21st Century Essential Guide to HUD Programs and Housing Grants – Volume One, Community Development, SuperNOFA, Loans, Aid, Applications
Edition: Version 1.0 – 01/2011
U.S. Government, Department of Housing and Urban Development (HUD)
Smashwords Edition
Copyright 2011 Progressive Management
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ESSENTIAL GUIDE TO HUD PROGRAMS AND HOUSING GRANTS
Volume 1: CORE INFORMATION
USER'S GUIDE TO HUD AND SuperNOFA
ASSISTED LIVING PROGRAMS
ENVIRONMENTALLY SAFE SITES
AFFORDABLE COMMUNITIES INITIATIVE
U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
Finding and Applying for Grant Opportunities
Information for Applicants and Grantees
FINDING A GRANT OPPORTUNITY
Grants.gov is the Federal Government’s website for posting funding opportunities from all the Federal agencies. It is a single source for finding opportunities and applying for funds electronically when an agency posts an electronic application.
To begin your search for grant opportunities, log on to www.Grants.gov and select Search for Grant Opportunities. To register to receive email notifications of new grant postings, select Register for Email Notification of Grant Opportunities. When you sign up for this service, Grants.gov will automatically notify you via email when a new grant has been posted.
Here is what you will see on the website:
Search Grant Opportunities
You can search in the following ways:
Basic Search * By Keyword * By Funding Opportunity Number * By Catalog of Federal Domestic Assistance (CFDA) Number * By Category of Funding Activity (e.g., housing) * By Agency * By all categories * Receive Grant Opportunity Emails
You can search in the following ways:
By Funding Opportunity Number * By Agency and Category of Funding Activity * By Selected Interest and Eligibility Groups (e.g., nonprofit, State, etc.) * By all grant notices categories (You can choose to receive all grant notices or limit your selection.)
Once you find a Funding Opportunity and/or CFDA Number for the grant for which you want to apply, jot it down. You will need it to download a grant application and apply for a grant.
APPLYING FOR A GRANT
Apply Step 1: Download a Grant Application Package and Application Instructions
You will need to enter the Funding Opportunity and/or CFDA Number to access the application package and instructions. Access Grants.gov Program Lists at www.Grants.gov to review CFDA Numbers for programs with applications currently available. To view application packages and instructions, you will also need to download and install the PureEdge Viewer, which is available at www.Grants.gov. This small, free program will allow you to access, complete, and submit applications electronically and securely. Download the application package, find it on your hard drive, and double click the file to launch it and start filling in the application package forms.
Apply Step 2: Complete the Selected Grant Application Package
You can complete the application offline. Everything you need to know is included in the application package and instructions. Page 4 shows the grant application page, and the following 15 items explain its main elements.
1. Instructions for completing the specific application package are listed at the bottom of the screen.
2. Use the scroll bars on your computer to move up and down the application package.
3. Each Grants.gov application package has a cover page that lists all of the PureEdge forms necessary to complete the grant application package, as well as the General section and Program section of the Notice of Funding Opportunity (NOFA). The NOFA will also identify any additional forms and information that you need to submit to have a complete application.
4. The first thing you should do when opening an application package is verify that it is the grant opportunity for which you wish to apply. If not, press the Cancel button at the top of the page, go back to Grants.gov, and download the proper grant application package.
5. It is important to note that on PureEdge forms, field level help is available to you at any time. Click the toggle switch at the top of the page to turn it on. Next place your mouse over the field for which you need an explanation. To turn field help off, click on the toggle switch again.
6. Spell check is also available with each PureEdge form.
7. You can save your application at any time by clicking the Save button at the top of the screen. Note: If you choose to save your grant application before you have fully completed it, you will receive an error message. This message is used to warn the applicant that the grant application package is not yet completed. Click OK and you will be able to save your grant application package and complete it at a later time.
8. The Submit button becomes active after all mandatory elements of the grant application package have been completed, which include mandatory fields and attachments. Some examples of data that will be validated are the format of email addresses, the format of dates, and the required fields in the forms that have been moved over to the Mandatory Completed Documents for Submission window.
9. Pressing the Print button prints all forms in the application package.
10. All information on the top portion of the cover page will already be filled in by the system.
11. A unique name for each application package will help both you and Grants.gov identify your application. This can be any name you choose.
12. Forms included in each application package are labeled by Grants.gov in two groups: Mandatory and Optional. Be sure to read the NOFA to find out which forms are mandatory and which are optional.
13. To open any form, click it, and then click the Open Form button. Note: It is recommended that you complete the SF-424 first. Once the SF-424 is completed, the information will transfer to the other forms. When you are finished entering data in any form, click the Close Form button. Your work will be temporarily saved. Note: In order to save your complete application package, you must click the Save button on the application cover page.
14. To denote that a form is completed, click on it, and then click the right-pointing arrow to move it over to the right.
15. The document has now moved from the Mandatory Documents box to the Mandatory Completed Documents for Submission box. Once completed, all forms in the Mandatory Documents box must be moved to the Mandatory Completed Documents for Submission box to submit your application. Complete any attachments that are required as part of your submission. Place them in a zip file.
Third-Party Letters, Certifications Requiring Signatures, and Other Documentation
Applicants required to submit documentation from organizations providing matching or leveraging funds, documentation of 501(c)(3) status or incorporation papers, documents that support the need for the program, Memoranda of Understanding (MOUs), or documentation that supports your organization’s claims regarding work that has been done to remove regulatory barriers to affordable housing have the following two options:
1. Scanning documents to create electronic files.
Third-party documentation can be scanned and saved as separate electronic files. Electronic files must be labeled so the reader will know what the file contains. Match or leveraging letters can be scanned into a single folder, or the applicant can create a separate file for each scanned letter and label it accordingly. All scanned files should be placed together in a zipped folder and then attached to the application package submitted to Grants.gov as part of the application submission.
