SCAAP Frequently Asked Questions (FAQs)

General Program Questions Technical Problems Accessing the FY 2002 SCAAP Grants Management System (GMS) Changes from Prior Fiscal Years Facility Data Tab Inmate Data Tab Processing your SCAAP Payment

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General Program Questions

1. What is the SCAAP Program?

The State Criminal Alien Assistance Program (SCAAP) is administered by the Bureau of Justice Assistance (BJA), Office of Justice Programs (OJP), United States Department of Justice (DOJ), in conjunction with the Immigration and Naturalization Service (INS). SCAAP provides Federal assistance to States and localities that are incurring costs of incarcerating undocumented criminal aliens who have been accused or convicted of State and local offenses and have been incarcerated for a minimum of 72 hours. SCAAP is authorized by Section 241 of the Immigration and Nationality Act of 1990, as amended, 8 U.S.C. Part 1231(i). Section 241 gives the Attorney General the discretion, in the event of an appropriation, to either assist States and localities with costs incurred in incarcerating qualifying criminal aliens or take such aliens into Federal custody. The Attorney General has exercised her discretion to use the financial assistance option by delegating program implementation authority through the OJP Assistant Attorney General to BJA. BJA is a criminal justice grant-making and administrative agency; SCAAP is a program that provides financial assistance only. Please note that SCAAP is a payment program, not a reimbursement or entitlement program. Due to the constructive feedback from applicants, Congress, and other supportive DOJ agencies, there were several major changes in FY 2000 SCAAP from the program in prior years.

2. What is the Catalog of Federal Domestic Assistance (CFDA) number for SCAAP?

The CFDA number for SCAAP is 16.606

3. What is the application period for FY2002 SCAAP?

January 3rd, 2002 to February 1st, 2002. However, applicants must register for SCAAP prior to 5:00 pm (EDT) on January 25th, 2001.

4. Who can submit applications for SCAAP?

The Bureau of Justice Assistance (BJA) is unable to approve applications for user accounts for the State Criminal Alien Assistance Program (SCAAP) for the fiscal year 2002 funding that are not submitted by a public official. SCAAP user accounts can be established for only one user per eligible jurisdiction and this user must be the Chief Executive Officer (CEO), or formal public official designee and/or program contact, able to bind the jurisdiction legally to the terms of the SCAAP program. A CEO may not delegate this responsibility to a non-public official or a public official outside his/her jurisdiction. An applicant may utilize whatever assistance it deems appropriate to gather needed information for the completion of the SCAAP on-line application and payment acceptance processes; however, it may delegate only to a public official within the applicant jurisdiction the responsibility for actually establishing user accounts and completing the on-line processes. By entering into the certifications contained in this application, the State or political subdivision of the State is committing to use general revenues to reimburse the Federal government upon demand for any overpayment. Accordingly, the user entitled to submit an application for the SCAAP program must be an individual empowered to commit the general revenue funds of the State of political subdivision of a State. This ability to commit tax dollars is an inherently governmental function, which cannot be delegated outside of the government. Any applying jurisdiction violating these requirements will be subject to formal action, including nullification of the fiscal year 2002 SCAAP application as well as eligibility for future SCAAP funding cycles.

5. Who is eligible to be considered the Chief Executive Officer (CEO) of a jurisdiction?

For the purpose of the SCAAP program, the below list is provided as a convenience, but may not be all inclusive. Jurisdiction CEO State Governor City Mayor/City Manager Town Chairperson of Town Council/Town Manager County President County Commision/County Administrator Louisiana Parish Sheriff Texas County Judge

6. Who is eligible to be listed as either the Authorized Representative or Alternate Contact in the User Profile information?

Legislation authorizing the SCAAP Program mandates that payment of SCAAP funds is made to States and localities that meet the eligibility criteria, therefore the administering agency - Bureau of Justice Assistance (BJA) and its staff can only interact with jurisdiction/applicant agency employees. Employees of the jurisdiction/applicant agency are eligible to be listed as either the Authorized Representative or Alternate Contact in the User Profile information.

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Technical Problems

1. What is the reason I am not able to access the SCAAP application web site?

When unable to access the SCAAP web site, it is strongly suggested that prior to contacting the Office of Justice Programs Help Desk for assistance, users check to ensure that their systems are compatible with the SCAAP web site. Is the User using the correct Internet browser? The SCAAP application system is accessible using either Netscape Communicator 4.7 or Internet Explorer 5.5. Is the User's computer connected to a Network? The applicant's Network Administrator should contact the Strategic Response Center at 1-888-549-9901 - Option 3 for information regarding correct port settings. The Network Administrator should also check for any firewalls in the applicant's network that would prevent access. Did the User use an old bookmark to access the SCAAP-Grants Management System (GMS) log-in screen? If the User used a bookmark to attempt to access the SCAAP application site and received a message advising that the "Page can not be displayed", it is suggested that the User delete the bookmark and manually type the URL into the browser address line. The URL for the SCAAP-GMS log-in page is https://grants.ojp.usdoj.gov. If unable to resolve the SCAAP log-in problems after reviewing all of the above information, assistance is available, Monday through Friday, from 8:30am to 5:00pm at 1-888-549-9901 - Option 3.

