ACRONYM DEFINITIONS COG FUNDING PROCESS NORTH CENTRAL TEXAS GOVERNMENTS. Criminal Justice Division FY14 GRANT APPLICATION WORKSHOP

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1 JUVENILE JUSTICE AND DELINQUENCY PREVENTION PROGRAMS FY14 GRANT APPLICATION WORKSHOP NORTH CENTRAL TEXAS COUNCIL Office of the OF Governor GOVERNMENTS Criminal Justice Division ACRONYM DEFINITIONS NCTCOG North Central Texas Council of Governments CJD Governor s Office Criminal Justice Division egrants online application and grant management system for CJD CJPDC Criminal Justice Policy Development Committee. AKA Scorers, Readers, Reviewers, Committee COG FUNDING PROCESS Grant Year Starts 09/01/13 CJD notifies via status for all projects Applications posted Grant Workshops COG sends out Funding Recommendation to all applicants We are here! COG Technical Assistance Available COG sends Priority List to CJD May 2013 COG CJPDC scores applications All Applications due February 28,

2 ALL APPLICATIONS Submission Deadline FEBRUARY 28, 2013 PROGRAM CATEGORIES Justice Assistance Grants (JAG): Edward Byrne Memorial Funds General Victim Assistance Direct Services Programs: Victims of Crime Act (VOCA) or Violence Against Women Act (VAWA)* Violent Crimes Against Women Criminal Justice and Training Projects Domestic Violence, Sexual Assault, Dating Violence, and Stalking Programs: Violence Against Women Act (VAWA) Juvenile Justice and Delinquency Prevention Programs Local: State 421 Planning Fund or federal Juvenile Justice & Delinquency and Prevention Act (JJDP)* *If funded, CJD will determine later in the process which funding source will pay for your grant. GRANT GUIDELINES Texas Administrative Code Version Uniform Grant Management Standards June 2004 Version Office of Justice Programs Financial Guide 2

3 GRANT GUIDELINES CONT D Office of Justice Programs Procurement Procedures CJD Guide to Grants e_to_grants_v6.pdf THESE ARE COST REIMBURSEMENT GRANTS If your project is funded, you spend your money first, and request reimbursement from CJD SUPPLANTING To deliberately reduce local funds because of the existence of federal funds. Example: Your city/county has budgeted funds for a stated purpose and federal funds are awarded for that same purpose. If you replace your local funds with federal funds, that is considered supplanting. 3

4 NCTCOG S POLICIES & PROCEDURES HIGHLIGHTS For FY14, new applications being scored and prioritized in ALL program categories can request no more than $80,000. MINIMUM SCORE REQUIRED - A minimum score of seventy (70) is required for a project to be recommended for funding regardless of funding source. After scoring by CJPDC members, NCTCOG staff will place each grant in rank order according to its program category from high score to low score. POLICIES & PROCEDURES CONT D Funding allocated to the NCTCOG 16-county region may only serve the NCTCOG region. Therefore, applicants desiring to serve counties in other COG regions must submit a separate application to that COG and follow the policies and procedures set forth by that respective council of governments/regional planning commission. MORE POLICIES & PROCEDURES: VENDOR HOLD POLICY Vendor Hold for Currently-Funded Agencies: At the time of scoring, if an applicant agency is shown on CJD s vendor hold list, points may be deducted from the score of that applicant s new application(s). COG staff will validate all agencies on the vendor hold list at the time of scoring and will provide the CJPDC with a description of the violation. The CJPDC reserves the right not to recommend a project based on chronic or egregious violations including but not limited to delinquent financial reports, delinquent progress reports, or misuse of CJD funds. An application receiving a reduced score or one that is not recommended for funding based on vendor hold status will be so noted on the final prioritization list submitted to CJD. 4

