Page 1 of 13 - State of New Jersey
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1. Applicant Information You can skip this step if you have recently submitted your Agency Information Update 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 Click View All Agency Information Updates At the Search Agency Information Updates screen do not Search Click the Create Update button At the Agency Information Update page click Edit Revise the information that has changed since your previous Update Save 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 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 to2. Enter program specific information in the green and yellow fields to clarify the application process Bigg fields are mandatory yellow fields are optional New Jersey Department of Community Affairs Division of Housing and Community Resources Homelessness Prevention and Rapid Re Housing Program 2 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 Page 1 of 13
3. 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 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 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 Page 11 of 13 Printing the Application Click A Application PDF lower left of the Application screen Click Generate Full PDF A full version of the application will be produced overnight which
4. N A If you have not received a grant from DCA within the current fiscal year Click Yes The Certification Sheet contains links to Schedules G H and I 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 www adobe com if you need Adobe Acrobat instructions Schedule G Certification Regarding Debarment and Suspension 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 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 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 Page 10 of 13 Budget To create your Project Program budget in SAGE Click on Budget Overview at the bottom of the Application Forms list Each of the Program
5. Placement assist program participants locate secure and retain suitable housing Credit Repair assist program participants develop a budget manage their money access and review a free credit report and resolve personal credit issues Data Collection and Evaluation costs associated with operating a Homeless Management Information System for purposes of collecting and reporting data required under HPRP Eligible costs include gt HMIS user licenses gt Staff costs associated with entering data into HMIS Page 7 of 13 Eligible Areas New Jersey County Click Save Page 8 of 13 Application Forms Agency History Capacity Previous Program Performance Project Summary and Projections Schedule A Personnel Attachments 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 Page 9 of 13 Certification Sheets The address for sending or delivering hard copy attachments is at the end of these Instructions Items 1 through 5 Select Yes or No to each item listed or if an item does not apply to your organization select N A If you answered No to item 4 enter your explanation in the text field provided Item 6 and 7 applies to non government agencies only If you have received a grant from DCA within the current fiscal year Click
6. access the application as needed Page 2 of 13 Adding Agency Contacts To give your SAGE Agency Contacts access to the application in the Agency Contacts section Select the desired Agency Contact from the pull down list in the Name field In the 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 Select the appropriate Level of Access from the pull down list Click Grant This User Access Continue to give access to additional Agency Contacts if desired Delete this row if not needed Components A grant component is the foundation upon which a budget is based You must 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 Program Components Program Type Name 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
7. 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 www adobe com if you need Adobe Acrobat instructions Printing the Application Cover Sheet Click A Application PDF lower left of the Application screen Click Generate cover page PDF Print the document Where to Send the Attachments Submitting the Application When you have completed all the Application Forms Certifications and Budget click on the Submit Application Page 12 of 13 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 Page 13 of 13
8. if applicable If your program has multiple components repeat the steps above until you have selected named and described all the appropriate components Page 3 of 13 Service Areas In this section indicate what county will benefit from this project 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 Municipalities This program shall benefit the residents of all the municipalities of the county sleeted Application Information Application Program Description Homelessness Prevention and Rapid Re housing Under Application Information click on Application Program Description Click Edit Enter your Application Title Use a specific Title for the program or project you will implement with this Component 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 the 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 Click Save Page 4 of 13 Proje
9. what will be accomplished if a grant is awarded including who will be responsible and when the program or project will be accomplished Click on Scope of Services Enter your scope of services in the text box Page 6 of 13 Financial Assistance gt Security deposits up to 1 months of rent gt Short term rental assistance up to 6 months of rental assistance gt Short term rental assistance can be used to pay up to 3 months of rental arrears gt Medium term rental assistance 6 12 months of rental assistance gt Medium term rental assistance can be used to pay up to 3 months of rental arrears gt Utility deposits and payments up to 2 months of utility payments or 2 months of utility arrears gt Moving cost assistance reasonable moving costs such as a truck rental hiring a moving company or short term storage fees for a maximum of three months or until the program participant is in housing whichever is shorter Case Management arrangement coordination monitoring and delivery of services related to meeting the housing needs of program participants and helping them to obtain housing stability Case management services include gt Developing an individualized housing and service plan for program participants gt Identifying and obtaining services for program participants gt 3 month monitoring and evaluation of the program participant s progress Housing Search and
10. ct Objectives Click on Objectives and enter An Objective is a discrete and quantifiable Number Number your objectives in sequential order If you element that must be achieved in order to have multiple program components please differentiate attain the goal of a program or project 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 Short Description Provide an abbreviated version of the objective Detailed Description Use this field to elaborate on the Short Description you entered in the previous field Detailed Description Use this field to elaborate on the Short Description you entered in the previous field Method s List the methods s to be used to attain the objective s described in the Detailed Description section Evaluation Briefly describe how you will evaluate the success of the objective Application Program Component Use the drop down menu to select the Program Component that corresponds to this Objective 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 Save each objective Page 5 of 13 Scope of Services A Scope of Services is a description of
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