2012 grant writing workshop available programs: juvenile accountability block grant tuesday, january...
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2012 Grant Writing Workshop
Available Programs: Juvenile Accountability Block Grant
Tuesday, January 10, 2012
Introductions
Jason Metzger
Jason.W.Metzger@wv.gov
Senior Justice Programs SpecialistJuvenile Accountability Block Grant
West Virginia Division of Justice and Community Services
• A Division of the Department of Military Affairs and Public Safety
• WV’s criminal justice planning agency• Staff to the Governor’s Committee on
Crime, Delinquency and Correction• Administer approximately 20 million dollars
in grant funds
West Virginia Division of Criminal Justice Services
• JJDP – Title II (Formula)• JJDP – Title V• Juvenile Accountability Block
Grant• Enforcing the Underage
Drinking Laws• Justice Assistance Grant
(JAG)• Court Security Fund• Child Advocacy Centers• Safe and Drug Free
Communities• STOP Violence Against
Women
• Victims of Crime Act• Paul Coverdell Forensic
Science Improvements• Community Corrections• Statistical Analysis Center• National Criminal History
Improvement• Local Law Enforcement
Training and Education• Project Safe Neighborhoods• Residential Substance Abuse
Treatment• Compliance Monitoring
Current Programs
The goal of the JABG program is to reduce juvenile offending through accountability-
based initiatives focused on both the offender and the juvenile justice system.
Juvenile Accountability Block Grant
Program Categories:
Category 5 – Prosecutors – Providing funding to enable prosecutors to address drug, gang, and
youth violence problems more effectively and for technology, equipment, and training to assist prosecutors in identifying and expediting the prosecution of violent juvenile offenders.
Category 8 – Drug Courts _ Establishing drug court programs to provide continuing judicial supervision of juvenile offenders with substance abuse problems and to integrate the administration of other sanctions and services for such offenders.
Category 9 – Juvenile Records– Establishing and maintaining a system of juvenile records designed to
promote public safety.
Juvenile Accountability Block Grant
Juvenile Accountability Block Grant
Program Categories:
•Category 10 – Information Sharing
Establishing and maintaining interagency information-sharing
programs that enable the juvenile justice and criminal justice
systems, schools, and social services agencies to make more
informed decisions regarding the early identification, control,
supervision and treatment of juveniles who repeatedly commit
serious delinquent or criminal acts.
Juvenile Accountability Block Grant
Program Categories:
Category 11 – Accountability-Based Programs– Establishing and maintaining accountability-based programs designed
to reduce recidivism among juvenile who are referred by law enforcement personnel or agencies.
Category 13 – School Safety (Prevention Resource Officer)– The PRO program puts certified West Virginia police officers who are
also certified Prevention Resource Officers in local middle and high schools. The officers maintain an office in one school for 35-40 hours per week, attend extra- curricular activities, and facilitate classes on non-traditional educational topics such as: juvenile law, domestic violence, underage drinking, drug and alcohol prevention, and child abuse and neglect. The officers work on safety issues, prevention, and learning more about youth and interacting with them.
Category 14 – Restorative Justice– Establishing and maintaining restorative justice programs.
West Virginia Awards:
FY 2007: $351,000
FY 2008: $370,000
FY 2009: $422,300
FY 2010: $404,800
FY 2011: $316,629
Juvenile Accountability Block Gant
Grant Application Process
• Request for Proposal Brochures sent out December 2011
• Applications sent upon request– Download applications at www.djcs.wv.gov
• Grant Writing Workshop – Today• Deadline for submission of grants:
February 10, 2012 (close of business)
Application
Applicant: Type of Agency Address: State
County
Municipal
Phone:
Project Director: Fiscal Officer: Address: Address: Phone: Phone: Fax: Fax: Email: Email:
Page One – General Information
JABG – unit of state or local government
Application
Applicant: Type of Agency Address: State
County
Municipal
Phone:
Project Director: Fiscal Officer: Address: Address: Phone: Phone: Fax: Fax: Email: Email:
Page One – General Information
Amount Requested: Amount Recommended:
Program Category: Number of years previously funded? Geographic Area Served: If so, in what category?
