- Home
- Government
- Departments R-Z
- Youth
- Funding Applications/Claiming Forms
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.
GENERAL REQUIREMENTS
- 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 dfleming@rensco.com
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
- 2023 Application Cover Letter (PDF)
- 2023 Youth Development Funding/Youth Sports and Educational Funding (YSEF)Application Packet (PDF) *please use and submit the individual applications
- Application Check List (PDF)
- Rensselaer County Department for Youth Funding Guide (PDF)
INDIVIDUAL APPLICATION DOCUMENTS
- 5001 OCFS [Updated Nov. 2018] (DOC)
- 5002 OCFS [Updated Mar. 2019] (DOC)
- 5002 OCFS Helpful Hints for (Features of youth development settings Section) PDF NEW
- 5003 OCFS [Updated Nov. 2015] (DOC)
- 5003 OCFS Coding Document (PDF)
- 5005 OCFS Budget (DOC)
- Additional Information Form (PDF) REQUIRED
- Insurance Exemption Guidelines - 2023 (PDF)NEW
- Insurance Guidelines (with new address) - 2023 (PDF)NEW
Concord – Contract Management System Resource Guides
- Concord-Invited Guest Reference Guide May 12 2022 (PDF)
- Resolving Email Receipt Issues -- Concord (PDF)
- Signing a Document -- Concord (PDF)
Claiming Documents
- 3126 OCFS (Program Expenditure Report) - Salaries (Revised Sept. 2017) (DOT)
- 3128 OCFS (Program Expenditure Report) Contracted Services & Stipends (Revised Oct. 2014) (DOT)
- 3129 OCFS (Program Expenditure Report) M&O (Maintenance and Operations) Facility Repairs [Revised 10/2014] (DOT) Includes consumable goods (i.e., supplies and equipment), services, rental and contractual items. NEW
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
Email: phoyt@rensco.com
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
Email: dfleming@rensco.com
Phone: (518) 266-7501