(18-444-80-1411) Teen REACH NOFO Frequently Asked Questions

  1. What is a NOFO.
    A Notice of Funding Opportunity is similar to a Request for Proposals or Applications. It is a notice that a State Agency intends to fund a program/project. It allows eligible applicants to bid for funding under that notice.
  2. Why is DHS posting a NOFO for the Teen REACH Program?
    Per 30 ILCS 708, the Grants Accountability and Transparency Act (GATA). Please refer to this public act as well as the Code of Federal Regulations Title 2: Grants and Agreements PART 200 (CFR 200) referenced within GATA. A Notice of Funding Opportunity (NOFO) must be posted as this program/funding source does not qualify for an exception to this requirement.
  3. I was a FY17 Teen REACH provider; will I receive a grant agreement / contract for this program in FY18 if I do NOT prepare a response to this NOFO?
    NO. Only applications submitted in response to this NOFO posting will be considered for funding in FY18. Funding is not guaranteed as this is a competitive notice. Applicants must meet or continue to meet the eligibility requirements identified in this NOFO, including the pre-qualification requirements and all applications will undergo a merit based review as described in this NOFO. Applicants must also meet all Application and Submission requirements found in the NOFO.
  4. How many awards are expected?
    The Department anticipates awarding approximately 100 grant awards. This is only an estimate.
  5. Is there a minimum or maximum award amount?
    YES. The minimum award amount will be $32,400for an ADA of 15 (this would annualize to $48,600). The maximum award amount will be $216,000 for an ADA-100 (this would annualize to $324,000). These min/max figures are based on the shortened grant period and are exclusive of any Pre-Award costs. The Department expects that very few awards will be made at these levels. The average annual grant award amount will be somewhere in the middle.
  6. I represent a provider interested in becoming a Teen REACH provider/site, however, my agency does not feel it can turn around an application by the due date. Will there be another opportunity to apply for funding later this Fiscal Year?
    While the possibility does exist, it should not be planned for. Historically the number of applications received for this program far exceeds the funding available. While funding is not the only factor to be considered when determining to release a NOFO, without available funding, there would not be another opportunity posted this fiscal year.
  7. Is it acceptable to provide some of the requested information in a table or chart format or is a narrative format required?
    This is at the discretion of the applicant; any of these formats will be accepted. Please understand that these pages, in whatever format, will still be counted within the page limit requirement and must be inserted in the corresponding section and NOT as an attachment.
  8. If my final PDF application document is too large to email can I break it down into smaller PDF files to submit?
    No. Please be sure to follow the instructions provided in the NOFO to submit large documents. This is a very simple process and it should have no trouble accepting your document. If you have trouble with the link or uploading your document, please contact CMS directly or the Program contact identified in this NOFO posting for assistance.
  9. One of the documents provided in the grant application forms was the Teen REACH Logic Model. Was this included for informational purposes only?
    Yes - The Teen REACH Logic Model was provided for informational purposes only.
  10. The site where our program services will be performed is at a different location than the agency that will be serving as our fiscal agent. Do we use the SAM and DUNS for the site location or the agency submitting the application?
    Whichever agency DHS will contract with is whose SAM and DUNS numbers you should use.
  11. How much of the anticipated $12 million will be dedicated for new sites?
    The anticipated $12 million will be distributed throughout the state to successful applicants. No current provider is guaranteed to receive funding past this current state fiscal year. ALL Teen REACH sites are up for bid. There is NOT a portion of funding set aside to maintain existing providers.
  12. Can linkage agreements come from school districts, or do they have to come from individual schools?
    Yes, if you will be getting your grades, etc., directly from the district. However, if you elect to do this, it is highly suggested that you include letters of support/collaboration with each individual school, as they will be the source of referrals into the program.
  13. If we have a subcontract with a participating school, do we also need a linkage agreement?
    No, not if the subcontract contains the necessary components required of the linkage agreement.
  14. I understand that affiliates included in the statewide application may not also apply for funding as an individual agency under this NOFO. What about individual sites?
