Criminal Justice Division. PY 2019 Application Process

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1 Criminal Justice Division PY 2019 Application Process

2 Important Forms and Documents

3 All applications must have their direct deposit (3 forms) uploaded before application submission. egrants will no longer allow an applicant to submit and certify their application without the required documents. Please allow additional time for this requirement especially first time applicants. Eligibility Requirements In order for an applicant to be eligible, the county (or counties) in which the applicant is located must have a 90% average on both adult and juvenile criminal history dispositions to the Texas Department of Public Safety for calendar years 2012 through This requirement must be met by August 1, 2018; Eligible applicants must have a DUNS (Data Universal Numbering System) number assigned to its agency (to request a DUNS number, go to and Eligible applicants must be registered in the federal System for Award Management (SAM) database located at and maintain an active registration throughout the grant period. Depending on funding source, some match may be required. Depending on funding source, Compliance with UCR reporting and DHS Certification Letter.

4 Eligibility Requirements Cont. Eligible Organizations Applications may be submitted by state agencies, public and private institutions of higher education, independent school districts, Native American tribes, councils of governments, non-profit corporations (including hospitals and faith-based organizations), and units of local government, which are defined as a non-statewide governmental body with the authority to establish a budget and impose taxes. All applications submitted by local law enforcement agencies/offices MUST be submitted by a unit of government affiliated with the agency, including an authorizing resolution from that unit of government. For example, police departments must apply under their municipal government, and community supervision and corrections departments, district attorneys, and judicial districts must apply through their affiliated county government (or one of the counties, in the case of agencies that serve more than one county).

5 ALL CJD FUNDING OPPORTUNITIES

6 JAG GRANTS Purpose: To promote public safety, reduce crime and improve the criminal justice system. Minimum: $10,000 Maximum: None Match Requirements: None Project Period: Earliest start date October 1, 2018 and latest start date December 1, 2018 all projects may not exceed 12 months. UCR Reporting-Applicants must have submitted a full 12 mos. of accurate data to DPS for the most recent calendar year. Full compliance with Dept. HLS detainer requests applies to all municipal or county governments that operate a subdivision or dept. that detains individuals after arrest for a crime violation. The letter is good for 2 years from the date of signature.

7 JAG GRANTS Cont. New Eligible Purpose Areas Applications must designate their project as falling under one of the below four categories of purpose areas: General Justice System Support Targeted Criminal Justice Response Recidivism Reduction Prevention or Intervention NEW Ineligible JAG Activities Automated license plate readers, cell-site simulators, drones, or other surveillance equipment that may infringe upon the civil liberties of Texans; Activities or costs in support of Operation Borderstar (agencies seeking such funding should apply under Homeland Security and Grants Division funding announcements)

8 Juvenile Justice Grant Program Purpose: 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. Minimum: $10,000 Maximum: None Match Requirements: None Project Period: Earliest start date October 1, 2018 and latest start date December 1, 2018 all projects may not exceed 12 months.

9 Juvenile Justice Grant Program Cont. Eligible Purpose Areas Projects MUST fall under one of two categories: Prevention or Intervention, or Recidivism Reduction. Under this year s funding announcement, CJD is ONLY accepting applications for the following types of projects (indicate all that apply on the Activities tab in egrants): Child Abuse and Neglect Programs. Diversion. Mental Health Services. Aftercare/Reentry. Community-Based Programs and Services. Delinquency Prevention. Disproportionate Minority Contact. Job Training.

10 Violence Against Women Justice and Training Program Purpose: To solicit applications for projects that promote a coordinated, multidisciplinary approach to improve the justice system s response to violent crimes against women, including domestic violence, commercial sex trafficking, sexual assault, dating violence and stalking. Minimum: $5,000 Maximum: None Match Requirements: Grantees must provide matching funds equal to 29% of the total project cost. Cash and/or in-kind contributions. Project Period: Earliest start date September 1, 2018 and latest start date December 1, 2018 all projects may not exceed 12 months. Agencies applying for funds to support a CASA or Children s Advocacy Center program MUST apply through either Texas CASA Inc. or Children's Advocacy Centers of Texas.