OR
2. Faxing required documentation. Applicants who do not have scanning equipment available may submit the required documentation to HUD via facsimile (fax). The Fax method may only be used to submit attachments that are part of your electronic application. HUD will not accept entire applications via fax. Applications submitted entirely via fax will be disqualified.
To submit documents using the Fax method, applicants must use form HUD 96011, Facsimile Transmittal, which is a cover page for the faxed materials. The form HUD 96011 is an electronic form and is part of the applicant’s downloaded electronic application obtained from www.Grants.gov/Apply.
You are now ready to submit your application!
Apply Step 3: Submit a Completed Grant Application Package
You will submit the application online. When you are ready to submit the completed application, you must have already registered. You will then need to log on to Grants.gov using the username and password you entered when you registered with a Credential Provider to submit the application.
If the Submit button is not active, please check to be sure you have completed the following actions:
All mandatory fields in all mandatory forms have been completed and moved to the Mandatory Completed Documents for Submission box.
The Save button has been clicked after all documents have been moved to the Mandatory Completed Documents for Submission box.
All mandatory fields in all optional forms that have been moved to the Optional Completed Documents for Submission box have been completed. You have placed all documents in a zip file.
All Internet browser windows must be closed.
Note: Mandatory fields are indicated by an asterisk and are also slightly yellow in color.
After clicking the Submit button, you will receive a confirmation message. It is recommended that you save and print this screen for your records fields in other mandatory and optional forms and the user cannot enter data in these fields.
Apply Step 4: Track the Status of a Completed Grant Application Package
Once you have submitted an application, you can check the status of your application submission. You can identify your application by CFDA Number, Funding Opportunity Number, Competition ID, and/or Grants.gov Tracking Number. Go to www. Grants.gov and select Track Application Package Status.
If you have questions or need additional information, call the Grants.gov Contact Center at 800–518–GRANTS (4726) or email support@ Grants.gov. The Contact Center hours of operation are Mon.–Fri. 7 a.m. to 9 p.m. eastern standard time. A training demo on how to complete an application package is available under Tips and Tools. Or you can go directly to the URL at www.Grants.gov/ AO/Application Package.swf.
Also visit www.hud.gov/grants for grant opportunities at HUD.
GRANT APPLICATION PACKAGE
1) Enter a name for the application in the Application Filing Name field.
This application can be completed in its entirety offline; however, you will need to login to the Grants.gov website during the submission process.
You can save your application at any time by clicking the “Save” button at the top of your screen.
The “Submit” button will not be functional until the application is complete and saved.
2) Open and complete all of the documents listed in the “Mandatory Documents” box. Complete the SF-424 form first.
It is recommended that the SF-424 form be the first form completed for the application package. Data entered on the SF-424 will populate data
The forms listed in the “Mandatory Documents” box and “Optional Documents” may be predefined forms, such as SF-424, forms where a document needs to be attached, such as the Project Narrative or a combination of both. “Mandatory Documents” are required for this application. “Optional Documents” can be used to provide additional support for this application or may be required for specific types of grant activity. Reference the application package instructions for more information regarding “Optional Documents”
To open an item, simply click on it to select the item and then click on the “Open” button. When you have completed a form or document, click the form/document name to select it, and then click the => button. This will move the form/document to the “Completed Documents” box. To remove a form/document from the “Completed Documents” box, click the form/document name to select it, and then click the <= button. This will return the form/document to the “Mandatory Documents” or “Optional Documents” box.
When you open a required form, the fields which must be completed are highlighted in yellow. Optional fields and completed fields are displayed in white. If you enter invalid or incomplete information in a field, you will receive an error message.
3) Click the “Submit” button to submit your application to Grants.gov.
Once you have properly completed all required documents and saved the application, the “Submit” button will become active.
You will be taken to a confirmation page where you will be asked to verify that this is the funding opportunity and Agency to which you want to submit an application.
Register to Apply for Grants - 5 Critical Steps
Organizations wishing to receive Federal grants must register with the Central Contractor Registry (CCR). Individuals who intend to submit applications on behalf of organizations must be registered at Grants.gov and approved by the applicant organization. Grants.gov and the CCR are separate databases maintained by two different agencies.
Before you can apply for a HUD grant via Grants.gov, your organization must complete all of the items on this checklist. These steps take a number of days; so please begin immediately! Don’t wait until two weeks before your application is due!
When you are done, you will have established profiles on CCR and Grants.gov that contain basic information about your organization and designated staff members who are authorized to submit applications.
If you have problems registering with Grants.gov, call the help desk at 1-800-518-4726.
A glossary of terms and links to important online resources follow the checklist.
What you need to do
1. Find out your organization's Dun & Bradstreet Numbering System (DUNS) number
All organizations applying for federal grants are required to provide a DUNS number.
Ask your grant administrator or chief financial officer to provide your organization's DUNS number. Research universities and most colleges, independent libraries, and large organizations already have DUNS numbers.
If your organization doesn't have a DUNS number, call the special Dun & Bradstreet hotline at 1-866-705-5711 (or 1-866-814- 7818, TTY for callers with hearing impairment) to receive one free of charge.
Purpose
DUNS numbers identify an organization.
The federal government has adopted the use of DUNS numbers to keep track of how federal grant money is dispersed.
How long will it take?
This will take about 10 minutes and is free of charge.
You will receive a DUNS number at the conclusion of the phone call.
What you need to do
2. Register your organization with Central Contractor Registry (CCR)
You must have a DUNS number to register with CCR
Ask your chief financial officer, grant administrator, or authorizing official if your organization is registered with CCR.
If your organization is not registered, you can apply by phone (1-888-227-2423) or register online at http://www.ccr.gov/. CCR has developed a worksheet (7-page PDF) to help you with the process.
When your organization registers with CCR, you will be required to designate an E-Business Point of Contact (E-Business POC). The E-POC must create a special password called an "M-PIN." This password, in combination with the organization’s DUNS Number allows the EPOC to designate which staff members from your organization are allowed to submit applications though Grants.gov.
Staff members designated to submit applications are called authorized organization representatives (AORs).
