revised file.05.01.15.ojjdp fy 2015 police and youth engagement draft solicitation-sep-4-28-15.pdf

OMB No. 1121-0329

U.S. Department of Justice Approval Expires 07/31/2016

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 Police and Youth Engagement: Supporting the Role of Law Enforcement in Juvenile Justice Reform. This program furthers the Department’s mission by supporting innovative approaches to building partnerships between youth and law enforcement.

OJJDP FY 2015 Police and Youth Engagement:

Supporting the Role of Law Enforcement in

Juvenile Justice Reform

Eligibility

Eligible applicants are limited to nonprofit and for-profit organizations (including tribal nonprofit and for-profit organizations) and institutions of higher education (including tribal institutions of higher education). For-profit organizations must agree to forgo any profit or management fee.

OJJDP welcomes applications that involve two or more entities; however, one eligible entity must be the applicant and the others must be proposed as subrecipients. The applicant must be the entity with primary responsibility for administering the funding and managing the entire program. OJJDP will consider only one application per lead applicant; however, subrecipients may be part of multiple proposals. OJJDP encourages collaboration between law enforcement and youth-serving organizations.

OJJDP may elect to make awards for applications submitted under this solicitation in future fiscal years, dependent on the merit of the applications and on the availability of appropriations.

For additional eligibility information, see Section C. Eligibility Information.

Deadline

Applicants must register with Grants.gov prior to submitting an application. OJP encourages applicants to register several weeks before the application submission deadline. In addition, OJP urges applicants to submit applications 72 hours prior to the application due date. All applications are due to be submitted and in receipt of a successful validation message in Grants.gov by 11:59 p.m. eastern time on June 16, 2015.

All applicants are encouraged to read this Important Notice: Applying for Grants in Grants.gov.

http://www.usdoj.gov/ http://www.ojp.usdoj.gov/ http://www.ojjdp.gov/ http://www.ojjdp.gov/ http://www.grants.gov/applicants/apply_for_grants.jsp http://ojp.gov/funding/Apply/Grants-govInfo.htm http://ojp.gov/funding/Apply/Grants-govInfo.htm

OJJDP-2015-4217

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, or via e-mail to support@grants.gov. Hotline hours of operation are 24 hours a day, 7 days a week, except federal holidays.

Applicants who experience unforeseen Grants.gov technical issues beyond their control that prevent them from submitting their application by the deadline must e-mail the OJJDP contact identified below within 24 hours after the application deadline and request approval to submit their application. Additional information on reporting technical issues is found 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, by e-mail at responsecenter@ncjrs.gov, or by web chat at https://webcontact.ncjrs.gov/ncjchat/chat.jsp. Answers to frequently asked questions that may assist applicants are posted at http://www.ojjdp.gov/grants/solicitations/FY2015/FAQ/PYESRLEJJFAQ.pdf.

Grants.gov number assigned to this announcement: OJJDP-2015-4217

Release date: May 1, 2015 mailto:support@grants.gov mailto:responsecenter@ncjrs.gov https://webcontact.ncjrs.gov/ncjchat/chat.jsp http://www.ojjdp.gov/grants/solicitations/FY2015/FAQ/PYESRLEJJFAQ.pdf

Contents

A. Program Description

Overview

Program-Specific Information

Goals, Objectives, and Deliverables

Evidence-based programs or practices

B. Federal Award Information

Type of award

Financial management and system of internal controls

Budget Information

Cost sharing or match requirement

Preagreement cost approvals

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

Cost sharing or match requirement

Limit on number of application submissions

D. Application and Submission Information

What an Application Should Include

How To Apply

E. Application Review Information

Selection 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

Provide Feedback to OJP

Application Checklist

OJJDP FY 2015 Police and Youth Engagement:

Supporting the Role of Law Enforcement in

Juvenile Justice Reform

(CFDA #16.540)

A. Program Description

Overview

The Office of Juvenile Justice and Delinquency Prevention (OJJDP) provides national leadership, coordination, and resources to prevent and respond to juvenile delinquency and victimization. To fulfill this mission, OJJDP collaborates with professionals from diverse disciplines to improve juvenile justice practices and policies.

