Muskie School of Public Service

Cutler Institute for Health and Social Policy You will understand, or improve your understanding of, the following: the overall reporting process who to contact for assistance available resources how to respond to questions on the STOP annual progress reporting form VAWA MEI2

Muskie School of Public Service Cutler Institute for Health and Social Policy  Tips for Successful Reporting: Read the instructions and examples!!! VAWA MEI3

Muskie School of Public Service Cutler Institute for Health and Social Policy STOP Subgrantee FCADV/STOP Administrator (DCF) OVW Muskie – VAWA MEI VAWA MEI4

Muskie School of Public Service Cutler Institute for Health and Social Policy Read separate instructions Use the “other” category only as a last resort Use narrative questions for: impact of your activities, unique aspects of your program, additional detail, clarification of data reported VAWA MEI5

Muskie School of Public Service Cutler Institute for Health and Social Policy Don’t use acronyms or abbreviations Do not include attachments Use “Save As” instead of “Save” to control size of document VAWA MEI6

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI7

Muskie School of Public Service Cutler Institute for Health and Social Policy  Question 1: Date of report  Question 2: Current reporting period Will not be able to adjust report period; true period is July – December 2011 VAWA MEI8

Muskie School of Public Service Cutler Institute for Health and Social Policy  Question 3: Subgrantee name  Question 4: Subgrant number(s) List all FCADV STOP subcontract numbers; all STOP subcontracts received from FCADV should be reported together on the one form. VAWA MEI9

Muskie School of Public Service Cutler Institute for Health and Social Policy  Question 5,5a, 5b: Type of funded organization, faith based, culturally- specific community-based organization Organization receiving STOP Program funds  Question 6: Point of contact Person responsible for day-to-day activities VAWA MEI10

Muskie School of Public Service Cutler Institute for Health and Social Policy  Question 7: Tribal populations STOP Program subgrant specifically focuses on tribal populations VAWA MEI11

Muskie School of Public Service Cutler Institute for Health and Social Policy  Question 8: Percentage of funds Report the approximate percentage of funds (or resources) committed to each area—domestic violence/dating violence, sexual assault, stalking. Make this determination based on the STOP Program-funded activities. VAWA MEI12

Muskie School of Public Service Cutler Institute for Health and Social Policy FTE: full time equivalent (e.g., 40 hrs/wk) for STOP-funded staff and for required match Time should be pro-rated Use decimals, not percentages Include FTEs for contractors, consultants, part-time, temporary, overtime VAWA MEI13

Muskie School of Public Service Cutler Institute for Health and Social Policy Report by job function(s) rather than job title Divide staff time into multiple functions “Other” staff – be specific! VAWA MEI14

Muskie School of Public Service Cutler Institute for Health and Social Policy Calculations: based on 52 weeks or 2080 working hrs in a 12-month reporting period. 1.0 = (40 hrs/week, 2080 hrs/12 months [40 hrs X 52 wks]).50 = (20 hrs/week, 1040 hrs/12 months).40 = (16 hrs/week, 832 hrs/12 months).25 = (10 hrs/week, 520 hrs/12 months).10 = (4 hrs/week, 208 hrs/12 months) FTE = hours worked in the 12-month reporting period, divided by 2080, or FT weekly hrs. times 52 weeks VAWA MEI15

Muskie School of Public Service Cutler Institute for Health and Social Policy A county received a STOP subgrant that was used to fund one full-time prosecutor whose salary was 100% funded by the subgrant and another full-time prosecutor whose salary was 25% funded by the subgrant. In this case, you would report only STOP Program funded FTEs. The correct FTE under “Prosecutor” would be 1.25 FTE (100%+25%). VAWA MEI16

Muskie School of Public Service Cutler Institute for Health and Social Policy A county received a STOP Program subgrant that was used to fund a full-time victim assistant in the prosecutor’s office who spent approximately 20 hours a week coordinating their victim services, 18 hours providing victim services, and 2 hours training. In this case, you would divide staff time by function. The correct FTE under “Program Coordinator” would be 0.5 FTE (20 hours/40 hours), under “Victim Assistant” 0.45 FTE (18 hours/40 hours), under “Trainer” 0.05 FTE (2 hours/40 hours). VAWA MEI17

Muskie School of Public Service Cutler Institute for Health and Social Policy The subgrant also funded a full-time administrative assistant who was hired four months into the reporting period. In this case, you would need to pro-rate the FTE to reflect eight months of the 12- month reporting period. The correct FTE under “Support Staff” would be.66 FTE (8 months/12 months). VAWA MEI18