If your organization has registered, but your E-Business POC has forgotten the MPIN password, call 1-888-227-2423.
Purpose
Registering with CCR is required for an organization to use Grants.gov.
Designating AORs ensures that only authorized individuals can submit grant applications on behalf of the organization.
How long will it take?
1-3 days to gather information about your organization and prepare the application.
5 days from the time your organization registers with CCR. The 5-day window is necessary to mail you security information.
What you need to do
3. AORs apply for usernames and passwords
To obtain their usernames and passwords, AORs must register with Grants.gov's "credential provider" at https://apply.grants.gov/OrcRegister. They will need to know your organization's DUNS number in order to complete the process.
After your organization registers with CCR, AORs must wait five business days before they can obtain their usernames and passwords.
Purpose
AOR usernames and passwords serve as "electronic signatures" when your organization submits applications on Grants.gov.
How long will it take?
Same day.
AORs will receive usernames and passwords when they submit their information.
What you need to do
4. AORs register with Grants.gov
AORs must register their usernames and passwords obtained in step 3, with Grants.gov at https://apply.grants.gov/GrantsgovRegister.
Purpose
This creates an account on Grants.gov that, after approval by your organization’s E-POC (see step 5), will allow AORs, to submit applications on behalf of your organization.
How long will it take?
Same day.
This step in the registration process will be complete when the AOR submits the online form.
What you need to do
5. E-Business POC approves registration of AORs
The final step in the process is to approve the AOR registration for your organization.
When an AOR registers with Grants.gov, your organization's E-Business POC will receive an e-mail notification. You don’t need to wait for notification – when an AOR registers with Grants.gov, he or she should ask the E-Business POC to login to Grants.gov and approve the registration.
Your E-Business POC must then log into Grants.gov (using the DUNS Number for Username and "M-PIN" as password) and approve the AOR, thereby giving the AOR permission to submit applications.
When an E-Business POC approves an AOR, Grants.gov will send the AOR a confirmation e-mail.
Purpose
Only E-Business POCs or another person who knows both the DUNS Number and MPIN can approve AORs.
This allows your organization to authorize specific individuals to submit grants.
How long will it take?
It depends on how long it takes E-Business POC to log in and approve AOR.
AORs can log into Grants.gov to see if they have been approved. https://apply.grants.gov/ApplicantLoginGetID
GLOSSARY
Authorized Organization Representative (AOR):
A person authorized by your Ebusiness POC to submit applications to Grants.gov.
Central Contractor Registry (CCR):
Organizations receiving any type of award from the federal government must register with CCR. This database is maintained by the General Services Administration (GSA) and has a toll free help line open 24 hours/ 7 days a week (1-888-227-2423).
DUNS Number:
DUNS stands for "data universal numbering system." DUNS numbers are issued by Dun and Bradstreet (D&B) and consist of nine digits. If your organization does not have one, call 1-866-705-5711 to receive one free of charge.
E-Business Point of Contact (POC):
Person who will designate which staff members can submit applications through Grants.gov. When you register with CCR, your organization will be asked to designate an E-Business POC.
M-PIN:
Password used by your e-business point of contact to designate which staff members can submit applications to Grants.gov.
Grants.gov:
Grants.gov is the Federal web portal for Federal grants. All Federal Agencies must list all grant funding announcements on Grants.gov and, by 2008, all agencies will accept applications for all grant programs electronically, through Grants.gov. Grants.gov is managed by the Department of Health and Human Services and has a toll free helpline open from 7:00 am to 9:00 pm Eastern Time, Monday – Friday.
Useful links and resources
DUNS Number information: http://www.neh.gov/grants/guidelines/duns.html
Central Contractor Registry (CCR): http://www.ccr.gov/
Central Contractor Registry Support Line: 1-888--227-2423
Worksheet to help you register with CCR: http://www.ccr.gov/CCRRegTemplate.pdf (7-page PDF)
Obtain usernames and passwords for AORs: https://apply.grants.gov/OrcRegister
Grants.gov: http://www.grants.gov/
Grants.gov Helpdesk: support@grants.gov
Grants.gov Customer Support Tutorials and Manuals: http://www.grants.gov/CustomerSupport
Grants.gov Support Line: 1-800-518-GRANTS (4726)
Frequently Asked Questions
Registration and Electronic Signature Questions
1. Do I have to be registered to download an application package?
An applicant can search for, and download an application package without having to go through the Grants.gov registration. However, to submit electronic applications through Grants.gov, applicants will need to complete the registration process. Registration allows an applicant to submit an application for any federal grant electronic application posted on Grants.gov.
2. How do I register to submit an application through Grants.gov?
Registration information can be found on the Grants.gov website at http://www.grants.gov/GetStarted. The page also offers access to checklists to help applicants complete the registration process. The Grants.gov helpdesk can also help an applicant through the registration process.
3. How do I know if I am registered to apply for my organization?
You can check this yourself by logging into the applicant section of Grants.gov using your user ID and password and clicking on the Manage Applicant Profile link at https://apply.grants.gov/ApplicantLoginGetID. Directly below your title will be a statement on your AOR status.
You can also check with your organization to see who the E-Business Point of Contact (E-Biz POC) has authorized to submit applications on behalf of the organization. If you are not authorized, you should request authorization. If approved, the E-Biz POC will update the registration on Grants.gov. Your E-Biz POC can call the Grants.gov help desk if they have questions on how to update the information or add an Authorized Organizational Representative to the registration of your organization.
If you are unable to log-in or if you find out that you are not fully authorized, call the Grants.gov helpdesk at 800-518-4726. They will check to see if you are registered with Grants.gov for electronic signature submission and answer any questions you may have about the registration process.
4. If we are one large national organization that applies through multiple regions, can we register as one entry or does each regional office need to apply?