    The same holds true for sites. If you are the provider applying for a Teen REACH grant and one of your two sites is also applying as an affiliate under a statewide application - the site must choose. They may not be both a site under your agency and a site under the statewide provider.
  15. Our Teen REACH program has two sites. Do all sites have to be open the required number of days or just one of the sites?
    All sites must be open (provide programming) for the minimum 160 days (Annualized 240 days). Each site will have a YAP that reflects the minimum number of days of programming.
  16. Can our Teen REACH program have one site that operates at multiple locations during the year? Example: At the school during the school year and at an agency location during holidays, school breaks and the summer?
    YES. Basically, as long as an agency continues to serve the same youth for the full 8 months (160 days) (Annualized 12 months 240 days), then there is a site - regardless of where programming takes place during the year.
  17. If agencies apply to have multiple sites that are located in different communities, do we actually submit two separate NOFOs, so that there is a Needs Statement and program design specific to each community being served? Or do we combine it into one application?
    You can do either it is really your call. You should consider if there is a dramatic difference in the two locations and the fact that there is a maximum grant award and that it would be an "all or nothing" application. While we do not make recommendations related to this, generally if the service area is same or close - one application is recommended. If they are distinctly different, we encourage the applicant to carefully weigh their options.
  18. Can school districts apply for this grant?
    Yes, school districts can apply, and so can Regional Offices of Education.
  19. Can background checks be paid for with grant funds?
    Yes.
  20. In the YAP what is the difference between 'Hours Open' and 'Program Hours'?
    On the monthly sheets, the hours open refers to the times that programming is being offered. Program hours refer to the actual number of programming hours being offered to youth. Example - Hours Open: 3:00pm - 6:00pm, Program Hours: 3
    The Monthly Totals found at the bottom of each month - for 'Hours Open', include the months' total number of program hours. This will reflect an actual number and NOT times. Further, on the Youth attendance Plan Cover Page, 'Site Projected Hours Open' will be the total number of program hours projected for the year.
  21. I am an out-of-state agency; can I apply for this grant?
    Yes, provided that you have physical office space somewhere in the State of Illinois and this is the area in which you intend to provide Teen REACH programming and services to youth.
  22. The NOFO indicates that programs should be operational for 8 consecutive months (Annualized 12 months) and provide, on average, 3 hours of programming each day open. Do those 3 hours need to be at each site, or, if for instance an agency has 2 hours at one site and 2 hours at another site, does that count as 4 operational hours?
    EACH site must be open 160 (Annualized 240) days and provide programming a minimum of 480 (Annualized 720) hours (an average of 3 hours per day).
  23. Should the columns labeled "Site Projected Average Daily Attendance" and "Site Projected Youth Attendance Hours" on the Youth Attendance Plan Cover Page match up with the "Average Daily Attendance" and "Total Projected Youth Attendance Hours" respectively, on the Site Information Form"?
    Yes.
  24. Does our proposal need to address each outcome and each developmental asset in all 6 core services OR may we select outcomes and assets in each of the 6 core services to address?
    The proposal needs to describe the activities to be used to address ALL of the outcomes and developmental assets in EACH core service area. This description may be kept brief and to the point, but it is very important to describe what goes on in the program to meet the outcomes and assets in each core service area and how it will be measured.
  25. When I complete the budget, I base it on 8 months, right?
    Yes. Your budget should reflect the period of November 1, 2017 through June 30, 2018.
  26. Will we be able to expect payments soon after we begin implementing the grant?
    YES. The Department anticipates issuing the first payment shortly after the execution of the grant agreement.
  27. Are the Teen REACH Performance Standards provided for reference or is it used to provide answers for each of those items and then attached to the application?
    All funded programs will be required to adhere to the Teen REACH Performance Standards. These standards will be incorporated into all Teen REACH grant agreements. They are provided for informational purposes as they may help you to develop your program.
