vawa annual report training 2012 by ohLHqdy0

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									VAWA Annual Program Report
        Training




          January 2012       1
S.T.O.P. VAWA
Measuring
Effectiveness Initiative aka
“The Muskie Report”
Crime Victims’ Services Division
Oregon Department of Justice

Adapted from a PowerPoint created by the Oklahoma District Attorneys Council




                                                                               2
The Muskie Report
• To meet this Congressional reporting
  requirement, OVW requires an Annual
  Progress Report for the STOP VAWA Grant.

• The Muskie School of Public Service
  developed the required report.

• Report submission:
  STOP subgrantee
  State STOP Administrator
  OVW
  Muskie – VAWA MEI
             Red flag reports                3
             generated
The Muskie Report
       IT IS IMPERATIVE THAT DATA
    BE COLLECTED THROUGHOUT THE
             REPORTING PERIOD
    IN ORDER FOR THIS REPORT TO BE
      COMPLETED AT THE END OF THE
             REPORTING PERIOD.
2011 annual report includes:
January-June from 2010 award + July-December from 2011 award     4
Annual report must combine data from these two 6-month periods
The Muskie Report
• Be sure you are using the most current
  version of the report form; you can
  download from Muskie site:
  http://muskie.usm.maine.edu/vawamei/stopformulaform.htm.


• Only complete the section(s) based on the activities
  engaged in during the reporting period (Sections A1,
  A2, B, C2, F required).

• Each time when you save the document use “Save
  As” not “Save” because “Save” will enlarge the file
  and it may become too large to upload to E-grants.         5
The Muskie Report
ANNUAL REPORT DUE DATES:
• For reporting period 1/1/11 – 12/31/11,
  the report is due January 31, 2012.

• For reporting period 1/1/12 – 12/31/12,
  the report is due January 31, 2013.


MID-YEAR REPORT DUE DATE:
• For reporting period 1/1/12 – 6/30/12, the report is due
  July 20, 2012.                                             6
A1 - General Information (pages 1-2)
Everyone must complete

  Next to each number in the Annual Progress Report
  form you can click on the    and more instructions
  and/or examples will pop up.
• Question 1 – Date of Report
  − Date actually submitted

• Question 2 – Current Reporting Period
  − 2011 (for the period ending 12/31/11)
  − 2012 (for the period ending 12/31/12)

• Enter the calendar year in which the services        7
  were provided.
A1 - General Information (pages 1-2)
Everyone must complete

• Question 3 – Subgrantee Name
  − Agency Name NOT Project Name.
• Question 4 – Enter your subgrant number(s)
  − Only those active during the calendar year.
  − Only those supporting reported activities (do not include VAWA
    Recovery awards).
  − The subgrant number for the 2011 awards may be too long; if it
    is, delete/shorten agency name. For example:
    • Joint-2011-00011
    • VAWA-C-2011-00011

• Question 5 – Enter type of organization
  − Classify funded organization in one existing category EVEN if it is
    not an exact match.
  − Avoid the other category if at all possible.                          8
A1 - General Information (pages 1-2)
Everyone must complete

• Question 5B – Culturally-Specific Community Based
  Organization
  − Only check “Yes” if you are funded under this category.
• Question 7 – Tribal Populations
  − Only check “Yes” if the goals and objectives of your grant
    specifically identify that the project will be serving the
    Native American population.
• Question 8 – Percentage of Subgrant Funds
  − Estimate the approximate % of funds/resources used to
    address each victimization area based on actual utilization.
  − Make sure allocation matches the breakdown of victims
                                                                      9
    served/partially served (DV, SA, stalking) in Section D, 25A+B.
A2 - Staff Information (page 3)
Everyone must complete

• Question 9 - Staff
  − Include grant-funded staff (full time, part time, temporary,
    partially funded), staff funded with grant required match, and
    grant-funded contractors and consultants.
  − Do not include volunteers or interns.
  − Staff must be reported in this section if you will be reporting
    services in a particular area (victim services, law enforcement,
    prosecution, courts).
  − For example:
    • Section D/Victim Services: report staff such as a victim advocate, victim
      assistant, or program coordinator.
    • Section E1/Law Enforcement: report staff such as law enforcement officer.
    • Section E2/Prosecution: report staff investigator, or prosecutor.
    • Section E3/Courts: report staff such as court personnel.                    10
A2 - Staff Information (page 3)
Everyone must complete

• Classify staff in existing categories EVEN if it is not an exact
  match.
• Report by job function(s) rather than job title:
  −   Project Director = Administrator
  −   Court Advocate = Victim Assistant
  −   Shelter Advocate = Victim Advocate
  −   Training Coordinator = Program Coordinator
• Divide staff time into multiple functions, as appropriate.
• Other category – limit use and be specific:
  − Data analyst
  − Evaluator
• Refer to Guide to Staff Categories on Muskie website:
  http://muskie.usm.maine.edu/vawamei/stopformularpttools.htm        11
A2 - Staff Information (page 3)
Everyone must complete