5 YES, MORE POLICIES & PROCEDURES: EX-PARTE CONTACT Any form of contact between a committee member and an applicant agency s representative, employee or contractor in which the application or the scoring of the application is discussed is prohibited. Such contact may result in an applicant agency being ineligible for future funding consideration. NEW ELIGIBILITY CRITERIA FOR ALL PROJECT CATEGORIES! In order for an applicant to be eligible for FY14 funding, the county (or counties) in which the applicant is located must have a 90% average on both adult and juvenile criminal history dispositions reported to the Texas Department of Public Safety for calendar years 2007 through This requirement must be met by August 1, Any entity, public or private, in a county that does not have an average of 90% or above for either adult or juvenile for will be ineligible to receive grants from any state or federal fund source managed by CJD. Do you submit an application if your county is below 90% at the time of the due date? YES counties below 90% in either adult or juvenile have several months to become compliant. County Compliance Averages (updated ) COUNTY ADULT JUVENILE COLLIN 87% 97% DALLAS 88% 98% DENTON 89% 92% ELLIS 94% 85% ERATH 93% 91% HOOD 96% 100% HUNT 94% 96% JOHNSON 94% 100% KAUFMAN 91% 99% NAVARRO 89% 94% PALO PINTO 92% 95% PARKER 92% 97% ROCKWALL 93% 99% SOMERVELL 94% 100% TARRANT 91% 93% WISE 95% 99% 5

6 CONTACT INFO FOR COMPLIANCE QUESTIONS Who in your county can help with this? Start with the county judge and/or court offices. COG may be able to help with specific contact persons. Contact Judy Switzer at or for CJD compliance questions. If you have technical questions regarding the data reporting requirements for your county, please contact John Morse at the Texas Department of Public Safety at or ORGANIZATIONS ELIGIBLE TO APPLY FOR JUVENILE JUSTICE & DELINQUENCY PREVENTION FUNDS State agencies Units of local government Indian tribes performing law enforcement functions ISDs Universities Colleges PURPOSE AREAS FOR JUVENILE JUSTICE & DELINQUENCY PREVENTION The purpose of the this program is to support programs that prevent violence in and around schools and to improve the juvenile justice system and develop effective education, training, prevention, diversion, treatment, and rehabilitation programs in the area of juvenile delinquency. Preference will be given to those applicants that demonstrate cost effective programs focused on proven or promising approaches to services provision and target serious and violent juvenile offender populations. NOTE: In egrants, if your program incorporates academically researched, peer reviewed, or evidence based practices, you must provide information that supports the program s approach. 6

7 Eligible Activities for Juvenile Justice & Delinquency Prevention Programs (see handout for descriptions) Diversion Job Training Professional Therapy and Counseling School-Based Delinquency Prevention Substance Abuse EXAMPLES OF JUVENILE JUSTICE & DELINQUENCY PREVENTION PROGRAMS Drug Abuse Prevention Counseling for High- Risk Youth Job Readiness Training for Teens School Resource Officer JUVENILE JUSTICE & DELINQUENCY PREVENTION Grant Period 09/01/13 through 08/31/14 Plan Year 2014 Minimum $5,000 Maximum $80, for new projects No match Three-year priority cycle no decreasing funds Specific questions on your continuation project? Visit with COG staff outside the workshop. 7

8 3 YEAR FUNDING CYCLE Funded Juvenile Justice applications will remain at 100 percent throughout the threeyear prioritization cycle. If funded, you must submit a complete egrants application for the second and third year of funding consideration (and come to workshops!). Your project is NOT scored the second or third year of the cycle. THREE YEAR PRIORITY CYCLE Highest Priority Third Year Prioritized Applications (not scored) Middle Priority Second Year Prioritized Applications (not scored) Lowest Priority New Applications (scored) CONTINUATION PROJECT INFORMATION Refer to the Eligible Amounts for Continuation Projects handout. Read CJPDC Policies and Procedures related to Three Year Prioritization Cycle on the COG Criminal Justice Program website. Specific questions on your continuation project? Visit with COG staff outside the workshop. 8

9 MULTIPLE PROJECTS An agency may submit distinctly different projects in one program category. Thisisdemonstratedwith different problem, target populations, different services, and/or different geographic areas. FUNDING HISTORY FOR JUVENILE JUSTICE & DELINQUENCY PREVENTION NCTCOG REGION FY11: $1,966,450 FY12: $1,522,926 FY13: $1,453,691 FY14:??? IMPORTANT MESSAGE FROM CJD Sustainability Over the course of the past few years, funding for juvenile programs has experienced a substantial decline. For example, federal awards to Texas under the Juvenile Justice and Delinquency Prevention Act have decreased by 66% since CJD encourages applicants to consider alternative methods of sustaining grant funded services should future funding become unavailable. 9

