VOCA Grant Recipient Training - Department of the … · At least 10% of the total grant must be...

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Grant Administration for Victims of Crime Grant Administration for Victims of Crime Act (VOCA) SubgranteesAct (VOCA) Subgrantees

VOCA Grant Recipient TrainingVOCA Grant Recipient Training

CRIME PREVENTION AND JUSTICE CRIME PREVENTION AND JUSTICE ASSISTANCE DIVISION (CPJAD)ASSISTANCE DIVISION (CPJAD)

GRANTS AND PLANNING BRANCH

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IntroductionsIntroductions

Grants & Planning BranchGrants & Planning Branch

VOCA Branch Chief:Calleen J. Ching

VOCA Criminal Justice Planning Specialists:Randi U. BarrettoRima A. Spight

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ScheduleSchedule

Morning Session (9:00 a.m. – 12:00 p.m.)Part I: Administrative & Fiscal Management

Lunch (12:00)

Afternoon Session (1:00 – 3:00 p.m.)Part II: Grant Reporting

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AgendaAgenda

Part I: Administrative & Fiscal Management

VOCA Introduction

Allowable/Unallowable Project Expenditures

Program/Fiscal Oversight

Financial Reporting

Monitoring, Records, & Reports

Agenda

Part II: Grant Reporting Subgrant Award Report (SAR) Subgrantee Data Report – Performance

Measurement Tool (PMT) Annual Grantee Report “aka” Narrative Outcome Measurement Report (NEW) Resources

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VOCA Introduction

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VOCA IntroductionVOCA Introduction

VOCA Crime Victim Assistance Formula Grant Program Established by the Victims of Crime Act (VOCA) of

1984, Public Law 98-473 and codified at 34 U.S.C. §20101

Funded by fines assessed against federal criminals Administered by the Office of Victims of Crime

(OVC), Department of Justice Increased to Hawaii from around $2 million per year

to almost $9 million in 2015

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VOCA Priority AreasVOCA Priority Areas

“Victim of Crime” or “Crime Victim” defined as a person who has suffered physical, sexual, financial, or emotional harm as a result of the commission of a crime.

At least 10% of the total grant must be allocated to each VOCA Priority Area: Sexual Assault Victims Spousal Abuse Victims Child Abuse Victims

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Underserved Victims of Violent Crimes: Victims with Disabilities Elderly Victims Victims of Sex Trafficking Immigrant Victims and Victims with

Limited English Proficiency Lesbian, Gay, Bisexual, Transgendered,

Queer and Questioning (“LGBTQQ”) Victims


Victims of Property CrimesVictims Residing in Rural or

Geographically Isolated AreasSurvivor of Homicide and Negligent

Homicide VictimsTourist/Visitor Victims

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VOCA Requirements for AgenciesVOCA Requirements for Agencies

Match 20% total project cost Provide services at no cost unless

prior approval is obtained Comply with non-discrimination laws Provide services to federal victims of

crime

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VOCA Requirements for AgenciesVOCA Requirements for Agencies

Serve victims regardless of immigration status

Protect the confidentiality and privacy of victim information

Use volunteers unless a waiver from this requirement is approved

Assist victims in applying for crime victim compensation

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Volunteer RequirementVolunteer RequirementSAR, 11.F & GSAR, 11.F & G

The VOCA statute requires all eligible victim assistance programs to use volunteers in providing victim assistance services “unless and to the extent the chief executive determines that compelling reasons exist to waive this requirement.”34.U.S.C. 20101(b)(1)(C)RFP p. 2-8,d

Volunteer Requirement : Compelling Reasons

The OVC Guidelines define a “compelling reason” as…

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A statutory or contractual provision concerning the liability or confidentiality of counselor/victim information, which bars volunteers for certain positions

The inability to recruit and maintain volunteers after a sustained and aggressive effort

Volunteer Requirement: Volunteer Waiver Request/Documents

VOLUNTEER WAIVER REQUESTDocument reason for waiver requestProvide additional explanation and supporting documentationSubmit for review and approval by VOCA Unit Chief for each contract periodAvailable upon request from your Specialist

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Crime Victim Compensation Commission (CVCC) SAR, 9.F.

