Youth Development - Application Process

The application process is currently open and applications must be submitted by December 8, 2023, ANY LATE OR INCOMPLETE APPLICATIONS will be penalized in the amount awarded. The application consists of five (5) forms plus COI, and the Schedule of events that must be submitted electronically (please keep forms as a Word doc, DO NOT convert it to a PDF doc) to Debbie Fleming at dfleming@rensco.com

Below you will find the required OCFS forms needed to apply, with instructions attached to each. Application deadline is December 8, 2023.

Application Documents 

For agencies that received funding January 2023 – September 2023
Update and submit the following: 

• 2023 – 2024 Application Cover Letter (DOC) 
• OCFS 5001 [Rev. 10/23] (DOC) – Update and sign
• OCFS 5002 [Rev. 10/23] (DOC) – Update the top section (no summary or features needed)
• OCFS 5003 [Rev. 10/23] (DOC) 
       * Only complete if you are choosing a new Life Area or if Youth Development is a new stream of funding for your program

Other required documents:

2023-2024  Insurance and Exemption Guidelines for Contracts

• Up-to-date Certificate of Insurance for the following:
   •    Certificate Holder 
    •    Rensselaer County Attorney’s 
                   99 Troy Road, NY 12061
                             •    Workers Compensation
                            •    NYS Disability
                            •    Liability

•    A Schedule of program events with date, location, and times 

•    Proof Rensselaer County Department for Youth and OCFS is listed as partial funders of your program

For New Applicants  

• 2023 – 2024 Application Cover Letter (DOC)
• OCFS 5001 [Rev. 10/23] (DOC) – Update and sign
• OCFS 5002 [Rev. 10/23] (DOC) – Update the top section (no summary or features needed)
• OCFS 5003 [Rev. 10/23] (DOC)
       * Only complete if you are choosing a new Life Area or if Youth Development is a new stream of funding for your program

• 5005 OCFS Budget (DOC)
• 5006 Additional Information Form (PDF) – REQUIRED
  
  

Other required documents:

2023-2024  Insurance and Exemption Guidelines for Contracts

• Up-to-date Certificate of Insurance for the following:
   •    Certificate Holder 
    •    Rensselaer County Attorney’s 
                   99 Troy Road, NY 12061
                             •    Workers Compensation
                            •    NYS Disability
                            •    Liability

•    A Schedule of program events with date, location, and times 

•    Proof Rensselaer County Department for Youth and OCFS is listed as partial funders of your program

Claim Forms:
For allowable expenses see “Funding can be used for” above

• 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)
• All receipts for items purchased must be submitted with the claim

Concord – Contract Management System Resource Guides

• Concord--Invited Guest Reference Guide for Vendors (PDF)

All programs seeking funding must track outcome measures and provide data to the Youth Bureau using the OCFS Program Annual Report Form

Annual Performance Report
Annual Performance Report (XLSX)
Annual Performance Report Instructions (PDF)

Instructions and Manuals

• 5002 OCFS Helpful Hints for (Features of youth development settings Section) (PDF)
• 5003 OCFS Coding Document (PDF)
• 2023 - 2024 Insurance and Exemption Guidelines for Contracts (PDF) 
• Keeping Them Safe and Positive (PDF)

Deadlines will be as followed: 

Application Submission – December 8, 2023, ANY LATE OR INCOMPLETE APPLICATIONS will be penalized in the amount awarded

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, if they are not met, any funds awarded well be forfeited