2. How long will it take for my inmate files to upload?

Based on applicant feedback and requests during the FY 2001 SCAAP application process, BJA has implemented additional inmate data validation and will be providing an inmate data error report to users at the completion of the inmate file upload. This additional validation and the creation of the report has had a significant impact on the time required for file uploads. Examples of test inmate file upload times: 300 inmate records 45 seconds 7,800 inmate records 1 minute 54 seconds 54,600 inmate records 15 minutes 20 seconds

3. How will I know when my inmate file upload is completed?

During the file upload process, a bar of red flashing lights will appear at the bottom of an applicant’s screen. This bar of lights will continue to flash until the inmate file upload is complete. Upon completion of the inmate file upload the SCAAP GMS will provide every applicant with a file upload status report. This report will list the number of inmate records in the upload and the number of inmate records that are complete. In addition, the report will provide a detailed list of inmate records (by file number) that are incomplete or have data format errors and the nature of the error. Applicants should print this file upload status report for their records.

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Accessing the FY 2002 SCAAP Grants Management System (GMS)

1. When I log into the GMS using my previously established User ID and Password I am only able to see options for FY 2000 and 2001. How do I get to the FY 2002 SCAAP application?

When logging into the GMS the system always defaults to the "Status" page. Click on the "Funding Opportunities" button along the left side of the screen. At the next page, in the Program Office bar, highlight Bureau of Justice Assistance (BJA), then click search. The screen will display all open BJA funding solicitations. Look for "State Criminal Alien Assistance Program" and click on Apply online, in the column labeled "Action". This will take you to the SCAAP application pages for FY 2002.

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Changes from Prior Fiscal Years

1. How do I submit my FY 2002 SCAAP application?

Applications transitioned from the scannable forms and disk modes of data transmission used in prior years to the new Office of Justice Program's (OJP) Grants Management System (GMS). In FY 2002 data can be either uploaded from a jurisdiction's compatible files or entered into a template provided on the GMS site.

2. How has the payment formula changed?

FY 2002 SCAAP payment amounts will be determined by fixed formula using a data set that has been refined from previous years based on BJA and other DOJ agencies' experience with the program. FY 2002 is both streamlined with regard to the application/payment systems, and payment amounts are determined using actual empirical data without any "data averaging" or "one-day sampling" techniques. Salary costs, excluding benefits, for all correctional officers (part-time and full-time) in a facility used to incarcerate the illegal aliens must be reported in the application. This cost factor changed beginning with the fiscal year 2000 SCAAP process. Aggregate salary costs for correctional officers are common to all applicants and this data element tends to account for the majority of costs that were considered in the past.

3. Do I still report specific inmate offenses?

No. For FY 2002, applicants must certify to the fact that each inmate, whose record is being provided for SCAAP funding purposes, has been accused or convicted of committing either one felony or two misdemeanor offenses, and that this information is maintained at their site in a file that can be audited. Actual offense information does not need to be reported on the SCAAP application.

4. Can I use my jurisdiction custom country of birth code scheme?

No. Beginning with the FY 2002 SCAAP application ALL applicants MUST use the standard INS country codes for the country of birth information provided in the inmate records. No custom or abbreviated country codes will be accepted, regardless of whether or not a jurisdiction submits a country code data dictionary. Inmate records that do not contain the required country code format will be considered incomplete and will not be eligible for funding under FY 2002 SCAAP. To view a complete list of the current INS country codes, please click here

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Facility Data Tab

1. What is included in the definition of "correctional officer"?

A correctional officer is considered any full or part-time permanent and contractual custody staff, deputies and any dispatchers who have direct interaction with the inmate population. Administrative support and program staff must not be included. Correctional officers may include, but are not limited to, the following: First-line correctional officers First-line supervisors (Correctional Sergeants) First-line managers (Correctional Lieutenants) Wardens (Chief Executive Officers) For the purposes of SCAAP, correctional officers do not include clerical, educational, commissary, administrative, medical, or other such facility staff.

2. What should a facility include as part of its correctional officer salary costs?

Salary information provided on the SCAAP application SHOULD NOT include benefits or overtime. However, if overtime costs are a fixed expense included in a salary package and/or included in a facilities budgetary process (as per contractual agreement), they can be included as part of a facility's correctional officer salary costs. Correctional officer salary costs may include premium pay for specialized service (eg. bilingual officers), shift differential pay, and fixed pay increases for time-in-service.

