Government Grants and Program Assistance Conference Hosted By Congressman Petri August 15, 2011
Shannon Long Senior Policy Analyst External Affairs Division Office of Community Oriented Policing Services COPS Office
Presentation Outline • Overview of DOJ and COPS Office • Grants.gov and COPS online application system • FY ‘11 COPS grant programs overview and status • Tips for preparing successful grant applications • A look ahead: FY ’12 COPS funding • Grant Management: Extensions, modifications and reporting • Grant monitoring • Preparing to draw grant funds
COPS Office Overview Office of Community Oriented Policing Services Established by the Violent Crime Control and Law Enforcement Act of 1994 To assist law enforcement agencies in enhancing public safety through the implementation of community policing strategies Community policing focuses on collaborative efforts to prevent and respond to crime, social disorder, and fear of crime Since 1994, the COPS Office has invested more than $15 billion to add community policing officers to the nation’s streets, enhance crime fighting technology, support crime prevention initiatives, and provide training and technical assistance to help advance community policing. By the end of FY 2008, the COPS Office had funded approximately 121,000 additional officers to more than 13,636 of the nation’s 18,000 law enforcement agencies across the country in small and large jurisdictions alike.
Overview of COPS 2011 funding Hiring $246,845,320 Community Policing Development $9,940,080 Indian Country $33,133,600 Secure Our Schools $13,253,440 Child Sexual Predator Program $9,940,080 More than $320 million administered by COPS this fiscal year
COPS Online Application Grants.gov and COPS in FY ‘11 “Birth” of the COPS Online Application COPS Online Application – How did it go? Use of COPS Online for 2011 applications
COPS Grant Programs COPS Hiring Program (CHP)
Technology Program Funding FY ’99 - FY ‘11 COPS Officer Hiring Program 1995 – Present (Enacted Authority)
CHRP to CHP: How Did it Happen? In 2009, COPS received 7,272 CHRP applications requesting approximately $8.3 billion for 39,346 officers. However, we were able to fund only 1,046 of those applications with the $1 billion available. In 2010, we received more than $2.2 billion in requests and were able to fund 379 awards. In 2011, COPS received over 2,700 applications requesting over $2 billion in federal assistance.
CHRP and CHP: Purpose and Eligibility Purpose – CHRP (2009) To create and preserve jobs and to increase community policing capacity and crime-prevention efforts. Eligibility All state, local, and tribal law enforcement agencies that have primary law enforcement authority. Purpose – CHP (2010 and 2011) To assist law enforcement agencies in the hiring and/or rehiring of career law enforcement officers in an effort to increase their community policing capacity and crime prevention efforts. Eligibility For 2010, the COPS Office selected CHP grantees from the existing pool of pending 2009 COPS Hiring Recovery Program (CHRP) applications that were not funded, or received partial funding of their capped request. For 2011, all eligible agencies were permitted to submit the new CHP Application.
CHP: Allowable Costs Funds 100% of entry-level salaries and approved fringe benefits costs for three years (thirty-six months) for: newly hired entry-level career law enforcement officers rehired officers (officers laid off at the time of grant application or scheduled to be laid off at a future date) No local match required Retention for 12 months at conclusion of grant Awards fund up to 50 officer positions (probably less after budget cuts), no more than 5% of the agency’s actual sworn force.