10 APPLICATION SUBMISSION PROCESS 1. Go to CJD s egrants website at: 2. All Projects: Submit grant application to CJD via egrants system. 3. Projects to be Scored: In addition to egrants, must also submit Addendum document by February 28, 2013 to COG via at: cjapplications@nctcog.org Applicants must use the egrants User s Guide to Creating an Application document to start the application process PRE-SUBMISSION TECHNICAL ASSISTANCE CJD Provides technical assistance for all questions related to the operation of the egrants website. egrants@governor.state.tx.us COG Provides technical assistance for questions related to the actual content used to fill in the egrants application and the Addendum. 10

11 TECHNICAL ASSISTANCE DURING APPLICATION PROCESS Kelly Schmidt Use for technical assistance reviews; do not fax drafts to COG. Please do not send a partially completed addendum draft in for TA it s easier to provide assistance when all sections are completed. Please allow 2 business days for technical assistance feedback to be returned to you. Feedback will be sent via . PRE-SUBMISSION TECHNICAL ASSISTANCE COG will provide technical assistance to interested applicants. Use the Printer Friendly option in egrants and save this file to your computer. Attach and the egrants file and COG Addendum for feedback. PRE-SUBMISSION TECHNICAL ASSISTANCE - CONT D. COG will read your draft to check that there are responses to the scoring criteria. The technical assistance does not address the quality of your responses. COG technical assistance is advisory in nature and is not intended to address all possible outcomes of the grant application process. Technical assistance is provided by COG as an additional service to our grant applicants. COG technical assistance will not save you from a bad idea for a project. 11

12 HOW GRANTS ARE SCORED We follow a system that is consistent with many government and private funding organizations that deal with a large volume of applications. The Criminal Justice Policy Development Committee is divided into teams based on the number of applications to be scored. Each team is given a batch of applications to score. SELECTION PROCESS CJD will make all final funding decisions based on approved COG priorities, reasonableness of the project, availability of funding, and costeffectiveness. ALL APPLICANTS: CJD has the option to disqualify your application from the grant process. SCORING CRITERIA 12

13 NCTCOG ADDENDUM ONLY FOR PROJECTS BEING SCORED! This is a separate Word document that applicants will be required to to COG in addition to submitting the application via egrants. Addendum form must be downloaded from COG website s Juvenile Justice & Delinquency Prevention Programs Workshop Handouts section. completed Addendum to cjapplications@nctcog.org on or before February 28, Do not send the Addendum to CJD NCTCOG ADDENDUM: AGENCY HISTORY THIS SECTION WILL NOT BE SCORED Location of Agency Headquarters Mission Statement Experience in providing this service: If this a new project, why is your agency qualified to provide this service? If this project is currently in existence in any capacity, how long has your agency been providing this service? NCTCOG ADDENDUM: LOCAL PRIORITIES (up to 5 points) 1. This section should thoroughly describe how the project aligns with the local priorities identified below. Reviewers will rate the degree to which the project addresses the local priority. Describe how this project prevents violence in and around schools; improves the juvenile justice system; and develops effective education, training, prevention, diversion, treatment or rehabilitation programs. 13

14 NCTCOG ADDENDUM: PROBLEM STATEMENT The Problem Statement should thoroughly and specifically describe area and individuals to be served, the problem, and support the problem with data specific to the target area. 2a. Describe the target area and target population to be served by this project. (Up to 5 points) Reviewers will rate the thoroughness of the description of the target area and target population. 2b. Describe the negative impact the problem has on the target area you propose to serve with this project. (Up to 15 points) Reviewers will rate the description of the problem; the scope of the problem; and the problem s impact on the target area and target population. NCTCOG ADDENDUM: PROBLEM STATEMENT CONT D 2c. To support the significance of the problem please provide local data relevant to the target area. NOTE: All data must be cited and verifiable. Only use state and/or national data when comparing/contrasting with local data. (Up to 5 points) Reviewers will rate the data s relevance to the project and how well the data supports the importance of the problem. TIP: Should refer to situations outside of your agency directly related to your target population. You needing money is not the problem!! NCTCOG ADDENDUM: PROJECT DESCRIPTION Should state thoroughly what the project is about, so that reviewers have no doubt about why there is a request to fund this particular project, what the project will do, for whom it will operate, when it will start and end, and in what location it will operate. 3a. List activity(ies) that would be funded through this application. See egrants Activity Tab or workshop handout for definitions. (Up to 5 points) Reviewers will evaluate the activities and their necessity to make the project successful. 3b. Describe each activity as it relates to this project. NOTE: Do not copy and paste the CJD definition of the activity. (Up to 10 points) Reviewers will rate the activity s relevance to the project. 14