3. What types of facility data are we required to report on the application?

Data about the total number of inmate beds; total inmate days for all inmates housed during the reporting period, including United States citizens, legal aliens, illegal aliens and individuals of unknown immigrant status; and the aggregate correctional officer salary costs, excluding benefits.

4. Can correctional facility staff such as food service staff, medical staff, substance abuse counselors, vocational counselors, jail management staff (supervisors who have inmate contact) and facility wardens be included when calculating correctional officer salary costs?

For the purpose of calculating correctional officer salary costs applicants should include: First-line correctional officers First-line supervisors (Correctional Sergeants) First-line managers (Correctional Lieutenants) Wardens (Chief Executive Officers) Applicants must not include clerical, educational, commissary, administrative, medical, or other such facility staff, regardless of the degree of contact or amount of time spent with inmates

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Inmate Data Tab

1. What types of inmate data are we required to report on the application?

Inmate data continue to include the INS A-Number if assigned; last, middle and first name; date of birth; foreign country of birth; unique inmate number assigned by the applicant; date taken into custody and date released from custody, or the last day of the reporting period if the inmate is still in custody at the end of the reporting period. If an FBI number is known, that can be provided.

2. How do I submit my inmate data using the online application?

Applicants have two choices in which to submit the inmate data for their correctional facility(ies): File Upload: The file upload function allows applicants to submit their inmate database files (in ASCII format) directly to BJA. File uploads must, at a minimum, contain the previously listed mandatory data fields. All inmate records MUST BE in the required BJA format. Files that are not in the required format will not be considered for funding. File uploads that do not include the necessary information will be considered incomplete and not eligible for funding under SCAAP. The SCAAP system will provide applicants with an opportunity to correct their files or add missing data prior to submitting the completed application. Data Entered: This function allows jurisdictions to manually enter inmate data using the template provided by BJA in the SCAAP application. This format allows applicants to manually enter all of the mandatory data required for inmate records to be considered for funding.

3. If I begin submitting inmate records using the data entry screens in the application, can I change my mind and finish by uploading a file containing all inmate records?

Applicants must use one or the other method to submit inmate data. Once a method has been selected, prior to submission of the completed application, applicants can change the method of submission. Applicants who change the method of submission must be aware that any such change will overwrite all previous inmate record submissions.

4. If a qualified inmate was taken into custody prior to or after the beginning and ending dates of the reporting period, what dates are used in the "Date Incarcerated" and/or "Date Released" fields of the Inmate Information?

If a qualified inmate was taken into custody prior to the first date of the reporting period (July 1, 2000), use the actual date taken into custody as the "Date Incarcerated". If an inmate that is being included in the applicant's data was not released on or before the final date of the reporting period, the date June 30, 2001 should be used as the "Date Released".

5. Can inmates be included in the inmate data, if an applicant has a valid INS Alien Number (A#), but the inmate's country of birth is not known?

No, if the country of birth is missing for an inmate record that record will be considered invalid.

6. What country of birth should be entered when the country provided by the inmate is not in the GMS drop-down list?

BJA recognizes that the official names of some countries throughout the world have changed in recent years. If the country provided by the inmate is not on the list, the applicant should make every effort to determine which country on the GMS drop-down list has the closest political boundaries to the country provided by the inmate. Example: Inmate Country of Birth: Serbia GMS Drop-down List: Bosnia-Herzegovina

7. Is an inmate eligible under SCAAP program guidelines, if he/she was convicted of 1 felony seven years ago and during the current reporting period was charged or convicted of 1 misdemeanor charge?

No. Only charges or convictions of 1 felony offense or 2 misdemeanor offenses that have resulted in the inmate’s incarceration during the current FY SCAAP reporting period are to be used to qualify an inmate for inclusion in the current year’s SCAAP application.

8. Can juveniles be included in the inmate records submitted for SCAAP funding?

Juveniles who are adjudicated delinquent, regardless of the charges or length of custody, are not eligible for inclusion with the inmate records submitted with the SCAAP application. Only those juvenile offenders who are charged or convicted, as an adult, who meet the qualifying offense, legal status in the United States, and time in custody criteria can be included in the inmate records.

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Processing Your SCAAP Payment

1. When will my jurisdiction receive its payment?

Once the FY 2002 SCAAP application period has closed and all data has been reviewed by INS, all payments are calculated using a relational formula. ALL payments will be released simultaneously by March 31, 2002. Payments will be made electronically ONLY to the general fund of the state or unit of local government, not to accounts established for any submitting agency or department within the governmental unit.

2. How do I get my SCAAP funds?

Applicants will receive e-mail notification that payments are ready to be accepted. Formal acceptance of the payment via the GMS is necessary for funds to be electronically transferred into the applicant account. If account information has not been provided to OJP previously, the applicants are required to provide this information at the time when they accept their payments online.