The registration process allows for use of the DUNS + 4 as part of the registration process. The use of the DUNS + 4 allows large organizations to register as a single parent organization but also register sub-units or organizations. Each suborganization would use the main 9-digit Data Universal Numbering System (DUNS) number plus 4 additional unique DUNS numbers. Please contact Grants.gov Support for further information on registering multiple organizations under a single entity. Grants.gov Support can be reached by calling 800-518-GRANTS or emailing Support@Grants.Gov. The Support Desk is open between the hours of 7:00 AM and 9:00 PM Eastern Time, Monday to Friday, except Federal holidays.
5. Do I need a DUNS number to submit an application for funding?
Yes. A Data Universal Numbering System (DUNS) number is required to apply for federal funding regardless if the application is submitted in paper or electronic format. The applicant DUNS number must be entered in the data entry field labeled “Organizational DUNS” on the Standard Form 424. This is a mandatory field that must be completed on the electronic application submission for it to be successfully received by Grants.gov. This requirement was established in FY 2004 and is also stated in the General Section of the SuperNOFA.
6. How do I get a DUNS number?
Information on how to get a DUNS number can be found at http://www.grants.gov/RequestaDUNS.
7. Will Grants.gov have a copy of my M-PIN?
No. You will need to contact the Central Contractor Registry (CCR) to obtain that information or you will need to talk to the person responsible for the maintenance of your organization’s CCR profile to obtain that information. The CCR help desk number is 888-227-2423.
8. The electronically attached HUD forms will not have signatures. What will be the purpose of my getting them signed?
All HUD forms attached to your electronic submission which require signatures (such as third party leveraging letters, certifications, etc.), can be signed by the appropriate party, scanned, and then attached to the Grants.gov electronic application or faxed using the Facsimile Transmittal form.
The Standard Form 424 cover page, which requires a signature from an Authorized Organizational Representative (AOR), is signed electronically by the organization’s AOR as a result of the Grants.gov registration process. The registration process allows for an authenticated electronic signature. Persons that have been duly authorized by the E-Business Point of Contact may submit an electronic application on behalf of the applicant. When the application comes to Grants.gov, they will electronically search and note if the person fits the authorized profile set up and can sign the application. The application will be matched to the information provided to the credential provider and the application will be electronically signed and accepted by Grants.gov. Full instructions for the registration process and checklists can be found at http://www.grants.gov/GetStarted.
9. As I am a consultant submitting these applications for the sponsor organizations, I am not sure how to fill in some of the information and not sure who should be the submitter of the application.
The forms should be completed the same if you were submitting a paper copy. Whomever the E-Business Point of Contact (E-Biz POC) has named as the Authorized Organizational Representative (AOR) should be the one to submit the application. Contact the sponsor to find out who is the E-Biz POC and who is registered as the AOR for the organization. An E-Biz POC can authorize more than one person within an organization to act as an AOR.
10. My Executive Director left; can I still use my registration?
You can still use your registration. The Executive Director leaving will not affect your registration. Yet, keep in mind the new Executive Director may change who is authorized to bind an organization to an application. This change is done by whoever is assigned as your organization’s E-Business Point of Contact.
Accessing Information and Application Packages on Grants.gov
1. Are there specific computer requirements to access an application?
You will need to download and install the PureEdge Viewer. This small, free program will allow you to access, complete, and submit applications electronically.
System Requirements
For PureEdge Viewer to function properly, your computer must meet the following requirements:
Windows 98, ME, NT 4.0, 2000, XP
500 Mhz processor
128 MB of RAM
40 MB disk space
Web browser; Internet Explorer 5.01 or higher, Netscape Communication
4.5-4.8, Netscape 6.1, 6.2 or 7
If you do not have a Windows operating system, you will need to use a Windows Emulation program.
MAC Users: For additional information, go to the Grants.gov website at www.grants.gov and review PureEdge Support for MacIntosh white paper. If you are on a network, you may need your network administrator to download the PureEdge Viewer and install it on your hard drive or network system.
2. I tried to find the Community Development Technical Assistance Programs on Grants.gov and when I search I only come up with some of the programs. How to I get the electronic applications?
Go to the Grants.gov site at www.Grants.gov. On the home page of Grants.gov, go to Download Application Package on the right side of the page, and click. It will bring you to the download application page in which you should insert the Catalog of Federal Domestic Assistance (CFDA) number for each program, inserting a single CFDA number. For downloading each Technical Assistance program application, repeat this step until you have found all the packages. For example:
Using CFDA number 14.239, you will find the HOME and HOME CHDO TA programs.
Using the CFDA number 14.235, you will find Homeless TA and the Homeless Addicted to Alcohol programs.
Using CFDA number 14.241, you will find you will find HOPWA and HOPWA TA programs.
Using CFDA number 14.218, you will find you will find CDBG TA program.
Using CFDA number 14.243, you will find Youthbuild and Youthbuild TA
When you find the applications available under each CFDA number, click on the application instructions and download the application instructions for the program that you are interested in seeking funding. The instructions include copies of the General Section and Program Sections of the NOFA, plus additional forms that are required to be submitted as part of the application that are not incorporated into the application package for download from www.Grants.gov.
When you have completed the Instruction Download, click on the Application Package and download the application. Be sure to install the free PureEdge Viewer. The link to the PureEdge viewer can be found on the page where you download the application. Just click on the red “Click Here” to obtain the PureEdge Viewer. If you are on a network, you may have to have the network administrator install the PureEdge viewer on your system.
Applicants having access problems can call the Grants.gov support desk at 800- 518-GRANTS who will help you access the information and walk you through the download process.
3. I tried to find the NOFA on the date it was published in the Federal Register. I could not find it on the Federal Register site, HUD’s site or the Grants.gov site.
This may be due to the fact that HUD is awaiting the Federal Register files to upload them to the Grants.gov site. When large documents such as the SuperNOFA are published, it takes several hours or days to get all the files by program on the Federal Register site. HUD uses these files and zips them together, along with any additional forms required as part of the application, and then uploads each Instruction and Application package to Grants.gov. Callers should be patient as the information for all the NOFAs is expected to be available within 24 to 48 hours. HUD posted all SuperNOFA information within 24 hours.