Recent events have focused national attention on the need for enhanced trust between local law enforcement and the communities that they serve. OJJDP seeks to help inform law enforcement executives of key juvenile justice issues that jurisdictions face in improving relations between youth and law enforcement. Specifically, OJJDP will examine how to foster strong, collaborative relationships between local law enforcement, youth, families, and communities. OJJDP will emphasize evidence-based practices specific to youth engagement and will identify areas within police operations where additional training and technical assistance are needed, including training and protocols to enable law enforcement to better identify and respond to children who have been direct victims of or witnesses to violence in their homes, schools, and/or communities.

This program is authorized pursuant to Section 221 of the Juvenile Justice and Delinquency Prevention Act, 42 U.S.C. § 5631.

Program-Specific Information

Trust between law enforcement agencies and the people they protect and serve is essential in a democracy. It is key to the stability of communities, the integrity of the criminal and juvenile justice systems, and the safe and effective delivery of policing services. Law enforcement has a critical role to play in juvenile justice reform. For many youth in need of services, law enforcement is the initial point of contact. For this reason, it is important that law enforcement develops tools to address juvenile crime that are effective and developmentally appropriate. Additionally, law enforcement is uniquely positioned to play an active role in changing community norms and establishing policies that better support youth and families.

This solicitation will provide funding to an eligible applicant to support the convening of a youth and law enforcement roundtable and development of an institute on best practices and innovative approaches relating to law enforcement, youth, and juvenile justice. The successful applicant will support an initial roundtable and one institute during the initial 12-month award period to include planning and implementation.

OJJDP is seeking programs that address youth and law enforcement partnerships in these categories:

youth who are at risk of or involved in gang activity (to include youth who are siblings of gang-involved youth and youth living in communities with high levels of gang activity).

youth living in communities with high levels of handgun violence.

youth who are exposed to or witnesses of family, school, and/or community violence.

girls who are at risk of involvement or involved in the juvenile justice system.

Goals, Objectives, and Deliverables

This project will fund the successful applicant to provide training and technical assistance in support of a youth and law enforcement roundtable and a Law Enforcement Leadership Institute on Juvenile Justice. These components are described below:

Youth and law enforcement roundtable. OJJDP, with support from the training and technical assistance provider, will convene a roundtable discussion on enhancing the infrastructure to support, sustain, and expand youth and law enforcement engagement.

Invitees will include a cross section of national law enforcement organizations and federal partners. Specifically, the roundtable will inform OJJDP of specific components to consider, including recommendations on how to structure the Law Enforcement Leadership Institute on Juvenile Justice. Virtual meetings will occur post-roundtable, and a report will be developed.

Law Enforcement Leadership Institute on Juvenile Justice. Based on the youth and law enforcement roundtable, this leadership institute will immerse law enforcement executives in best practices and innovative approaches on how to improve interactions between youth and law enforcement and effectively contribute to juvenile justice reform.

Participants will learn how to change the culture within their agencies and support collaboration with other public and private organizations. State and local law enforcement executives will explore their role as change agents and determine how they can more effectively address systemic juvenile justice issues, improve local responses to justice-involved youth, and accelerate progress toward more successful outcomes for youth, families, and communities. Topics may include, but are not limited to, the following:

o cultural transformation in law enforcement agencies—policies, practices, and protocols that support juvenile justice reform.

o adolescent development and implications for law enforcement.

o children’s exposure to violence in their homes, schools, and communities.

o complying with the core protections of the Juvenile Justice and Delinquency

Prevention Act.

o eliminating racial and ethnic disparities.

o partnerships to address adolescents’ mental health, substance abuse, and trauma needs.

o diversion and risk assessment.

o law enforcement and school collaborations.

o data collection and information sharing.

o advocating for community reforms.

The goals of this program are to:

improve law enforcement’s ability to identify and respond to children who have been exposed to violence in their homes, schools, and/or communities.

improve law enforcement agencies’ response to justice-involved youth and at-risk youth.

promote enhanced law enforcement collaboration on juvenile justice reform in communities.

demonstrate the efficacy of evidence-based practices and principles to improve the delivery of services (e.g. alternatives to detention, diversion for status offenders, adoption of policies or standard operating procedures that support juvenile justice reform).

The objectives of this program are as follows:

introduce law enforcement agencies to best practices and innovative approaches related to juvenile justice reform and work closely with those agencies to assess their current response to youth.

develop agency-specific action plans subsequent to their participation in the institute.

develop, implement, and enhance training and technical assistance materials and activities relevant to police and youth engagement.

provide training and technical assistance to grantees that will build capacity, assess needs, initiate strategic planning, implement appropriate program improvements, evaluate program performance, and help sustain their programs.

