1. Capital Area Council of Governments (CAPCOG) Grant Training Workshop for FY 2011 Violent Crimes Against Women Criminal Justice and Training Projects - Domestic Violence, Sexual Assault, Dating Violence, and Stalking 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 VAWA CJ & TP Grant Training Workshop

2. 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. www.capcog.org 1-12-2010 FY VAWA CJ & TP Grant Training Workshop CAPCOG/CJD Overview

3. CAPCOG CONTACTS 1-12-2010 FY VAWA CJ & TP Grant Training Workshop Michelle Casanova, Assistant Director, Community and Economic Development mcasanova@capcog.org (512) 916-6163 Erica Linneman, Criminal Justice Planner elinneman@capcog.org (512) 916-6047 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

4. CAPCOG/CJD Overview CJD CONTACTS 1-12-2010 FY VAWA CJ & TP Grant Training Workshop Angie Martin amartin@governor.state.tx.us amartin@governor.state.tx.us CJD Main Number: (512) 463-1919 CJD Fax Number: (512) 475-2440 Include Grant Number and Project Name in all Correspondence eGrants Home Page: https://cjdonline.governor.state. tx.us Email Address for eGrants Help Desk: egrants@governor.state.tx.us

5. VAWA Criminal Justice and Training Program Issues to Consider:  The activities that fall under this funding opportunity are focused on law enforcement, prosecution, and courts, not direct services to adult female victims.  Note: Organizations voluntarily including matching funds that exceed the minimum match requirement, will be held to that amount throughout the grant period. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

6. VAWA Criminal Justice and Training Program CAPCOG VAWA CJ & TP 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 –FY 2011 funding caps and other application specifications, if applicable, will be posted on the CAPCOG website: www.capcog.org www.capcog.org 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

7. VAWA Criminal Justice and Training Program VAWA CJ & TP Program Purpose: To assist in developing and strengthening effective law enforcement, prosecution and court strategies to combat family violence, sexual assault, dating violence and stalking crimes against women and to develop and strengthen victim services in such cases. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

8. VAWA Criminal Justice and Training Program Application Process: Applicants can access CJD’s eGrants website at https://cjdonline.governor.state.tx.us to register and apply for funding.https://cjdonline.governor.state.tx.us Available Funding: Federal funding is authorized for these projects 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 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

9. VAWA Criminal Justice and Training Program Required Match: Grantees, other than Native American tribes and non-profit, non-governmental victim service providers, must provide matching funds of at least thirty-five percent (35%) of total project expenditures. 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. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

10. VAWA Criminal Justice and Training 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. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

11. VAWA Criminal Justice and Training 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. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

12. VAWA Criminal Justice and Training Program Eligible Applicants:  Community Supervision and Corrections Departments;  Councils of Governments (COGs);  Crime Control and Prevention Districts;  Indian Tribal Governments;  Nonprofit Corporations;  Senior Universities and Colleges;  State Agencies; and  Units of Local Governments. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

13. VAWA Criminal Justice and Training Program Eligible Activities:  Court Services/Improvements (including specialized courts except drug courts);  Crisis Services;  Forensic Interviews;  Investigation;  Legal Advocacy;  Multi-Disciplinary Teams and Case Coordination;  Peer Support Groups;  Professional Therapy and Counseling;  Prosecution;  Protective Order Assistance;  Public Presentations;  Shelter;  Training; and  Victim-Offender Meetings. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

14. VAWA Criminal Justice and Training Program 1-12-2010 FY VAWA CJ & TP Grant Training Workshop Program Requirements:  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.

15. VAWA Criminal Justice and Training Program 1-12-2010 FY VAWA CJ & TP Grant Training Workshop Program Requirements: 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:  cultural knowledge, awareness and sensitivity are integrated into action and policy;  the service is relevant to the needs of the community and provided by trained staff, board members, and management; and  an advocate or organization recognizes each client is different with different needs, feelings, ideas and barriers.

16. VAWA Criminal Justice and Training Program 1-12-2010 FY VAWA CJ & TP Grant Training Workshop Program Requirements:  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.

17. VAWA Criminal Justice and Training Program 1-12-2010 FY VAWA CJ & TP Grant Training Workshop Program Requirements:  Applicants must certify that they will comply with all requirements regarding the following:  Forensic Medical Examination Payments  Polygraph Testing Prohibition  Protection Orders  Judicial Notification  Criminal Charges  Nondisclosure of Confidential or Private Information

18. VAWA Criminal Justice and Training 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 VAWA CJ & TP Grant Training Workshop

19. VAWA Criminal Justice and Training 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 VAWA CJ & TP Grant Training Workshop

20. VAWA Criminal Justice and Training Program Selection Process for State Discretionary Projects:  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 VAWA CJ & TP Grant Training Workshop