Estimated number of youth to be served through the grant: Project Period: July 1, 2010 – June 30, 2011 Utilizing an evidence/research based program or an environmental strategy? Yes No
Name of Program:
Please provide the link to your program: Cost per youth:
Project Title:
Description:
Application
Page One – General Information
JABG Category Information can be found in Appendix B
Amount Requested: Amount Recommended: Program Category: Number of years previously funded? Geographic Area Served:
If so, in what category?
Estimated number of youth to be served through the grant: Project Period: July 1, 2011 – June 30, 2012 Utilizing an evidence/research based program or an environmental strategy? Yes No
Name of Program:
Please provide the link to your program: Cost per youth: Project Title:
Description:
Application
Page One – General Information
Examples of evidence/research based programs or elements of environmental strategies can be found:
Application
Page One – General Information
Amount Requested: Amount Recommended:
Program Category: Number of years previously funded? Geographic Area Served: If so, in what category?
Estimated number of youth to be served through the grant: Project Period: July 1, 2011 – June 30, 2012 Utilizing an evidence/research based program or an environmental strategy? Yes No
Name of Program:
Please provide the link to your program: Cost per youth:
Project Title:
Description:
BRIEF summary of the program’s concept and overall goal. Space is limited.
Application
Page One – General Information
Certification: To the best of my knowledge, the information contained in this application is true and correct. The submission thereof has been duly authorized by the governing body, and the applicant will comply with the attached special conditions and assurances if funding is provided.
Authorized Official: Title:
Address: Phone:
Fax:
E-Mail:
Signature:
Date:
Application
Page One – General Information
Certification: To the best of my knowledge, the information contained in this application is true and correct. The submission thereof has been duly authorized by the governing body, and the applicant will comply with the attached special conditions and assurances if funding is provided.
Authorized Official: Title:
Address: Phone:
Fax:
E-Mail:
Signature:
Date:
Must be an Original Signature (BLUE INK)
Application Checklist
Page 1 - General Administrative Information– Applicant – City or County Commission
– PD, FO, AO – 3 different individuals with complete contact information (including emails)
– Evidence Based Program – name and link
– Authorized Official – original signature (Mayor or County Commission President)
Application
Budget Information– Page 2: Budget Summary
• MATCH
– Page 3: Budget Detail– Page 4: Budget Justification
Application
Page Two – Budget Summary
Applicant:
FEIN Number:
List the applicant and the applicant’s Federal Employee Identification Number (FEIN) in the spaces provided. For example, a nine-digit number usually staring 55.
55-XXXXXXX
Category
JABG Requested Funds
Other Funds
Total Budget
Personnel / Contractual
Travel / Training
Equipment
Space
Other
Totals
Application
Page Two – Budget Summary
Indicate the amount of grant funds requested in the various category items
allowable under the grant program.
Category
JABG Requested Funds
Other Funds
Total Budget
Personnel / Contractual
Travel / Training
Equipment
Space
Other
Totals
Application
Page Two – Budget Summary
MATCH - Indicate the other funds allocated to the various
budget line items.
Category
JABG Requested Funds
Other Funds
Total Budget
Personnel / Contractual
Travel / Training
Equipment
Space
Other
Totals
Application
Page Two – Budget Summary
Requested grant funds plus matching funds
Application
Page Two – Budget Summary
Funding Strategy
Funding Source(s) Amount Status
Funding Source - Separately list each source of funds that will be used in the program.
Amount - Enter the amount received or anticipated for each
Status - Indicate the status of each funding source of funds as follows:
P – Projected grant, loan or donation A – Application submitted and under review C – Funds Committed R – Funds received, appropriated or on hand
List separately each source of funds for the project and indicate the status of each funding source as outlined under the Funding Strategy section.
Application
Page Two – Budget Summary
Funding Strategy
Funding Source(s) Amount Status
Funding Source - Separately list each source of funds that will be used in the program.