“A victim assistance program is an eligible crime victim assistance program . . . if such program . . . assists potentialrecipients in seeking crime victim compensation benefits.”34 U.S.C § 20101(2)(b)(1)(E)

“The assistance may include but is not limited to identifying crime victims and advising them of the availability of such benefits, referring victims to organizations that can provide such assistance, and/or assisting such potential recipients with application forms and procedures.”RFP p. 2-8, e

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Crime Victim Compensation Commission Crime Victim Compensation Commission (CVCC)(CVCC)

The Commission provides compensation to victims of violent crimes for their crime-related injuries and losses, and to “Good Samaritans” for injuries or property damage suffered in the prevention of a crime or apprehension of a criminal.

The Commission is comprised of three Governor appointed Commissioners:

1) Support Staff2) Investigators3) Executive Director, Pamela Ferguson-Brey

H.R.S. Chapter 351, Hawaii Revised Statutes and H.A.R. § 23-605

Direct Victim Services

Respond to the emotional, psychological, or physical needs of crime victims;

Assist victims to stabilize their lives after victimization;

Assist victims to understand and participate in the criminal justice system; or;

Restore a measure of safety and security for the victim.

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Examples of Direct Victim ServicesExamples of Direct Victim Services

Information & Referral Personal Advocacy/Accompaniment

Advocacy Accompaniment to hospitals for medical

examinations Providing child care and respite care to enable a

victim who is a caregiver to attend activities related to a criminal proceeding

Transportation assistance

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Emotional Support or Safety Services Crisis intervention Hotline counseling Mental health counseling Window, door, or lock replacement or other

repairs necessary to ensure the victim’s safety

Shelter/Housing Services Emergency food, clothing, shelter

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Criminal/Civil Justice System Assistance Emergency legal assistance Notification of criminal justice events Assistance in recovering property that was

retained as evidence Assistance with restitution

Allowable/Unallowable Project Expenditures

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Allowable Project ExpendituresAllowable Project Expenditures

Immediate Health and Safety Services Mental Health Assistance Assistance with Participation in Criminal

Justice Proceedings Forensic Examinations Costs Necessary and Essential to

Providing Direct Services (i.e., prorated costs of rent, telephone services, emergency transportation, etc.)

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Legal Assistance Transportation of Victims to Receive

Services or Participate in Criminal Justice Proceedings

Transitional Housing/Relocation Expenses

Public Awareness and Education Presentations on Crime Victim Rights and Services

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Personal Advocacy and Emotional Support

Peer Support Traditional, Cultural, and/or Alternative

Healing Rehabilitative Services to Incarcerated

Individuals Who Are Victims of Crime

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Special Services (i.e., assisting with applications for public benefits, compensation benefits, recovering property, etc.)

Personnel & Fringe Benefits Restorative Justice Skills Training for Staff (to develop skills

for direct service providers) Equipment & Furniture

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Leased Vehicles Advanced Technologies Contracts for Professional Services

($650/day or $81.25/hour MAXIMUM) Operating Costs (i.e. printing, supplies,

equipment use fees, etc.) Supervision of Direct Service Providers Repair or Replacement of Essential

Items

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Training, Travel, Per Diem Rate (lodging & food), Ground Transportation, Baggage Fees and Related Costs

Sole Source – Over $150,000 Prior Approval is Needed

Conference Related Activity Costs (must adhere to training/conference planning cost thresholds and conditions)

Indirect Costs

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Unallowable CostsUnallowable Costs

Lobbying and Administrative Advocacy

Research and StudiesActive Investigation and

Prosecution of Criminal Activities

Fundraising Activities

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Unallowable CostsUnallowable Costs

Capital Expenses

Compensation for Victims of Crime

Most Medical Costs

Salaries and Expenses of Management

Program/Fiscal Oversight

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TermsTerms

Grantee refers to the Department of the Attorney General/Crime Prevention Justice Assistance Division (CPJAD)Subgrantee refers to grant recipient with whom the Grantee contracts servicesProject periods – Federal vs. Project

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RolesRoles

Project DirectorsIdentify expectations that you have for Fiscal Officers in managing the project.

Fiscal OfficersIdentify expectations that you have for Project Directors in managing the project.

Program Oversight

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PD

Project Director Responsibilities

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Project Director Project Director –– Program OversightProgram Oversight

1. All personnel assigned/working on the project understand the objectives, activities, and data reporting requirements.

2. Grant funds and match are fully expended.3. Activities are performed in a timely manner.4. Appropriate documentation (i.e., time &

activity sheets) regarding project activities are kept and CPJAD reporting deadlines are met.

