Reentry Application 2012-2013 by Sf2NX74

VIEWS: 49 PAGES: 41

									County Reentry Task Force (CRTF) Plan and Application 2012-2013




                            New York State
                 Division of Criminal Justice Services
          Office of Probation and Correctional Alternatives




      Application deadline is 12:00 Noon, Monday, June 18, 2012.


                     Release Date: May 16, 2012




     Please Note: County Reentry Task Force Application

        “Live Meeting” to be held Friday, May 18, 2012

                        9:30am to 11:00am.

          See end of application for log-in information.



                                                                   1
         County Reentry Task Force (CRTF) Plan and Application 2012-2013

GENERAL INFORMATION:

Application deadline is 12:00 Noon, Monday, June 18, 2012. Applications submitted after the
deadline will not be considered for funding. Contracts will be awarded for the period July 1,
2012 – June 30, 2013 with one-year renewal option. Applications MUST be submitted via the
New York State Division of Criminal Justice Services (NYS-DCJS) Grants Management System
(GMS) and all necessary documents must be attached to the GMS record (listed below). In order
to complete the application using GMS, your county must first register with DCJS’ Office of
Program Development and Funding (OPDF). Additional GMS Registration information is
located at the end of this document.

Visit http://criminaljustice.state.ny.us/ofpa/gms.htm for a GMS tutorial and user’s manual. GMS
questions and assistance requests should be directed to funding@dcjs.ny.gov, or 518-457-9787.
Programmatic questions should be directed to Heather Stroker at Heather.Stroker@dcjs.ny.gov
or 518-485-0905 or Yvonne J. Behan at Yvonne.Behan@dcjs.ny.gov or (518) 485-5153.

Attachments A, B, C and D are to be completed, saved in MS97-2003 or earlier and submitted as
attachments with each Application. When attaching to GMS please name document as indicated
below (Example “Attachment B”). Attachments E(a), E(b), F(a), F(b) and F(c) are for your
reference to assist in your responses to questions throughout the RFA.


Application Attachments:
   A. Milestone and Cost Worksheet (Excel document) – to be completed and submitted on
      GMS
   B. Standardized Credentials – Ensure your potential CRTF Coordinator meets the minimum
      qualifications outlined in Attachment B; then attach the resume of potential CRTF
      coordinator candidate to GMS
   C. Thinking For a Change, Motivational Interviewing, and Offender Workforce
      Development Training List - Staff Trained List – to be completed and submitted on
      GMS
   D. CRTF Membership – to be completed and submitted on GMS
   E. DOCCS Information:
      a. DOCCS CRTF Referral Form
      b. DOCCS CRTF Partners
   F. Local Reentry Data
      a. All DOCCS Releases to County 2011
      b. CRTF Annual Intakes for 2010 and 2011
      c. Two Year Returns to Custody, By County




                                                                                              2
          County Reentry Task Force (CRTF) Plan and Application 2012-2013

Introduction
The goal of reentry in New York State is to reduce recidivism through the provision of essential
services that support behavioral change in individuals returning from state prison to the
community. This application for reentry requires State and County/local partners (DOCCS and
CRTF/Service Providers) to review important provided criminal justice and reentry population
data in order to better plan and coordinate effective interventions and more effectively manage
state and local resources and funding.

This planning process will require the coordination of local efforts with the major goals of
reducing offender re-arrest and parole violations, effectuating offender behavioral change,
enhancing offender accountability, and promoting public safety. CRTFs will be funded to secure
and manage services to moderate and high risk parolees and ensure the provision of cognitive
behavioral and employment services.

This Application contains the following sections:                                Page

I.     Application Planning                                                       4
II.    Eligibility Requirements                                                   5
III.   Local Reentry Data                                                         6
IV.    Local Reentry Planning Questions                                           7
V.     Local Program Inventory                                                    10
VI.    Staff Trained Assessment                                                   13
VII. Availability of State Funds                                                  14
VIII. Approved Use of Funds                                                       16
IX.    County Reentry Task Force Organizational Structure                         17
X.     County Reentry Task Force Functions and Membership                         18
XI.    County Reentry Task Force Target Population                                20
XII. RFA and GMS Specific Instructions                                            22
XIII. Special Conditions and Prohibitions                                         30
XIV. Required Monthly and Quarterly Reporting                                     30
XV. Award Methodology                                                             31
XVI. Selection and Award                                                          32
XVII. Application Submission                                                      33
XVIII. Timetable                                                                  33
XIX. Approval and Notification of Award                                           33
XX. Administration of Contracts                                                   33
XXI. RFA Questions                                                                35
XXII. Appendices                                                                  35




                                                                                                   3
           County Reentry Task Force (CRTF) Plan and Application 2012-2013

I.       Application Planning

The New York State Division of Criminal Justice Services (DCJS) announces the availability of
funding through a competitive process for the support of established CRTFs based on an
evaluation of the effectiveness of such programs. Eligible counties include 16 current Upstate
Reentry Task Forces, the Upper Manhattan Reentry Task Force, the Kings County District
Attorney’s ComALERT Reentry Program and the Bronx Task Force. Each CRTF will be co-
chaired by the Chief Elected County Official or their designee and the NYS Department of
Corrections and Community Supervision (DOCCS). Contracts awarded will be Performance-
Based. All Task Forces must serve the eligible population from within the entire county in
which they are located.

