Welcome! New VOCA Reporting Requirements Webinar Wed, Feb 17, :00 PM - 4:00 PM Pacific Standard Time Please join my meeting from your computer, tablet or smartphone. Join the conference call. Call In Number: Participant Passcode: NV Division of Child and Family Services (DCFS) &

OVC Victims of Crime Act (VOCA) Reporting Requirements NV Division of Child and Family Services (DCFS) &

VOCA Reporting Requirements For Today’s Webinar  All attendees will be placed into listen-only mode.  There will be a Question and Answer Session at the end.  You can submit your questions using the Chat Box in the GoToMeeting window during the webinar.  Overview of the reporting requirements for VOCA  Review of the reporting system and proposed changes for all current and new VOCA Sub-Grantees

VOCA Reporting Requirements Programmatic Reporting: The Quarterly Program Report must be submitted by the 15 th of the following month for each funding source. Reporting PeriodsDeadline July1– September 30, 2016October 15, 2016 October 1 – December 31, 2016 January 15, 2017 January 1 – March 31, 2017April 15, 2017 April 1 – June 30, 2017July 15, 2017 July1 – September 30, 2017October 15, 2017 October 1 – December 31, 2017January 15, 2018 January 1 – March 31, 2018April 15, 2018 April 1 – June 30, 2018July 15, 2018

VOCA Reporting Requirements Financial Reporting: The Monthly Financial Status and Request for Funds Report must be submitted by the fifteenth of the following month. Site Reviews and Monitoring: A minimum of one on-site review will be conducted annually

VOCA Reporting Requirements

VOCA Reporting Requirements Upon Award of VOCA Funding  Sub-Grantees are provided an agency username and password for the VOCA Reporting System.  Reporting System user guides and individual training sessions are available.  Technical assistance is available and ongoing.  Development of Measureable Outcomes for program evaluation.

VOCA Reporting Requirements Sections of the Quarterly Report I. Population Demographics II. Direct Services III. Measureable Outcomes IV. Sub-Grantee Annually Reported Outcomes

VOCA Reporting Requirements Review of Report Sections I.1 Total number of individuals who received services during the reporting period. INSTRUCTIONS: Count all individuals served by your organization with the use of VOCA plus match funds during the reporting period. This number should be an unduplicated count of people served during a single reporting period, regardless of the number of services they received or victimization types with which they presented. *NOTE: There is no longer a distinction between Primary and Secondary victims.

VOCA Reporting Requirements Review of Report Sections I.2 – Is your agency able to track individuals throughout the Federal fiscal year? INSTRUCTIONS: Answer “yes” to this question if, during each quarter and from one quarter to the next throughout the Federal fiscal year, you will be able to identify individuals as either new or continuing since Quarter IF “No”…then…

VOCA Reporting Requirements Review of Report Sections I.3 – Is your agency able to identify “new” individuals who did not receive services from your agency during the previous reporting period? INSTRUCTIONS: Answer “yes” to this question if your organization is able to track clients from one reporting period to the next, even though you cannot track clients from the beginning to the end of the Federal fiscal year. IF “No”…then why? “Not Tracked” means that your organization is unable to submit this data as requested due to the need to change the data collection process, and efforts are underway to track the data as requested. “No, Other Reason” provides an opportunity to indicate a different reason that your agency is unable to track individuals over time (e.g., you operate an anonymous hotline that does not allow for the collection of client information). Explanation (required)

VOCA Reporting Requirements Review of Report Sections I.4 – Number of NEW individuals who received services from your agency for the first time during the reporting period INSTRUCTIONS: Report the number of NEW individuals served by your organization with the use of VOCA plus match funds for the first time during the reporting period. This number should be an unduplicated count of NEW clients served during a single reporting period, regardless of the number of services they received or victimization types with which they presented. If your organization can only track clients from one reporting period to the next, and not from the beginning to the end of the Federal fiscal year, report the number of “new” clients who did not receive services during the previous reporting period.

VOCA Reporting Requirements Review of Report Sections I.5 – Demographics (for NEW individuals identified in Question 4) INSTRUCTIONS: Count each NEW individual in only one race/ethnicity type as self-reported. Individuals who self- report in more than one race and/or ethnicity category should be counted in the “Multiple Races” category. The total number of individuals in each demographic category should equal the number of NEW individuals reported in Question 4. This data is used for statistical purposes to comply with Federal regulations. If no data is collected for a category, enter the number of new individuals as Not Tracked or Not Reported. “Not Reported” represents that the sub-grantee collects this data, but it was not provided or indicated by the person completing the intake form. “Not Tracked” represents that the sub-grantee is unable to submit this data as requested in the PMT due to the need to change the data collection system. Efforts are underway to track data as requested. The value of “0” represents a true value of zero.