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4. Progress reports (PMTs and Annual Reports) are completed on time.

5. Special conditions are recognized and complied with.

6. The deadline for requesting modifications is 45 days prior to the end of the Contract (includes project period, budget, program narrative, named Project Director or Fiscal Officer, etc. Example)


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7. Training requests must be forwarded to CPJAD for prior approval.

8. A detailed inventory list of the equipment purchased must be maintained. (Certificate for Title Example)


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9. If information about the project is printed, published, or cited in a report please indicate that the project was supported by an award through OJP.

10. Add disclaimer to printed materials:

“This product was produced by (agency) and supported by grant number (federal award number), awarded by the Office for Victims of Crime, Office of Justice Programs, U.S. Department of Justicethrough the State of Hawaii Department of the Attorney General. The opinions, findings, and conclusions or recommendations expressed in this product are those of the contributors and do not necessarily represent the official position or policies of the State of Hawaii Department of the Attorney General or the U.S. Department of Justice.


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1. Coordinate expenditures, timing of purchases, obligations

2. Periodically analyze expenditures to determine if budget needs to be revised

Project Director Project Director –– Fiscal OversightFiscal Oversight

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3. Confirm fiscal reports are submitted on time. (Due to CPJAD office on the 15TH every month.)

4. Obligate funds before the end of the project period.

5. Document obligations (encumbrances) to show that the obligation was incurred prior to the end of the period (i.e., dated purchase order or invoice).


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Don’t use funds for activities that occur before or after the project period. Return any funds not obligated/expended by the end of the project period.

Make equipment purchases (or start the procurement process) early in the project period.

Return any unobligated/unexpended funds at end of project period, after making best efforts to obligate/expend funds.


Break Time!

10 minutes

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Fiscal OversightFiscal OversightFiscal Officer Responsibilities

FO

Project Director

Ensure acceptable accounting system

and internal controls exist

Monitor cash balance/expenses

Prepare and Submit RFF/PEO financial Reports to CPJAD

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Program IncomeProgram Income

Income earned as a direct result of the award. Must receive a waiver from CPJAD to earn

program income for VOCA project. Must be reported on the quarterly PEO. Must go back to support project activities with

CPJAD prior approval. Used only for allowable program

costs/expenses.Any income earned during the project period but

not utilized must be returned to CPJAD.

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Definitions: Obligation vs. ExpenditureDefinitions: Obligation vs. Expenditure

Obligation: Funds you have not spent yet, but that are intended for a specific budget item (i.e., purchase order).

Expenditure: Funds that have been spent (i.e., payroll records & receipts).

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Definitions: 20% MatchDefinitions: 20% Match

“Cash Match”Additional funds made available by

recipients of grant funds.

Examples: State/County funds Equitable sharing program (federal

asset forfeitures) Private sources Program income & interest from

program income Program income from seized assets

and forfeiture, etc.

“In-Kind Match”The value of something received or

provided that does not have a cost associated with it; paid or given in goods, commodities, or services instead of money.

Examples: Donated space

20% match requirement (Total federal amount/4 = match)

Match items must be allowable under VOCA

Match items are tracked the same you would federally funded items

Indirect Costs

Direct Costs: Costs for activities or services that benefit a specific project, such as staff salaries, equipment, supplies, etc.

Indirect Costs: Costs of an organization that are not readily assignable to a particular project, but are necessary to the operation of the organization and the performance of the project. (2015 DOJ Grants Financial Guide)

Costs usually treated as indirect: Rent Facility operation and maintenance Utilities Telecommunications Administrative staff working across agency programs

Cost must be consistently applied as either direct or indirect Costs that are prorated and charged as line items cannot be also

charged as indirect costs

Indirect Costs Documentation

Federal Indirect Cost Rate: Approved by a Federal agency Submit award letter and supporting documentation to CPJAD

prior to budget approval

10% De Minimis Certification of 10% De Minimis Indirect Cost Rate

CPJAD Indirect Cost Computation Worksheet Identifies cost base (MTDC, Direct Salaries and Wages,

Direct Salaries and Wages plus Fringe) Lists direct costs in the budget that are being used to

calculate the amount that can be applied to indirect costs for that project

Indirect Costs Documentation

SPO 206 H – Program Activities Include as a line item on budget justification form Identify what costs the indirect cost amount will be applied

towards Include only costs allowable under VOCA

Financial Reporting

• Monthly Request for Funds (RFF)

• Quarterly Project Expenditure & Obligations Reports (PEO)

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Request for Funds & Cash Balance Request for Funds & Cash Balance Report (RFF)Report (RFF)

PURPOSE:

1. A mechanism for grantees to request funds on a monthly basis – based on project’s need and anticipated use of funds.

2. A process to ensure cash balance is $0.

(Example)

Round to nearest dollar, w/ exception of final report

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Actual expenditures

Amount of cash received as of the reporting date

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Submit a completed form (one original and two copies), by the 15th of each month, even if no funds are being requested.