15 NCTCOG ADDENDUM: PROJECT DESCRIPTION CONT D 3c. Describe the planned flow of services for the individuals to be served by the project. (up to 20 points) Reviewers will rate the degree to which the project description is understandable, as well as logical. Descriptors may include but are not limited to: frequency the services will be provided, length of time a person remains in the program, how long a person receives a specific service, involvement of other entities (internal or external) in serving the needs of the target population. NCTCOG ADDENDUM: GOALS AND OBJECTIVES Should relate to the Project Description and must be reasonable, relevant and attainable within the 12-month grant period. 4a. Describe the overall project goal. (Up to 5 points) Reviewers will rate the project s overall goal (benefit to target t population) and the degree to which the goal ties back to the problem statement and activities previously described. 4b. Objectives: Provide at least one objective for this project. (up to 5 points) Reviewers will rate the degree to which each objective(s) appears to have the potential to impact the problem. NCTCOG ADDENDUM: GOALS AND OBJECTIVES CONT D 4b cont d: For each objective, provide relevant outputs including numerical target data (i.e., # to be served during the 12-month grant period) and if appropriate, provide outcomes. You may use your own measures and/or those found in egrants. (up to 5 points) Reviewers will rate the reasonableness and potential for measuring project success of the output(s) and outcome(s) provided for each objective. NOTE: One output must show total unduplicated # of clients to be served during the grant period. 4c. For each output and outcome, describe how it will be measured. (up to 5 points) Reviewers will rate the adequacy of the method in which each output and outcome will be measured. 15

16 WHAT S THE DIFFERENCE BETWEEN A GOAL AND AN OBJECTIVE? The goal is a high-level statement that provides the overall context for what the project is trying to accomplish. Goals are generally non-measurable. If you can measure the achievement of your goal, it is probably at too low a level and is probably more of an objective. Objectives are lower level concrete statements that describe the things a project is trying to achieve. The outputs/outcomes of the project are created based on the objectives - not the other way around. That is, you don't agree on the outputs/outcomes first and then establish objectives to match. Outputs/outcomes should be written so that they can be measured and evaluated at the conclusion of a project to see whether it was achieved. Outputs are counting what you do with grant funds; outcomes show the promised improvements in the situation you described in the problem statement. Sample Goal, Objectives, and Measures Goal: Increase financial resources for local agencies to ensure clients and residents continue to receive social services. Objective Conduct grant writing classes for local agencies Output and Target Level two-day workshops will be held during grant period unduplicated participants will be trained during grant period. Outcome and Target Level 1. 90% will complete the 2- day training % who complete training will have success securing grant funds. Output #1 will be measured by workshop calendar schedule, output #2 measured via workshop attendance rosters. Outcome #1 will be measured by class sign-in sheets, and outcome #2 via post-workshop survey. NCTCOG ADDENDUM: BUDGET INSERT EGRANTS BUDGET INTO ADDENDUM STEP 1. Complete the budget in egrants. Once the budget is complete in egrants, click on printer friendly link at top right. A new window will open with budget information. STEP 2. Select, copy, and paste the entire budget table to the appropriate area of the Addendum. HINTS: The budget in your addendum must be identical to the one you placed in egrants. If you make edits in egrants after you copy the budget into the Addendum, make sure you copy and paste the revised budget into the Addendum. Do not provide additional budget narrative in the Addendum other than what is included in egrants budget table. 16