The program narrative should reflect how the applicant will accomplish the program objectives through the proposed deliverables. Applicants should be realistic in estimating the cost of deliverables and in detailing the implementation schedule. OJJDP also encourages applicants to be innovative and to propose alternative approaches to the delivery of training and technical assistance to maximize resources.

Youth engagement. Youth engagement can be achieved by (1) actively engaging justice-involved youth and individuals formerly incarcerated as youth in planning and decision-making that affects their individual outcomes and (2) giving them a voice in the development of policies, practices, and governance of the agency or systems in which they are involved.

OJJDP seeks to actively engage and partner with justice-involved youth and their families to inform programs and policies.

Family engagement. OJJDP envisions a transformed juvenile justice system that recognizes and builds upon the strengths, values, and diversity of families and communities to best serve the children and youth who come into contact with the system and to improve both safety and quality of life for all. This system will honor and support families before, during, and after their children have contact with the system.

Applicants should describe how the proposed program will include both a youth engagement and a family engagement component.

OJJDP training and technical assistance awardee standards. OJJDP has developed the Core Performance Standards for Training, Technical Assistance, and Evaluation to promote among providers the consistency and quality of OJJDP-sponsored training and technical assistance and to advance common expectations of performance excellence. The standards present minimum expectations that providers must meet for effective practice in the planning, coordination, delivery, and evaluation of training. Award recipients must coordinate with OJJDP’s National Training and Technical Assistance Center (NTTAC) in the assessment and delivery of services to ensure the effective use of OJJDP grant funding. For additional information, go to OJJDP’s NTTAC website.

Requirements related to coordination of activities will include, but are not limited to:

Coordination with OJJDP NTTAC. OJJDP requires all training and technical assistance projects to coordinate their activities with OJJDP NTTAC by complying with all OJJDP NTTAC protocols to ensure coordinated delivery of services among providers and effective use of OJJDP grant funding. OJJDP reserves the right to modify these protocols at any time with reasonable notice to the grantee prior to project completion.

OJJDP-funded webinars. The award recipient must comply with OJJDP’s Webinar Guidelines, as described in the core performance standards. Minimally, OJJDP training and technical assistance providers will submit to OJJDP NTTAC information in advance of all events for the online calendar, use the approved OJJDP presentation template, and record events and upload the files onto NTTAC’s Online University.

Training information sharing. The Office of Justice Programs (OJP) will be collecting information from its program offices on OJP-funded training and technical assistance events. Award recipients must use OJJDP’s standard electronic training request form and submit information to NTTAC on all training events (i.e. name of requestor, description of request, dates of event, etc.) 30 days in advance of the event date and report additional data as OJJDP requires.

Evidence-based programs or practices. OJJDP encourages applicants to become familiar with the resources found on the OJP CrimeSolutions.gov and OJJDP Model Programs Guide websites to find information about evidence-based programs in criminal justice, juvenile justice, and crime victim services.

http://www.nttac.org/ http://www.crimesolutions.gov/ http://www.ojjdp.gov/MPG/ http://www.ojjdp.gov/MPG/

OJP strongly emphasizes the use of data and evidence in policy making and program development in criminal justice, juvenile justice, and crime victim services. OJP is committed to:

improving the quantity and quality of evidence OJP generates;

integrating evidence into program, practice, and policy decisions within OJP and the field; and improving the translation of evidence into practice.

OJP considers programs and practices to be evidence-based when their effectiveness has been demonstrated by causal evidence, generally obtained through one or more outcome evaluations. Causal evidence documents a relationship between an activity or intervention (including technology) and its intended outcome, including measuring the direction and size of a change, and the extent to which a change may be attributed to the activity or intervention. Causal evidence depends on the use of scientific methods to rule out, to the extent possible, alternative explanations for the documented change. The strength of causal evidence, based on the factors described above, will influence the degree to which OJP considers a program or practice to be evidence-based.

Additional resources. OJJDP encourages applicants to review the recommendations from the Attorney General’s National Task Force on Children Exposed to Violence and the Attorney General’s Advisory Committee on American Indian/Alaska Native Children Exposed to Violence and the National Research Council’s Reforming Juvenile Justice: A Developmental Approach and Implementing Juvenile Justice Reform and consider incorporating the recommendations into their applications, where applicable.