Amount - Enter the amount received or anticipated for each
Status - Indicate the status of each funding source of funds as follows:
P – Projected grant, loan or donation A – Application submitted and under review C – Funds Committed R – Funds received, appropriated or on hand
County Commission $5,500.00 C
Allowable/Unallowable CostsAllowable
Personnel/Contractual• JABG - Personnel expenses for staff
providing direct services to youth
Travel/Training• Mileage reimbursement will be in
accordance with West Virginia State Travel Regulations.
• Training costs for staff (registration fees, mileage, lodging, and meals).
Equipment• Equipment over $5,000.00.
Other• Expendable equipment (laptop, printers,
etc.)• Project materials, such as curriculum, or
educational materials (books, handouts, workbooks, videos, etc.)
Unallowable
• Administrative costs (administrative salaries such as salaries for executive directors, accountants, bookkeepers, clerical staff, and indirect costs).
• Continuing education credits, tuition and textbooks for college or graduate courses.
• Space (rent and utilities).
Would it be necessary to purchase or utilize this item in order to accomplish the project’s goals and objectives?
Application
Page Three – Budget DetailDetailed Project Cost by
Budget Category Requested
Funds Other Funds
Recommendation
Personnel / Contractual Travel / Training Equipment Space (Not an EUDL-Funded Category) Other
DCJS Use Only
Total Requested Funds Total Other Funds Total of Recommendation (DJCS Only)
Provide a breakdown of the category totals listed on Page 2. This information
should include general line item information by budget category.
Application
Page Three – Budget Detail (Example)Detailed Project Cost by
Budget Category Requested
EUDL Funds Other Funds
Recommendation
Personnel / Contractual Travel / Training Equipment Space (Not an EUDL-Funded Category) Other
DCJS Use Only
Total Requested EUDL Funds Total Other Funds Total of Recommendation (DCJS Only)
Overtime Hours for Law Enforcement 6 Officers x 2 hrs x $20/hr (avg.) x 12 Checks Benefits - FICA
$2,880.00
National Leadership Conference $1,500.00 $500.00
$220.00
ApplicationPage Four – Budget Justification
Provide a further breakdown of all costs listed in the Budget Detail worksheet. This should not only provide a breakdown of costs, but also why this expense is needed to carry out the proposal.
Example: Personnel / Contractual
List positions as contractual (no benefits) or personnel with the benefits spelled out in detail. To show personnel with benefits, reflect the gross wages (salary) plus any benefits and taxes, such as FICA, Worker’s Compensation, Retirement, etc. For hourly employees, indicate the hourly rate, the number of hours to be worked in a day, and the total number of days to be worked during the grant cycle. For example: $10 / hour x 3 hours / day x 180 days = $5,400.00
This position is needed to oversee the day to day activities of the program. The individual will be in charge of supervising staff, completing grant paperwork monthly, and monitoring the progress of the programs goals and objectives outlined in the application.
Matching Requirement
• Programs will be required to assume a greater local level of fiscal responsibility and promote increased local participation. Funded projects must receive financial support from sources other Federal funding.
• The purpose of matching funds is to augment the amount of resources available to the project from grant funds and to foster the dedication of state, local and community resources to the purposes of the project.
Matching Requirement
• The matching requirements are as follows: – 1st year – 10% match cash match– 2nd year – 15% match (5% - in-kind/cash and 10% - cash)– 3rd year – 20% match (10% - in-kind/cash and 10% - cash)– 4th year – 25% match (10% - in-kind/cash and 15% - cash)– 5th year and beyond – 30% match (15% - in-kind/cash and
15% - cash)
*Match can be shown in cash or half cash and half in-kind.
Calculating Match
For 1st year applicants, the method for calculating the appropriate match for individual grants is as follows:
Step 1: Grant Requested Funds divided by .9 = Total Project Amount
$35,000.00 / .9 = $38,888.89
Step 2: Total Project Amount – Grant Requested Funds = Match Amount
$38,888.89 - $35,000.00 = $3,888.89
For year 2 - divide by .85; For year 3 - divide by .80;For year 4 - divide by .75For year 5 and beyond – divide by .70.