4. What if I can’t access the information?
If you are having trouble locating the application on Grants.gov or downloading the instructions and application packages, call the Grants.gov Support Desk. They can assist you in locating and downloading the needed materials. If you do not have Internet access you can contact HUD’s NOFA Information Center at 800-HUD-8929 or for persons with a hearing impairment, the TTY number is 800-HUD-2209.
5. Will I be notified when the information is available?
When HUD posts the application to Grants.gov Find, an email notification will be sent to those that have signed up for the Grants.gov notification service. You can sign up of the notification service at: http://www.grants.gov/Find#receive.
When you download an application package you will see a place to provide an email address if you want to receive any notifications to changes for that application package or instructions. HUD recommends that applicants provide their email address to be notified of any future changes. If you do not see this email notification when you download an application, call the Grants.gov help desk at 800-518-GRANTS or send an email to Support@Grants.gov, and they will help you find the location to provide this information.
6. What should I do if I can’t open the instructions?
If you are having difficulty opening the instructions, you may not have the WinZip application on your system. HUD’s Funds Available website has Zip File Assistance link. The information can be found at http://www.hud.gov/offices/adm/grants/zipassist.cfm
7. What is the difference between reposting and technical correction of an opportunity?
HUD will repost an opportunity when HUD made a posting error to the Grants.gov site. With a reposted application, the requirements in the NOFA have not changed. HUD reposted applications when an incomplete copy of the Federal Register was included in the instructions to be downloaded. HUD also reposts when a wrong form was posted with the instructions. When an opportunity is posted as a technical correction, it is because HUD is changing the requirements in the application and the published NOFA. Sometimes the technical correction will affect selection factors or are of such a nature that HUD will allow the applicant more time to submit the application, causing a change in the application submission date. Some technical corrections merely correct references to other sections in the NOFA, but the substance or requirement has not changed. These corrections notify the applicant to changes in the NOFA instructions and therefore are posted as technical corrections with or without a submission date change. Each technical correction will be labeled with a number related to the Federal Register Notice (e.g., for this year’s SuperNOFA any Technical Correction will be labeled FR-4950-N-C-01, FR-N-4950-N-C-02).
Completing and Submitting the Application
1. What type of application system is Grants.gov? Are applications being typed on line?
Grants.gov is web-enabled, not web-based. Applicants download the application package and save it to their own computer. Applicants complete the application off-line in their own time. Once the application package is complete, the applicant should upload the completed application back to Grants.gov.
2. Will work be saved automatically?
The information entered into the various PureEdge forms will automatically be saved, but you need to use the grey “Save” button to save your entire package. At the top of each form is a “Close Form” button. Once you have the completed the form, close the form and your information is automatically saved. You need to save your work by selecting the “Save” button located on the cover sheet of the application package.
3. Will an applicant be able to return to previously answered sections?
Yes, an applicant will be able to access the form he/she has previously inputted information into and make changes where necessary, prior to submission to Grants.gov. Once the application is submitted, prior to the due date, any changes would have to be provided through a new submission. You will be able to reuse the application package that you had previously submitted and make the changes within that document. Simply resubmit that application package once you have made your changes and save the package to your hard drive. If only one application is allowable under a program, HUD will use the last one submitted as the submission to review and evaluate, and disregard the earlier submission. HUD will only take entire resubmissions. HUD will not piece together parts of electronic applications, except for the portions of the application that were submitted via the facsimile solution described in the General Section and Program Sections of the NOFA. HUD will not accept entire applications faxed to us.
4. Will an applicant be able to print out the full document and then go back and make corrections?
Yes, the application package has a “Print” button, which allows one to print the application; it will not print one page but the entire application.
5. Will I have access to my work in the future?
You will have access to the application you saved on your hard drive. It is important that you print a copy of the submitted application for your own records.
6. How do you submit letters and other attachments?
Word documents (.doc), form fillable and savable PDF files (.pdf), text files (.txt), Excel spreadsheet files (.xls), and scanned documents can be saved, zipped to a zip file, attached to your application, and sent to Grants.gov as part of your application submission using the attachments form which is part of the electronic application.
Documents that you do not originate such as hard copy documents, proof of 501 C 3 status, third party letters and certifications with signatures can be scanned, and an electronic file created which can be attached to the application or applicants without scanners can fax them to HUD using the Facsimile Transmittal form HUD-96011.
Applicants using the fax method should:
a. Download the application package from Grants.gov
b. Complete the Standard Form 424 first. By completing the Standard Form 424 first, the applicant information data fields will populate to the Facsimile Transmittal form.
c. Print out the Facsimile Transmittal form with the applicant information and provide it to the person(s) who have to submit the required documentation by fax.
d. Each application downloaded from Grants.gov contains a unique embedded ID number. Therefore, applicants using the Facsimile Transmittal form HUD- 96011 should make sure that the same form is used for every fax supporting a particular application package.
e. If the applicant is applying to multiple programs, or submitting more than one application for a program, a separate application must be downloaded from Grants.gov and completed for each application submission. The Facsimile Transmittal form HUD-96011 used to submit faxes for an application should be retained as unique form for each application package submission. Be sure not to confuse or mix the facsimile transmittal cover with other application packages.
This information is contained in the General Section of the NOFA, which is also in the instructions to be downloaded from Grants.Gov along with the application.
7. What is the HUD fax number?
The HUD facsimile number is 800-HUD-1010. This information is contained in the General Section of the NOFA, which is also in the instructions to be downloaded from Grants.gov along with the application.
8. Will an applicant be required to purchase a scanning machine?
Applicants are not required to purchase scanners. However, they may find that using a scanner is a more efficient method of producing files that can be attached and submitted with their application submission to Grants.gov.
For applicants without access to scanners, HUD has provided a fax solution using the Facsimile Transmittal form HUD-96011 and the HUD fax number 800-HUD- 1010. All faxes in support of an application must be sent to the fax number. HUD will not accept entire applications submitted by facsimile. Instructions for submitting information by facsimile are contained in the General Section of the NOFA, which can be downloaded from Grants.gov along with the application.
