Frequently Asked Questions

Please send an email inquiry to PAGESSupport@urban.org. They will provide you with a New User Request Form that must be signed by the Grantee Manager. If you are a new Program Director, your OFA Program Specialist will need to sign your form prior to sending it to PAGES. Current PAGES account holders can also find this form under the PAGES Resources section, titled New User Account Request Form. Also see PAGES User Guide and PAGES Glossary for additional PAGES Information.

To receive authorization to access GrantSolutions, you will need to fill out the Grantee User Request Form, which can be found on the Getting Started – Request a User Account page of the GrantSolutions website. Once there, follow the instructions for “Recipient User.”

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

To officially notify OFA and change the Program Contact/Project Director (PI/PD) for your grant, you will need to do the following:

  • Log in to GrantSolutions
  • Click on “Manage Amendments”
  • Click on “New”
  • On the page “Select Amendment Type,” you should choose “Change in PI/PD (Type 6)” and then hit “Create Amendment.”
  • Please provide the following information in the fields listed in the Application Control Checklist:
    • Change in Project Director – This is an online form that should be completed. Click “Enter Online.” Then, on the “New Project Director” line, click “Add Project Director” (if this person has not previously been a project director for this program. Otherwise, you can use the drop down menu to select them). Enter all of the required fields (denoted with a red asterisk) with the new Project Director’s information. After inputting all of this individual’s information, please validate the address by clicking “Validate Address.” Once the address is validated, please click on “Save.”
    • SF-424 Application for Federal Assistance – This is an online form that should be completed. Click “Enter Online.” Complete all of the fields, remembering to update Section f “Name and contact information of person to be contacted on matters involving this application” with the name, telephone number and email address of the new Project Director. Then, click “Save.”
    • Cover Letter Upload – Upload a letter on your organization’s official letterhead that provides the name, phone number and email address of the new Project Director. This letter should be signed by the Authorized Representative. You will upload this by clicking on “Upload Files” and following the instructions.
      • The resume of the new Project Director should also be uploaded in this section. You will upload this by clicking on “Upload Files” and following the instructions.
  • Go to the Grant Solutions Getting Started page and follow the “Recipient User” guidance. Complete the Recipient/ Grantee User Account Request Form and Security Compliance Statement, and upload as an attachment item by clicking on “Upload Files” and following the instructions. In addition, please send via email to the Grant Solutions Support Center (help@grantsolutions.gov).
  • Once you have performed the above mentioned tasks, you will click on “Verify Submission.” Another box will pop up asking you to confirm that you want to complete this amendment, and you will select “yes” or “save.”
  • If you have any questions about this process, please contact your program specialist.

To officially notify OFA and change the Authorized Representative (AO) for your grant, you will need to do the following:

  • Log in to GrantSolutions
  • Click on “Manage Amendments”
  • Click on “New”
  • On the page “Select Amendment Type,” you should choose “Change in Grantee Authorizing Official (Type 6)” and then hit “Create Amendment.”
  • Please provide the following information in the fields listed in the Application Control Checklist:
    • SF-424 Application for Federal Assistance – This is an online form that should be completed. Click “Enter Online.” Complete all of the fields, remembering to update #21 Authorized Representative with the name, telephone number and email address of the new Authorized Representative. The Authorized Representative will need to sign this form by typing in their name in the “Signature of Authorized Representative” field and typing in the date. Then, click “Save.”
    • Cover Letter Upload – Upload a letter on your organization’s official letterhead that provides the name, phone number and email address of the new Authorized Representative. This letter should be signed by the Authorized Representative (or another official that is higher ranking than the Authorized Representative). You will upload this by clicking on “Upload Files” and following the instructions.
  • Go to the Grant Solutions Getting Started page and follow the “Recipient User” guidance. Complete the Recipient/ Grantee User Account Request Form and Security Compliance Statement, and upload as an attachment by clicking on “Upload Files” and following the instructions. In addition, please send via email to the Grant Solutions Support Center (help@grantsolutions.gov).
  • Once you have performed the above mentioned tasks, you will click on “Verify Submission.” Another box will pop up asking you to confirm that you want to complete this amendment, and you will select “yes” or “save.”
  • If you have any questions about this process, please contact your program specialist.

