CFDA #14.877

THE BASICS Due Date: May 30, 2012, received by Grants.gov no later than 11:59:59 p.m. eastern time Applications must be RECEIVED and VALIDATED by the deadline date and time This may take hours DUNS number and CCR are still required Funding Available: Approximately $15 million Waiver Requests: To submit paper applications due 15 days prior to the application deadline.

THE BASICS Eligible Applicants: PHAs Tribes/TDHEs Joint applicants with a combined minimum of 25 slots Ineligble Applicants: Resident Associations Nonprofit associations Applicants must serve residents of conventional public housing or NAHASDA-assisted housing.

REQUEST Please read the NOFA carefully. Please read the General Section carefully. Go to: and click on “Funds Available”

Purpose of the FSS Program To promote local strategies to coordinate the use of assistance under the Public Housing program with public and private resources to enable participants to obtain employment that leads to economic independence. Reduce or eliminate the need for welfare assistance Build family assets of participants through the FSS escrow account.

Changes from 2011 New Formula: 1 FSS Coordinator must serve 25 families Each additional FSS Coordinator must serve 50 families So, 2 coordinators would serve 75 families, 3 coordinators would serve 125 families, etc. Part-time positions: New this year families New Form: (HCV FSS Program Coordinator Funding Form) Target Period: October 1, 2010-September 30, 2011

Number of Positions: Renewal Applicants Renewal Applicants: To qualify for one full-time FSS Program Coordinator you must have served a minimum of 25 families during the Target Period (October 1, 2010-September 30, 2011) UNLESS: You were newly funded in 2010 or 2011 For renewal of additional positions grantees will have one year to meet the new formula, i.e. 50 families per additional coordinator.

Number of Positions: Renewal Applicants Part-time Positions: If renewal applicants have not met the 25-slot minimum they are eligible to apply for a part-time position IF they have filled between slots during the target period. NOTE: These applicants will have to have an amended FSS Action Plan on file with the field office to reflect this. REMEMBER: If posted HUD PIC data is incorrect, we will accept ad hoc reports from applicants (for the same target period).

Number of Positions: Renewal Applicants Additional Positions to Expand FSS Program: Applicants may apply for additional positions if, during the target period, they have served 50 more families than the previous level. 1 program coordinator = 25 families 2 program coordinators = 75 families 3 program coordinators = 125 families

Number of Positions: New Applicants New Applicants: Have to have a HUD-approved FSS Action Plan on file with the local HUD field office approving a 25-slot program. New applicants may apply for a part-time program as well (15-24 slots). The FSS Action Plan should reflect this.

Note for the Future Update PIC Consider your current FSS program’s size FILL your SLOTS!!

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.

NOFA Overview 2009, 2010, and 2011 Grantees = Renewal Applicants All others considered “new” New applicants will only be eligible for one full- time or one part-time FSS Coordinator Grant only pays for salaries and fringe benefits of program coordinators.

Funding Structure For Each Coordinator: Salary: up to $69,000 in salary and fringe for full-time positions Up to $34,500 in salary and fringe for part-time positions Remember to have salary comparables on file

Grant Term All grants are for one year from the date of Grant Agreement, however: In 2011, HUD made FY10 and FY11 grant awards in June and September, so 2012 renewal grantees will find themselves in the position of having overlapping funds. Field offices will provide extensions. Grant begins when the HUD-1044 is signed by HUD

Eligible Activities Eligible: Salary and fringe benefits, up to $69,000 per coordinator for one year Ineligible: Salary for the HCV FSS Coordinator Services for residents Administrative activities or costs May not use funds to pay for a contract administrator or grant writer

Role of Program Coordinator Responsible for: Linking FSS program participants to supportive services Ensuring services included in participants ’ contracts of participation are being provided Ensuring participants are fulfilling their responsibilities Ensuring escrow accounts are established and properly maintained Work with Program Coordinating Committee and local service providers Affirmatively Furthering Fair Housing Job development Outreach to residents with disabilities Monitor the progress and evaluate overall success

Program Requirements PHA must use a Program Coordinating Committee to secure the necessary resources to implement the FSS program. See 24 CFR for more information You may share PCC between PH FSS, HCV FSS and ROSS-SC programs, if it meets all of their needs.

