Transcript Slide 1

Capital Area Council of Governments (CAPCOG)
Grant Training Workshop for
FY 2011 General Victim Assistance – Direct Services
Funding Opportunity
Tuesday, January 12, 1010
Conducted by
Michelle Casanova, Assistant Director, Community and Economic Development
Erica Linneman, Criminal Justice Planner
1-12-2010 FY GVA-DS Grant Training Workshop
CAPCOG/CJD Overview
All material covered today will be posted
on CAPCOG’s website at:
www.capcog.org under the Community
and Economic Development
Department, Planning for Criminal
Justice Related Activities.
1-12-2010 FY GVA-DS Grant Training Workshop
CAPCOG/CJD Overview
CAPCOG CONTACTS
Michelle Casanova,
Assistant Director,
Community and Economic
Development
[email protected]
(512) 916-6163
Erica Linneman,
Criminal Justice Planner
[email protected]
(512) 916-6047
1-12-2010 FY GVA-DS Grant Training Workshop
Include Grant Number and
Project Name in all
Correspondence
Mailing Address:
6800 Burleson Road
Building 310, Suite 165,
Austin, TX 78744
CAPCOG Website:
www.capcog.org
CAPCOG/CJD Overview
CJD CONTACTS
Angie Martin
[email protected]
CJD Main Number:
(512) 463-1919
CJD Fax Number:
(512) 475-2440
1-12-2010 FY GVA-DS Grant Training Workshop
Include Grant Number and
Project Name in all
Correspondence
eGrants Home Page:
https://cjdonline.governor.state.
tx.us
Email Address for eGrants Help
Desk:
[email protected]
General Victim Assistance – Direct Services Program
Issues to Consider:
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The contributing funding sources to this program are Victims
of Crime Act (VOCA), Violence Against Women Act (VAWA)
– 30% set aside for direct victim services, and State Criminal
Justice Planning Fund (Fund 421) .
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Current GVA-DS grantees who also receive funding through
the Fund 421 must combine both programs into one GVA-DS
application.
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Note: Organizations voluntarily including matching funds that
exceed the minimum match requirement, will be held to that
amount throughout the grant period.
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General Victim Assistance – Direct Services Program
CAPCOG GVA – DS Application Requirements:
 This information is posted in the FY 2011 CJAC Policy Statement
– This is a competitive grant that requires a new application for
each year of funding desired.
– No limit or maximum number of years of funding, provided
funds are available and application receives qualifying scores
from the CJAC
– Decreasing Fund Ratio: No
1-12-2010 FY GVA-DS Grant Training Workshop
General Victim Assistance – Direct Services Program
CAPCOG GVA – DS Application Requirements:
– Funding cap of $80,000 per application , for a maximum of 2
applications per agency/applicant EXCEPT in the case of a single
agency providing domestic violence, sexual assault, AND children’s
advocacy services. An agency meeting this description will be
allowed to submit 2 additional applications for up to $80,000 each.
– Total agency/applicant requests cannot equal more than 50% of the
applicant/agency’s current total operating budget
– First time GVA-DS applicants (an agency/applicant that have never
been awarded GVA-DS funding before, OR, has not received GVADS funding within the last five years) is limited to submit one
application for a maximum amount of $ 50,000 for only one
program.
1-12-2010 FY GVA-DS Grant Training Workshop
General Victim Assistance – Direct Services Program
CAPCOG GVA – DS Application Requirements:
– Applicants will prioritize their own applications into Tier 1 or Tier 2
status. All agencies will have one application ranked in Tier 1. Agencies
that submit a second application would then have the second application
ranked in Tier 2. This ensures that all applicants get a first shot at
funding before any agency has two applications funded.
– Applicants that have a current GVA-DS grant through CJD and are
placed on Vendor Hold will receive a point deduction off on the score
sheet for their next application request for GVA-DS funding.
– Agencies that receive GVA-DS grant money from their statewide affiliate
agencies are not eligible to apply for GVA-DS funding that is allocated to
Region 12 through the CAPCOG Criminal Justice Advisory Committee
Application Review Process. These agencies include, but are not limited
to: Texas Advocacy, MADD, Legal Aid Society, Court Appointed Special
Advocates (CASA, Texas Department of Public Safety.