Muskie School of Public Service Cutler Institute for Health and Social Policy The subgrant also funded 300 hours of overtime for law enforcement officers during the 12-month reporting period. Those overtime hours need to be converted into FTEs. The correct FTE under “Law Enforcement officer” would be.14 FTE (300 hours/2080 hours). VAWA MEI19

Muskie School of Public Service Cutler Institute for Health and Social Policy Appropriate others: evaluator, data analyst, offender treatment or BIP facilitator If functions are similar, use existing category (e.g., 911 dispatcher – report as LE officer) If more than one “other,” include the FTEs for each Be specific about function in other (no consultant, contractor, graduate student, etc.) VAWA MEI20

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI21

Muskie School of Public Service Cutler Institute for Health and Social Policy Training is for professionals or volunteers acting in the role of a professional, to improve their response to victims/survivors as it relates to their role in the system. A training event can be a three-day conference, a three-hour workshop, or 10 minutes during roll call once a week. VAWA MEI22

Muskie School of Public Service Cutler Institute for Health and Social Policy  Do report training provided by grant funded staff to non-grant funded staff, or if non- grant funded staff were sent to training with STOP Program funds.  Do not report training provided to grant funded staff. VAWA MEI23

Muskie School of Public Service Cutler Institute for Health and Social Policy Grant-funded staff held a class and the participants were the same over a three- week period. They also went to a conference and conducted a workshop for three days for completely different audiences each day. The correct number to report under training events would be 4 (class – 1 event, conference – 3 events). VAWA MEI24

Muskie School of Public Service Cutler Institute for Health and Social Policy By discipline Multidisciplinary—only as a last resort Government agency staff: child protective; fire dept. personnel; city, county, state workers unless specific category exists Use existing categories when possible VAWA MEI25

Muskie School of Public Service Cutler Institute for Health and Social Policy The grant was also used to send 3 judges to the judicial institute. One of them is STOP grant funded, and 2 are funded through other means. In this case, you would need to report training received only by non-grant funded staff. The correct number under “Judges” would be 2. VAWA MEI26

Muskie School of Public Service Cutler Institute for Health and Social Policy During the reporting period one STOP Program- funded prosecutor conducted statewide training that involved 7 other prosecutors, 14 law enforcement officers, and 8 victim advocates; non-STOP grant-funded prosecutor made a presentation to 40 business owners. VAWA MEI27

Muskie School of Public Service Cutler Institute for Health and Social Policy In this case, would you report this as: a. one training event in item 11, and 7 under “Prosecutors,” 14 under “Law enforcement officers,” and 8 under “Victim advocates” in item 12. OR b. two training events in item 11, and 7 under “Prosecutors”, 14 under “Law enforcement officers,” 8 under “Victim advocates,” and 40 under “Multidisciplinary” in item 12. VAWA MEI28

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI29 Correct answer: a. one training event in question 12, and 7 under “Prosecutors,” 14 under “Law enforcement officers,” and 8 under “Victim advocates” in question 13.

Muskie School of Public Service Cutler Institute for Health and Social Policy Discuss: the effectiveness of training activities funded or supported by your STOP Program subgrant any additional information you would like to share about your training activities beyond what you have provided in the data VAWA MEI30

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI31

Muskie School of Public Service Cutler Institute for Health and Social Policy  1 st 2 nd 3 rd VAWA MEI32

Muskie School of Public Service Cutler Institute for Health and Social Policy  The following numbers can help you determine the frequency of contact for a 12-month reporting period:  Daily – approximately 260 contacts  Weekly – approximately 52 contacts  Monthly – approximately 12 contacts  Quarterly – approximately 4 contacts VAWA MEI33

Muskie School of Public Service Cutler Institute for Health and Social Policy Report specific types of organizations participating in task forces, advisory groups, etc., in existing categories Acronyms or abbreviations—describe type of organization or spell out name VAWA MEI34

Muskie School of Public Service Cutler Institute for Health and Social Policy Check all types of policies or protocols developed, substantially revised, or implemented during the current reporting period.  Develop: To create a new policy or protocol.  Substantially revise: To make a significant amendment to an existing policy or protocol.  Implement: To carry out a new or revised policy or protocol as standard practice. VAWA MEI35

Muskie School of Public Service Cutler Institute for Health and Social Policy Developed Substantially revised Used or distributed Do not report number printed, copied, or produced. VAWA MEI36

Muskie School of Public Service Cutler Institute for Health and Social Policy You used STOP Program funds to develop a training curriculum to help law enforcement officers identify predominant aggressors. You distributed 50 copies at a train-the trainer event. You also used STOP Program funds to translate into Spanish and distribute 200 copies of a brochure developed during a previous reporting period. Finally, you developed a new brochure for battered immigrant women, although no copies were distributed during the current reporting period. You would report this as follows: VAWA MEI37

