Section II: Application Kit
Program Abstract
Each application must include a program abstract that highlights the purposes, goals, methods, and anticipated benefits of the proposed project. The abstract should not exceed one double-spaced page.
Program Narrative
Each application must contain a program narrative that justifies and describes the program to be implemented. The program narrative may not exceed 30 double-spaced pages on 8½- by 11-inch paper. (Note: Victim Assistance in Indian Country Discretionary grant applicants have a 10 page narrative restriction). Single-spaced or one and one-half spaced narratives will not be accepted. Margins must be no less than 1 inch and the font no smaller than 12 point type. Applications that do not conform with these requirements will not be forwarded for competitive review. The 30-page (or 10-page limit) narrative limit does not include the forms, the abstract, and appendices. The position descriptions and qualifications, as well as individual resumes, may be submitted as appendices to the application. Numerous and lengthy appendices and attachments not directly related to the project are strongly discouraged. OVC is unable to copy videotapes and lengthy publications that are sent as examples of the grant applicant's work. Consequently, peer reviewers will not receive these attachments as part of the review process.
The program narrative must include the following:
1. Program Goals
Applicants should use the goals Stated in the specific solicitation as the basis for a succinct and clear Statement of their proposed program's projected value to the victims' field. For example, if the solicitation States as its goal, "To increase and enhance services provided by prosecutors to crime victims," then the applicant should briefly explain how their particular proposal will achieve that goal.
2. Program Strategy and Implementation Plan
The program strategy must include sufficient detail so that the reader can understand what will be accomplished, how it will be accomplished, and who will accomplish it. The applicant must describe the following:
All proposed tasks should be presented in a way that allows a reviewer to see the logical progression of tasks and relate the tasks directly to the accomplishment of the project goal(s). Projected activities should be realistic and reflect the project's allocated time, staff, and funding. A clear picture of the contents or components of the product or training is important, as is a detailed plan for packaging and disseminating the product to user groups. In the past, reviewers have given higher scores to applications that describe how they will introduce the products to the field and encourage their use than to applications without this information. Detailed procedures for pilot testing and refining the products have also resulted in higher scores.
Applicants must show they paln cost effective and efficient use of grant resources, demonstrating that all grant-related expenses are necessary to project completion. Tasks and activities described in the narrative should parallel the budget and all the identified costs should accurately reflect the tasks, staff time, supplies, and (if applicable) travel necessary to accomplish the grant-related work.
3. Organizational Capability, Program Management, and Staffing Plan
Applicants must demonstrate how their resources, capabilities, and experience will enable them to achieve the goals and accomplish the tasks of the program for which they are applying. Applications should include a clear description of the applicant's management structure and previous experience with similar or related efforts. Applicants should include a description of the proposed professional staff members' unique qualifications that will enable them to fulfill their grant responsibilities.
Applicants should describe how the program will be managed, including an organizational chart describing the roles and responsibilities of key organizational and functional components and personnel . Applicants must also include a list of personnel responsible for managing and implementing the major stages of the project including detailed position descriptions, qualifications, and selection criteria for each position.
The proposed project director must have both the substantive expertise and experience to perform crucial leadership functions and sufficient time to devote to the project to provide the needed guidance and supervision. In addition to these items, the appliant may add as attachments or appendices, resumes or other information that qualify the project staff to work on the project.
4. Time-Task Plan
Applicants must develop a time-task plan that clearly identifies major activities and products for the duration of the project period. This plan must include the designation of organizational responsibility and a schedule for the completion of the activities and the submission of finished products. In preparing the time-task plan, Gantt chart, or schedule, applicants should make certain that all project activities, including reproduction of project products and their initial dissemination, will occur within the proposed project period. Applicants should consider the OVC requirement to submit final drafts of all publications, including videos, 120 days prior to the end of grant periods. The plan must also provide for the submission of written progress reports. All recipients are required to submit semiannual progress reports.
5. Program Budget
The applicant will enter budgeted items and their costs on a budget detail worksheet with a thorough justification for all costs, including the basis for computing the costs. The budget must be complete, reasonable, and directly related to the activities proposed in the application. The Budget Detail Worksheet is located in the forms appendix to the application kit. Applicants must justify the cost of individual items such as personnel, travel, etc. and show how they were computed. A budget narrative that justifies all costs must also be included. Applications containing contracts must include detailed budgets for each organization's expenses. Applicants should plan to attend an OVC discretionary grantee meeting and, with the exception of local grantees, budget this at an annual cost of $1,000. OVC's VOCA funds cannot be used to cover construction costs, prevention activities, or costs relating to offender rehabilitation or counseling.