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General Victim Assistance – Direct Services Program
GVA-DS Program Purpose:
To provide services and assistance directly to victims of crime to
speed their recovery and aid them through the criminal justice
process. Services may include the following:
• responding to the emotional and physical needs of crime victims;
• assisting victims in stabilizing their lives after a victimization;
• assisting victims to understand and participate in the criminal
justice system; and
• providing victims with safety and security.
1-12-2010 FY GVA-DS Grant Training Workshop
General Victim Assistance – Direct Services Program
• Application Process: Applicants can access CJD’s
eGrants website at https://cjdonline.governor.state.tx.us to
register and apply for funding.
• Available Funding:
Federal funding is authorized for these projects under the Victims of
Crime Act of 1984 (VOCA) as amended, and under the Violence
Against Women Act of 2005 (VAWA 2005) 42 U.S.C. 3796gg through
3796gg-5 as amended. Congress has not finalized federal
appropriations for federal fiscal year 2010. All awards are subject to
the availability of appropriated federal funds and any modifications
or additional requirements that may be imposed by law.
• Funding Levels: Minimum grant award - $5,000
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General Victim Assistance – Direct Services Program
• Required Match: Grantees, other than Native American
Tribes, may be required to provide matching funds of at least
twenty percent (20%) of total project expenditures. Native
American Tribes may be required to provide a five percent
(5%) match. This requirement may be met through either
cash or in-kind contributions or a combination of both.
• Standards: Grantees must comply with all statutes,
requirements, and guidelines cited in the Texas
Administrative Code (1 TAC Chapter 3) applicable to this
funding.
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General Victim Assistance – Direct Services Program
• Project Period: Grant-funded projects may begin on or
after September 1, 2010, and expire on or before August
31, 2011.
• Preferences: Preference will be given to applicants that
promote comprehensive victim restoration while
incorporating an emphasis on cultural competency in
underserved populations. Applicants are also encouraged
to streamline administrative and reporting processes by
consolidating grant requests whenever possible in lieu of
submitting multiple applications.
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General Victim Assistance – Direct Services Program
• Program Emphasis: Applicant agrees to implement
comprehensive strategies that are sensitive to the concerns
and safety of the victims and hold offenders accountable for
their crimes. Applicants must indicate the percentage of their
project that benefits Victim Services, Law Enforcement,
Prosecution, Courts or other areas. Program emphasis
decisions should be made based on the beneficiary of the
funded activities. For example, a victim services coalition
who provides training to police throughout the state would
fall under the “law enforcement” category because the
training is to benefit law enforcement.
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Eligible Applicants:
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State Agencies;
Units of Local Governments;
Hospital Districts;
Nonprofit Corporations;
Native American Tribes;
Crime Control and Prevention Districts;
Universities;
Colleges;
Community Supervision and Corrections Departments;
Councils of Governments that offer direct services to victims of crime;
Hospital and Emergency Medical Facilities that offer crisis counseling,
support groups, and/or other types of victims services; and
 Faith-Based Organizations that provide direct services to victims of crime.
Faith-based organizations must be tax-exempt nonprofit entities as certified
by the Internal Revenue Service.
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Eligible Activities:
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Crisis Services;
Forensic Interviews;
Legal Advocacy;
Multi-Disciplinary Teams and Case Coordination;
Peer Support Groups;
Professional Therapy and Counseling;
Protective Order Assistance;
Public Presentations;
Shelter; and
Victim-Offender Meetings.
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General Victim Assistance – Direct Services Program
Program Requirements:
1. Applicants agree to promote collaboration and coordination
among local service systems that involve multiple disciplines
and support a seamless delivery of a continuum of services that
focus on each individual's return of physical, mental, and
emotional health to the fullest extent possible while
incorporating an emphasis on cultural competency in
underserved populations.
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Program Requirements Cont.:
Applicants must explain how their organization is culturally
competent when providing services to victims. Here are some
guidelines to follow:
 Victim service providers must have the ability to blend
cultural knowledge and sensitivity with victim restoration
skills for a more effective and culturally appropriate recovery
process. Cultural competency occurs when:
1. cultural knowledge, awareness and sensitivity are
integrated into action and policy;
2. the service is relevant to the needs of the community
and provided by trained staff, board members, and
management; and
3. an advocate or organization recognizes each client is
different with different needs, feelings, ideas and
barriers.