Obtain forms on-line at: http://ag.hawaii.gov/cpja/gp/

Request only amount of cost to be reimbursed or to cover project expenditures for the next 30 days.

Request for Funds & Cash Balance Request for Funds & Cash Balance Report (RFF)Report (RFF)

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Project Expenditures and Project Expenditures and Obligations Report (PEO)Obligations Report (PEO)

PURPOSE:1. To monitor project expenditures by both CPJAD and

Agency

2. To help ensure that project funds are spent in a timely manner, within budget, and by the end of the contract date

3. To comply with federal requirements: Information collected is required by the Department of Justice (DOJ), the Office of the Chief Financial Officer, for federally funded projects

(Example)

5656

Total approved budget (VOCA Award + Match)

Report any program income

Must match Grand Total in Part B

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Expenditures must be the same as the

Expenditures listed on the RFF


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Submit a completed form (one original and two copies).

Obtain forms on-line at: http://ag.hawaii.gov/cpja/gp/

Due Quarterly: By the 15th of April, July, October, & January.


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Review the sample RFF and identify 3 errors.

Financial Report ActivityFinancial Report Activity

What are some reasons for “Kicking Back” Fiscal Reports?

RFF Incorrect report number Incorrect reporting month Agency match not included Part B. Total Cash received

shows a date before the check was sent out

PEO Incorrect report number Incorrect reporting month Agency match not included in

approved budget Page 2 of other costs is

missing Part A and Part B program

total income not matching

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Part B of the RFF must match The Expenditures to Date section on

Part B of the PEO

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Budget Modification (Blue Form)Budget Modification (Blue Form)

Modification of approved budget Change in excess of 5% of total category

including match obligation Change in price and/or quantity New unapproved budget items Source of in-kind/cash match changes MUST BE DONE PRIOR TO

EXPENDITURE AND MUST OBTAIN APPROVAL FROM CPJAD

Why A Modification?

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BudgetChanges if: - Budget line item exceeds total category by 5% or more.- Moving monies into any budget category with a $0 dollar amount.

Description:Changes to project’s goals, objectives, activities, evaluation)

Start Date:Include revised timeline

OtherChange in PD or Financial Officer

Grantee submits written

request & revised contract

sections to CPJAD to

revise any aspect of the project

FO

Effective Coordination & Communication between PD & FO

PD FO!?

1) Budget BenchmarksAre we expending in a timely manner?

2) ModificationsDo we need to readjust cost categories to reflect the project’s actual expenses?

3) Sustainability of the ProjectWill we be able to continue the project?

PD

Impact of Effective Communication

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Monitoring, Records, & Reports

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Top 10 CPJAD Monitoring FindingsTop 10 CPJAD Monitoring Findings

1. Lack of Communication between Project Director & Officer

2. Missing Documentation3. Project Director Does Not Regularly Review

Fiscal Reports4. Time & Activity Sheets Improperly

Maintained5. No System to Track Client Data

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Top 10 CPJAD Monitoring FindingsTop 10 CPJAD Monitoring Findings

6. Untimely Expenditures/Project Activities

7. Fiscal Reports Not Submitted On Time8. Progress Reports Not Submitted On

Time9. Inadequate Monitoring of Subrecipients10.Commingling of Grant Funds

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Monitoring, Records, & ReportsMonitoring, Records, & Reports

Master Project/Fiscal Files

Fiscal Administration File

Monitoring

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CPJAD Monitoring ActivitiesCPJAD Monitoring Activities

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CPJAD OnCPJAD On--Site Monitoring ActivitiesSite Monitoring Activities

Conduct entrance interview Review programmatic, administrative,

and basic financial information on grant Interview project staff Conduct exit interview Issue monitoring report

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Master Project & Fiscal FilesMaster Project & Fiscal Files

OrganizedBy Sections; Chronological

orderNeat

Pronged; Documents necessary for master file

CompleteContract, SupplementalAgreement, etc.

