Reminders & Frequently Asked Questions: FY18 CSBG Application - - PowerPoint PPT Presentation

Reminders & Frequently Asked Questions: FY18 CSBG Application Submissions

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This module was created by Lux Consulting Group, Inc. in the performance of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services, Community Services Block Grant Number contract number HHSP233201100175A

• Participants will be in listening mode only throughout the

webinar.

• If you experience connection issues, please call: Desmond

Jones at 301-585-1261 ext. 321.

• Today’s webinar will be recorded and posted on the CSBG

Tribal Training & TA Online Resource Center.

• During the webinar you may type in your questions via the

Questions Pod on the right of your screen.

• Access downloadable and online resources on the bottom
• f your screen.

Webinar Instructions

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• Introductions
• CSBG FY18 Application Overview
• Reminders
• Frequently Asked Questions
• Questions

Agenda

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Introductions

Nicole Oxendine, Director CSBG Tribal Training & Technical Assistance Program Monique Alcantara, Management & Program Analyst Division of Community Assistance (DCA) Office of Community Services (OCS)

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CSBG FY18 Application Overview

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Application Timeline

• August 1: OLDC Access Forms for new/renewed

administrative access (ONLY for renewing grantees).

• September 1: Deadline for FY18 Tribal Plan &

application

• New applicants must email all CSBG Tribal Plan and

application materials.

• Current grantees in year two of an accepted two-

year plan must submit an updated SF-424M and FY17 Annual Report.

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Prospective Grantees: Complete CSBG FY18 Application

• In order to meet the September 1st deadline,

prospective applicants must have the following documents prepared in advance:

• EIN and DUNS numbers for the Letter of

Transmittal

• Complete CSBG Application and Tribal Plan
• Dually-signed State concurrence on population

& poverty data

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Current Grantees: Complete CSBG FY18 Application

• In order to meet the September 1st deadline,

current grantees must have the following documents prepared in advance:

• Successful OLDC access and Role

Assignments

• Complete SF-424M form
• Complete CSBG Application and Tribal Plan

(unless a two-year plan was submitted and accepted in FY17, then only an Annual Report)

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Complete CSBG Application & Tribal Plan

CSBG Action Transmittal 2017-04: Application for FY 2018 Funds for Tribes and Tribal Organizations instructs that the following must be included in the CSBG Tribal Plan:

• Fiscal Year/Years to be

covered by the Tribal Plan

• Letter of Transmittal
• Evidence of Public

Hearing/Inspection

• Tribal Resolution
• Program Narrative
• State or Federal Recognition
• Signed CSBG Assurances
• Signed Federal Certifications
• Annual Report for FY

2017CSBG Activities

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Fiscal Years Covered by the Tribal Plan

• The plan must indicate whether a one or two year

period is covered.

• If the plan covers a two-year period, all elements of

the plan must cover a two-year period:

• Public hearing notifications
• Program narrative and assurances
• Tribal resolutions
• Certifications

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Letter of Transmittal

• Cover letter to the Director, Office of Community Services.
• Include:
• Tribal CSBG Program Contact Person
• Tribal CSBG Official who is to receive the CSBG Grant Award
• Include the complete mailing address, e-mail address, and

telephone and fax numbers.

• If there is a delegation of authority made by the CEO of the

Tribe/Tribal Organization to certify the plan on their behalf, make reference to delegation of authority.

• New applicants – include EIN and DUNS numbers

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Evidence of Public Review

• Evidence that the Tribe or Tribal Organization

CSBG Plan was made available for public review and comment.

• This should include:
• Public Hearing Announcement: How, when, &

where.

• Public Hearing Minutes
• Public Hearing Sign-in Sheets
• Public Comments/Feedback

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Tribal Resolution

• Only needed for organizations representing

more than one Tribe. Must be current and up to date.

• Gives a Tribal organization, by resolution,

authority to seek funding for identified Tribes.

• Include copies of signed and dated resolutions

in your Application and Plan.

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• Program Narrative should include:
• An outline of the mission and responsibility

to administer the Tribe’s CSBG funding

• A statement of goals and objectives
• Specific types of activities to carry out both

programmatic and administrative assurances

• Information about areas and categories of

individuals to be served

• The criteria and method used for the

distribution of funds

Program Narrative

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• Include documentation verifying State or Federal

recognition of the Tribe or Tribal organization.