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI Ayuda para Víctimas de la Violencia de la Familia/ DV Services Victims/survivors 200 Spanish Battered Immigrant Women: Know Your Rights Victims/survivors Identification of predominant aggressors Law enforcement officers 50

Muskie School of Public Service Cutler Institute for Health and Social Policy  May consist of one person, even if that person is partially funded by your STOP Program subgrant funds.  Indicate all victimizations addressed by the unit. VAWA MEI39

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI40

Muskie School of Public Service Cutler Institute for Health and Social Policy  Complete this section if STOP Program- funded and/or STOP required match staff provided victim services or if grant funds were used to support victim services during the current reporting period.  Report all victim services provided, whether by a victim services agency, or by staff providing victim services within law enforcement, prosecution, or the court system. VAWA MEI41

Muskie School of Public Service Cutler Institute for Health and Social Policy Served: Received all requested services that are funded by STOP funds. Partially served: Received some but not all requested services that are funded by STOP funds. Not served: Received none of the requested services that are funded by STOP funds. VAWA MEI42

Muskie School of Public Service Cutler Institute for Health and Social Policy 43 Key questions: 1. What services are you FUNDED TO PROVIDE? 2. What services did the VICTIM/SURVIVOR REQUEST? 3.Is the person a PRIMARY VICTIM/SURVIVOR of domestic violence/dating violence, sexual assault, or stalking? VAWA MEI

Muskie School of Public Service Cutler Institute for Health and Social Policy A victim requested counseling at the beginning of the reporting period and then the same victim came back at the end of the reporting period and requested civil legal advocacy. In this case, unduplicated count of victims/survivors should be reported. You should report this person only once in Question 25. VAWA MEI44

Muskie School of Public Service Cutler Institute for Health and Social Policy A victim comes into your program looking for help with a protection order. Her estranged intimate partner, who had a history of very controlling behavior, came to her apartment and sexually assaulted her. In this case, you could report the victim under either DV or SA, but you must choose only one. SA category may be more appropriate, because it was the sexual assault that prompted her to seek services. VAWA MEI45

Muskie School of Public Service Cutler Institute for Health and Social Policy A victim whose ex-husband has been charged with stalking comes into the prosecutor’s office to get information about the criminal process. Your victim advocate explains the process to her. She asks the advocate to attend the arraignment with her, but the advocate already is scheduled to be in another court on the date. This victim received information from your advocate, but not the other services she requested that you normally provide under your STOP Program subgrant. VAWA MEI46

Muskie School of Public Service Cutler Institute for Health and Social Policy In this case you would report this victim under: a. Served/Stalking b. Partially served/Stalking c. Not served/Stalking VAWA MEI47

Muskie School of Public Service Cutler Institute for Health and Social Policy A woman is sexually assaulted in a domestic violence incident by her live-in boyfriend. A police officer who responded to the incident has called your program’s hotline on behalf of the victim asking if an advocate will accompany the victim to the hospital during her examination. There is no advocate available to do this, and it is a service your program is funded to do under your STOP Program grant. VAWA MEI48

Muskie School of Public Service Cutler Institute for Health and Social Policy In this case you would report this victim under: a. Served/Sexual assault b. Partially served/Sexual assault c. Not served/Sexual assault VAWA MEI49

Muskie School of Public Service Cutler Institute for Health and Social Policy You receive police reports on all domestic violence incidents responded to by police. During the reporting period, you sent out letters to 100 victims/survivors based on these police reports, informing victims of services you provide; twenty-five letters were returned as undeliverable, fifteen victims contacted you after receiving the letter, requested services, and received all the STOP-funded services they requested. VAWA MEI50

Muskie School of Public Service Cutler Institute for Health and Social Policy In this case you would report this victim under: a. 100 DV victims served b. 75 DV victims served, 25 DV victims not served c. 15 DV victims served VAWA MEI51

Muskie School of Public Service Cutler Institute for Health and Social Policy  Victims who requested services that were not funded under your STOP Program grant  Persons who were not primary victims/survivors of domestic violence, dating violence, sexual assault, or stalking  Secondary victims VAWA MEI52

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI53

Muskie School of Public Service Cutler Institute for Health and Social Policy  Unduplicated count  Children, siblings, spouses, relatives, etc., indirectly affected by DV, dating violence, sexual assault, stalking  Must have received services VAWA MEI54

