oppOJJDP-2018-13564-cfda16.540-instructions..pdf

OMB No. 1121-0329 Approval Expires 11/30/2020

U.S. Department of Justice Office of Justice Programs Office of Juvenile Justice and Delinquency Prevention

The U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Office of Juvenile Justice and Delinquency Prevention (OJJDP) is seeking applications for funding under the fiscal year (FY) 2018 Redesign Study of OJJDP's Juveniles in Corrections Data Collections. This project furthers the Department’s mission by improving data collection instruments and methodologies used to generate useful, timely, and reliable statistics on juvenile offenders in out-of-home placement (juvenile residential facilities) and the conditions in, operations of, and services provided by the facilities in which they are held.

OJJDP FY 2018 Redesign Study of OJJDP's Juveniles in Corrections Data Collections

Applications Due: May 30, 2018

Eligibility

Eligible applicants are limited to states (including territories), units of local government,1 nonprofit organizations2 and for-profit organizations (including tribal nonprofit and for-profit organizations), and institutions of higher education (including tribal institutions of higher education). All recipients and subrecipients (including any for-profit organization) must forgo any profit or management fee.

OJJDP welcomes applications under which two or more entities would carry out the federal award; however, only one entity may be the applicant. Any others must be proposed as subrecipients (subgrantees).3 The applicant must be the entity that would have primary responsibility for carrying out the award, including administering funding, managing the entire project, and monitoring and appropriately managing any subawards (“subgrants”).

1 A “unit of local government” means—

(a) Any city, county, township, town, borough, parish, village, or other general purpose political subdivision of a state.

(b) Any law enforcement district or judicial enforcement district that—

(i) Is established under applicable state law, and

(ii) Has the authority to, in a manner independent of other state entities, establish a budget and impose taxes.

(c) An Indian tribe that performs law enforcement functions, as determined by the Secretary of the interior.

(d) For the purposes of assistance eligibility, any agency of the government of the District of Columbia or the federal government that performs law enforcement functions in and for—

(i) The District of Columbia, or

(ii) Any Trust Territory of the United States.

2 See ojp.gov/funding/Explore/SolicitationRequirements/OrganizationalRequirements.htm#NPO for additional information on demonstrating nonprofit status.

3 For additional information on subawards, see "Budget and Associated Documentation" under Section D. Application and Submission Information https://www.usdoj.gov/ https://ojp.gov/ https://www.ojjdp.gov/ https://www.ojjdp.gov/

OJJDP-2018-13564

Under this solicitation, only one application by any particular applicant entity will be considered.

An entity may, however, be proposed as a subrecipient (subgrantee) in more than one application.

Deadline

Applicants must register with Grants.gov at https://www.grants.gov/web/grants/register.html prior to submitting an application. All applications are due by 11:59 p.m. eastern time (ET) on May 30, 2018.

To be considered timely, an application must be submitted by the application deadline using Grants.gov, and the applicant must have received a validation message from Grants.gov that indicates successful and timely submission. OJP urges applicants to submit applications at least 72 hours prior to the application due date to allow time for the applicant to receive validation messages or rejection notifications from Grants.gov, and to correct in a timely fashion any problems that may have caused a rejection notification.

OJP encourages all applicants to read this Important Notice: Applying for Grants in Grants.gov.

For additional information, see How to Apply in Section D. Application and Submission Information.

Contact Information

For technical assistance with submitting an application, contact the Grants.gov Customer Support Hotline at 800–518–4726 or 606–545–5035, at https://www.grants.gov/web/grants/support.html, or at support@grants.gov. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays.

An applicant that experiences unforeseen Grants.gov technical issues beyond its control that prevent it from submitting its application by the deadline must email the National Criminal Justice Reference Service Response Center (Response Center) at grants@ncjrs.gov within 24 hours after the application deadline to request approval to submit its application after the deadline. Additional information on reporting technical issues appears under “Experiencing Unforeseen Grants.gov Technical Issues” in the How to Apply section.

For assistance with any other requirements of this solicitation, contact the Response Center by telephone at 800–851–3420 or TTY: 301–240–6310 (hearing impaired only), by email at grants@ncjrs.gov, or by web chat. Response Center hours of operation are 10 a.m. to 6 p.m.

ET, Monday through Friday, and 10 a.m. to 8 p.m. ET on the solicitation close date. General information on applying for OJJDP awards can be found at https://www.ojjdp.gov/funding/funding.html. Answers to frequently asked questions that may assist applicants are posted at https://www.ojjdp.gov/grants/solicitations/FY2018/FAQ/JuvinCorrectionData.pdf.