  28. The required days and hours of operation seem designed for a center-based program. It would be very difficult to maintain this schedule in a school-based program, given that school-based program schedules must accommodate the school and district's calendar. We don't always have access to the school during holiday break, spring break, Thanksgiving, and other holidays or on Saturdays. The schedule of programming at a school is determined in partnership with the principal, and some principals do not allow programming on Fridays, or to extend past 5pm. Given that this notice of funding opportunity is giving priority to school-based programs, will DHS consider modifying the required days and hours of operation for school-based programs? We suggest using the 21st Century Community Learning Centers model, which requires 12 hours of programming a week for 28 weeks.
    This notice does not give priority to school-based programs. This is a 12 month year round program and will not be adjusted to meet the school calendar. If you are unable to meet the required days/hours open at the school site location, you can always consider an off-school site location in addition to the school site to accommodate for the additional days/hours. For example, maybe you meet at the school during days the school is in session and during weekends, holidays and summer you meet at a nearby community-based organization, church, library, park district location etc. If you choose to apply under this scenario, this would be considered a single site and not two. You would simply have the same group of youth attending a different physical location at certain times of the year. You can indicate this in your application.
  29. Does parent programming count toward the required hours of operation?
    Yes, so long as youth are present. Programming may be separate or together.
  30. Assessment: We are looking at a school community where an extensive assessment was completed in the past year or two. We would like to use this data, which we believe is still relevant. Is there a limit on how old the assessment data can be?
    This data can be utilized and would recommend it be supplemented with more current information such as focus groups, surveys etc.
  31. Community Advisory Councils: If we are having multiple sites do we need multiple advisory councils, or will one formal council suffice? We do receive input/feedback/comments in a number of ways.
    You will not necessarily need separate councils so long as it is clear that the input, feedback, concerns are being addressed and that representatives of each site are included be it as a whole or through committees etc. This should be detailed in the application.
  32. I've seen the term eCornerstone used several times in the Q&A - What is this? Is it something that I must have in order to complete the TEEN REACH application? If so what is the next step to get one.
    No. There is information regarding eCornerstone and the requirement for providers to utilize the system to report youth and performance data. eCornerstone is the web-based reporting system that will be utilized to track and report the vast majority of data to the Department. Every youth will be entered into the system and their participation in the program tracked. Once providers are identified and contracts issued, providers will be required to work with DHS to compete the process to get an email address and user ID. Instruction will be provided for that purpose.
  33. Am I correct in that this department is asking for this Entire Application to be e-mailed NOT US Postal Mailed? Can all of the documents be sent in one e-mail?
    YES. The entire application will be emailed as a single PDF document per the instructions in the Notice.
  34. Do subcontractors' complete, signed subcontracts with the applicant need to be submitted with the application, or can a blank template form be submitted? Are either of these required with the application, or are actual subcontracts submitted when the grant is awarded?
    Subcontract agreements are to be submitted as part of the application. That said, they may take a variety of forms depending on your individual situations. They may be current agreements with existing signatures, they may be draft unsigned proposed agreements (These must include the name etc. of the proposed subcontractor) or they may be signed agreements with a future start date. Ultimately, sub contract agreements must be pre-approved by the Department and the final agreements must be on file with DHS. Subcontract agreements can be preapproved through this application process.
  35. Do applicants and/or subcontractors need to complete the GATA process before the application is submitted or when the grant is awarded?
    All applicants must complete GATA pre-qualification process. The Department recommends that subcontractors also complete that process; however that decision is left to the applicant as they are the entity responsible for managing their subcontracts.
  36. Do separate activity calendars need to be submitted for each site, if there will be multiples sites, or if the activity calendars at sites are in general the same, would it be acceptable to submit one activity calendar for all?
    Each site will need to complete a separate activity calendar.
  37. If we have previous linkage documents can we use them in this proposal?
    Yes, assuming they are updated/current and meet the criteria outlined in the NOFO.
