Colorado Division of Criminal Justice by KLXUR1b


									                               Colorado Division of Criminal Justice
                                      Office of Juvenile Justice
                      Juvenile Justice and Delinquency Prevention (JJDP) Act

                                         Instruction Manual for
                                       JJDP Application For Funds
      Title II - Formula Grant Program                                                                             (5/2004)

                                                    Read Thoroughly!!
       Refer to these Instructions and the Announcement of Availability of Funds while completing the Application.

                                                 GENERAL GUIDELINES
      Format: Complete a separate application for each succinct project or focus area. The format desired for
         narrative sections of the application is typed, single spaced lines with font size no smaller than 10 points.
         Do not alter the order of the sections, format, or space allocations requested for each section. Computer-
         generated applications MUST be identical to the official application as to form, spacing and page breaks.
         The Original should be indicated as such and be accompanied by the number of copies requested in the
         specific Announcement of Availability of Funds (AAF) to which you are responding. Items required to be
         attached in the Appendix must be attached to all copies unless otherwise stated. Submit only one copy of
         audit report and financial review with the application packet. It is critical that you refer to the specific
         Announcement of Availability of Funds to which you are responding for the required components of
         the application that may not be included in these instructions.

         DO NOT USE binders, covers, dividers and other embellishments. Stapling in the top left-hand corner or
         clipping the application pages and appendices together in such a way as to secure each copy as an
         identifiable unit is preferred.

         DO NOT attach cover letters to original or copies. It is not necessary to send a cover letter, but if you do, do
         not put information in it which is not found in the application. The Council does not receive copies of the
         cover letter during application review.

         Grant writing tips can be found at many web sites by searching the words Grants or Funding. Examples are
         Bureau of Justice Assistance at Juvenile Justice Evaluation Center at, and Community Anti-Drug Coalitions of America (CADCA) at, Always assume the reader is not familiar
         with the topic you are writing about or the type of project you are proposing. Words used should be easy to
         understand. Stick with shorter words whenever possible - the reader will be grateful. If you use acronyms,
         always spell out what the acronym refers to when it is first introduced to the reader. From that point on, you
         may use the acronym. If you have additional information, such as a pamphlet containing a project
         description or bibliography, about the type of project that you want to implement, you may provide it but it
         would be considered an attachment. You will still need to describe the project in the proposal.
      Determine Eligibility: The first step toward applying for a grant is to determine if your agency is an eligible
         applicant and if the project you propose falls under the scope of the Announcement of Availability of Funds
         (AAF) to which you are responding.

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          Compliance with the JJDP Act - The Division of Criminal Justice (DCJ) and the Juvenile Justice and
          Delinquency Prevention (JJDP) Council are responsible for Colorado’s compliance with the core protections
          of the JJDP Act
                     Deinstitutionalization of Status Offenders
                  Sight and Sound Separation of Juveniles and Adults in Secure Facilities
                  Removal of Juveniles from Adult Jails/Lock-ups
                  Addressing Disproportionate Minority Contact at all decision points of the juvenile justice
          Non-compliance with any of the core protections in the jurisdiction your project will serve may hinder
          consideration for funding of the project or impose a special condition to the award that you submit a plan to
          come into compliance. If you need to check on compliance status in your jurisdiction, please e-mail Susan
          Davis at or call her at (970)493-7932.
          At the top of page 1, left side, indicate status of compliance by responding with a “Yes”, “No,” or “No
          but plan is in place.”

          Focus of Proposal: Indicate the focus area of the proposal based on the Announcement of Availability
             of Funds (AAF) to which you are responding, and include the date of the AAF. In certain pre-
             approved circumstances, applications are submitted without reference to an AAF. In this case, enter

      Projects that will conduct research or statistical activities: Indicate whether this project will be conducting
         any research activities. Projects will typically fall into one of three categories: 1) The project does not
         involve any research or statistical activities; 2) The project involves research and/or statistical activities but
         does not involve the collection of information identifiable to private persons; 3) The project involves
         research and/or statistical activities and involves the collection of information identifiable to private persons.
         Projects that fall into categories 1 and 2 do not need to prepare a Privacy Certificate in accordance with
         federal regulations, if funded. If your project falls into category 3, you will be provided information upon
         award about preparing a Privacy Certificate. For more information on disclosure issues, read “Report on
         Statistical Disclosure Limitation Methodology” at

          In Item 12, Evaluation Plan, you should explain how you will ensure confidentiality of information on
          juveniles served (e.g., hard copies of data will be stored in a locked file cabinet with limited access to
          cabinet key, procedures for protecting computer data files with identifying information, and so on). Reports
          to DCJ should not contain information identifying individual juveniles; only aggregate number, percentages,
          etc. should be provided.

                                       Instructions for Application by Item Number

      Be sure to respond to the three items above #1.

       1. Project Title: Enter a brief descriptive title of the proposed project. Please limit to 35 characters including
          spaces. If this is a continuation project, use the same title as the one currently funded.

       2. Applicant Agency/Address/Phone: Enter the official name, address, telephone and fax numbers of the
          agency that would administer the project and directly receive the awarded funds from DCJ. Provide the
          agency’s web site address if applicable.

          Federal Employer ID Number: The Federal Employer ID Number (FEIN) is a nine-digit number used by
          the finance department to report to the IRS; this is not the agency's federal tax exempt number.

          Debts: If your agency is currently delinquent on a state or federal debt, check yes and attach an explanation
          as an Appendix item. DCJ will not award a grant to an applicant checking yes, unless they can show
          mitigating circumstances and DCJ approves the request.