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Required by Office of Justice Required by Office of Justice Programs (OJP)Programs (OJP)

Award/Contract Books of Original Entry General Ledger Subsidiary Ledgers Personnel & Payroll Ledgers Source Documents Supporting

Accounting Transactions

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Monitoring of Subcontracts/ SubrecipientsMonitoring of Subcontracts/ Subrecipients

If your contract includes subcontracts or agreements with other agencies, your agency is responsible for monitoring their compliance with VOCA requirements

CPJAD will require documentation of monitoring activities

Webinar on monitoring requirements will be available 12/6/2017

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Monitoring of Subcontracts/ SubrecipientsMonitoring of Subcontracts/ Subrecipients

SARs and PMTs Required onsite Monitoring 1x per

contract period Timely submission of financial reports,

invoices, and programmatic reports

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Examples of Source DocumentsExamples of Source Documents Cash Receipts Cancelled Checks Invoices Sent and Received Credit Memos/Reimbursements Employee Time and Activity Sheets Approval correspondence/Completed Travel

documents Client Data Tracking Sheets Car Usage Log for Leased Vehicles Volunteer Sign In/Time Sheets

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Master Project & Fiscal FilesMaster Project & Fiscal Files11 Contract &

Application for Grant

5 Sole Source (Restrictive Purchase)

22 Supplemental Agreement

6 Project Modification Request/Approval

33 Fiscal ReportsRFF/Quarterly

7 Project Equipment Inventory

44 Progress Reports(6 month, PMT, annual)

8 Loss, Damage, Theft of Equipment Report

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Master Project & Fiscal FilesMaster Project & Fiscal Files

99 Correspondence:POS, CPJAD, Fiscal Office, Delayed Correspondence, etc.

1111 Training Agendas

1010 Monitoring Reports 1212 Time and Activity Sheets(Example)

1313 Indirect Costs

Include Holiday, Vacation, Sick, & Other Columns

Client Data Tracking Sheets

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Does Not Include Personally Identifying Information

Summarizes Demographics and

VOCA Services

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Retention of Records & ReportsRetention of Records & Reports

Retention & Access Requirements of Records:

For Federal/State examination & audit: Three yearsfollowing submittal of Dept. of the Attorney General audit report

Coverage

Access to Records

OCFO 2015 Financial Guide

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Assurances & CertificationsAssurances & Certifications

Conditions that follow the funds

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1. General Conditions 6. Lobbying*

2. Special Conditions 7. VOCA Special Conditions

3. Non-Supplanting 8. Non-Discrimination

4. Drug-Free Workplace*For State Agencies only

9. Procedures for Discrimination Complaints*

5. Debarment, Suspension, Ineligibility, and Voluntary Exclusion

10. Equal Employment Opportunity Policy and Plan*

11. 10% De Minimis Indirect Cost Rate

12. Non-Profit Status11. Other


New Certifications & Assurances

Certification of Grant-Funded Employment (AG/CPJAD #38)

Certification of 10% De Minimis Indirect Cost Rate (AG/CPJAD # 37)

Certification for Title of Property (AG/CPJAD #13)

Certification of Non-Profit Status and Statement Regarding Publication of Financial Statements (AG/CPJAD #36)

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Certification of Grant-Funded Employment

Per Title 2 Code of Federal Regulations (CFR) Part 225, Cost of Principles for State, Local, and Indian Tribal Governments, Appendix B, Selected Items of Cost

For Employees who work solely on VOCA, single Federal award or cost objective

For charges for the salary and wages of named employee(s) supported by this certification for the period covered

CPJAD will not collect this form; should be available during monitoring

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Certification for the Title of PropertyCertification for the Title of Property

An inventory of supplies and equipment purchased during the project period must be submitted to the CPJAD at the end of the project period. The inventory should include a list of the equipment and unused supplies purchased, the cost, and identification numbers (if applicable). If a project has received more than one award, a cumulative inventory of equipment should be kept.

Submitted within 60 days after project end date

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Failure to Meet Assurances & Certifications:

Suspension of payment Suspension of grant activities Termination of contract Prohibited from receiving any future grant

awards for a specified period not to exceed 5 years


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Agencies that expend $750,000 or more in Federal funds (from all sources) in the organization’s fiscal year shall have a single organization-wide audit conducted in accordance with OMB Circular A-133 (Federal financial and compliance audit).

