Administrative Code

Virginia Administrative Code
Title 22. Social Services
Agency 30. Department for Aging and Rehabilitative Services
1/21/2020

Chapter 50. Policies and Procedures for Administering the Commonwealth Neurotrauma Initiative Trust Fund

Part I
Definitions and General Information

22VAC30-50-10. Definitions.

The following words and terms when used in this chapter shall have the following meanings unless the context clearly indicates otherwise:

"Advisory board" means the Commonwealth Neurotrauma Initiative Advisory Board.

"Commissioner" means the Commissioner of the Department for Aging and Rehabilitative Services.

"Department" means the Department for Aging and Rehabilitative Services.

"Fund" means the Commonwealth Neurotrauma Initiative Trust Fund.

"Neurotrauma" means an injury to the central nervous system (i.e., a traumatic spinal cord or brain injury) that results in loss of physical functions, cognitive functions, or both.

"RFP" means a request for proposals issued by the advisory board seeking applications for grant moneys in the fund.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia.

Historical Notes

Former 12VAC5-185-10 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; amended and adopted as 22VAC30-50-10, Virginia Register Volume 19, Issue 9, eff. February 13, 2003; amended, Virginia Register Volume 25, Issue 24, eff. September 3, 2009; Volume 33, Issue 2, eff. October 19, 2016.

22VAC30-50-20. Statement of general policy.

The Commonwealth of Virginia has recognized the need to prevent traumatic spinal cord and brain injuries and is committed to improving the treatment and care of Virginians with traumatic spinal cord and brain injuries. By creating the fund and authorizing the advisory board to administer the fund, the Commonwealth of Virginia makes grant funds available to Virginia-based organizations, institutions, and researchers to address these needs. The advisory board administers the fund to carry out the intent of the law in accordance with its authority.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia.

Historical Notes

Former 12VAC5-185-20 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; adopted as 22VAC30-50-20, Virginia Register Volume 19, Issue 9, eff. February 13, 2003; amended, Virginia Register Volume 25, Issue 24, eff. September 3, 2009; Volume 33, Issue 2, eff. October 19, 2016.

22VAC30-50-30. Disbursement of funds.

A. This chapter serves to (i) establish policies and procedures for soliciting and receiving applications for grants from the fund, (ii) establish criteria for reviewing and ranking such applications, and (iii) establish procedures for distributing moneys in the fund, which shall be used solely to provide grants to Virginia-based organizations, institutions, and researchers.

B. Forty-seven and one-half percent of the moneys in the fund distributed under this chapter shall be allocated for research on the mechanisms and treatment of neurotrauma; 47-1/2% of the moneys shall be allocated for rehabilitative services (i.e., the development of innovative, model community-based rehabilitative programs and services for individuals with neurotrauma); and 5.0% of the moneys shall be allocated for the department's costs for administering and staffing the fund and advisory board.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia.

Historical Notes

Former 12VAC5-185-30 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; amended and adopted as 22VAC30-50-30, Virginia Register Volume 19, Issue 9, eff. February 13, 2003; amended, Virginia Register Volume 20, Issue 18, eff. June 18, 2004; Volume 25, Issue 24, eff. September 3, 2009; Volume 28, Issue 24, eff. August 30, 2012; Volume 33, Issue 2, eff. October 19, 2016.

22VAC30-50-40. Compliance with the Administrative Process Act.

Chapter 40 (§ 2.2-4000 et seq.) of Title 2.2 of the Code of Virginia (the Administrative Process Act) governs the promulgation and administration of this chapter and applies to any appeal of a case decision made pursuant to or based upon this chapter.

Statutory Authority

§§ 51.5-12.4 and 51.5-14 of the Code of Virginia.

Historical Notes

Former 12VAC5-185-40 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; amended and adopted as 22VAC30-50-40, Virginia Register Volume 19, Issue 9, eff. February 13, 2003.

22VAC30-50-50. Application of exemption to the Virginia Freedom of Information Act.

Pursuant to subdivision 12 of § 2.2-3705.5 of the Virginia Freedom of Information Act, Chapter 37 (§ 2.2-3700 et seq.) of Title 2.2 of the Code of Virginia, records submitted to the advisory board as a grant application, or accompanying a grant application, pursuant to Article 12 (§ 51.5-178 et seq.) of Chapter 14 of Title 51.5 of the Code of Virginia and this chapter are excluded from the requirement of open inspection to the extent that they contain medical or mental health records or other data identifying individual patients, or proprietary business or research-related information produced or collected by an applicant in the conduct of or as a result of study or research on medical, rehabilitative, scientific, technical, or scholarly issues. This exemption shall apply when the information has not been publicly released, published, copyrighted, or patented, if the disclosure of the information would be harmful to the competitive position of the applicant. The advisory board intends to rely upon this exemption in order to encourage the submission of applications.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia

Historical Notes

Former 12VAC5-185-50 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; amended and adopted as 22VAC30-50-50, Virginia Register Volume 19, Issue 9, eff. February 13, 2003; amended, Virginia Register Volume 25, Issue 24, eff. September 3, 2009; Volume 33, Issue 2, eff. October 19, 2016.

