Department of Health and Human Services

Office of Public Health and Science
Office of Grants Management
Washington, DC 20201

Dear Grantee:

The current budget/project period for your Adolescent Family Life (AFL) demonstration grants awarded
by the Office of Population Affairs (OPA) will be ending during the upcoming year. If it is your
intention to seek another year of financial assistance from the Office of Population Affairs, you must
complete a continuation application for support and submit it to Office of Grants Management no later
then 90 days before the end of your current budget period. (Please refer to your most recent Notice of
Grant Award box #7 for this information).

Enclosed is an OPHS-1 application kit which includes the necessary forms and instructions for formally
applying for another year of support. All technical information needed to complete the continuation
application process is contained in the kit. A complete signed original and (2) copies of the application
must be submitted to the:

Office of Public Health and Science (OPHS)
Office of Grants Management
1101 Wootton Parkway
Suite 550
Rockville, Maryland 20852
(AFL Demonstration Continuation Application)

SNAP
The Streamlined Non-competitive Application Process (SNAP) will be used for all AFL grantees,
except those in their first year of AFL funding. The SNAP allows your AFL project officer to use your
Year End Report submission as your continuation program narrative. The following items must be
completed for your SNAP submission:

1) the application face page (standard form 424, located within the OPHS-1 Application Kit)

2) signed assurances certification forms (located within the OPHS-1 Application Kit)

3) completed checklist page (located within the OPHS-1 Application Kit)

4) budget pages (standard form 424a located within the OPHS-1 Application Kit

5) budget narrative

5) an abbreviated interim progress report, responding to items 6,7, 9, 12, 13, 14 below

The AFL grantees in their first year of AFL funding are ineligible to use the SNAP application process.
These grantees must submit a full continuation application which will include an interim progress report
as well as items 1-5 listed above. Please be aware that CONTINUING GRANTEES that propose
significant changes within the project should also submit a full continuation application. "Significant
changes" may be defined as change in scope or work, project content or supplementary budget increase
requests. The interim progress report should include the following:

1) summary of project

2) intervention being tested, including project intensity and dosage

3) innovative features of project

4) project strengths and weaknesses

5) current year objectives including expected outcomes

6) progress on current objectives

7) measurable (SMART) objectives for the next project year

8) number and types of clients/participants served in the current project year

9) estimated number and types of clients/participants served in next project year

10) description of evaluation design and methodology

11) description of preliminary evaluation implications

12) unresolved problems

13) full description of significant changes proposed for next project year (if any)

14) full description of supplementary budget increase requests (if any)

Grantees are required by Title XX to provide matching resources according to the match scale for the
year that you are requesting continuation funds. Enclosed you will find a description of the match
requirements for each year of funding and a formula that you may use to determine how much matching
funds are to be included on your continuation budget. For example, if you are requesting $100,000
federal funds for a year 05 continuation, then the formula would be used as follows:

$100,000/.40 x .60 = $150,000 (non Federal funds or match)

Please Note: The amount of Federal funds you may request in your continuation application remains the
same as you received in the current year and may be found in block 13.a of your most current Notice of
Grant Award (NGA). Grantees entering their third, fourth and fifth years need to increase their matching
funds according to the enclosed matching formula.

All AFL continuation applications are subject to the review requirements of Section 2006(e) of Title
XX, as well as Executive Order 12372, Intergovernmental Review of Federal Programs, as implemented
by 45 CFR 100. With respect to Section 2006(e), you are required to submit for comment a copy of your
application to the Governor of the State in which you are located as well as to the State Single Point of
Contact (SPOC) in your state (copy of SPOC list attached). You may comply with this requirement by
submitting a copy of your continuation application to the Governor as well as the SPOC by the due date
of your application to the OPHS Grants Office (see schedule listed above). The Governor and the SPOC
have 60 days from the receipt date in which to provide comments to the applicant; these comments should
be forwarded to the OPA/Office of Grants Management immediately upon receipt.

All applications must be submitted to the OPHS Office of Grants Management. Applications may be
submitted electronically through the electronic grants management system, e-Grants, the Grants.gov
system, or in hard copy. Hard-copies of Non-compete application kits only be mailed-out upon request.
We encourage all our grantees to submit their continuation applications electronically using the e-Grants
System. A copy of the e-Grants Non-Compete Application Submission Policies is attached for your
information. If you have any questions regarding how to submit your non -compete application please
contact the Egrants Help Desk at (301) 231-9898 ext 142.