1-12-2010 FY GVA-DS Grant Training Workshop
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Program Requirements Cont.:
2. Applicants must certify that they will comply with the following requirements:
 Services to Victims of Crime - Applicant agrees to provide services to victims
of crime which include: responding to the emotional and physical needs of
crime victims; assisting victims in stabilizing their lives after victimization;
assisting victims to understand and participate in the criminal justice
system; and providing victims with safety and security.
 Effective Services - Applicant must demonstrate a record of providing
effective services to crime victims. If the applicant cannot yet demonstrate a
record of providing effective services, the applicant must demonstrate that at
least 25 percent of its financial support comes from non-federal sources.
 Volunteers - Applicant agrees to use volunteers to support either the project
or agency-wide services, unless CJD determines that a compelling reason
exists to waive this requirement.
1-12-2010 FY GVA-DS Grant Training Workshop
General Victim Assistance – Direct Services Program
Program Requirements Cont,:
 Community Efforts - Applicant agrees to promote community efforts to aid
crime victims. Applicants should promote, within the community,
coordinated public and private efforts to aid crime victims. Coordination
efforts qualify an organization to receive these funds, but are not activities
that can be supported with these funds.
 Crime Victims' Compensation - Applicant agrees to assist crime victims in
applying for crime victims' compensation benefits.
 Records - Applicant agrees to maintain daily time and attendance records
specifying the time devoted to allowable victim services.
 Civil Rights Information - Applicant agrees to maintain statutorily required
civil rights statistics on victims served by race, national origin, sex, age, and
disability of victims served, within the timeframe established by CJD. This
requirement is waived when providing services, such as telephone
counseling, where soliciting the information may be inappropriate or
offensive to the crime victim.
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General Victim Assistance – Direct Services Program
Program Requirements Cont.:
 Victims of Federal Crime - Applicant agrees to provide equal services
to victims of federal crime. (Note: Victim of federal crime is a victim
of an offense that violates a federal criminal statute or regulation;
federal crimes also include crimes that occur in an area where the
federal government has jurisdiction, such as Indian reservations,
some national parks, some federal buildings, and military
installations.)
 No Charge - Applicant agrees to provide grant-funded services
at no charge to victims of crime.
 Confidentiality - Applicant agrees to maintain the
confidentiality of client-counselor information and research
data, as required by state and federal law.
 Discrimination - Applicant agrees not to discriminate against
victims because they disagree with the State's prosecution of the
criminal case.
1-12-2010 FY GVA-DS Grant Training Workshop
General Victim Assistance – Direct Services Program
Program Requirements Cont.:
 Forensic Medical Examination Payments - Health care facilities shall
conduct a forensic medical examination of a victim of an alleged sexual
assault if the victim arrived at the facility within 96 hours after the assault
occurred and the victim consented to the examination. The victim is not
required to participate in the investigation or prosecution of an offence as
a condition of receiving a forensic medical examination, nor pay for the
forensic examination or the evidence collection kit. In addition, if a health
care facility does not provide diagnosis or treatment services for sexual
assault victims, the facility is required to refer the victim to a facility that
provides those services. A law enforcement agency that requests a forensic
medical examination of a victim of sexual assault shall pay full cost of the
examination. Crime Victim Compensation funds may be used to pay for
forensic medical examinations performed by trained examiners except that
such funds may not be used to pay for the examinations if victims of sexual
assault are required to seek reimbursement for such examinations from
their insurance carriers.
1-12-2010 FY GVA-DS Grant Training Workshop
General Victim Assistance – Direct Services Program
Program Requirements Cont.:
 Protection Orders - Victims applying for a protective order or
their attorney may not bear the costs associated with the filing of
an order of protections.
 Nondisclosure of Confidential or Private Information Personally identifying information or individual information
collected in connection with services requested, utilized, or denied
may not be disclosed; or, reveal individual client information
without informed, written, reasonably time-limited consent of the
person about whom information is sought. If release of
information is compelled by statutory or court mandate,
reasonable attempts to provide notice to victims affected by the
disclosure of information will be made and steps necessary will be
taken to protect the privacy and safety of the persons affected by
the release of information.
