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How do I know what to name my Grant Notes in GrantSolutions?

Office:
OFA
Programs:
Health Profession Opportunity Grants (HPOG)
Topics:
Grant Solutions

Answer

Please review the Grant Note Naming Convention for the appropriate ways to label your Grant Notes in GrantSolutions.

Grant Note

Subject

Note Type

Category Type

 

What you are trying to upload?

NAME = brief description or name of 3rd Party from

contract, MOU, or resume

MM YYYY = Month and Year

STATUS = Approved, Proposed, or Signed

APP # = Application Number assigned to amendment in GrantSolutions

 

Internal = Private Correspondence = Public

 

120 Day Workplan

120 Day Workplan Proposed

Correspondence

Programmatic Report

424A

424A MM YYYY Proposed

Correspondence

Budget Information Request

Budget Revision

Budget Revision MM YYYY Proposed

Correspondence

Budget Information Request

Contract

Contract NAME MM YYYY Proposed

Correspondence

Programmatic Information Request

Cooperative Agreement

Cooperative Agreement MM YYYY

Correspondence

Programmatic Information Request

Corrective Action Plan

Corrective Action Plan MM YYYY

Correspondence

Policy Request

Correspondence

Correspondence NAME MM YYYY

Correspondence

Other

Curriculum

Curriculum NAME MM YYYY

Correspondence

Programmatic Information Request

Final Federal Financial Report/ 425

Final Financial Report MM YYYY

Correspondence

Budget Information Request

Federal Financial Report/ 425

Financial Report MM YYYY

Correspondence

Budget Information Request

Grant Application

Grant Application

Correspondence

Programmatic Information Request

Marketing Materials

Marketing NAME MM YYYY Proposed

Correspondence

Grantee Marketing Materials

Memorandum of Understanding

MOU NAME MM YYYY Proposed

Correspondence

Programmatic Information Request

Performance Progress Report (PPR)

Performance Progress Report MM YYYY Proposed

Correspondence

Programmatic Report

Policies

Policies NAME MM YYYY

Correspondence

Policy Request

Key Staff Resume and Documentation

Key Staff NAME MM YYYY Proposed

Correspondence

Programmatic Information Request

Revised Documents Requested for

Budget Revision Amendment

 

Revised Docs-Budget Revision APP# MM YYYY

 

Correspondence

 

Budget Information Request

Revised Documents Requested for Non-

Competing Continuation Application

 

Revised Docs-Continuation App APP# MM YYYY

 

Correspondence

 

Programmatic Information Request

Site Visit Report

Site Visit Report NAME MM YYYY

Correspondence

Site Visit Report

Technical Assistance Documents

Technical Assistance NAME MM YYYY

Correspondence

Programmatic Information Request

Work Plan Revision

Work Plan Revision MM YYYY Proposed

Correspondence

Programmatic Information Request

Incentive Policy

Incentive Policy MM YYYY Proposed

Correspondence

Programmatic Information Request

Gas Cards

Gas Card Policy MM YYYY Proposed

Correspondence

Programmatic Information Request

Medical Care Supportive Services

Service Policy MM YYYY Proposed

Correspondence

Programmatic Information Request

Room and Board Supportive Services

Service Policy MM YYYY Proposed

Correspondence

Programmatic Information Request

On the Job Training Plan

Contract OJT MM YYYY Draft

Correspondence

Programmatic Information Request

New Healthcare Occupational Trainings

Add Occ NAME MM YYYY Proposed

Correspondence

Programmatic Information Request

Other Documents

NAME MM YYYY

Correspondence

Other

Be careful not to use acronyms, abbreviations, alternate names, alternate spellings, or misspellings.

Use acronyms and abbreviations only in the NAME of the subject when absolutely necessary due to character limitations.

Grant Note

Explanation

What you are trying to upload?