Finding Match
Cash Match
Consists of actual cash funds
dedicated to the project.
Examples:
• Donations• Non-Federal Income• Local Governments
In-Kind Match
Non-cash items that come from
another source but are
committed to the goals of the
project.
Examples:
• Donated services • Donated goods
*Cannot use federal funds to match federal funds.
Valuing In-Kind Contributions
• Use fair market price• Consider what it would cost to obtain
similar goods or services
• IRS defines fair market value as the price an item would sell for on the open market.
Application Checklist
Pages 2 – 4 Budget– Budget Summary (Complete with Applicant and FEIN Number)
– Funding Strategy – list of funding sources
– Check your math
– Included the correct amount of match
– Provide a justification (pg 4) – why these funds are essential to the program.
Application
Page Five – Project Narrative
Detailed description of how the applicant will use grant funds (e.g., public advertising programs, compliance check operations, travel, educational materials, etc.)
Complete the Project Narrative following the format as outlined in the application instructions and address each section with a heading.
Additional pages will be necessary and should be labeled 5-1, 5-2, 5-3, etc.
New ComponentPriority will be given to programs that utilize evidence/research based programming and/or prove elements of environmental strategies for prevention.
Application
Page Five – Project Narrative (cont.)
Statement of Need or Problem Statement
The problem/need should be clearly identified and substantiated by research and statistics specific for the targeted service delivery area and population.
– Why do you need a grant?
– Supporting current data (preferable base-line data as well as written demonstration) is provided to justify why programming of this type is needed
– Target population to be served should be identified and described (include the needs)
– Existing projects must show a continued need - a copy of last years problem statement will not be accepted
Application
Page Five – Project Narrative (cont.)
Program Description and/or Solution to the Problem:
– Describe the proposed program and how it will address the needs identified in the problem statement
– Describe the program’s overall goal(s) and the anticipated impact on the targeted population
– Describe the activities to be implemented in the program – when discussing these activities, be sure to include an implementation schedule
– Describe how youth will be recruited and/or referred to the program, if applicable
Application
Page Five – Project Narrative (cont.)
Program Description and/or Solution to the Problem:
– Discuss the program’s management and supervision – indicate the role of the project director, the supervision of funded staff, the role of the governing board, the role of the planning and evaluation team, and if volunteers will be used to implement the program
– Existing projects must show past impact of their project on the targeted population – a copy of last years program description is not acceptable
Application
Page Five – Project Narrative (cont.)
Collaboration:
Describe the degree of interagency linkage and community ties with the project – referral agreements and letters of working agreements with key agencies.
– How will the program integrate or coordinate with existing related initiatives
– Describe the networking system to be used with other agencies
Application
Page Five – Project Narrative (cont.)
Program Evaluation:
Provide an evaluation strategy to determine the success of the project. – Does not have to be complicated
– Describe the plan for measuring program effectiveness – this should be based on the goal(s) and objective(s) as well as any base-line data provided
– Identify the data elements to be used to measure progress
– Describe how the data will be collected
– Describe how the data will be analyzed and to whom the results will be reported
Application
Page Five – Project Narrative (cont.)
Plan of Sustainability:
A detailed description of how the project will be sustained in the event that grant funds are no longer available.
– This plan must illustrate the willingness and capacity to continue the project after grant funds are no longer available.
– The plan should also describe any working relationships that would be maintained as a part of the grant program.
Application
Page Five – Project Narrative (cont.)
Success of previously funded projects:
If the project has received prior funding, identify how many years the project has been funded and provide quantitative data that shows the accomplishments of the previous year’s goals and objectives.
Application
Page Six – Grant Goal(s) & Objective(s)
Overall grant goal(s) and objective(s) will be described in the program description and/or program evaluation, but all grant goal(s) and objective(s) need documented in this section.