6. Assessment
Each application must provide a plan for assessing the project's effectiveness. The assessment should include, at a minimum, the units of service provided; the number of individuals trained; how training affected program development and implementation; cost per unit of training; the number of agencies that were provided technical assistance; the number and type of products disseminated; the target audience; user satisfaction; cost-effectiveness of the program, service, or product; and the benefit to the field. Information about how well the program, service, or product worked, unanticipated benefits that resulted, and the program's ability to be replicated by others are elements that should be included in the plan for assessing the program. For technical assistance projects, applicants should develop a mechanism for gathering feedback from both the users and providers of the technical assistance. The OVC project manager is available to offer guidance to grantees on performance measures once an award has been made.
Applicants should include plans to capture both outcome data and information on long-term change as a result of the proposed project. Applicants should identify challenging but achievable outcomes in their proposals and describe how they plan to assess performance in attaining the identified outcomes. The applicant should identify staff members responsible for completing the assessment. Assessment information may be submitted as part of the semiannual progress report, but must be submitted as part of the final report that is due within 120 days of project completion.
OVC submits this information annually, in accordance with the Government Performance and Results Act (GPRA). OVC summarizes the individual results and outcomes of all discretionary grant programs, indicating whether the programs are successful. These findings help provide justification for continuing OVC's discretionary grant program.
Procedures for Selection
OVC staff review applications for completeness and basic responsiveness to the individual solicitation. Responsive applications will be forwarded to peer review panels of individuals with expertise in the respective topic areas. The peer review panelists will score each application using specific selection criteria. The peer review panel will then, as a group, generate an average score and rank for each application and make recommendations for awards to the Director of OVC and the Assistant Attorney General for Justice Programs. Final selection will be based upon the scoring system and other considerations like previous performance on Federal grants. The Assistant Attorney General for Justice programs has the ultimate authority to select applications for funding.
Applications for each program described in Section I (except for the Victim Assistance in Indian Country Discretionary Grant Program, which designates other selection criteria and point values) will be evaluated and rated based on the extent to which they meet the selection criteria listed below.
Selection Criteria
1. Project Strategy/Design (40 points). This criterion addresses how well the project design supports the purpose and goals of the grant program. The applicant's strategy or design must include a description of project phases, tasks, activities, and clear descriptions of interim deliverables and final products. It must include a time-task plan that clearly identifies major activities and products.
2. Implementation Plan and Budget (20 points). This criterion measures how well the program will be managed. Reviewers will examine the identified project tasks, milestones, and the assignment of staff resources within the framework of the proposed time/task line. The applicant must demonstrate that there is sufficient staff and time to accomplish the proposed tasks in a cost-effective manner.
The applicant must explain how budget items are computed and why they are vital to the project, clearly relating the items to identified tasks described in the narrative. For example, if the applicant has planned an extensive survey, the budget should reflect the staff time necessary to identify the sample, make follow-up calls, and conduct other activities to collect information. If an applicant proposes distributing a large number of training manuals, the budget should allocate sufficient funds for printing and postage. Applicants should not include items that are not fully necessary to the project, such as a computer for developing a small, printed product (for example, brochures).
3. Organizational Capability (30 points). Points will be awarded based on the applicant's Stated capability to undertake and complete a national-scope, Federally funded project, including evidence that the applicant possesses the requisite staff and expertise. Organizational capability will be assessed on the basis of 1) the applicant's described management structure, previous experience with similar or related efforts, and financial capability (15 points), and 2) the applicant's project management plan and documentation of the professional staff members' unique qualifications to perform their assigned tasks (15 points). Applicants must clearly establish that their experience and resources enable them to achieve the goals and objectives of the grant for which they are applying.
4. A Plan for Measuring Progress and Outcome (10 points). This criterion assigns points to the applicant's plan for determining how the proposed project will accomplish its purpose. All applications must contain a plan for evaluating the accomplishment of project objectives. Applicants should describe the criteria and units of measurement used to assess the project's effectiveness such as number of individuals trained, positive changes that trainees have made as a result of the training, any new capacity or improved response to victims resulting from the training, the number and type of agencies that received technical assistance, the number and type of products disseminated, user satisfaction data, and the cost-effectiveness of the project. Requests for materials and for repeat training may also be indicators of success. For training or technical assistance projects, applicants should develop a mechanism for gathering feedback from the consumers and providers. For example, both the opinions of those who receive the training (trainees) and the opinions of those who use the product to provide training or information to others (trainers) must be considered in evaluating or assessing the success of the product. Applicants must describe how the evaluation data will be gathered and analyzed.