Program Requirements Participating families must enter into a contract of participation. The contracts are designed to be for FIVE years. THEREFORE, even though the grant term for this grant is ONE year, the PHA must be able to sustain its FSS program for FIVE years. Think seriously before establishing a new Program. Not getting funded by HUD is NOT an acceptable reason to invalidate Contracts of Participation.

Program Requirements Escrow Accounts Must be computed using the guidelines set forth in 24 CFR Are REQUIRED for all FSS programs.

Putting Your Application Together: Grants.gov

Instructions Download

Download Application Package

To open a form, move it from the left box to the right box. It will open below the main application – SCROLL DOWN. If you have moved a form to the right, the system will assume you want to submit it and will not let you until you fill in all of the mandatory (yellow) fields. If you do not want to submit it, move it back to the left. If a form is optional in the NOFA and does not apply to you (e.g. SF LLL, FB EEO Survey) DO NOT SUBMIT IT. 24

Putting Your Application Together 1. Form SF-424 – Application for Federal Assistance - Required 2. SF-LLL – Disclosure of Lobbying Activities - if applicable 3. HUD – this is key – will tell HUD how many positions you have received and how many you are now applying for - Required 4. HUD-2880 – HUD Applicant/Recipient Disclosure Report – Required 5. HUD-2993 – If applicable (only for those who request a waiver to submit a paper application) 6. HUD – Facsimile coversheet – Required

Putting Your Application Together HUD-2991 Certification of Consistency with Consolidated Plan OR a copy of the signed PHA Certification of Compliance for the applicant’s current Annual PHA Plan - Required HUD Certification of Consistency with Indian Housing Plan – Required HUD – Sample Contract Administrator Partnership Agreement (for troubled applicants only)

Putting Your Application Together HUD – This is the Logic Model – Required Attachments Form- Required to attach ad hoc report and forms in the Instructions Download. Code of Conduct - if applicant PHA is not listed on HUD website. ( uct/cconduct.cfm) uct/cconduct.cfm

Putting Your Application Together: PIC Data

HUD’s PIC Data

Putting Your Application Together: PIC Data If HUD’s data for the target period is incorrect, or if a PHA is not on our list, please submit your own data using information from your PHA’s software/tracking system for the same target period. You should count anyone who was under contract at any time during the target period. Submit it as an attachment to your application. Recommendation: Submit it in the same format as the one provided by HUD with the same information

Putting Your Application Together: The – HCV(PH) FSS Funding Form All applicants must complete Part I. PHAs that currently administer PH FSS programs will also complete Part II. PHAs not currently administering PH FSS programs will complete Parts I and III.

The –Applicants with Previously Funded Programs Part IIA – asks for previously funded positions, salaries for those positions AND salaries for positions you are requesting under this NOFA. May not be 1 to 1, especially now that additional positions will require you to serve 50 slots Enter fiscal year you were last funded under, e.g Part IIB – asks about new positions that you would like to fill Part IIC – totals for Parts A and B.

The PHAs NOT Currently Administering an FSS Program Part IIIA – asks how many slots are in your HUD- Approved Action Plan. Part IIIB – You are only eligible for one full-time coordinator or one part-time coordinator Part IIIC – totals Part A and Part B. All subject to the salary comparability requirement.

The – Part-Time Positions Requesting one part-time position: A PHA currently administering a PH FSS program - enter ½ (or.50) in Part II.C.1. A PHA not currently administering a PH FSS program – enter ½ (or.50) in Part III.C.1.

Putting Your Application Together: What Are the Policy Priorities? They support HUD’s Strategic Plan The Policy Priorities that are relevant to FSS: POLICY PRIORITY 1 – Job Creation/Employment POLICY PRIORITY 4 – Knowledge Sharing and Capacity Building POLICY PRIORITY 5 – Using Housing as a Platform for Improving Other Outcomes. You must pick 2 in order to qualify for Policy Priority Status

Putting Your Application Together: How to Qualify for Policy Priorities You qualify for policy priorities only by using the Logic Model correctly. Use the drop-down lists The NOFA provides detailed explanation for how to do this starting on p. 27.