Grants.gov number assigned to this solicitation: OJJDP-2018-13564 Release date: March 29, 2018 https://www.grants.gov/web/grants/register.html https://ojpnet.ojp.usdoj.gov/bureaus_offices/OJJDP/TeamSites/SolicitationInfo/Shared%20Documents https://ojp.gov/funding/Apply/Grants-govInfo.htm https://www.grants.gov/web/grants/support.html mailto:support@grants.gov https://www.grants.gov/web/grants/support.html mailto:grants@ncjrs.gov mailto:grants@ncjrs.gov https://webcontact.ncjrs.gov/ncjchat/chat.jsp https://www.ojjdp.gov/funding/funding.html https://www.ojjdp.gov/grants/solicitations/FY2018/FAQ/JuvinCorrectionData.pdf

Contents A. Program Description

Overview

Program-Specific Information

Goals, Objectives, Deliverables, and Expected Scholarly Products

B. Federal Award Information

Type of Award

Financial Management and System of Internal Controls

Budget Information

Cost Sharing or Match Requirement

Preagreement Costs (also known as Preaward Costs)

Limitation on Use of Award Funds for Employee Compensation; Waiver

Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs

Costs Associated With Language Assistance (if applicable)

C. Eligibility Information

D. Application and Submission Information

What an Application Should Include

How to Apply

E. Application Review Information

Review Criteria

Review Process

F. Federal Award Administration Information

Federal Award Notices

Administrative, National Policy, and Other Legal Requirements

General Information About Post-Federal Award Reporting Requirements

G. Federal Awarding Agency Contact(s)

H. Other Information

Freedom of Information Act and Privacy Act (5 U.S.C. 552 and 5 U.S.C. 552a)

Provide Feedback to OJP

Application Checklist

OJJDP FY 2018 Redesign Study of OJJDP's Juveniles in Corrections Data Collections

CFDA # 16.540

A. Program Description

Overview

OJJDP is seeking applications to develop, improve, and test data collection instruments and methodologies for OJJDP’s juveniles in corrections data collections, the Census of Juveniles in Residential Placement (CJRP) and the Juvenile Residential Facility Census (JRFC). Information from these collections provides the only source of national estimates on juveniles in corrections and is widely used by policymakers, practitioners, and the public. The data collected are used to support annual reporting requirements of the Juvenile Justice and Delinquency Prevention (JJDP) Act. However, the instruments and methodologies employed to collect these data have not been subject to a major review or update since the 1990s. Consequently, the collections have not fully kept pace with changes in juvenile justice populations, juvenile residential facilities’ practices and procedures, new facility technologies and data systems, and statutory reporting requirements. This program will result in new instrumentation and enhanced methodologies that will assist policymakers and the public in understanding the characteristics of and trends in juvenile offenders in out-of-home placement and the conditions in, operations of, and services provided by the facilities in which they are held.

Statutory Authority: This program is authorized pursuant to the Department of Justice Appropriations Act, 2018 (P.L. 115-141).

Program-Specific Information

OJJDP supports the collection, analysis, and dissemination of statistical information relating to juvenile delinquency and serious crimes committed by juveniles and to the juvenile justice system. Over the past two decades, OJJDP has primarily fulfilled this information need, with regard to juveniles in corrections, through companion data collections, CJRP and JRFC.

First administered in 1997, CJRP replaced the Census of Public and Private Juvenile Detention, Correctional, and Shelter Facilities, also known as the Children in Custody census, which had been conducted since the early 1970s. CJRP typically takes place on the fourth Wednesday in October in odd-numbered years. It asks all juvenile residential facilities in the United States to describe each person younger than age 21 assigned a bed in the facility on the census date as a result of a status or delinquency offense. Facilities report individual-level information on gender, date of birth, race, placement authority, most serious offense charged, court adjudication status, and admission date.

JRFC was first conducted in 2000 and collects information about the facilities in which juvenile offenders are held. The collection occurs on the fourth Wednesday in October in even-numbered years. JRFC routinely collects data on how facilities operate and the services they provide. It includes questions on facility ownership and operation, security, capacity and crowding, and injuries and deaths in custody. JRFC also collects supplementary information https://www.ojjdp.gov/research/CJRP.html https://www.ojjdp.gov/research/CJRP.html https://www.ojjdp.gov/research/JRFC.html each collection year on juvenile facility practices around identifying youths' needs and the specific services that facilities provide, such as mental and physical health, substance use, and education.

Together, the CJRP and JRFC collections have established a comprehensive, manageable, and reliable statistical series covering a broad range of information on juveniles in residential placement and the facilities that hold them. The collections provide valuable national and state-level data to policymakers, practitioners, and the general public. The data are disseminated through OJJDP’s National Report publication series and its Statistical Briefing Book, and are archived for secondary analysis at the National Archive of Criminal Justice Data (NACJD). In addition, the data have been widely used by other federal agencies, including but not limited to the Department of Health and Human Services’ Healthy People initiative, the Office of National Drug Control Policy’s Performance Reporting System, and the National Center for Education Statistics’ Indicators of School Crime and Safety Report.

