Understand the Program Purpose

The CEJA Contractor Incubator Program exists to support the development of clean energy contractors from historically underserved communities. The program provides business development services, licensing and bonding support, technical assistance, and connections to CEJA-funded project opportunities.

Review Program Materials

  • Read the Program Manual, NOFO, FAQs, and grant agreement carefully. Draft and/or finalize personnel job descriptions and MOUs (where applicable)
  • Familiarize yourself with the Work Breakdown Structure (“WBS”) and Risk Register to guide implementation and anticipate risks.

Complete Required Trainings

Establish Key Partnerships

Make initial contact with other CEJA-funded programs in your area including:

  • Other CEJA Contractor Incubator Hubs
  • Workforce Hubs
  • Prime Contractor Accelerators
  • Navigator Programs and others
  • Your Network Coordinator can assist in connecting you to these programs and personnel
  • Participate in group and individualized calls with DCEO Incubator staff
  • Begin coordination of services and data-sharing practices.

Recruit and Onboard Staff (if applicable)

  • Assess staffing needs and initiate hiring if necessary.
  • Train staff on program requirements, outreach, data entry, and accessibility.
  • All finalized position descriptions must be provided to your Network Coordinator.
  • Please notify and invite your Network Coordinator to job interviews for program positions.
  • Resumes of finalists for positions must be provided to your Network Coordinator
  • Resumes of staff working 100% for the program must be provided to your Network Coordinator

Develop Curriculum

  • Create a curriculum tailored to the needs of the clean energy sector within your service area.
  • Partner with CEJA Workforce Hubs, Navigators, and other local resource partners to identify in-demand skills, certifications, and business support needs.

Begin Contractor Outreach

  • Launch outreach using ADA-accessible and translated materials (where applicable).
  • Partner with CEJA Navigators, local organizations, and trusted messengers.
  • Prioritize recruitment from equity-targeted populations.
  • Review and adhere to marketing guidelines as described in the program manual, including receiving approval for any marketing materials.

Develop Program Infrastructure

  • Set up systems for intake, eligibility verification, tracking services, and outcomes.
  • Use standardized forms provided by the Department and maintain documentation for audits and reporting.
  • DCEO will provide you with an intake scoring form to screen more qualified applicants

Register for and Begin Using the CEJA Reporting System (when available)

  • The CEJA Reporting System is a required system for tracking participant data and outcomes.
  • Assign a dedicated team member to manage data entry.
  • Begin entering participant information and tracking services delivered.

Develop a Local Resource Listing

Create a living list of trusted resources for contractors, including but not limited to:

  • Business coaches and financial institutions
  • Licensing and bonding assistance
  • Technical and workforce training providers
  • Legal and compliance contacts
  • Local permitting offices Translation Services
  • Union Contacts
  • Share this list with participants and update it regularly.
  • Make a minimum of 3 referrals where possible.

Financial and Programmatic Reporting Requirements

Quarterly Programmatic Reports (PPR) [link]

  • Report on the number of participants served, services delivered, and outcomes achieved.
  • Reports are due 30 days after the end of each quarter.

Cash Reimbursement Requests

  • Submit cash reimbursement requests on a monthly or quarterly basis (check with your host organization for their preferred frequency).
  • Track and request reimbursement by budget category in alignment with your approved budget.
  • Cash reimbursement requests must be submitted within 15 days of the end of the quarter. Failure to submit the payment request timely will render the amounts billed unallowable.

Quarterly Financial Reports (PFR) [link]

  • Submit financial reports detailing expenditures to date across approved budget categories.
  • Reports are due 30 days after the end of each quarter.

Monthly Narrative Report [link]

  • Complete the Monthly Narrative Report with successes/negatives from the previous month, upcoming events, staffing changes, etc.
  • Monthly Narrative Reports are to be submitted to your Network Coordinator five days after the end of the previous month.

Monthly Metric Report [link]

  • Complete the Monthly Metric Report in Smartsheet or the CEJA Reporting System by the end of each month.

Points of Contact

Network Coordinator – Grantee's primary contact for implementation, tools, reporting assistance, and support:

Brooks Crawford
Brooks.Crawford@illinois.gov

Jeremy Nunes
Jeremy.R.Nunes@illinois.gov

State Program Administrator – Oversight of program compliance and alignment with CEJA goals:

Noah Bond
Noah.Bond@illinois.gov

General Incubator Program Staff Inbox: CEO.CEJA.Inc-Accel@illinois.gov

Grants Manager – Contact for application process, reporting requirements, budget management. The Grants Manager is assigned in the grant agreement.