Muskie School of Public Service Cutler Institute for Health and Social Policy To date, all reasons listed in the “Other” category could be reclassified or indicated the victim should have been reclassified, or the victim should not have been counted in this section. Victim did not return Victim refused services Services not provided by our program Could not locate victim VAWA MEI55

Muskie School of Public Service Cutler Institute for Health and Social Policy  Race/ethnicity: total should equal or be higher than the sum of 25 A&B.  Gender: total should equal the sum of 25 A&B.  Age: total should equal the sum of 25 A&B 0-12: children should not be reported.  Other demographics: report to the best of your ability. VAWA MEI56

Muskie School of Public Service Cutler Institute for Health and Social Policy  Report the victim/survivor’s relationship to the offender by type of victimization.  If a victim/survivor experienced more than one type of victimization and/or was victimized by more than one perpetrator, count the victim/survivor in all categories that apply.  Total reported under each type of victimization should equal or be higher than the total of 25 A&B under the same victimization. VAWA MEI57

Muskie School of Public Service Cutler Institute for Health and Social Policy  Report the services provided to the victims/survivors who were reported in 25 A&B.  Count a victim only once for each type or category of service they received.  Note definitions of civil legal advocacy vs. civil legal assistance VAWA MEI58

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI59 Report victims/survivors when STOP funds are used for shelter expenses or staff essential to shelter operation Do not report victims/survivors referred or transported to shelter if shelter is not supported by STOP funds

Muskie School of Public Service Cutler Institute for Health and Social Policy Report the number of hotline calls received from victims/survivors, and the total number of hotline calls received. Only victims/survivors who received additional services listed in question 30A should be reported in question 25. VAWA MEI60

Muskie School of Public Service Cutler Institute for Health and Social Policy  Report the number of unsolicited letters, phone calls, or visits to victims/survivors.  Only victims/survivors who received additional services listed in question 30A should be reported in question 25. VAWA MEI61

Muskie School of Public Service Cutler Institute for Health and Social Policy  Report the total number of temporary and/or final protection orders requested and granted.  Protection orders should be reported only if STOP Program-funded victim services, law enforcement, or prosecution staff provided assistance to victims/survivors. VAWA MEI62

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI63

Muskie School of Public Service Cutler Institute for Health and Social Policy  Provide information for STOP-funded activities and STOP required match only.  If an advocate is employed by, or located at the law enforcement agency, but grant funds are not supporting law enforcement activities, report victim services activities in Section D but do not report law enforcement activities. VAWA MEI64

Muskie School of Public Service Cutler Institute for Health and Social Policy  Report only STOP-funded activities-calls for assistance, incident reports, and cases investigated, arrests of predominant aggressor, and referrals to prosecutor.  Report protection orders issued only if law enforcement officers are authorized to directly issue protection orders in your jurisdiction. VAWA MEI65

Muskie School of Public Service Cutler Institute for Health and Social Policy  Report the total number of victim/survivor referrals made by law enforcement officers to victim services.  Governmental victim services vs. non- governmental victim services  Not unduplicated - report every referral made for all victims. VAWA MEI66

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI67

Muskie School of Public Service Cutler Institute for Health and Social Policy  Provide information only on STOP Program- funded and STOP required match prosecution activities.  If you have an advocate employed by, or located at the prosecutor’s office, but grant funds are not supporting the prosecution activities, you would not complete this section but you would report activities in Section D Victim Services. VAWA MEI68

Muskie School of Public Service Cutler Institute for Health and Social Policy  Characterize case by most serious offense (may include numerous charges or counts).  In most instances, a case will refer to one victim, one offender, and one incident.  Domestic violence may include assault, vandalism, criminal threatening, etc.  Sexual assault cases could include rape, gross sexual misconduct, etc. VAWA MEI69

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI70

Muskie School of Public Service Cutler Institute for Health and Social Policy Report only the primary reason for the decision to decline prosecution. Example: You are informed that the victim in a sexual assault has left the jurisdiction and cannot be located. When you close the case, it would be reported as “insufficient evidence/victim unavailable.” VAWA MEI71

Muskie School of Public Service Cutler Institute for Health and Social Policy Example: Defendant is charged with Class A felony. If pleads to or is convicted of: Class B felony - Plead to lesser charge or found guilty of lesser charge w/in the same category. Class C misdemeanor - Plead to lesser charge or found guilty of lesser charge in lower category. VAWA MEI72

Muskie School of Public Service Cutler Institute for Health and Social Policy During this reporting period, you disposed of 2 cases as follows: 1) A class A felony rape case was tried and the defendant was found guilty of the rape 2) A class B felony domestic violence assault resulted in a plea to a misdemeanor assault VAWA MEI73