Part II
Soliciting and Reviewing Applications

22VAC30-50-60. Requests for proposals.

The advisory board shall solicit applications for grants of moneys from the fund by issuing RFPs from time to time. These RFPs shall be issued at the discretion of the advisory board and shall depend upon the availability of moneys in the fund. Each application for a grant must be submitted in response to an actual RFP and received by a deadline specified in the RFP.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia.

Historical Notes

Former 12VAC5-185-60 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; adopted as 22VAC30-50-60, Virginia Register Volume 19, Issue 9, eff. February 13, 2003; amended, Virginia Register Volume 25, Issue 24, eff. September 3, 2009; Volume 33, Issue 2, eff. October 19, 2016.

22VAC30-50-70. Grant reviewers and technical advisors.

The advisory board may choose, at any time, to appoint grant reviewers or other technical advisors, or both, to assist in reviewing and ranking applications. Such reviewers and advisors may represent medical researchers, medical practitioners, community-based service providers, consumers, advocates for consumers, or others deemed appropriate by the advisory board for this purpose. Reviewers and advisors shall be appointed so as to provide equal representation from Virginia's three medical schools. Reviewers and advisors shall be selected so as to avoid any conflict of interests or the appearance thereof, and the advisory board may choose reviewers and advisors residing or working outside Virginia to ensure impartiality. Whenever reviewers or advisors sit as a committee, the chair of the advisory board or his designee shall serve as chair of the committee but shall not vote on individual applications.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia.

Historical Notes

Former 12VAC5-185-70 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; adopted as 22VAC30-50-70, Virginia Register Volume 19, Issue 9, eff. February 13, 2003; amended, Virginia Register Volume 25, Issue 24, eff. September 3, 2009; Volume 33, Issue 2, eff. October 19, 2016.

22VAC30-50-80. Specification of Option A or B.

Each application shall clearly state a purpose to seek funds for projects to conduct research on the mechanisms and treatment of neurotrauma, which shall be referred to as "Option A," or to develop innovative, model community-based rehabilitative programs and services for individuals with neurotrauma, which shall be referred to as "Option B." Option A applications shall state and demonstrate a clear intention of researching the mechanisms of neurotrauma or the treatment of neurotrauma, or both. Option B applications shall state and demonstrate a clear intention to provide innovative, model community-based rehabilitative services by developing, expanding, evaluating, or improving community-based programs and services for people with traumatic brain injury or traumatic spinal cord injury, or both, and expanding opportunities for these individuals to become as independent and physically and functionally capable as possible. Neither Option A nor Option B grants shall be used for long-term funding of research projects or community-based rehabilitative programs and services.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia.

Historical Notes

Former 12VAC5-185-80 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; adopted as 22VAC30-50-80, Virginia Register Volume 19, Issue 9, eff. February 13, 2003; amended, Virginia Register Volume 25, Issue 24, eff. September 3, 2009; Volume 33, Issue 2, eff. October 19, 2016.

22VAC30-50-90. Submission of applications.

In reviewing applications submitted for grant awards, whether Option A or Option B, the advisory board shall accept applications that:

1. Present a clear and convincing discussion of how the proposed project shall carry out its intention as specified in accordance with 22VAC30-50-80 and describe in as much detail as possible its anticipated effectiveness in carrying out its intention;

2. Comply fully with informational and administrative requirements stated in the specific RFP to which applicants are responding; and

3. In the case of an Option A application:

a. Discuss the relevance of the proposed project to an identified field of medical or rehabilitative inquiry;

b. Demonstrate the anticipated benefit of the proposed project in terms of expanding knowledge and understanding of neurotrauma;

c. Discuss any innovation or breakthrough the project seeks to promote, specifying outcome measures where possible for each of the preceding enumerated items in this subdivision;

d. Describe efforts to ensure that the proposed project does not duplicate previous or ongoing research; and

e. Provide a plan for sustaining the proposed project following termination of a grant award as relevant to the intention of the proposed project; or

4. In the case of an Option B application:

a. Discuss the relevance of the proposed project to an identified need for innovative, model community-based rehabilitative programs and services in terms of the absence of alternative resources available to the intended individuals and community;

b. Describe efforts to ensure that the proposed project does not duplicate existing programs, services, or resources already available to targeted individuals and communities;

c. Demonstrate a commitment to collaborative community planning involving consumer groups, service providers, employers, relevant state and local agencies, and other funding sources, as available and appropriate; and

d. Provide a plan for sustaining the proposed project following termination of a grant award as relevant to the intention of the proposed project.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia.