17 NCTCOG ADDENDUM: BUDGET (continued) 5a.All budget line items must have sufficient detail to justify the item to be included in the project. Budget line items should be relevant and reasonable to carrying out the project. (Up to 10 points) Reviewers will rate the relevance of the budgeted line items to the project. Reviewers will rate the necessity and value of each line item to the project. 5b.The budget must be consistent with proposed activities. (Up to 5 points) Reviewers will rate the consistency between the budgeted line items and previously described activities. COMPLETING THE BUDGET IN EGRANTS Refer to the egrants User s Guide for Creating an Application document when creating your budget. Refer to the CJD Guide to Grants for specific information on budgetary line items. Both of these documents can be found on NCTCOG s website as well as on the egrants website. EGRANTS BUDGET LINE ITEM: PERSONNEL Budget line item description must include a brief summary of responsibilities and qualifications of grant-funded project personnel. If applicable, include fringe benefits in the salary amount. The description MUST have the fringe amount listed separately. For example: $25,000 annual salary plus $5,000 for fringe benefits. Do not include fringe benefits as a separate line item. Personnel line items must be tied to a person, not a cost pool. Grant staff must be on separate line items for example, don t combine two identical positions in one line item. The quantity/% of time column refers to the percentage of the salary that will be funded from the grant (including match). Do not describe grant personnel job duties as and other duties as assigned or as needed. 17

18 EGRANTS BUDGET LINE ITEM: PROFESSIONAL AND CONTRACTUAL SERVICES Contracting services out without going through a procurement process violates federal administrative regulations. Vendors or contractors must not be identified by name in the description unless you have gone through h your agency s procurement process. Each contract should be listed on a separate line item. If the contract includes several services, it should be explained in the line item description. List each contractual service, rate, number of hours if applicable, and a brief explanation and purpose for the contract. Follow the Office of Justice Programs Procurement Procedures Guidelines EGRANTS BUDGET LINE ITEM: TRAVEL AND TRAINING Each travel and training line item description must include: the purpose and description of the travel the applicant agency's travel guidelines along with the mileage, per diem, and lodging rates. BUDGET LINE ITEM: TRAVEL AND TRAINING CONT D Out of state and international travel MUST include the following in the description: how the event is related to grant activities iti how attendance at the event will impact the project s goals and objectives justification as to why agency personnel must go out-of-state rather than attend a similar training in-state 18

19 EGRANTS BUDGET LINE ITEM: EQUIPMENT Purchasing equipment without going through a procurement process violates federal administrative regulations. Vendors must not be identified by name in the description unless you gone through h your agency s procurement process. In the equipment description, be specific on how the equipment will be used to accomplish the activities. Equipment under $1,000 should be placed in Supplies, unless the applicant agency depreciates the item, then it will be shown in equipment. The applicant should state this in the line item to eliminate questions. Follow the Office of Justice Programs Procurement Procedures Guidelines EGRANTS BUDGET LINE ITEM: EQUIPMENT CONT D Any of the following items with costs between $500 and $1,000 must be classified as equipment: stereo systems, still and video cameras, fax machines, DVD players, VCRs and VCR/TV combinations, cellular and portable telephones, and computer systems. EGRANTS BUDGET LINE ITEM: SUPPLIES AND DIRECT OPERATING EXPENSES Costs that are directly related to the delivery of services and do not fall under one of the other budget categories should be itemized under supplies with a brief description and justification. When calculating cost for space and utilities, ensure that costs are based on percent of square footage. You must indicate amount of square footage and rate per square foot in the budget description. All costs must be prorated. 19

20 More on Procuring Equipment or Services From Office of Justice Programs (OJP) 2011 Financial Guide: For a specific procurement, you must exclude from bidding or proposal submission any contractors who have been involved in development of the procurement. For example, you must not accept bids or proposals from contractors who have developed or drafted specifications, requirements, statements of work, and/or requests for proposals for the procurement. BUDGET HINTS Budget expenses should be focused on accomplishing the activities of the project. Provide enough detailed information so that the reader understands what the project is funding if the reader has to guess what something is to be used for, then you don t have enough detail. The description should answer: Is the line item reasonable? necessary? and allocable (does it fit in this project)? BUDGET HINTS CONT D Understand what costs are eligible and what are ineligible refer to the list of prohibited items in the RFA handout. Explain what you ll be buying (equipment, supplies) - quantity and what it s used for, who uses it. The costs in the budget must support the activities described in the activities tab. 20