Quality of Previous Performance
Prior to making final selections for funding specific applicants, the Director of OVC and the Assistant Attorney General for Justice Programs will consider information about the performance of applicants on previous grants awarded by OVC, OJP, or other Federal agencies. Emphasis will be placed on the delivery of complete, responsive products that produced tangible benefits. Applicants who have failed to meet grant deadlines, did not comply with OJP financial requirements, or did not adjust to difficulties by setting revised time/task lines will not be favorably considered for funding.
Administrative and Financial Requirements
The use of discretionary grant funds is governed by the provisions of the Office of Management and Budget (OMB) circular A-110. Additional information and guidance are contained in the Office of Justice Programs' Financial Guide, which includes information on allowable costs, methods of payment, audit requirements, accounting systems, and financial records. Copies of the Guide are available from the Department of Justice Response Center at 1-800-421-6770.
Assurances
Each application must include the OJP Assurances Form (OJP Form 4000/3). The form assures compliance with the requirements for receiving Federal funds. It is the responsibility of the recipient of the Federal funds to fully understand and comply with these requirements. Failure to comply may result in withholding funds, termination of the award, or other sanctions.
Certification Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug-Free Workplace Requirements
The applicant is required to complete, sign, and include in the application a copy of the Certification Regarding Lobbying, Debarment, Suspension, and Other Responsibility Matters; and Drug Free Workplace Requirements Form. By signing this certification, the applicant agrees to comply with the following requirements:
Lobbying. The applicant and its subgrantees, contractors, and subcontractors will not use Federal funds for lobbying and will disclose all lobbying activities. Indian Tribes or Tribal organization applicants may delete the Disclosure of Lobbying Activities Form from their applications. Indian Tribes are exempt from certifying that they will not use Federal funds for lobbying. All other applicants must submit this form .
Debarment. OJP requires that the applicant and principals have not been debarred or suspended from Federal benefits and/or no such proceedings have been initiated against them; they have not been convicted of, indicted for, or criminally or civilly charged by a government entity for fraud, violation of antitrust statutes, embezzlement, theft, forgery, bribery, falsification or destruction of records, making false Statements, or receiving stolen property; and have not had a public transaction terminated for cause or default.
Drug-Free Workplace. The applicant will or will continue to provide a drug-free workplace.
Signing these forms commits the applicant to compliance with the certification requirements under 28 CFR Part 69, New Restrictions on Lobbying, and 28 CFR Part 67, Government-Wide Debarment and Suspension (Nonprocurement) and Government-Wide Requirements for Drug Free Workplace (Grants). The certification will be treated as a material representation of the fact upon which reliance will be placed by the U.S. Department of Justice in making awards.
Civil Rights
All recipients of Federal grant funds must comply with the nondiscrimination requirements set forth in various Federal laws. All applicants should consult the
assurances to understand the applicable legal and administrative requirements. If, after a due process hearing, any court or administrative agency makes a finding of discrimination on grounds of race, color, religion, national origin, gender, disability, or age against a recipient of funds, the recipient must agree to forward a copy of the finding to the OJP Office of Civil Rights.
If the applicant is applying for a grant of $500,000 or more, U.S. Department of Justice regulations (28 CFR 42.301 et seq.) require that an Equal Employment Opportunity Plan be included with the application submission if it is not already on file.
List of Federal Efforts
Please provide information in your application on (a) active Federal grant awards (from the Department of Justice or other Federal agency) already supporting this or related efforts; (b) information on any pending application(s) for Federal money for this or related efforts; and (c) how these would be coordinated with the funding sought by this application. For each, please include the program/project title; the Federal grantor agency; the Federal award amount; and a very brief description of its purpose. This information is requested to encourage better coordination among Federal agencies in addressing State and local needs.
"Related efforts" is defined for these purposes as follows:
Your list of Federal efforts should be included as an attachment to the grant application.
Reporting Requirements
Semiannual Progress Report or Categorical Assistance Progress Report, OJP Form 4587/1. OVC Program Managers should be kept up-to-date on project activities. Written progress reports should inform the Program Manager of tasks that have been completed and whether significant delays or departures from the original work plan are expected. Recipients are required to submit semiannual progress reports. The progress reports describe activities during the reporting period and the status of the project or accomplishment of objectives as set forth in the approved award documents and/or in the subsequently approved project time line. Progress reports must be submitted within 30 days after the end of the reporting periods, which are June 30 and December 31 for the life of the award. OVC may opt, by special condition to the award, to combine the first report into the subsequent reporting period. For example, if the begin date on the award is June 1, OVC may opt to receive the first report 30 days after the December 31 reporting period. An original and two copies of the progress report must be sent to the Office of the Comptroller, Control Desk, Rm 5303, 810 7th Street NW, Washington, DC 20531-0001.
