Department of Community Affairs
Contents
1. Enter program specific information in the green and yellow fields to clarify the application process Biggi fields are mandatory yellow fields are optional New Jersey Department of Community Affairs Division of Housing Prevention of Homelessness Program Application Instructions General Instructions Complete all items in the electronic application starting with the left side of the Application Menu If an item is not applicable to your program enter NA or 0 zero as appropriate For detailed instructions and definitions download the DCA SAGE User Manual A link is available on the SAGE log in screen and in Quick Links on your Start Page Follow the directions below If you have questions about the Grant Program or how to fill in a form click the Application Manager hyperlink in the green box in the upper left corner of the Application Menu to email or call your DCA Application Manager Before getting started check your Start Menu If you have an item on your Task List stating that your Agency Information Update is due Submission Required click the hyperlink and submit the Update BEFORE beginning your application You will not be able to Submit your completed application until your Agency Information Update is submitted and approved If you want to add more staff members to start working on this application go to Contacts below Application Instructions Page 2 of 11 1 Applica2. Click A Application PDF lower left of the Application screen e Click Generate Full PDF A full version of the application will be produced overnight which can be printed or saved for your records You will receive an email when the file is ready and you can retrieve it from the same screen Go to http Awww adobe com if you need Adobe Acrobat instructions Printing the Application Cover Sheet Where to Send the Attachments Submitting the Application e Click A Application PDF lower left of the Application screen e Click Generate Coverpage PDF e Printthe document When you have completed all the Application Forms Certifications and Budget click on the Submit Application button on the upper right side of the Application Menu The system will alert you if you have omitted required information in any of the forms Be sure to turn pop up blockers OFF in your Internet browser or you may not be able to see the explanations of the errors After you submit After you submit an application it disappears from your Task List To access a submitted application in Quick Links Application Instructions Page 11 of 11 e Click View All Agency Applications e Atthe Search screen click Clear to erase any previously entered criteria e If desired enter or select criteria to narrow down your search e Click Search e Scroll down to see your results at the bottom o
3. to access the application as needed Application Instructions Page 3 of 11 To give your SAGE Agency Contacts access to the Adding Agency Contacts eae see UACHE application in the Agency Contacts section e Select the desired Agency Contact from the pull down list in the Name field e Inthe Contact Type field select whether this person will be a Main Contact or a Staff Member from the pull down list Main Contacts see the application on their Task Lists e Select the appropriate Level of Access from the pull down list e Click Grant This User Access e Continue to give access to additional Agency Contacts if desired Delete this row if not needed Adding Consultants If you want to use an outside consultant at the bottom of the screen in the Agency Consultants section e Click the word here in the middle of the paragraph e Atthe Agency Consultant Search screen enter all or part of the consultant s name and or the consulting firm s name remember to be careful about spelling e Click Search e Select the consultant you want from the list by clicking on the little magnifying glass e Select the Level of Access you want to give to the consultant e Click Give this User Access If your consulting firm is not on the list they can apply for SAGE access by clicking Request SAGE Access at the SAGE login screen 3 Components A grant component is the foundation upon which a budget is based You m
4. ave each objective Scope of Services e Click on Scope of Services A Scope of Services is a description of e Enter your scope of services in the text box what will be accomplished if a grant is awarded including who will be responsible and when the program or project will be accomplished Homelessness Prevention Rental Assistance Eligible Counties For this RFP agencies that service only the following counties will be considered Atlantic and Cape May e Click Save Application Instructions Page 7 of 11 5 Application Forms Agency History Capacity Target Population Existing Staff New Staff After completing each form click Save Go back to the Application Menu to select another form or click the Next button to work on the next form on the list Application Instructions Page 8 of 11 Certification Sheets The address for sending or delivering hard copy attachments is at the end of these Instructions Items 1 through 4 e Select Yes or No to each item listed or if an item does not apply to your organization select N A e f you answered No to item 4 enter your explanation in the text field provided Item 5 applies to non government agencies only If you have received a grant from DCA within the current fiscal year e Click N A If you have not received a grant from DCA within the current fiscal year e Click Yes e Se
5. e Program Description you enter here will be used in your award letter Your entry in this field should be no longer than a standard sentence e Click Save Project Objectives An Objective is a discrete and quantifiable element that must be achieved in order to attain the goal of a program or project e Click on Objectives and enter e Number Number your objectives in sequential order If you have multiple program components please differentiate each program by the first number i e objectives for the Youth Program should begin with a 1 the objectives for the Seniors Program should begin with a 2 etc e Short Description Provide an abbreviated version of the objective e Detailed Description Use this field to elaborate on the Short Description you entered in the previous field e Method s List the methods s to be used to attain the objective s described in the Detailed Description section Application Instructions Page 6 of 11 e Evaluation Briefly describe how you will evaluate the success of the objective e Application Program Component Use the drop down menu to select the Program Component that corresponds to this Objective e Click Save Your objective will appear under Current Objectives at the bottom of the screen You will get a blank screen to enter a new objective Add as many objectives as needed numbering them sequentially Be sure to S
6. f the page e To access an application click on its magnifying glass You cannot modify and application once it is submitted unless your Application Managers sends it back to you in SAGE as Modifications Required If you think you ve made a mistake or omitted important information contact your Application Manger
