Frequently Asked Questions (FAQ) Set #3
1. Does the NOFA provide information on how to submit narratives
Yes. All HOPE VI applicants need to carefully read Section IV, "Application
and Submission" information for detailed instructions on requirements
for documentation (for thresholds and rating factors, etc.) and
electronic submission. Specifically, Section IV.B.1.e., "Electronic
Format," details how to narrative exhibits and attachments
must be submitted.
2. Must I use PureEdge in order to submit my application electronically?
Yes. Section IV.F.3.a.indicates that Grants.gov has a full set of
instructions on how to apply for funds on its website. Applicants
should go to http://www.grants.gov/Apply
and follow the steps listed, which include downloading the PureEdge
program. This small, free program will allow you to access, complete,
and submit applications electronically and securely. You need PureEdge
because, in addition to forms that are part of the application instructions,
there will be a series of electronic forms that are provided utilizing
a PureEdge reader (e.g., SF-424). The PureEdge Reader allows applicants
to read the electronic files in a form format so that they will
look like any other Standard or HUD form. The PureEdge forms have
content-sensitive help. (To use this feature you will need to click
on the icon at the top of the page that features an arrow with a
question mark. This engages the content sensitive help for each
field you will need to complete on the electronic form). The PureEdge
forms can be downloaded and saved on your hard drive, network drive(s),
or CDs. Because of the size of the application, HUD recommends downloading
the application to your computer hard drive (desktop). For more
information, see the links to "Download PureEdge Viewer"
and "PureEdge on Macintosh" (if relevant) on the left-hand
side of the http://www.grants.gov/Apply
page, under the header, "Tips and Tools."
3. Can I fax in parts of my application?
Yes, if they are third party letters, certifications requiring
signature and other documents, in accordance with Section IV.F.4.(2),
"(2) Third Party Letters, Certifications Requiring Signatures,
and Other Documentation. Applicants required to submit documentation
from organizations providing matching or leveraging funds; documentation
of 501(c)(3) status or incorporation papers; documents that support
the need for the program or Memoranda of Understanding (MOUs) have
the following two options:
(a) Scanning Documents to Create Electronic Files. Third
party documentation can be scanned and saved as separate electronic
files. Electronic files must be labeled so the reader will know
what the file contains. Match or leveraging letters can be scanned
into a single folder or the applicant can create a separate file
for each scanned letter and label them accordingly. All scanned
files should be placed together in a zipped folder and then attached
to the application package submitted to grants.gov as part of the
application submission; or
(a) Electronic Facsimile Required Documentation. Applicants
that do not have scanning equipment available, may submit the required
documentation to HUD via facsimile (fax). The electronic facsimile
method may only be used to submit attachments that are part of your
Though these two options are permissible, HUD prefers and recommends
that faxes be avoided to the extent possible in order to ensure
accuracy and consistency in receipt of your application package.
Rather, HUD recommends that third party letters, certifications
requiring signature and other documents be submitted via pdf in
zip files. HUD strongly recommends that architectural drawings (e.g.,
using CAD, Computer Aided Design), blueprints, maps, and photographs
be provided as pdf files in the application because a facsimile
version of such documents would be of little value to the application
review due to the poor quality of such complex documents when transmitted
via facsimile. Color faxes are not available for use in HUD program
offices, so all faxed images would be black-and-white, again diminishing
the value of such complex documents in the review process.
4. Can I submit my entire application via fax?
No. Section IV.F.4.(2)(b) states that "HUD will not accept
entire applications via fax. Applications submitted entirely via
fax will be disqualified."
5. Do I have to use the HUD form 96011, "Facsimile Transmittal,"
or can I use my own fax cover sheet?
Yes, you MUST use the HUD form 96011, "Facsimile Transmittal"
because it enables Grants.gov and HUD to match your faxes to your
application. If you use your organization's fax cover sheet, Grants.gov
and HUD may not be able to match your faxes to your application.
Section IV.F.4.(2)(b) of the NOFA gives the following instructions:
"To submit documents using the electronic facsimile method,
applicants must use form HUD-96011, Facsimile Transmittal, which
is a cover page for the faxed materials. The form HUD-96011 is an
electronic form and is part of the applicant's downloaded electronic
application obtained from www.grants.gov. Applicants must fax their
information to the following fax number: 800-HUD-1010. Each document
must be faxed as a separate submission to avoid fax transmission
problems. When faxing several documents, applicants must use the
Form HUD-96011 as the cover for each document (e.g. Letter of Matching
or Leveraging funds, Memorandum of Understanding, Certification
of Consistency with the Consolidated Plan, etc.).