9. Will there be a need to forward any other documents once an application is submitted on line?
Applicants need to download the instructions along with the application package from Grants.gov, to make sure that they have all the forms and information included in their application submission, as required by the NOFA. Applicants are reminded that not all forms are found in the electronic application.
Once the electronic application is completed and completed forms found in the instructions are attached to the electronic applications, applicants will have to ensure that other documents that are to be sent using the Facsimile solution described in the General Section are transmitted. Please carefully read the instructions; failure to follow the Facsimile Transmittal instructions may result in HUD not being able to associate your facsimile information with the electronic application submitted through Grants.gov. Facsimile submissions must be received by the application submission data and time.
10. What if I submit an application and I want to add something to my application?
You need to resubmit the entire application. Reuse the application that you have saved to your hard drive or network drive, add the information, and resubmit the application. If the Program Section of the NOFA only allows a single application per applicant to be submitted, HUD will utilize the last application received to use for review and evaluation purposes, as long as it meet the submission deadline requirements. If the program NOFA calls for funding on a first come-first serve basis, the last application submittal will be the basis for determining the date and time of the application submission. These rules apply to both paper application submissions as well as the electronic application submissions. The rules for timely submission in the General Section and Program Sections determine if the application has met the filing deadline.
11. What happens if I submit my application before the filing deadline but it does not arrive at Grants.gov until after the filing deadline?
Grants.gov must receive applications by the deadline date and time. Applicants are advised in the General Section of the NOFA to submit their application when
the Grants.gov help desk is open. This should provide sufficient time for your application to be successfully received by Grants.gov prior to the deadline. Remember, it takes time for a package to be uploaded, so please be patient. A dial up line will take much longer to upload then a broadband connection. Once the package is successfully submitted to Grants.gov, you will receive a confirmation page with a tracking number. Print and save the confirmation and tracking number for your records. If there are errors in the application or the transmission was not successful, you will receive an error message. Please follow the instructions provided so that you can resolve any issues prior to the submission deadline. The most common reasons for an application to be rejected by Grants.gov are: not being fully registered; not using the correct DUNS number that is registered with your username and password; and not entering the correct username and password. Mandatory fields are highlighted in yellow on the Grants.gov application pages and are marked with an asterisk (*).
12. If I have to submit a copy of my application to a field office and headquarters office, do I have to submit two applications?
No. With Grants.gov, you no longer have to submit multiple copies of a single application. The electronic file when received from Grants.gov will be disseminated by HUD to the appropriate offices. Multiple copies are required for paper application submissions. Paper copy applications are accepted from applicants that have requested and received a waiver to the electronic application requirement. See the General Section instructions regarding waiver requests.
13. The instructions contain PDF fillable forms. These PDF are not allowing me to save the document. What should I do?
If you are unable to save the information you have inputted, you may pull from HUD’s website the Word or Excel version of the form, which is available on HUD’s website at http://www.hud.gov/offices/adm/grants/nofa05/snofaforms.cfm or you can print the completed PDF version of the form and submit it using the Facsimile Transmittal form HUD-96011, downloaded with the electronic application and submit it to HUD following the instructions in the General Section of the NOFA.
14. Your Facsimile Transmittal form does not provide a place for the client to identify the project name. The applicant or third party consultants, who may have many projects, could inadvertently put the fax transmittal sheet on the wrong project. Since we don’t use block 2 “program component”, could the project name be inserted there?
You can identify your projects in block 2 or you can handwrite it on the fax. Consultants submitting several applications must be careful not to mix fax covers with the wrong application. HUD is using the embedded ID on the form HUD- 96011 that is downloaded with each application to match faxes to the proper application. This is an electronic matching so please instruct persons submitting the facsimile to HUD to use the proper transmittal cover page that was downloaded to a particular project application. HUD will not be able to match the facsimile to the application if the cover pages are mixed up.
15. If I am not given a waiver, and I have to purchase software, will the grant reimburse me for cost?
No, HUD will not reimburse you for software purchases to apply for any of its funding opportunities.
16. When is the application submission date?
The submission date is listed on the Grants.gov Find summary as well as in the General Section and Program Section of the NOFA.
17. Am I required to use Grants.gov to submit my application?
HUD NOFAs require application submission via Grants.gov when the application is placed on Grants.gov/Apply. For FY 2005, all funding opportunities except the Continuum of Care are required to be submitted electronically via Grants.gov, unless the applicant has submitted a request in writing for a waiver of the mandatory submission requirement. The General Section provides instructions for waiver requests.
18. What am I required to submit with my application?
A checklist is provided in each Program Section of the NOFA to ensure you submit all the required elements of the application. The General Section and Program Section for each funding opportunity placed on Grants.gov/Apply is found in the Instruction Download. Applicants must find the funding opportunity, and download the instructions and application package from the Grants.gov website to know what to submit for a complete application and how to submit the information.
If an applicant has further program specific questions they should call the program contact in the Program Section of the SuperNOFA. For questions of a general nature applicants can call the NOFA Information Center at 800-HUD- 8929, or 800-HUD-2209 (TTY).
19. Am I an eligible applicant or am I eligible for (a particular) program?
Eligible applicants for each NOFA are posted in the Program Sections. HUD’s information booklet entitled “Connecting With Communities: A User’s Guide to HUD Programs and the 2005 SuperNOFA Process” identifies HUD’s programs and the general purpose of each. In addition, a listing of eligible applicant types by program is available for the SuperNOFA programs. The Guide can be found on HUD’s website at http://www.hud.gov/offices/adm/grants/fundsavail.cfm . Applicants may obtain copies of the Guide from the NOFA Information Center by calling the Center at 800-HUD-8929, or 800-HUD-2209 (TTY). The Information Center can also tell you by type of applicant what HUD programs you may be eligible to apply for. 10
20. We do not have access to .zip files on our computers. How do I obtain the software?
For more information on .zip (compressed) files, Microsoft Windows users may review the following article, which contains a number of .zip utilities about halfway through: http://office.microsoft.com/en-us/assistance/HA011276901033.aspx
MAC OS users may view this article, in which .zip utilities are at the very bottom: http://docs.info.apple.com/article.html?artnum=24464
Alternatively, you can do a web search using the term "free .zip utility," which will result in a number of options. There are many brands of file compression software that will zip and unzip files. HUD does not endorse any particular brand of software.