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          Location of Agency: Based on your agency's location, enter the U.S. Congressional District number (there
          are seven in Colorado), the State Judicial District number, and name of the county. Maps can be found at
          Type of Agency: Self explanatory. Check only one. If “Other,” please describe.
          Function of Agency: Check the one that best describes the function of the agency related to this project. If
          “Other,” please describe.
       3. Project Director: Enter the name, title and phone number of the Project Director. This is the individual who
          will be in direct charge of the project. This should be a person who has knowledge and experience in the
          project area and ability in administration and supervision of personnel. The Project Director will be
          expected to devote a major portion of his/her time to the project. See the signature page (page 9) at the end
          of the Special Provisions and Certified Assurances (SPCA) pages for further information needed regarding
          the Project Director and other officials connected to the project. If the “project director” is pending hire
          based on successful funding, provide the contact information for the person responsible for this grant
          application. The name can be changed later if necessary.

       4. Federal JJDP Funds Requested: Enter the total amount of federal funds being requested to conduct this
          project. Double check that this amount equals your total budget in Item 13. These funds do not require
          formal match.

       5. Proposed Project Duration Dates: Show the anticipated project duration using the month/day/year format.
          Projects are generally funded for a 12-month period with a beginning date of October 1 of the current year
          through September 30 of the following year. However, an alternate duration period may be requested in a
          specific Announcement of Availability of Funds or may be approved based on justification provided and the
          availability of funds.

       6. Type of Application: If this is new application for JJDP Formula Grant funds, check the statement under
          “New” that best describes the how the funds will be used. If it is a continuation application, do the same
          under “Continuation,” and complete 6.b. providing information on the current and any past grants.

       7. Service Area: Give a brief description of the geographic area to be served by this project.
          Indicate in which of the following districts, city(ies), and/or county(ies) the area to be served falls. If the
          project will serve the entire state, enter "All." Maps can be found at and

            1) U.S. Congressional District: Enter the number(s) of the U.S. Congressional District(s) the service area
               affects. If unsure of boundaries, call the office of the U.S. Representative from the district. This can be
               found in the phone book’s Government pages or from the Colorado Home Page at,
               click on “Government.”

             2) Judicial District: Enter the number(s) of the Colorado Judicial District(s) included in the service area.
                The districts are numbered 1st through 22nd. The Judicial District map can be found at

             3) Cities and/or Counties or Subdivisions: Enter the primary city(ies) and county(ies) in the service area.

      8. BRIEF PROJECT SUMMARY: Although this is the first section read by reviewers, it should be the last
         section written. Summarize, in approximately 300 words, the project’s purpose and intended impact.
         Include the geographic area and target population to be served or included in this proposal. The project’s
         title and this summary will be used to report to the Office of Juvenile Justice and Delinquency Prevention,
         the Governor’s Office and State Legislature. It should be clear, succinct, and suitable for a press release.
         Label this item as “Project Summary” and insert as page 2a.

                        APPLICATION NARRATIVE SECTION (Items 9 - 12):

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                                             USED IN FUNDING DECISIONS.
       Use separate plain white, 8½ x 11 sheets, not to exceed 10 single-side pages, to complete the narrative portion
       of this application requested in Items 9 through 12 below. Insert as pages 3a, 3b, etc. Number and label each
                                            item with the bolded title of the Item.


         Provide your agency’s mission, brief history of services, and structure (include an organization chart in the
         Appendix). Briefly describe qualifications of staff to be assigned to this project, and how they reflect the
         ethnic, cultural and gender make up of the target population. Explain how they have been or will be trained
         in the proposed program model. The National Collaboration for Youth has developed the following
         baseline Youth Worker Standards for training and evaluation: understands and applies basic child and
         adolescent development principles; communicates and develops positive relationships with youth; adapts,
         facilitates and evaluates age-appropriate activities with and for the group; respects and honors cultural and
         human diversity; involves and empowers youth; identifies potential risk factors (in a program environment)
         and takes measures to reduce those risks; cares for, involves and works with families and community; works
         as part of a team and shows professionalism; demonstrates the attributes and qualities of a positive role
         model; and interacts with and relates to youth in ways that support asset building. Youth workers assigned
         to the proposed project should meet these baseline standards.

         All DCJ funding sources put a high priority on demonstrated community support, coordination, networking,
         and the establishment of cooperative working relationships. This is heavily weighted in the evaluation of
         the grant application. The requested funds must target identified and documented problems and needs that
         are not provided for or supported sufficiently by state or local government funds.

         Requests for funds for juvenile justice services must explain why the services are not available from
         agencies having supervision and/or case management responsibilities, e.g., diversion, probation, county
         departments of social services, SB94 Alternatives to Incarceration Plans, or Division of Youth Corrections
         case management and parole services. Coordination should also be shown with county departments of
         social services, the education system, local non-profits and faith-based organizations. Parental involvement
         must be documented. Services should be provided in the least restrictive environment so as to
         simultaneously protect juveniles and maintain public safety.

         All projects must demonstrate that partnerships exist or are being developed. Those partnerships may
         include, but are not limited to, law enforcement, health, social services, alcohol and drug abuse services,
         recreation, county extension offices, mental health agencies, schools, school districts, alternative schools,
         job training programs, civic groups, private businesses, churches, foundations and other community-based
         organizations. Participation in local coordinating/planning groups such as the Juvenile Services (SB94)
         Planning Committee, JAIBG Juvenile Crime Enforcement Coalitions (JCEC), family preservation board,
         community review board, community prevention board, community assessment/evaluation team, managed
         care planning group, Drug-Free Schools board or other similar broad-based group must be documented.

         DCJ and the JJDP Council recognize the need to enhance services for culturally and linguistically diverse
         populations. They also see the need to incorporate cultural competence within an organization. Cultural
         competence requires that organizations and their personnel have the capacity to: (1) value diversity, (2)
         conduct self-assessment, (3) manage the dynamics of difference, (4) acquire and institutionalize cultural
         knowledge, and (5) adapt to the diversity and cultural contexts of the individuals and communities served.