  38. The request states that all funded applicants must have demonstrated the ability and intent to serve youth ages 11 to 17. Agencies serving both younger and older age groups must provide no more than 15% of their services to children ages 6 to 10 (i.e., at least 85% of their services to youth ages 11 to 17). Does this requirement apply to the total of all individuals served by the agency as a whole in all program areas or specifically to the make-up of the group being served by the Teen REACH program and covered by this grant?
    This specifically applies to the Teen REACH program youth. Further, if you have multiple sites, it is a combination of all of the program sites and not a requirement that each site must adhere to. In other words you could have one site that serves only 6-10 and two other sites that only serve 14-17 and so long as the combined numbers reflect a minimum of 85% of the youth are 11-17 you are good.
  39. When is the teen reach program supposed to start?
    Subject to appropriation, the grant period will begin upon execution of the Uniform Grant Agreement and will continue through June 30, 2018. The anticipated start date is 11/1/2017.
  40. I understand the FY18 Teen REACH grant agreement period will run from November 1, 2017 until June 30, 2018 and allows pre-award costs with proof of services. Will Pre-Award costs come from the estimated $12 Million available to fund providers or is there a separate appropriation for that?
    The available appropriation to fund Teen REACH providers is the same appropriation that will be used to fund pre-award costs. The total funding available to fund providers AND pre-award costs is the estimated $12 Million.
  41. I am interested in the bidder's conference http://www.dhs.state.il.us/page.aspx?item=97924  but do not see a link to register. Can you please advise?
    There is no registration. These will be first come first serve - each call should handle approximately 100 callers.
  42. Can you clarify what entities are eligible to apply for a Teen REACH grant? This grant is new to me and after review of the NOFO, and knowing of entities who have previously received funding, it appears the applicant would be a community-based organization/non-profit versus a school district, who serves more as a partner/collaborator. Is that correct?
    While the NOFO identifies the eligibility criteria, your questions seems to be more about whether there is a preference to fund a community-based organization over a school-based program. Community-based organizations, schools, districts and regional offices are all equally eligible to apply and there is no preference given to one over the other. The applicant/site(s) simply must be able to meet the requirements of the application and program etc. Also, please refer to questions 23 and 33 above.
  43. The Site Information Form included in Appendix 3 and in 13C of the FY18 TR NOFO does not include ethnicity (Hispanic/Non-Hispanic) nor a race category of Multi-racial.
    This is in error. Ethnicity should be listed separate from race and the multi-racial category should be added to the race section. Revised Appendices' forms will be posted here.
  44. In the PDF version of the NOFO Appendix 6 and 7 reference links. Where can we find those links?
    These two appendices refer to the Uniform Budget in CSA and the Uniform Grant Agreement. Those links are available on the DHS site in multiple locations. Two such links are provided here 6 (pdf) and here.
  45. I have found the link to the Bidder's Conferences but I do not see a place to register for the call.
    There is no registrations for the call. These will be first come first serve. The line can accommodate 100 callers. If you have multiple folks planning to participate, please be considerate of others and call in as a group where possible.
  46. I am unable to make the bidders conference, will the information be made available?
    Yes. Questions and answers from the call will be captured and will be made available on the website under the Questions & Answers link. Redundant questions and those previously answered in the Q&A will be eliminated so as not to unnecessarily clutter the list.
  47. How can I register to use the CSA system?
    Information on registering to use the CSA system can be found in Appendix L of the NOFO application. Note that the Chief Financial Officer or equivalent and the Executive Director or equivalent must not only have registered, but must also have subsequently requested and been granted access rights to approve budgets in the CSA system. Otherwise, your organization will not be able to submit your budget as required in the NOFO. Processing CSA access requests can take some time, so it's recommended that you begin this process right away.
  48. Wouldn't an eligible expense made back to July 1st be the same as any other programmatically accepted expense throughout the contract?
    Yes.
  49. After reading the program description, I still have a question. Under "A. Program Description, 2. Goals to be Achieved", it states that "The program provides the following prevention-focused core services; additional services appropriate to the youth and/or his community may also be provided..." What are some examples of what would be considered services appropriate to the youth and/or his community?