21. How do I submit more than one Standard Form 424? The application package only contains one Standard Form 424; in the paper submission I was able to supply multiple 424s.
Applicants who have to submit information for co-sponsors should obtain the additional Standard Form 424 and program specific forms from HUD’s website at http://www.hud.gov/offices/adm/grants/nofa05/snofaforms.cfm, and have each co-sponsor complete the forms and sign as appropriate. The completed forms can be scanned by the applicant and submitted with the Grants.gov application electronically. For applicants who do not have Microsoft Word or Excel, they may use HUD’s form fillable PDF files. If for some reason these forms do not work as savable files on your computer, applicants can print the forms out and send them via the facsimile solution described in the General Section of the NOFA using form HUD-96011 as the cover page to the facsimile transmitted to HUD.
22. The Standard Form 424, mandatory form, requires you to input a Federal Identifier when you check the box “Continuation” or “Revision”. Where does one find this number?
The need for information on the Federal Identifier number is triggered when an applicant checks that the application is a revision or renewal grant. In cases where the applicant has a current grant agreement with HUD, and in keeping with the NOFA requirements, if you are applying for another round of funding to continue the exiting award or in accordance with the NOFA, you are considered a renewal applicant. You should then check the appropriate box on the Standard Form 424 cover page and insert the existing Grant Agreement number in the Federal Identifier box on the Standard Form 424.
23. I have a large number of attachments that are large documents. How do I submit these as part of my electronic application submission?
The March 30, 2005 webcast stated that if an applicant has a large volume of materials that need to be faxed, the materials could be scanned and submitted as attached files to the application submission via Grants.gov, or use the Facsimile Transmittal form HUD-96011 and fax the materials into HUD to the number provided in the General Section. For large document faxes, HUD recommends breaking these up into reasonable size batches and using the facsimile number provided in the General Section, and fax the information to HUD.
For example, if an applicant had 100 pages of documentation to fax, he/she would have to divide the fax and identify on the Facsimile Transmittal the type of document and put the number of pages belonging to the fax (i.e., Supporting Documents for Phase 1 pages 1-40, next Supporting Documents Phase 1 continued pages 41-61).
24. How will we know if all the faxes were received and compiled appropriately?
A message confirmation would be received from the sender’s fax machine, which would give information on the date, start-received times, distant station ID, mode, pages and result. That confirmation should be kept as proof documentation was sent and received.
25. It seems the sender has to complete the Facsimile Transmittal form HUD- 96011 electronically before it will print. That would be OK if I am sending all the faxes, but I was told the faxes should come from the originator of the letter, certification, etc. What do I do?
The electronic Facsimile Transmittal form HUD-96011 pre-populates from the Standard Form 424. That is why applicants must complete the Standard Form 424 information prior to printing out the form and handing it to others to transmit their documents. When the applicant prints the fax, the top portion of the form is complete, which identifies the applicant information completed on the Standard Form 424, DUNS #, CFDA #, and Title of Program. Applicants applying for multiple projects under a single program can write the project name in the Program Component line. If the applicant does not collect supporting documentation (letter, certification, etc.), a copy of the printed fax form must be supplied to those organizations providing supporting documentation. If there are several organizations submitting documentation, copies of the printed facsimile transmittal form must be given to each – with the same embedded code at the top of the form.
26. AOL has a size limit for attachments and I don’t know how large the files will be – how will that be accommodated?
Call the Grants.gov Support Desk for assistance. They have been working with issues such as these and can provide helpful tips on how to structure the application to permit it to be sent. Grants.gov Support can be reached by calling 800-518-GRANTS or by emailing to Support@Grants.gov. The hours of operation are 7:00 AM to 9:00 PM Eastern Time, Monday to Friday, except Federal holidays.
27. I received an email message from Grants.gov indicating my application has been accepted. Does that mean the agency has accepted the application as well?
No, it means your application was successfully received into the Grants.gov portal. When HUD pulls the application from Grants.gov to its site, you will receive a notice from Grants.gov that the application has been received by the agency.
28. There is a section for mandatory and optional attachments – where does the HUD form go?
The forms from the instructions can be attached to the attachment forms in either the “Attachments” form in the Mandatory box or the “Other Attachments Form” in the Optional box.
29. The PDF version of the Logic Model form HUD-96011 does not expand when I type in the information. What do I do?
HUD issued a clarification Notice to address this question. The Notice was published in the Federal Register on May 11, 2005 and provides the applicant the following choices:
Applicants who are finding the form fillable, savable version of the form HUD-96010 (Logic Model) difficult to use, can follow any one of the following options:
a. Complete the form HUD-96010 (Logic Model) Microsoft Word or Excel version of the form found on HUD’s website at http://www.hud.gov/offices/adm/grants/nofa05/snofaforms.cfm, save it following the directions in the General Section for WordTM formatted files and then attach the completed form to your Grants.gov application submission using the attachment form in the application package;
b. Applicants who do not use Microsoft Word or Excel software, can create their own equivalent form and then use form HUD-96011 Facsimile Transmittal, and following the instructions in the General Section of the SuperNOFA published on March 21, 2005, fax the completed Logic Model information to the HUD number provided in the General Section;
c. Applicants can continue to use the form fillable, savable form found in the application package.
The clarification is available on HUD’s website at http://www.hud.gov/offices/adm/grants/fundsavail.cfm and was added to the Grants.gov site as an application instructions clarification.
Applicants are reminded that the form HUD-96010 (Logic Model) completed with their application must be an Executive Summary of the activities, outputs and outcomes in their application, not a long narrative or a repetition of the narratives provided elsewhere in you application. The training on the Logic Model stressed the need to provide the key elements of your proposed program in the Logic Model form. The training can be accessed from HUD’s website at http://www.hud.gov/webcasts/archives/supernofa05.cfm.