Current Status of CHP Current Status of CHP 2011 $246.8 million available under CHP All eligible agencies were allowed to apply Application closed on May 25, 2011 Estimate of number of agencies likely to receive 2011 CHP funding = 250 (or less) Announcement is likely to occur in late September Next steps for unsuccessful applicants are TBD
Application Overview Two Primary Sections • Community Policing • Current Agency Commitment to Community Policing • Agency’s Community Policing Plan • Community Need • Fiscal Health • Crime 14
Application Overview • The Community Policing Plan • Current Commitment – Applicants described their policies and practices as they relate to the three primary elements of community policing: Community Partnerships, Problem Solving, and Organizational Transformation • Proposed Community Policing Plan: • Problem Selection – Agencies selected up to three problems facing their community that would be addressed with COPS funding • Partner Identification – Applicants could identify up to three partners for each problem selected • Organizational Change – Applicants were asked to identify the organizational change(s) that their agency plans to focus on through the requested COPS funding
Community Need • Crime • The application examined the crime rate, as reported in the FBI Uniform Crime Reporting, over the past three complete reporting years (2008 – 2010), evaluating any increases or decreases from year to year • Fiscal Health • Agency Fiscal Health – Changes in operating budget over a three year period (2008 – 2010) • Local Government Fiscal Health – This included locally generated revenue, such as taxes and fees • Community Socio-economic Health – This included foreclosure and unemployment rates
Application Development Process • Content Based on Community Policing Self Assessment Tool (CP-SAT) • CP-SAT and Application Content Developed with Input and Review from the Field • Focus Groups • Field Testing • Peer Review • Average Rating of 3.7 out of 4.0 Across all of the Application Elements
Application Strengths Results in Comprehensive Community Policing Plans Provides High Grantee Flexibility Facilitates Targeted Resource Delivery to Grantees Objective and Consistent Application Scoring Eliminates Potential for Grant Writer Influence Relevant for Agencies of All Types and Sizes
Grantee Resources and Assistance • Enhanced Monitoring to Ensure Grantee Success and Provide Proactive Assistance • Continued Development of Comprehensive Library of Resources • Targeted and Tailored Technical Assistance • Administration of Community Policing Self-Assessment Tool (CP-SAT)
COPS Grant Programs COMPETITIVE GRANT PROGRAMS Secure Our Schools (“SOS”) Child Sexual Predator Program (“CSPP”) Community Policing Development (“CPD”) Tribal Resources Grant Program (“TRGP”) Tribal Methamphetamine Initiative (“Tribal Meth”)
Secure Our Schools (SOS) Program Amount Available in FY ‘11: $13 million Open solicitation for all local, state, and tribal law enforcement agencies that have primary law enforcement authority within a partner primary or secondary school Provides funding to law enforcement agencies to partner with schools or school districts to enhance school safety efforts and prevent school violence within their communities COPS Grant Programs
Secure Our Schools (SOS) Program Requirements A local cash match of 50% towards the total cost of the approved grant project is required May be used for: The placement and use of metal detectors, locks, lighting, and other deterrent measures Security assessments Security training of personnel and students Coordination with local law enforcement Any other measure that may provide a significant improvement in security COPS Grant Programs
COPS Grant Programs Current Status of SOS 358 SOS applications received Approximately 85 awards anticipated Announcement date expected in mid-September
Child Sexual Predator Program (CSPP) Amount Available in FY ‘11: $9.3 million Funding to state, local, and tribal law enforcement agencies. Applicants nominated by a U.S. Attorney’s Office or U.S. Marshal’s Office, with particular need for resources to locate, arrest, and prosecute child sexual predators. Purpose of funding is to establish or enhance strategies to locate, arrest, and prosecute child sexual predators and to enforce state sex offender registration laws. COPS Grant Programs
Child Sexual Predator Program (CSPP) Types of projects May be used for: Developing, enhancing, or maintaining sex offender registration programs or functions Improving information sharing between law enforcement and other service providers to investigate and prevent child sex crimes Managing high-risk offenders in the community through strategic problem analysis and response development Establishing or enhancing efforts to locate, arrest, and prosecute known child sex offenders COPS Grant Programs
Child Sexual Predator Program (CSPP) Requirements There is no local share requirement The maximum amount of funding per request - $500,000 Mandatory technical assistance through National Center for Missing and Exploited Children COPS Grant Programs
COPS Grant Programs Current Status of CSPP 105 CSPP applications received. Approximately 20 awards are anticipated. Announcement date expected before September 30, 2011.
COPS Grant Programs Community Policing Development Amount Available in FY ‘11: $9.9 million Funding designed to create opportunities to learn, collaborate, solve problems, and enhance public safety by developing and leveraging knowledge Funding is typically for projects which are national in scope Current Status: Awards were announced on August 2 during the national COPS Conference on Community Policing.