– State your goal(s) and provide clear, precise, and measurable objectives
– Describe the implementation strategy for each objective
– Strategies need to be brief and to the point
Application
Goals
– Broad based statements of desired long-term impact of the program
– Sets scope or foundation
– States long-range target or purpose
– States the target population
– States the condition to be changed
Application
Examples of Goals:
To reduce the incidence of juvenile alcohol use/abuse in the Silver Bulletville community.
To ensure that crime victims of juvenile offenders are given the opportunity to obtain restitution for losses associated with their victimization.
Application
Objectives
– Specific statement of the desired short-term, immediate outcomes of the program which support accomplishment of a goal.
– Objectives should be stated in a measurable form and usually begin with an action verb.
Application
Examples of Objectives:
By May 31, 2010, the number of citations written to juveniles in Silver Bulletville community who use alcohol will be reduced by 10%.
Provide programming on the dangers of alcohol to 10 juvenile offenders each quarter.
Provide educational resources to all 25 establishments in the community on how to properly check for identification on those individuals attempting to purchase alcoholic beverages.
Application
Objectives (cont.)
Good objectives should show the following:
– Time frame
– Specify the target population
– Criteria (number, percentage, rate, etc.)
– What the program wants to change
A good acronym to help you remember is…………..
S. M. A. R. T.
Application
S. M. A. R. T.
S
M
A
R
T
pecific
easurable
ttainable
esults oriented
ime bound
Application
Outcome Measures and Baseline Data
The data or tool used to measure achievement of the objective. – Each objective must have an identified outcome measure and
the established baseline
Example:
Objective - By May 31, 2010, the number of citations written to juveniles in Silver Bulletville community who use alcohol will be reduced by 10%.
Outcome Measure – number citations written to juveniles who used alcohol last year vs. this year.
Baseline Data – Last year there were 125 citations written to juveniles for using alcohol in the Silver Bulletville community.
Application
Activities
Each activity will include: – What will be done
– Who will do it
– When it will begin and end
Beginning and ending dates will establish a project timeline
Application
Page Six
Goal Number:
Objective Number:
Outcome Measure:
Baseline Data:
Activities to meet objective: Timeline for each activity: 1. 1. 2. 2. 3. 3. 4. 4.
Application
Page Six
Goal Number:
Objective Number:
Outcome Measure:
Baseline Data:
Activities to meet objective: Timeline for each activity: 1. 1. 2. 2. 3. 3. 4. 4.
To reduce the incidence of juvenile alcohol use/abuse in the Silver Bulletville community.
1
1 - By May 31, 2010, the number of juveniles in the community who use alcohol will be reduced by 10%.
Number of juveniles charged with alcohol use last year vs. this year.
45 juveniles were charged with alcohol use last year
Provide 5 prevention classes per month at Bulletville High School using the “Just Say No” curriculum.
5 per month for the entire grant period
Application Checklist
• Page 6 (Goals & Objectives)– Address all aspects – Goal, Objective, Outcome Measure,
Baseline Data, and Activities
– Minimum 1 Goal; 3 Objectives; 2 Activities (each Objective)
– Max 2 Goals; 3 Objectives (each goal); 2 Activities (each Objective)
ApplicationPage Seven – Coalition Members
Planning and Evaluation Team MembersJuvenile Crime Enforcement Coalition Team Members
Team members must be listed with address and telephone numbers.
The JCEC Team requires representation from:• Law Enforcement, Prosecution, Probation, School, Social Services,
Victim Advocacy, Community
The Coalition must have representation from its target community that includes at least one member from the following sectors:
• Youth (under 18), Parents, Business, Media, School, Youth-serving organization, Law Enforcement, Religious/Fraternal organization , Civic/Volunteer group, Healthcare Professional, State/Local/Tribal Government agency with expertise in substance abuse, Other organization involved in reducing substance abuse.
Application
Page Eight – Organizational Charts
Provide organization charts for the applying agency and for the proposed project.
Page Nine – Hiring Procedures and Job Descriptions
Provide a description of the agency’s procedure for hiring employees who will be funded under the grant. Include with this a job description and qualification for the position(s) proposed. If the position(s) is/are already filled, then include a resume for each filled position.