         Comment on the level of assessed cultural competency of your agency. This should include gender-specific
         competency within your agency. If your agency is not at the level it should be, you can include enhancing
         cultural competency as a goal in your proposal. DCJ embraces the concept that cultural competence is
         developmental and occurs along a continuum. It’s not so important where you begin, as long as there is
         continued progression towards the comprehensive end of the continuum. To help with goal and objective
         development related to cultural competency, you can request information from Anna Lopez at or visit several web sites. One is the Natl. Center for Cultural Competence

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         at where you can review A Guide to Planning and
         Implementing Cultural Competence Organizational Self-Assessment, and other resources listed. A Technical
         Assistance Bulletin from the National Clearinghouse for Alcohol and Drug Information on assessing
         competence is at The National Mental Health Association web site
         on Cultural Diversity provides the basics to improving cultural competency within a system
         ( To access JJDP Council-sponsored training and technical
         assistance on female-specific competence in Colorado, contact Pam Turner at or visit web sites such as the Girls ETC site at or the
         National Council for Research on Women at
         Item 16 of this application will reflect your agency’s grant management capacity.
         The following criteria will be used in scoring the information provided under Item #9:
                     Agency’s mission, structure and history of services support the proposed project
                     There is evidence that the agency is appropriate and supported in its lead to apply for these funds.
                     Agency actively collaborates with other appropriate agencies and groups in the community.
                     Personnel assigned to this project and/or providing services have adequate training and experience.
                     Agency incorporates culturally competent policies, practices and procedures; or demonstrates a commitment to
                      develop and implement a plan to do so.
                     Agency provides culturally and linguistically-appropriate services (including gender-specific services) to insure
                      access to the diverse population in its service area, or shows viable evidence of its commitment to obtain this capacity.
                     Responses in Item 16 indicate the agency has a strong fiscal system for managing and accounting for federal grant

         problem or need statement is the FOUNDATION of your proposal. Follow this Logic Model for Project
         Logic Model for Project Planning
                                                                                   Intended                       Project
                   Problem                     Contributing                       Outcome(s)/                     Enhancement or
                 Identification                 Factor(s)                          Changes                        Implementation

         Describe the identified need/problem to be addressed, supported by current and relevant data and trends,
         and/or a community needs assessment, specific to the geographic area, as described in Item 7, and the target
         population of the project. Use only data that are verifiable, citing the sources of these data. Local
         population data can be obtained from city and county offices or at or OJJDP’s Statistical Briefing Book at provides detailed juvenile population data as well as other data. School
         demographics are available at and additional state data on the Colorado
         Department of Education’s web site at, clicking on “School/District Statistics.”

         Explain the process used to 1) analyze the data that identified and verified the problem, 2) identify the
         factors contributing to the problem, 3) determine the intended change/outcome desired related to these data
         and factors. Based on this process, explain the need to enhance the capacity or effectiveness of existing
         resources, or to implement a new program based on evidence or research that shows this will produce the
         desired outcomes. Your narrative should answer these questions: What is the specific problem identified?
         How do you think the proposed project will affect the problem AND help your target population? Why
         can’t the community effectively address this problem with existing resources? Who participated in the
         planning process? Were youth involved? If this is a continuation application, how have you used current
         data and your performance indicators and outcome measures to determine whether current activities are
         impacting the problem?

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         Target Population If services will be provided, follow this format to define the target population.
                                                      Number of Persons Proposed to be Served

          Ethnicity of Persons to be                            Adults                                 Youth

                                                         Male             Female             Male            Female
      Native American

      TOTAL Persons

      Percent of Total to be Served with Limited English Proficiency:                             %

         No further explanation of the project, or the project’s goals and activities, is necessary in this item.

         The following criteria will be used in scoring the information provided under Item #10
            Described the PROBLEM to be addressed supported by local data (Not just the need for funding or the need for this project
             or program) The problem clearly relates to the selected focus area of the AAF.
            Data provided is clear and relevant and can be used as a baseline to measure project impact
            Explained how they think this project/program will affect the problem they are wanting to address
            Explained the process used to analyze the data, existing resources, and evidence based programs which led them to select this
             project/ program to implement, continue or expand
            Appropriate community/stakeholder involvement is shown in problem identification and prioritization, as well as in proposal
            Analysis of the data and contributing factors logically lead to the need for this project or type of program
            The target population is described and appropriate for the purpose of these funds (Filled in the provided table)
            Identified the percent of the population with Limited English Proficiency
            Included Letters of Commitment or Memos of Understanding/Agreement from participating agencies


         Project Plan Description Provide a concise picture of the project for a reader with no previous experience
         with this proposal to fully understand exactly what the project is, what it will be doing and how it will
         impact the described problem. If this proposal is in response to a specific AAF, clearly explain how it
         relates to the specific purpose, overall goals and essential components of the particular focus area of the

         All youth programs should be strength-based; accurately designed around statistical data and developmental
         research; focused on measurable, clear and focused objectives; affirming of the worth of individuals
         whatever their background or offense history; representative in staff and approach, balancing multiple
         perspectives including those of race, gender, and ethnic background; and offered within safe and secure
         environments. If direct services are being provided to youth: describe screening and background check
         procedures for staff and volunteers; describe how any mentoring components meet criteria stated in the
         AAF; if applicable, ensure that any juvenile sex offender treatment provider proposed to be used is on the

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         SOMB Approved Provider List ( ; and include and
         describe the most regular referral sources and the sources to which you will most regularly refer juveniles
         for other services. In the appendix, attach any memos of understanding related to these referral processes.