Despite the relative success of the CJRP and JRFC collections in achieving high response rates and generating reliable statistics, the data collection instruments and methodologies have remained largely unchanged since their initial implementation. As indicated by the CJRP and JRFC data, the population of juveniles in residential placement, the number of facilities, and the field of juvenile corrections more broadly have changed dramatically during this period. The overall one-day count of juveniles in residential placement decreased 54 percent to 48,043 from 1997 to 2015. This is its lowest level since the CJRP data collection began in 1997 when 105,055 youth were held in out-of-home placement.4 The number of juvenile arrests and referrals of delinquency and status offense cases to juvenile court have fallen by a similar magnitude and juvenile justice systems across the country have implemented policy and practice changes, including community-based alternatives to confinement for lower-risk offenders, intended to reduce recidivism and improve youth outcomes.5 Many juvenile correctional agencies and facilities have also taken steps to change their model of operations, improve the delivery of treatment and services, adopt new technologies and data systems, and introduce other practices to better ensure the safety of staff and youth. The items included on the CJRP and JRFC questionnaires require careful review and assessment to determine if they adequately reflect these changes and other contemporary juvenile justice issues. Examples of new items to be considered include but are not limited to capturing flow data on admissions, releases, and average length of stay; capturing additional attributes of youth (education status, gang involvement); and capturing additional information that includes screening practices, treatment and service delivery, other conditions of confinement, and use of sanctions.

Relatedly, the data collection methodologies require comprehensive review and testing to ensure continued improvements in the quality and coverage of the data collected, while also reducing the burden and costs for the respondents and collectors. There are several aspects of the methods that have not been subject to recent, external analysis, including but not limited to the process to ensure the roster of juvenile facilities is current and complete; the criteria used to classify facilities as in-scope or out-of-scope for a given collection; strategies for increasing participation, including through recruitment and nonresponse followup; data collection modes and possible mode effects, including those related to the introduction and increased use of the

4 Sickmund, M., Sladky, T.J., Kang, W., and Puzzanchera, C. 2017. "Easy Access to the Census of Juveniles in Residential Placement." Available at: http://www.ojjdp.gov/ojstatbb/ezacjrp/.

5 National Research Council. 2013. Reforming Juvenile Justice: A Developmental Approach. Committee on Assessing Juvenile Justice Reform, R.J. Bonnie, R.L. Johnson, B.M. Chemers, and J.A. Schuck, Eds. Committee on Law and Justice, Division of Behavioral and Social Sciences and Education. Washington, DC: The National Academies Press.

https://www.ojjdp.gov/publications/PubResults.asp?sei=86 https://www.ojjdp.gov/ojstatbb/corrections/faqs.asp http://www.icpsr.umich.edu/icpsrweb/content/NACJD/guides/ncjd.html web-based questionnaires by respondents; unit and item nonresponse rates, patterns, and possible nonresponse bias; data processing and editing decisions; and strategies for nonresponse adjustments.

Goals, Objectives, Deliverables, and Expected Scholarly Products

The goal of this solicitation is to assist OJJDP in improving data collection instruments and methodologies used to generate useful, timely, and reliable national and state-level statistics on the number and characteristics of juveniles held in out-of-home placement and information about the conditions in, operations of, and services provided by the facilities in which they are held.

The objectives of the program include the following:

• Implement an efficient and effective project management strategy.

• Complete a comprehensive review and assessment of the current CJRP and JRFC content and methodologies.

• Develop initial recommendations for improving CJRP and JRFC instruments and methodologies.

• Field test the redesigned CJRP and JRFC instruments and data collection methodologies.

• Identify, convene, and incorporate feedback from a panel of juvenile corrections and survey methodology experts.

• Prepare and submit final reports and products.

Proposals should describe all tasks necessary for the successful applicant to meet the solicitation goals and objectives, including the main project deliverables and target end dates.

The applicant should briefly describe how it would accomplish each task and deliverable, develop a schedule for each task, and estimate the associated costs. More specifically, this should include (1) a description of the specific strategies and approaches that would be conducted to meet each outcome, (2) a description of the capabilities and demonstration of the expertise that will enable the applicant to successfully meet each outcome, (3) a schedule to identify start dates for each task and completion dates for all deliverables, and (4) cost estimates for performing the work. The application should fully describe the applicant’s expertise related to the challenges and complexities associated with survey and questionnaire design and testing; frame development and maintenance; developing and testing various data collection methodologies and procedures, including obtaining data from administrative records; and nonresponse adjustment methods to produce reliable national and state-level estimates. The applicant should also describe its knowledge of the juvenile justice system and the information needs of OJJDP and the juvenile justice field. Specifically, the applicant should demonstrate knowledge of issues relevant for establishing a comprehensive understanding of juveniles in out-of-home placement and about the conditions in, operations of, and services provided by the facilities in which they are held.

The anticipated objectives and deliverables to meet the overall goals outlined above include:

(1) Implement an efficient and effective project management strategy.