Your facsimile machine should provide you with a record of whether
your transmission was received by HUD. If you get a negative response
or a transmission error, you should resubmit the document until
you confirm that HUD has received your transmission. HUD will not
acknowledge that a facsimile was received successfully. HUD will
electronically receive the facsimile, read it with an optical character
reader and attach it to the application submitted via Grants.gov
electronic facsimile transmissions may be sent at any time before
the application submission date. HUD will store the information
and attach it to the electronic application when HUD receives it
Additionally, applicants should carefully review the FAQs posted
at the HUD URLs, http://www.hud.gov/offices/adm/grants/egrants/grantsgovfaqs.pdf
as well as the FAQ link at the top of the Grants.gov webpage, for
more information on faxing related to your application and other
6. When I have tried to transmit all my attachment documents
into one zip file, my computer crashes (e.g., some of my architectural
drawings are larger than 100 MBs). What can I do?
If your attachment documents are too large to submit in one zip
file, you may break them out into a maximum of 15 zip files (that
is the maximum allowed in the Grants.gov system structure).
7. When must my application be received by in the Grants.gov
In accordance with Section IV.C.2, all applications must be
received by Grants.gov by 11:59:59 p.m. Eastern time on July 29,
2005. Proof of timely submission is automatically recorded by Grants.gov.
An electronic time stamp is generated within the system when the
application has been successfully received. The applicant will receive
an acknowledgement of receipt and a tracking number from Grants.gov
with the successful transmission of their application. Applicants
should print this receipt and save it, along with facsimile receipts
for information provided by facsimile, as proof of timely submission.
When HUD successfully retrieves the application from Grants.gov,
HUD will provide an electronic acknowledgment of receipt to the
e-mail address provided on the SF-424. Proof of Timely submission
shall be the date and time that Grants.gov receives your application
submittal and the date HUD receives those portions of your application
submitted by facsimile. Applications received by Grants.gov, after
the established submission deadline for the program will be considered
late and will not be considered for funding by HUD. .
8. If I have to fax parts of my application, must they arrive
by the deadline as well?
Yes. As stated in section IV.C.2., "all facsimile transmissions
must be received by the application submission date and time
will be considered late if information submitted by facsimile as
part of the application has not received by HUD by the established
9. Who should I contact if I am having problems submitting my
Applicants should first contact the Grants.gov help desk, as they
have control of the Grants.gov system and possess the technical
knowledge of the system, its structure, process and issues. The
Grants.gov help desk can be reached by calling 800-518-GRANTS or
Their hours of operation are 7:00 AM to 9:00 PM Eastern time, Monday
through Friday, except Federal holidays. If you continue to have
difficulties, you may contact the HUD Grants office at (202) 708-0667.
You may also contact the HOPE VI program office by emailing Leigh
van Rij at Leigh_E._van_Rij@hud.gov.
Be reminded that there are many Frequently Asked Questions (FAQs)
posted at the following locations:
listed under the "What's New" box;
listed under the "Helpful Tools"
http://www.Grants.gov webpage, the FAQ link at the top of the page;
left-hand side of the webpage under the header "Tips and Tools,"
see the links, "Application Submission Tips" and "Application
Error Tips," along with other links to important topics.
10. When I follow the directions in the NOFA, my application
exhibits when zipped together are too large to save on my system.
What can I do?
Regardless of the NOFA instructions, up to 15 attachment files (either
Zip or other formats) may now be used to submit your application.
Because of the design of some Zip programs (including Winzip, HUD's
standard zip software), your computer must have more memory than
the size of the zip file you are creating, or the zip program (and
possibly your computer) will crash.
Using the "Attachment Form" in the electronic application
package, spread the exhibits among smaller zipped files. Using file-splitting
software, you may even split one document into several pieces and
include it as a set of several separate attachment files. In both
of the above cases, make sure that you label each attached file
so that it is clear to the reviewer what that file contains as related
to the application submission requirements listed in the NOFA. You
may use the attachment form as well as the optional attachment form,
if included in the application, to get all the required attachments
included in your application package submission.
A caution on using file-splitting software; please be sure that
the HUD reviewer has the ability to combine the file portions after
submission. The HUD reviewer is not allowed to load software onto
his/her computer. This means that you cannot submit a copy of the
file-splitting software with your application package for the reviewer
to use. Most file-splitting software creates a batch (.bat) or executable
(.exe) file, to be submitted with the file portions, that will allow
the reviewer to combine the file portions.
11. I am having trouble saving the application to my desktop
when I include all the attachments. What can I do?
Until you go to submit the application, you are working on your
computer. The application is downloaded to your computer and you
are not working on an on-line connection until you go to submit
the application. If your computer does not have sufficient memory
to handle the large files, you may have trouble saving or working
with your application files. If this happens, then you can look
at alternative ways of getting the information to HUD.