VOCA Reporting Requirements Review of Report Sections Example: Race/Ethnicity

VOCA Reporting Requirements Review of Report Sections I. 6 – Types of Victimizations (for ALL individuals identified in Question 1) If no data is collected for a category, enter the number of new individuals as Not Tracked or Not Reported. A. Number of individuals who received services based on the presenting victimization during the reporting period B. Of the individuals who received services, how many presented with more than one type of victimization during the reporting period?

VOCA Reporting Requirements Review of Report Sections Adult Physical Assault (Included Aggravated and Simple Assault) Human Trafficking: Sex Adult Sexual AssaultIdentity Theft/Fraud/Financial Crime Adults Sexually abused/Assaulted as ChildrenKidnapping (non-custodial) ArsonKidnapping (custodial) Bullying (Verbal, Cyber, or Physical)Mass Violence (Domestic/International) BurglaryOther Vehicular Victimization (e.g., Hit and Run) Child Physical Abuse or NeglectRobbery Child PornographyStalking/Harassment Child Sexual Abuse/AssaultSurvivors of Homicide Victims Domestic and/or Family ViolenceTeen Dating Victimization DUI/DWI IncidentsTerrorism (Domestic/International) Elder Abuse or NeglectViolation of a Court (Protective) Order Hate Crime: Racial/Religious/Gender/Sexual Orientation/Other (Explanation Required) Other - If other, please explain: Human Trafficking: Labor

VOCA Reporting Requirements Review of Report Sections I. 6 – Types of Victimizations (for ALL individuals identified in Question 1) C. Special classifications of individuals (self-reported)

VOCA Reporting Requirements Review of Report Sections II.7 – Number of individuals assisted with a victim compensation application during the reporting period: INSTRUCTIONS: Count the number of individuals who received assistance with completing a victim compensation application during the reporting period, even if they did not submit the application. Simply providing an individual with an application does NOT qualify as assistance.

VOCA Reporting Requirements Review of Report Sections II.8 – Select the types of services provided by your organization during the reporting period: INSTRUCTIONS: Your selections must match those made in Question 9, “Use of VOCA and Match Funds,” of your Sub- grant Award Report (SAR). A. Information & Referral B. Personal Advocacy/Accompaniment C. Emotional Support or Safety Services D. Shelter/Housing Services E. Criminal/Civil Justice System Assistance

VOCA Reporting Requirements Review of Report Sections II.9 – Total number of individuals who received services by service type AND number of times each service was provided during the reporting period INSTRUCTIONS: For each category (items A, B, C, D, and E) selected in Question 8, enter the number of clients who received services from your agency during the reporting period. For each subcategory within a category (e.g., items A1, A2, A3, and A4), enter the number of times that service was provided during the reporting period. Zero is a valid response. Because some clients may receive multiple services, the total number of times that services were provided within a category may be greater than the number of clients who received those services.

VOCA Reporting Requirements Review of Report Sections II.9 – Total number of individuals who received services by service type AND number of times each service was provided during the reporting period EXAMPLE:

VOCA Reporting Requirements Review of Report Sections III – Measureable Outcomes INSTRUCTIONS: Outcomes tied to the funded SOW that measure the impact of services delivered to clients. Review and development support is available from ODES, Inc. once awards are made and SOWs are finalized.

VOCA Reporting Requirements Review of Report Sections SUBGRANTEE ANNUALLY REPORTED OUTCOMES You are asked to answer these questions once a year, at the end of the 12-month period, as of September 30. You may use up to 5,000 characters for each response that requires text. 10. Number of requests for services that were unmet because of organizational capacity issues: 11. Does your organization formally survey clients for feedback on services received? A. Yes B. No (proceed to Question 14) 12. Number of surveys distributed (includes, but is not limited to, those distributed by hand, mail, or other methods): 13. Number of surveys completed:

VOCA Reporting Requirements Review of Report Sections SUBGRANTEE ANNUALLY REPORTED OUTCOMES You are asked to answer these questions once a year, at the end of the 12-month period, as of September 30. You may use up to 5,000 characters for each response that requires text. 14. Please discuss some of the challenges your victim assistance program faced during the course of the Federal fiscal year. 15. Please describe some of the services that victims needed but you could not provide. What were the challenges that prevented you from providing those services?

VOCA Reporting Requirements Questions and Answers Please submit your questions using the Chat Box in the GoToMeeting window. IF we do not have time to answer your question, we will be posting a complete FAQ addressing all questions from this and the other RFP webinars at: and

VOCA Reporting Requirements For specific grant related questions, please contact: Mirjana Gavric, Grants and Projects Analyst I For reporting related questions, technical assistance, or training, please contact: Aaron D. McVean, ODES, Inc

VOCA Reporting Requirements Final VOCA RFP Webinar Fri, Feb 19, :00 PM - 4:00 PM Pacific Standard Time Join the conference call. Call In Number: Participant Passcode:

VOCA Reporting Requirements Proposals must be received by Monday, February 29, 2016 by 5:00pm Division of Child and Family Services 4126 Technology Way, 3 rd Floor Carson City, NV Attn: Mirjana Gavric

Thank You! NV Division of Child and Family Services (DCFS) &