Application Checklist
• Page 8 (Organizational Chart)– Agency – City Commission/City Counsel, Sheriff’s Dept./Police
Dept., Non-profit.
– Project – Coalition, Board of Education, ABCA Agents, Governor's Highway Safety, etc.
• Pages 9 (Hiring Procedures)– Hiring Procedures for the agency, Job description, & Resume
for each individual.
– EUDL Overtime for Officers – simply state your subject to the hiring procedures within the state code.
Application
Standard and Special Conditions and Assurances
Sub-grants funded under the JABG grant programs agree to comply with all standard and special conditions and assurance listed. By certifying and signing the application on page one, the applicant is indicating they will comply and understand all conditions and assurance listed in this section.
Application
Attachment A – Organization Budget
Attach the applying agency’s organization budget. Grant funds are distributed on a reimbursement basis only. The organizational budget will help in determining if sufficient resources are available for the applicant to operate in this manner. *Applicants budget; not the projects budget.*
Attachment B – Membership List of Governing Board
List the members of the grantee governing board with addresses and telephone numbers. Examples of governing boards include county commission and city councils.
Application
Attachment C – Commitment Letters from Coalition, P&E Team, or JCEC Team
Attach all commitment letters received from the planning and evaluation team or the juvenile crime enforcement coalition team members. An application is not complete until all letters are received. These letters should outline the individuals roles and responsibilities within the program.
Attachment D – Statement of WV-IBR Compliance
Attach a letter indicating that the applying agency’s police department or sheriff’s office is current with submitting Incident Based Reporting (IBR) information to the West Virginia State Police.
If applying for a Prevention Resource Officer, attach the following documents:
– Agreement with the Board of Education– Baseline Data Sheet– Entry Level Certification
Attachment E (JABG only) – Prevention Resource Officer
Application
Application
Attachment F (JABG)
Letters of Working Agreement
Key agencies that demonstrate interagency linkage in providing services to the project. Letters of working agreement include agencies such as:
– police departments– sheriff departments– the board of education– counseling centers
These letters should outline the individuals and/or agencies roles and responsibilities within the program.
Application
Attachment G (JABG) –
Other Attachments
Attach any other items that may be relevant to the grant proposal. Example, the proposal describes a specific curriculum that will be used to address the problem need. The curriculum may be attached to this section for reference.
Grant Review ProcessFebruary 10, 2012
– Applications are due by close of business.• Plan ahead for weather!!!
– Staff will review all applications for completeness:• If an application is incomplete, project directors will be
notified by email. A detailed letter and the entire application will be returned to the project director and they will be provided 10 business days to resubmit the completed application.
*If an application is not resubmited within the allotted time frame or is still incomplete, it will not be forwarded to the committee for review.
Grant Review Process
– Committee members will review all complete applications.
Grant Review Process
Funding decisions are based on, but not limited to:
Statement of need is clearly identified and substantiated by research and statistics Programs that utilize an evidence/research based program and/or prove elements of environmental strategies Program and/or the solution to the problem is clearly described Measurability and appropriateness of goals and objectives Adequacy of evaluation strategy to determine the success of the
project Plan of Sustainability Reasonableness of the proposed budget Well developed Coalition, P&E Team, or JCEC Team. The degree of interagency linkage and, if applicable community, ties with the project
Grant Review Process
• Funding recommendations are sent to the Governor.
• The Governor reviews the funding recommendations and announces final approval JABG grant-funded projects by distributing official Governor’s award letters.
References
• West Virginia Division of Justice and Services• www.djcs.wv.gov
• Evidence/Research Based Programs List• http://www2.dsgonline.com/mpg/Default.aspx
• Environmental Strategies for Prevention • http://pathwayscourses.samhsa.gov/ev/ev_intro_pg1.htm
• County Prevention Partnerships • http://www.prevnet.org/countypartnerships/default.aspx
• Governor’s Highway Safety Coordinators • http://www.transportation.wv.gov/dmv/HighwaySafety/
Pages/GovernornsHighwaySafetyProgramRegions.aspx
Questions??
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