ROSS Service Coordinators NOFA

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ROSS Service Coordinators NOFA

• For Fiscal Year 2008
• CFDA 14.870

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REQUEST

• PLEASE READ THE ENTIRE NOFA SEVERAL TIMES AND
  READ THE GENERAL SECTION.
• WATCH THE LOGIC MODEL AND GRANTS.GOV WEBCASTS

3
What happened to ROSS?

• ROSS-Family Homeownership and
  ROSS-Elderly/Persons with Disabilities have been
  combined into ONE NOFA this year
• This NOFA will cover the salaries of Service
  Coordinators, but not the provision of services
• There is a separate NOFA for PH FSS

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WHY?!

• HUD Policy Priorities HUD sees itself as a
  bricks-and-mortar institution, services, while
  important, should be sought elsewhere
• ALL funding was granted last year, including all
  roll-over, which was good
• However, therefore, MUCH smaller pot this year
• After much consultation with the applicant
  community, it was determined that with Asset
  Management and Operating Subsidy pro-ration, the
  most important factor in sustaining resident
  services was the salary of a dedicated person
• Research shows that service coordinators on-site
  reduce evictions, turn-over and property damage
• Streamlined application process should take
  much less time this year

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Program Purpose

• This program works to promote the development of
  local strategies to coordinate the use of
  assistance under the Public Housing program with
  public and private resources, for supportive
  services and resident empowerment activities.
  These services should enable participating
  families to increase earned income, reduce or
  eliminate the need for welfare assistance, make
  progress toward achieving economic independence
  and housing self-sufficiency, or, in the case of
  elderly or disabled residents, help improve
  living conditions and enable residents to
  age-in-place.

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Funding Available

• 28 million
• No rollover from previous years

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Deadline Date

• August 14, 2008
• 115959pm Eastern
• No exceptions
• Received AND validated (which may take 24-48
  hours)

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Application Deadline Date/Waivers

• See NOFA for requirements for waiver request.
• May email request, but must be received at least
  15 days before due date.
• No deadline extension will be granted for paper
  application
• DUNS number is still required

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Eligible Participants

• All program participants must be residents of
  conventional public housing or NAHASDA-assisted
  housing.
• Section 8 residents are not eligible to be served
  by this grant.

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Funding Structure

• FOR EACH COORDINATOR
• Salary up to 68,000 per year in salary and
  fringe
• 10,000 each year for admin
• 2000 each year for training/travel
• THREE YEAR GRANTS
• Total approx 240,000-720,000

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Eligible Applicants

• PHAs/Tribes/TDHEs
• Resident Associations
• Non-Profits supported by RA or PHA/Tribe/TDHE

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Number of Positions

• Each SC must serve AT LEAST 50 units
• PHAs may submit one application
• PHAs may apply for up to 3 SCs depending on
  number of ACC Units
• 50-1000 units 1 SC
• 1001-2500 units 2 SCs
• 2501 units 3 SCs
• RAs may submit one application
• RAs may apply for 1 SC per development/AMP
• RAs may apply jointly if necessary to add up to
  at least 50 units

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Number of Positions

• Non-Profits may apply for
• 1 per supporting RA (up to 3 at one PHA) OR,
• if supported by a PHA, may apply for the number
  of SCs determined by the number of ACC units
• Non-Profits may submit up to 3 separate
  applications for up to 3 PHAs for a total of up
  to 9 SC positions
• A letter of support (and other information) is
  required from every RA or PHA that a non-profit
  intends to serve

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Number of Positions

• Applicants can designate if each SC position will
  serve Families, Elderly or both
• This is designated on the HUD-52768 p.2

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Joint Applications

• Two or more applicants may combine to request one
  SC position, however,
• a lead applicant must be named (the first one
  listed on the HUD-52768)
• There are several other documents that are
  required of each applicant

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Resident Associations

• By statute, 25 of funds must go to qualified
  Resident Association applications
• All RAs (including those applying as non-profits)
  should indicate their RA status on the HUD-52768
  p.1

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EDSC

• PHAs that are currently eligible for the
  Elderly/Disabled Service Coordinator funding
  through the Operating Subsidy may elect to serve
  family or elderly residents through this ROSS-SC
  application.
• If serving elderly residents is proposed and the
  ROSS-SC funding is granted, those PHAs would
  permanently give up their EDSC funding
  eligibility.
• EDSC-eligible PHAs may apply to serve FAMILIES
  through the ROSS-SC grant with no impact on their
  EDSC funding

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Coordination

• HUD expects that all entities wishing to serve
  residents at a particular PHA will have
  coordinated their efforts.
• If more than one application for a given
  development/AMP is received, the first to be
  chosen from the lottery will be awarded.

