-specific and
foundational skills to advance policy, systems and environmental (PSE) change work in obesity
prevention and tobacco control.
OSHII Support
OSHII provides guidance and technical assistance to grantees using a variety of technical resources that
include communications, health equity, community engagement, evaluation, tobacco, healthy eating
and active living content areas along with school, community, clinical and child care settings.
Roles and Sources of Support
MDH staff are available for individualized consultation and support through email and phone. Staff are
to act in a connecting capacity. Community Specialists (CS) and content/strategy experts can provide
information directly to grantees, or they may refer grantees on to contracted TA providers (complete
list will be provided to grantees once available), other external resources or peers. Contracted TA
providers serve as an extension of MDH OSHII by providing support to communities in specific
technical areas.
12
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Types of Technical Assistance
Group Training
Events
• Conference
Calls
• Webinars
Individual
Assistance
• Community
Specialists
• Ongoing 1:1
consultations
(See TA
request
process)
Peer Learning
Opportunities
• 1:1
Networking
• Basecamp
Online
Resources
• Making it
Better:
Minnesota's
Health
Improvement
(MIB) Log
Conference Calls & Webinars
Strategy-specific and foundational skill conference calls and webinars will be held on an as needed
basis. Participation is highly recommended. All calls will be announced in the MIB Log and by email.
Peer Learning Opportunities: Basecamp
OSHII does provide Basecamp as a platform to facilitate peer-to-peer sharing about health
improvement work in Minnesota. This program is mainly focused on county grantees but could also be
used by tribal grantees. Please be aware that some of the information will not apply you. The breadth
and depth of the resources and discussion will depend on the active engagement of the group
members. This is a potential resource for tribal grantees but is not required. MDH will begin work on
the Tribal Basecamp site soon.
Tribal grantees can join Basecamp by emailing [email protected] and requesting
access.
Making it Better: Minnesota’s Health Improvement Log
The Tribal Grantee Announcements section of the Making it Better: Minnesota’s Health Improvement
Log (the MIB Log) is required reading for all Tribal OSHII grantees and will include announcements for
both Tribal SHIP and Tribal Tobacco grants. Any information about general grant-related requirements
or deadlines for grantees will be communicated through the Tribal Grantee Announcements Section of
the MIB Log and the grantee’s CS.
OSHII will share resources, events, grantee announcements and other information through this digital
newsletter. The other sections will contain resources and information that you may find useful but
won’t necessarily apply to tribal grantees. If you have questions about something you have read in the
MIB Log, please direct them to your CS.
13
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
The Log will be distributed every Thursday to grantees via an email from your CS. Grantee partners and
others can also receive the Log by emailing [email protected] and requesting access.
How to Request Technical Assistance
You can request technical assistance one of two ways:
1. Contact your CS detailing your TA needs. From there, your CS will do one of the following:
 Refer you to an OSHII content/setting expert
 Refer you to an external TA provider
 Connect you with another grantee in a similar situation and/or region
2. Contact a TA provider or OSHII content/setting expert directly. Determine which provider would
best serve your needs, and contact them directly. Please be sure to copy your CS on the email.
Initial responses to TA requests will occur within 72 hours.
14
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Frequently Asked Questions About
Technical Assistance
Will we receive everything we ask for?
Our goal is to respond to every request for support in a way that addresses your needs with resources
that are available. Given that, we do have limited resources and may not be able to accommodate all
requests.
What if we have multiple needs in different areas?
There is no limit to the number of requests a grantee can have at one time. If you have a large number
of requests, please contact your CS who can help you to prioritize your needs and refer to you to the
correct technical assistance provider(s).
What if we want to work with someone who is not an OSHII technical assistance provider?
You are free to contract directly for other technical assistance needs you may have. Please follow the
protocol for workplan, budget and contract approvals and coordinate with your assigned CS.
What if we want more support from a particular provider than can be supported by OSHII?
You are encouraged to develop your own contracts with providers, outside of those in place by OSHII,
after the appropriate workplan, budget and contract approvals from your CS.
15
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Communications
All communication pieces require MDH approval including: ads for radio, television, movie theaters,
newspapers; printed and electronic marketing materials (posters, fliers, newsletters, brochures, fact
sheets, displays); news/press releases, letters to the editor, public service announcements, news
conference materials; scripts for radio/TV programming; PowerPoint presentations; letters that are
part of a larger outreach effort; promotional items; sponsorships; signs; and surveys.
All communication should include the MDH logo and the following statements for the corresponding
grant:
Tribal SHIP
“Supported by the Statewide Health Improvement Program (SHIP), Minnesota Department of Health.”
Tribal Tobacco
“Supported by the Minnesota Department of Health.”
Your Community Specialist can provide you with the appropriate MDH logo for your use.
The logo and style guide can also be found on the Brand MDH website:
http://www.health.state.mn.us/about/brand/index.html
16
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Overview of Monthly Reporting
**Invoices will not be processed until monthly progress report has been
submitted**
Monthly progress reports should be submitted for each grant program within 45 days after the end of
the month according to the following schedule:
Month
Progress Report Submission Date
November 1, 2015 – November 30, 2015
January 15, 2016
December 1, 2015 – December 31, 2015
February 15, 2016
January 1, 2016 – January 31, 2016
March 15, 2016
February 1, 2016 – February 28, 2016
April 15, 2016
March 1, 2016 – March 31, 2016
May 15, 2016
April 1, 2016 – April 30, 2016
June 15, 2016
May 1, 2016 – May 31, 2016
July 15, 2016
June 1, 2016 – June 30, 2016
August 15, 2016
July 1, 2016 – July 31, 2016
September 15, 2016
August 1, 2016 – August 31, 2016
October 15, 2016
September 1, 2016 – September 30, 2016
November 15, 2016
October 1, 2016 – October 31, 2016
December 15, 2016
November 1, 2016 – November 30, 2016
January 15, 2017
December 1, 2016 – December 31, 2016
February 15, 2017
January 1, 2017 – January 31, 2017
March 15, 2017
February 1, 2017 – February 28, 2017
April 15, 2017
March 1, 2017 – March 31, 2017
May 15, 2017
April 1, 2017 – April 30, 2017
June 15, 2017
May 1, 2017 – May 31, 2017
July 15, 2017
June 1, 2017 – June 30, 2017
August 15, 2017
July 1, 2017 – July 31, 2017
September 15, 2017
August 1, 2017 – August 31, 2017
October 15, 2017
September 1, 2017 – September 30, 2017
November 15, 2017
October 1, 2017 – October 31, 2017
December 15, 2017
17
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Tribal SHIP/Tribal Tobacco Monthly
Reporting Form
**Please submit a success story in your choice of format (digital storytelling,
success story template, Photo Voice, etc.) at the end of Quarters 2 and 4.
1. Please list the program activities completed this month (meetings, events, etc.) For each, estimate
the number of people reached if applicable.