    This is not a question that we can answer for your youth or community. This may be an example of where your community needs assessment results might be informative.
  50. Is the $216,000 maximum award per agency or per site?
    That is a per grant award. An agency may submit an application for one or more sites and be awarded up to this maximum amount (this is an 8-month pro-rated amount exclusive of any pre-award costs).
  51. Can a provider submit more than one application?
    Yes. Refer also to # 17 above.
  52. We currently have about 25 individuals identified through a partnership, but we think we can grow it to 40-50. With the start of a new program, how much time would we have to get to 40-50, if we wanted to base our funding request on 50 individuals in the program?
    The Average Daily Attendance (ADA) performance measure requires that you meet your projected ADA, however it does allow a bit of leeway. Please refer to the performance measures identified in the funding notice.
  53. Pre-Award - Due to the funding coming to an end for FY17, though we continued to run programming, we did not continue using the system to put in attendance. We do, however, have hard copies of sign in sheets to go back in and update E-Cornerstone. The questions I have is do we still have access to the system at this time and if so can we still go in and enter our information? Who should we contact if we need our passwords reset?
    As long as your sites are still open in the eCornerstone system, you should be able to go back and enter the data. If your password needs to be reset, your eCornerstone administrator should be able to reset, but they are also likely expired. If further assistance is required, please request a reset by emailing DHS.youthservicesinfo@illinois.gov and indicate eCornerstone Reset in the subject.
  54. If we submitted our budget on CSA before the Notice of Funding Opportunity was available will we still be able to use that budget? Make revisions and submit?

    For budgets that were started previously and still have a status of "Work in Progress," you should be able to edit your budget and submit. For budgets that were previously submitted before the NOFO was available, your budget has now been "Rejected" and you should be able to edit your budget and resubmit.

  55. I have two sites, each in a different community; is a needs assessment needed for both areas?
    Yes, you should be assessing and considering needs assessment information from each community if they are distinctly different communities.
  56. Do we need to budget for a program evaluation?
    No. If the Department conducts an evaluation, you would only be required to participate in the process, provide data etc. DHS would cover the costs of the evaluation provider.
  57. Does the application need to be submitted in a single PDF? The narrative AND attachments?
    Yes, the complete application must be submitted in a single PDF.
  58. Will applicants be awarded bonus point for running a successful Teen REACH program in the past, in the way last year's application allowed for?
    No, there are no bonus points being awarded in this NOFO.
  59. How has 21st Century and Teen REACH funding been integrated at one site?
    This is not a question that can be answered. You may want to reach out to 21st Century providers that you know of that worked in conjunction with TR. This is not something that DHS tracked.
  60. What is the policy on duplication of participants with these two sources of funding (TR & 21st Century)?
    As with any other funding source we should not be duplicating services. There needs to be a distinct unmet need in the community as identified in the needs assessment. Assuming that is in fact the case, the key would be the services and not necessarily the youth. This answer to this question would depend on multiple factors and therefore cannot be furthered answered here. The applicant should either avoid this situation OR provide specific detail in the application to demonstrate how in fact there is no duplication of services or supplanting of funds. Each application will be considered on its merits.
  61. How likely are you to fund additional programs in Chicago community areas that already have current Teen REACH providers?
    Please refer to question #3 above. Currently there are no Teen REACH providers anywhere in the state. Are we likely to fund multiple programs in the same community? If there is a demonstrated need and different youth or neighborhoods etc. are targeted. Are we likely to fund multiple programs to target the same school? Again, a case could be made, however it would be very unlikely that two separate providers would be funded to serve the same school.
  62. Can we get a list of providers/grantees across the city?
    Please refer to question #3 above. Currently there are no Teen REACH providers anywhere in the state.
  63. Can funding be used for incentives, besides field trips and other special activities that can be given to students based on their participation?