11 General Victim Assistance Program Purpose: To provide services and assistance directly to victims of crime to speed their recovery and aid them through the criminal justice process. Minimum: $10,000 Maximum: None Match Requirements: Minimum of 20% of the total project costs. Cash and/or in-kind contributions. Agencies applying for funds to support a CASA or Children s Advocacy Center program MUST apply through either Texas CASA Inc. or Children's Advocacy Centers of Texas. Project Period: Earliest start date October 1, 2018 and latest start date December 1, 2018 Grantees in the middle of a 24 month project may not apply for continuation funding on the same project but ARE allowed to submit an application for a substantially different project. First year projects may not exceed a 12-month period, EXCEPT Transitional Housing projects which must have a 24-month project period. Those who received a 12 month project last year may apply for a 24 month project this year. One application for each separate project.

12 Eligible Purpose Areas Applications must designate in egrants which of the following purpose areas corresponds to their project: General Victim Services Transitional Housing and Support Services College Campus Victim Assistance Sexual Assault Forensic Services Victim Assistance System Improvement

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14 Applicant Agency Name Legal name of the applicant (i.e. City of Here; Everywhere County; Good Deeds, Inc.) Division or Unit Specific division or unit within the applicant agency that operates the project (i.e. Police Department; District Attorney s Office; Grants Division) Correct Incorrect Applicant Agency Name: City of Here Here Police Department Division or Unit: Police Department PD Special Crime Grant Officials 3 different individuals responsible for managing the grant project (Authorized Official, Financial Officer, Project Director) NOTE: Individuals must be registered in egrants before they can be shown as a Grant Official *

15 Grant Officials Authorized Official - appointed or authorized by the governing body. County-County Judge City-Mayor or City Manager Non-Profit Organization-Board Chair or ED Financial Officer-must be the chief financial officer for the grantee. Non-Profit Organization-Board Treasurer or organization s Financial Officer County-County Treasurer/Auditor City-City Treasurer/Auditor Project Director-responsible for the day-to-day operations of the project including programmatic reporting.

16 Project Title A title that explains the purpose of the project NOT the name of the fund source. Project Narrative Project Narrative allows you to provide clear and concise details about your project. When describing your project make sure the information is easy to understand by a person not familiar with your project. (i.e. Problem Statement, Supporting Data, Community Plan, Goal Statement, etc.). Provide only information that would be suitable for release in response to a public information request. Project Summary A brief explanation of the project that lets the reader know what the project will do and it s purpose. IMPORTANT: This is a summary of the project, not the applicant agency s vision or mission.

17 Project Start and End Dates The project s grant period. Must be within the dates indicated in the solicitation RFA. Primary Service County The county in which the majority of the services will be performed. This also determines the COG s Peer Review Group applicable to the project. Service Area All counties in which the project will operate. Target Group and Population Area More detail about the geographic area (example-- Precinct 4), target population (example-- juveniles currently on probation), gender, age, and anything else relevant to where the project is targeting its services. *

18 Problem Statement and Supporting Data An explanation of the problem the project will address NOT problems faced by the agency as a whole. Supporting data must be directly related to the project. Goal Statement Impact the project intends to have NOT the project s activities. This should be one or two sentences and must let the reader know what the project intends to accomplish by the end of the project period. * Project Activities CJD Defined Activities created by CJD that are eligible under the selected fund source/funding opportunity and fit within CJD s strategies for those funds. CJD Defined activities also have specific measures tied to them. Egrants will no longer accept custom activities. Applicants must fit all their project activities into the preset categories defined by CJD. Measures CJD Defined Measures created by CJD that are tied directly to CJD Defined Activities. Applicants are required to enter both Current and Target Data for all measure, even if the data is 0. NOTE: All Current and Target data must be reasonable compared to the project budget. *

19 Budget Personnel List Personnel Positions Separately and Include a Description for Each Position. % of the Position s Base Salary Paid with Grant Funds Volunteer Line Items Should Include: volunteer time; purpose for the volunteers; number of volunteer hours; and rate per hour to support the total. Contractual and Professional Services List Contractual Services Separately with a Brief Explanation of each Contract Applicants Must Use Their Agency s Procurement Guidelines A Procurement Questionnaire Must Be Uploaded to egrants for Procurements in Excess of $150,000 **

20 Budget Equipment Equipment is now defined as tangible personal property Line Item Descriptions Must Include the Number and Cost Per Unit along with Justification for the Equipment A Procurement Questionnaire Must Be Uploaded to egrants for Equipment Procurements in Excess of $150,000 Travel Travel Line Items are for Project Staff Only Applicants Must Follow Their Own Travel Policies Justification for Out-of-State Travel Must Include: how the event is related to grant activities; how attendance at the event will impact the project s goals and objectives; and justification as to why agency personnel must go out-of-state rather than attend a similar training in-state.