         Refer to the Overall Goals and Essential Components of the focus area in the Announcement of Availability
         of Funds to which you are responding. Often specific goals are given that you must include in your

         Goals, objectives, and performance indicators are critical components that define what is to be
         accomplished, how it will be accomplished, and what will indicate that it is being accomplished. The
         proposed goals and objectives should offer some relief of the problems defined in Item 10 and should reflect
         your project’s activities. The goals and objectives should include how the project will meet the cultural,
         language and gender-specific needs of the target population. Include reasonable steps to be taken to ensure
         meaningful access to the project and activities by Limited English Proficiency (LEP) persons. Reasonable
         steps are determined by the number or proportion of LEP persons served, frequency they come in contact
         with the project, and the importance of the project to them in relation to identified problem and contributing

         What is the difference between a goal and objective? Goals state the overall intent of the project, in
         general terms, to change, reduce, or eliminate the problem described – your Intended Outcome. Outcome
         objectives are the intermediate effects to be achieved by the project; the changes in your target population
         that must be accomplished to meet the goal.

         Before you develop objectives for your project, it is important to understand the difference between process
         and outcome objectives. Process objectives refer to the implementation or delivery of your project, while
         outcome objectives refer to the changes (in behavior, attitudes, knowledge, perceptions, etc.) you hope to
         bring about in your target population. In other words, process objectives specify the activities that need to
         be completed to carry out the project, while outcome objectives reflect ways in which the problem will be
         alleviated or reduced. When writing your proposal, it is important to remember that there should be
         ojectives stated for each goal, and at least one of the stated objectives should be outcome-oriented.
         Following are some examples of process and outcome objectives:

                Process: -         Recruit 10 high school students to serve as peer mentors for the project.
                -   Provide court accompaniment services to at least 20 youth and families with limited English
                -   Hire a qualified instructor, familiar with gender-specific learning styles, to provide GED classes
                       to girls.

                Outcome: -        Reduce truancy among high school minority students served by the project by
                -   Increase project participants’ knowledge about the consequences of drug use by 50%.
                -   Improve success rates of youth with mental health problems on probation by 30%.

         Performance Indicators Progress toward your goals and objectives cannot be assessed without some
         performance index. Performance indicators are the sources of information (or the specific “guage”) you will
         use to determine whether or not you have accomplished your objectives. They must follow from, and be
         directly related to the objectives. There should be at least one performance indicator for each objective
         regardless of the type of objective (process or outcome).

         There are important things you should think about before wrting your performance indicators. For each
         indicator, you need to determine whether the information is available, if it is accessible to you, how you will
         obtain the information, and if the information is clear and understandable. Following are possible
         performance indicators for some of the objectives listed above:

                Process:    -      Recruit 10 high school students to serve as peer mentors for the project.

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                                                    Performance Indicator: Number of students recruited. Project
                         staff will maintain records of youth who were recruited, trained, and actually served as
                   Outcome: -        Reduce truancy among high school minority students served by the project by
                         Performance Indicator: Records of classes and school days missed by participating students
                         prior to being served by the project will be compared to records after participation. Records
                         will be provided by their home schools.

         Time Frames Use an implementation schedule (time frames) as a planning tool for the project that reflects a
         realistic projection of how the project will proceed. Special attention should be given to administrative
         procedures, which may affect project start-up. The schedule will also be used to measure the project’s
         progress, therefore, it should be realistic, detailed, and thorough.

         Use the following format to list each goal and the related objectives, tasks and activities, time lines,
         responsibility, and performance indicators. Provide outcome evaluation measures and costs related to each

                 Goal #1: [Goals state the overall intent of the project, in general terms, to change, reduce, or
                       eliminate the problem described – your Intended Outcome] Goals state what you wish to
                       accomplish by the end of your project (can be long-term); never have numbers, percentages or
                       dates to be accomplished by (goals are not measurable). They must directly relate to the
                       identified problem/need. Most grants have 1-3 goals. Example: “To decrease alcohol and
                       other drug abuse among high school youth in our community.”

                   Objective #1:     [Objectives are more specific tasks to be completed (process objectives), or
                       changes in the target population that must be accomplished (outcome objectives) to meet the
                       goal. Both types of objectives should be stated for each goal.] Objectives reflect the major
                       program components, are program focused and not budget oriented. Never mention buying in
                       your objectives. They must include numbers and/or percentages. Objectives should be
                       numbered and listed chronologically in the order they will occur under the specific goal they are
                       meant to accomplish.

                        Time Frame and Responsible Party for each task or change to be accomplished.
                             [This reflects the implementation schedule in chronological order.] Each objective
                             must include the date or time frame in which it is to be accomplished and who is
                             responsible to see it is accomplished.

                        Performance Indicator for each task or change to be accomplished.
                              [Information used to determine whether or not the tasks and changes have been

                                          (Repeat this format for each objective under each Goal.)

             Outcome/Impact Measure for Goal #1. (If all objectives are accomplished, what will indicate short or
             long-term accomplishment of the goal?) Answer these questions for each goal.

                 What data, that originally identified the problem, will continue to be collected? How will the data be
                 collected? How will the data be used to measure whether the intended outcomes are being achieved?
                 How will the results be analyzed? Read the May 2004 Newsletter of Carson Research Consulting, Inc.
                 at for very helpful information on Outcome Measures.

             Cost Needs for Goal #1. What budget items are needed to accomplish this goal?

         The following criteria will be used in scoring the information provided under Item #11:
                     The Project Plan is clear.