2. Please list/describe any new partnerships or connections developed this month. (Add bullets as
needed)


3. What went well this month (program successes)? (Add bullets as needed)


4. What didn’t go well or as planned this month? (program barriers) (Add bullets as needed)


5. Please describe the expenses on this month’s invoice and how they support program activities.
6. Please list any questions or items to discuss with your Community Specialist this month. Include
any technical assistance needs. (Add bullets as needed)


18
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Crafting Success Stories
Guidance for grantees
What is a success story?
A success story is a simple description of your effort’s progress, achievements or lessons learned.
Success stories help you:

Motivate audiences to action

Engage partners/volunteers/funders

Increase/attract support for your work

Show progress when outcomes can’t be realized immediately
Why use them?
Consider the success story as another tool in your communications toolbox. Stories help you explain
your work in a way that has impact and is understandable. Stories are much more likely to be
remembered and retold than just facts or statistics. Success stories give your efforts life! Putting a
human face on PSE work is essential in building continued support for your efforts.
Qualities of a good success story

Know your audience—what do they care about?

Have a clear message.

Use quotes to add color.

Include photos if they support your story.
Note: All photos that contain recognizable people must have a photo release form completed and
signed.
A release form is available at:
http://www.health.state.mn.us/healthreform/ship/communications.html
19
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Types of success stories



Upstream—Your program is in its early stages. While you don’t have any local data/outcomes, you
may emphasize national data at this point.
Midstream—You haven’t achieved your long-range goals yet, but you have some promising
examples of early change.
Downstream—By now, life on the street has changed. You have demonstrated outcomes that you
can convey to your stakeholders.
What message do you want to convey?

What’s changed due to your efforts?

How will/has this effort make/made a difference in the big picture?

How did it lead to healthier behavior?

Who and how many people will /has the effort affect (when known)?