Audits are due for each fiscal year with an end date of June 30

Audit RequirementsAudit Requirements

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Amount: $1 million per occurrence; $2 million aggregate in general liability, no less than $1 million per automobile accident.

Additional insured: Department of Attorney General, State of Hawaii named as an additional insured

The State of Hawaii, including all of its departments and attached agencies, their officers, employees and

agents are named as additional insured, as respects the named insured’s activities on their behalf per form

NOTE: Start of the contract start date not the execution date

Liability Insurance Requirement Liability Insurance Requirement

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Compliance with Grant RegulationsCompliance with Grant RegulationsCPJAD can withhold payments if the Grantee

does not: Reach program/project goals. Minimize time between cash drawdowns and

expenditures. Adhere to grant requirements or special conditions. Submit accurate and timely reports (i.e., fiscal and

progress reports). Achieve timely financial reconciliation and closeout at

the end of the project period. Award and administer sub-recipients/contracts properly.

Lunch Time!

Be back at 1:00 pm

Part II. Grant ReportingI. Subgrant Award Report (SAR)

II. Subgrantee Data Report-Performance Measures (PMT)

III. Annual Performance ReportGrantee Reports aka “Narrative”

IV. CPJAD Report on Contract Objectives and Performance/ Outcome Measures

V. Reporting Deadlines

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Terms Review

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Grantee refers to the Department of the Attorney General/CPJAD

Subgrantee refers to grant recipientwith whom the Grantee contracts services

Project periods – Federal vs. Project

Office of Justice Programs –Performance Measurement Platform

https://ojpsso.ojp.gov/

Office of Justice Programs –Performance Measurement Platform

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Create an online account

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The POC contact information will be used to create an online

account to submit PMT

Additional Users

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Click on “User Management”To add additional users

#1. Subgrant Award Report (SAR)

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A hardcopy is due to CPJAD 14 days after the contact is executed

Two levels of data must be included:

- Profile of the subgrantee receiving VOCA funds- Information on the activities that the VOCA-funded subgrantee program will implement

Any revisions must be submitted 30 days prior to the end of the federal contract period

Subgrant Award Report (cont’d)

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15-VA-18

$50,000

2016-VA-GX-0063 $50,000

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$ 50,000

$25,000

$25,000 NOTE:CPJAD will revisit the

SAR at the end ofthe contract period to ensure figures are accurately allocated

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$10,000

$10,000 / # of Underserved categories That apply to the project =

Total subaward amount

$5,000

$5,000

Tourist crime

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NOTE: Refers to agency’s entire Victim

Services program

Whole number of staff

and hours not FTEs

Subgrant Award Report (SAR)

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Whole number of volunteers and hours not FTEs

Required unless Volunteer Waiver

is approved

Subgrant Award Report (SAR)

#2. Subgrantee Data Report – Performance Measurements Tool (PMT)

Support the provision of direct services to crime victims

Improve victim access to services Assess impact of funded programs using

performance management data Provide more emphasis on evidence-based

programs and practices Increase partnerships with other OJP agencies

that work with victims; Collect and analyze OVC performance

management data; and Increase stakeholder satisfaction with OVC

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I. Population Demographics (1-3)

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NOTE: “NO” answers usually consist of

anonymous hotline projects

Response should be consistent throughout contract

unless there is a change in your organization data collection process.

4. Number of NEW individuals who received services from your agency for the first time during the reporting period

“NEW” individuals?Those individuals receiving services by your organization with the use the VOCA plus match funds for the first time during the reporting period

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Unduplicated# of clients; NOT services

5. Demographics (for NEW Identified in Q4)

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Able to TRACK but reported “0”

Subgrantee is not YET able to submit data in this category due to the need to update its data collection (Not Tracked/NT)

0

Subgrantee collects this data, but the data were not provided by the person completing the intake form (Not Reported/NR

NT

NR

NR

2

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6. Type of Victimization (for ALL individuals identified in Q1)

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Required to fill in with“0” or “Not Tracked”

An Individual MAY be counted for more than one victimization type

An individual MAY NOT be counted more than once within the same victimization type

6. Type of Victimization (cont’d)

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This section is for those individual listed who“SELF-REPORTED” (i.e. intake, phone conversation, etc.)

