Transitional Housing Assistance Grant Program

Transitional Housing Assistance Grant Program This project was supported by Grant No. 2015-TA-AX-K002 awarded by the Office on Violence Against Women, U.S. Department of Justice. The opinions, findings, conclusions, and recommendations expressed in this publication/program/exhibition are those of the author(s) and do not necessarily reflect the views of the Department of Justice, Office on Violence Against Women. Set-Up To ask a question: Press *6 on your telephone to mute/un-mute your phone to speak. You can also type in the chat box. Need technical support any time during the webinar? Press *0 on your telephone. We will ask for questions at the end of each section and at the end of the training. 2 Transitional Housing Program 1

Who we are: Our mission: 3 Support OVW in tracking and measuring the work of VAWA grantees Provide technical assistance to VAWA grantees Transitional Housing Program Goals for this session You will understand, or improve your understanding of the following: the overall reporting process why your data matters and how it is used who to contact for assistance/available resources how to respond to questions on the Transitional Housing semiannual progress reporting form how to document activities related to the reauthorization of VAWA 2013 4 Transitional Housing Program 2

The reporting process Transitional Housing Assistance Program Grantee GMS OVW VAWA MEI 5 Transitional Housing Program Why does your data matter? Communicating with OVW and sharing your work and success stories Understanding the scope of violence against women trends, promising practices, areas of need Measuring and reporting on VAWA s effectiveness Summary data reports Attorney General s Reports to Congress 6 Transitional Housing Program 3

Who do I call for help? (MEI): TA/Training on content of the reporting forms 1-800-922-VAWA (8292) vawamei@maine.edu http://muskie.usm.maine.edu/vawamei 7 Transitional Housing Program Who do I call for help? (cont.) Grants Management Information System OVW GMS - Technological, web-based questions (Available during business hours) 1-866-655-4482 OVW.GMSSupport@usdoj.gov OJP GMS - Password assistance only (8am- 12am) 1-888-549-9901 GMS.HelpDesk@usdoj.gov 8 Transitional Housing Program 4

Who do I call for help? (cont.) Office on Violence Against Women OVW Program Specialist - Management of VAWA grant programs Verify grant-supported activities Need approval for products Cannot submit your Progress Report by the deadline 202-307-6026 9 Transitional Housing Program Tips for Successful Data Reporting Read separate instructions Use the other category only if no close fit exists Use optional information questions to discuss successes, provide more detail, or explain data issues Do not use acronyms or abbreviations Do not include attachments or extra documents as a way to report data **Give us a call! Send us an email!* 10 Transitional Housing Program 5

Access database Free and downloadable from VAWA MEI website: http://muskie.usm.maine.edu/vawamei/ 11 Any questions? 12 Transitional Housing Program 6

Section A1: Grant Information 13 Transitional Housing Program Section A1: Grant Information (cont.) 14 Transitional Housing Program 7

Section A1: Grant Information (cont.) 15 Transitional Housing Program Section A1: Grant Information (cont.) 16 Transitional Housing Program 8

Any questions? 17 Transitional Housing Program Section A2: Program Description The answer to this question will determine whether to answer questions 21, 25 and 31-35! 18 Transitional Housing Program 9

Question 9: Type and number of housing units funded Program-owned: The T-Housing Program owns and is responsible for the housing unit(s). Program-rented: The T-Housing Program rents the housing unit(s) and sublets the unit(s) to program participants. Vouchers/rent subsidies: The T-Housing Program provides victim/survivors with rent vouchers, or assists with rent payments, that are used to make payment to a third party owned unit(s). 19 Transitional Housing Program Type and number of housing units funded: Example 1 (NO to A2) Your program houses victims/survivors. However, Transitional Housing funds are NOT used to pay for housing services (housing is supported through another funding source). Instead, your program uses THousing funds to pay only for a case manager that provides supportive services to victims/survivors. In this case, you would respond no to Section A2 and skip to Section A3. You will NOT answer questions 21, 25, and 31-35. 20 Transitional Housing Program 10

