Step-by-Step Guide to OJP's Grants Management System

The Catalog of Federal Domestic Assistance number for this solicitation is 16.731, titled "Tribal Youth Program."

OJP requires that applications for funding be submitted through OJP's Grants Management System (GMS). To access the system, go to Attachments submitted via GMS must be in one of the following formats: Microsoft Word document (.doc), PDF file (.pdf), or text document (.txt).

Applicants should use all criteria and guidelines found in this program announcement to assist them in preparing their application. Applications must be submitted to OJP electronically through GMS no later than 8:00 p.m. ET, June 1, 2004. However, in order to allow adequate time to register on the online system, applicants must register for this solicitation (see Step 2 below) by 8:00 p.m. ET, May 27, 2004.

Applicants who experience difficulties at any point in this process should call the GMS Help Desk at 888–549–9901.

Note: If you do not have access to the Internet and still wish to apply, please check with your tribal office, public library, schools, universities, or the Boys and Girls Club. If, after exhausting your resources, you do not have access to the Internet and still wish to apply, please contact Laura Ansera, Tribal Youth Program Manager, at 202–307–5911.

Step 1: Signing On

Applicants who already have a GMS user ID and password should select "GMS Sign-In." Even applicants who already have a user ID will not be considered registered for the solicitation until they have signed on to GMS and entered the appropriate solicitation. To do so, proceed to step 2.

Applicants who do not have a GMS user ID should select "New User? Register Here." After providing all the required information, click on "Create Account" at the bottom of the page. Applicants should be sure to note their user ID and password, which are case sensitive.

Beginning October 1, 2003, a DUNS number must be included in every application for a new award or renewal of an award. An application will not be considered complete until a valid DUNS number is provided by the applicant. Organizations should verify that they have a DUNS number or take the steps necessary to obtain one as soon as possible. Applicants can receive a DUNS number at no cost by calling the dedicated toll-free DUNS number request line at 800–333–0505.

Step 2: Registering on GMS/Selecting the Program

The deadline for applicants to register on GMS is 8:00 p.m. ET, May 27, 2004.

After you have logged onto the system using your user ID and password, click on "Funding Opportunities."

Select the "Office of Juvenile Justice and Delinquency Prevention" from the drop-down list and click "Search." This will narrow the list of solicitations within the Office of Justice Programs to those in OJJDP.

From the list of OJJDP grants, find "Tribal Youth Program" and click "Apply Online."

Confirm that your organization is eligible to apply for this program by reading the text on the screen. If eligible, proceed by clicking "Continue."

Step 3: Completing Overview Information

Select the type of application by choosing "Application Non-Construction" in the "Type of Submission" section.

Select "New" in the drop-down box for "Type of Application."

If your state has a review and comment process under Executive Order 12372 (available online at, then select either "Yes" and the date you made this application available under that review or "N/A" because this program has not been selected by your state for such a review. If your state does not have such a process, then select "No. Program Not Covered by E.O. 12372."

Click "Save and Continue."

Step 4: Completing Applicant Information

Answer "Yes" or "No" to the question about whether or not your organization is delinquent on any federal debt.

The rest of this page will prepopulate from the information you submitted during the registration process. Check this information for accuracy and relevance to your organization and make any needed changes.

Click "Save and Continue."

Step 5: Completing Project Information

Provide a title that is descriptive of your project.

List the geographic areas to be affected by the project.

Enter a start date for the project that is on or after October 1, 2004, and an end date that is no more than 36 months later.

Select all of the congressional districts that are affected by this application. To select multiple districts, hold down the CTRL key while making your selections.

Enter the amount of the cooperative agreement for which your organization is applying (no more than $300,000) in the federal line under the "Estimated Funding" section.

Click "Save and Continue."

Step 6: Uploading Attachments

You will be asked to upload three attachments to the online application system. Please note that files attached to applications submitted online in GMS must be in the following formats: Microsoft Word (.doc), PDF files (.pdf), or text documents (.txt). (See Application Requirements for detailed instructions about the information to include in each attachment.)

  • Budget Detail Worksheet (Attachment #1).
  • Program Narrative (Attachment #2).
  • Other Program Attachments (Attachment #3).

To upload these documents, click "Attach." A new window will open. To continue, click "Browse" and find the file on your computer or the network drive from which you wish to upload, then click on "Upload Your Document." A window that says "File Upload Successful" should pop up. Next to the upload list, the notation should change to "Attachment OK." Repeat these steps for all three uploads.

Please note: Depending on the size of the attachment and/or your computer connection, this process can take several hours. The system will shut down promptly at the deadline. Any incomplete application will not be accepted and no exceptions will be granted. Please plan accordingly.

If you encounter any difficulties uploading your file, click on "Tips for Successful Upload." This document will explain the usual problems with uploading files and will help you through them.

Click "Save and Continue."

Step 7: Completing the Assurances and Certifications

You will need to accept both the assurances document and the certifications document. To do so, click on the links marked "Assurances" and "Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and Drug-Free Workplace Requirements."

Read both documents. At the bottom of each one, click the "Accept" button.

When you have selected both documents, then enter the correct personal information for the person submitting the application.

Click the box next to the text at the bottom of the page to certify that the person submitting the application is authorized to accept these assurance and certifications.

Click "Save and Continue."

Step 8: Reviewing the SF-424

By answering the questions contained in GMS, you have completed the Standard Form 424 and forms required to apply for cooperative agreement funding. Take a moment to review the SF-424 to ensure that it is accurate.

If you need to make changes to any portion of the application, simply click that section along the left side of the screen and be sure to click "Save and Continue" after making any changes.

When you are sure that the information is accurate, click "Continue."

Step 9: Submitting the Application

A list of application components will appear on the screen. It should say "Complete" before each component. If it says "Incomplete" then click on the word and it will take you back to the section that needs to be completed. At the top of that screen, it will explain what is missing.

In addition, read below the list of components for any language telling you that your user ID has not been approved. Even if you have a complete application, you will be unable to submit it until OJJDP has approved your user ID. OJJDP will approve your user ID within 2 business days after you begin your application.

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FY 2004 Tribal Youth Program, Program Announcement OJJDP, June 2004