Putting Your Application Together: How to Qualify for Policy Priorities Example: Policy Priority #1 - Job Creation/ Employment Step One, Select Under “Services/Activities”: Activity/output of “Policy Priority- Job Creation/Employment- Partnership with Workforce Investment Board (WIB) to establish apprenticeship programs and/or job opportunities” AND/OR Activity/output of “Policy Priority-Job Creation/Employment- Partnerships with local unions to establish apprenticeship programs and/or job opportunities”

Putting Your Application Together: How to Qualify for Policy Priorities STEP TWO – Select Under “Outcomes”: “Policy Priority- Job Creation/Employment-Number of job placements as a result of partnerships with the Workforce Investment Board” AND/OR “Policy Priority- Job Creation/Employment-Number of job placements as a result of partnerships with local unions” AND/OR “Policy Priority-Job Creation/employment-Number of new apprenticeship programs established as a result of partnership(s) with Workforce Investment Board” AND/OR “Policy Priority-Job Creation/employment-Number of new apprenticeship programs established as a result of partnership(s) with local unions.”

GS Threshold Requirements General Section Requirements such as: Timely Receipt Requirements Have a DUNS Number Your CCR must be current (registration is good for only one year) Please be sure to read the General Section carefully

Program Threshold Requirements for Renewal Applicants Eligibility Performance and Capacity Requirements Renewal Applicants: 1. Review of submitted application materials 2. A review of the FSS Action Plan on file at the field office 3. Program performance including any audit findings 4. Prior Logic Model submissions 5. Budgetary reporting Past Performance Review will be conducted on a Pass/Fail basis

Program Threshold Requirements for New Applicants Eligibility Performance and Capacity Requirements New Applicants: 1. Review of submitted application materials 2. Check to make sure there’s an approved FSS Action Plan on file at the field office 3. Adherence to reporting requirements on other HUD programs Past Performance Review will be conducted on a Pass/Fail basis

Program Requirements for Application Submission Salary comparables – keep on file/no need to submit FSS Action Plan – Has to be for PH FSS. 24 CFR Troubled PHAs must submit a Contract Administrator Partnership Agreement If you are PHAS troubled in any area by the deadline date for this NOFA, you MUST have a CAPA… even if you will not be troubled soon!! – IF the GMC sends a deficiency for this – DO ONE!

Curable Deficiencies If you submit the old PH FSS Form and not the new required form, you will be able to submit the new form (New Form = 52651) You’re a troubled PHA and do not submit a Contract Administrator Partnership Agreement Make sure to follow the instructions provided by the Grants Management Center for submitting information to cure any deficiency.

What’s NOT Required? NO BUDGET NO RATING FACTORS NO NARRATIVES REQUIRED

Funding Categories Category 1: Applicants funded in fiscal years 2009, 2010, or 2011 that meet the requirements of the NOFA Category 2: Applicants currently administering previously-funded FSS programs that were not funded in fiscal years 2009, 2010, or 2011 Category 3: Applicants that do not currently administer an FSS program that have an approved FSS Action Plan Category 4: A PHA or tribe that wishes to expand its FSS program and has filled the required number of slots during the target period.

Order of Funding Category 1 – HUD will first fund eligible renewal positions for Policy Priority applicants in a round- robin fashion, first with all eligible applicants getting one position, then a second, etc. until there are insufficient funds for all eligible renewal positions. In that final round, order of funding will be determined based on the highest percentage of families with increased earned income. If necessary, the # of ACC units for PHAs or FCAS units for tribes will be used as a tie breaker giving preference to the smallest number of ACC/FCAS units first.

Order of Funding Category 1 – If funding is sufficient for all renewals of Policy Priority applicants but not for non-Policy Priority applicants, a round robin approach will be used as described earlier. Categories 2 and 3 will be funded in a similar fashion. Category 4 – If funding remains, HUD will again fund Policy Priority applicants (and then non-Policy Priority applicants) in a round-robin fashion beginning with those applicants that qualify for a second position.

Filling Out the Forms… Forms in the Instructions Download – most are fillable, you can save them and then attach them. NOTE: The and are not. Please type these, scan and attach, or fax them using the fax coversheet generated with your application.

Application Requirements: Form SF-424 SF-424 – DO THIS FIRST – it will fill in sections of other forms automatically Found in mandatory forms #2 – “Type of Application” – new or renewal Federal Identifier 5a = PHA code 5b “Federal Award Identifier” is only for renewals – enter your most current FSS grant number.

Application Requirements: Form SF – “Applicant Type” is where you indicate what type of organization you are: L – Public/Indian Housing Authority Tribes/TDHEs may be I or K 10, 11, 12 and 13 are pre-populated. Don’t change them!