Post-award meeting and project schedule. Within 1 month of the award, the successful applicant’s project director and key staff will attend a post-award meeting with the assigned OJJDP grant manager and social science analyst, and other key OJJDP staff at the OJP offices in Washington, DC. The initial meeting should focus on a review of the overall project goals and tasks and discuss areas of concern related to the proposed project plan, project schedule, staffing plan, and other management requirements. This meeting will also provide an opportunity for OJJDP staff to share project experience and materials from prior CJRP and JRFC administrations with the successful applicant.

Within 2 weeks of the post-award meeting, the successful applicant should submit an updated version of the project plan and project schedule to OJJDP for review, comment, and approval. After OJJDP has agreed to the revised project plan and project schedule, all work is expected to be completed as defined in the plan and scheduled unless OJJDP is consulted and approves a subsequent change.

Institutional Review Board (IRB) approval. DOJ regulations require that an IRB review and approve federally supported research involving human subjects and that recipients of OJP funding submit an OJP Privacy Certificate. The recipient will obtain approval from an IRB for the research, development, and testing activities required in this solicitation.

The recipient will provide OJJDP with copies of all IRB submissions and final certification letters. OJJDP approval of the final IRB materials and OJP Privacy Certificate will be required prior to commencing research activities.

Because IRB review can be lengthy and the proposed work will occur in phases, applicants should identify their assumptions, including for any key dates related to submissions, expected review and turnaround times, and special requirements in their application.

Project calls and meetings. The successful applicant will also establish a routine method for updating OJJDP on the status of the project, which will include at least one conference call every 2 weeks. The successful applicant will work with OJJDP to develop the agendas for these calls. The OJJDP social science analyst and the successful applicant will establish other regular communication vehicles, as needed.

Semiannual progress reports. The successful applicant will provide a detailed progress report to OJJDP every 6 months describing the status of the evaluation, methodological and implementation issues, progress toward the project goals, and any other issues relevant to the project’s completion. At the conclusion of the project, the final progress report should summarize the extent to which the goals and objectives were met throughout the period of performance under the award.

Required deliverables: (1) A written time/task plan for the entire project with all project tasks fully specified, including work periods, delivery dates, and levels of effort of key staff; (2) all IRB materials and the OJP Privacy Certificate; and (3) progress reports due within 30 calendar days after the end of each reporting period.

(2) Complete a comprehensive review and assessment of the current CJRP and JRFC content and methodologies.

The successful applicant will review and assess the current CJRP and JRFC instruments and data collection methodologies to inform recommendations and a plan for improving the quality, utility, and timeliness of national and state-level statistics on the number and characteristics of juveniles held in out-of-home placement and information about the conditions in, operations of, and services provided by the facilities in which they are held. In particular, OJJDP is interested in:

a. An assessment of the current CJRP and JRFC instruments with respect to length and complexity and respondent burden, including all of the supplemental JRFC modules on the provision of specific services (physical health, mental health, educational, and substance abuse services).

b. An assessment of the utility and relevance of items and any gaps in the current CJRP and JRFC instruments, informed by a review of contemporary juvenile justice issues, legislative requirements, other national data collections, and data improvement projects, including but not limited to OJJDP’s authorizing legislation, the JJDP Act; the Bureau of Justice Statistics’ National Survey of Youth in Custody; Performance-based Standards’ measures for juvenile justice agencies, facilities, and residential care providers; OJJDP’s Juvenile Justice Model Data Project; and other state and agency-level corrections surveys and performance measure reports.

c. An assessment of the current CJRP and JRFC inclusion criteria, definitions, and the juvenile facility universe frame.

d. An assessment of the current CJRP and JRFC data collection methodologies and strategies for increasing participation.

e. An assessment of the current CJRP and JRFC nonresponse patterns and possible nonresponse bias, and strategies for nonresponse adjustments (e.g., imputation and weighting).

The applicant should specify and justify its approach to conducting the review and assessment of prior CJRP and JRFC data collection efforts. The applicant can use a variety of methods to conduct this review and develop strategies for improvements, such as review of data collected, methods used, and documentation generated in prior cycles;

literature reviews and policy and practice scans; and focus group meetings and other consultations with respondents, content experts, and methodologists.

The questionnaires, codebooks, and user guides for previous CJRP and JRFC collection cycles are available online through NACJD. The CJRP and JRFC data files are restricted from general dissemination, but aggregate national and state-level information is available online through OJJDP’s Statistical Briefing Book. OJJDP will work with the successful applicant to access data files necessary to complete the required assessment. Additional review of data collection, processing, and nonresponse adjustment procedures and documentation will be coordinated through OJJDP and its current data collection agent, the U.S. Census Bureau.

The successful applicant will summarize the findings from its review and assessment in a report titled Strengths and Limitations of OJJDP's Juveniles in Corrections Data Collections.

