CJD APPLICATIONS

1. CJD APPLICATIONS

2. Who? Applicant Agency Name Legal name of the applicant (i.e. City of Here; Everywhere County; Good Deeds, Inc.) Division or Unit Specific division or unit within the applicant agency that operates the project (i.e. Police Department; District Attorney’s Office; Grants Division) Correct Incorrect Applicant Agency Name: City of Here Here Police Department Division or Unit: Police Department PD Special Crimes Grant Officials 3 different individuals responsible for managing the grant project (AO, FO, PD) NOTE: Individuals must be registered in eGrants before they can be shown as a Grant Official

3. What? • Project Title • A title that explains the purpose of the project NOT the name of the fund source. • Project Summary • A brief explanation of the project that lets the reader know what the project will do and it’s purpose. • IMPORTANT: This is a summary of the project, not the applicant agency’s vision or mission.

4. Project Start and End Dates The project’s grant period. Must be within the dates indicated in the solicitation RFA. Primary Service County The county in which the majority of the services will be performed. This also determines the COG or Peer Review Group applicable to the project. When? Service Area All counties in which the project will operate. Where? Target Group and Population Area More detail about the geographic area (like Precinct 4), target population (like juveniles currently on probation), gender, age, and anything else relevant to where the project is targeting its services.

5. Problem Statement and Supporting Data An explanation of the problem the project will address NOT problems faced by the agency as a whole. Supporting data must be directly related to the project. Why? Goal Statement Impact the project intends to have NOT the project’s activities. This should be one or two sentences and must let the reader know what the project intends to accomplish by the end of the project period.

6. Problem Statement and Supporting Data Example • Problem Statement: • The City of Here has limited shelter space for victims of family violence and many times victims are transported long distances to receive safe shelter. • Correct/Appropriate Supporting Data • UCR report indicates 115 reported incidents of family violence in the City of Here in 2008 (note 2009 UCR is not yet posted to DPS website) • City of Here has 1 shelter that has 15 shelter beds available to victims of family violence • Shelter operates 24 hours a day and on average has an occupancy rate of 105% • Nearest alternate shelter is 80 miles away in Somewhere County • In 2009 25 family violence victims were transported to Somewhere County for shelter. • Incorrect/Irrelevant Supporting Data • Everywhere County (for City of Here) has a Domestic Violence conviction rate of 95% • UCR Crime Report for 2008 shows 193,505 reported incidents of family violence in Texas • 180 family violence incidents in the City of Here • Victims have to travel long distances for shelter when the local shelter is full • There are only 15 shelter beds

7. Sample Goal Statement Correct The goal of this project is to reduce the trauma experienced by victims of family violence victims by ensuring shelter space is available in the local area. In addition, the project will reduce the number of victims that have to be transported to alternate shelter locations. Incorrect This project will provide 24 hour shelter , transportation and crisis counseling to victims of family violence.

8. Project Activities • CJD Defined – Activities created by CJD that • are eligible under the selected fund • source/funding opportunity and fit within • CJD’s strategies for those funds. CJD Defined • Activities also have specific measures tied to them. • Grantee Defined – Activities created by the applicant because there are no CJD Defined Activities appropriate for the project. Grantee Defined activities do not have specific measure tied to them; however, output and outcome measure are required. • NOTE: Grantee Defined Activities should only be added after talking with CJD or COG staff. How?

9. Measures • CJD Defined – Measures created by CJD that are • tied directly to CJD Defined Activities. Applicants are • required to enter both Current and Target Data for all • measure, even if the data is “0”. • Grantee Defined – Measures created by the grantee that tie directly • to the Grantee Defined Activities. Applicants must include at least • one Output and one Outcome measure. • NOTE: All Current and Target data must be reasonable compared to the project budget. How?

10. Budget • Personnel • List Personnel Positions Separately and Include a • Description for Each Position. • %of Time = % of the Position’s Base Salary Paid with Grant Funds (CJD + Match) • Include fringe benefits in the aggregate salary amount. • Volunteer Line Items Should Include: • volunteer time; • purpose for the volunteers; • number of volunteer hours; and • rate per hour to support the total. • Contractual and Professional Services • List Contractual Services Separately with a Brief Explanation of each Contract • Applicants Must Use Their Agency’s Procurement Guidelines • A Procurement Questionnaire Must Be Uploaded to eGrants for Procurements in • Excess of $100,000 How?

11. Budget • Equipment • Line Item Descriptions Must Include the Number and • Cost Per Unit along with Justification for the Equipment • Inventory List of Grant Funded Equipment Must be Maintained • A Procurement Questionnaire Must Be Uploaded to eGrants for • Equipment Procurements in Excess of $100,000 • Travel • Travel Line Items are for Project Staff Only • Applicants Must Follow Their Own Travel Policies • Justification for Out-of-State Travel Must Include: • how the event is related to grant activities; • how attendance at the event will impact the project’s goals and objectives; and • justification as to why agency personnel must go out-of-state rather than attend a similar training in-state. How?

12. Budget • Supplies • Related to the Day-to-Day Operation of the Grant • Funded Project • Shared Costs Must be Pro-Rated • Costs for Rent or Leasing Space Must Include the Cost /Square Foot and • Number of Square Feet • Indirect Costs • If Allowed by the Fund Source, the Standard Indirect Costs Rate is 2% of the • CJD-Funded Direct Costs • A Cost Allocation Plan is Required for Rates that Exceed the 2% Standard • All Rates Are Negotiable How?

13. Accountability • Policies and procedures are in place to successfully implement the project. • The applicant institution has the experience and expertise to complete the project and accomplish the stated objectives.

14. Impact/Strategy • The project must be consistent with local and state priorities. • The applicant must be able to accomplish their objectives within the grant period

15. Performance • The program must be able to successfully evaluate and report on performance. • For continuation projects, the grantee implemented the goals and activities set in previous years • The goals and activities for the new application must build upon those from previous years. • Reports on previous grants must be completed and submitted on time.

16. Cost Efficiency • The activities can be accomplished with the proposed budget. • The costs are reasonable in relation to the population being served. • The budget is consistent with proposed activities.

17. Compliance Internal Controls Are In Place For: • Separating award expenditures w/in accounting system • Detailed time/activity logs for grant funded employees • Compliance with laws, regulations, and provisions of the award agreement • Reporting and audit requirements

18. Summary The Good The Bad The Funny

19. The Good • Narrative, Activities and Budget explain the same project. • Concise explanation of the project. • Goal is the intended outcome of the project. • Budget line items include a clear description of the item to be purchased. • Measures are reasonable considering the budget.

20. The Bad • Ineligible Budget Line Items and Activities. • The Narrative explains the mission of the agency and the Activities and Budget explain the project. • Goal is a list of activities and is several sentences. • Budget line items do not describe the item to be purchased and the % of Time for Personnel does not relate to the salary paid. • Measures indicate more will be accomplished than is achievable with the budget (e.g. 1000 victims will receive legal advocacy on a $10,000 budget). • Misspelled words, sentences don’t make sense, or irrelevant information is included in the Narrative or Activities.