• Report the total # of FTE (full time equivalent)
  − FTE listed in the staff section should reflect the
    subgrant budget and activities (pro-rate budgeted FTE
    Jan-June and July-Dec if it changes between awards).
  − One FTE = 2080 hours
  − Include FTE for full time, part time, partially funded,
    temporary, consultants/contractors, overtime
    hours, and FTE funded with required match.
  − Prorate FTE among appropriate functional
    categories.
  − Use decimals, not percentages.                            12
QUESTIONS?




             13
B – Purpose Areas (page 4)
Everyone must complete

• Question 10 – Statutory Purpose Areas
  − Include the purpose area(s) under which you
    submitted your application.
  − Include purpose area(s) from both 2010 and
    2011 awards.
  − Check all purpose areas that apply to the
    activities that were supported with
    grant funds during the reporting period.

                                                  14
C1 – Training (pages 5-7)
• Definition: Training for professionals or volunteers
  acting in the role of a professional to improve their
  response to victims/survivors as it relates to their role in
  the system.
• Do not count activities that support, inform, and
  outreach to victims about available services (such as
 media activities - TV, newspaper, radio)
• If an advocate is VAWA-funded and the advocate
  provides training, as defined above, to non-grant
  funded people, then complete this section, otherwise,
  check “No” and skip to C2.
                                                                 15
C1 – Training (pages 5-7)
• Question 11 – Training Events Provided
  − A training event can be a conference, a workshop, or a
    short mini-session.
  − Do count training provided by grant-funded staff to non-
    grant funded staff and non-grant funded staff attending a
    training using VAWA funds (if it meets training definition).
  − Do not count training provided to VAWA-funded staff.
• Question 12 – Number of People Trained
  − Report professionals by discipline.
  − Do NOT report non-professionals: students/community
    members/victims/survivors
  − Use existing categories when possible:
                                                                             16
     • Firefighter, child welfare staff, coroner = Government Agency Staff
     • 911 Personnel = Law Enforcement
C1 – Training (pages 5-7)

• Question 12 – Number of People Trained
 − Report an unduplicated count of people trained.
 − If you can’t determine the disciplines represented at a training,
   use multidisciplinary, but use this category as a last resort.
 − Avoid the other category if at all possible.
      Red Flag: If reported numbers are in the thousands then it
      might be suspected that media broadcasts are included.
      Red flag: If the individual or group reported in “other” is not
      typically thought of as a professional working with victims.
 − Refer to Guide to Categories for People Trained on Muskie
   website:
   http://muskie.usm.maine.edu/vawamei/stopformularpttools.htm.         17
C1 - Training (pages 5-7)

• Question 13 – Training Content Areas
  − Use existing categories even if not an exact match.
  − Do not include staff development topics provided to
    VAWA-funded staff.
  − Avoid the other category if at all possible (do not use to
    report the title of the training or the name of the
    conference).

• Question 14 – Additional Information
  − Use this section to report anecdotes or
    to highlight information about the training event(s).
                                                                 18
C2 – Coordinated Community Response (page 8)
Everyone must complete

• First Column – Victim/Survivor Referrals
  − Victim/survivor referrals should include referrals made to
    agencies and referrals received from agencies.
  − Check the usual frequency (daily/weekly/monthly); estimate
    the frequency during the year if the interaction is not regular.
• Second Column - Meetings
  − Include meetings attended by staff who are only partially
    funded by the VAWA project.
  − For meetings with multiple disciplines in
    attendance, check each type of agency in
    the appropriate frequency column (weekly,
    monthly, quarterly).                                               19
C2 – Coordinated Community Response (page 8)
Everyone must complete

− How to choose daily/weekly/monthly frequency:
  Daily = at least 3 times a week
  Weekly = at least 3 times a month
  Monthly = Less than 3 times a month
− For Task Force and MDT meetings
  count members individually.
• Question 16 – Additional Information
  − Use this section to report anecdotes or to highlight
    information about your community activities.
  − If you had to use the Other category, explain your use
    of it here.                                              20
D – Victim Services (pages 17-23)
Do include victim services provided by legal services, victim
services agency, staff providing victim services within law
enforcement, prosecution, or the court system.
Do not include criminal justice activities such as 911 calls,
investigations, prosecutions, etc. (these will be reported in
Section E).
Do include services provided by all VAWA-funded hours for
staff, contractors, consultants.
Do include services provided by volunteers and interns if they
were coordinated or supervised by VAWA-funded staff or if
VAWA substantially supported their activities.                   27
D – Victim Services (pages 17-23)
• Question 25 – Number of Primary Victims Served, Partially
  Served, and Victims Seeking Services Not Served
 − Unduplicated count: Count victim once during the reporting period.
 − Victimization type: Count victim once under primary victimization.
 − Victims Served: Received services they requested, if services
   provided under the VAWA grant.
 − Victims Partially Served: Received some, but not all, of the services
   requested, if services are provided under the VAWA grant.
 − Victims Not Served: Sought and did not receive services they
   requested, if offered by your project under the VAWA grant.