Required deliverables: Draft and final reports titled Strengths and Limitations of OJJDP's Juveniles in Corrections Data Collections summarizing the process for and findings of the review and assessment of the current CJRP and JRFC instruments and methodologies.

https://www.ojjdp.gov/about/legislation.html https://www.bjs.gov/index.cfm?ty=dcdetail&iid=321 https://www.bjs.gov/index.cfm?ty=dcdetail&iid=321 http://pbstandards.org/ https://www.ojjdp.gov/research/juvenile-justice-model-data-project.html https://www.ojjdp.gov/research/juvenile-justice-model-data-project.html

(3) Develop initial recommendations for improving CJRP and JRFC instruments and

Based on the Strengths and Limitations of OJJDP's Juveniles in Corrections Data Collections report, the successful applicant will draft a second report titled Recommendations for Improving OJJDP's Juveniles in Corrections Data Collections. In the report, the successful applicant will describe and justify its recommendations to the CJRP and JRFC, including but not limited to the following:

a. Content for the redesigned CJRP and JRFC instrument(s) reflecting the successful applicant’s assessment of the critical information domains and items needed to produce key statistics on juveniles in residential placement and the facilities where they are held.

b. The development and maintenance of a juvenile facility universe frame.

c. The development and testing of data collection methods and strategies for increasing participation (including item-level response).

d. Methods and strategies to identify and support nonresponse bias adjustments.

e. Plans for cognitive testing of the CJRP and JRFC instruments.

f. Plans for pilot testing the full instruments and various data collection methods or strategies.

The applicant should prioritize strategies with the potential to reduce respondent burden and enhance response rates in a cost-efficient manner.

Required deliverables: Draft and final reports titled Recommendations for Improving OJJDP's Juveniles in Corrections Data Collections to include all designs, draft instruments and protocols, and field testing plans noted above.

(4) Field test the redesigned CJRP and JRFC instruments and data collection

Assessing the quality of the proposed CJRP and JRFC instruments will require field testing them with a sample of likely respondents (i.e., cognitive and pilot tests). Following OJJDP approval of the revised Recommendations for Improving OJJDP's Juveniles in Corrections Data Collections report, the successful applicant will work with OJJDP to identify and contact the proposed participants for cognitive and pilot testing and obtain their agreement to participate in this portion of the project.

The cognitive and pilot testing conducted under this solicitation may fall under the purview of the OJJDP generic Office of Management and Budget (OMB) clearance package, or a new OMB package may be required. As needed, the successful applicant will work with OJJDP to complete the necessary OMB package requirements and application process to secure the proper clearance.

The successful applicant will be required to conduct cognitive testing of all questionnaire items, with particular attention to new items that have not been tested and those that underperformed in past collections. The successful applicant will document responses to each tested question, the respondent burden, respondent feedback regarding any aspect of the CJRP and JRFC instruments, and the resulting modifications to the draft instruments as a result of the cognitive testing.

Any pilot testing must include a test of the full proposed CJRP and JRFC instruments and proposed data collection protocols. Working with OJJDP, the successful applicant will identify the appropriate scope and scale of the pilot testing necessary to assess the CJRP and JRFC redesign.

The proposal written in response to this solicitation should describe a detailed plan and initial budget to conduct the cognitive and pilot testing, supported by the applicant’s best assumptions at the time of application. The specifics of the field testing activities will later be refined, as necessary, to match the proposed instruments and methodologies with input from the expert panel and OJJDP.

After the cognitive testing with the respondents has been completed and pilot questionnaires are returned, the successful applicant will prepare a report titled Pilot Study Results for OJJDP's Juveniles in Corrections Data Collections.

Required deliverables: (1) Completed cognitive and pilot testing with a sample of likely respondents and (2) draft and final reports titled Pilot Study Results for OJJDP's Juveniles in Corrections Data Collections, including all observations, notes, and lessons learned from the field and respondents.

(5) Identify, convene, and incorporate feedback from a panel of juvenile corrections and survey methodology experts.

Early in the project, the successful applicant will assemble a panel of experts (unaffiliated with the project team) to inform the research, design, and development activities. The expert panel will review recommendations from the project team, help to identify information gaps and needs related to juveniles in corrections, and make recommendations for the revised CJRP and JRFC instruments and for improving the juvenile facility universe frame, data collection and nonresponse adjustment methodologies, and strategies for increasing participation. The final list of expert panel members will be developed with OJJDP’s assistance, and OJJDP will have final approval of the list.

OJJDP expects the panel will include correctional administrators and other corrections practitioners as well as individuals with expertise in survey and questionnaire design, sampling frame development and maintenance, and data collection and nonresponse adjustment methods. The applicant should also anticipate that OJJDP will identify a limited number of ad hoc participants from other federal agencies (e.g., the Bureau of Justice Statistics and the U.S. Census Bureau). The application should include proposed names and/or characteristics of expert panel members; for budgeting purposes, the applicant should assume the expert panel will include 12 nonfederal members.