Performance-Based Contracting:
Performance milestones, and outcome measures and a performance-based payment structure will
ensure that the services are delivered in a cost effective manner with an emphasis on intake,
assessment and case conferencing.

Performance-Based Measures and Outcomes:

        The DCJS Office of Probation and Correctional Alternatives (OPCA) reserves the right to
         select any payment structure (identified metrics/milestones) that is in the best interest of
         New York State.
        The services provided are to reduce the likelihood of re-offending during program
         participation and after program completion.
        OPCA and the awardees will negotiate appropriate outcomes; e.g., obtaining
         employment, completing cognitive behavioral intervention treatment, attaining sobriety,
         enrolling in a GED program, attaining housing, to be achieved by the program
         participants.
        All funded CRTFs will be required to ensure the delivery of cognitive behavioral
         intervention and employment services
        All funded CRTFs will be reimbursed for services provided and metrics achieved on a
         performance basis

County Reentry Task Forces:
Beginning in 2012-13, DCJS requires that CRTFs be co-chaired by DOCCS/Parole and a
representative designated by the Chief Elected Official of each County. This will ensure the
effective intergovernmental coordination of services needed to support the successful referral,
supervision and reentry of individuals returning from state incarceration. Each CRTF will be
required to maintain a full-time Reentry Coordinator, who will manage the day-to-day delivery
of services in the community to support the goals of parole community supervision and
recidivism reduction. CRTFs will provide services to moderate and high risk offenders, ensure
the referral and attainment of primary services, including but not limited to housing, treatment,
                                                                                                   4
          County Reentry Task Force (CRTF) Plan and Application 2012-2013

health, mental health, as well target the criminogenic needs that drive criminal behavior.
Criminogenic needs are crime producing factors which are strongly correlated with risk, but can
be addressed through appropriate, evidence-based programming. Funding will be determined
under this RFA for the following purposes:

           1. To help individuals returning from prison to the community to assess and address
              their criminogenic needs and provide the linkages to services which will reduce
              their criminality and increase public safety

           2. To coordinate a system of resources and services necessary to address the
              criminogenic and stabilization needs of formerly incarcerated individuals

           3. To build support for reentry as a public safety initiative through public education
              initiatives

II.    Eligibility Requirements

Funding will be available through this RFA to support the continuation of the following currently
funded Reentry Task Force and Enhanced Services Programs:

In New York City--the Upper Manhattan Reentry Task Force; the Kings County District
Attorney’s COM Alert Reentry Program;

Outside New York City--In the following Operation IMPACT counties including, Albany,
Broome, Dutchess, Erie, Monroe, Nassau, Niagara, Oneida, Onondaga, Orange, Rensselaer,
Rockland, Schenectady, Suffolk, Ulster and Westchester counties.

DCJS will consider providing “Planning and Implementation” funding to new jurisdictions
which receive a significant number and percentage of the returning state prison population,
defined as 10% and higher. These jurisdictions may apply for up to $100,000 to support costs
associated with hiring a full-time coordinator and ensuring the provision of services. The
jurisdictions will be reimbursed on a performance basis, as is the case with all CRTFs.

All CRTFs, regardless of the amount of state funds they are eligible to receive as outlined in the
Maximum Eligible Awards Schedule, will be reimbursed based on their achievement of agreed
upon performance measures.

DCJS will accept only one application from each jurisdiction for a Reentry Task Force and
Enhanced Services Program eligible for funding. The Application must be submitted by the
Chief Elected Official. If selecting a not-for-profit to be the implementing agency for the reentry
project, a Memorandum of Understanding signed by the Chief Elected Official is required to
accompany the application from the not-for-profit.


                                                                                                     5
                      County Reentry Task Force (CRTF) Plan and Application 2012-2013

            III.    Local Reentry Data
            Please complete the Tables below using the attached reports. Responses recorded will be used in
            Section IV: “Local Reentry Planning Questions.”

            Table #1: 2011 Releases from DOCCS
            Complete the following Table using the data for your county presented in Attachment F(a) -All
            DOCCS Releases to County 2011.