• If a Tribe is NOT Federally recognized, it must

have State recognition.

State or Federal Recognition

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• Includes programmatic, administrative, financial and federal

certifications.

• An application includes specific programmatic, administrative,

and financial assurances certified by the Chief Executive Officer (CEO) of the Tribe or Tribal Organization.

• Assurances must show original signature and be signed by the

CEO.

• If the CEO has delegated this responsibility, a written

confirmation signed by the CEO must be included in the letter of transmittal.

• Indicate the date of the last audit undertaken and the period for

which the audit covers.

Statement of CSBG Assurances

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• Include the following required signed

certifications:

• Lobbying
• Drug–Free Workplace
• Debarment
• Environmental Tobacco Smoke

Federal Certifications

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• Grantees must submit an Annual Report each year.
• An Annual Report should contain:
• How funds were spent on the direct delivery of local services
• Information on the number of population & characteristics of

clients served

• How the grantee met its goals and objectives.
• Information on the types of projects supported by CSBG

funds

• Accomplishments of projects and activities
• Information on the activities related to the required

assurances supported by FY17 CSBG funds

Annual Report

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New Applicants

• New Applicants do NOT have access to the

OLDC system to process their application.

• Make sure you have correct contact information

for OCS Tribal Program Specialist.

• New applicants must submit the CSBG Tribal

application and plan (including the EIN and DUNS numbers) by email and mail to CSBG Tribal Program Specialist.

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Address

• Email:

Sara Lee, CSBG Tribal Program Specialist Sara.lee@acf.hhs.gov

• Mail:

Office of Community Services Division of Community Assistance Administration for Children and Families U.S. Department of Health and Human Services 330 C Street, SW, 5th Floor Mail Room 5425 Washington, DC 20201

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Current Grantees

• View, A Guide to the OLDC System & CSBG

Application Submission webinar.

• Establish role assignments through the OLDC

Access form.

• Ensure successful access to the OLDC system.
• Current grantees must have a completed SF-

424M form, available through the OLDC system.

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Current Grantees: OLDC Access Form

• August 1st submission date for OLDC

Access Forms.

• Each person must have their own OLDC

account and have CSBG assigned to that account.

• Each Tribe should have at least one grant

administrator assigned. Authorized Official and Data Entry Person are optional.

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• All administrators should have received their

username and passwords via email.

• Contact OCS Sr. Records Specialist, Niki Frazier

at nikita.frazier@acf.hhs.gov to request OLDC access for new/renewed OLDC accounts.

• Contact OLDC Helpdesk at 1-866-577-0771 or

email them at app_support@acf.hhs.gov.

Current Grantees: OLDC Credentials

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Logging In to OLDC

• Secure Sign-In (SSI) is no longer be used to

launch OLDC.

• All users will access the Online Data

Collection (OLDC) system via GrantSolutions (https://www.grantsolutions.gov).

• Current CSBG Grantees with access to OLDC

will continue to use their current OLDC login credentials in GrantSolutions.

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The SF-424M

• On October 1, 2013, ACF directed its program offices, including

OCS, to require all mandatory grantees to submit applications

• electronically. (See 78 FR 60285-60286, October 1, 2013.) OCS

requires Tribal grantees to use the OLDC system to submit data on the Application for Federal Assistance SF-424 Mandatory (SF- 424M).

• A Tribe or Tribal Organization must submit an electronic

application (SF-424M) to receive CSBG funds. If a grantee submitted a two-year application for FY 2017 and 2018, the grantee is still required to submit a SF-424M along with an annual report.

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Submitting the SF-424M

• From the enhanced Home page,

click the Report Entry Form tab

• n the left.
• From the Form Selection screen,

complete each field:

• 1. Program Name: Community

Services Block Grant

• 2. Grantee Name: Your Tribe
• 3. Report Name: Mandatory

SF-424M

• 4. Report Period: 10/01/2017 –

09/30/2018

• 5. Select Action:

New/Edit/Revise Report

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Submitting the SF-424M

• If submitting a new one-year plan, select

“Plan”, “Annual” and “Initial”.

• If submitting a new two-year plan, select “Plan”,

“Other”, “Initial”.

• If submitting for the second year of a two-year

plan, select “Plan”, “Other” and “Update”.