Application Requirements: Form SF “Descriptive Title of Applicant’s Project” can be “Anytown PHA FSS” 16 – Congressional District of Applicant… only fill in 16b if the project where you plan to implement the program is in a different congressional district from the main office. This is used to notify Congress. 17 – Project proposed start and end date – Estimate it - Jan Dec is fine. If you are a renewal, you may use the end date of your FY11 grant as the start date.

Application Requirements: Form SF – Estimated Funding – 18a is THE AMOUNT YOU ARE REQUESTING All others can be left blank 19 - State review is not required by HUD

Application Requirements: Form SF-LLL 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. It ’ s basically a blank piece of paper. IF IT IS NOT APPLICABLE, DO NOT MOVE IT OVER, DO NOT SEND IT IN

Application Requirements: Form 2991 HUD-2991 – Certification of Consistency with Consolidated Plan OR copy of the signed PHA Certification of Compliance for the current Annual PHA Plan 2991 Found in Instructions Download Everyone needs either this one or the HUD It is NOT signed by the PHA, so GET STARTED on this process… Signed by whoever develops the Con Plan for CDBG – usually a city/county planning office

Application Requirements: Form HUD – Certification of Consistency with Indian Housing Plan (if applicable) Found in Instructions Download called “ HUD ” Everyone needs either this one or the HUD-2991 One is required for each Tribe/TDHE to be served. Signed by the office that manages the I-CDBG funding 55

Application Requirements HUD-2880 HUD-2880 – Applicant/Recipient Disclosure/Update Report Found in “ Optional Documents ” but is Required called “ HUD Applicant-Recipient Disclosure Report ” Signature “ signs ” upon submission 56

The HUD-2880 (continued) Question 2 in Threshold Determinations applies only to THIS grant application. Answer to question 1 “Are you applying for assistance for a specific project or activity?” is YES Answer to question 2 “Have you received or do you expect to receive assistance within the jurisdiction of the Department (HUD) involving the project or activity in this application, in excess of $200,000 during this fiscal year (Oct. 1 -Sep. 30)?” should only be YES if you are requesting more than $200,000 for THIS grant for the FIRST YEAR. MANY OF YOU WILL BE “NO” IF YOU ANSWER YES TO BOTH YOU MUST FILL OUT PARTS II OR III. Most of you that need to enter ANYTHING in parts II or III will enter N/A.

Application Requirement: Facsimile Transmittal HUD Facsimile Transmittal Required of all applicants even if not transmitting any faxes (indicate “ no faxes with this submission ” and “1 ” for number of pages) Found in Mandatory Documents called “ HUD Facsimile Transmittal ” FAX NUMBERS (same as 2011) HUD-1010 – toll free non-toll free 58

Additional Note on Faxes Use HUD 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 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! 59

Application Requirements Logic Model Logic Model – HUD Found in Instructions Download Excel File (don ’ t make into a PDF) You may want to watch a past webcast on the Logic Model Archived webcast for HUD's FY2011 General Section Policies and Logic Model Training 60

Application Requirements Logic Model Enable macros; read directions re: security settings Drop down menus Year 1 ONLY Priorities/needs/activities/outcomes DO NOT need to be 1:1 61

Webcasts click on Resources Click on Webcasts 62

Finding an Archived Webcast

Reporting Logic Model reporting is ANNUAL instead of semi- annual. Reports are due 30 days after your grant has ended. Annual Reporting also includes the Federal Financial Report – SF-425 You also have to report on the regularly 64

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 nduct/cconduct.cfm and none of the following have changed: nduct/cconduct.cfm Executive director Address Organization name

AFFH No Affirmatively Furthering Fair Housing certification. Instead the NOFA identifies actions that must be taken by the PH FSS Coordinator. (p.20) Be sure to document compliance in your program records/files 66

Section 3 FSS is subject to Section 3 requirements. There are separate reporting requirements that have been required in the past which include an annual HUD 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. Do not send reporting with your FSS application. 67

First Time Registration Process 1. Obtain Data Universal Number System (DUNS) Number. 2. Register with the Central Contractor Registration (CCR) 3. Register a user name and password (Authorized Organization Representative [AOR] ID) at Grants.gov; 4. The applicant organization’s E-Business Point of Contact (E-Biz POC) logs in to Grants.gov to grant authority to the Authorized Organization Representative (AOR); 5. The AOR confirms his or her status as ―authorized applicant ‖ to submit an application on behalf of the organization. If you aren’t 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.