B. Federal Award Information

OJJDP expects to make one cooperative agreement for as much as $400,000 for a 12-month project period, beginning on October 1, 2015.

Based on the availability of funds and determination of successful performance, OJJDP may provide annual continuation funding for as many as 2 additional years under this solicitation.

Important considerations in decisions regarding supplemental funding include, among other factors, the availability of funding, strategic priorities, assessment of the quality of the management of the award (for example, timeliness and quality of progress reports), and assessment of 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 award1. OJJDP expects to make any award from this solicitation in the form of a cooperative agreement, which is a particular type of grant used if OJJDP expects to have ongoing substantial involvement in award activities. Substantial involvement includes direct oversight and involvement with the grantee organization in implementation of the grant but does not involve day-to-day project management. See Administrative, National Policy, and

1 See generally 31 U.S.C. §§ 6301-6305 (defines and describes various forms of federal assistance relationships, including grants and cooperative agreements (a type of grant)).

http://www.justice.gov/defendingchildhood/cev-rpt-full.pdf http://www.justice.gov/sites/default/files/defendingchildhood/pages/attachments/2014/11/18/finalaianreport.pdf http://www.justice.gov/sites/default/files/defendingchildhood/pages/attachments/2014/11/18/finalaianreport.pdf http://www.nap.edu/catalog.php?record_id=14685 http://www.nap.edu/catalog.php?record_id=14685 http://sites.nationalacademies.org/dbasse/claj/implementing_juvenile_justice_reform/ other Legal Requirements, under Section F. Federal Award Administration, for details regarding the federal involvement anticipated under an award from this solicitation.

Financial management and system of internal controls. If selected for funding, the award recipient must:

(a) Establish and maintain effective internal control over the federal award that provides reasonable assurance that the nonfederal entity 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 nonfederal entity's compliance with statute, 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 nonfederal entity considers sensitive consistent with applicable federal, state, and local laws regarding privacy and obligations of confidentiality.

In order to better understand administrative requirements and cost principles, award applicants are encouraged to enroll, at no charge, in the Department of Justice Grants Financial Management Online Training available here.

Budget Information

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.

Preagreement cost approvals. OJP does not typically approve preagreement costs; an applicant must request and obtain the prior written approval of OJP for all such costs. If approved, preagreement costs could be paid from grant funds consistent with a grantee’s approved budget, and under applicable cost standards. However, all such costs prior to award and prior to approval of the costs are incurred at the sole risk of an applicant.

Generally, no applicant should incur project costs before submitting an application requesting federal funding for those costs. Should there be extenuating circumstances that appear to be appropriate for OJP’s consideration as preagreement costs, the applicant should contact the point of contact listed on the title page of this announcement for details on the requirements for submitting a written request for approval. See the section on Costs Requiring Prior Approval in the Financial Guide, for more information.

http://gfm.webfirst.com/ http://ojp.gov/financialguide/index.htm

Limitation on use of award funds for employee compensation; waiver. With respect to any award of more than $250,000 made under this solicitation, recipients may not use federal funds to pay total cash compensation (salary plus cash bonuses) to any employee of the award 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.2 The 2015 salary table for SES employees is available at the Office of Personnel Management website. Note: A recipient may compensate an employee at a greater rate, provided the amount in excess of this compensation limitation is paid with non-federal funds. (Any such additional compensation will not be considered matching funds where match requirements apply.)

The Assistant Attorney General for OJP may exercise discretion to waive, on an individual basis, the limitation on compensation rates allowable under an award. An applicant requesting a waiver should include a detailed justification in the budget narrative of the application. Unless the applicant submits a waiver request and justification with the application, the applicant should anticipate that OJP will request the applicant to adjust and resubmit the budget.

The justification should include the particular qualifications and expertise of the individual, the uniqueness of the service the individual will provide, the individual’s specific knowledge of the program or project being undertaken with award funds, and a statement explaining that the individual’s salary is commensurate with the regular and customary rate for an individual with his/her qualifications and expertise, and for the work to be done.

Prior approval, planning, and reporting of conference/meeting/training costs. OJP strongly encourages applicants that propose to use award funds for any conference-, meeting-, or training-related activity to review carefully – before submitting an application

– the OJP policy and guidance on conference approval, planning, and reporting. 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 such costs for cooperative agreement recipients and of some such costs for grant recipients; and (3) set cost limits, including 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 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 “Solicitation Requirements” in the OJP Funding Resource Center.