Type and number of housing units funded: Example 2 (YES to A2, program owned) Your program houses victims/survivors in a 3 unit building owned by your program. You use OVW Thousing funds to pay for the utilities in all three units, as well as to support staff and general maintenance. In this case, you would respond YES to Section A2, and answer Question 9, under the column programowned. You will also respond to questions 21, 25, and 31-35, as appropriate. 21 Transitional Housing Program Type and number of housing units funded: Example 2 (YES to A2, program owned) You will report 3 clustered units (they are all in the same building or same location) under Program-owned units. 22 Transitional Housing Program 11

Type and number of housing units funded: Example 3 (YES to A2, program rented) Your program houses victims/survivors and their families in 5 separate buildings that the program rents from area landlords. You use OVW T-housing funds to pay rent directly to the landlords for all units, and then sublet these units to victims/ survivors. (Typically, the program s name would be on the lease.) In this case, you would respond YES to Section A2, and answer Question 9 under the column programrented You will also respond to questions 21, 25, and 31-35, as appropriate. 23 Transitional Housing Program Type and number of housing units funded: Example 2 (YES to A2, program rented) You will report 5 scattered units (they are in separate buildings in various areas of the city) under Program-rented units. 24 Transitional Housing Program 12

Type and number of housing units funded: Example 4 (YES to A2, vouchers/rent subsidies) Your program uses OVW T-housing funds to provide vouchers directly to 8 victims/survivors and their families, who then use these funds to support housing that they rent from area landlords. (Typically, the victim/survivor s name would be on the lease.) In this case, you would respond YES to Section A2, and answer Question 9 under the column vouchers/rent subsidies. You will also respond to questions 21, 25, and 31-35, as appropriate. 25 Transitional Housing Program Type and number of housing units funded: Example 4 (YES to A2, vouchers/rent subsidies) You will report 8 scattered units (they are in separate buildings in various areas of the city) under Vouchers/rent subsidies. 26 Transitional Housing Program 13

Question 10: Number of units that are accessible The total number of units reported here should not exceed the total of units reported in Question 9. 27 Transitional Housing Program Any questions? 28 Transitional Housing Program 14

Section A3: Staff Information If your Transitional Housing funds were used to fund staff positions, answer yes, if you answer no the form will skip you to the next section. 29 Transitional Housing Program Question 11: Staff 30 Transitional Housing Program 15

Section A3: Staff Information (cont.) Question 11: Staff FTE: Full Time Equivalent Report by activity performed rather than job title Divide staff time by activity type Time should be pro-rated 31 Transitional Housing Program Calculating FTEs Calculations: based on 26 weeks or 1040 working hrs in a six-month reporting period. 1.0 = (40 hrs/week, 1040 hrs/six months [40 hrs X 26 wks]).50 = (20 hrs/week, 520 hrs/six months).40 = (16 hrs/week, 416 hrs/six months).25 = (10 hrs/week, 260 hrs/six months).10 = (4 hrs/week, 104 hrs/six months) FTE = hours worked in the 6-month reporting period, divided by 1040 32 Transitional Housing Program 16

Calculating FTE: Pro-rating Two months into the reporting period, a full time transitional services coordinator was hired. In this case, you would need to pro-rate the FTEs to reflect four months of the six-month reporting period. The correct FTE under Transitional Services advocate would be 0.66 FTE (4 months/6 months). 33 Transitional Housing Program Poll question #1 Calculating FTE: Example During the reporting period, your program had one full-time case manager who spent about 3/4 of their time linking clients to services and 1/4 of their time providing life skills support. In addition, three months into the reporting period, a full time victim advocate was hired. 34 Transitional Housing Program 17

Poll question #1 (cont.) Would you report this as: A. 0.75 Case Manager, 0.25 Transitional Services Advocate, 0.05 Victim Advocate B. 0.75 Case Manager, 0.25 Transitional Services Advocate, 0.50 Victim Advocate C. 0.25 Case Manager, 0.75 Transitional Services Advocate, 1.00 Victim Advocate 35 Transitional Housing Program Any questions? 36 Transitional Housing Program 18