21 NOW THAT YOU RE DONE WITH THE APPLICATION, WHAT DO YOU SEND TO COG? The Addendum(s) should be sent as a Word attachment in one to cjapplications@nctcog.org on or before February 28, Do not send as a pdf file! You will receive an confirming COG has received your addendum(s). NOTE - Identify your agency name in the subject line of the . NCTCOG FUNDING RECOMMENDATION NOTICE This communication to all applicants follows TAC language and states COG is/is not recommending your organization for funding to CJD Being recommended for funding means your project scored 70 or higher in the CJDPC prioritization A score of 70 or higher does NOT guarantee funding by CJD CJD will determine if your ranking is high enough to be funded GRANT PRELIMINARY REVIEW REPORT (PRR) PROCESS AFTER YOU SUBMIT APPLICATION What s a PRR? CJD staff will perform an in-depth compliance review on each egrants application. Applicants may be contacted by CJD staff for revisions to the egrants application. This may occur before the application is scored and prioritized. The original submission of your egrants application is the version that will be scored. The review of an application requesting revisions does not guarantee funding nor is it meant to suggest the project will be funded. A PRR is NOT performed on the Addendum document. 21

22 REPORTING and AUDIT REQUIREMENTS FOR FUNDED PROJECTS Quarterly financial reporting via egrants Programmatic reporting to PPRI (Texas A&M) CJD monitoring staff will conduct either an on-site audit or desk review audit of all funded projects. Budget and programmatic adjustments for funded projects must be approved by COG prior to being submitted to CJD POTPOURRI OF GRANT REMINDERS EGRANTS PROFILE TAB - PLAN YEAR INFO Grant Period 09/01/13 through 08/31/14 Plan Year

23 EGRANTS PROFILE TAB AGENCY NAME Applicant Agency name CORRECT: INCORRECT: Anywhere, City of Anywhere Police Department or City of Anywhere EGRANTS PROFILE TAB PROJECT TITLE Project title should be related to the project, NOTthenameofthe application program category. Don t use Juvenile Justice & Delinquency Prevention as your project title. CJD discourages the use of lengthy project titles EGRANTS PROFILE TAB GRANT OFFICIAL INFO The title for each grant official needs to be the title or position they hold with their agency, not Authorized Official, Project Director, Financial Official. 23

24 GRANT OFFICIAL ADDRESSES IN EGRANTS CJD discourages the use of generic addresses for the grant officials. For example: i ffi il chairman@yahoo.com. This makes it difficult to determine if three separate people are assigned to these accounts. CJD may investigate these types of addresses to ensure that the applicant agency s internal controls are strong. EGRANTS GRANT VENDOR TAB Applicants must have a DUNS (Data Universal Numbering System) number assigned to its agency mepage.do Do not enter dashes with your DUNS number. EGRANTS GRANT VENDOR TAB CONT D All applicants must be registered in the federal system for award and management (SAM) database located at / and maintain an active registration throughout the grant period. If project is funded, an expired SAM will result in the project being placed on fund hold. 24

25 EGRANTS NARRATIVE TAB: COMMUNITY PLAN Per CJD, completing this section is optional for FY14 (enter N/A). If you d like to complete it, please use the following guidelines: Must identify the corresponding Community Plan(s) for the projects service area(s) and must describe priority(ies) the project will address from the Community Plan(s). If your project covers more than one county, each county s Community Plan MUST be referenced in this section. Where are the community plans? On COG s website: EGRANTS NARRATIVE TAB: PROJECT SUMMARY COG will not directly score the Summary, BUT the scoring committee will be given the Summaries of all continuation projects to assess the need of services in any new applications from that geographic area/target population that may be submitted. Summary should be a brief explanation of the project that lets the reader know what the project will do and its purpose. This is a summary of the project, not the applicant agency s vision or mission. EGRANTS ACTIVITIES TAB You will see a section to create custom activities. Please note that CJD discourages the use of custom activities. 25