    Possibly, but this would be determined on a case by case basis. We cannot answer this question without context. It would be dependent upon the proposed program plan/model, the incentive, and its reasonableness, appropriateness and necessity for the program. We would also need to understand the intended purpose, the expected outcome, how the incentives would be utilized, how it would be tracked etc.
  64. How is the evaluation conducted? Do providers create their own surveys, or do they use ones that Teen REACH has already created? Do we do data analysis or is it done by Teen REACH staff and/or consultants?
    The formal evaluation discussed in the funding notice may or may not occur in FY18. If it does, the evaluator would work with individual providers and would likely require the use of specific evaluation tools. The evaluator would also likely collect a wealth of information from your sites to include any data, tools, surveys, focus group results etc. that you may have used to evaluate the programming, services and outcomes in your program. DHS will provide sample tools that could be utilized by providers such as parent, teacher and youth surveys, but ultimately it will be up to your program to determine how you will evaluate the programming, services and outcomes for your program. However, for any formal evaluation, there may be additional instruments provided by the evaluator.
  65. In this attachment, do we need to list what school(s) we will be working directly with in the implementation of services or do we need linkage agreements between our organization and every school that youth will be coming from?
    Yes. If for whatever reason you do not yet have a linkage agreement with the school(s) in place, you can provide a draft agreement and you would want to make clear in your application why there is not an agreement and explain that once funded the school has agreed to enter into an agreement and a letter of support indicating such would also be helpful. Further, maybe you had an agreement but it is no longer current, you can include the previous agreement explaining that the school has agreed to re-sing once funded and this would also be explained in the narrative etc.
  66. Can a Sub-grantee be listed under two separate applications, for two separate sites/school districts? I.e., under a school district that is applying and under another agency that is applying.
    If I understand correctly, Can School District A be a sub-grantee for Provider A for a TR program in Washington School and also be a sub-grantee for Provider B for a TR program in Jefferson School? YES
  67. In the past, we have had to look at a district's free and reduced lunch rates to determine their eligibility for funding for Teen Reach. Is this still the case? If so, what would the minimum free and reduced rate be for a district to still be to be considered for funding?
    While this was an easy way to determine that the program would be targeting low-income youth and families, it is not a requirement. This method can still be utilized, however please understand that low-income is only one of the youth/family risk factors being targeted by the program. You may use other methods to target youth and schools and will likely use the results of needs assessments to further target your at-risk population. But yes you can still use the free and reduced lunch eligibility to target schools. Please note performance measure "H" on page 16 & 17 of the funding notice as there is a performance measure to consider in this area. Percent of youth from the target population.
  68. I am trying to complete the funding formula for the Pre-Award Option 2 and the resulting maximum dollar amount is extremely low. Does the formula result in an overall maximum allowed amount or a monthly maximum? If this was an average monthly maximum amount this would make much more since.
    You are correct. The formula neglects to indicate that the resulting figure is an average monthly amount. For example, if you had 3 sites - 2 sites operating for 4 months (July-Oct) and one site operating for 2 months (Sept-Oct), you would complete the YAP portion of Appendix 13 and use the resulting information on the summary table to figure the formula. This will provide a maximum average monthly amount for all of your sites/services etc. combined. Let's say that amount is $5,000. Because you had provided services over a 4-month period, you would multiply the $5,000 times 4 to get your maximum allowed Pre-Award amount. If you have records demonstrating $23,000 were spent on the program over the period, you would be eligible to request the full $20,000. If you can only document $18,000 then you would only request $18,000.
  69. Does the resulting Pre-Award funding formula maximum apply on a per month basis or simply an average overall for the period of time? Meaning, can we go over in one month if we are under in the next etc.?
    Yes you can. If your services are over multiple months, you will use the figure from the formula to calculate an overall total available. You are good as long as that total is not exceeded. You are NOT held to a specific monthly amount.