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Eligible Activities

• Service Coordinator salary/fringe up to
  68,000/yr
• Coordinate local program committee with local
  service providers
• Market program
• General case management (intake, assessment,
  education and referral)
• Coordinate and oversee delivery of services
• Coordinate and sponsor educational events (e.g.
  life skills, etc.)
• Assist in creating a resident group to promote
  efforts and network
• Facilitate self-help groups
• Monitor, track, evaluate and report outcomes

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Eligible Activities

• Administrative Expenses - 10,000/SC/year
• Admin staff support
• Local transportation by SCs
• Stipends for reasonable out-of-pocket costs
  incurred by residents including transportation
  and child care related to program activities
• Tracking and evaluation
• Office supplies, equipment
• Program outreach, printing, postage
• Lease/rental of space

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Eligible Activities

• Training/Travel - 2,000/SC/year
• All training must be approved by FO (not at
  application)
• HUD plans to have a start-up conference for all
  new grantees in early 2009

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Ineligible Activities

• Everything else
• PH FSS Coordinator
• Services

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So, how does it work?

• 1. Applicants must show they have a high quality
  program
• On the HUD-52769 Needs/Providers Form
• Identify at least 10 need categories
• Show that there are partners for at least 50 of
  the needs
• Applicant may be the partner if the funding
  comes from sources other than current or prior
  ROSS grants and will last for the 3-year grant
  term
• Each provider is not required to commit match

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So, how does it work?

• 2. Applicants must show that they have 25 match
• Each partner that is providing match is indicated
  on the HUD-52769
• Match is certified to by the ED/Board
  President/Etc. on the HUD-52769
• Match can be cash or in-kind and can be for
  services provided to participants in this program
  or for other program eligible activities
• Match letters are NOT REQUIRED to be sent in with
  the application
• Match letters must be kept on file and available
  for review
• Basically, the requirements for match letters are
  the same as last year

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So, how does it work?

• 3. Applicants must show they have capacity
• A Past Performance narrative of no more than 10
  pages is required
• See the NOFA for required information
• Past Performance will be assessed by the Field
  Office or Area ONAP
• Check NOW with your FO or Area ONAP to see if
  this is going to be a problem

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So, how does it work?

• If an applicant passes 1, 2, and 3, they will be
  entered into a lottery
• The first lottery will be for qualifying RA
  applicants, which will be picked until 25 of
  funding is reached or all qualified RA applicants
  are funded
• The general lottery will fund applications until
  the funds are exhausted.
• It is likely that in FY09, those applicants that
  were NOT funded in FY08 will have priority over
  those that have current grants.

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What else is required?

• HUD-52768 ROSS SC Application Form p.1
• Name of applicant
• PHA/Tribe/TDHE to be served
• Name and PHA/IHA/TDHE or Tribal Locality Code
• Number of ACC Units/Formula Currently Assisted
  Stock
• Are you eligible to receive EDSC Funding?
• Are you an RA applicant?

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What else is required?

• HUD-52768 ROSS SC Application Form p.2
• Name of Development/AMP to be served
• Number of units to be served (minimum 50 for each
  SC)
• This is also where you indicate if you will serve
  Family, Elderly or both
• This chart serves as your budget each position,
  each year
• Total Grant Request at bottom should be the
  same as on HUD-52769

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HUD-52769
31
HUD-52769

• You can list more than one partner for a
  particular need.
• However, still at least 10 needs must be
  identified
• 50 of all needs should have at least one partner
  to meet that need.

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What else is required?

• HUD-52769 Needs and Service Partners -
  Certification
• I _______________________________, certify that
  the match recorded here is supported by letters
  on file from community or other partners which
  certify to this amount of match funding (cash or
  in-kind) and that this represents the total match
  for the term of the grant.
• Total Grant Requested ___________
• Total Match Documented ____________
• Match is _________ of Grant Requested (must be
  at least 25 to qualify)
• ___________________________________ Authorized
  Signer
• ___________________________________ Title

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What else is required?

• Narrative on Capacity/Past Performance
• No more than 10 pages
• 12pt, TNR, double spaced, 1 in margin
• Past Performance of Applicant/Contract
  Administrator and Proposed Staff
• Program Administration and Fiscal Management

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What else is required?