26 EGRANTS MEASURES TAB FYI - Measures are general for the solicitation and may change once the fund source is assigned. Additional measures may be collected by Texas A&M s Public Policy Research Institute (PPRI). EGRANTS DOCUMENTS TAB SOURCE OF FINANCIAL SUPPORT Sources of Financial Support section should identify all state and federal grant funds expended for the applicant agency, not the division applying for the grant. For example do not provide just the police department s state and federal grant funds, provide the entire city s state and federal grant funds. EGRANTS DOCUMENTS TAB - EEOP REQUIREMENT If you re a Type II or Type III agency, it is critical that you meet the EEOP requirements! Criteria for # of employees pertains to the applicant agency, not a department/division. View the EEOP short form template at Check with your Human Resources Department. Non-Profits are not required to have an EEOP plan on file. 26

27 More Info on Equal Employment Opportunity Plan (EEOP) An EEOP is a comprehensive document which analyzes: an agency s workforce in comparison to relevant labor market data and employment e practices ces to determine e their impact on the basis of race, national origin, and sex. The EEOP is a tool to identify possible discriminatory practices. Go to for more information on agency EEOP obligations. EGRANTS DOCUMENTS TAB CONTRACT MONITORING If contractual costs are shown in the budget, the applicant must explain how they will monitor the contracts for compliance with deliverables. If project is funded, contract monitoring will be reviewed closely by CJD s audit staff. EGRANTS DOCUMENTS TAB RESOLUTION Except for state agencies, each applicant must upload a resolution from its governing body (city council, county commissioners court, school board, board of directors). The resolution does NOT have to be uploaded in egrants by the February 28 th due date. All resolutions must address these four items: Authorization by your governing body for the submission of the application to CJD that clearly identifies the name of the project for which funding is requested. 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 (Note: If a name is provided, you must submit a new resolution to CJD should the official change during the grant period.) A written assurance that, in the event of loss or misuse of grant funds, the governing body will return all funds to CJD. Need to see a sample resolution? COG can send one to you. 27

28 EGRANTS DOCUMENTS TAB FFATA INFORMATION Certification of Recipient Highly Compensated Officers The Federal Funding Accountability and Transparency Act (FFATA) requires Prime Recipients (that s CJD) to report the names and total compensation of each of the five most highly compensated officers (a.k.a. positions) of each sub-recipient organization (that s you). Answers in this section will be based on the most recently completed fiscal year preceding the year in which the grant is awarded and will pertain to questions you answer regarding revenue from Federal sources. EGRANTS DOCUMENTS TAB CERTIFICATION AND ASSURANCES CIVIL RIGHTS LAWS: 1. Title VI of the Civil Rights Act of 1964: Prohibiting discrimination in programs or activities on the basis of race, color and national origin. 2. Federal Program Statutes: Prohibiting discrimination in employment practices or in programs and activities on the basis of race, color, religion, national origin, and sex. 3. Section 504 of the Rehabilitation Act of 1973: Prohibiting discrimination in employment practices or in programs and activities on the basis of disability. 4. Title II of the Americans with Disabilities Act of 1990: Prohibiting discrimination in services, programs, and activities on the basis of disability. 5. Age Discrimination Act of 1976: Prohibiting discrimination in programs and activities on the basis of age. 6. Title IX of the Education Amendments of 1972: Prohibiting discrimination in educational programs or activities on the basis of sex. Civil Rights Protected Classes Race Color National Origin Age Sex Religion Disability If a person files an employment or service discrimination complaint, regardless of its merits, an employer or service provider cannot retaliate against the person who filed the complaint. Retaliation claims are often easier to prove than the underlying discrimination claim. 28