7/8. Assisted with Victim Compensation/ Types of Services

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This may include individuals who received services in previous quarters but only submitted application with CVCC in reporting period

a) Requirement of the VOCA grant

b) Passing out a brochure will not suffice• Explain the CVCC brochure to the client• Explain the client’s rights and responsibilities.• Provide a referral to the agency that can assist

with the CVCC application

8/9. Total number of individuals who received services by service type AND number of times each service was provided during the reporting period

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A. Information & Referral

B. Personal Advocacy/Accompaniment

C. Emotional Support or Safety Services

D. Shelter/Housing Services

E. Criminal/Civil Justice System Assistance

NOTE: This section includes # of individuals

as well as number of services within the reporting period ONLY.

III. SUBGRANTEE ANNUALLY REPORTED OUTCOMES - Questions

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10. Number of requested for services that were unmet because of organizational capacity issues

11. Does your organization formally survey clients for feedback on services received?

12. Number of surveys distributed (includes, but not limited to,those distributed by hand, mail, or other methods)

13. Number of surveys completed

14. Please discuss some of the challenges your victim assistanceprogram faced during the course of the Federal fiscal year.

15. Please describe some of the services that victims needed butyou could not provide. What were the challenges that prevented you from providing those services?

III. SUBGRANTEE ANNUALLY REPORTED OUTCOMES - Deadline

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• Six questions answered once a year at the end of the reporting year

• Answers will include information from all four quarters

Submitted online by October 15 with 4th Quarter data & Grantee Report (Narrative)

#3. GRANTEE REPORT (Narrative)

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• 22 questions answered once a year at the end of the reporting year

• Answers will include information from all four quarters

• No. 1 and 2 will not be answered (only applies to the Dept. of the AG); go straight to #8

Narrative with (3) case studies to be submitted via email to CPJAD

by October 15

#4. Performance Outcome Measures Report

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Track Progress for:

• Goals and Objectives

• Timeline of Activities

• Output/Outcome Measures

Performance Outcome Report(Sample)

Fill in actual #’s based on your VOCA project’s performance

Goals of the Performance Outcome Report

Collect data to ensure project proficiency Assist to standardize services across the

state Address gaps and needs Reinforce sustainability of standard

services Acknowledge the Project’s Success!

Submit to CPJAD via email every 6 months (Jan 15th and Jul 15th)

Federal Reporting Due Dates

Reporting Period Data Required PMT Due Date

October 1 – December 31

1st Quarter January 15 *Includes CPJAD Performance Measures

January 1 – March 31 2nd Quarter April 15

January 1 – March 31 3rd Quarter July 15*Includes CPJAD Performance Measures

July 1 – September 30 4th Quarter October 15*includes Subgrant Annual Questions (PMT) & Grantee Report (Narrative)

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Questions/ActivityQuestions/Activity

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Websites:Websites:-- Office of Justice Programs Office of Justice Programs –– PMT PlatformPMT Platform

https://ojpsso.ojp.gov/https://ojpsso.ojp.gov/

https://ovcpmt.ojp.gov/index.cfm?event=Help#https://ovcpmt.ojp.gov/index.cfm?event=Help# (forms)(forms)

-- Office for Victims of CrimeOffice for Victims of Crimewww.ovc.gov/www.ovc.gov/

-- Office for Civil RightsOffice for Civil Rightswww.ojp.gov/about/offices/ocr.htmwww.ojp.gov/about/offices/ocr.htm

-- Crime Prevention & Justice AssistanceCrime Prevention & Justice Assistancewww.ag.hawaii.gov/cpjawww.ag.hawaii.gov/cpja

ResourcesResources

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-- OJP Financial GuideOJP Financial Guidehttp://ojp.gov/financialguide/GeneralInformationhttp://ojp.gov/financialguide/GeneralInformation/index.htm/index.htm--VOCA Guidelines (1997VOCA Guidelines (1997-- 2016)2016)https://www.ovc.gov/voca/vaguide.htmhttps://www.ovc.gov/voca/vaguide.htm--VOCA Rules (2016)VOCA Rules (2016)https://www.federalregister.gov/documents/201https://www.federalregister.gov/documents/2016/07/08/20166/07/08/2016--16085/victims16085/victims--ofof--crimecrime--actact--victimvictim--assistanceassistance--programprogram

ResourcesResources

Resources

- VOCA Side By Side Comparison of Guidelines and Rules

https://www.ovc.gov/pubs/comparison-VOCA-victim-assistance-guidelines-and-final-rule.pdf

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