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             If direct services are being provided to youth: screening and background check procedures for staff and volunteers are
              described; the program is strength-based; services are offered within safe and secure environments; mentoring
              components meet criteria stated in the AAF; any juvenile sex offender treatment provider is on the SOMB Approved
              Provider List.
             Goals and objectives are responsive to the purposes, overall goals, essential components, and guidelines of the focus area
             Goal statements provide an overall understanding of the impact the project will have on the identified problem.
             Objectives are clear, complete, concise, realistic, measurable and relate to the goal statement.
             Time frames for tasks are indicated and realistic and responsible parties are identified.
             Objectives indicate the tasks to be completed (Process Objectives) or the change in the target population that must take
              place (Outcome Objectives) to meet the goal
             Data or indicators, to be collected and used to determine whether the objectives are achieved, have been identified
             Application format was followed

12. EVALUATION PLAN: To insure a successful evaluation, it is essential that the project and its intended
      effects or outcomes be fully understood. Identify critical program activities and relate them to intended
      impacts, laying a foundation for the evaluation design. The evaluation plan should be given the same
      advance planning as the project design itself and should provide for replication of the project if it is shown
      to be successful for the identified target population. For assistance in developing an evaluation plan, visit

       Describe the evaluation strategy, reflecting the performance indicators and outcome measures stated in the
       goals and objectives, that will be used to show project effectiveness, document successful activities and
       what barriers may be presented, and how these will be used to modify the project plan. An evaluation plan
       should be designed so that an independent observer can confirm or measure whether or not the objectives
       have been met and progress was made toward the goals.

       If this is a continuation application, explain the effectiveness and impact of the project to date and whether
       modifications are being made to the current goals, objectives and evaluation plan.

       Up to 5% of the grant funds are allowed to fund an outside evaluation. At times, DCJ will require a set
       aside in the proposed budget to be paid to a designated outside evaluation agency.

       The following criteria will be used in scoring the information provided under Item #12:
             Process Evaluation. Has a plan to keep records of services provided, how they were provided, and clients served.
             Outcome Evaluation. Has a plan to measure desired or intended changes and effects; address achieving both short and
              long-term goals.
             Both the Process and Outcome Evaluation Plans relate to the objectives.
             Time-lines, methods and responsibilities for collecting data, data analysis, and reporting are clearly defined.
             If a continuation project, provided an explanation of the effectiveness and impact of the project to date and whether
              modifications have been made to the current goals and objectives and evaluation plan.


       Budget items must be listed in the proper category of the Budget Form, Item 13, and be explained and
       justified separately in the Budget Narrative, Item 14. Follow the format and organization of the budget
       form. DO NOT DEVIATE FROM THIS FORMAT. All requested expenditures in the budget must be
       deemed reasonable, necessary and eligible by DCJ. Because no formal match is required for these funds,
       the agency must absorb the grant administrative duty costs. These duties include the tracking and reporting
       of expenditures, draw down of funds, quarterly and final financial and program narrative reports, etc.

       Agencies cannot use these grant funds to supplant funds already budgeted from other sources. If there is the
       potential presence of supplanting, the applicant must supply documentation demonstrating that the reduction
       in the agency’s resources occurred for reasons other than the expected receipt of grant funds.

       Any project that intends to earn program income during the grant year must estimate the amount of this
       income and the sources. Program income includes such things as registration fees that are generated by

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         services or activities provided through the grant. Program income must be used for purposes that further the
         grant project. This income and expenditures from it must be reported quarterly by awarded projects.

         Where activities supported by funded projects produce original computer programs, writing, sound
         recordings, pictorial reproductions, drawing or other graphical representation and works of any similar
         nature (the term of computer programs includes executable computer programs and supporting data in any
         form), the government has the right to use, duplicate and disclose, in whole or in part in any manner for any
         purpose whatsoever and have others to do so. If the material is copyrightable, the subgrantee may copyright
         such, but the government reserves a royalty-free non-exclusive and irreversible license to reproduce, publish
         and use such materials in whole or in part and to authorize others to do so. The subgrantee shall include
         provisions appropriate to effectuate the purpose of this condition in all contracts of employment, consultants
         agreements, contracts, or subcontracts. Subgrantees must agree and otherwise recognize that the
         government shall acquire at least an irrevocable non-exclusive royalty free license to practice and have
         practiced throughout the world for governmental purposes any invention or discovery made in the course of
         or under the subgrant.


        • In figuring the budget, please work with whole dollar amounts only, rounding to the nearest whole dollar,
             when necessary.
        • Enter the TOTAL of each budget category in the bottom row under the Total column, e.g., Personnel Total,
             Supplies and Operating Total, etc.
        • Enter grand total of all budget categories in the last row (F. Total of All Project Costs). These figures
             should match those entered on Page 1 under Item 4, Federal JJDP Funds Requested.

         BUDGET CATEGORIES: Following are the instructions - by Budget Category - for the Budget
           Form (Item 13) and the Budget Narrative (Item 14).

         Use the Budget Form, Item13, to list expenses, by category, anticipated for the project. In the Budget
         Category Total row, enter the sum of the Total column. All figures should be rounded to whole dollar

         The Budget Narrative, Item 14, should reflect the same category headings used in the Budget Form. Use
         plain paper, not to exceed 4 pages, inserted as pages 5a, b, c, and d. Explain your basis for prorating where
         applicable. The budget narrative should contain the criteria used to compute budget figures. All budget
         figures should be justified and explained clearly so as to be easily understood. Link all expenses listed in
         the Budget Form with the specific project activities/tasks stated in the objectives, including staff and
         resources to carry out those activities. The budget narrative should show the relationship between category
         amount and proposed project operations. Please be sure that the budget figures in the narrative and those in
         the Budget Form are the same. While match is not required under these grant fund programs, describe
         agency support and other resources, including program income, made available to the project, by category
         and source, that may not be listed in the Budget Form.