1-12-2010 FY GVA-DS Grant Training Workshop
General Victim Assistance – Direct Services Program
Closing Date for Receipt of Applications:
All applications must be certified and
submitted via CJD’s eGrants website
on or before
Friday, March 5, 2010 by
11:59 p.m. Central Standard Time
1-12-2010 FY GVA-DS Grant Training Workshop
General Victim Assistance – Direct Services Program
Selection Process for eligible Local and Regional Projects:
 Applications will be forwarded by CJD to the appropriate
regional council of governments (COG).
1.
The COG’s criminal justice advisory committee (CJAC) will
prioritize all eligible applications based on identified community
and/or comprehensive planning, cost and program effectiveness.
2.
CJD will accept priority listings that are approved by the COG’s
executive committee.
3.
CJD will make all funding decisions based on approved COG
priorities, reasonableness of the project, availability of funding
and cost-effectiveness.
1-12-2010 FY GVA-DS Grant Training Workshop
General Victim Assistance – Direct Services Program
Selection Process for State Discretionary Projects:
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Applications will be reviewed by CJD staff members or
a group selected by the executive director of CJD. CJD
will make all final funding decisions based on eligibility,
reasonableness of the project, availability of funding, and
cost-effectiveness.
1-12-2010 FY GVA-DS Grant Training Workshop
Criminal Justice Advisory Committee (CJAC)
Application Review and Prioritization
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The CJAC is a volunteer committee comprised of a multidisciplinary representation of members from the region
per the requirements of the Governor’s Office, CJD.
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These discipline areas include citizens or parents,
drug abuse prevention, education, juvenile justice, law
enforcement, mental health, nonprofit organizations,
prosecution/courts, and victim services.
1-12-2010 FY GVA-DS Grant Training Workshop
Criminal Justice Advisory Committee (CJAC)
Application Review and Prioritization
The CJAC will consider the following factors when
scoring and prioritizing applications:
– Any state strategies identified by CJD;
– Priorities identified within the region by the COG resulting
from the strategic and community planning process;
– Participation in a local community planning process or a
priority as identified in the current community plan;
– Eligibility, reasonableness, and cost-effectiveness of the
proposed project; and
– Current COG policies and procedures, and
– The availability of funding.
1-12-2010 FY GVA-DS Grant Training Workshop
Criminal Justice Advisory Committee (CJAC)
Application Review and Prioritization
 The FY 2011 CJAC Policy Statement outlines the
application review process.
 The FY 2011 CJAC Policy Statement can be
found on the CAPCOG website at the following
link:
http://www.capcog.org/divisions/community-andeconomic-development/planning-criminal-justice/
1-12-2010 FY GVA-DS Grant Training Workshop
BREAK
10 MINUTES
.
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eGrants Application and Submission Process
Have the Following Items Available Before
Beginning Your Application:
 Federal ID Number
 Completed Budget in Spreadsheet Format
 The Names and Email Addresses for the
Authorized Official, the Financial Officer, the
Project Director, and the Grant Writer
.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Authorized Official (AO)
• Appointed/authorized by the governing body of the
organization.
• Authorized to apply for, accept, reject, alter, or terminate the
grant.
• Generally the county judge, mayor, city manager, chair of
non-profit, etc.
• Has ability to complete and submit Financial Status Reports
(FSR).
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Financial Officer (FO)
• Required to be the chief financial officer for the grantee
agency.
• Responsible for maintaining financial records to account for
all grant funds.
• Responsible for requesting funds and the completion of
required financial reporting at least quarterly in eGrants.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Project Director (PD)
• Responsible for day-to-day operations of project.
• May have a different Project Director per agency grant.
• Must be an employee of the grantee agency.
• Responsible for required programmatic reporting.
. FY GVA-DS Grant Training Workshop
1-12-2010
eGrants Application and Submission Process
Grant Writer
• Responsible for entering information into the eGrants
application.
• Will submit the application which releases it to the
Authorized Official.
• Will no longer have access to the application once they have
submitted it.
• Will not receive email notifications about the status of the
application.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Defining the Problem Statement
A problem statement is a clear and concise statement that
describes the symptoms of the problem to be addressed
1. Define the problem: In the problem statement, identify the need and
define the problem in specific terms.
2. Identify where the problem is appearing.
3. Describe the size of the problem: The size of the problem must be
described in measurable terms.
4. Describe the impact the problem is having on the organization: The
description of the problem’s impact on the organization should be as
specific as possible.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Avoid the following common errors:
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The problem statement should not address more
than one problem.
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The problem statement should not assign a cause.
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The problem statement should not assign blame.