What partners did you work with on this project?

What are the evaluation or data results from the strategy?
Suggestions on promoting your success stories

In e-newsletters

On your website

At events

On social media
Some of the content was adapted from Impact and Value: Telling your Program’s Story. Atlanta,
Georgia: Centers for Disease Control and Prevention, National Center for Chronic Disease Prevention
and Health Promotion, Division of Oral Health, 2007 (available at
http://www.cdc.gov/OralHealth/publications/library/pdf/success_story_workbook.pdf)
20
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Checklist of Requirements for Tribal SHIP
and Tribal Tobacco Grants
PLEASE SELECT TRIBAL SHIP AND TRIBAL TOBACCO ACTIVITIES FROM THE
MENU OF STRATEGIES PRIOR TO COMPLETING THE WORK PLAN (PAGE 34)
AND BUDGET (PAGE 35)
Grantees must submit the following documents to MDH by October 16, 2015:
Program Strategies Narrative:
 November 1, 2015 – October 31, 2016
Tribal SHIP Work Plan covering:
 November 1, 2015 – October 31, 2016
Tribal SHIP Budget Form and Line-Item Budget covering:
 November 1, 2015 – October 31, 2016
Tribal SHIP Budget Narrative
Tribal Tobacco Work Plan covering:
 November 1, 2015 – October 31, 2016
Tribal Tobacco Budget Form and Line-Item Budget covering:
 November 1, 2015 – October 31, 2016
Tribal Tobacco Budget Narrative
Please send the above required documents to your Community Specialist by 4:30 P.M. October 16,
2015. You may submit documents earlier if you complete them prior to the deadline. Submit all
documents as attachments in an email addressed to your Community Specialist.
LARAYE ANDERSON
218-368-0372
SARAH BROKENLEG
651-201-5491
[email protected]
[email protected]
21
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Tribal SHIP and Tribal Tobacco Menu of
Strategies
MDH developed this menu of strategies to include those with demonstrated effectiveness based on
research and proven best practices, and from recommendations from the Stakeholder Input Process
American Indian Community Project (SIPAIC). One of the aims of the SIPAIC was to identify how
evidence-based practices and other promising practices could be culturally adapted for American
Indian communities to address obesity and commercial tobacco abuse and exposure. Findings from
that process are incorporated here and throughout this guidance document.
This menu of strategies is organized by setting: Schools, Workplace, Healthcare and Community. Each
setting includes strategies for healthy eating, active living and commercial tobacco.
For the 11/1/2015-10/31/2016 grant period:


Select at least 1-3 healthy eating or active living activities in any setting.
Select at least 1-2 commercial tobacco prevention activities in any setting.
**If you do not see a strategy/activity here that you would like to include in your
work plan, please contact your Community Specialist to discuss the proposed
strategy. For more information about strategies in the menu, please contact your
CS. **
Include each of the strategies you select in your work plan for the upcoming grant year. (See work
plan template on pg. 31)
**Please note in workplan if the strategy is focused on the 60+ population. **
22
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
School Setting
Behavior
Activity Examples
COMMERCIAL
TOBACCO
Decrease exposure to commercial tobacco smoke through:
HEALTHY
EATING
Increase access and availability of healthy food in schools through:
Working on engagement* or assessment*, activities related to your selected
strategy (see definition below menu of strategies)
Commercial Tobacco-Free environment policies
Enhance enforcement practices for new and existing commercial tobacco policies
Working on engagement* or assessment*, activities related to your selected
strategy (see definition below menu of strategies)
Healthy foods snacks outside of the school day through vending, concessions,
school stores or snack carts or after school program offerings
Healthy snacks during the school day including celebrations and special events
and/or offer non-food rewards for making healthy choices
Increase amount of fruits and vegetables in daily school lunch portions (improve
nutritional quality of school lunches)
Farm to School
School-based agriculture (can include education on harvesting and preparing
traditional Native foods)
23
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
ACTIVE LIVING
Increase availability of physical activity in schools through:
Working on engagement* or assessment*, activities related to your selected
strategy (see definition below menu of strategies)
Active recess (Indoor recess training, payment for substitute and per
diem/mileage for teacher trainings, staff supplies)
Active classrooms
Implementing active recess (Increasing options, increasing equipment, incorporate
active cultural wellness activities including traditional games)
Before and/or after school through physical activity opportunities (intramurals,
physical activity clubs like lacrosse or dancing with cultural education, integration
with school child-care, offering open gym opportunities)
Increase availability of safe outdoor recreation (includes improving built
environment)
Safe Routes to School (Walk! Bike! Fun! Curriculum, travel plans, remote drop-off,
bike share program)
Workplace Setting
Behavior
Activity Examples
COMMERCIAL
TOBACCO
Decrease use of commercial tobacco products and exposure to commercial tobacco smoke
through:
Working on engagement* or assessment*, activities related to your selected
strategy (see definition below menu of strategies)
Commercial Tobacco-Free environment policies (Can include tribal buildings,
vehicles, hotel spaces, meeting spaces, outside area of buildings, etc.)
Interventions (group or individual) with culturally-tailored cessation materials
delivered by a trained cessation counselor
Enhance enforcement practices for new and existing commercial tobacco policies
24
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
HEALTHY
EATING
Working on engagement* or assessment*, activities related to your selected
strategy (see definition below menu of strategies)
Increase access to healthy eating through:
Healthy foods at meetings policy
Healthy vending or snack options
Improve nutritional quality of cafeteria or catering options (limit unhealthy
catering options)
Breastfeeding
Working on engagement* or assessment*, activities related to your selected
strategy (see definition below menu of strategies)
Strengthen breastfeeding support, facilities (ex: lactation rooms, support groups)
and education, including relevant cultural education)
ACTIVE LIVING
Working on engagement* or assessment*, activities related to your selected
strategy (see definition below menu of strategies)
Increase access to active living through:
Access to opportunities and facilities
o Lunchtime workout programs (Walking, yoga, biking, tai chi, etc.)
Flexible scheduling (promoting group walks, walking meetings, etc.)
Active commuting
Increase walkability around workplaces (sidewalks, paths, safe outdoor spaces)
25
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Health Care Setting
Behavior
Activity Examples
CommunityClinic Linkages
Increase Clinic-Community Linkages through partnerships supporting access to evidencebased and practice-based health care prevention services.
Working on engagement or assessment, activities related to your selected
strategy (see definition below menu of strategies)
Tobacco cessation
Pediatric and Adult Obesity (e.g., Diabetes Prevention Program)
Falls Prevention
Chronic Disease Self-management Program
Breastfeeding support
Nutrition Screening Initiative* (see definition below menu of strategies)
Screen Council Refer Follow Up (SCRF) in clinical settings
Community Setting
Behavior
COMMERCIAL
TOBACCO
Activity Examples
Working on engagement* or assessment*, activities related to your selected
strategy (see definition below menu of strategies)
o Point of Sale Retail Environment Assessment
Traditional tobacco agriculture, culture classes and camps (youth, adults, Elders)
Anti-Commercial Tobacco Messaging powwow/Wacipi
Prevention and education programs specifically for youth (can include media
campaign, Photo Voice, digital story-telling, presentations)
Language revitalization efforts where lessons focus on traditional tobacco
teachings
Culturally specific signage for non-smoking areas or other messaging about
tobacco
Enhance enforcement practices for new and existing commercial tobacco policies
26
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
HEALTHY
EATING
Increase food availability through the following activities:
ACTIVE LIVING
Increase availability of physical activity through:
Working on engagement* or assessment*, activities related to your selected
strategy (see definition below menu of strategies)
Community-based agriculture/harvesting/gathering of Indigenous foods
o Must include year-round activities
o Organizing a course for food service staff (such as Head Start cooks,
elderly meal program staff, school staff) and other community members,
such as food shelf volunteers, on traditional foods and their preparation
as well as how to incorporate them into their menus
o Train community members to teach food preservation techniques
following safe preservation practices or train
o Train community member and garden participants on good agricultural
practices, harvesting /gathering techniques, as well as traditional growing
and harvesting practices
Food Sovereignty Community Assessment
Healthy powwow vending and healthy event concessions
Farmer’s Markets
Food demos to introduce highly available products
Healthy retail approaches (corner stores, mobile markets, catering, vending,
powwow vending, grocers)
Menu changes and improved feeding practices
o Ex: Elderly Nutrition Programs (ENP)
Emergency Food Programs
Breastfeeding support, facilities (ex: lactation rooms, support groups) and
education, including relevant cultural education
Working on engagement* or assessment*, activities related to your selected
strategy (see definition below menu of strategies)
Access to and development of places for physical activity, with a focus on walking,
running, bicycling and swimming
Healthy powwow promoting physical activity for all attendees
Improved environmental supports for physical activity, both indoors and outdoors
(youth and Elder focus)
o Limited screen time
o Support for any enhancement of safety to increase access of
indoor/outdoor spaces (e.g. animal control policy initiatives, procedures
or enforcement support)
Improve or increase opportunities for physical activity
o Transportation policies to increase access
o Offer classes on varied schedule
27
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
*Assessment: Assessment can include conducting community assessments, identifying stakeholders
and potential partners, and planning awareness-raising and outreach strategies. These efforts may
include:


Convening community members and stakeholders to identify community needs, assets, current health behavior, and
perspectives related to the health behavior in the community.
Identifying and engaging existing groups or partners to build partnerships and foster collaboration.
*Engagement: Engagement efforts should raise awareness and identify culturally appropriate
approaches and community action priorities before and throughout implementation. Engagement
efforts may include:




Hosting meetings to solicit input from community members to inform the project.
Involving community members in considering and prioritizing the activities to implement that would be most culturally
and locally appropriate.
Identifying appropriate model(s) (e.g., peer-to-peer, train-the-trainer, community health worker, etc.) and possible
technical assistance providers for community-based outreach and mobilization to build community capacity.
Educating and informing the community and stakeholders to raise awareness about selected strategy.
Nutrition Screening Initiative: The warning signs of poor nutritional health are often overlooked,
especially in older adults. A checklist screening procedure can assist in finding whether a patient may
be at nutritional risk.

DETERMINE: disease, eating poorly, tooth problems, economic issues, reduced social contact,
multiple medicines, involuntary weight loss/gain, needs assistance in self-care, elder years above
age 80. More information and the checklist can be found here:
http://www.cdaaa.org/images/Nutritional_Checklist.pdf
28
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Program Strategies Narrative
Please provide a brief description for each strategy you selected from the menu of strategies for the grant year
from Nov. 1, 2015, through Oct. 31, 2016. Include additional details about each strategy on the work plan.
Example
Strategy (from menu): Farm to School
Behavior addressed (healthy eating, active living or commercial tobacco): Healthy eating
Setting: Schools
Program description (2-3 sentences): For this strategy, we have identified a local farmer who is willing to donate land to the
school. The first year will be a planning year, with the ultimate goal of involving kids at the elementary school in planting,
harvesting, and consuming healthy foods grown on this land. The plot will include healthy native foods and medicines, and
curriculum will include teaching students about traditional foods.
Strategy 1
Strategy (from menu):
Behavior addressed (healthy eating, active living, commercial tobacco):
Setting:
Program description (2-3 sentences):
Strategy 2
Strategy (from menu):
Behavior addressed (healthy eating, active living, commercial tobacco):
Setting:
Program description (2-3 sentences):
Strategy 3
Strategy (from menu):
Behavior addressed (healthy eating, active living, commercial tobacco):
Setting:
Program description (2-3 sentences)
29
Tribal SHIP and Tobacco Grant Workplan and Timeline: November 2015 - October 2016
**see heading definitions below**
Quarter 1
Strategy
Behavior
Setting
Action Steps
Quarter 2
Quarter 3
Quarter 4
Staff
Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct
Deliver traditional Food
System/Culture classes
Community based
agriculture: Provide
access to fresh produce
for the community.
Healthy
eating
Community
Jim
x
x
Buy materials & Prepare
space (till, build raised beds, Steve
etc.)
and Jim
Start seeds
Carol
Plant seedlings
All
Harvest /Seed Saving
All
Conduct Assessment
Analysis
Community food
sovereignty Assessment
Healthy
eating
Community
Present Results
**Please note in workplan if the strategy is focused on the 60+ population.
Strategy: The strategy you selected from the menu of strategies
Behavior: Indicate if this strategy addresses healthy eating, active living, or commercial tobacco
Setting: Indicate the setting for the strategy (school, workplace, health care, community)
Action steps: The steps you need to take to implement the strategy
Staff: Write in the staff name and/or title responsible for each action item
31
x
x
x
x
x
x
x
x
x
x
x
x
x
x
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Budget Form
*Please include a more descriptive line-item budget for the grant year as an attachment.*
**Tribal SHIP funding can only be used to address healthy eating and active living
strategies, while tobacco strategies can only be addressed using Tribal Tobacco
funds. **
November 1, 2015 – October 31, 2016 Grant Year
Expenses by Category
Tribal SHIP
Tribal Tobacco
Salaries and Fringe Benefits
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Contractual Services
Travel
Supplies and Equipment
Other Costs
Administrative /Indirect Costs
Total Amount
32
GUIDANCE DOCUMENT FOR TRIBAL GRANTEES
Budget Narrative Directions
**Tribal SHIP funding can only be used to address healthy eating and active living
strategies, while tobacco strategies can only be addressed using Tribal Tobacco
funds. **