                                                                                     #           %           #           %
                 Parole/
                                  Sex       Maximum                  Percent of   parolees    parolees    parolees    parolees
              Community
                               Offenders    Expiration               Statewide    at mod-     at mod -    at mod-     at mod -
              Supervision                                 Total #
                              Released to       (by                     Total     high risk   high risk   high risk   high risk
                Releases                                 Released
                              Community     Indictment                Released     DCJS        DCJS        DCJS        DCJS
              (not inc. Sex
                              Supervision    County)                 to County      ANY         ANY         VFO         VFO
               Offenders)
                                                                                   Arrest      Arrest      Arrest      Arrest
Your
County
Statewide
total           18,777          1,034         2,693      22,530        N/A         13,178      70.2%       12,755      68.0%


            Table #2: CRTF Referrals Accepted
            Complete the following Table using the data for your County Reentry Task Force presented in
            Attachments F(b) CRTF Annual Intakes for 2010 and 2011.

                                              Community
                                                                                                    # Mod/High
                      CRTF ACTUAL             Supervision         Maximum          # Mod/High
                                                                                                    Risk of VFO
                         # Intakes              Intakes           Expiration      Risk of ANY
                                                                                                       Arrest
                      (12 MONTHS)           (including Sex         Intakes        Arrest Intakes
                                                                                                      Intakes
                                              Offenders)
             2010
             2011




                                                                                                                  6
                  County Reentry Task Force (CRTF) Plan and Application 2012-2013

       Table #3: Two Year Return to Custody, by County
              a. Complete the following Table using the data for your county presented in
                 Attached F(c): Two Year Returns to Custody, By County report.

                   % Returned in 2 years for      % Returned in 2 years for
                                                                                   Total % Returned in 2 years
                       Rule Violation             New Felony Conviction
2006
Statewide Total             27.5%                           7.6%                              35.1%

                   % Returned in 2 years for      % Returned in 2 years for
                                                                                   Total % Returned in 2 years
                       Rule Violation             New Felony Conviction
2007
Statewide Total             26.9%                           6.8%                              33.7%

                   % Returned in 2 years for      % Returned in 2 years for
                                                                                   Total % Returned in 2 years
                       Rule Violation             New Felony Conviction
2008
Statewide Total             25.1%                           6.5%                              31.6%




       IV.     Local Reentry Planning Questions
       Please consult the information presented above in the DATA section when responding to these
       questions. If other local data are referenced in any of your responses, please provide links to, or
       attach the source documents. All questions in this Application must be answered and
       submitted as part of the planning process.

       Using Table #1, please answer the following:
           How many DOCCS prison releases returned to your jurisdiction in 2011?
                 a. 2011 total:
                 b. Released as a result of parole in 2011?
                       Excluding sex offenders, how many of these individuals were moderate to
                        high risk of DCJS ANY Arrest?
                       Excluding sex offenders, how many of these individuals were moderate to
                        high risk of DCJS VFO Arrest?
                 c. Released as a result of maximum expiration?




                                                                                                             7
         County Reentry Task Force (CRTF) Plan and Application 2012-2013

Using Table #2, please answer the following:
   1. How many individuals did the CRTF Intake during 2010 (YTD 2010)?
          a. Of the 2010 total, how many were moderate to high risk on the DCJS ANY Risk
             Scale?
          b. Of the 2010 total, how many were moderate to high risk on the DCJS VFO Risk
             Scale?

   2. How many individuals did the CRTF Intake during 2011 (YTD 2011)?
          a. Of the 2011 total, how many were moderate to high risk on the DCJS ANY Risk
              Scale?
          b. Of the 2011 total, how many were moderate to high risk on the DCJS VFO Risk
              Scale?
   3. Please compare the number of moderate/high risk individuals released to your
      jurisdiction with the number of moderate/high risk individuals you served in 2010 and
      2011:
          a. What steps will you take to increase the number of moderate and high risk intakes
              to your CRTF in FY 2012-2013?
          b. What specific steps will the CRTF and DOCCS/Parole take to increase moderate
              to high risk referrals to the CRTF in FY 2012-2013?


Using Table #3 and table Two Year Returns to Custody, By County, please answer the
following:
    1. Of all individuals released to your community in 2008:
           a. What percentage was returned to DOCCS custody within 2 years?
           b. What percentage was returned to DOCCS custody for a rule violation?
           c. What percentage was returned to DOCCS custody for a new felony offense?


   2. Using all information provided in the “Return to Custody by County” Report, how does
      your County compare to the State over time in terms of:
         a. Total returns to DOCCS custody within 2 years:
         b. Returns to DOCCS custody within 2 years for Rule Violation:
         c. Returns to DOCCS custody within 2 years for a Violent Felony Conviction:


   3. Using all information provided in the “Return to Custody by County” Report, how does
      your County compare to IMPACT jurisdictions over time in terms of:
         a. Total returns to DOCCS custody within 2 years:
         b. Returns to DOCCS custody within 2 years for Rule Violation:
         c. Returns to DOCCS custody within 2 years for a Violent Felony Conviction:



                                                                                             8
      County Reentry Task Force (CRTF) Plan and Application 2012-2013

4. How does your jurisdiction plan to reduce total returns to DOCCS Custody?
     a. Which percentage is greater in your county: returns for a rule violation or returns
         for a new felony?
     b. What does this pattern say about violations in your county and what specific steps
         will be taken or strategies employed to address rule violations?
     c. How will the CRTF work with parole to reduce rule violations and the likelihood
         of criminal activity?