One way that HUD recommends for reducing the size of the application
package is to place parts of the application on your, an applicant
partner's or a consultant's website. The website can be password
protected or the URL can be hidden several folders down so that
it is only known to HUD reviewers that read it in your application.
This method of submission is limited to documents that are not easily
modified by the applicant, such as architectural drawings, environmental
reviews, maps, pictures, zoning ordinances, etc.,
When utilizing this method to reduce the size of the application
package, please follow the following instructions:
- Reduce the size of your submission files by placing on a website
items which are produced by others or signed off by other entities.
- Architectural drawings, maps, zoning ordinances, environmental
reviews are all documents, which are generally created through
the use of professional services where a person or entity
is signing off on the validity of the document and upon which
HUD can rely as a document that cannot readily be altered
without the permission of the entity that created it.
- Items that are solely narrative statements created by the
applicant should be contained in the application package submitted
- When placing a large item on a website, include an related
MS Word document in your application package and post the related
Word document, along with the large item, on the website.
- Use a file name for that related Word document that tells
the reviewer both the submission requirement of the NOFA that
is being addressed and the contents of the website-posted
document, e.g., "Attachment 142: Elevation Drawing".
- In the related Word document, you should:
- Describe the information that you have placed on the
- State the file name of the document;
- State the exhibit, attachment or other item in the
NOFA's submission requirements that it satisfies;
- State the URL where the information is posted,
- State the label name of any hyperlink on the website
that leads to where the information is located;
- If the website is password protected (at your discretion),
state the password and any instructions needed to enable
the reviewer to access the site;
- If the document is password protected (at your discretion),
state the password and any instructions needed to enable
the reviewer to access the document.
- Please do not password protect files contained and submitted
with the application package. If you do that on your electronic
submission, HUD will not be able to open the file and may
not be able to review your information.
Please do not submit material in your application that is not
in the priscribed file formats found in the General Section of the
NOFA, as HUD will not be able to read your documents.
You should also look at how you create the files. For example,
MPEG files for pictures result in smaller size files than scanned
Word processing or spreadsheet files (DOC, XLS, etc.) become larger
if saved as PDF files. If these files were downloaded from grants.gov
in Word or Excel, or you have created them in Word or Excel, and
they do not require a signature (or other 'graphics'), please submit
these files in their original file formats, either batched together
in a Zip file or as separate attachments.
12. What happens if I do not have access to a website to place
these large files?
The General Section of the SuperNOFA allows applicants to submit
parts of their applications via fax. If you cannot successfully
submit your application in its entirety due to file size, then you
many use the fax solution to submit parts of your application to
reduce the file size to permit a successful submission. Please be
aware that HUD will not accept an entire application submitted by
facsimile. Any application that is sent in its entirety by facsimile
will be rejected.
Note that, if faxed, the quality of pictures, renderings, drawings,
etc. will be no greater than a regular faxed document.
When faxing materials to HUD, please use the Facsimile Transmittal
Cover sheet (Form HUD-96011) found in the application package you
downloaded and are submitting to Grants.gov. It should be the first
page that goes into the fax machine. Each time you download an application
from Grants.gov it contains a unique ID embedded on the forms. Failure
to use the same form that came with your application package may
result in HUD not being able to match your facsimile transmittal
to your application. Complete instructions for sending material
by Facsimile and the toll free number to use when submitting a fax
are found in the General Section of the SuperNOFA.
13. I am confused about the dates I should use in developing
my program schedule. Section III.C.1.i states the threshold requirement
that my application, "must contain a program schedule that
provides a feasible plan to meet the schedule requirements"
of Section VI.B. of this NOFA. Section IV.B.4.d. includes documentation
instructions and lists suggested dates to use in the schedule such
as: HUD's written request for Supplemental Submissions - Jan. 15,
2006 and HUD's approval of Supplemental Submissions - Feb. 15, 2006.
However, Section VI. B. includes the statement that: "Grantees
must submit Supplemental Submissions within 90 days from HUD's written
request." Must we use the Jan. and Feb. dates or should we
develop the schedule to meet the 90 days allowed for grantees to
submit their Supplemental Submission?
Section III.C.1.i. establishes the threshold requirement that the
application must contain a program schedule that provides a feasible
plan to meet the schedule requirements of Section VI.B. of the NOFA.
Section IV.B.4.d. addresses documentation requirements related to
the program schedule threshold requirement. As stated in Section
IV.B.4.d., the suggested dates are used for evaluation purposes
only. Applicants may choose to use them if they wish. Regardless
of the suggested dates in the documentation section, applicants
must meet the threshold requirement that the program schedule must
reflect the timeframes detailed in section VI.B. It is acceptable
that an applicant use different dates than those suggested in the
NOFA in order to properly reflect the timeframes in Section VI.B.
in their schedule.