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The problem statement should not offer a solution.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report (PRR)
Remarks:
Problem Statement
 Must be a clear and concise statement that describes the symptoms
of the problem to be addressed.
 The current text is too wordy and does not clearly state what exactly
needs to be addressed through the requested purchase.
 Spelling and grammar matter, so please review all text throughout
the application and correct as necessary.
 Rewrite and clearly express the problem that requires the purchase
you are requesting.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Supporting Documentation
 Provide current, locally relevant, grant-specific
statistical evidence with sources.
 Must be tied to a local problem/need
 Data must be applicable to the project and the project
area.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Supporting Data
 Current local crime statistics must be used to support the need for
the requested equipment.
 This data must substantiate the Problem Statement.
 Please refer to the Statistical Overviews on the CAPCOG website,
www.capcog.org, under Community and Economic Development,
Criminal Justice, for information that can be used in this section.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks Continued:
Supporting Data
 Misspelled words and grammatical errors in the supporting data.
Please review and revise.
 These is conflicting data concerning the number of calls received
each month that should be clarified.
 Consider entering data that documents number of calls increasing
over time.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Community Plan
Identify what needs/priorities in the Community Plan
will be addressed with this project.
Common Preliminary Review Report (PRR) Remarks:
Community Plans
This section should address how the project fits into the regional community
plan, rather than establish a new plan of action. Please review your community
plan and identify the elements of the plan addressed by this project.
Note: The most recently updated community plans for CAPCOG Region 12 are
located on the CAPCOG website under Community and Economic
Development, Planning for Criminal Justice Related Activities.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Community Plans
(For Regional Projects Only): Since this is a regional project, this
section must contain information from all community plans for
criminal justice-related activities for each area that your project will
provide services in. You will need to specify which priorities from
each plan this project will address. Please refer to these plans that
are located on the CAPCOG website, www.capcog.org, under
Community and Economic Development, Criminal Justice, for
information that can be used in this section.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Goal Statement
 The goal statement should impact the problem statement. Please
revise this section after you have revised the information in the
Problem Statement section.
 Contains some grammatical errors and provides problem statement
information. This section should provide a concise goal of the
project. The first two sentences should be edited to establish the
goal statement.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Cooperative Working Agreements (CWA)
 Does not involve an exchange of funds.
 Must be obtained when a grantee intends to carry out a grant project
through collaborating or participating with one or more outside
organizations.
 Must obtain authorized approval signatures on the CWA from each
participating organization.
 Does not need to be uploaded into eGrants. Applicants must only
maintain copy in their records.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Cooperative Working
Agreements (CWA)
 CWA's are required ONLY when a collaborative effort is present in
the implementation of a grant project where there is NO exchange of
funds or equipment.
 If you are going to give funds/equipment to another agency, you will
need to delete the text in this field and create an inter-local
agreement or Memorandum of Understanding with them.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Activities
 Provide a brief description of how the activity is performed, not just
how much each item will cost.
 Be brief and concise with your response.
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eGrants Application and Submission Process
Target Population
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Who will be served?
Who will benefit from the activities of this project?
Be as specific as possible
Information provided must support the details provided in the
‘Narrative’ section of the application.
Common Preliminary Review Report (PRR) Remarks:
 Target Audience – this should be the group that benefits directly from
project activities.
 Gender – Specify if youth and/or adults are being served.
 Special Characteristics - Remove current text as it does not belong
under this section.
Target Group and
Population
1-12-2010 FY GVA-DS Grant Training Workshop
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Measures
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Section collects data to track the performance of the
proposed project toward its stated objectives.
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Outcome Measures demonstrate the impact of a project
in a targeted area, reflecting the extent to which the goals
and objectives of the project have been achieved.
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Both Outcome and Output Measures should have realistic and
reasonable target levels and be relevant to the project.
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Do not create a Custom Performance Measure. Utilize
the CJD-Defined Measure Information only.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Measures
 Improved program quality should not be zero.