                                                                                          9
                County Reentry Task Force (CRTF) Plan and Application 2012-2013

      V.      Local Program Inventory
      Please utilize the form below to inventory community-based programs/services available and those that
      you wish to develop or expand in your county/city. First identify the information for community-based
      programs/services available during 2011, and then identify what the county/city plan is for
      programs/services in 2012 after the 2012-2013 CRTF strategy has been developed. This Inventory is
      limited to programs/services provided in the community, not in jail or prison.

                             Provided in 2011                               Plan for 2012-2013
                                                                          (check one box only)
                            County                      Operated in




                                                                                  Maintain




                                                                                                      Decrease
                                                                                             Expand
                                     Other




                                                                          Start
                    DOCCS/ Reentry                        FY 2011-




                                                                                                                      End
                                   Community
                     Parole  Task                       2012? (check
                                    Provider
                             Force                         if yes)

      Aggression
    Replacement
  Training (ART)
Crossroads Offender Curricula :
[Specify module(s) used]

       (module1)

       (module2)

      (module3)
Domestic Violence


     DV Specify:



    DV Specify
      Functional
 Family Therapy
           (FFT)
            Gang
    Intervention
         Money
   Management
      Life Skills
 Training (LST)

                                                                                                                 10
                County Reentry Task Force (CRTF) Plan and Application 2012-2013

         Multi-
    Dimensional
      Treatment
 Multi-Systemic
 Therapy (MST)

 Parenting Skills
   Psychological
         Services
   Sex Offender
      Treatment:
          Groups
   Sex Offender
      Treatment:
      Individual
NIC Thinking for
       a Change
   NIC Offender
      Workforce
   Development
       Specialist
           (other
    employment
       program )
           (other
    employment
        program)

Housing Services
   Day Reporting
           Center
    Employment
Services/ Support

   GED Program
         Group
     Counseling

       Mediation

      Mentoring

                                                                                  11
               County Reentry Task Force (CRTF) Plan and Application 2012-2013


Substance Abuse
      Treatment
         Victim
      Awareness
  Victim Impact
          Panels
Victim-Offender
  Reconciliation

        (other1)

        (other2)

     Comments:




                                                                                 12
                  County Reentry Task Force (CRTF) Plan and Application 2012-2013

        VI.     Staff Trained Assessment

        Complete the chart below, identifying which training topics staff from CRTF, DOCCS/Parole,
        and service providers received in FY 2011-2012. Based on your proposed FY 2012-2013
        strategies identify the training needs required to support your strategies.

                              Training Received by Agency in          Training Needed by Agency in
                                      FY 2011-2012                           FY 2012-2013
                             DOCCS/                 Partner         DOCCS/                  Partner
    Training Topics                     Reentry                                Reentry
                              Parole                 agency          Parole                 agency
Alcohol/Substance Abuse
Prevention
Cognitive Behavioral
Programming
Domestic Violence
Family Group
Conferencing
Gangs

Gender-Specific Issues

Mental Health
Motivational Interviewing
Skills
NIC Offender Workforce
Development Specialist
Risk Assessment
Sex Offender
Management
NIC Thinking for a
Change
Victim Issues

Other, Specify:

Other, Specify:


                                                                                                     13
            County Reentry Task Force (CRTF) Plan and Application 2012-2013

List of Trained Staff:

Complete Attachment C, providing a list of Reentry staff and partners who have been
trained (to date) in NIC Thinking for a Change, Motivational Interviewing, or NIC
Offender Workforce Development Specialist.



VII.   Availability of State Funds

Approximately $3.3 million in State Local Assistance Funds are available to support eligible
programs. Grant award agreements will be for a twelve month period effective July 1, 2012
through June 30, 2013 with one-year renewal option. Funds may be requested in support of the
following:

       1)    County Reentry Task Forces and New York City Reentry Task Forces – to support
             costs associated with the continuation of a full-time reentry coordinator and
             additional staff, as approved by DCJS.
       2)    Enhanced Reentry Services – to support the continuation or expansion of
             reintegration services for formerly incarcerated individuals that are not available
             through other federal, state or local funded resources.

The maximum amount of state funding available for each eligible CRTF is based on a formula
using the actual 2011 numbers of moderate to high risk individuals released to CRTF counties
from state correctional facilities, as published by DCJS (see Table I on p.15).