Section B: Program Areas 37 Transitional Housing Program Section B: Program Areas (cont.) Question 13: Areas of special interest Remember to include any areas of special interest as listed in the grant proposal for Transitional Housing funds. The OVW Program Manager must approve all changes to any program scope or area of special interest. 38 Transitional Housing Program 19

Section C1: Function Areas: Coordinated Community Response Question 14: Coordinated community response activities 39 Transitional Housing Program Section C1: Function Areas: Coordinated Community Response (cont.) The following numbers can help you determine the frequency of contact for a 6 month reporting period: Daily 130 contacts Weekly 26 contacts Monthly 6 contacts Quarterly 2 contacts 40 Transitional Housing Program 20

Question 15: (Optional) Additional information Describe: the effectiveness of CCR activities funded or supported by your Transitional Housing Program grant. any additional information you would like to share about your CCR activities beyond what you have provided in the data. 41 Transitional Housing Program Section C2: Accessibility and Security 42 Transitional Housing Program 21

Section C3: Policies Question 17: Types of policies or protocols developed, substantially revised, or implemented during the current reporting period Develop: To create a new policy or protocol. Substantially revise: To make a significant amendment to an existing policy or protocol. Implement: To carry out a new or revised policy or protocol as standard practice. Question 18: Have you received TA in developing policies? 43 Transitional Housing Program Question 19: (Optional) Additional information Describe: the effectiveness of policies funded or supported by your Transitional Housing Program grant that you have developed or implemented. any additional information you would like to share about your activities relating to the developing, revising or implementing of policies beyond what you have already provided. 44 Transitional Housing Program 22

Any questions? 45 Transitional Housing Program Section D: Services 46 Transitional Housing Program 23

Section D: Services (cont.) Question 20: Number of victims served, partially served, and not served Served: Received all requested services that are funded by Transitional Housing grant funds. Partially served: Received some, but not all requested services that are funded by Transitional Housing grant funds. Not served: Received none of the requested services that are funded by Transitional Housing grant funds. 47 Transitional Housing Program Section D: Services (cont.) When considering served, partially served, and not served, ask yourself two questions: 1. What services are you funded to provide? 2. What services did the victim/survivor request? 48 Transitional Housing Program 24

Victims/survivors SERVED: Example 1 A victim/survivor in your transitional housing program requests case management services and meets 10 times with a case manager during the current reporting period. This victim/survivor is reported as served, and counted once in Question 20, even though they received the service on multiple occasions. 49 Transitional Housing Program Victims/survivors PARTIALLY SERVED: Example 2 A victim in your grant-funded transitional housing program requests job training, but the Transitional Services Advocate has a full case load and so your program is unable to provide this service. In this case, you will count this victim as partially served, because you are able to provide the programfunded transitional housing, but not the requested transitional services. 50 Transitional Housing Program 25

Victims/survivors NOT SERVED: Example 3 Your program uses Transitional Housing funds to rent 3 apartments to house victims. A mom with 2 children requests housing services, but the apartment is full and you cannot provide housing. You will count 1 victim and 2 children as NOT SERVED, because you were not able to provide transitional housing to this survivor. 51 Transitional Housing Program Victims/survivors who should not be reported at all on this form Victims/survivors who: Are not experiencing/are not children or other dependents of victims of DV, SA or Stalking Seek or access services that are not funded by your Transitional Housing program grant Are offered services and they do not want them Begin intake process but do not complete it (e.g. do not complete paperwork required for housing) 52 Transitional Housing Program 26

Poll question #2 Services: Example 1 You are funded to provide case management and counseling services. During the reporting period, three victims who were all in your transitional housing program sought services: Victim 1 wanted both funded services and received them Victim 2 wanted both funded services and received only case management. Victim 3 wanted legal assistance (you are not funded to provide legal assistance) and did not received it. 53 Transitional Housing Program Poll question #2 (cont.) Would you report this as: A. 1 Served, 2 Partially served, 0 Not served B. 1 Served, 1 Partially served, 1 Not served C. 2 Served, 1 Partially served, 0 Not served 54 Transitional Housing Program 27

