General Instructions for Submission

Cover Page and Assurances

Allowable Actions

Basically, in a CIS request, you can do one – and only one – of the following:

 

1.       Add a service

2.       Delete a service

3.       Add a site

4.       Delete a site

5.       Relocate a site

 

All allowable CIS actions fall under one of the above. The table below shows how CIS actions map to the five headings.

 

Service	Add	·         Start paying for a required or additional service ·         Start providing a missing required service ·         Propose an additional service
	Delete	·         Stop paying for a required or additional service ·         Stop providing an existing additional service
Site	Add	·         Add a service site where o        It is a completely new site or o        It is converted from an existing admin-only site
	Delete	·         Terminate a service site where o        Grantee shuts down the site or o        Grantee converts the site to admin-only
	Relocate	·         Relocate one approved site to a new location. ·         Relocate one existing site to more than one new location. ·         Relocate more than one existing site into only one new location

Figure 4 : Allowable CIS Actions

 

Cover Page

On the CIS Cover Page, you must choose the type of request you are submitting. The choices map to the allowable actions in 3.1.1 above. The choice you make determines the screens you will see when you leave this one.

Figure 5 : Change in Scope Request Type (CIS Cover Page)

Click the Save and Continue button when you are done working with the CIS Cover Page.

 

Change Services

Based on the selection you made on the cover page, you will be taken to screens where you will be able to (1) request changes to an existing required or additional service, (2) request termination of an existing additional service, or (3) propose a new additional service.

 

The following tables are intended to clarify what is deemed as “adding” and “deleting” required and existing additional services. In each table, the three columns under “From” represent how the boxes in columns 1-3 of Form 5a might be checked originally. The columns under “To” represent how the boxes would be checked as a result of your CIS request. The difference between the two determines whether your CIS request is an “addition” or a “deletion” of a service. (Basically, any time you begin paying for a service is an add; any time you stop paying for a service is a delete.)

 

Updates to Mode of Service Provision

 

 

Deemed Addition of Required service:

Rows 5 thru 11 represent missing required services

 

ADD	From				To
1	—	—	X		—	X	—
2	—	—	X		X	—	—
3	—	—	X		X	X	—
4	—	—	X		X	X	X
5	—	—	—		—	—	X
6	—	—	—		—	X	—
7	—	—	—		X	—	—
8	—	—	—		X	X	—
9	—	—	—		—	X	X
10	—	—	—		X	—	X
11	—	—	—		X	X	X

 

 

Deemed Addition of Existing Additional Service:

 

ADD	From				To
12	—	—	X		—	X	—
13	—	—	X		X	—	—
14	—	—	X		X	X	—
15	—	—	X		X	X	X

 

 

Deemed Deletion of Required Services and Deemed Deletion of Existing Additional Services:

 

DELETE	From				To
16	X	—	—		—	—	X
17	—	X	—		—	—	X
18	X	X	—		—	—	X
19	X	—	X		—	—	X
20	—	X	X		—	—	X
21	X	X	X		—	—	X

 

Requesting Changes to Existing Services

To request changes to existing required or additional services, or to request termination of existing additional services, you must first choose the service. The Change Details page appears when you leave the CIS Cover Page. Click the Pick From List button to choose a required or additional service.

Figure 6 : Choosing a Service

 

 

Different screens will appear depending on whether you have chosen to work with a required or an additional service. In either case, the steps you take will be more or less the same. Figure 7 shows the update page for a required service. Check/uncheck the boxes as appropriate to indicate changes to the way you provide the service.

Figure 7 : Updating a Required Service

Click the Save and Continue button when done.

Proposing Additional Services

The Change Details page appears when you leave the CIS Cover Page after indicating that you want to propose adding a new additional service to your scope. Click the Add New Service button.

Figure 8 : Adding a Service

Click the Add button to add a service.

Figure 9 : Adding a Service (Continued)

Choose the service to add from the list, and then check the boxes to indicate the way you propose to provide the service.

Figure 10 : Choosing a Service to Add

Click the Save and Continue button when done.

 

Change Sites

Based on the selection you made on the cover page, you will be taken to screens where you will be able to (1) add, (2) delete, or (3) relocate sites.

 

Adding a Site

The following actions constitute adding a site:

 

1.       Adding a new admin/service delivery or pure service site;

2.       Converting an existing admin-only site into an admin/service delivery or pure service site.

 

Adding a new admin/service delivery or pure service site

The Add Site page appears when you leave the CIS Cover Page after indicating you want to propose adding a site. Click the Add New Site button.

Figure 11 : Choosing a Site

Complete the questionnaire to verify that the site qualifies under the new PIN. Click the Verify Qualification button.