Historical Notes

Former 12VAC5-185-90 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; amended and adopted as 22VAC30-50-90, Virginia Register Volume 19, Issue 9, eff. February 13, 2003; amended, Virginia Register Volume 25, Issue 24, eff. September 3, 2009; Volume 33, Issue 2, eff. October 19, 2016.

Part III
Specific Project Consideration and Application Criteria, Selection of Successful Applications and Amount and Announcement of Awards

22VAC30-50-100. Reviewing and ranking grant applications.

A. The advisory board shall distinguish the class of Option A applications from the class of Option B applications when soliciting, reviewing, and ranking grant applications. Applications shall be considered and ranked only among other applications submitted under the same stated option, either Option A or Option B. Applications initially deemed to meet the purpose of a solicitation and to have substantially addressed the general considerations stated in 22VAC30-50-60 through 22VAC30-50-90, as applicable, shall be subsequently reviewed and ranked according to the following criteria:

1. The purpose and significance of the project;

2. The objectives and expected benefits of the project;

3. The design of the project to include (i) methods, activities, and a timeline for achieving project goals and objectives, and (ii) a system for measuring outcomes and documenting project impact, effectiveness, and any anticipated long-term effects;

4. A detailed budget that is reasonable and appropriate for the scope of the project;

5. The identification of potential sources of funds and fundraising strategies to be used in sustaining the proposed project following termination of a grant award as relevant to the intention of the proposed project;

6. Demonstrated or anticipated capability of the existing or planned organizational structure;

7. The means for consumer involvement in the design, implementation, and evaluation of the project as feasible and relevant to the intention of the proposed project; and

8. A commitment to include the participation of small, women-owned and minority businesses, as such are available and capable of participation.

B. When initially reviewing applications or subsequently reviewing and ranking applications, the advisory board may ask an applicant to provide required information that is missing from the application or additional clarifying information relating to the application and proposed project. Failure to provide missing information or failure to provide additional information that is material and relevant may result in the rejection or lowered ranking of an application.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia.

Historical Notes

Former 12VAC5-185-100 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; amended and adopted as 22VAC30-50-100, Virginia Register Volume 19, Issue 9, eff. February 13, 2003; amended, Virginia Register Volume 25, Issue 24, eff. September 3, 2009; Volume 33, Issue 2, eff. October 19, 2016.

22VAC30-50-110. Amount of grant awards; duration and availability of funding.

A. After reviewing all applications, duly accepted, for either Option A or Option B, the advisory board shall determine the proposed projects that shall be offered funding. The selection of successful applications shall be made based on (i) availability of moneys in the fund, (ii) the review and ranking of the applications according to the criteria listed in 22VAC30-50-100 A, (iii) information from grant reviewers or technical advisors appointed by the board to assist in evaluating applications, and (iv) the advisory board's assessment of the applications, as to which further the intentions and the purpose of the fund. Discussions and negotiations may be conducted between the advisory board and grant applicants in order to clarify any remaining issues relating to the proposed project.

B. In determining the amount of a grant award and the duration of funding for a particular project, the advisory board shall consider the requested amount, the project design, and justification. Grant awards shall range in amount from $5,000 to $150,000 per year for an anticipated funding period of one to three years as described in the RFP. The award and duration of funding of a project anticipated to exceed one year shall be contingent upon (i) the availability of moneys in the fund, whether so stated at the time of the award or not, and (ii) the grantee's successful completion of timelines and of interim objectives and milestones as proposed and approved in the grant application, grant award, and contract documents.

C. In the event any timelines and interim objectives and milestones pertaining to a project are not completed to the satisfaction of the advisory board, the advisory board may act to withhold moneys not yet disbursed for the project. In the event of a decline in moneys in the fund, the advisory board shall attempt to distribute moneys in a manner as fair and equitable as possible.

D. The award of grants to successful applicants shall be made public within 60 days of the advisory board's decision regarding all applications submitted in response to an RFP.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia.

Historical Notes

Former 12VAC5-185-110 derived from Virginia Register Volume 17, Issue 9, eff. February 14, 2001; adopted as 22VAC30-50-110, Virginia Register Volume 19, Issue 9, eff. February 13, 2003; amended, Virginia Register Volume 25, Issue 24, eff. September 3, 2009; Volume 33, Issue 2, eff. October 19, 2016.

22VAC30-50-120. Unexpended funds.

Notwithstanding any other law to the contrary, the commissioner may reallocate up to $500,000 from unexpended balances in the fund for new grant awards for research on traumatic brain and spinal cord injuries.

Statutory Authority

§§ 51.5-131 and 51.5-181 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 25, Issue 24, eff. September 3, 2009; amended, Virginia Register Volume 28, Issue 24, eff. August 30, 2012; Volume 33, Issue 2, eff. October 19, 2016.



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