Appendix B: Council Policies and Resolutions

FEDERAL DEFINITION OF DEVELOPMENTAL DISABILITY

The Pennsylvania Developmental Disabilities Council uses the federal definition of developmental disabilities, as it appears in the Developmental Disabilities Assistance and Bill of Rights Act Developmental Disabilities Assistance and Bill of Rights Act of 2000.

Public Law 106-402.

  • (A)    IN GENERAL. -- The term “developmental disability” means a severe, chronic disability of an individual that—
    • (i)    is attributable to a mental or physical impairment or combination of mental and physical impairments;
    • (ii)    is manifested before the individual attains age 22;
    • (iii)    is likely to continue indefinitely;
    • (iv)    results in substantial functional limitations in 3 or more of the following areas of major life activity:
      • (I)    Self-care
      • (II)    Receptive and expressive language
      • (III)    Learning
      • (IV)    Mobility
      • (V)    Self-direction
      • (VI)    Capacity for independent living
      • (VII)    Economic self-sufficiency;  and
    • (v)    reflects the individual’s need for a combination and sequence of special, interdisciplinary, or generic services, individualized supports, or other forms of assistance that are of lifelong or extended duration and are individually planned and coordinated.
  • (B)    INFANTS AND YOUNG CHILDREN. – An individual from birth to age 9, inclusive, who has a substantial developmental delay or specific congenital or acquired condition, may be considered to have a developmental disability without meeting 3 or more of the criteria described in clauses (i) through (v) of subparagraph (A) if the individual, without services and supports, has a high probability of meeting those criteria later in life.

While the Council is mandated under federal law to specifically address the needs and concerns of Pennsylvanina citizens with developmental disabilities and their families, we recognize that many of the objectives and activities that we fund will also provide ancillary benefits to people with disabilities that are not developmental, to their families or to the greater community.

COUNCIL RESOLUTION ON AVERSIVE THERAPIES

Following the 1/17/91 formal Council resolution regarding prohibiting the use of aversive therapies, the Council will not consider nor fund any project submitted by any organization or subsidiary organization that uses aversive procedures to modify behaviors of individuals with developmental disabilities.  Aversive procedures are those that have some or all of the following characteristics:

  • Obvious signs of physical pain experienced by the individual.
  • Potential or actual physical side effects including tissue damage, physical illness, severe stress and/or death.
  • Dehumanization of the individual, through means such as social degradation, social isolation, verbal abuse, techniques inappropriate for the individual's age and treatment out of proportion to the target behavior.

If you submit a proposal under this RFP, you are certifying that the grantee, and any sub grantee(s), do not use aversive procedures to modify behaviors of individuals with developmental disabilities.

COUNCIL POLICY ON LOGO USE

COUNCIL POLICY ON LOGO USE BY COUNCIL GRANTEES

The Council logo may be used only for relevant Council grant-funded project materials.  The use of the logo should be considered in terms of the successful completion of materials (DVDs, manuals, publications, etc.) as proposed and approved in the grant work plan.  These materials must be consistent with the Council’s Mission and Vision statements, and the stated objectives for the specific grant.  Logos may be reproduced only in the Council’s official colors, or black and white.

Project Lead People and staff Project Officers have the responsibility to inform grantees that the logo may be used only after receiving Council permission.  This policy should be shared at the grant start-up meeting.  Grantees should be informed that their request for permission must be submitted a minimum of one month prior to use to gain approval before the logo can be reproduced or used in the production of materials.

The first line of approval for logo use will be the Project Lead People and staff Project Officer.  Secondly, if required by the grant, the relevant content committee must approve any required publications/materials using the logo.  The final approval for logo use must be obtained from the Council’s Executive Director. The grantee must be informed of the approval in writing.

The Communications/Publications Work Group should be informed of all materials that were approved to include the Council logo in order to track logo usage and insure that the documents are submitted to the Council Archives.

COUNCIL POLICY ON LOGO USE BY OTHER ORGANIZATIONS

The Council occasionally receives requests from other organizations to join in promoting issues or events of joint interest.  Related to this may be requests to use the Council logo on joint advertisements, brochures, web sites or event materials.

Approval of the use of the Council logo should be limited to those events and related materials when the Council has officially agreed to co-sponsorship either through a vote of the Council or its Executive Committee.  Final approval for logo use must be obtained through the Council’s Executive Director.  The organization will be informed of the approval in writing.    The Council logo may be reproduced only in the Council’s official colors, or black and white.

COUNCIL POLICY ON OPEN CAPTIONING

In order to insure equal access to information, it is the policy of the PA Developmental Disabilities Council that all video and DVD productions, produced by either the Council or by Council Grantees with Council funds, must be open captioned.  All Grantees who propose such materials as part of their grant efforts must include costs for captioning in their budgeted production expenses.

COUNCIL AUDIT REQUIREMENTS

All Council Grantees must comply with all federal and state audit requirements including: the Single Audit Act, as amended, 31 U.S.C. 7501 et. seq.; Office of Management and Budget (OMB) Circular A 133, Audits of States, Local Government, and Non profit Organizations, as amended. If the Grantee expends total federal awards of less than $500,000 during its fiscal year, it is exempt from these audit requirements but is required to maintain auditable records.  Should your proposal be chosen for funding, the appropriate audit requirements will be reviewed with you prior to start-up.

COUNCIL COPYRIGHT POLICY

Materials developed with funds from grants may be copied and distributed only with the prior permission of the Council.  In the event that permission for such distribution is given, the Grantee must place a copyright notice on materials it develops with funds from a grant.

DEVELOPING AN INDIRECT COST RATE

The first step in determining an indirect cost rate is to separate all costs into two groups: direct and indirect costs. The indirect costs are aggregated into an indirect cost "pool" and then allocated to the programs based on a set proportion or rate.

There are several measures used to determine the proportion of indirect costs to allocate (apply) to each program. The following simple example illustrates an indirect cost rate based on the relationship between total indirect costs and total direct costs:

Example - The Advocacy Agency

The Advocacy Agency has a total budget of $3,300. The budget is distributed as follows:
Program A has direct costs of $1,000
Program B has direct costs of $2,000
Indirect costs to run the programs are budgeted at $300
Total costs are $3,300

Since Program A's direct costs are one-third of the total direct costs of the agency ($1,000 out of $3,000), it should bear one-third of the indirect costs. Similarly, since Program B incurs two-thirds of the total direct costs of the agency, it should bear two-thirds of the indirect costs, as well.

The Advocacy Agency can create an indirect cost rate which will allow it to easily accomplish this allocation. An indirect cost rate (using direct costs as a base) is established by dividing the total indirect costs by the total direct costs. For the Advocacy Agency the indirect cost rate is:

Total Indirect Costs divided by Total Direct Costs = $300/$3,000 = 10 percent of total costs

Each program s share of indirect costs can be calculated as a proportion of its direct costs:
Program A Indirect Expenses: $1,000 x 10% = $100
Program B Indirect Expenses: $2,000 x 10% = $200
Total Indirect Expenses = $300

After the indirect costs have been allocated to the programs, the budget now reads as follows:
Program A has direct costs of $1,000, indirect costs of $100 = $1,100
Program B has direct costs of $2,000, indirect costs of $200 = $2,200
Total costs are $3,300

This illustrates that after Program A has picked up its fair share of indirect costs, the true cost of running Program A is $1,100. As you can see from this example, using direct costs as a basis for your indirect cost rate will result in larger programs being charged with more of the indirect costs than smaller programs.