• HUD-52753 Certification of Resident Council
  Board Election
• For each RA applicant
• For each RA supporting a PHA applicant

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What else is required?

• LETTERS OF SUPPORT
• Non-Profit applicants are required to submit a
  letter of support from each RA or PHA they
  propose to serve
• Letters from RAs must be accompanied by a
  HUD-52753 (Certification of Resident Council
  Board of Elections) from each RA
• Letters must include
• Number of eligible units in PHA/RA
• List of developments/AMPs to be served
• Describe to what extent the PHA/RA is familiar
  with the non-profit applicant
• Indicate support of non-profit applicant
• Contact information, name and title of person
  authorized to sign

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What else is required?

• Contract Administrator Partnership Agreement (if
  applicable)
• Required for All PHAS-Troubled PHAs and all RA
  applicants.
• NOT required for non-profit applicants in 2008
• NOT required for non-troubled PHAs
• Found in Instructions Download called HUD-52755
  Administrator Partnership Agreement

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Application Requirements - Forms

• HUD-2991 Certification of Consistency with
  Consolidated Plan (if applicable)
• Found in Instructions Download
• called HUD-2991
• Everyone needs either this one or the HUD-52752
• One is required for each PHA to be served

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Application Requirements - Forms

• HUD-52752 Certification of Consistency with
  Indian Housing Plan (if applicable)
• Found in Instructions Download
• called HUD-52752
• Everyone needs either this one or the HUD-2991
• One is required for each Tribe/TDHE to be served.

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What else is required?

• Non-Profit Status
• All non-profits must submit their IRS
  determination letter to prove their non-profit
  status

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What is NOT required?

• No separate budgets (other than HUD-52768)
• No narratives other than the Capacity/Past
  Performance
• Several program-specific and general forms from
  years past are no longer required
• Match letters (not required to be submitted,
  still required to be kept on file)

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Application Requirements - Forms

• SF-424 DO THIS FIRST it will fill in sections
  of other forms automatically
• Found in mandatory forms
• Federal Identifier 5a PHA code
• All will be new applications
• No federal award identifier is required
• State review is not required by HUD

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Application Requirements - Forms

• SF-424 Supplement Faith Based EEO Survey for
  non-profit applicants only

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Application Requirements - Forms

• SF-LLL Disclosure of Lobbying Activities (if
  applicable)
• Found in Optional Documents called Disclosure
  of Lobbying Activities
• SF-LLL-A Disclosure of Lobbying Activities
  Continuation Sheet (if applicable)
• You can either download it from HUDCLIPS or make
  one up yourself. Its basically a blank piece of
  paper.

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Application Requirements - Forms

• HUD-2880 Applicant/Recipient Disclosure/Update
  Report
• Found in Optional Documents
• called HUD Applicant-Recipient Disclosure
  Report
• Question 2 in Threshold Determinations applies
  only to THIS grant application.
• Signature signs upon submission

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Reminder

• All applicants must submit a Code of Conduct that
  has been approved by their Field Office
• UNLESS your organization is listed on the Code
  of Conduct page http//www.hud.gov/offices/adm/gra
  nts/codeofconduct/cconduct.cfm and none of the
  following have changed
• Executive director
• Address
• Organization name

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Application Requirements - Forms

• HUD-96011 Facsimile Transmittal
• Required of all applicants even if not
  transmitting any faxes (indicate no faxes with
  this submission and 0 for number of pages)
• Found in Mandatory Documents called HUD
  Facsimile Transmittal
• NEW PHONE NUMBERS
• 800-894-4047 toll free
• 215-825-2796 - non-toll free

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Side note on Faxes

• Use HUD-96011 as the cover sheet if you submit
  any fax attachments or they will NOT be read.
• Entire applications submitted by fax will NOT be
  accepted
• Use a separate HUD-96011 cover sheet for each
  document and fax separately
• If you downloaded the application more than once,
  make sure that you use the fax cover sheet that
  came with the version of the application that you
  ultimately submit
• If you re-submit electronically, you must wait
  for validation, then re-fax all faxes

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Application Requirements - Forms

• HUD-2994-A You are Our Client Applicant Survey
  (optional)
• Found in Instruction Download called HUD-2994
• This is where you tell us about your application
  experience. PLEASE take the time to fill this
  out and include comments.