Figure 12 : Site Qualification Criteria Page

The site you wish to add should already be registered with HRSA. Choose the site from the list. Click the Select This Location button.

§         If the site does not appear in the list, click the Register Performance Site button to register it. When you return to this screen, select the site and click the Select This Location button.

§         If the site appears in the list and you want to change its name, select it and click the Update the Registered Performance Site button. When you return to this screen, select the site and click the Select This Location button.

Figure 13 : Pre-Registered Performance Sites Page

Enter the information for the site.

Figure 14 : Update Service Site Information Page

Click the Save and Continue button when done.

Converting an existing admin-only site into an admin/service delivery or pure service site

To propose adding a site, where that site is an existing admin-only site that you are converting into an admin/service delivery site or a pure service delivery site, you must first choose the existing admin-only site from the list of sites in your scope. The Add Site page appears when you leave the CIS Cover Page. Click the Pick From List button to choose the site.

Figure 15 : Choosing a Site

Choose the site from the list (only eligible sites are selectable, and you can only choose one), and then click the Save and continue button.

Figure 16 : Select Site Page

Click the Update Site link to update the information for the site.

Figure 17 : Update Site Page

Enter the information for the site.

Figure 18 : Changing Service Site Type to Administrative/Service Delivery

 

 

Click the Save and Continue button when done.

Delete a Site

The following actions constitute deleting a site:

 

1.       Terminating (shutting down) an admin/service delivery or pure service site;

2.       Moving the services portion out of an admin/service delivery site, making it an admin-only site.

 

Terminating a Site

To terminate a site, you must first choose the site. The Delete Site page appears when you leave the CIS Cover Page. Click the Pick From Existing Sites button to choose the site.

Figure 19 : Choosing a Site to Terminate

Choose a site from the list (only eligible sites are selectable, and you can only choose one), and then click the Save and Continue button.

Figure 20 : Select Site Page

Click the Terminate Site link and then confirm the action on the next screen.

Figure 21 : Terminating a Site

Click the Save and Continue button on the confirmation screen when you are done.

To convert an admin/service delivery or pure service site into an admin-only site, you must first choose the site. The Delete Site page appears when you leave the CIS Cover Page. Click the Pick From Existing Sites button to choose the site.

Figure 22 : Choosing a Site to Convert

Choose a site from the list (only eligible sites are selectable, and you can only choose one), and then click the Save and continue button.

Figure 23 : Select Site Page

Click the Update Site link.

Figure 24 : Terminate Site

Review the site information. Note that the service site type is changed to Administrative.

Figure 25 : Changing Service Site Type to Administrative

Click the Save and Continue button when done.

Relocating Sites

The following actions constitute relocating sites:

 

1.       Moving a single existing site to a new location;

2.       Splitting a single existing site into multiple ones;

3.       Consolidating multiple sites into a single one.

 

A key concept to bear in mind is that site relocation is a two-part operation – terminating a site at its original location and adding it at its new one. This is true of all three scenarios above.

Moving a Single Site to a New Location

To move a site, you must first choose the site and terminate it. Then you must add it at its new location.

The Relocate Site page appears when you leave the CIS Cover Page. Under Site to be Relocated (“From” Site), click the Pick From Existing Sites button to choose the site.

Figure 26 : Choosing a Site to Move

Choose a site from the list (only eligible sites are selectable, and you can only choose one), and then click the Save and continue button.

Figure 27 : Select Site Page

Click the Terminate Site link. Confirm the action on the next screen.

Figure 28 : Change Site Details Page

The next step is to add the site at its new location. There are two possible scenarios:

 

1.       You are moving services to an existing admin-only site, creating an admin-service delivery site. If this is the case, click on the Pick From Existing Sites button under Site to be Relocated (“To” Site) to choose the admin-only site.

2.       You are moving services to a new site. In this case, click on the Add New Site button under Site to be Relocated (“To” Site) to add the site.

 

Figure 29 : Update Service Site Information Page

Our example assumes that you want to move to a new site. Complete the questionnaire to verify that the site qualifies under the new PIN. Click the Verify Qualification button.

Figure 30 : Site Qualification Criteria Page

The site you wish to add should already be registered with HRSA. Choose the site from the list. Click the Select This Location button.

§         If the site does not appear in the list, click the Register Performance Site button to register it. When you return to this screen, select the site and click the Select This Location button.

§         If the site appears in the list and you want to change its name, select it and click the Update the Registered Performance Site button. When you return to this screen, select the site and click the Select This Location button.

Figure 31 : Pre-Registered Performance Sites Page

Enter the information for the site.