All funding requests must support program efforts that will be accomplished during the contract
period. Funding under this program must supplement, not supplant, non-grant funds that would
otherwise be available for expenditure on the proposed program. CRTF Funds may not be used
to purchase services that are supported through other local, state or federal funding.

Funds will be made available to support the salary of one Full-Time CRTF Coordinator.
Additional staff must be dedicated on at least a .5 FTE basis to be eligible under these funds.

There is no match requirement for this grant initiative.




                                                                                                   14
               County Reentry Task Force (CRTF) Plan and Application 2012-2013

             Table I: Minimum Track I Intakes and Maximum Awards for Eligible CRTF Jurisdictions
                                                FY 2012-2013
                                      # Parolees   DCJS Reentry                                      Maximum
                            Total #                                  60% of
                                       at mod-         Target                                         Eligible
                           Released                                   DCJS
   UPSTATE CRTF                        high risk     Population                  CRTF Milestone      Award FY
                             from                                    Reentry
     COUNTIES                           DCJS       (mod-high risk                   Targets          2012-2013
                           DOCCS                                      Target
                                         ANY          and sex                                        ($100,000
                           in 2011                                  Population
                                        Arrest       offenders)                                        floor)
ALBANY                       636         379            408            245          245/184/123      $195,840
BROOME                       576         184            212            127           127/95/64       $101,760
DUTCHESS                     279         175            190            114           125/94/63       $100,000
ERIE                        1,166        700            766            460          460/345/230      $367,680
MONROE                      1,137        682            736            442          442/332/221      $353,280
NASSAU                       542         335            345            207          207/155/104      $165,600
NIAGARA                      256         129            155             93           125/94/63       $100,000
ONEIDA                       409         213            238            143          143/107/72       $114,240
ONONDAGA                     874         520            563            338          338/254/169      $270,240
ORANGE                       466         275            294            176          176/132/88       $141,120
RENSSELAER                   192         102            114             68           100/75/50       $100,000
ROCKLAND                     117          65             68             41            60/45/30       $100,000
SCHENECTADY                  378         230            246            148          148/111/74       $118,080
SUFFOLK                     1,155        715            758            455          455/341/228      $363,840
ULSTER                       225         127            140             84           125/94/63       $100,000
WESTCHESTER                  481         264            291            175          175/131/88       $139,680
UPSTATE CRTF TOTAL          8,889       5,095          5,524          3,314      3,451/2,589/1,730   $2,831,360


                                      # Parolees   DCJS Reentry                                      Maximum
                            Total #
                                       at mod-         Target          NYC                            Eligible
                           Released
                                       high risk     Population      Reentry     CRTF Milestone      Award FY
  NEW YORK CITY              from
                                        DCJS       (mod-high risk     Target        Targets          2012-2013
                           DOCCS
                                         ANY          and sex       Population                       ($100,000
                           in 2011
                                        Arrest       offenders)                                        floor)
BRONX                       2,351       1,658          1,677           125          125/94/63        $100,000
KINGS (BROOKLYN)            2,815       1,728          1,747           250         250/188/125       $200,000
NEW YORK                                1,954          2,213           250         250/188/125       $200,000
(MANHATTAN)                 3,323
DOWNSTATE TOTAL             8,489       5,340          5,637           625         625/470/313       $500,000

                                      # Parolees                                                     Maximum
                            Total #                 DCJS Target
                                       at mod-                        DCJS                            Eligible
                           Released                  Population
     Eligible CRTF                     high risk                     Reentry     CRTF Milestone      Award FY
                             from                  (mod-high risk
 Jurisdictions Statewide                DCJS                          Target        Targets          2012-2013
                           DOCCS                      and sex
                                         ANY                        Population                       ($100,000
                           in 2011                   offenders)
                                        Arrest                                                         floor)

STATEWIDE CRTF TOTAL        17,378     10,435         11,161          3,939      4,076/3,059/2,043   $3,331,360

                                                                                                        15
          County Reentry Task Force (CRTF) Plan and Application 2012-2013

VIII. Approved Use of Funds

Grant funds should be used in a manner that seeks to reduce the risk of reoffending presented by
returning individuals.

           a. Staffing
                   i. CRTF Coordinator
              Each county reentry task force must hire a full-time Reentry Coordinator who
              meets the minimum qualifications (see Attachment Standard Credentials). The
              Reentry Coordinator will be responsible for facilitating the required roles and
              activities of the task force as described above. The Reentry Coordinator will lead
              the Reentry Task Force in each of its responsibilities, to enhance partnerships
              among criminal justice and human service agencies. The Task Force Co-Chairs
              will assist the Reentry Coordinator, as appropriate, in ensuring the active
              participation of Reentry Task Force members to accomplish the mission. The
              Coordinator will report to the Co-Chairs of the CRTF from the Department of
              Corrections and Community Supervision (DOCCS) and the chief elected county
              official or their designee. A full description of the Roles and Responsibilities of
              the Coordinator is provided in Section IX: County Reentry Task Force
              Organizational Structure. DCJS reserves the right to approve the Re-entry
              Coordinator candidate.