 

120 Day Workplan

120 Day Workplan that the organization submitted January 2011

424A

Standard Form 424A

 

Budget Revision

Any update to the grantee budget that does not meet the “significant re-budgeting” threshold (cumulative transfers among budget cost categories totaling 25% of project costs or $250,000, whichever is lower) requiring a full budget modification through a GrantSolutions Amendment. A budget revision below 25% of project costs or $250,000 should include an updated budget narrative or line item budget

reflecting the changes.

 

Contract

Any contract or service agreement between a grantee and a third party to acquire commercial goods or services using federal funds. Upload the executed contract, procurement policies, and any requested additional documentation (such as sole source agreements or

justifications) in the grant note.

 

Cooperative Agreement

A financial assistance support mechanism used when there will be substantial Federal programmatic involvement. The Cooperative

Agreement document is signed by the Authorizing Official.

Corrective Action Plan

A plan created by the grantee in response to a Non-Compliance Letter issued by the Administration for Children and Families (ACF).

 

Correspondence

Any documents, such as e-mails or letters, that document grantee and/or ACF action or approval related to programmatic/ administrative

aspects of the grant.

Curriculum

Any curriculum documents relating to occupational or soft skills training (ie. syllabi, course catalogues, curriculum overviews, etc.)

Final Federal Status Report/ 425

Standard Form 425 used to report the status of liquidated funds for the budget year. Due annually.

 

Federal Financial Report/ 425

Standard Form 425 used to report the status of funds and to monitor the financial progress of awards on a semi-annual basis. Due every

six months.

Grant Application

The original grant application sent in response to the Funding Opportunity Announcement

 

Marketing Materials

Any document that the grantee creates to send to the public or that has a public audience. This includes documents such as recruitment

materials, brochures, advertisements, press releases, banners, etc.

Memorandum of Understanding

Any Memorandum of Understanding between a grantee and a third party outlining roles and responsibilities of the parties.

Performance Progress Report (PPR)

Semi-annual report submitted by the recipient. Due every six months.

 

Policies

Any organizational policy that the grantee functions under or creates to run the program. This includes documents such as procurement

policies, personnel policies, supportive service policies, incentive policies, training account policies, etc.

 

Key Staff Resume and Documentation

Any resume for key personnel of the grantee or contractor carrying out programmatic work. Upload the resume, job description, and a

description of the hiring process in the grant note.

Revised Documents Requested for

Budget Revision Amendment

Any revised documents (424, 424A, Budget Narrative, Indirect Cost Rate Agreement, etc.) that have been requested by ACF as a result

of a Budget Modification/Revision that was submitted to ACF for approval.

Revised Documents Requested for Non- Competing Continuation Application

Any revised documents (424, 424A, Budget Narrative, Indirect Cost Rate Agreement, etc.) that have been requested by ACF as a result

of a Continuation Application that was submitted.

Site Visit Report

A report completed by ACF after conducting a site visit to a grantee location.

Technical Assistance Documents

Documents created during the provision of technical assistance such as reports (Blueprints), program maps, career ladders, etc.

 

Work Plan Revision

This would be any document that reflects a change to the current work plan that would not meet the “change in scope” threshold

required for an amendment.

Incentive Policy

Before the organization implements an incentive/ gift card policy, the grantee will upload the policy containing the following items for prior approval from their program specialist.

Gas Cards

Before the organization implements the use of gas cards as an incentive or supportive service, the grantee will upload the policy and other

documentation to receive approval from their program specialist.

Medical Care Supportive Services

Before the organization implements the use of such supportive service, the grantee will upload the policy and other documentation to

receive approval from their program specialist.

Room and Board Supportive Services

Before the organization implements the use of such supportive service, the grantee will upload the policy and other documentation to

receive approval from their program specialist.

On the Job Training Plan

Before the organization implements the use of OJT, the grantee will upload the contract to receive approval from their program specialist.

New Healthcare Occupational Trainings

Before the organization can train for a new healthcare occupation, the grantee will upload a justification to receive approval from their

program specialist.

 

Other Documents

If the document to be uploaded does not fit in any of the above categories (after checking carefully), please contact your program

specialist before uploading the grant note in order to receive the new naming convention for the document.

Last Reviewed: April 3, 2019