  70. Our services are all provided at schools and we will have updated linkage agreements with the schools. I'm wondering what the difference is between Attachment A5 - Programming Space-Linkage Agreements/Documents and Attachment A7 - Linkage Agreements - Schools is. Can these be combined our services are provided at the schools? And if yes, where should we place these in the application?
    Yes the agreements can be combined as long as the required and necessary information for both is included in in the agreement, particularly with regards to both physical space and the school's cooperation with the program. The combined agreement should include (1) your program's readiness in terms of the physical space where Teen REACH program activities will be carried out and copies of any linkage agreements or other documents (lease, rental agreement, etc.) to illustrate your situation with regard to physical space and (2) at a minimum, agreements with every school where Teen REACH participants attend, indicating their willingness to provide copies of student grade reports and attendance and suspension records. Please refer to Page 23 Sections 8 and 10 of the NOFO for specific requirements. If these are all combined into one, they can be included as A5 and you can simply refer to them again under A7.
  71. We plan to use the 10% de minimis rate for indirect costs. Attachment D3 asks for a currently approved NICRA, which we do not have. Should we just not include anything here?
    If you are planning to use the de minimis rate for indirect costs, there is no need for an approved NICRA. You can either leave D3 out or include a D3 and simply state that the de minimis is being claimed.
  72. For organizations that have already completed the GATA pre-qualification process, including the administrative and financial risk assessment, the ICQ, and the program risk assessment under a separate State contract, do we also need to re-complete and submit any or all of these prior to submitting our Teen REACH application? Or will our existing assessments apply for this application?
    It depends on when the pre-qualification process was completed. If completed in FY17, the process must be done again. If completed in FY18, only the Program Risk Assessment needs to be completed. The PRA must be completed for each grant.
  73. I plan to apply for a Teen REACH grant, but I don't have my SAM account activated. Can I still submit on 10/18, if the SAM account is not approved by then? I have my DUNS.
    A SAM account is required. You can register for CSA Tracking System access and use "55555" as your SAM/CCR number. Once you get the number, you should log in and update the number.
  74. We are confused over the requirement to submit the budget into the CSA system as well as submit a budget form as part of the application. Our staff has not to date submitted a budget into the system. We are specifically confused over this requirement: "Submit as Attachment D1, a pdf version of the SUBMITTED CSA Uniform Grant Budget. This will be the complete budget and not the summary budget." Does this mean the budget form attachment that we uploaded from the DHS website? Or is there something else generated by the CSA system that we use? We have been working from the budget template and are not sure if that's what we should be using.
    Applicants are required to enter a budget in CSA. CSA creates a PDF version of the budget. It can be saved and printed from the CSA by clicking on the print button. This PDF can then be submitted.
  75. In reviewing the instructions for the Teen Reach budget template, I had a question regarding the Executive signatures. Do I need to submit a request to IDHS' Office of Contract Administration to have our new President/CEO (Executive Director) setup with a login in order to access the CSA Tracking System so that he sign the Teen Reach grant budget for the NOFO that we will be submitting?
    The Chief Financial Officer or equivalent and the Executive Director or equivalent must not only have registered, but must also have subsequently requested and been granted access rights to approve budgets in the CSA system. Otherwise, your organization will not be able to submit your budget as required in the NOFO. Processing CSA access requests can take some time, so it's recommended that you begin this process right away.
  76. Could you please send a link to the FY18 approved budget template. The link on the DHS site doesn't link to an actual fillable budget template. 
    Please refer to question  74.  Applicants are required to enter a budget in CSA. CSA creates a PDF version of the budget. It can be saved and printed from the CSA by clicking on the print button. This PDF can then be submitted.
  77. Follow-up to #20:
    • Do you need to know the opening and closing times of the program site?
      Yes. For each day planned to be open, identify the hours that Teen REACH services will be delivered at each site (e.g., 3:00 pm - 6:00 pm).
    • Hours open equals total amount of time that the organization is open and provides programming Teen REACH youth?
      Yes.
    • Programming hours equals hours being offered to youth, in general, or being offered to Teen REACH youth?