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Application Requirements Logic Model

• Logic Model HUD 96010
• Found in Instructions Download
• Excel File (dont make into a PDF)
• Please watch the webcast from on the Logic Model
  its a little different this year.

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Application Requirements Logic Model

• Enable macros read directions re security
  settings
• Drop down menus
• Year 1, Year 2, Year 3 and TOTAL need to ALL BE
  FILLED OUT. TOTAL should reflect all three
  years.
• May add up to 3 others right on form

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Change from 2007

• Logic Model reporting will now be ANNUAL instead
  of semi-annual.
• Reports will be due January 31 and will cover the
  calendar year prior.

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Change from 2007

• Affirmatively Furthering Fair Housing statement
• now required at Grant Agreement, not in the
  application

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Section 3

• PH FSS and ROSS are subject to Section 3
  requirements.
• There are separate reporting requirements that
  have been required in the past which include an
  annual HUD-60002 paper or online submission
• Section 3 is getting serious about this and may
  in the future impose penalties for non-reporting
  that may include in-eligibility for future
  funding.

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Application Submission

• In the Grants.gov application package only the
  Adobe forms, such as the SF-424, are identified
  as mandatory documents.
• HOWEVER, the Logic Model and other application
  forms ARE ALSO REQUIRED of all applicants. These
  forms are included in the optional documents
  section or in the Instructions Download.

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Submission Change from 2007

• The forms on grants.gov are now in Adobe 8.1.2
  instead of pure-edge. if you do not have this
  version of Adobe, you will need to download it
  from grants.gov.
• These forms are still only fillable and not
  saveable unless you have Adobe Professional 6.0
  or higher.
• If you have Adobe Professional, you will need to
  set your DEFAULT to the Adobe 8.1.1 please see
  the General Section for more information (p.12755)

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Submission Change from 2007

• Unlike in Pure-edge, in the new Adobe format, to
  complete a form in mandatory documents or
  optional documents you must first move the form
  over to the submission box then open the form
  and fill it out.

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Application Submission

• Please see the NOFA for a checklist of required
  application content
• You do not have to submit this checklist

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Application Submission

• Application forms in the Instruction Download
  should be saved to your hard drive, completed and
  then attached to your electronic application
  package for submission to Grants.gov.
• DO NOT download the application and save to or
  attempt to upload from a USB flash drive.
  Applicants have had difficulty with this in the
  past. Save and upload from your hard-drive.

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Application Requirements - Attachments

• Please label your attachments clearly see
  General Section for more information please
  name it EXACTLY what it is and who you are if you
  can.
• Please use the Logic model Naming conventions in
  the Logic Model instructions in the form

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Grants.gov

• Register EARLY
• If you havent already registered with
  Grants.gov, do it now.
• Registration checklist and other information at
  www.grants.gov/GetStarted
• View webcast on electronic registration and
  application submission on HUD website.
• Read the Early Registration publication in the
  Federal Register, March 10, 2008
• Includes corrective actions for application
  submission problems that affected past applicants

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Application hints

• General Section publication also has LOTS of
  information on registering
• Hint when you are at the grants.gov Download
  Application Package page, enter only the CFDA
  number. Do not put anything in the other boxes.
• Register for updates with grants.gov
• Watch the Federal Register or funds available
  page for Technical Corrections or FAQs

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Submitting your application

• When attaching documents use ONLY the formats
  indicated in the general section
• This year, MS Office 2007 can be used
• This year, submission is compatible with MS Vista
  and Mac
• Use Explorer or Netscape (apparently Firefox
  doesnt work well)

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Submitting your application

• Most PDF forms are only saveable if you have
  Adobe Acrobat Professional.
• If you do not, fill out the form and PRINT IT OUT
  and FAX IT IN with the FAX COVER SHEET
• Fax number can be found in NOFA. DO NOT fax to
  program office!
• I recommend faxing everything that you attach,
  just in case.

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Submitting your application

• If you choose to attach saved PDF files, please,
  after you save them, open them back up again to
  see if what you entered is really saved.
• If you have just the free version of Acrobat
  READER, you WILL NOT BE ABLE TO SAVE you will
  probably just be saving a blank form.