Renewal/Update Registration Process for CCR POCs You must renew your CCR Registration annually Registrations in CCR are active for one year. The CCR registrant is notified by one month prior to the registration expiration date that the CCR registration will be expiring. The provides instructions for how to update/renew the CCR registration. Please read the General Section for more information. You can also go to:

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)

Application Submission Please see the NOFA for a checklist of required application content You do not have to submit this checklist 71

Submission through Grants.gov HUD is using Adobe Forms in the Grants.gov application packages. They are compatible with Microsoft Windows Vista operating system, Apple Macintosh computers and Microsoft Office See General Section for information on downloading the latest version of Adobe Reader. Before you can view and complete the application you MUST have a compatible Adobe Reader installed. Some forms are only fillable and not saveable unless you have Adobe Professional, some are not fillable. If you have Adobe Professional, you may need to re-set your DEFAULT – please see the General Section for more information. 72

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. If more than one person is working on the application package, all must be using the same software version. 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. If more than one person is working on the application package, all must be using the same software version. 73

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 File Names with more than 50 characters (HUD recommends 32), special characters or spaces will result in a rejection for a “VirusDetect” error Failure to follow attachment naming requirements may result in rejected applications. 74

Application Submission – Reminder! 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. 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. 75

Submitting Your Application When attaching documents use ONLY the formats indicated in the General Section Grants.gov recommends using Internet Explorer to submit applications. If you zip your attachments, use only WINZIP Zip in only “normal” or “maximum” options See General Section for more information. 76

Submitting Your Application Most PDF forms are only “saveable” if you have Adobe Professional 8.0 or higher. If you do not have Acrobat Professional, fill out the form and PRINT IT OUT and FAX IT IN with the FAX COVER SHEET Fax number can be found in the General Section of the NOFA. DO NOT fax to program office! I recommend faxing everything that you attach, just in case. 77

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. 78

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 You will be given the option when you go to download the application/instructions. Watch the “Funds Available” page for FAQ’s and these slides. 79

Grants.gov Register EARLY If you haven’t already registered with Grants.gov, do it now. Registration checklist and other information at View webcast on electronic registration and application submission on HUD website. 80

Once You’ve Submitted Your Application… 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 . It is only at this point that you can breathe. You may re-submit as many times as you want. The last validated submission will be reviewed. REMEMBER: If you re-submit electronically, you must re- submit your faxes.

Once You’ve Submitted Your Application… 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. If you are rejected and you receive the rejection after the deadline, you will have a 24 hour “grace period” from your rejection notice to re-submit.

Application Status You can check on grants.gov to see the status of your application HUD has received the application you submitted when it says “ Your application has been reviewed by the Grantor agency and assigned an Agency Tracking Number. ” That means it’s been received and validated. There’s nothing else that Grants.gov can tell you after this. Now, you wait.

Application Hint If there is a problem with your application submission, an 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 in anticipation of a validation .

Another Application 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 a while after submission … if the point of contact for the application goes on vacation, designate someone to cover for them. In FY11, the GMC sent faxes, but also alerted applicants by that a fax was coming. If the fax didn’t go through, they send it snail mail.

Other hints SAVE every correspondence, 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.

Help with Grants.gov For help with Grants.gov process, please call GRANTS or send an to Check grants-gov.blogspot.com Please do not call the Program office with Grants.gov questions

Important Resources Funds Available Page – lots of good info here: Or - Go to: - grants – funds availablewww.hud.gov On this page, scroll down to find links to program NOFAs. (check back here for FAQ’s)

Reminders from the GMC – Common Curable Deficiencies Logic Model Year 1 only is required. Complete all columns, including column 7 (evaluation tools) Sections A-E 2880 Part I – if you answer “YES” to both Question 1 and Question 2, you MUST complete Part II and Part III. If you indicated YES to both questions in Part I and have no information to report in Part II and Part III, you must indicate N/A. 89

Reminders from the GMC Common Curable Deficiencies Certification of Consistency with the Con Plan (2991) or Indian Housing Plan (52752) ALL applicants are required to have one or the other – or acceptable alternative Indicate PH-FSS program for the name of the Federal Program to which you are applying MUST have signature and date 90

How to Find Me Via Via telephone: When leaving a voic , try to leave your specific question so I can leave you a specific answer! Back-up: Ron Ashford, Director, Public Housing Supportive Services or Thank you!