                  Red flag: When the ratio of total victims served
                  and partially served is more than 500 to 1.0 FTE.
                  Red flag: Number of victims served is less than the
                  number of victims partially served. If correct,          28
                  provide an explanation in Question 63.
D – Victim Services (pages 17-23)

• Question 25 –Number of Primary Victims Served, Partially
  Served, and Victims Seeking Services Not Served
  − Notes to Victims Not Served:
    • If a victim/survivor requested a service you do NOT provide under
      your VAWA grant, do NOT count the person in any category.
    • If you contact a victim/survivor to offer services and they do not
      want services or you cannot locate them, do NOT count them in
      this section.
    • If a victim/survivor chooses to discontinue services once they
      have begun receiving services, or moves before completing
      services begun, do report these victims/survivors as “served.”

             Red Flag: the total number of victims reported as not
             served is more than 20% of the total number of victims
             seeking services (served and partially served). Provide       29
             explanation if the numbers are correct in Question 63.
D – Victim Services (pages 17-23)

• Question 26 – Number of Secondary Victims Served
 − Report an unduplicated count of secondary victims who
   sought or received VAWA-funded services.
 − Secondary victims must be indirectly affected by the
   victimization; it is not enough that they are related to a
   victim/survivor who received VAWA services.
 − Secondary victims should correspond to the type of
   victimization of the primary victim reported in Question 25.

• Question 27 – Reason Not Served/Partially Served
  − Avoid the other category if at all possible.
           Red Flag: Inappropriate Use of Other - “victim didn’t
           show”, “victim refused services”, “services not provided by
           program”, “could not locate victim”; victim probably
           should not be counted at all.                                 30
D – Victim Services (pages 17-23)

• Question 28 – Demographics
 Include data for both victims served and partially served
 (25A + 25B)
  − Race
    • Victims may be counted in more than one category. The
      total should be equal to or greater than the sum of 25A
      & 25B.
  − Gender
    • The total should equal the sum of 25A & 25B.

         Red Flag: If male victims/survivors is >10% of the total
         number reported, confirm accuracy and provide
         additional information in narrative Question 63.
                                                                    31
D – Victim Services (pages 17-23)

• Question 28 – Demographics
 − Age
   • The total should equal the sum of 25A & 25B.
   • The category of 0-17 has been changed to 0-12 and 13-17
     (you will not be able to report primary victims in the age
     category of 0-12). Children should not be reported.
 − Other Demographics
   • Report to the best of your ability.
         Red Flag: When numbers in the “unknown” categories total
         25% or more of the total number of victims. If correct,
         provide an explanation in Question 63.
         Red flag: A high number in the 13-17 category may indicate
         the grantee is reporting children.
                                                                      32
D – Victim Services (pages 17-23)

• Question 29 – Relationship to Offender
 − If a victim/survivor experienced more than one type of
   victimization and more than one perpetrator, report those
   multiple offender relationships & types of victimization.
 − The total # of relationships in each victimization column must
   be at least the sum of victims/survivors reported in 25A and
   25B.
 − Do not report relationships to offenders for secondary victims.
 − In the Domestic Violence column, the “Acquaintance” and
   “Stranger” categories are almost always zero.
 Red Flag: when the “Unknown”
 column is greater than 35% of the total victims served (25A +
                                                                     33
    25B).
D – Victim Services (pages 17-23)

• Question 29 – Relationship to Offender
 − Current or former spouse or intimate partner:
    • Also includes a person similarly situated to a spouse of the
      offender under the laws of the jurisdiction.
 − Other family member of household member:
    • Family is defined to include both traditional and non-
      traditional family structures; also includes victims/survivors
      who shared a household or have/had a roommate
      relationship with the offender.
 − Dating relationship:
    • Determined by length and type of relationship, and frequency
      of interaction between the persons involved.
                                                                       34
D – Victim Services (pages 17-23)

 Question 29 – Relationship to Offender
 −Acquaintance:
 •Examples: neighbor, co-worker, friend, schoolmate, etc.

 Red Flag : When the total number of “relationships
 unknown” is 25% or more of the total number of primary
 victims served or partially served (25A + 25B). If the data is
 correct, provide an explanation in Question 63.