                  ii. Additional Staff
                      Any additional support staff funded with state funds must be allocated to
                      the CRTF for at least .5FTE. A written justification must accompany all
                      requests to fund additional staff.

           b. Enhanced Services
           The CRTF may only apply to receive funds for services which are not funded by
           other federal, state or local funding. Funding will be limited to providing treatment
           and services currently not available from federal, state and local agencies and
           contractors or which are restricted due to costs. Applicants should utilize task force
           partners to identify services already available through other service agencies in their
           jurisdictions. Proposed services must address the gaps in service availability
           identified in the Local Program Inventory (included in Application). Proposed
           services should concentrate on participant needs directly linked to criminal behavior
           (criminogenic needs). Services targeting criminogenic needs include cognitive
           behavioral approaches which address: criminal attitudes and thinking, family
           dysfunction, values, and beliefs; criminal personality; criminal peers and associates;
           and substance abuse. Services may also address stabilization needs to ensure that
           returning individuals are able to comply with parole conditions and successfully
           reintegrate into the community. A written justification for each service the CRTF
                                                                                                 16
          County Reentry Task Force (CRTF) Plan and Application 2012-2013

           proposes to purchase must be provided.

           DCJS will not approve funding requests which propose to provide services that are
           inconsistent with evidence-based practice or are unrelated to the criminogenic or
           stability needs of the participant population being served.

IX.    County Reentry Task Force Organizational Structure

The County Reentry Task Forces (CRTFs) are charged with reducing recidivism and increasing
public safety through the coordination of services for individuals returning to the community
from prison. CRTFs, working in tandem with DOCCS/Parole coordinate the provision of
services for moderate and high risk offenders to target their criminogenic and stabilization needs.
CRTFs also work to increase the community’s capacity to assist in offender reentry and
reintegration through public education and the development of necessary services.


Leadership of the CRTF

CRTF leaders include CRTF Co-Chairs—the chief elected county official and DOCCS/Parole
representative and the CRTF Coordinator. Day-to-day CRTF operations are performed by the
CRTF Coordinator.

       a. County Reentry Task Force Co-Chairs
       The CRTF Co-Chairs oversee the work of the CRTF Coordinator and ensure that the
       CRTF is functioning as intended.

              i.   County Leader/Reentry Task Force Chair
                     The Chief Elected Official or his/her designee, which may include an
                     executive level representative from an administrative county agency, such
                     as the Director of Probation, the Commissioner of Mental Health, the
                     District Attorney, the Commissioner of Social Services, the Criminal
                     Justice Advisory Board Chair, the Alternatives to Incarceration Advisory
                     Board Chair, the Chair of the Board of Supervisors, or other executive.

             ii.   Department of Corrections and Community Supervision (Parole) Co-Chair
                   (DOCCS Representative to be designated by DOCCS Deputy Commissioner )
                     Community Supervision staff are legally responsible for the supervision of
                     individuals released to community supervision, the provision of appropriate
                     service referrals and monitoring compliance with conditions of release.
                     The DOCCS/Parole Co-Chair is charged with the management and
                     supervision of individuals returning to the community. More specifically,
                     the DOCCS Co-Chair will ensure coordination between DOCCS facility
                     staff, DOCCS field staff and the CRTF. The DOCCS/Parole Co-Chair is
                                                                                                17
         County Reentry Task Force (CRTF) Plan and Application 2012-2013

                     responsible for ensuring that moderate to high risk offenders released from
                     DOCCS are referred to the CRTF to provide services to the minimum
                     number of clients required in Table I (on p.15).

       b. County Reentry Task Force Coordinator and Support Staff
            The County Reentry Task Force Coordinator will work for the County to oversee
            the day to day functions of the CRTF. Specifically, the Coordinator is required to:
                engage appropriate state and local partners in the CRTF to ensure the
                 availability of benefits, services, and community-level support to address the
                 criminogenic and stabilization needs of the reentry population.
                schedule, convene, and ensure appropriate representation and participation in
                 Task Force and Case Conferencing meetings.
                develop detailed agendas for each meeting
                notify DCJS of all scheduled CRTF meetings
                educate members of the CRTF about the Task Force’s role as a referral
                 service designed to link returning individuals with necessary services.
                serve as the primary liaison between The Department of Corrections and
                 Community Supervision (Parole) to receive appropriate referrals to the CRTF.
                Coordinate and manage services provided to individuals to ensure their
                 effective reentry into the community.
                serve as a liaison between the CRTF and DCJS
                complete and submit all required reports to DCJS by established due dates.