 The agency should at least demonstrate improvement or progress
with the original situation due to the impact of the new equipment.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
CJD Approved Budget Categories
Personnel
Equipment
Contractual
/
Professional
Services
Supplies
and DOEs
Travel
Construction
1-12-2010 FY GVA-DS Grant Training Workshop
Indirect
Costs
eGrants Application and Submission Process
Personnel
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Time/Activity Reports
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Case Numbers for Grant-Funded Law
Enforcement and Prosecution Personnel
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Timesheet Signed by Employee and Supervisor
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Salaries Consistent with Local Policy
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Overtime
1-12-2010 FY GVA-DS Grant Training Workshop
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Contractual and Professional
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Contracts in Writing
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Consistent with Texas Contract Law
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Contract Monitoring Documentation
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Compliance with Agency Procurement
Guidelines
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Invoices for Contract Deliverables
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CJD-Prescribed Procurement Questionnaire
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Travel
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Employee Travel and Training Only
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Comply with Agency Travel Policies or State
Travel Policies
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Maintain Travel Log and Travel Receipts
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Pre-Approval of Out-of-State Travel
 NOTE: Expenses for Outside Trainers go under the
Contractual Budget Category as part of overall contracted
services.
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Equipment
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All purchases MUST be pre-approved by CJD
Must maintain Inventory
Procurement Questionnaire for purchases in
Excess of $100,000
Must have invoices to support purchases
Must be used for the purpose for which it is
purchased
All changes to Equipment Line Items (including
the number of items) MUST be approved by
CJD
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eGrants Application and Submission Process
Construction
This budget category is
currently unavailable for
CJD funded projects.
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eGrants Application and Submission Process
Supplies and Direct Operating Expenses
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Related to the daily operation of the CJD grant
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All costs MUST be Pro-Rated per a Cost
Allocation Plan
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Rent or Lease MUST include cost/sq. ft. and
the number of square feet
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Documentation (ex. receipts, invoices) MUST
be maintained
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Includes small equipment with a useful life of
less than one year and a purchase price of $999
or less per unit
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Indirect Costs

When allowed, the standard rate is 2% of CJD funded direct costs (NOTE: to compute this,
divide the amount you are applying for by 1.02
to calculate 2% of Direct Costs)
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Cognizant agency approval letter required for
requests in excess of 2%
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Indirect Costs
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When allowed, the standard rate is 2% of CJD funded direct costs (NOTE: to compute this,
divide the amount you are applying for by 1.02
to calculate 2% of Direct Costs)
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Cognizant agency approval letter required for
requests in excess of 2%
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Budget Development
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Must be reasonable.
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Ensure budget detail supports the program or
project.

Remember: One vendor per line item.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report (PRR) Remarks:
Budget
 Only one vendor per line item allowed.
 The description for each item must describe what the item is, who
will be using it, why it is necessary, are installation and training
costs included (if not, how will these costs be paid), is it compatible
with current computer operating systems and how it will be
maintained post grant-period.
 Text must be clear and concise for each section.
 Be sure to enter a response to the "Qty/% of Time" box at the end of
each line item row.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Issues
Budget
 List each personnel position separately and include a brief
description of duties specific to the project.
 Descriptive titles must be provided for each budgeted position.
 If there are multiple personnel performing the same activity, each
position must be listed separately.
 Do not include personal information for individuals such as name or
social security number.
 Please include the percent of base salary that will be paid with grant
funds.
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks Continued:
Budget
 Brand names should not be included in your budget line item
descriptions.
 Costs for small supply items may be combined into one line item,
(pens, paper clips, paper, and diskettes may all be included within
the standard Office Supplies line item).
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Resolution
 Must be approved by applicant agency governing body
and include the following:
1. Designate the grantee’s Authorized Official;
a. Name not needed, can submit only title
b. Must match the Profiles tab grant officials information
2. The Authorized Official is given the power to apply for, accept, reject,
alter or terminate the grant on behalf of the applicant agency;
3. Agree to provide applicable matching funds;
4. Agree that in the event of loss or misuse of the CJD funds, assurance
that the funds will be returned to CJD in full;
5. Approval of the Resolution (signatures)
1-12-2010 FY GVA-DS Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Resolution
 Resolution needs to be revised to follow the exact template and
instructions.
 Current resolution does not mention a commitment to provide all
applicable matching funds; a designation of the name and/or title of
an authorized official who is given the authority to apply for, accept,
reject, alter, or terminate a grant, and a written assurance that, in the
event of loss or misuse of grant funds, the governing body will
return all funds to CJD.
(Note: If a name is provided, you must update CJD should the
official change during the grant period.)
1-12-2010 FY GVA-DS Grant Training Workshop