Any questions? 55 Transitional Housing Program Section D: Services (cont.) Question 21: Number not or partially served solely due to lack of housing Only answer this question if you answered YES to Section A2 and reported data in question 9 If you do report yes in question 9, report number of victims/survivors, children and other dependents that are part or not served solely due to lack of housing 56 Transitional Housing Program 28

Question 21: Not or partially served solely due to lack of housing: Example 1 Your program uses Transitional Housing funds to rent 4 apartments to house victims/survivors. A woman with 1 child and a small dog requests housing services, but the apartment is full and you cannot provide housing. In this case you would record 1 victim and 1 child in the not served solely due to lack of housing. 57 Transitional Housing Program Question 22: Other reasons partially served/not served Reasons seen listed in the Other category that indicated the victim should have been classified differently or should not have been counted in this section. Victim did not return Victim refused services Could not locate victim 58 Transitional Housing Program 29

Section D: Services (cont.) 59 Transitional Housing Program Section D: Services (cont.) 60 Transitional Housing Program 30

Any questions? 61 Transitional Housing Program Question 25: Transitional housing nights of shelter Only respond if: you answered YES to section A2 and responded to question 9 AND you use funds for program owned or program rented units. Do not fill out this question if you only provide vouchers or rent subsidies. 62 Transitional Housing Program 31

Question 26: Housing assistance For those who provide vouchers/rent subsidies (indicated in A2/Question 9), report the number of victims/survivors receiving them, the number of months, and the total cost. DO NOT report rent subsidy/voucher if you answered NO to A2/Question 9 DO NOT report funds used on support services here (i.e., transportation, child care, education) 63 Transitional Housing Program Question 27: (Optional) Additional information Describe: the effectiveness of housing assistance funded or supported by your Transitional Housing grant. any additional information you would like to share about your housing assistance activities beyond what you have provided in the data. 64 Transitional Housing Program 32

Question 28: Support services For those counted as served or partially served in question 20, report the number who received grant funded support services. Count each person only once under each type of service. 65 Transitional Housing Program Question 29: (Optional) Additional information Describe: Describe the effectiveness of support services funded or supported by your Transitional Housing grant. Provide any additional information you would like to share about your support service activities beyond what you have provided in the data. 66 Transitional Housing Program 33

Section D: Services (cont.) Only report if: Transitional Housing funds paid for voucher. Voucher is a service that the victim/survivor chooses. Report referrals by grant funded staff to resources that provide support services under case management or advocacy in support services, Question 28. 67 Transitional Housing Program Services: Example 1 A victim/survivor receives $550 to assist in her move to a new apartment. This would be reported under Question 26: Housing Assistance in the category relocation expenses. 68 Transitional Housing Program 34

Services: Example 2 A victim/survivor and her three children are provided counseling at your agency. This would be reported under Question 28: Support Services. You will report 1 victim and 3 children in the category counseling/ support group. 69 Transitional Housing Program Services: Example 3 A victim/survivor receives a coupon for $100 to purchase groceries for her family. The coupon is not specific to any place or item. This would be reported under Question 30: Vouchers for Support Services in the category food. 70 Transitional Housing Program 35

Any questions? 71 Transitional Housing Program Questions 31 35: Only respond to if you answered yes to question 9 Only respond to these questions if you answered YES to Section A2 and reported data in question 9 72 Transitional Housing Program 36

Question 31: Destination upon exit Exit: Reached the maximum time allowed in the program Services were no longer required or desired 73 Transitional Housing Program Question 31: Example Your program uses transitional housing funds to support an apartment that can house three tenants. A victim/survivor with 2 children requests and receives housing from your program and resides in the apartment. After 3 months, the victim/survivor returns to live with the abuser. In this case, you will count this victim as exiting, and report one victim under the permanent housing of choice category (This victim chose to exit services, and went to their choice of permanent housing). 74 Transitional Housing Program 37

