Funding Applications/Claiming Forms

2023 Youth Development & Youth Sports and Educational Funding

Rensselaer County Youth Department administers Youth Development Program Funds, received from the New York State Office of Children and Family Services. The funds are to be used in the current calendar year, to provide community-level services designed to promote positive youth development for children and young adults age 4-21 years old. These services may include, but are not limited to, services that provide: physical and emotional health, academic achievement, career enrichment, citizenship/civic engagement, family and community engagement, and family support services that prevent juvenile delinquency and/or child abuse and neglect, support/assist youth in need of crisis intervention or respite services.  


  • Run said program from January through June and or from September through December in accordance with a typical academic calendar. A year-round program may run during the summer as well, according to the secretion of the applicant.
  • Will be monitored unannounced during the course of the program period, in order to ensure safety and programmatic/fiscal accountability and to provide any technical assistance needed.
  • Attend specified trainings, as directed by the Rensselaer County Department for Youth.
  • Complete and submit a New York State Annual Assessment (using the OCFS Program Annual Report form). This will be required 3 weeks upon completion of the program.
  • Complete and submit New York State Quality Youth Development System (QYDS) forms 5001, 5002, 5003, 5003 Additional Information, 5005 and any other documentation that may be required.
  • Procure and maintain in force, for the duration of any contract, such insurance as is deemed appropriate by the Rensselaer County Attorney’s Office in types and in such amounts as are specified in the Rensselaer County Attorney’s Office Insurance Guidelines, which shall be completed and signed by the Contractor’s insurance company prior to contract execution.
  • Manage and retain a skilled and appropriately educated workforce.
  • Maintain regular communication with RCDFY in a timely manner.
  • Provide culturally appropriate services to individuals with special needs; i.e. disabilities, language and cultural barriers, etc., including language translation services, which can be included in budgeted direct operating costs.
  • Manage funds from a government funding source and maintain billing systems.
  • Follow the Civil Rights laws.
  • Submit required data and abide by designated documentation regulations in a timely manner, as instructed, by the County in order to claim reimbursement for services, including the OCFS Annual Performance Report complete with all associated outcomes and signatures. 

Application Process

The application process will begin in March and must be submitted by March 31, 2023, no late or incomplete applicants will be accepted. The application consists of four (5) forms that must be submitted electronically (please keep forms as a Word doc and DO NOT make it as a PDF doc) to Debbie Fleming at

Below you will find the required OCFS forms needed to submit an application, with instructions attached to each. Application deadline is April 8, 2022.

Application Documents


Concord – Contract Management System Resource Guides 

Claiming Documents

Annual Performance Report

Deadlines will be as followed: 

Application Submission – March 31, 2023

Insurance Certificates (COI) – Are due the week you receive the email with the Official Award Letter from the Youth Department, COI must be valid at the time the contract is signed

Contracts Signatures – within the week the email is sent from the Contract Manager, so please be sure we have the correct email on the OCFS 5001 form for the Executive Director, Town Supervisor, Mayor or whomever has approval to sign contracts

Program Claims – Two (2) weeks after your program has ended, (if your contract has been signed) if the contract is not ready for signing and your program has ended, you will have 1 week from the time the email notification is sent (to the above-named person) stating it is ready for your signing 

Program Annual Report – Three (3) weeks after your program is has ended

All deadlines will be strictly enforced and if they are not met, any funds awarded well be forfeited

Pierce Hoyt
Deputy Commissioner 
Rensselaer County Dept. for Youth 
547 River Street, 2nd Floor Troy, NY 12180
Phone: (518) 266-7502

Applications questions can be directed to:

Debbie Fleming
Youth Service Worker
Rensselaer County Dept. for Youth 
547 River Street, 2nd Floor Troy, NY 12180
Phone: (518) 266-7501