2013 CBCAP Program Instruction

How do states apply for funding in CBCAP?

The Governor in each state designates a lead entity to administer the funds for the implementation of community-based and prevention-focused programs and activities designed to strengthen and support families to prevent child abuse and neglect. Once designated, State lead agencies must then submit an application for funding annually. The instructions for this application are included in a program instruction (PI) that is released in the spring of each year. Links to the document and associated attachments are directly above.

To view a listing of the currently designated state lead agencies by state, click here.

How do I submit my annual application for funds?

States are strongly encouraged to submit the application electronically. If the State submits the application electronically, it must include the appropriate electronic signatures from authorized officials. Electronic applications should be sent by email to: This e-mail address is being protected from spambots. You need JavaScript enabled to view it by the due date (June 3, 2013). Applications must be submitted in Microsoft Word or Adobe Acrobat format.

lf a State chooses to submit the application to OCAN by regular mail, commercial delivery, or by hand, it should be addressed to:
Community-Based Child Abuse Prevention Program
Office on Child Abuse and Neglect
Attention: Rosie Gomez
1250 Maryland Ave., S.W.
8th Floor, # 8121
Portals Building
Washington, D.C. 20024
Phone: 202-205-7403
Email: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

An original and one copy should be sent. The signed original, including all attachments, must be submitted to the CBCAP Federal Project Officer at the Office on Child Abuse and Neglect by the due date (this year due June 3, 2013). A copy should also be sent to the designated Regional Officer which can be found at our contacts page.

For more information, please refer to page 24-25 of the PI.

How much is the funding allotment for each state or program?

The appropriation for FY 2013 is currently anticipated at $41.52 million. Of that allotment, 1% must be set aside for purposes spelled out in legislation. These are to 1) fund Indian tribes and tribal organizations and migrant programs, 2) continue funding for the NRC for CBCAP, and 3) continue funding for program support.

The remainder of the funds are distributed to states and territories under a formula grant. This process allows that:

• Seventy percent (70%) of the funds will be allotted proportionately among the states based on the number of children under age 18 residing in each state, except that no state shall receive less than $175,000,
  NOTE: Given the increase in the FY 2005 appropriation, a decision was made to set the minimum grant for this 70% portion to $200,000 so that all States may benefit from the increase. Future-year minimum grants will depend on the availability of funds appropriated annually for this program, “except that no State shall receive less than $175,000.”
• Thirty percent (30%) of the funds will be allotted proportionately among the states based on the amount of private, State or other non-Federal funds leveraged and directed through the currently designated state lead agency in the preceding fiscal year.

The funding allotments are estimations each year based on the variables present in determining funding amounts. Each state must provide cash match of 20% in non-Federal funding of the total allotment. The match funds may come from state or private funding.

 2011 Final Allocations 

What changes in CBCAP programs have been initiated with recent program instructions to states?

The program instructions issued to states in April of 2011 changed in a couple of areas for CBCAP State Lead Agencies. Some of these changes were based on feedback from State Lead Agencies. The changes include:

• Like last year, the FY2010 Annual Report (for activities covering the implementation period from October 1, 2009 through September 30, 2010) is due at the same time of the application this year.   We would like the Application and Annual Report combined into one single document this year.
• We have added several other key programs such as Maternal, Infant, and Early Childhood Home Visiting Program, and the Supporting Evidence-based Home Visiting (EBHV) Programs (Attachment 4).  We strongly encourage you to review this list of programs for potential collaboration.
• There is a stronger emphasis on involving parents in the planning and program implementation of the lead agency and entities carrying out local programs.
• CBCAP leads are required to provide services to:
  • unaccompanied homeless youth
  • adult former victims of domestic violence or child abuse or neglect or domestic violence
  • homeless families and those at risk of homelessness
• CBCAP leads have the Opportunity to provide:
  • substance abuse treatment services
  • domestic violence services (domestic violence service programs that provide services and treatment to children and their non-abusing caregivers)
• CBCAP leads are not require to describe the results of a Peer review process.;however, state leads could us the peer review process to help fulfill the requirement  to  describe the results of an evaluation, or the outcomes of monitoring, conducted under the State program to demonstrate the effectiveness of activities conducted under this title in meeting the purposes or program.
• The funding availability amounts and tentative allocation amounts have been updated (Attachment 9).

To view the PI from previous years, click here to go the Children's Bureau web site.

What is the formula for funds leveraging and is there a ceiling above which leveraged funds will no longer effect a state's discretionary amount?

According to the CBCAP Program Instructions, 70% of the funds are allotted based on the number of children under 18 in the State according to the most recent Census data. Thirty percent of the funds are allotted proportionally among the States based on the amount on private, State, non-Federal funds directed and leveraged through the currently designated State lead agency on the preceding Federal fiscal year. However, there is no specific formula that States can use to estimate the return on their leveraged fund claim each year because the amount any given State leverages may vary significantly each year. Since the amount available is directly related to the sum of these variable amounts from all the States, it is impossible to provide any estimates on a “ceiling amount.” The amount a State receives is directly proportional to the amount of total leveraged fund claims submitted that year.

Can the lead agency claim money used as match from the previous year as part of leveraged funding in this year's grant application?

You may claim the money that is used for match in one year as part of your leveraged claim for the next year as long as the money is not leveraged to claim for any other source of federal funds, the funds were directed through the lead agency, and the lead agency has not changed between fiscal years.

Can CBCAP funds be used to fund evaluation?

CBCAP funds can be used to evaluate your funded programs and their effectiveness. Based on the current emphasis in the field for evidence-based and evidence-informed practice, it is wise to use a portion of funds to evaluate the attainment of positive outcomes for families and communities. For the Children’s Bureau discretionary (competitive) grants program, it is recommended that projects spend approximately 10-15% of their budget for evaluation purposes.

What are the time frames under CBCAP for obligating and liquidating funds?

States will now have three years to obligate AND liquidate the grant funds.  Please note that prior year’s grants allowed States to liquidate in five years. For more information on this, please see page 25 in the PI.

What reporting requirements are present for CBCAP grantees?

State lead agencies are required to submit a report annually for activity from the previous year. Reports have previously been due 90 days after the close of each Federal fiscal year (ie: December 31). With the issuance of the 2008 PI this process is changing however. Starting with the 2009 application, the report and application will be one process. As before, these reports are submitted by the state lead agency to the Federal Regional Office and to the Federal Program Officer.

Once these reports are submitted, FRIENDS completes a summary of each state’s report to examine for trends and areas of focused programming. To read these annual summaries, click here.