C. Eligibility Information

For additional eligibility information, see the title page.

2 This limitation on use of award funds does not apply to the non-profit organizations specifically named at Appendix

VIII to 2 C.F.R. part 200.

http://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/15Tables/exec/html/ES.aspx http://ojp.gov/financialguide/PostawardRequirements/chapter15page1.htm http://ojp.gov/funding/index.htm

Cost sharing or match requirement. For additional information on cost sharing and match requirement, see Section B. Federal Award Information.

Limit on number of application submissions. If an applicant submits multiple versions of the same application, OJJDP will review only the most recent system-validated version submitted. For more information on system-validated versions, see How To Apply.

D. Application and Submission Information

What an Application Should Include

Applicants should anticipate that if they fail to submit an application that contains all of the specified elements, it may negatively affect the review of their application; and, should a decision be made to make an award, it may result in the inclusion of special conditions that preclude the recipient from accessing or using award funds pending satisfaction of the conditions.

Moreover, applicants should anticipate that applications that are determined to be nonresponsive to the scope of the solicitation, do not request funding within the funding limit, or that do not include the application elements that OJJDP has designated to be critical, will neither proceed to peer review nor receive further consideration. Under this solicitation, OJJDP has designated the following application elements as critical: Program Narrative, Budget Detail Worksheet or Budget Narrative.

Applicants should review the “Note on File Names and File Types” under How To Apply to be sure that they submit their applications in the permitted formats.

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

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 pre-applications, 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).

Intergovernmental review. This funding opportunity is subject to Executive Order 12372. Applicants may find the names and addresses of their state’s Single Point of Contact (SPOC) at the following website: www.whitehouse.gov/omb/grants_spoc/.

Applicants whose state appears on the SPOC list must contact their state’s SPOC to find out about, and comply with, the state’s process under Executive Order 12372. In completing the SF-424, applicants whose state appears on the SPOC list are to make the appropriate selection in response to question 19 once the applicant has complied with their state’s E.O. 12372 process. (Applicants whose state does not appear on the SPOC list are to make the appropriate selection in response to question 19 to indicate http://www.archives.gov/federal-register/codification/executive-order/12372.html http://www.archives.gov/federal-register/codification/executive-order/12372.html http://www.whitehouse.gov/omb/grants_spoc/ that the “Program is subject to E.O. 12372 but has not been selected by the State for review.”)

2. Project Abstract

Applications should include a high-quality project abstract that summarizes the proposed project in 400 words or less. Project abstracts should be— written for a general public audience.

submitted as a separate attachment with “Project Abstract” as part of its file name.

single-spaced, using a standard 12-point font (Times New Roman) with 1-inch margins.

As a separate attachment, the project abstract will not count against the page limit for the program narrative.

The abstract should briefly describe the project’s purpose, the population to be served, and the activities that the applicant will implement to achieve the project’s goals and objectives. The abstract should describe how the applicant will measure progress toward these goals. The abstract should indicate whether the applicant will use any portion of the project budget to conduct research as described in Note on Project Evaluations on page 15.

3. Program Narrative

Applicants must submit a program narrative that presents a detailed description of the purpose, goals, objectives, strategies, design, and management of the proposed program. The program narrative should be double-spaced with 1-inch margins, not exceeding 30 pages of 8½ by 11 inches, and use a standard 12-point font, preferably Times New Roman. Pages should be numbered “1 of 30,” etc. The tables, charts, pictures, etc., including all captions, legends, keys, subtext, etc., may be single-spaced and will count in the 30-page limit. Material required under the Budget and Budget Narrative and Additional Attachments sections will not count toward the program narrative page count. Applicants may provide bibliographical references as a separate attachment that will not count toward the 30-page program narrative limit. If the program narrative fails to comply with these length-related restrictions, OJJDP may consider such noncompliance in peer review and in final award decisions.

The program narrative should address the following selection criteria: (1) statement of the problem; (2) goals, objectives, and performance measures; (3) program design and implementation; and (4) capabilities/competencies. The applicant should clearly delineate the connections between and among each of these sections. For example, the applicant should derive the goals and objectives directly from the problems to be addressed. Similarly, the project design section should clearly explain how the program’s structure and activities will accomplish the goals and objectives identified in the previous section.