Lastly, we have also included a grants management general information letter (FYI) that gives important
information and Internet addresses for all DHHS grants administration processes. If you have any
questions concerning budget, administration or business matters, please contact your grants management
specialist at (240)453-8822. If you have questions concerning the programmatic aspects of the
application, please contact your project officer at (240)453-2800.

Sincerely Yours,

Karen Campbell
Director, OPHS
Office of Grants Management

Enclosures:

Grants Management General Information Letter
Match Formula Document
SPOC List
OPHS-1 Application Kit
Egrants Non-Compete Submission Policies

Office of Public Health and Science
Non-Competitive Application Submission Policies

Submission Mechanisms

The Office of Public Health and Science (OPHS) provides multiple mechanisms for submission
of applications, as described in the following sections. Applicants will receive notification via mail
from the OPHS Office of Grants Management confirming the receipt of applications submitted using
any of these mechanisms. Applications submitted to the OPHS Office of Grants Management after the
deadlines described below will not be accepted for review. Applications which do not conform to the
requirements of the grant announcement will not be accepted for review and will be returned to the
applicant.

Applications may only be submitted electronically via the electronic submission mechanisms
specified below. Any applications submitted via any other means of electronic communication,
including facsimile or electronic mail, will not be accepted for review. While applications are accepted
in hard copy, the use of the electronic application submission capabilities provided is encouraged.

Electronic Submissions

The OPHS electronic grants management system, eGrants, provides for applications to be
submitted electronically. Information about this system is available on the OPHS eGrants website,
https://egrants.osophs.dhhs.gov, or may be requested from the OPHS Office of Grants Management at
(240) 453-8822.

The body of the application and required forms can be submitted using the eGrants system. In
addition to electronically submitted materials, applicants are required to provide a hard copy of the
application face page (Standard Form 424) with the original signature of an individual authorized to act
for the applicant agency or organization and to assume for the organization the obligations imposed by
the terms and conditions of the grant award. If required, applicants will also need to submit a hard copy
of the Standard Form LLL and/or certain Program related forms with the original signature of an
individual authorized to act for the applicant agency or organization. The application will not be
considered complete until both the electronic application components submitted via the OPHS eGrants
system and any hard copy materials or original signatures are received.

Electronic grant application submissions must be submitted via the OPHS eGrants system no
later than 5:00 p.m. Eastern Time 90 days prior to your current budget period end date (refer to your
most recent Notice of Grant Award box #7 for this information). All required hardcopy original
signatures and mail-in items must be received by the OPHS Office of Grants Management no later than
5:00 p.m. Eastern Time on the next business day after the deadline date for your non-competing
application.

Applications will not be considered valid until all electronic application components, hardcopy
original signatures, and mail-in items are received by the OPHS Office of Grants Management
according to the deadlines specified above. Any application submitted electronically after 5:00 p.m.
Eastern Time 90 days prior to the budget period end date will be considered late. Failure of the
applicant to submit all required hardcopy original signatures to the OPHS Office of Grants Management
by 5:00 p.m. Eastern Time on the next business day after the deadline date may result in a delay in
processing your award for the next years funding cycle.

Upon completion of a successful electronic application submission, the OPHS eGrants system
will provide the applicant with a confirmation page indicating the date and time (Eastern Time) of the
electronic application submission. This confirmation page will also provide a listing of all items that
constitute the final application submission including all electronic application components, required
hardcopy original signatures, and mail-in items, as well as the mailing address of the OPHS Office of
Grants Management where all required hard copy materials must be submitted

As items are received by the OPHS Office of Grants Management, the electronic application
status will be updated to reflect the receipt of mail-in items. It is recommended that the applicant
monitor the status of their application in the OPHS eGrants system to ensure that all signatures and
mail-in items are received.

Applicants are encouraged to initiate electronic applications early in the application development
process, and to submit early on the due date or before. This will aid in addressing any problems with
submissions prior to the application deadline

Mailed or Hand-Delivered Hard Copy Applications

Applicants who submit applications in hard copy (via mail or hand-delivered) are required to
submit an original and two copies of the application. The original application must be signed by an
individual authorized to act for the applicant agency or organization and to assume for the organization
the obligations imposed by the terms and conditions of the grant award.

Mailed applications will be considered as meeting the deadline if they are received by the OPHS
Office of Grant Management, 1101 Wootton Parkway, Suite 550, Rockville, Maryland 20852, on or
before 5:00 p.m. Eastern Time 90 days prior to your current budget period end date (refer to your most
recent Notice of Grant Award box #7 for this information).