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Submitting your application

• If you zip your attachments, use only WINZIP
• Zip in only normal or maximum options

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Important Resources

• Funds Available Page lots of good stuff here
• http//www.hud.gov/offices/adm/grants/fundsavail.c
  fm
• Or - Go to www.hud.gov - grants funds available
• On this page, scroll down to find links to
  program NOFAs. (check back here for FAQs)
• Get the Find/Apply Brochure and Registration
  Brochure
• Code of Conduct
• FAQ

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Webcasts

• In the yellow Helpful Tools box on the funds
  available page
• Click on Broadcasts Training Materials to get
  the powerpoints from the webcasts. From there,
  go to 2008 webcast schedule or 2008 Archived
  Broadcasts to view the TA webcasts.
• View these webcasts as well as the Program
  Section
• General Section
• Logic Model
• Registering/Applying through grants.gov

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General Section

• Published in the Federal Register
• March 19, 2008
• THERES IMPORTANT STUFF IN HERE!! READ IT!!

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First Time Registration Process

• 1. Obtain Data Universal Number System (DUNS)
  Number.
• 2. Register with the Central Contractor
  Registration (CCR)
• Register with the Credential Provider
• Authorized Organization Representative (AOR) must
  register with Grants.gov
• E-Business Point of Contact authorizes the AOR to
  submit grant application.

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Renewal/Update Registration Process for CCR POCs

• You must renew your CCR Registration annually
• At www.ccr.gov click on Update or Renew
  Registrations Using TPIN
• Enter your DUNS Number and TPIN and click submit
• If there are any changes, make the changes and
  click submit.
• If you dont know the TPIN, you can ask for the
  TPIN number. It will be emailed to CCR POC

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Registration Process

• If you arent already registered, BEGIN YOUR
  REGISTRATION PROCESS IMMEDIATELY!
• If your Authorized Representative has left,
  follow registration steps 3-5 to have a new one
  registered and authorized to submit the
  application.
• Incomplete registration was the most common error
  and resulted in applicants not receiving funding.

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Registration Process

• If you changed your eBusiness Point of Contact,
  in the CCR Registration, make sure that the new
  eBusiness Point of Contact has also granted
  permission to the person submitting the
  application to be the Authorized Organizational
  Representative (AOR)

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Application Submission

• Instructions on how to submit an electronic
  application to HUD on the web site
  www.grants.gov/Apply.
• A full set of instructions on how to complete a
  grant application is at
• www.grant.gov/CompleteApplication

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Electronic Application Submission

• Upon successful submission, applicants will
  receive an e-mail notification confirming receipt
  and indicating that the application is being
  validated.
• The validation process will be completed in
  approximately 24 to 48 hours.
• You will then get a validation email. It is only
  at this point that you can breathe.

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Electronic Application Submission

• If the application does not pass the validation
  check, it will be rejected and the applicant
  notified of the reason for the rejected
  application.
• DO NOT ASSUME that the application has been
  successfully submitted until you receive the
  validation notice.
• If a rejection notice is received, you must
  correct the error and resubmit.

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Application Hint

• If there is a problem with your application
  submission, an email will be sent to the person
  designated in your REGISTRATION, not in your
  APPLICATION because we will not have been able to
  read your application yet.
• Make sure that the person designated in your
  REGISTRATION is checking his/her email in
  anticipation of a validation email.

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Hint

• Make sure that someone will be available to cure
  deficiencies, both at time of application
  submission and during the competition processing
  time!
• This could be several months after submission if
  the point of contact for the application goes on
  vacation, designate someone to cover for them.

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Electronic Application Submission

• SAVE every email correspondence, email
  validation, the log number/call number every time
  you call the help desk, etc. These may become
  crucial if there is a problem.
• SAVE all fax transmission sheets that your fax
  machine produces.

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Electronic Application Help

• Help with Grants.gov process, please call
• 1-800-518-GRANTS or send an email to
  support_at_grants.gov
• Please do not call the Program office with
  Grants.gov questions

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Application Info

• Check http//www.hud.gov/offices/adm/grants/fundsa
  vail.cfm for updates, FAQs, Tips, Guidance, etc.
• This is the Funds Available page
• HUD.gov Grants Funds Available then go to
  your program page

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REQUEST

• PLEASE READ THE ENTIRE NOFA SEVERAL TIMES AND
  READ THE GENERAL SECTION.
• WATCH THE LOGIC MODEL AND GRANTS.GOV WEBCASTS

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How to Find Me

• Anice Schervish
• Anice.m.schervish_at_hud.gov OR anice_at_hud.gov
• 202-402-2341
• leave a message with your question
• I work late
• You can call Ron Ashford (my boss)
  202-402-4258 but he will forward your call to me!

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