The following sections should be included as part of the program narrative:

a. Statement of the problem. Applicants should briefly describe the nature and scope of the problem that the program will address (e.g., need for improved public trust in law enforcement, children exposed to violence, gang activity, need for alternative programs in schools, lack of family and youth engagement, etc.). The applicant should use data to provide evidence that the problem exists, demonstrate the size and scope of the problem, and document the effects of the problem on the target population and the larger community. Applicants should describe the target population and any previous or current attempts to address the problem.

Applicants should describe any research or evaluation studies that relate to the problem and contribute to the applicant’s understanding of its causes and potential solutions. While OJJDP expects applicants to review the research literature for relevant studies, they should also explore whether unpublished local sources of research or evaluation data are available.

b. Goals, objectives, and performance measures. Applicants should describe the goals of the proposed program and identify its objectives. When formulating the program’s goals and objectives, applicants should be cognizant of the performance measures that OJJDP will require successful applicants to provide.

Goals. Applicants should describe the program’s intent to change, reduce, or eliminate the problem noted in the previous section and outline the project’s goals.

Program objectives. Applicants should explain how the program will accomplish its goals. Objectives are specific, quantifiable statements of the project’s desired results.

They should be clearly linked to the problem identified in the preceding section and measurable.

Performance measures. To assist the Department with fulfilling its responsibilities under the Government Performance and Results Act of 1993 (GPRA), Public Law 103-62, and the GPRA Modernization Act of 2010, Public Law 111–352, applicants that receive funding under this solicitation must provide data that measure the results of their work done under this solicitation. OJP will require any award recipient, post award, to provide the data requested in the “Data Grantee Provides” column so that OJP can calculate values for the “Performance Measures” column. OJJDP will require award recipients to submit semiannual performance metrics of relevant data through the Data Reporting Tool (DCTAT) located at www.ojjdp-dctat.org/.

Performance measures for this solicitation are as follows:

Objective Performance Measure(s)

Description Data Grantee Provides

To develop, implement, and enhance training and technical materials and activities that support enhanced collaboration relevant to police and youth engagement.

Number of training requests received.

This measure represents the number of training requests received during the reporting period. Requests can come from individuals or organizations served.

Number of training requests received during the reporting period.

Number of technical assistance requests received.

This measure represents the number of technical assistance requests received during the reporting period.

Requests can come from individuals or organizations served.

Number of technical assistance requests received during the reporting period.

http://www.ojjdp-dctat.org/

Number of program materials developed during the reporting period.

This measure represents the number of program materials that were developed during the reporting period. Include only substantive materials such as program overviews, client workbooks, lists of local service providers. Do not include program advertisements or administrative forms such as sign-in sheets or client tracking forms.

Count the number of pieces developed. Program records are the preferred data source.

Number of program materials developed.

Number of planning or training events held during the reporting period.

This measure represents the number of planning or training activities held during the reporting period. Planning and training activities include creation of task forces or interagency committees, meetings held, needs assessments undertaken, etc.

Preferred data source is program records.

Number of planning or training activities held during the reporting period.

Number of people trained during the reporting period.

This measure represents the number of people trained during the reporting period. The number is the raw number of people receiving any formal training relevant to the program or their position as program staff. Include any training from any source or medium received during the reporting period as long as receipt of training can be verified.

Training does not have to have been completed during the reporting period. Preferred data source is program records.

Number of people trained.

Number of program policies changed, improved, or rescinded during the reporting period.

This measure represents the number of cross-program or agency policies or procedures changed, improved, or rescinded during the reporting period. A policy is a plan or specific course of action that guides the general goals and directives of programs and/or agencies. Include polices that are relevant to the topic area of the program or that affect program operations. Preferred data source is program records.

Number of program policies changed during the reporting period.

Number of program policies rescinded during the reporting period.

Percentage of people exhibiting an increased knowledge of the program area during the reporting period.

This measure represents the number of people who exhibit an increased knowledge of the program area after participating in training. Use of pre-and post-tests is preferred.

Number of people exhibiting an increase in knowledge post-training.

Number of people trained during the reporting period.

Percentage of organizations reporting improvements in operations based on training and technical assistance.

The number and percentage of organizations reporting improvements in operations as a result of training and technical assistance 1 to 6 months post-service. For example, enhanced collaborative efforts sustained should be included (e.g. alternatives to detention, diversion for status offenders, adoption of policies or standard operating procedures in support of juvenile justice reform).