A final report that provides a summary of progress toward achieving the goals of the grant, major project activities, significant results, and any products developed is due 120 days after the end date of the grant. Report forms will be provided to the recipient by the Office of the Comptroller in the initial award package. OVC uses the data provided in these semiannual progress reports to meet the GPRA requirements for information on individual program results and outcomes. The GPRA report is reviewed and used to determine OVC's effectiveness.
OVC's VAIC (Victim Assistance in Indian Country Discretionary Grant Program) requires an additional report, the VAIC Performance Report. This report is due 31 days after the end of the calendar year, January 31, 2000. The report includes statistical and narrative information on the VAIC Program. These report forms will be included in the grant award package. This information is included in OVC's Report to Congress. The VAIC Performance Report should be sent to Cynthia Darling, OVC, 810 7th Street NW, Washington, DC 20531.
Financial Status Reports. Financial status reports (SF 269A) are due quarterly on the 45th day following the end of each calendar quarter. A report must be submitted every quarter that the award is active. The final report is due 120 days after the end date of the award. The Office of the Comptroller will provide a copy of this form in the initial award package.
Fund draw-downs and future awards may be withheld if progress and financial status reports are delinquent. An original and two copies of all reports must be sent to the Office of the Comptroller, Control Desk, Rm 5303, 810 7th Street NW, Washington, DC 20531-0001.
Single Audit Report. Recipients that expend $300,000 or more of Federal funds during the fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with the U.S. General Accounting Office Government Auditing Standards. The audit report is currently due to the Federal Audit Clearinghouse, Bureau of Census not later than 13 months after the end of the recipient's fiscal year. For fiscal years beginning on or after July 1, 1998, the audit report will be due 9 months after the end of the recipient's fiscal year.
Publications
OVC has developed an OVC Publications Guide that provides guidance to grantees on developing products that are to be published through OVC's discretionary grant program. The Guide is available on the World Wide Web from OVC's homepage at www.ojp.usdoj.gov/ovc/ or by contacting Bill Brantley at 202-616-3574. Applicants should note that final drafts of all publications developed under grant funding must be submitted to OVC 120 days prior to the end of their grant period. This allows OVC to conduct an internal review, an external peer review of the draft, and a review by other Department of Justice components. In the event that grantees fail to provide final drafts within this time period, OVC will issue no-cost extensions to the grant period; no additional funds will be made available to the grantee in the event that substantive changes to the publication are required by the grantee. Final publications will be printed by OVC. Only a small printing budget will be approved for grantees who develop materials that must be "pilot tested" prior to the completion of the grant. Applicants should build the 120-day publication review period deadline into their grant time/task lines.
In cases where grantees perform the dissemination of their findings through a variety of media such as professional journals, books, and conferences, the grantee should send copies of such publicationsto the Program Manager as they become available, even if they appear well after a project expires. OVC imposes no restriction on the publication and dissemination of these products other than the following mandatory acknowledgment and disclaimer on the product:
This project publication was supported by grant number _____________ from the Office for Victims of Crime. Points of view are those of the author(s) and do not necessarily represent the position of the U.S. Department of Justice.
Grantee Responsibilities
Award recipients and Project Directors assume certain responsibilities as part of their participation in government-sponsored grant programs. OVC's monitoring activities are intended to help grantees meet these responsibilities. They are based on good communication and open dialogue conducted amicably with mutual respect. Some elements of this dialogue follow:
Timeliness
Grantees are expected to complete award products within the time frames agreed upon by OVC and the grantee. OVC recognizes there are legitimate reasons for project extensions. OVC does not, however, it a legitimate reason for delay if the grantee assumes additional projects that impinge upon previous time commitments. If a delay is anticipated, the grantee must contact the assigned OVC program specialist to negotiate a new due date; the grantee must submit a revised time/task line for the extended project. Projects with unreasonable delays may be terminated administratively. In this situation, any remaining funds are withdrawn from the grantee. Future applications from the Project Director or the recipient institution are subject to strict scrutiny and may be denied based on past failure to meet minimum standards.
Suspension or Termination of Funding
The Office of Justice Programs may suspend funding in whole or in part, terminate funding, or impose another sanction on a grantee for the following reasons:
Before imposing sanctions, the Office of Justice Programs will provide reasonable notice to the grantee of its intent to impose sanctions and will attempt to resolve the problem informally. Hearing and appeal procedures will follow those described in Department of Justice regulations in 28 CFR part 18.