Include a narrative that explains each budget line item for your annual budget request. Your budget
must be consistent with your proposed activities, and your budget narrative should justify your
proposed expenditures. All costs included in the budget must be directly related to the Tribal SHIP and
Tribal Tobacco funding.
The funding amounts in your budget narrative should match the funding amounts on your Budget
Form.
Include in the narrative the following areas as appropriate.
Salary and Fringe Benefits
For each proposed staff person who will work directly on the grants, indicate: the position title and
name of the staff person if known; the full-time equivalent (see definition below) to be charged to the
grant; the actual or expected rate of pay; the fringe benefits; and the total amount expected to be paid
for the staff person. If the grant will not be the only funding source for the staff person, indicate the
amount of salary and fringe benefits that will be paid by other funding sources.
The staff included in this section of the budget narrative should be the same as the staff included in the
staffing narrative.
“Full-time equivalent” (or FTE) is defined as the percentage of time a person will work. To calculate the
FTE, divide the hours the person will work by the standard number of work hours, which is 40 hours
per week, 174 hours per month, or 2,080 hours per year. For example, a person who works 20 hours
per week is a 0.50 FTE (20 divided by 40 equals 0.50).
Contractual Services
For each proposed contract, indicate: the scope of work, including tasks and deliverables, that the
contractor will provide; the time period for the contract; the total amount expected to be paid to the
contractor; the name of the staff person who will supervise or manage the contract; the name of the
contractor, if known; whether the contractor is non-profit or for-profit, if known; and the method to be
used to select the contractor, such as bids, requests for proposals, or sole-source.
Prior written approval must be obtained from MDH for all contracts.
33
Travel
Include the costs of your in-state travel, indicating the number of miles you expect to travel and the
mileage rate you will pay, or the expenses of an agency-owned vehicle you expect to charge to the
grant. Grantees will be reimbursed for travel and subsistence expenses in the same manner and in no
greater amount than provided in the current "GSA Plan” promulgated by the U.S. General Services
Administration. The current GSA Plan rates are available on the official U.S. General Services
Administration website.
Grant funds cannot be used for out-of-state travel without prior written approval from the state’s
authorized representative.
Supplies and Expenses
Indicate the expected costs for general operating expenses, such as office supplies, postage,
photocopying, printing, telephone equipment and services, Internet connection costs, teleconferences,
videoconferences, meeting space rental, and equipment purchases or rental.
Include the costs you expect to have to ensure that community representatives who are included in
your activities can participate fully. Examples include transportation and child care.
Funds may be used to purchase computers that will be directly used for your proposed activities, but
funds may not be used to purchase any individual piece of equipment that costs more than $3,000.
Other
Describe any other expected grant-related costs that do not fit on any other line item. Examples
include purchases of educational or promotional materials, media expenses, conference sponsorships
and incentives. No incentive may be over $10 per person per event, the total amount of your budget
for incentives may not exceed 5 percent of the program budget and may not be provided in the form
of cash.
Funds may not be used for alcohol, gifts for staff, capital improvements or alterations, cash assistance
paid directly to individuals to meet their personal or family needs, any individual piece of equipment
that costs more than $3,000 or any cost not directly related to the grant.
Administrative
These are expenses not directly related to delivering grant objectives, but necessary to support a
particular grant program. Examples may include a portion of administrative, accounting, human
resources, or IT support and other general office expenses.
These items should be included in the grantee budget as specific budget line items such as direct
expenses for salaries and fringe, office expenses and supplies, contractual, etc. To be included as direct
costs, these expenses must be attributable and appropriately tracked to specific awards.
34
Indirect Costs
These are expenses of doing business that cannot be directly attributed to a specific grant program or
budget line item. These costs are often allocated across an entire agency and may include: executive
and/or supervisory salaries and fringe, rent, facilities maintenance, etc.
35