The number of organizations reporting improvements in operations based on training and technical assistance during the reporting period.

Number of organizations served by training and technical assistance during the reporting period.

Percentage of those served by training and technical assistance who reported implementing an evidence-based program and/or practice during or after the training and technical assistance.

Number and percentage of programs served by training and technical assistance that reported implementing an evidence-based program and/or practice during or after the training and technical assistance. Evidence-based programs and practices include program models that have been shown, through rigorous evaluation and replication, to be effective at preventing or reducing juvenile delinquency or related risk factors, such as substance use.

Number of programs served by training and technical assistance that reported using an evidence-based program and / or practice.

Number of programs served by training and technical assistance.

Number of program materials disseminated during the reporting period.

This measure represents the number of program materials disseminated during the reporting period.

Enter the number of program materials disseminated during the reporting period.

OJJDP does not require applicants to submit performance measures data with their application. Performance measures are included as an alert that OJJDP will require successful applicants to submit specific data as part of their reporting requirements.

For the application, applicants should indicate an understanding of these requirements and discuss how they will gather the required data, should they receive funding.

OJJDP encourages award recipients to use information from existing program records to fulfill performance measures reporting requirements rather than initiating new data collection activities for this purpose.

Note on project evaluations. Applicants that propose to use funds awarded through this solicitation to conduct project evaluations should be aware that certain project evaluations (such as systematic investigations designed to develop or contribute to generalizable knowledge) may constitute “research” for purposes of applicable DOJ human subjects protection regulations. However, project evaluations that are intended only to generate internal improvements to a program or service, or are conducted only to meet OJP’s performance measure data reporting requirements likely do not constitute “research.” Applicants should provide sufficient information for OJP to determine whether the particular project they propose would either intentionally or unintentionally collect and/or use information in such a way that it meets the DOJ regulatory definition of research.

Research, for the purposes of human subjects protections for OJP-funded programs, is defined as, “a systematic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalizable knowledge” 28 C.F.R. § 46.102(d). For additional information on determining whether a proposed activity would constitute research, see the decision tree to assist applicants on the “Research and the Protection of Human Subjects” section of the OJP Funding Resource Center webpage. Applicants whose proposals may involve a research or statistical component also should review the “Data Privacy and Confidentiality Requirements” section on that webpage.

c. Project design and implementation. Applicants should detail how the project will operate throughout the funding period and describe the strategies that they will use to achieve the goals and objectives identified in the previous section. Applicants should describe how they will complete the deliverables stated in the Goals, Objectives, and Deliverables section on page 5. OJJDP encourages applicants to select evidence-based practices for their programs.

This section should also include details regarding any leveraged resources (cash or in-kind) from local sources to support the project and discuss plans for sustainability beyond the grant period.

Logic model. Applicants should include a logic model that graphically illustrates how the performance measures are related to the project’s problems, goals, objectives, and design. See sample logic models here. Applicants should submit the logic model as a separate attachment, as stipulated in Additional Attachments, page 19.

Timeline. Applicants should submit a realistic timeline or milestone chart that indicates major tasks associated with the goals and objectives of the project, assigns responsibility for each, and plots completion of each task by month or quarter for the duration of the award, using “Year 1,” “Month 1,” “Quarter 1,” etc., not calendar dates (see “Sample Project Timelines” here.).

Applicants should submit the timeline as a separate attachment, as stipulated in Additional Attachments, page 19. On receipt of an award, the recipient may revise the timeline, based on training and technical assistance that OJJDP will provide.

d. Capabilities and competencies. This section should describe the experience and capability of the applicant organization and any contractors or subgrantees that the applicant will use to implement and manage this effort and its associated federal funding, highlighting any previous experience implementing projects of similar design or magnitude. Applicants should highlight their experience/capability/capacity to manage subawards, including details on their system for fiscal accountability.

http://ojp.gov/funding/Explore/SolicitationRequirements/EvidenceResearchEvaluationRequirements.htm http://ojp.gov/funding/index.htm http://ojp.gov/funding/index.htm http://www.ojjdp.gov/grantees/pm/logic_models.html http://www.ojjdp.gov/grantees/timelines.html

Management and staffing patterns should be clearly connected to the project design described in the previous section. Applicants should describe the roles and responsibilities of project staff and explain the program’s organizational structure and operations. Applicants should include a copy of an organizational chart showing how the organization operates, including who manages the finances; how the organization manages subawards, if there are any; and the management of the project proposed for funding.