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Report Entry: Attachments

• Attachments: Attach files by clicking the

paper clip at the bottom of the form.

• View all attachments from the “Report

Form status” page or using the View/Add Attachments button.

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Required Attachments to SF- 424M

• The following attachments must be included in the SF-

424M:

• Complete CSBG Tribal Plan with correct plan dates
• Original signatures on all assurances &

certifications

• Annual report
• Grantees who submitted a two-year plan in FY17 will

ONLY need to attach their FY2017 Annual Report.

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Reports: Validate

• Saved -- Validated: There are no errors and the

form is ready to be certified.

• Validated -- with Warnings: The report form is

saved and validated and there are some errors

• n the saved form. However, these errors are

allowable and the report may still be submitted.

• Saved with Errors: An error message appears

at the top of the form. Reports with errors cannot be certified and have the status “Saved with Errors”. Errors must be corrected.

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Congratulations!

You’ve applied for FY2018 CSBG funding

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Reminders

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Application Deadline

• Please plan to meet the September 1st application

due date.

• After the September 1st deadline, Tribes will be

required to submit a concurrence of the State (or States) in which the Tribe or Tribal organization is located.

• Secure and prepare all materials including public

hearing, original signatures, as well as, OLDC access in advance.

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Required Documents

• SF-424M
• Letter of Transmittal
• Signed Assurances and Certifications
• CSBG Narrative Plan
• Evidence of Public Hearing
• Tribal Resolution for Tribal Organizations
• State Recognition for State-recognized Tribes

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• Applicants are required to describe how they have

made their Plan available for public review and comment in conjunction with the development of the Plan.

• Plans should indicate how the Tribe or Tribal
• rganization advertised the hearing, and when

and where the public hearing was held.

• Include the dates in which the plan was available

for review and comment.

Public Hearing

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• All assurances and certifications must

include original signatures

Original Signatures

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Annual Report

• Submit your CSBG Annual Report, with your current

CSBG application and Plan.

• Include the accomplishments of projects and activities

that relate to the required assurances that were supported with the CSBG funds.

• The report should address the use and distribution of

your FY 2017 funding allocation.

• Reminder: The federal fiscal year (2017) runs from

October 1, 2016 through September 30, 2017.

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Frequently Asked Questions

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Where Can I Find a Copy of the CSBG Application & Model Tribal Plan Instructions?

• The CSBG Model Tribal application and Plan

instructions are included in CSBG Action Transmittal 2017 Application for FY 2018 Funds for Tribes and Tribal Organizations.

• View the Action Transmittal:
• CSBG Tribal Training & TA Online Resource Center:

http://www.csbgtribalta.com/dear-colleague-letters

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Can We Submit a Two-Year Plan?

• Two-year plans can be submitted.
• The Tribal plan materials must indicate that the Tribal

application and plan was developed, reviewed, and authorized to cover a two year period.

• All elements of the application and plan materials must

address a two-year period, including the public hearing, program narrative, certifications, assurances, and Resolutions (as appropriate).

• If you submit a two year plan you must still complete the SF-

424M, and an Annual Report each year.

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I’m Having Trouble Accessing the OLDC System, How Do I Get Help?

• Contact Niki Frazier:
• nikita.frazier@acf.hhs.gov
• Contact support:
• Phone: 1-866-577-0771
• app_support@acf.hhs.gov
• View the recorded webinar, A Guide to the OLDC

System & Community Services Block Grant (CSBG) Submission Process.

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Can I Submit My Application in the OLDC System With Warnings?

• The OLDC system will allow you to submit

your application with warnings, but not with errors.

• Errors must be corrected before submitting

your application.

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What If We Need More Assistance With the Application Process?

• Help is Available and Free!
• OCS CSBG Tribal Team
• CSBG Tribal Training & Technical

Assistance Program

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Need Assistance? Help is Available!

CSBG Tribal Training & TA Team at Lux Nicole Oxendine - nicole.oxendine@luxcg.com Lizette Rivera - lizette.rivera@luxcg.com Tribal TA email - tribalta@luxcg.com www.csbgtribalta.com OCS - Tribal Team Sara Lee - sara.lee@acf.hhs.gov Jane Golden - jane.golden@acf.hhs.gov Niki Frazier – nikita.frazier@acf.hhs.gov CSBG Tribal email - CSBGTribes@acf.hhs.gov

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QUESTIONS?

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