7. ities If your program will benefit the residents of one or more municipalities select the Municipalities tab Select the County where the project will be located from the drop down list and press List A second drop down list will display all of the municipalities in the selected County select the municipality which will benefit from this project and click Add Ifthe project t will benefit more than one municipality Add each municipality or use Crtl Click to Add the towns at the same time Application Instructions Page 5 of 11 If your program project has multiple Components When you click Service Areas you will get a list of the Components you have entered You will need to enter a Service Area for each Component Click on the magnifying glass for one Component at a time and enter the Service Area for that Component 4 Application Information Application Program Description Homelessness Prevention Rental Assistance e Under Application Information click on Application Program Description e Click Edit e Enter your Application Title Use a specific Title for the program or project you will implement with this Component e Enter your Program Description Briefly describe your project as if you were completing the sentence provide funds to Include a short description for each program you plan to implement with this grant NOTE Should you receive an award th
8. lect whether you will mail or hand deliver your audit Item 6 applies to government agencies only If you want to see the text of Executive Order 134 click the hyperlink e Select Yes No or N A The Certification Sheet contains links to Schedules G H and When you click the link to each Schedule the form is displayed as an Adobe PDF document Print each of the forms from this window Sign each document and submit it to DCA Go to http Avww adobe com if you need Adobe Acrobat instructions Schedule G Certification Regarding Debarment and Suspension e Select whether you will mail or hand deliver this attachment or whether this attachment is Not Applicable N A for your program see any special instructions below Schedule H Certification Regarding Lobbying e Select whether you will mail or hand deliver this attachment or whether this attachment is Not Applicable N A for your program see any special instructions below Schedule Resolution e Select whether you will mail or hand deliver this attachment or whether this attachment is Not Applicable N A for your program see any special instructions below In the case where a resolution has not been signed prior to the deadline for submission a memorandum indicating the date it will be forwarded must be signed by the appropriate Official of your agency and submitted to DCA Application Instructions Page 9 of 11 Budget To create
9. nt Information You can skip this step if you have recently submitted your Agency Information Update e Click View Applicant Information and review your agency s information If it has changed phone numbers address etc submit a revised Agency Information Update To modify your agency s information and submit a revised Agency Information Update at your Agency Authorized Official or Agency Administrator s Start Menu in Quick Links e Click View All Agency Information Updates e Atthe Search Agency Information Updates screen do not Search Click the Create Update button e Atthe Agency Information Update page click Edit e Revise the information that has changed since your previous Update e Save 2 Contacts Assigning people to work on the Application IMPORTANT Before you can give staff members access to this application they must have been given authorization to use SAGE as Agency Contacts by your Agency Authorized Official or Agency Administrator See Agency Contacts in the SAGE User Manual To work on or even see applications Agency Contacts need to be added to the specific application as Application Contacts e Click Control Access to Application Initially the person who initiated the application will be the only name listed under Application Main Contact as the Application Administrator The Application Administrator may Add more staff members and or a consultant
10. ust create and name the component before creating the application budget Some grant programs allow multiple components to allow easier tracking of different types of expenses such as Program vs Administration or sub grantee programs Application Instructions Page 4 of 11 Program Components Click on Program Components Program Type Sub Type Select a component from the drop down list Name Enter a specific Title for the program or project you will implement for this Component Location Specify the location city and county of the program project may or may not be the same as your office location Address Provide the address of the program s day to day administrator Room Identify the room number if applicable If your program has multiple components repeat the steps above until you have selected and described all the appropriate components Homelessness Prevention Rental Assistance Service Areas In this section indicate what areas counties and or towns will benefit from this project this may or may not be the area that your agency serves as a whole Click on Service Areas Counties This screen should only be used if the project benefits the entire County If so select the county or counties to be served and click Add If your project serves the entire state of NJ scroll down to the bottom of the Counties list and select 2200 State Wide NJ Municipal
11. your Project Program budget in SAGE You can check your budget for this component by clicking the Budget Detail or Budget Summary tab If you have more than one Program Component Click on Budget Overview at the bottom of the Application Forms list Each of the Program Components you selected will be displayed as a hyperlink on the Budget Overview page Your Grant Program may have only one Component Click on the appropriate Program Component hyperlink it will take you to the Budget Detail page for that component Click the Add a Budget Item tab Select a Budget Category from the drop down list in the top field Fill in the Provide a short description for this budget item field Fill in the Provide a more detailed description of this budget item field Enter the amount you are requesting in the Grant Funds Requested from State and Funds from Other Sources if applicable fields Click Save Continue adding Budget Items until you have added all the items for this component of your program Click Go to Budget Overview at the top left of the page Select another Budget Component hyperlink and create its budget following the instruction above Continue this process until you have created the Budget for each Program Component Submission Requirements The following Attachments must be submitted to DCA in paper format Application Instructions Printing the Application Page 10 of 11 e
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