             Note: If the applicant agency is going to contract with another agency to implement any component or
             all of the project, the contracted funds should fall under E. Contracted, Consultant and Professional
             Services. A separate Budget Form and Budget Narrative should then be included that reflects the
             implementing agency’s budget breakdown by the five categories listed below. Insert these pages after
             the applicant agency’s budget pages and clearly mark them as “Implementing Agency’s Budget (name
             of agency and program).” A copy of the contract must be submitted to DCJ upon approval of the grant.
         The budget is broken into five budget categories:
             Budget Form Instructions for Personnel (Item 13 of the Application)

dpcins0504                                        10 of 17                                      (Revised 5/04)
           List each position directly related to the grant by title and name of employee, if available; if two
           individuals have the same title, list it twice. Budgets should take into account scheduled pay increases,
           time needed to acquire new staff and changing demands for personnel during the course of the project.
           See “Indirect Costs” under Supplies and Operating, below, for cost associated to staff not directly
           related to the grant. Because no formal match is required for these funds, the agency must absorb the
           grant administrative duty costs. These duties include the tracking and reporting of expenditures, draw
           down of funds, quarterly and final financial and program narrative reports, etc.

           Show the annual, full-time salary or base pay for the position in Column (1) and the dollar amount of
           fringe benefits for that salary in Column (2). If fringe benefits are not being requested in this grant
           application, enter 0 in Column (2). In Column (3) enter the subtotal of base salary and fringe benefits (if
           applicable) for this full-time position. In Column (4) enter the percentage of time to be devoted to this
           project by the listed position or employee. Then multiply Column (3) by Column (4) and enter the result
           in the Total Column.

           Budget Narrative Instructions for Personnel (Item 14 of the Application)

           Explain how the salary rate and types of benefits for each position were determined. If using a fringe
           benefit rate, explain how this percentage is justified or approved. Provide documentation to show that
           the proposed salary is one which is paid for equivalent positions and employee qualifications in your
           area. If salaries are expected to increase during the project year, indicate the percentage increases for
           each position and justify them. Be sure to include scheduled salary increases when computing amounts
           on the Budget Form. If a staff member is to be paid partially from these funds, explain from what
           sources the remainder of the salary is paid.
           NOTE: Questions regarding the definition of "employee" may be directed to the Internal Revenue
           Service. Contract employees or independent contractors should be shown under E. Contracted,
           Consultant and Professional Services, not Personnel.

           Budget Form Instructions for Supplies and Operating (Item 13 of the Application)

           List items within this category by major type [e.g., office supplies, software (regardless of cost), training
           materials, Indirect Cost, research forms, telephone, utilities, vehicle operating expenses, tuition, postage,
           etc.,] and show the basis for computation: "X" dollars per month for office supplies, "Y" dollars per
           person for training tuition, telephone-base charge plus long distance at "Z" dollars per month. Large
           items should be listed and identified (e.g., unusual supply items, software, special printing, etc.). Items
           with a unit cost less than $5,000 are considered supplies. Refer to the instructions for "Equipment"
           below. Tuition and registration fees (even if they include lodging and/or subsistence), and vehicle gas
           and maintenance on project- or government-owned vehicles are operating expenses, not travel.

           Budget Narrative Instructions for Supplies and Operating (Item 14 of the Application)

           Supplies and direct operating expenses are those directly related to the day-to-day operation of the grant
           project and not included in other budget categories. Allowable expenses include such items as utilities,
           office supplies, shared usage costs of office equipment, indirect costs, vehicle operating expenses,
           fidelity bonds, paper printing, postage, classroom instructional supplies, production costs for public
           service announcements, educational resource materials, Yellow Page listings, emergency clothing, etc.

           “Indirect Costs” must comply with all the statements in the following checklist:

          Cost is for support or administrative staff expenses such as payroll services, legal services, staff
                supervision, etc., not for staff positions directly related to the grant.
          If an applicant has an approved cost allocation plan, indirect costs are within the amount allowed under
                the plan. This plan should be attached in the Appendix.

jjdpcins0504                                         11 of 17                                        (Revised 5/04)
          If the applicant does not have a cost allocation plan, the amount of indirect costs does not exceed five
                percent of the Personnel costs requested in the application.

           If the applicant is a nonprofit agency, a blanket fidelity bond that indemnifies the Colorado Division of
           Criminal Justice against the loss and theft of the entire amount of the DCJ grant funds must be obtained
           and kept on file. If the agency does not have an existing bond sufficient to meet this need, the cost of
           this bond is an eligible expense of the grant.

           Explain how the costs were determined and justify the need for the various line items. Items with a unit
           cost less than $5,000 are considered supplies and should be listed in this category. Items costing $5,000
           or more should be listed under Equipment. If custom development of software is contracted out, it is
           subject to prior approval and should be shown as a contract in E. below. All purchases should be made
           through competitive bid, state or local award, or established purchasing procedures.

    C. TRAVEL:

           Budget Form Instructions for Travel (Item 13 of the Application)

           Itemize in-state and out-of-state travel expenses by purpose (e.g., to attend meetings, conferences,
           training, home visits, etc.) and show basis for computation. If travel is requested for individuals other
           than those assigned to the grant project, justification must be provided to relate this expense to the

           When an applicant agency has an established travel policy, those rates may be used. In the absence of
           local agency travel policy, state travel rates are the maximum allowed. State travel allowable rates are
           the following:

           1) $.28 per mile for use of personal vehicle.
                       2) Lodging: a) In-state is actual cost of reasonable accommodations. However, lodging
                          costs in excess of $65 must have prior approval of the Project Director.
                          b) Out-of-state is the most reasonable rate.
               3) Per diem rates allowed by State Fiscal Rules can be found at
                  Click on Chapter 5 Travel.

               Note: Tuition and registration fees (even if they include lodging and/or subsistence), and vehicle
                   gas and maintenance on project- or government-owned vehicles are operating expenses, not
                   travel. These types of costs should be shown in the Supplies and Operating category above.

           Budget Narrative Instructions for Travel (Item 14 of the Application)

           Explain the relationship of each cost item to the project, (i.e., if training or conference expenses are
           requested, explain the topic of the conference and its relationship to the project). Out-of-state travel is
           discouraged, but, if requested, should be thoroughly justified.