Applicants having difficulty saving other HUD PDF form fillable forms can follow these guidelines as well.
Other Information
1. What are the HUD NOFA Clearinghouse telephone number and the hours of
operation? The NOFA Information Center number is 800-HUD-8929 or 800-HUD-2209 (TTY). The hours of operation are 10:00 AM to 6:30 PM Eastern time, Monday to Friday, except Federal holidays.
2. How can I contact the Grants.gov help desk?
The Grants.gov help desk can be contacted by calling 800-518-GRANTS. Their hours of operation are 7:00 AM to 9:00 PM Eastern time, Monday to Friday, except Federal holidays. The help desk can also be contacted by emailing questions to Support@Grants.gov.
A User’s Guide to HUD Programs and the 2005 SuperNOFA Process
Introduction
The U.S. Department of Housing and Urban Development (HUD) is pleased to provide you with this year’s Connecting with Communities: A User’s Guide to HUD Programs and the 2005 SuperNOFA Process. HUD provides this User’s Guide to help you become familiar with programs available to State and local governments; public housing agencies (PHAs); nonprofit organizations including colleges and universities; Indian tribes and tribally designated housing entities (TDHEs); graduate students; public housing resident organizations; owners of federally assisted low-income housing; and for-profit professional and technical services companies.
The User’s Guide is divided into five parts. Part I, “Understanding HUD’s SuperNOFA”, explains HUD’s Super Notice of Funding Availability (SuperNOFA). This part includes tables listing the 2005 SuperNOFA funding opportunities by category and by applicant type. Part I also details the funding notification, application, and selection processes for the programs contained in the SuperNOFA. Part II, “Descriptions of Programs Included in the SuperNOFA”, provides information on the goals, eligible applicants, and eligible activities for each of the funding opportunities announced in the SuperNOFA. Part III, “Additional Competitive Programs Not Included in the SuperNOFA”, discusses competitive programs not included in the SuperNOFA. Part IV, “HUD’s Formula-Based Programs”, provides information on HUD’s formula-based programs and other major initiatives, which account for the majority of the funding that HUD provides each year. Part V, “Appendices”, provides field office listings. However, not all field offices handle all of the programs contained in the SuperNOFA. Applicants should look to the SuperNOFA for contact numbers for information on specific programs.
The 2005 SuperNOFA, which was published on March 21, 2005, announced approximately $2.26 billion in 53 funding opportunities (Footnote 1), tailored to help communities design and implement housing and community development programs that address local needs. Funds are available to State and local governments, Indian tribes and TDHEs, nonprofit organizations, public and private developers and managers of affordable housing, universities, PHAs and resident organizations, and graduate students in fields of interest to HUD. These funds are in addition to, and complement, the more than $25.5 billion (2) provided to communities via formula grants, housing choice vouchers, and other funding.
Most of the more than $25.5 billion that HUD administers is provided directly to State and local governments and PHAs to address locally-identified priority housing and community development needs. HUD believes these resources should promote comprehensive, coordinated approaches to address community conditions. Housing assistance, public housing revitalization, economic development, and other community development strategies work best when jointly implemented at the local level.
HUD’s Strategic Plan contains critical goals for the Department. In awarding funding under this year’s SuperNOFA, HUD will be guided by these strategic goals:
Increase homeownership opportunities.
Promote decent affordable housing.
Strengthen communities.
Ensure equal opportunity in housing.
Embrace high standards of ethics, management, and accountability.
Promote participation of grassroots faith-based and other community-based organizations.
In addition, Secretary Alphonso Jackson has established several Secretarial Policy Priorities for the Department. The rating plans in each NOFA encourage applicants to undertake specific activities that further HUD’s policy priorities and assist the Department in achieving its strategic goals. HUD’s policy priorities are:
Providing increased homeownership and rental opportunities for low- and moderate-income persons, persons with disabilities, the elderly, minorities, and persons with limited English proficiency.
Improving our Nation’s communities.
Encouraging accessible design features, including: Visitability in new construction and substantial rehabilitation.
Use of universal design.
Providing full and equal access to grassroots faith-based and other community-based organizations in HUD program implementation.
Increasing participation of minority-serving institutions in HUD programs.
Ending chronic homelessness.
Removing regulatory barriers to affordable housing.
Participating in Energy Star.
Center for Faith-Based and Community Initiatives
In support of its goal to promote participation of grassroots faith-based and other community-based organizations, HUD has established the Center for Faith-Based and Community Initiatives. The center’s mission is to support and develop HUD’s relationship with community and faith-based organizations. Although the center is not a funding source, it fulfills its mission by seeking input, sharing resources, and building a network of organizations to maximize the impact of local and national community development projects. By forming partnerships among various levels of government and community-based grassroots organizations, including faith-based organizations, communities can utilize all their resources to build stronger communities.
Southwest Border Region (SWBR), Colonias, and Migrant/Farmworker Initiative
The Southwest Border Region (SWBR), Colonias, and Migrant/Farmworker Initiative works to improve the lives of people living along the U.S.-Mexico border and in farmworker communities throughout the United States. SWBR does this by coordinating resources and collaborating with Federal, State, and local partners to bring existing resources to these underserved rural populations. Colonias are rural communities located within 150 miles of the U.S.-Mexico border that often lack the basic infrastructure most U.S. citizens take for granted, such as running water, electricity, and paved roads. Many colonias are located in rural areas without formally sanctioned local governance and thus are unincorporated communities. As such, they lack the collective services that local governments customarily provide. Colonias typically have high rates of poverty, which makes it more difficult for residents to help pay for roads, sanitary water and sewer systems, decent housing, street lighting, and other basic services. Without these services in place, colonias struggle with issues often associated with developing nations. The initiative is not a funding source but works to make better use of existing resources available for the U.S.-Mexico border region and farm-worker communities.