The application should include plans for expert panel meetings, to occur via the web, phone, or in person (only if necessary), following OJJDP’s initial review of the draft reports titled (1) Strengths and Limitations of OJJDP's Juveniles in Corrections Data Collections, (2) Recommendations for Improving OJJDP's Juveniles in Corrections Data Collections, and (3) Pilot Study Results for OJJDP's Juveniles in Corrections Data Collections. The application should propose strategies for engaging the expert panel via web or teleconference throughout the project period, including the early review and assessment, field testing, and finalizing of reports and instruments. If an applicant proposes an in-person meeting(s), it should include a strong justification, awareness of

OJP conference cost approval requirements, and all cost saving efforts (including assumptions regarding meeting location, number of participants, and travel costs).

The purpose of the panel review meetings will be to gather feedback on the three reports referenced above and on the final plans for the new surveys. The expert panel will inform the content of the draft CJRP and JRFC instruments based on discussion of wording of questions, feasibility of the items, and utility of the information for policy and practice. The expert panel will also discuss how to enhance the juvenile facility universe frame, data collection and nonresponse adjustment methodologies, and strategies for increasing participation.

Required deliverables: (1) Final, approved list of expert panelists and scope of activities and (2) a minimum of three expert panel meetings to discuss the proposed improvements to the CJRP and JRFC instruments and methods.

(6) Prepare and submit final reports and products.

The successful applicant will prepare the following final reports and products based on the interim deliverables described above:

A final, technical report summarizing the research questions or objectives, methods, and analytical techniques of the project and the findings and conclusions, similar to the type of information reported in a refereed journal. Key elements of the report will include (1) the final CJRP and JRFC instruments with respondent instructions and coding definitions and (2) the final recommendations for the full administration of the CJRP and JRFC instruments in future data collection cycles.

A plain language executive summary of the final technical report suitable for a nontechnical audience. Both documents will be developed and disseminated at OJJDP’s discretion. (See https://www.ojjdp.gov/research/research-grantee.html for more information .)

Practitioner-friendly overview documents highlighting the project’s goals and objectives, as OJJDP requires. (Refer to OJJDP News @ a Glance and JuvJust publications for examples of the type of documents requested: www.ojjdp.gov/enews/enews.html.)

The Goals, Objectives, Deliverables, and Expected Scholarly Products are directly related to the performance measures that demonstrate the results of the work completed..

Performance Measures

OJP will require each successful applicant to submit regular performance data that demonstrate the results of the work carried out under the award (see “General Information About Post- Federal Award Reporting Requirements” in Section F. Federal Award Administration Information).

Applicants should visit OJP’s performance measurement page at www.ojp.gov/performance to view the specific reporting requirements for this grant program.

https://www.ojjdp.gov/research/research-grantee.html https://www.ojjdp.gov/enews/enews.html https://www.ojp.gov/performance

The application should demonstrate the applicant’s understanding of the performance data reporting requirements for this grant program and detail how the applicant will gather the required data should it receive funding.

Applicants are not required to submit performance data with the application. Performance measures information is included as an alert that successful applicants will be required to submit performance data as part of the reporting requirements under an award.

Objective Performance Measure(s)

Data Recipient Provides

To improve instruments and methodologies used to generate useful, timely, and reliable national and state-level statistics on the number and characteristics of juveniles held in out-of-home placement and information about the conditions in, operations of, and services provided by the facilities in which they are held.

Number of deliverables that met the expectations of the project.

List of deliverables that resulted in whole or in part from work funded under the OJJDP award.

Number of deliverables that meet OJJDP’s expectations for completeness, quality, and precision.

A detailed project schedule and work plan.

Documentation of approval from all appropriate Institutional Review Boards and the Office of Management and Budget.

Quarterly financial reports, semiannual and final progress reports, and a draft and final summary overview of the work performed under the OJJDP award.

Percent of deliverables completed on time.

Number of deliverables.

Number of deliverables completed on time.

B. Federal Award Information

OJJDP expects to make one award with an estimated total amount awarded of up to $500,000, for up to an 18-month project period.

To allow time for (among other things) any necessary post-award review and financial clearance by OJP of the proposed budget and for any associated responses or other action(s) that may be required of the recipient, applicants should propose an award start date of October 1, 2018.

OJJDP may, in certain cases, provide additional funding in future years to awards made under its research, development, and evaluation solicitations, through continuation awards. In making decisions regarding continuation awards, OJP will consider, among other factors, the availability of appropriations, when the program or project was last competed, OJP’s strategic priorities, and OJP’s assessment of both the management of the award (for example, timeliness and quality of progress reports) and the progress of the work funded under the award.

All awards are subject to the availability of appropriated funds and to any modifications or additional requirements that may be imposed by law.