    D. Equipment:

           Budget Form Instructions for Equipment (Item 13 of the Application)
           List separately each item to be purchased by unit cost. This category should include all items with a unit
           cost of $5,000 or more (except software) and having a useful life of more than one year. Items not
           meeting this criteria should be included in the Supplies and Operating category.

           Budget Narrative Instructions for Equipment (Item 14 of the Application)

           Explain the purpose of and why the proposed equipment is essential to conducting the project and is not
           currently available for use of the project within your agency or organization. DCJ must provide prior

jjdpcins0504                                               12 of 17                                            (Revised 5/04)
           written approval for the actual purchase of all equipment. All equipment must be purchased through
           competitive bid, state or local award, or established competitive purchasing procedures.

    E. Contracted, Consultant & Professional Services:
          Budget Form Instructions for Contracted, Consultant & Professional Services (Item 13 of the

           List each consultant, contractor, or type of service with proposed fee (by eight-hour day or hourly rate),
           or contract amount. If the applicant agency is going to contract with another agency to implement any
           or all of the project, these funds for the applicant agency’s budget should fall under Contracted,
           Consultant and Professional Services. A separate Budget Form and Budget Narrative should then be
           included that reflects the implementing agency’s budget breakdown by the five categories. Insert these
           pages after the applicant agency’s budget pages and clearly mark them as “Implementing Agency’s
           Budget - (agency name and program).” A copy of the contract must be submitted to DCJ upon approval
           of the grant.

           Budget Narrative Instructions for Contracted, Consultant & Professional Services (Item 14 of the

           Expenditures for consultants and professional services are eligible if they comply with the applicable
           statement(s) in the following checklist:

          Fees for individual consultants do not exceed $450 per day or $56.25 per hour. The fees may include
               actual time for preparation, evaluation, and travel, in addition to the time for the presentation or
               service. Costs for transportation, hotel and subsistence are not included in this maximum amount
               and may be made part of the contract separately.
          The amount requested per day for consultants associated with educational institutions does not exceed
               the consultant’s annual academic salary, divided by 260 (days).
          Costs of consultants employed by state and local governments do not exceed the daily salary rate paid
               by the unit of government for this employee’s expertise in the area, and the applicant cannot secure
               these services free of charge.
          The amount of funding requested for consulting by a for-profit or private nonprofit organization will be
               determined through competitive bidding.
          Funding requested for accounting, auditing, or bookkeeping services does not exceed $56.25 per hour if
               provided by an independent individual. If an established organization is to provide such services,
               then the amount requested will be determined through the competitive process.
          Costs for an annual audit are only from applicants that expend at least $300,000 in combined federal
               funds, and then only for the cost in proportion to the percentage of funds this proposal represents.

           Explain why proposed contracted, consultant or professional services cannot or should not be provided
           by project staff or the applicant agency. Rates for individual professional services must be based on an
           hourly rate, including preparation and travel time. Some consultants provide services at a flat rate rather
           than by an hourly rate. If that is the case, explain the service to be provided, including all covered
           expenses such as travel, and the rate for each "unit" of service. Professional services should be
           procured competitively. Sole source contracts must be justified and are always subject to prior written
           approval from DCJ.

           Explain how the hourly rate was determined. If the project is funded, contracts for each consulting
           organization or professional service will need to be submitted for approval, indicating the number of
           people to be assigned to the project, number of hours per person per day to be spent on the project, and a
           breakdown of the contract price by major cost item.

           If a contract is anticipated with another agency to implement any or all of the project, explain why this is
           cost effective and beneficial. Explain how the project will be monitored by the applicant agency and
           what financial accounting procedures will be in place. The budget of the implementing agency(ies)

jjdpcins0504                                         13 of 17                                       (Revised 5/04)
             must be submitted in the same format as this application Budget Form and Budget Narrative. A copy of
             the final contracts must be submitted to DCJ upon approval of the grant.

             NOTE: Questions regarding the difference between a contract employee and a regular employee may be
             directed to the Internal Revenue Service.

    F. Total of All Project Costs (A through E):

             Budget Form Instructions for Total of All Project Costs (Item 13 of the Application)

             This is the sum of the "Total" columns, A through E, and must match Item 4 on page 1.

        Sustainability Plan Provide a plan to sustain this project or service beyond the availability of grant funds.
        Explain how long-term cost savings will be demonstrated to gain future support? This is an important
        component of the application and will be scored critically.
    15. Total Agency Funding: Provide information on the amounts and sources of revenue for your entire agency during its current and
        prior fiscal years. Supply the dates of the agency’s fiscal year, e.g., July 1 through June 30. You may either complete the
        provided table, insert a facsimile or insert appropriate pages from the agency’s latest audit, financial review or budget. For each
        type of funding be specific in the source, e.g., federal funding may be from several sources such as BJA Byrne funds, DOE Title
        IX, VOCA funds, etc.

        The following criteria will be used in scoring the information provided under Items #13, 14 and 15:
                Budget is reasonable, necessary, and efficient; reflects allowable costs.
                Relates to specific goals and the expenses needed to complete the project .
                Budget narrative explains and justifies requested funds.
                Budget narrative demonstrates agency support, including any required cash match, and other sources of support for the
                 project .
                There is no supplanting evident.
                A sustainability plan is provided , beyond grant funding.
                Information on total agency funding is provided.
                Budget format was followed.

 16. Financial Management: In responding to these questions, it is the applicant's responsibility to verify the
        agency's ability to administer funds and comply with federal and state accountability requirements. Be sure
        to thoroughly read the Certified Assurances and Special Provisions of this application. Pursuant to the
        regulations referenced in the Certified Assurances, the subgrantee must establish and maintain an
        accounting system and financial records to accurately account for awarded funds. Each subgrantee shall
        submit to DCJ proof of compliance with the criteria for accounting systems which shall include a copy of
        the program's chart of accounts for its general ledger and JJDP grant subledger.

