HCAI outlines Song Brown RN and midwifery application changes, deadlines and portal steps

The Department of Health Care Access and Information (HCAI) staff on a public webinar reviewed application requirements, key dates and program changes for the Song Brown Registered Nurse and Licensed Midwifery grant programs, which fund training intended to place RNs and midwives in underserved California communities.

Program officers said the funding portal opened after an application release posted in September and reiterated two submission deadlines: an early-submission review on Oct. 9 at 3 p.m. and a final application deadline on Oct. 23 at 3 p.m. The department encouraged applicants to use the early review to correct missing documents; HCAI staff said the early review confirms completeness but does not include scoring. Staff said feedback from early reviews is provided within business days after submission and will allow applicants to reopen and edit applications before the final deadline.

HCAI outlined several substantive changes for this funding cycle. For existing RN applications the maximum number of funded student slots was reduced to 10 (from 30) with a capitation of $30,000 per student for the life of the agreement; expansion requests were limited to a maximum of five slots (down from 10) at $60,000 per student for the life of the agreement. HCAI said the capitation rate itself did not change but is now reflected across the two-year agreement rather than annually. The portal will not include an import function this cycle; applicants must re-enter application data. HCAI staff also said demographic data (race/ethnicity) must still be provided for reporting but that underrepresented student and graduate demographic data will not be scored this cycle.

The webinar included step-by-step instructions for using the HCAI funding portal. Applicants must register as an organization user (not as an individual health-care professional). Accounts created before April 2024 require re-registration because the portal moved to two-step authentication in April 2024. Only accounts upgraded to the “program director” role can initiate, certify and submit applications; program directors may assign “grant preparer” accounts to complete sections of an application but the program director must certify and submit. HCAI staff said to email songbrown@hcai.ca.gov to request role upgrades.

Document and data requirements were listed in detail. For existing and expansion RN applicants, HCAI requires the most recent program approval letter from the Board of Registered Nursing (BRN); expansion applicants must upload the BRN expansion approval letter showing the approved additional slot count. New RN and LM applicants must upload a timeline for approval/accreditation and a sustainability letter from the institution that affirms the program’s viability beyond Song Brown funds. File-upload naming prefixes are required for the portal to accept documents (applicants were shown examples such as appr_ for existing approvals and specific prefixes for timeline and sustainability letters). HCAI also recommended having W-9 payee records and, when applicable, National Provider Identifier (NPI) numbers ready for training sites and eligible graduates.

Limits and funding caps for new programs were repeated: the maximum request for a new RN program is $1,000,000 and for a new licensed midwifery program $500,000. For RN new and existing pathways, applicants choose specific program pathways (ADN, BSN, entry-level master’s) and must submit separate applications for multiple pathways. For licensed midwifery applicants, HCAI staff said a program must already be accredited by the Midwifery Education Accreditation Council (MEC) or be actively seeking MEC accreditation and seeking Medical Board of California approval to be eligible; otherwise the LM application is not permitted.

On eligibility and timing, HCAI staff answered webinar questions about start dates and program status. Program officers said the grant agreement start date listed on awards will be 06/30/2026. Staff clarified that “new program” status applies only to programs with no enrolled students and no prior BRN approval; programs that have enrolled at least one cohort should apply as existing programs.

The webinar closed with reminders to use the technical assistance guides and grant guides posted on HCAI’s website, to take advantage of the early completeness review and to contact the Song Brown inbox for unique questions. Staff said recorded webinar materials would be posted on the HCAI website within about 7–10 business days.

Ending: The guidance released on the webinar covers applicant registration, file naming conventions, required approvals, funding caps, and deadlines. HCAI encouraged applicants to review the technical assistance materials and to use the early submission review to verify completeness before the Oct. 23 final deadline.