Type of Award

OJJDP expects to make any award under this solicitation in the form of a cooperative agreement, which is a type of award that provides for OJP to have substantial involvement in carrying out award activities. See Administrative, National Policy, and Other Legal Requirements, under Section F. Federal Award Administration Information, for a brief discussion of what may constitute substantial federal involvement. As discussed later in the solicitation, important rules (including limitations) apply to any conference/meeting/training costs under cooperative agreements.

Note: Any recipient of an award under this solicitation will be required to comply with DOJ regulations on confidentiality and protection of human subjects. See “Requirements related to Research” under “Overview of Legal Requirements Generally Applicable to OJP Grants and Cooperative Agreements - FY 2018 Awards” in the OJP Funding Resource Center at https://ojp.gov/funding/index.htm.

Financial Management and System of Internal Controls

Award recipients and subrecipients (including recipients or subrecipients that are pass-through entities6) must, as described in the Part 200 Uniform Requirements7 as set out at 2 C.F.R.

200.303:

(a) Establish and maintain effective internal control over the Federal award that provides reasonable assurance that [the recipient (and any subrecipient)] is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should be in compliance with guidance in “Standards for Internal Control in the Federal Government” issued by the Comptroller General of the United States and the “Internal Control Integrated Framework”, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO).

(b) Comply with Federal statutes, regulations, and the terms and conditions of the Federal awards.

(c) Evaluate and monitor [the recipient’s (and any subrecipient’s)] compliance with statutes, regulations and the terms and conditions of Federal awards.

(d) Take prompt action when instances of noncompliance are identified including noncompliance identified in audit findings.

(e) Take reasonable measures to safeguard protected personally identifiable information and other information the Federal awarding agency or pass-through entity designates as sensitive or [the recipient (or any subrecipient)] considers

6 For purposes of this solicitation, the phrase “pass-through entity” includes any recipient or subrecipient that provides a subaward (“subgrant”) to carry out part of the funded award or program.

7 The "Part 200 Uniform Requirements” means the DOJ regulation at 2 C.F.R. Part 2800, which adopts (with certain modifications) the provisions of 2 C.F.R. Part 200.

https://ojp.gov/funding/Explore/LegalOverview/index.htm https://ojp.gov/funding/index.htm sensitive consistent with applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality.

To help ensure that applicants understand applicable administrative requirements and cost principles, OJP encourages prospective applicants to enroll, at no charge, in the DOJ Grants Financial Management Online Training, available at https://ojpfgm.webfirst.com/. (This training is required for all OJP recipients.)

Also, applicants should be aware that OJP collects information from applicants on their financial management and systems of internal controls (among other information), which is used to make award decisions. Under Section D. Application and Submission Information, applicants may access and review the OJP Financial Management and System of Internal Controls Questionnaire (https://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf) that OJP requires all applicants (other than an individual applying in his/her personal capacity) to download, complete, and submit as part of the application.

Budget Information

What will not be funded?:

• Applications primarily to purchase equipment, materials, or supplies. (A budget may include these items if they are necessary to conduct research, development, demonstration, evaluation, or analysis.)

• Applications that are not responsive to this specific solicitation.

• OJJDP funds may not be used to support biomedical or behavior control experimentation on individuals or any research involving such experimentation.

Cost Sharing or Match Requirement This solicitation does not require a match. However, if a successful application proposes a voluntary match amount, and OJP approves the budget, the total match amount incorporated into the approved budget becomes mandatory and subject to audit.

For additional cost sharing and match information, see the DOJ Grants Financial Guide at https://ojp.gov/financialguide/DOJ/index.htm.

Preagreement Costs (also known as Preaward Costs) Preagreement costs are costs incurred by the applicant prior to the start date of the period of performance of the federal award.

OJP does not typically approve preagreement costs; an applicant must request and obtain the prior written approval of OJP for all such costs. All such costs incurred prior to award and prior to approval of the costs are incurred at the sole risk of the applicant. (Generally, no applicant should incur project costs before submitting an application requesting federal funding for those costs.) Should there be extenuating circumstances that make it appropriate for OJP to consider approving preagreement costs, the applicant may contact the point of contact listed on the title page of this solicitation for the requirements concerning written requests for approval. If approved in advance by OJP, award funds may be used for preagreement costs, consistent with the recipient’s approved budget and applicable cost principles. See the section on “Costs https://ojpfgm.webfirst.com/ https://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf https://ojp.gov/financialguide/DOJ/index.htm

Requiring Prior Approval” in the DOJ Grants Financial Guide at https://ojp.gov/financialguide/DOJ/index.htm for more information.