        Please note: Be sure your financial officer is familiar with current federal guidelines that require programs
        to undergo an annual audit based on a threshold amount of federal funds from any federal source. Programs
        that receive any amount of federal assistance must maintain records and internal controls sufficient for audit.
        The Division of Criminal Justice requires JJDP subgrantees to submit one copy of their most current formal
        financial review or audit report with this application.

    APPENDICES: Attach the following applicable items behind the Signature page (Page 9 of the SPCA pages)
    and label with the appropriate title:

                 Organizational Chart - Highlight any positions included in the budget personnel category.

                 List of Agency's Board Members, if applicant is a non-profit rather than a governmental agency.

                 Letters of Support should specifically reference this proposed project, be recently written,
                 demonstrate coordination and collaboration with others, and alleviate duplication of service

jjdpcins0504                                                  14 of 17                                               (Revised 5/04)
           concerns. They should be from agencies/persons who are referral sources, or whose support is
           otherwise key to this project. Letters will be reviewed by the staff and/or JJDP Council members
           and should address the need for proposed services and/or the quality of services provided or
           proposed, as well as the agency’s ability to implement the proposed project.

           Memoranda of Understanding/Agreement Refer to the Announcement of Availability of Funds and
           the specific focus area to which this application is responding to determine if these are required. If
           so, attach and label.

           Other Items Any other item(s) specifically requested in this application or the Announcement of
           Availability of Funds to which this application is responding. Label appropriately.

jjdpcins0504                                        15 of 17                                       (Revised 5/04)

            Copy of last audit or formal financial review. Supply only one copy of the last audit
            or formal financial review. However, if there were any management reports or other
            auditor comments, attach them to each copy of the application.

            NOTE: Applicants for federal funding are required to undergo an annual audit if
            $500,000 or more is spent annually from any federal source. Applicants that spend
            less than $500,000 in federal assistance must maintain records and internal controls
            sufficient for audit. DCJ requires all subgrantees, regardless of amount received, to
            submit a current formal financial review or audit report every year.


            These pages contain the required federal and state certified assurances and special
            provisions necessary for the applicant to qualify for funding. READ THESE
            SIGNATURE BY THE AUTHORIZED OFFICIAL (See C. Federal Certified
            Assurances, #7) If you have any questions regarding these assurances, please call the
            Division of Criminal Justice for assistance.

            Page 9 of SPCA. Certification/Signature Page: All signatures must be authentic
            (blue ink is preferred) and written by the individual whose name appears on the line
            below. Signatures completed by an individual's superior or secretary are not
            acceptable. "Acting" or temporary assignment personnel acting in an official capacity
            during the absence of the person are acceptable "for" signatories if documentation of
            the temporary authority is attached as an appendix to this application. Include the
            date of signature. Provide the agency name, mailing address telephone and fax
            number, and e-mail address as related to this project for each person. Refer to
            descriptions of proper signatories below.

        A. Authorized Official: This is the individual authorized to enter into binding
            commitments on behalf of the applicant agency (Item #2, page 1). For local units
            of government, this will normally be a city manager, mayor, district attorney,
            and/or county commission chair. At the state level, this individual will be a
            department or division head. For a private, non-profit agency, this is the Chair of
            the Board of Directors. This must be an individual other than the project director or
            financial officer.

       B.   Financial Officer: The financial officer is the person who will be responsible for
              fiscal matters relating to the project and in ultimate charge of accounting,
              management of funds, verification of expenditures and grant financial reports. This
              must be an individual other than the project director or authorized official.

       C.   Project Director: The project director, as named in Item 3 on page 1, is the individual
              who will be in direct charge of the project and should be within the organizational
              structure of the applicant agency. This should be a person who combines
              knowledge and experience in the project area with ability in administration and

jjdpcins0504                                         16 of 17                                         (Revised 5/04)
               supervision of personnel and will be expected to devote a major portion of his/her
               time to the project. This person will be required to sign all quarterly reports, cash
               requests, and other grant forms, and must be an individual other than the
               Authorized Official or Financial Officer.



       Have you double-checked that all budget figures add up correctly, by line item, budget
             category and in total? Do the figures in the Budget Form, Item 13, match those in
             the Budget Narrative, Item 14. Does the total budget amount match Item 4 on page
             1, “Federal JJDP Funds Requested.”

       Are pages numbered correctly and in the order specified in the application form? Cover
              letters should not be attached to the original application or any copies.

       Are original signatures of appropriate signatories supplied on Page 9 of the Special
              Provisions and Certification Assurances Pages? Are they signed in blue ink? If an
              “acting” authority has signed, have you included documentation of this persons
              authority to sign.

       Have you included the Special Provisions and Certification Assurances Pages in the
             application? Be aware that your signatories are certifying to these assurances and

       Have you attached all required items in the Appendices? Be sure to review your
             narrative and the instructions for any items not specifically listed on the Appendix

       Have you bound the original and each copy with only a staple or binder clip in the top left
             hand corner?

       Have you enclosed one copy of your most recent audit or financial review. Are copies of
             any management report or other auditor comments attached to each copy of the

       Are you sending the application and necessary number of copies in ample time to reach
             DCJ by the deadline time and date stated in the AAF? Mail or deliver to: Office of
             Juvenile Justice, Colorado Division of Criminal Justice, 700 Kipling, Suite 100,
             Denver, CO 80215. For mail services that require a phone number, use (303)239-
             4442. No mail receipt is available on Saturdays. No fax or electronic copies will
             be accepted.


jjdpcins0504                                          17 of 17                                         (Revised 5/04)

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