21 Budget Supplies Related to the Day-to-Day Operation of the Grant Funded Project Shared Costs Must be Pro-Rated Costs for Rent or Leasing Space Must Include the Cost /Square Foot and Number of Square Feet Indirect Costs If Allowed by the Fund Source, the Standard Indirect Costs Rate is 2% of the CJD-Funded Direct Costs A Cost Allocation Plan is Required for Rates that Exceed the 2% Standard All Rates Are Negotiable

22 Budget Matching Funds Grantees are held to the level of match in the approved budget. Are subject to the same statutes, rules, regulations and guidelines applicable to the use of the funded portion of the proposed project. Cash (hard) match is actual cash spent by your agency on the grant project. Cash does not lose its identity when it passes to another party. In-kind (soft) match is the value of donated services or items, and is not allowed in all fund sources. In-kind match may include: The fair market value of volunteer time, professional services, travel expenses, building space, non-expendable equipment, materials, and supplies contributed during the grant period to the grantee by a third party. Depreciation and usage fees for buildings or equipment acquired by the grantee before the start of the grant period and used by the grant-funded project. The maximum depreciation allowable is the amount that occurs during the grant period. Federal Funds CANNOT be used to meet match requirements.

23 egrant Application Application Submission All Applications Will Be Submitted DIRECTLY to CJD via ONLINE PROCESS Applications Due February 20, 2018 at 5pm CST

24 After Application Submission egrant Application Upon completion of an Eligibility Review by CJD: CJD will forward all eligible applications to MRGDC by February 23, MRGDC s CJAC will score and prioritize applications on April 11, 2018 beginning at 9:00 Uvalde WFC. MRGDC s Board of Director s will approve CJAC s recommendation of priority application list on April 25, MRGDC will CJD a priority list of applications that are recommended for funding by May 11, 2018.

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27 Scoring Criteria will include whether: The problem to be solved is documented and real and is tied to appropriate target group (Problem Statement) The approach to be used is sound and clearly addresses the problem (Project Approach and Activities) The organization has a documented, good track record doing this type of work and has the right staff members to do so (Capacity and Capabilities) * The organization has a clear plan to generate, collect, and assess output and outcome measures to support evaluation of results (Data Management) Criteria may include: Whether the organization has shown progressive results in previously funded grants. Adherence to evidence-based practices. Other information deemed important by the COG and CJAC Waiting for all criteria to be determined at the regional level

28 Selection Process Application Screening: CJD will screen all applications to ensure that they meet the requirements included in the funding announcement. Applications that meet those requirements will move forward to the merit review phase. Merit Review Local Projects: Projects with a local impact will be reviewed by a panel appointed by the local Council of Governments using their own criteria. The merit review panels will assess the applications for quality and rank by priority, and then report their findings to the CJD executive director. Merit Review Statewide Projects: Projects with a statewide impact will be reviewed by a panel appointed by the CJD executive director in an effort to prioritize funding. The merit review panel will assess and score each application on a 100-point scale, and then report its findings to the executive director. Scores will be based on standard criteria. For more information, see How to Apply for a CJD Grant, available at Final Decisions All Projects: The executive director will consider merit review rankings along with other factors and make all final funding decisions. Other factors may include cost effectiveness, overall funds availability, CJD or state government priorities and strategies, legislative directives, need, geographic distribution, balance of focuses and approaches, or other relevant factors. CJD may not fund all applications or may only award part of the amount requested. Per Rule 3.9 of the Texas Administrative Code, all funding decisions made by the executive director are final and are not subject to appeal. The receipt of an application by CJD does not obligate CJD to fund the grant or to fund it at the amount requested.

29 CJD Review Process There is no commitment on the part of CJD to fund an application or to fund it at the amount requested. Preliminary Review Process Funding Decisions Appeal Process (None) Grant Acceptance Grant Application Workshop

30 Preliminary Review Report (PRR) An assessment of a grant application reflecting the status of the grant at the time the report is issued. A PRR will, in most cases, be issued for each application by CJD. PRR s will be posted in the applicant s account. Applicant must provide a response by the CJD - established deadline. COG WILL NOT BE DOING ANY PRR S THIS YEAR Common Mistakes Budget Errors, Ineligible Activities, Missing Attachments Grant Application Workshop

31 Missing Attachments Grantees Who Have a Past History w/ CJD: A Special Condition may be added to an award for missing attachments. This allows the grantee to submit the attachment(s) sometime after the grant has been awarded, but does not allow the release of funds. Agencies Who Have Never Received CJD Funds: CJD must have a complete application file for all new agency applicants. If attachments are missing a 2nd PRR may be issued and the award will be delayed or denied. Grant Application Workshop