Letters of support/memoranda of understanding. If submitting a joint application, as described under Eligibility, page 1, applicants should provide signed and dated letters of support or memoranda of understanding for all key partners that include the following:

• expression of support for the program and a statement of willingness to participate and collaborate with it.

• description of the partner’s current role and responsibilities in the planning process and expected responsibilities when the program is operational.

• estimate of the percentage of time that the partner will devote to the planning and operation of the project.

4. Budget Detail Worksheet and Budget Narrative

Applicants should provide a budget that (1) is complete, allowable, and cost-effective in relation to the proposed activities; (2) shows the cost calculations demonstrating how they arrived at the total amount requested; and (3) provides a brief supporting narrative to link costs with project activities. The budget should cover the entire award period.

For questions pertaining to budget and examples of allowable and unallowable costs, see the Financial Guide.

a. Budget Detail Worksheet. Find a sample Budget Detail Worksheet here. Applicants that submit their budget in a different format should include the budget categories listed in the sample budget worksheet.

b. Budget Narrative. The budget narrative should thoroughly and clearly describe every category of expense listed in the Budget Detail Worksheet. OJP expects proposed budgets to be complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities).

Applicants should demonstrate in their budget narratives how they will maximize cost effectiveness of grant expenditures. Budget narratives should generally describe cost effectiveness in relation to potential alternatives and the goals of the project. For example, a budget narrative should detail why planned in-person meetings are necessary, or how technology and collaboration with outside organizations could be used to reduce costs, without compromising quality.

The narrative should be mathematically sound and correspond with the information and figures provided in the Budget Detail Worksheet. The narrative should explain http://ojp.gov/funding/Apply/Resources/BudgetDetailWorksheet.pdf how the applicant estimated and calculated all costs, and how they are relevant to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be in a spreadsheet format. As with the Budget Detail Worksheet, the Budget Narrative should be broken down by year.

c. Noncompetitive procurement contracts in excess of simplified acquisition threshold. If an applicant proposes to make one or more noncompetitive procurements of products or services, where the noncompetitive procurement will exceed the simplified acquisition threshold (also known as the small purchase threshold), which is currently set at $150,000, the application should address the considerations outlined in the Financial Guide.

d. Preagreement cost approvals. For information on preagreement costs, see Section

B. Federal Award Information.

5. Indirect Cost Rate Agreement (if applicable)

Indirect costs are allowed only if the applicant has a current federally approved indirect cost rate. (This requirement does not apply to units of local government.) Attach a copy of the federally approved indirect cost rate agreement to the application. Applicants that do not have an approved rate may request one through their cognizant federal agency, which will review all documentation and approve a rate for the applicant organization, or, if the applicant’s accounting system permits, costs may be allocated in the direct cost categories. For the definition of Cognizant Federal Agency, see the “Glossary of Terms” in the Financial Guide. For assistance with identifying your cognizant agency, contact the Customer Service Center at 1-800-458-0786 or at ask.ocfo@usdoj.gov. If DOJ is the cognizant federal agency, applicants may obtain information needed to submit an indirect cost rate proposal here.

6. Applicant Disclosure of High Risk Status

Applicants are to disclose whether they are currently designated high risk by another federal grant making agency. This includes any status requiring additional oversight by the federal agency due to past programmatic or financial concerns. If an applicant is designated high risk by another federal grant making agency, you must email the following information to OJPComplianceReporting@usdoj.gov at the time of application submission:

The federal agency that currently designated the applicant as high risk;

Date the applicant was designated high risk;

The high risk point of contact name, phone number, and email address, from that federal agency; and

Reasons for the high risk status.

OJP seeks this information to ensure appropriate federal oversight of any grant award.

Unlike the Excluded Parties List, this high risk information does not disqualify any organization from receiving an OJP award. However, additional grant oversight may be included, if necessary, in award documentation.

mailto:ask.ocfo@usdoj.gov http://ojp.gov/funding/Apply/Resources/IndirectCosts.pdf mailto:OJPComplianceReporting@usdoj.gov

SAMPLE

7. Additional Attachments

Applicants should submit the following information, as stipulated in the…