                  These reports include:
                         1. monthly Intake and Discharge reports via e-mail (due no later than
                             the 15th of the following month)
                         2. Quarterly Progress reports via the Grants Management System (no
                             later than 15 days following the close of the Quarter). To facilitate
                             the submission of Quarterly Reports on the Grants Management
                             System (GMS), all CRTF Coordinators will be granted access to
                             GMS by DCJS. For more information on GMS, please see Section
                             XII: RFA and GMS Specific Instructions.


X.     County Reentry Task Force Functions and Membership

The Coordinator will facilitate, at a minimum, bi-monthly (every other month) meetings of the
Full County Reentry Task Force and, at a minimum, bi-weekly (every other week) meetings of
the Case Conferencing Committee. The CRTF and Case Conferencing committees are expected
to establish and maintain a regular meeting schedule and the Coordinator must provide notice of
the Full County Reentry Task Force meeting. The Coordinator is expected to document the
activities of the CRTF and Case Conference Committee and develop detailed agendas for each
meeting. Agendas for the CRTF bi-monthly meetings must be sent to DCJS seven calendar days
                                                                                               18
         County Reentry Task Force (CRTF) Plan and Application 2012-2013

in advance of each meeting. A copy of the attendance must be sent to DCJS seven days
following the Task Force Meeting.

       a) Full County Reentry Task Force:
          In order to achieve state and local reentry goals, each CRTF shall engage in strategic
          planning throughout the grant year to develop effective approaches to serving
          individuals, building capacity and educating the public. THE CRTF should
          systematically identify gaps addressing the service needs of the reentry population.
          The CRTF will provide DCJS, via the Grants Management System (GMS), with
          updates which clearly describe the goals the CRTF has developed and their status at
          the end of each quarter.

             i.   Required CRTF Membership

               Reentry Task Force membership may vary somewhat by county or agency, as the
               needs of returning individuals and available system resources are expected to
               differ across jurisdictions. The Coordinator is responsible for convening a
               meeting of the Full CRTF bi-monthly with all necessary partners. The
               Coordinator must submit advance notice of ALL CRTF meetings to DCJS.
               CRTFs should include the following members:
                    1. Department of Corrections and Community Supervision (DOCCS) Co-
                         Chair
                    2. County Co-Chair – Chief Elected Official or designee
                    3. CRTF Coordinator
                    4. County Department of Social Services Commissioner or Designee
                    5. County Department of Mental Health Commissioner or Designee
                    6. Service Providers receiving referrals from CRTF (must include housing,
                         employment and CBI represented programs)
                    7. Community Organizations
                    8. If an IMPACT county, a police representative involved with IMPACT
                    9. Office of Alcohol and Substance Abuse Services (OASAS) Field Office

               Other suggested members may include:
                          An individual formerly under supervision
                          Victim Advocacy Organization(s)
                          County Department of Probation Director or Commissioner or
                             designee
                          Local VESID (Vocational and Educational Services for Individuals
                             with Disabilities) Office
                          Local One-Stop Center (Department of Labor)
                          Local Housing Authority
                          State Division of Veterans' Affairs or County Veterans Service
                             Agency
                                                                                               19
         County Reentry Task Force (CRTF) Plan and Application 2012-2013


                            District Attorney’s Office
                            County Legislators
                            Local Research Partners
                            Local Educators
                            Court Representatives
                            Representatives from the business community

       b) Case Conferencing Committee (CCC):
       The CCC is required to meet bi-weekly and must include DOCCS field staff, the CRTF
       Coordinator, and all primary service providers to ensure the proper coordination of
       services in support of successful reentry. The CCC should meet in a location where
       DOCCS staff can access information from the Facility Population Management System
       (FPMS), the Case Management System (CMS), and copies of the COMPAS Need Scales
       which must be shared with service providers directly involved with the individual on
       parole supervision.

       The CCC shall begin to conference cases at the time the individual is referred by the
       SPO. For each referral made, the SPO must provide the Coordinator with a copy of the
       DCJS and DOCCS approved CRTF Referral Form (Attachment DOCCS CRTF Referral
       Form). Based on all available information, CCC members should discuss cases with the
       goal of identifying and providing effective post-release referrals and linkages to
       individuals who pose the greatest threat to public safety. Ideally, referrals will be
       submitted to the CCC well in advance of their release to allow for these important
       connections to be made prior to release and throughout the duration of the individual’s
       involvement with the CRTF.