Question 32: Perception of risk Only record perceptions of risk of violence for the victims/survivor that exited transitional housing and were reported for question 31. Use the unknown category as appropriate. Total responses for question 32 should equal the total number of victims reported as exiting under question 31. Do not report for terminated victims/survivors. 75 Transitional Housing Program Question 33: Length of stay/exited Record the length of stay for victims/survivors reported as exiting under question 31. Do not report exit of victims/survivors who left housing that was not funded by the Transitional Housing grant. The total responses for question 33 should equal the total number of victims reported as exiting under question 31. 76 Transitional Housing Program 38

Question 34: Reason for termination and destination upon termination Terminated before they reached the maximum time allowed and still wanted services. Do not report victims/survivors who were terminated from housing that was not funded by the Transitional Housing grant. Use the destination-unknown category as appropriate. 77 Transitional Housing Program Question 34: Example Your program uses transitional housing funds to support an apartment. A victim/survivor requests and receives housing from your program. After 2 months, the victim/survivor is terminated from the program due to non-compliance with program rules regarding use of illegal substances. They are accepted into a transitional housing program for clients with substance abuse issues. In this case, you will count this victim as terminated, and report one victim under the Transitional Housing (other than your grant-funded) program in the Noncompliance with program rules column. 78 Transitional Housing Program 39

Question 35: Length of stay Only record the length of stay for victims/survivors reported as terminating under question 34. Do not report termination of victims/survivors who left housing that was not funded by the Transitional Housing grant. The total responses for question 35 should equal the total number of victims reported as terminating under question 34. 79 Transitional Housing Program Questions 36 & 37: Follow-up services Record all follow-up support services provided with grant funds after victims/survivors exit or are terminated from transitional housing services. A victim/survivor, child, or other dependent may be counted only once under each type of service even if they received that service more than once during the reporting period. 80 Transitional Housing Program 40

Any questions? 81 Transitional Housing Program VAWA 2013 Program Changes Universal changes: Serving victims of severe forms of trafficking victim services and legal assistance may be provided to these victims, who must also be victims of domestic violence, dating violence, sexual assault, and/or stalking. Learn more about VAWA 2013 changes at: https://www.justice.gov/sites/default/files/ovw/legacy/2014/06/1 6/VAWA-2013-grant-programs-summary.pdf New Transitional Housing purpose area: Services to help victims secure employment 82 Transitional Housing Program 41

Documenting VAWA 2013 Accomplishments Use existing narrative questions Document both quantitative and qualitative data Use the phrase VAWA 2013 Accomplishments prior to describing activities View the Documenting VAWA 2013 Accomplishments Webinar here: http://muskie.usm.maine.edu/vawamei/vawa2013training.htm 83 Transitional Housing Program Section E: Narrative Q. 39 If applicable, include VAWA 2013 Accomplishments here! 84 Transitional Housing Program 42

Section E: Narrative Q. 40 and Q. 41 If applicable, include VAWA 2013 Accomplishments here! 85 Transitional Housing Program Section E: Narrative Q.42 and Q.43 If applicable, include VAWA 2013 Accomplishments here! 86 Transitional Housing Program 43

Any questions? 87 Transitional Housing Program Validating your form 88 Transitional Housing Program 44

Reminders Read separate instructions Use the other category only as a last resort Use optional information sections to capture unique successes of your program, clarify data, provide more details Do not use acronyms or abbreviations Do not include attachments **Give us a call! Send us an email! 89 Transitional Housing Program VAWAMEI website: http://muskie.usm.maine.edu/vawamei Available closed captioned recording of entire progress report training section by section Transcript of closed captioned recording All the materials from today Access database for collecting Transitional Housing data Summary data reports (aggregated data by grant program in charts and tables) Transitional Housing grant home page: http://muskie.usm.maine.edu/vawamei/thousingmain.htm 90 Transitional Housing Program 45

Questions? VAWA MEI: 1-800-922-VAWA (8292) Email: vawamei@maine.edu Casey Benner: 1-207-228-8562 Email: casey.benner@maine.edu Maureen Baker: 1-207-780-5869 Email: maureen.baker@maine.edu OVW to reach your Program Specialist: (202) 307-6026 OVW GMS Support: 1-866-655-4482 Email: OVW.GMSSupport@usdoj.gov THANK YOU!!! 91 Transitional Housing Program 46