21. Criminal Justice Advisory Committee (CJAC) Application Review and Prioritization  The CJAC is a volunteer committee comprised of a multi- disciplinary representation of members from the region per the requirements of the Governor’s Office, CJD.  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 VAWA CJ & TP Grant Training Workshop

22. 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 VAWA CJ & TP Grant Training Workshop

23. 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-and- economic-development/planning-criminal-justice/ http://www.capcog.org/divisions/community-and- economic-development/planning-criminal-justice/ 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

24. BREAK 10 MINUTES. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

25. 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 VAWA CJ & TP Grant Training Workshop

26. 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 VAWA CJ & TP Grant Training Workshop

27. 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 VAWA CJ & TP Grant Training Workshop

28. 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.. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

29. 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 VAWA CJ & TP Grant Training Workshop

30. 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 VAWA CJ & TP Grant Training Workshop

31. eGrants Application and Submission Process Avoid the following common errors:  The problem statement should not address more than one problem.  The problem statement should not assign a cause.  The problem statement should not assign blame.  The problem statement should not offer a solution. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

32. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks:  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 VAWA CJ & TP Grant Training Workshop Problem Statement

33. 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 VAWA CJ & TP Grant Training Workshop

34. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks:  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 VAWA CJ & TP Grant Training Workshop Supporting Data

35. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks Continued:  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 VAWA CJ & TP Grant Training Workshop Supporting Data

36. eGrants Application and Submission Process Community Plan Identify what needs/priorities in the Community Plan will be addressed with this project. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop Common Preliminary Review Report (PRR) Remarks:  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. Community Plans

37. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks: (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 VAWA CJ & TP Grant Training Workshop Community Plans

38. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks:  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 VAWA CJ & TP Grant Training Workshop Goal Statement

39. 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 VAWA CJ & TP Grant Training Workshop

40. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks:  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 VAWA CJ & TP Grant Training Workshop Cooperative Working Agreements (CWA)

41. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks:  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. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop Activities

42. eGrants Application and Submission Process Target Population  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. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop Target Group and Population

43. eGrants Application and Submission Process Measures  Section collects data to track the performance of the proposed project toward its stated objectives.  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.  Both Outcome and Output Measures should have realistic and reasonable target levels and be relevant to the project.  Do not create a Custom Performance Measure. Utilize the CJD-Defined Measure Information only. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

44. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks:  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 VAWA CJ & TP Grant Training Workshop Measures

45. eGrants Application and Submission Process CJD Approved Budget Categories 1-12-2010 FY VAWA CJ & TP Grant Training Workshop Personnel Contractual / Professional Services Travel Indirect Costs Construction Supplies and DOEs Equipment

46. eGrants Application and Submission Process Personnel  Time/Activity Reports  Case Numbers for Grant-Funded Law Enforcement and Prosecution Personnel  Timesheet Signed by Employee and Supervisor  Salaries Consistent with Local Policy  Overtime 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

47. eGrants Application and Submission Process Contractual and Professional  Contracts in Writing  Consistent with Texas Contract Law  Contract Monitoring Documentation  Compliance with Agency Procurement Guidelines  Invoices for Contract Deliverables  CJD-Prescribed Procurement Questionnaire 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

48. eGrants Application and Submission Process Travel  Employee Travel and Training Only  Comply with Agency Travel Policies or State Travel Policies  Maintain Travel Log and Travel Receipts  Pre-Approval of Out-of-State Travel  NOTE: Expenses for Outside Trainers go under the Contractual Budget Category as part of overall contracted services. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

49. eGrants Application and Submission Process Equipment  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 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

50. eGrants Application and Submission Process Construction This budget category is currently unavailable for CJD funded projects. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

51. eGrants Application and Submission Process Supplies and Direct Operating Expenses  Related to the daily operation of the CJD grant  All costs MUST be Pro-Rated per a Cost Allocation Plan  Rent or Lease MUST include cost/sq. ft. and the number of square feet  Documentation (ex. receipts, invoices) MUST be maintained  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 VAWA CJ & TP Grant Training Workshop

52. 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)  Cognizant agency approval letter required for requests in excess of 2% 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

53. 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)  Cognizant agency approval letter required for requests in excess of 2% 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

54. eGrants Application and Submission Process Budget Development  Must be reasonable.  Ensure budget detail supports the program or project.  Remember: One vendor per line item. 1-12-2010 FY VAWA CJ & TP Grant Training Workshop

55. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks:  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 VAWA CJ & TP Grant Training Workshop Budget

56. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Issues  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 VAWA CJ & TP Grant Training Workshop Budget

57. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks Continued:  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 VAWA CJ & TP Grant Training Workshop Budget

58. 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 VAWA CJ & TP Grant Training Workshop

59. eGrants Application and Submission Process Common Preliminary Review Report (PRR) Remarks:  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 VAWA CJ & TP Grant Training Workshop Resolution