32 Funding Decisions All decisions to fund grant requests rest completely within the discretionary authority of CJD. CJD makes no commitment that a grant, once funded, will receive priority consideration for subsequent funding. CJD will make decisions regarding funding levels for both the overall project and for individual budget items based upon the project s reasonableness, eligibility and the availability of grant funding and cost-effectiveness. Grant Application Workshop

33 Grant Acceptance Statement of Grant Award CJD will issue a Statement of Grant Award to the authorized official informing them of the approved budget, and if applicable, the required match. The authorized official must certify the Grantee Acceptance Notice within 45 calendar days of the date upon which CJD issues the Statement of Grant Award. No funds will be dispersed to the grantee until the Authorized Official has certified the Grantee Acceptance Notice has been received by CJD and Special Conditions are resolved. Grant Application Workshop

34 Grantee Responsibilities Preliminary Review Reports: All corrections are resolved and submitted to CJD by deadline. If revised PRR is issued, items are immediately resolved. If a special condition is noted on the statement of grant award, items are immediately resolved. Matching Policy: Grantee has ensured that it possesses or can acquire the required matching funds to satisfy the matching requirement. Grantee has provided matching funds equal to or greater than the required minimum matching funds percentage of the total grant funds. Grant Application Workshop

35 Grantee Responsibilities Quarterly Reports: Each quarter (March, June, September, December) an expenditure report is completed and submitted to CJD via the egrant system. CJD will place a financial hold on a grantee s funds if the grantee fails to submit timely expenditure reports. Grant Records: All financial records, supporting documents, and statistical records are kept on file for at least seven years. Grant Application Workshop

36 Grantee Responsibilities Requests for Funds: Before submitting FSR form, all special conditions should have been resolved. FSR Form is submitted to the CJD Accounting Office via egrants system Your final request for funds FSR form is sent to CJD no more than 90 days after the end of your grant. There are numerous rules and responsibilities that apply to grantees. Your criminal justice planner can assist you to ensure that you are in compliance with all grant rules and regulations.

37 Overview of Application Process Applicants should carefully review the application process as outlined below. CJD will not consider applications that fail to adequately address the application requirements and prompts, including those that have been previously approved for funding and/or are recommended for funding by local Criminal Justice Advisory Committees. Step 1 Review eligibility and requirements: The Eligibility section outlines who may apply, which purpose areas will be considered, and the expenses and activities eligible to be included. The Program-Specific Details section has information on timelines, reporting, and funding. The Standard CJD Requirements section addresses application and project requirements. Step 2 Contact your regional criminal justice planner (local and regional projects only): The regional Council of Governments (COG) Criminal Justice Advisory Committee will review local and regional applications first, and some COGs have additional, mandatory application procedures. Applicants should contact their COG s criminal justice planner early as possible. A directory is available at

38 Step 3 Develop your project: Before starting your application, applicants should develop a concrete understanding of their project and read CJD s Developing a Good Project Narrative at which details how to explain: What the project will accomplish: What problem will the project solve? Who is the targeted population to serve and/or prosecute? What does success look like and how do you measure it? How the project will help: What specifically will you do? What standards or evidence says it s an effective approach? What capabilities are needed to succeed? What is required for success: What resources (including funding) does the project require? Step 4 - Apply in egrants: Compile and submit your grant application via egrants, at For more instructions and information, see How to Apply for a CJD Grant, available at Step 5 - Funding Decisions and Grant Acceptance: Await the funding decision, which is provided through a grant award or other notice from CJD. If you receive an award, complete the acceptance process to access funds.

39 Where Can a Grantee Go for Assistance? MRGDC Criminal Justice Staff Conrado Longoria, P & O Director conrado.longoria@mrgdc.org Phone: CJD Grant Manager Phone: 512/ egrants Help Desk - egrants@governor.state.tx.us Michelle Garcia, CJ Planner michelle.garcia@mrgdc.org Phone: MRGDC Website

40 Available Resources Bureau of Justice Assistance Office of Justice Programs Office for Victims of Crime Violence Against Women Office Office of Juvenile Justice & Delinquency Prevention Grant Application Workshop

41 Available Resources Governor s Criminal Justice Division Texas Association of Regional Councils Criminal Justice Resource Center OJP Financial Guidelines Texas Register Grant Application Workshop

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