                                                                  35
D – Victim Services (pages 17-23)

• Question 30A – Types of Victim Services
 − The total for each service provided should not be
   more than the sum of 25A & 25B.
 − Count each victim/survivor only once for each type of
   service received – do not report the number of times
   that the service was provided.
 − Do not report secondary victims receiving services.
 − Forensic exam does not include accompaniment to
   hospital/clinic/medical office; report accompaniment
   services in the Hospital/clinic/other medical response
   category
                                                            36
D – Victim Services (pages 17-23)

• Question 30A – Types of Victim Services
 − Civil legal assistance is only provided by an attorney or
   paralegal; if you enter a number in this category you must
   have entered FTE for attorney or paralegal. If you refer
   victims to an attorney, report as Civil Legal Advocacy.
 − Safety planning, information, and referral should not be
   written in “Other” as these are considered a part of
   other services in this section.
 − Avoid the other category if at all possible.
 − Refer to Guide to Victim Services on Muskie website:
    http://muskie.usm.maine.edu/vawamei/stopformularpttools.htm,
                                                                   37
D – Victim Services (pages 17-23)
• Question 30B – Shelter Services
 − Report only if funded by VAWA.
 − Unduplicated count: each victim and each family member who
   received shelter should be counted only once during the reporting
   period.
 − To determine the number of bed nights add the number of victims
   and family members and multiply by the number of nights they
   were in emergency shelter and/or transitional housing.
• Question 30C – Hotline Services
 − Report only if funded by VAWA.
 − Report all hotline calls!!
 − Total number of calls: business calls,
   informational calls, calls from
   secondary victims, calls from primary
                                                                       38
   victims, etc.
D – Victim Services (pages 17-23)

• Question 30D – Victim-witness notification/Outreach
 − Formerly, it was only possible to refer to outreach
   activities in the narrative. Now, you can report victim
   witness notification and outreach activities to
   victims/survivors.
 − Count each unsolicited letter, phone call,
   visit, event, etc. This is a duplicated count.
 − Outreach activities can be counted here,
   but you cannot count the victims/survivors unless a
   service was actually requested (served, partially served,
   not served).
                                                               39
D – Victim Services (pages 17-23)
• Question 31 - Protection Orders
 − Only report protections order activity when VAWA-funded
   staff assisted victims/survivors.
 − Initial restraining orders are issued ex parte, without a formal
   court hearing, allowing the respondent 30 days to request
   hearing – report order as temporary.
 − If no hearing is requested, order is upheld – report order as
   final.
 − If hearing is requested, order is either dismissed, upheld, or
   modified; if order is modified or upheld – report order as
   final.
 − Remember to report on both the number requested and the
   number granted for each category.
                Red Flag : the number of protection orders
                granted should not exceed the number of orders        40
                requested.
D – Victim Services (pages 17-23)

• Question 32 – Additional Information
 − USE THIS SECTION
    • To discuss the effectiveness of victim services funded by
      STOP VAWA funds.
    • To provide an anecdotal situation without revealing the
      victim.
    • To provide results!




                                                                  41
ANY QUESTIONS?




                 42
E2 – Prosecution (pages 27-31)

• Only three projects fund staff for prosecution activities
  (Lane County DA, Multnomah County DA, DVRP) and
  this section will be covered at another training.
• All other grantees, check “No” and skip to Section E4.




                                                              50
E3 – Courts (pages 32-35)

• No projects fund court staff, so check “No” and skip
  to Section E4.




                                                         51
E4– Probation and Parole (pages 36-38)

• No projects fund parole and probation staff, so check
  “No” and skip to Section E5.




                                                          52
E5 – Batterer Intervention Program (page 39)

 • No projects fund batterer intervention staff, so
   check “No” and skip to Section F.




                                                      53
F – Narrative (pages 40-48)
Everyone must complete


• Questions 60 & 61
  − All subgrantees must answer these questions.
• Questions 62 & 63
  − These questions are optional.
  − Use this section to provide clarification on any of the
    statistics in questions 25A, 25B, 26, 27, 28, 29, or 30.




                                                               54
REMINDERS
• Review PowerPoint and instructions.
• Use the      icon in the report form.
• Use the “other” category only as a LAST resort; the
  descriptive fit does not have to be perfect – if an
  existing category is similar, use that category.
• Use optional information sections to capture
  unique successes of your program, clarify data,
  provide more details.
• Do not use acronyms or abbreviations.
                                                        55
Validation – The End!
         Everyone must validate their form!
• At the end of the form is a Validate button.
                        Validate

• Click on it and it will tell you where your errors are.
• Once complete, use the “Save As” function to save
  the most current version and upload in E-grants.



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