COPS Grant Programs Community Policing Development Funding FY ‘04 – FY ‘11
Tribal Resources Grant Program (“TRGP”) Amount Available in FY ‘11: $33 million Purpose Funding to address the most serious law enforcement needs of an agency that are not funded with state, local, or Bureau of Indian Affairs (BIA) funds and are linked to the implementation or enhancement of community policing. Eligibility Federally Recognized Tribes with established law enforcement agencies COPS Grant Programs
Indian Country FundingFY 1999 - FY 2011 COPS Grant Programs
COPS Grant Programs Starting in FY ’10, most DOJ grant programs for new grants to Tribes were coordinated under one solicitation called the Coordinated Tribal Assistance Solicitation (CTAS). DOJ grant making components involved in CTAS include: Office of Justice Programs (BJA, OJJDP, OVC) Office of Community Oriented Policing Services Office of Violence Against Women (OVW)
Tribal Resources Grant Program (TRGP) Requirements No local share requirement for 2011 TRGP grants Funds could be used for Hiring of officers Basic and specialized law enforcement training Background investigations Uniforms Standard basic issue equipment Technology Vehicles COPS Grant Programs
COPS Grant Programs Current Status of TRGP 237 TRGP-CTAS applications received Approximately 60 grants are anticipated with the funding available Announcement anticipated in September
Tribal Methamphetamine Initiative (“Tribal Meth”) Amount Available in FY ‘11: $4 million Purpose: Advance the practice of community policing through prevention, partnerships, and problem solving to develop comprehensive strategies to combat methamphetamine production, use and trafficking in tribal communities. This program is also part of CTAS COPS Grant Programs
Program Goals To increase the capacity of tribal law enforcement to: Interdict illegal drugs and drug manufacturing/drug distribution networks in collaboration with local, other tribal, state, and federal law enforcement agencies Leverage other meth enforcement efforts in jurisdictions with limited resources Develop and implement meth trafficking reduction strategies Develop partnerships to engage key stakeholders beyond the enforcement community COPS Grant Programs
COPS Grant Programs Eligibility Federally-recognized Indian tribes. Applicants must have an established law enforcement agency, an existing contract with the Bureau of Indian Affairs (BIA) for law enforcement services, or an existing contract with a state or local agency for law enforcement services.
COPS Grant Programs Funds can be used for: Basic and specialized law enforcement training Background investigations Uniforms Standard basis issue equipment Technology Vehicles Training Sworn officer salary and benefits
COPS Grant Programs Current Status of Tribal Meth 34 Tribal Meth applications received Approximately 20-25 grants are anticipated with the funding available Announcement anticipated in September
Grant Application Tips Tips for Preparing Successful Grant Applications Ensure that your online registrations, passwords, etc. (e.g., Grants.gov, COPS website) are current! Ensure complete compliance with current grants (progress reports, Federal Financial Reports, past audit or site visit issues are resolved, etc.) Narrative sections should be well-written and should address all relevant sections/questions
Grant Application Tips Tips for Preparing Successful Grant Applications (contd.) Use the application checklists and follow instructions to the letter Complete all sections and ensure accuracy of the information Ensure that all contact information is current, especially email addresses, as this is how we alert you of solicitation openings and closings Print and keep copies of all online grant applications
Effective Grant Management Extensions Modifications Federal Financial SF-425 Progress Reports
Effective Grant Management Grant Extensions Only provide additional time, not additional funding. Approximately 90 days before your grant is about to expire, your law enforcement executive will receive an Extension Request Form from COPS. If COPS does not receive your extension request, we will send reminders at 60 days and 30 days prior to expiration. Read the form and complete Section I and, if applicable, Section II. If Section II is required, include clear reasons why you are requesting the extension and a monthly timeline.
Effective Grant Management Extensions Sign and submit the extension request form at least 2 weeks BEFORE your grant expiration date. Must be requested before the grant end date. If COPS does not receive your extension request by the end date of your grant, COPS will begin the process of de-obligation of remaining funds and grant closeout.
Effective Grant Management Extensions FAQs Q –How do I fill out the form? A –Section I is required of all who request an extension. Fill out Section II if requesting more than 18 months from the original end date (cumulative of all extensions). Q –How do I send it back to COPS? A –Fax it, scan it then email, or snail mail it. Q –How many extensions of time can I request? A –There is no limit. However, the more time you request, the more closely COPS will scrutinize your request to ensure that you are making programmatic progress.
Effective Grant Management Extension FAQs Q – Can I receive additional grant funds with an extension? A – NO! Q – I missed the deadline and my grant has expired. What do I do? A – You could risk losing your funding. Must justify in writing why you want an extension, why you missed the deadline, and provide a new timeline. • Extension requests made after the end date are evaluated on a case-by-case basis. No guarantees.
Effective Grant Management Modifications When an agency wishes to use federal grant funds for the purchase or hire of allowable items or services other than what was approved in the original budget, the agency must request a modification of its grant award. Such reasons include: Change in project scope; To change the hiring category from new hire to rehire; New project requirements; To request the purchase of different equipment (or pay for different training) than what was originally funded through the award; To purchase a different quantity of equipment funded through the award (for example, to purchase six laptops instead of five); or To utilize cost savings to purchase additional equipment or training.
Effective Grant Management Grant Modifications When do I need to request a modification? When you have changes in quantity of an item, changes in project costs, addition or elimination of a project element, change in project scope, etc. After notifying COPS of your intent to modify, we will provide you with paperwork to request your modification (e.g., Budget Detail Worksheets)