29 Title VI, Civil Rights Act of 1964 Provides the basis for civil rights protection in Federally assisted programs. Applies to the whole organization receiving Federal funds, not just the specific grant funded program. Prohibits the following on the basis of race, color or national origin: - Treating individuals differently when determining eligibility for services. - Denying the opportunity to participate as a member of a planning or advisory body. - Selecting a program s location with the purpose or effect of excluding individuals. Disability Discrimination Section 504 of the Rehabilitation Act of 1973 Title II of the Americans with Disabilities Act of 1990 (ADA) Applies to recipients of federal funding and prohibits discrimination against qualified individuals on the basis of disability. Applies to public entities, whether or not they receive federal funding and prohibits discrimination against qualified individuals on the basis of disability. Omnibus Crime Control and Safe Streets Act of 1968 (Safe Streets Act) Department of Justice (DoJ) Program Statutes Victims of Crime Act (VOCA) Juvenile Justice and Delinquency Prevention Act (JJDPA) The Safe Streets act prohibits discrimination against any person on the grounds of race, color, religion, national origin, or sex. This Act applies to both employment in connection with the agency and services offered by the agency. VOCA prohibits the exclusion of benefits, services or employment to individuals on the grounds of race, color, religion, national origin, handicap, or sex. JJDPA prohibits discrimination on the basis of race, color, religion, national origin, sex, and dhandicap. 29

30 Ways to Prove Discrimination Disparate Treatment Intentionally treating individuals in a protective class differently. Disparate Impact Neutral policy or procedure has the effect of discriminating against individuals of a protected class. National Origin Discrimination Includes Discrimination on the basis of LEP A Limited English Proficient person has a first language other than English and has a limited ability to read, speak, write, or understand English. Avoid Discrimination Against LEP Persons Take reasonable steps to ensure meaningful access to the programs, services and information free of charge. Establish and implement policies and procedures for language assistance services that provide LEP persons with meaningful access. Provide Language Services Oral (Interpretation) Services Ensure interpreter is competent. NOTE: In most instances, family members, friends and uncertified persons are NOT appropriate. Written (Translation) Services Provide translation of written materials, especially vital documents. Develop a Language Access Plan (Go to for more information) Ensures consistent application of policies and practices Provides the basis for training staff on how best to serve LEP persons Informs LEP persons about available language access services Faith Based Organization (FBO) Guidance FBO Practices FBOs may not use Federal funding to advance inherently religious activities. FBOs may not discriminate against beneficiaries based on religion or religious belief. FBO Regulations do not alter existing statutory non-discrimination provisions against employment discrimination. FBO Treatment Obstacles to the inclusion of FBOs in funding programs must be eliminated FBOs must be given equal treatment as other organizations 30

31 How does this affect my agency as it pertains to CJD grants? All funded agencies, regardless of type, must comply with Civil Rights statutes. Civil Rights compliancy will be monitored by CJD auditors should your project be funded. During FY13 grant audits, CJD monitors were very thorough in their review of agency Civil Rights policies. Make sure you have adequate written policies and staff are appropriately trained. HINTS FOR COMPLETING THE ADDENDUM Do not change the font size Do not use ALL CAPS Do not remove instructional information Do not change the margins/orientation of the page Make sure to use the correct addendum for your program category MORE HINTS FOR THE ADDENDUM Make use of tables in the data section to convey trends and patterns. Data in paragraph format may be cumbersome to read through. All text and tables should be in black/white. Scorers will not receive color copies of your addendum. Paragraph breaks are your friend! Remember that scorers will be reading dozens of addendums - the easier you make it for them to read through the information, the better they will be able to digest it. 31

32 HINTS FOR EGRANTS Do not use ALL CAPS in egrants. Use the Save button frequently to make sure you don t lose information. You have to completely fill out a tab before egrants will allow you to Save/Continue. There is a 2 hour time-out feature on each tab. Copy and paste from Word to egrants to prevent loss of work. Just because COG uses the Addendum to score your project, doesn t mean you don t have to thoroughly complete each section of egrants! CERTIFY CERTIFY CERTIFY!!!! After the grantwriter hits submit in egrants, the Authorized Official must log in to egrants and Certify the application before CJD accepts it. The certification MUST be done no later than 11:59 PM on February 28, 2013! Applications that are not certified by the due date will be INELIGIBLE! APPLICATION MELTDOWN PREVENTION EFFORTS Do not wait until February 28 th to enter information into egrants for the first time. Do not send your draft to COG for technical assistance on February 28 th!!! 32

33 QUESTIONS? COMMENTS? EMOTIONAL OUTBURSTS? WE RE DONE! stick around if you want to see a quick egrants demo 33