Figure 32 : Update Service Site Information Page

Click the Save and Continue button when done.

The Relocate Site page should show that the “Terminate” and “Add” site actions are complete. For any action that is not complete, click the Update Site link for that site. When all actions are complete, the section status (top right-hand corner) will be complete.

Figure 33 : Relocate Site Page

 

 

When splitting a single existing service site into multiple ones, the resulting sites might be existing ones to which services have been moved, new sites created as part of the relocation, or a combination of the two.

The process of splitting a site is basically the same as that of relocating one. First, choose the site and terminate it. Then add it at its new location. The difference is that you add more than one “To” site.

The Relocate Site page appears when you leave the CIS Cover Page. First choose the site being split (the “From” site), and then choose or add the sites created as a result of the split (the “To” sites). See section 3.1.4.3.1 for details of how to do this.

Figure 34 : Splitting a Service Site

Click the Save and Continue button when done.

When consolidating multiple existing service sites into a single one, the resulting site may be either (a) an existing non-service site that is being converted to a service site as a result of this consolidation or (b) a site that is being created as part of the consolidation.

The process of consolidating sites is basically the same as that of relocating a single one. First, choose the sites to be consolidated and terminate them. Then add the new site.

The Relocate Site page appears when you leave the CIS Cover Page. First choose the sites to be consolidated (the “From” sites), and then choose or add the single site into which they will be consolidated (the “To” site). See section 3.1.4.3.1 for details of how to do this.

Figure 35 : Consolidating Service Sites

Click the Save and Continue button when done.

Other Changes

It is possible to add or delete an admin-only site. It is also possible to change the address of a site, either because of 911 reassignment or because it is necessary to correct a site’s address.

The Add Site page appears when you leave the CIS Cover Page after indicating you want to propose adding an admin-only site. Click the Add New Site button.

Figure 36 : Choosing a Site

The site you wish to add should already be registered with HRSA. Choose the site from the list. Click the Select This Location button.

§         If the site does not appear in the list, click the Register Performance Site button to register it. When you return to this screen, select the site and click the Select This Location button.

§         If the site appears in the list and you want to change its name, select it and click the Update the Registered Performance Site button. When you return to this screen, select the site and click the Select This Location button.

Figure 37 : Pre-Registered Performance Sites Page

Enter the information for the site.

Figure 38 : Update Service Site Information Page

Click the Save and Continue button when done.

To delete an admin-only site, you must first choose the site. The Delete Site page appears when you leave the CIS Cover Page. Click the Pick From Existing Sites button to choose the site.

Figure 39 : Choosing a Site to Terminate

Choose the site from the list (only eligible sites are selectable, and you can only choose one), and then click the Save and Continue button.

Figure 40 : Select Site Page

Click the Terminate Site link and then confirm the action on the next screen.

Figure 41 : Terminating a Site

Click the Save and Continue button on the confirmation screen when you are done.

It is possible to change the address of a site, either because of 911 reassignment or simply because it is necessary to correct a site’s address. In either case, the procedure is the same.

The Relocate Site page appears when you leave the CIS Cover Page after indicating that you want to change a site address. Click the Pick From Existing Sites button to choose the site.

Figure 42 : Choosing a Site for Address Correction

Choose the site from the list (you can only choose one), and then click the Save and continue button.

Figure 43 : Select Site Page

Click the Change Location link to update the information for the site.

Figure 44 : Change Location Page

On the Update Site page, click the Change Location button and update the information.

Figure 45 : Change Location Button on Update Site Page

 

Assurances

After indicating the type of CIS request and entering the details, you must complete the assurances questionnaire and the appropriate checklist.

 Narrative Attachment Guidelines

Allowable Attachment or Document Types

The following attachment types are supported in HRSA EHBs:

.DOC - Microsoft Word

.RTF - Rich Text Format

.TXT - Text

.WPD - Word Perfect Document

.PDF - Adobe Portable Document Format

.XLS - Microsoft Excel

 

While submitting the narratives for the CIS request, use the templates where provided. Where you are uploading supporting documents, you must attach the documents in one of the formats specified above.

CIS Request Templates

Some sections in the CIS request have templates that must be downloaded, completed and then uploaded to your CIS request. The templates are in Microsoft Word format. When they are downloaded, they will be pre-populated with the grant and CIS request identification information. Save the template to your computer and then enter the required information.

 

Once you have completed the template you must upload it to your CIS request through HRSA EHBs.

 

In some cases, you may have to download the template multiple times or copy the template before you make modification. For example if your CIS request relates to multiple sites, you can either download the template multiple times or download it once and make necessary copies.