Once in GrantSolutions, you must click on "Manage Amendments". Then, you will select "new" to begin the amendment process. On the next screen you will choose the "Budget Revision (Type 6)" as the Amendment Type and press "Create Amendment" in order to start the budget modification. On the next screen you will need to:

  1. Complete the online SF-424A and SF-424 to reflect the new amounts per category.
  2. Upload the recently approved Performance Progress Report (PPR) as the program narrative.
  3. Upload the cover letter – explaining the general changes/ reason for changes. This letter needs to be on official letterhead and signed by the authorized representative/official of your grant.
  4. Line Item Budget – You will upload your budget narrative reflective of any budget changes. This should follow the formatting and direction given during the Non-Competing Continuation Application process – please visit the FAQ if more direction is needed on how to classify costs or provide sufficient detail. Please note: If you use excel, please make sure it is only one tab. Please do not upload any internal budgeting forms or old versions of the budget narrative.
  5. Upload the most recent SF-425 that has been completed.
  6. Under miscellaneous information, you should upload your Indirect Cost Rate Agreement and any other documents that may be relevant (like estimates and brochures for equipment purchases, if relevant).

Once the above has been completed, you will click on "Verify Submission" and then "Final Submission" at the bottom of the screen in order to submit the budget modification. At this time, you should notify your program specialist that you have submitted an Amendment, so that he/she can begin working on it.

Memorandums of Understanding (MOU) are encouraged, but not required to illustrate coordination and collaboration. MOUs that do not exchange funds can be signed for the full five year grant period or on an annual basis. If you choose to engage in MOUs with partner organizations, they will need to be submitted, reviewed, and approved by your Program Specialist prior to execution and then anytime thereafter if the MOU language is amended. For MOUs executed annually, they should be resubmitted, reviewed, and approved by your Program Specialist annually. Please refer to the guidance provided in the MOU Review Sheet.

All contracts or other document vehicles that exchange funds must be resubmitted, reviewed, and approved by your Program Specialist annually. Please refer to the guidance provided in the Contract Review Sheet.

Grantees should be referencing Code of Federal Regulations 45 (Public Welfare) Part 75. 45 CFR 75 lays out the uniform administrative requirements, cost principles, and audit requirements for HHS awards.

Addition of New Healthcare Occupational Trainings

Background: The healthcare occupations that were proposed in the grant application documents, and agreed upon by OFA, are the occupations that are considered approved for training participants. Programs are only allowed to train those healthcare occupations. Programs are allowed to add other healthcare occupational trainings as new labor market needs are identified, as long as those occupations are part of an articulated career pathway. Programs can add those healthcare occupational trainings, and offer training, after receiving approval from OFA.

Approval Process: Before the organization can train for a new healthcare occupation, the grantee will upload a justification containing the following items to GrantSolutions as a Grant Note using the naming convention Add Occ NAME MM YYYY Proposed (e.g. Add Occ Surgical Tech 11 2015 Proposed)

  • The most pertinent Standard Occupational Classification (SOC) code for the healthcare occupational training and a description of the new occupational training.
  • How the proposed healthcare occupation training is preparing students for one or more specific employer or industry recognized credential or degree (which can include a license, third-party certification, postsecondary educational certificate or degree, or a Registered Apprenticeship certificate).
  • A description, narrative or diagram, of the career pathway for the healthcare occupation.
  • Labor market information, including employment rates, projected employment rates, and number of job openings.
  • Real-time labor market trends, including job posting volume, and educational or experience requirements.
  • Occupational wage data, including the median wage and wage ranges.
  • Estimated average starting wages within the proposed service area.
  • Verification from local employers regarding their needs and expectations.
  • Local training capacity including the provider and length of training.
  • Estimated number of participants that will begin the occupational training and an indication of if this addition would require other workplan projection changes.

OFA will note approval for the new healthcare occupation in GrantSolutions. Once OFA has done this, the new occupation with vendor information can be input into PAGES and training can be offered to participants for that occupation.

Please see the HPOG Carryover Webinar from December 2016. You may also want to reference the HPOG Carryover Submission Checklist. If you have additional questions, please contact your program specialist.