Limitation on Use of Award Funds for Employee Compensation; Waiver With respect to any award of more than $250,000 made under this solicitation, a recipient may not use federal funds to pay total cash compensation (salary plus cash bonuses) to any employee of the recipient at a rate that exceeds 110 percent of the maximum annual salary payable to a member of the Federal Government’s Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year.8 The 2018 salary table for SES employees is available at the Office of Personnel Management website at https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/18Tables/exec/html/ES.aspx. Note: A recipient may compensate an employee at a greater rate, provided the amount in excess of this compensation limitation is paid with nonfederal funds. (Nonfederal funds used for any such additional compensation will not be considered matching funds, where match requirements apply.) If only a portion of an employee’s time is charged to an OJP award, the maximum allowable compensation is equal to the percentage of time worked times the maximum salary limitation.

The OJJDP Administrator may exercise discretion to waive, on an individual basis, this limitation on compensation rates allowable under an award. An applicant that requests a waiver should include a detailed justification in the budget narrative of its application. An applicant that does not submit a waiver request and justification with its application should anticipate that OJP will require the applicant to adjust and resubmit the budget.

The justification should address—in the context of the work the individual would do under the award—the particular qualifications and expertise of the individual, the uniqueness of a service the individual will provide, the individual’s specific knowledge of the proposed program or project, and a statement that explains whether and how the individual’s salary under the award would be commensurate with the regular and customary rate for an individual with his/her qualifications and expertise, and for the work he/she would do under the award.

Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs OJP strongly encourages every applicant that proposes to use award funds for any conference-, meeting-, or training-related activity (or similar event) to review carefully—before submitting an application—the OJP and DOJ policy and guidance on approval, planning, and reporting of such events, available at www.ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.htm. OJP policy and guidance (1) encourage minimization of conference, meeting, and training costs; (2) require prior written approval (which may affect project timelines) of most conference, meeting, and training costs for cooperative agreement recipients and of some conference, meeting, and training costs for grant recipients; and (3) set cost limits, which include a general prohibition of all food and beverage costs.

Costs Associated With Language Assistance (if applicable) If an applicant proposes a program or activity that would deliver services or benefits to individuals, the costs of taking reasonable steps to provide meaningful access to those services or benefits for individuals with limited English proficiency may be allowable. Reasonable steps

8 OJP does not apply this limitation on the use of award funds to the nonprofit organizations listed in Appendix VIII to 2 C.F.R. Part 200.

https://ojp.gov/financialguide/DOJ/index.htm https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/18Tables/exec/html/ES.aspx https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/18Tables/exec/html/ES.aspx https://ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.htm to provide meaningful access to services or benefits may include interpretation or translation services, where appropriate.

For additional information, see the "Civil Rights Compliance" section under “Overview of Legal Requirements Generally Applicable to OJP Grants and Cooperative Agreements - FY 2018 Awards” in the OJP Funding Resource Center at https://ojp.gov/funding/index.htm.

C. Eligibility Information

For eligibility information, see the title page.

For information on cost sharing or match requirements, see Section B. Federal Award Information.

D. Application and Submission Information

What an Application Should Include

This section describes in detail what an application should include. An applicant should anticipate that if it fails to submit an application that contains all of the specified elements, it may negatively affect the review of its application; and, should a decision be made to make an award, it may result in the inclusion of award conditions that preclude the recipient from accessing or using award funds until the recipient satisfies the conditions and OJP makes the funds available.

Moreover, an applicant should anticipate that an application that OJP determines is nonresponsive to the scope of the solicitation, including the funding limit, or that OJP determines does not include the application elements that OJJDP has designated to be critical, will neither proceed to peer review nor receive further consideration. For this solicitation, OJJDP has designated the following application elements as critical: Program Narrative, Budget Detail Worksheet and Budget Narrative, and résumés/curriculum vitae of key personnel. (For purposes of this solicitation, “key personnel” means the principal investigator and any and all coprincipal investigators.)

NOTE: OJP has combined the Budget Detail Worksheet and Budget Narrative in a single document collectively referred to as the Budget Detail Worksheet. See “Budget Information and Associated Documentation” below for more information about the Budget Detail Worksheet and where it can be accessed.

OJP strongly recommends that applicants use appropriately descriptive file names (e.g., “Program Narrative,” “Budget Detail Worksheet,” “Timelines,” “Memoranda of Understanding,” “Résumés”) for all attachments. Also, OJP recommends that applicants include résumés in a single file.

Please review the “Note on File Names and File Types” under How to Apply to be sure applications are submitted in permitted formats.

https://ojp.gov/funding/index.htm

1. Information To Complete the Application for Federal Assistance (SF-424)

The SF-424 is a required standard form used as a cover sheet for submission of preapplications, applications, and related information. Grants.gov and OJP’s Grants Management System (GMS) take information from the applicant’s profile to populate the fields on this form. When selecting "type of applicant," if the applicant is a for-profit entity, select "For-Profit Organization" or "Small Business" (as applicable).

To avoid processing delays, an applicant must include an accurate legal name on its SF-

424. On the SF-424, current OJP award recipients, when completing the field for “Legal Name” (box 8a), should use the same legal name that appears on the prior year award document (which is also the…