      Programming hours refers to programming being offered to Teen REACH youth.
    • Hours Open: the hours the organization is open or the hours Teen REACH is provided?
      Refers to the total number of hours open and providing programming to Teen REACH youth.
    • Program Hours: the number of hours the organization provides Teen REACH?
      Refers to the hours of programming offered to Teen REACH youth. If your site is open from 3:00-6:00 and you are providing Teen REACH programming to youth then your program hours for that day would be 3 hours.
      The Youth Attendance Plan refers only to the Teen REACH program being proposed and is NOT about what your organization might otherwise do.
  78. Follow up questions for Appendix 5:
    Please follow the instructions for Appendix 5 found in the appendix.
    • Days open [for Teen REACH] x 8 months = must be 160 days or more?
      YES Days Open must be at least 160 from 11/1/2017 through 6/30/2018.
      No this is not how it is calculated. You will literally add up each day in the Youth Attendance Plan you have planned to be open (Totals at bottom of each month and then carried forward to summary page.)
    • Hours open [for Teen REACH] x 8 months = must be 480 hours or more?
      Add up actual hours for every day/month of the Youth Attendance Plan
      YES Hours Open must be at least 480 days from 11/1/2017 through 6/30/2018.
      No this is not how it is calculated. You will literally add up the hours for each day in the Youth Attendance Plan that you are open (Totals at bottom of each month and then carried forward to summary page.)
    • YAH = number of Teen REACH hours a month x Average Daily Attendance?
      No. You will literally add up the Youth Attendance Hours for each day in the Youth Attendance Plan that you are open (Totals at bottom of each month and then carried forward to summary page.) You figure the Youth Attendance Hours for any given day by first determining the projected daily attendance for that day (in Appendix 5 that will be youth Average Daily Attendance projected for the corresponding month - which may vary from month-to-month) and the projected number of hours open on that day. Multiply to get the Total Youth Attendance Hours for that day. Example: Average Daily attendance for November 10th is 45 youth and you are planning to be open for 3 hours that day. 45(ADA) X 3(hours) = YAH 135.
  79. Is a budget narrative in the narrative section of the application required? On page 30 under "Other Submission Requirements" section B a budget narrative is listed as a requirement. On page 66 on the Application Content Checklist, it is stated that "There is no narrative associated with this section."
    A budget narrative is not required in the narrative section of your application - However, a budget narrative is required in the Uniform Grant Budget that will be submitted in CSA. This is the portion of the CSA budget that explains/justifies each expenditure in the proposed budget. This is where you explain how you arrived at the costs and why they are required for the implementation of the proposed program. It is not a separate document AND it is not part of your application narrative. The requirements for the Uniform Grant Budget are listed in Section F. pages 26-27 of the NOFO.
  80. An applicant is having trouble obtaining a linkage agreement with a local school. The school administration is worried about liability issues by providing the requested information about the student to Teen REACH. Can the program still apply without the linkage agreements?
    The program can still apply without linkage agreements. However, not having linkage agreements will have an adverse effect on program's score. A consideration that might be helpful to getting the school on board is to write into the linkage agreement a clause that the school will only provide the grade data etc. for the youth for which you have a signed release from the parent/guardian.
  81. We are applying with two separate applications, as we did last year. When I went to create the budget for both applications the CSA gave me the following error message:
    • Data Validation Error: Budget is already created for the NOFO #: 18-444-80-1411-01 and the selected fiscal year: 2018.
    • Data Validation Error: Only One budget is allowed per NOFO # and Fiscal Year.
      Question 17 from the FAQ clearly states that we can submit two separate applications, but the CSA is only allowing us to enter one budget.

      If this exact situation occurs for your program, please send us an email at dhs.youthservicesinfo@illinois.gov  with the subject - CSA Budget Issue - please leave your contact information and we will contact you directly as this is specific situation will require action on our part to complete.

This is the LAST Q & A for this Teen REACH Funding Notice.

GOOD LUCK!!!!!!!