Muskie School of Public Service Cutler Institute for Health and Social Policy In this case you would report this as: a) SA felony plead as charged; DV felony guilty of lesser in lower category. b) SA felony guilty as charged; DV felony plead to lesser in same category. c) SA felony guilty as charged; DV felony plead to lesser in lower category. VAWA MEI74

Muskie School of Public Service Cutler Institute for Health and Social Policy Example: 20% of cases reported as domestic violence included counts of sexual assault, and 50% of felony stalking cases also included at least one misdemeanor domestic violence-related offense. VAWA MEI75

Muskie School of Public Service Cutler Institute for Health and Social Policy  Question 40: Tribal grantees Complete if you are a tribal agency or government.  Question 41: Victim/survivor referrals to victim services  Question 42: Protection orders  Question 43: (Optional) Narrative VAWA MEI76

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI77

Muskie School of Public Service Cutler Institute for Health and Social Policy  Provide information for STOP Program- funded and STOP required match court activities only.  If you have an advocate employed by, or located at the court, but grant funds are not supporting the court activities, you would not complete this section but you would report activities in Section D Victim Services. VAWA MEI78

Muskie School of Public Service Cutler Institute for Health and Social Policy  Report the total number of new sexual assault, domestic violence, dating violence, and/or stalking cases.  Count cases even if your state law uses other names for the offenses. VAWA MEI79

Muskie School of Public Service Cutler Institute for Health and Social Policy  Report the disposition of sexual assault, domestic violence/dating violence, and/or stalking cases resolved.  Dismissals, deferred adjudications, convictions, and acquittals VAWA MEI80

Muskie School of Public Service Cutler Institute for Health and Social Policy  Offenders reviewed and individual review hearings conducted.  Number of review hearings = Number of individual hearings held for each offender  Number of individual hearings conducted should equal or be more than number of offenders reviewed. VAWA MEI81

Muskie School of Public Service Cutler Institute for Health and Social Policy  Report number of cases reviewed by the court in which there were dispositions of violations.  Only report final adjudication of the violation  Case may be counted more than once if there were multiple violations and dispositions. VAWA MEI82

Muskie School of Public Service Cutler Institute for Health and Social Policy  Question 48: Victim/survivor referrals to victim services  Question 49: Civil protection orders Civil protection orders are those requested by the plaintiff.  Question 50: Criminal protection orders Generally requested by prosecutor’s office, do not require victim/survivor to appear in court, and are effective only while criminal case is active. May be condition of bail or probation. VAWA MEI83

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI84

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI85

Muskie School of Public Service Cutler Institute for Health and Social Policy  Report offenders and total number of contacts for all offenders by type of activity.  Total number of contacts for each activity should be at least equal to number of offenders for each activity. VAWA MEI86

Muskie School of Public Service Cutler Institute for Health and Social Policy  Question 54: Disposition of violations Report total number of cases in which there were dispositions of violations during the current reporting period. Violation does not have to have occurred during this reporting period, only disposition. A case may be counted more than once if there were multiple violations.  Question 55: Victim/ survivor referrals to victim services VAWA MEI87

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI88

Muskie School of Public Service Cutler Institute for Health and Social Policy 89 All subgrantees must answer questions 60 and 61.  Question 60: Most significant areas of remaining need.  Question 61: Provide information about what STOP funding allowed you to do that you could not do prior to receiving it. VAWA MEI

Muskie School of Public Service Cutler Institute for Health and Social Policy 90 Questions 62 and 63 are optional.  Question 62: Provide additional information regarding the effectiveness of your grant- funded program.  Question 63: Provide any additional information that you would like us to know about the data submitted. VAWA MEI

Muskie School of Public Service Cutler Institute for Health and Social Policy VAWA MEI91

Muskie School of Public Service Cutler Institute for Health and Social Policy Read separate instructions Use the “other” category only as a last resort Use optional information sections to capture unique successes of your program, clarify data, provide more details Do not use acronyms or abbreviations Do not include attachments REPORT IS DUE JANUARY 15, 2012 VAWA MEI 92

Muskie School of Public Service Cutler Institute for Health and Social Policy  Revised Invoice form will be sent to all providers for use. Please use this form for invoicing beginning January 15 th, 2012  Revised QFR will be sent to all providers for use. Please use this form beginning January 15 th, 2012 VAWA MEI93

Muskie School of Public Service Cutler Institute for Health and Social Policy FCADV 425 Office Plaza Dr. Tallahassee, FL THANK YOU!!! VAWA MEI 94