XI.    County Reentry Task Force Target Population

To provide effective post-release referrals and programming, DCJS has identified two “tracks”
of formerly incarcerated individuals to provide community based services and linkages for a
period of up to 90 days.

           a. Referrals
              To receive grant funding, CRTFs must accept a minimum number of individuals.
              The minimum number of intakes is based on the number of actual releases during
              2011. CRTFs must ensure that they meet the minimum Track I intakes. DCJS
              encourages CRTFs to serve as many individuals as resources allow. Counties
              able to exceed the required minimum referrals and serve a greater number of
              moderate and high risk offenders will demonstrate that they are effectively
              building capacity in the community to serve the reentry population. Each
              applicant must clearly describe the collaborative referral process between
              DOCCS/Parole and the CRTF to ensure that the target population will be served.
              Please see Table I (on p.15) for required Track I Intakes.
                                                                                                20
County Reentry Task Force (CRTF) Plan and Application 2012-2013



b. Track I Eligibility Criteria:

       i. Track I Moderate to High Risk of Re-arrest

         The greatest threat to public safety from recidivist crime from individuals
         returning to their communities from state prison is presented by moderate to
         high risk individuals. Track I Moderate to High Risk Individuals released
         from state prison will have one or more of the following:
            COMPAS Supervision Level 1 or 2
            DCJS Risk Score of 4 or higher for Any Arrest or Violent Felony
               Offender (VFO) Arrest

       ii. Track I Special Populations

         Some special populations may not have risk scores or assessments but
         present with special needs that jeopardize successful reentry. Track I
         Special Populations include:
            Women with high service needs
            Maximum Expiration Individuals ( released from prison without
              supervision)
            Individuals with a conviction for a registerable sex offense
            Adolescents and juvenile offenders on parole or recently released from
              an Office of Children and Family Services (OCFS) residential facility
            Persons with mental illness or mental retardation, severe medical
              issues or those with a hearing, visual or physical impairments

c. Track II Eligibility Criteria

       i. Low Risk Individuals

         CRTFs may serve the low risk population by providing appropriate service
         referrals to address identified criminogenic needs. Individuals with low risk
         scores may have needs that, if addressed, will assist with their reentry into
         the community. Track II low risk individuals include:
            COMPAS Supervision Level of 3 or 4
            DCJS Risk Score of 3 or below for Any Arrest or Violent Felony
               Offender (VFO) Arrest

       ii. Walk-Ins (i.e., local jail releases, post-parole population, federal releases,
           etc)



                                                                                      21
         County Reentry Task Force (CRTF) Plan and Application 2012-2013

          d. Strategic planning and system-wide coordination

          The Reentry Task Force will continually assess the effectiveness of the county’s
          reentry system for consistency with the principles of effective practice. These include:
                    Use of Actuarial Risk and Needs assessment (and the identification of
                       Criminogenic Needs)
                    Use of Motivational Interviewing techniques
                    The risk principle--targeting higher risk offenders
                    The use of cognitive behavioral approaches
                    Increasing the use of positive reinforcement and rewards
                    Engaging in ongoing, pro-social support
                    Measuring change and providing measurement feedback

          e. Public education and outreach

          The Reentry Task Force will engage the community (including formerly incarcerated
          individuals and their families) in building a comprehensive reentry system through
          community education and outreach efforts to encourage community participation in
          reentry planning and programming. Each Reentry Task Force is required to conduct
          four (4) public education/outreach activities during the grant period and is required to
          provide a brief (1 page) summary of the event to DCJS, via GMS. Such activities may
          include, but are not limited to: public awareness campaigns; mentoring programs;
          community forum discussions on topics relevant to formerly incarcerated persons and
          their families; panel discussions featuring reentry stakeholders; outreach to
          employers/job fairs and the business community; and publication of informational
          materials related to criminal justice topics.

          f. Training

          Each Reentry Task Forces must include at least $3,000 in their application budgets for
          DCJS required trainings, meetings, and associated travel costs. Training and technical
          assistance will be developed to enhance the knowledge and skills of participating
          teams with respect to collaboration, evidence-based practices, and service provision.

XII.   RFA and GMS Specific Instructions

Applications must be submitted by the Chief Elected Official or their designated County Agency
or Not-For-Profit. Where a Not-For-Profit has been designated, the Chief Elected Official must
sign a Memorandum of Understanding. In cities with over 1 million residents, the county may
provide a letter of support from the Mayor or Borough President. Only one application will be
accepted from each designated county. Applications must be submitted on the Grants
Management System (GMS) with all required attachments. Please see Appendices A, B and C
for additional details about GMS.
                                                                                                22
  County Reentry Task Force (CRTF) Plan and Application 2012-2013



    a. Budget
Within the Budget module of your GMS application, prepare a line item budget by
appropriate category of expense (e.g., Personnel, Fringe Benefits, Consultants, etc.).
Budgets should reflect total projected costs for a 12-month contract period and must not
exceed the applicant’s total award amount listed in Table I (on p.15). In the space
provided and in a separate Microsoft Word attachment, provide a brief narrative
justification for each requested budget item demonstrating how the requested items are
essential to supporting the program requirements.

Costs for other than personal services should be justified and reasonable. Funding for
indirect costs for participating not-for-profit agencies to be supported with the enhanced
services funds is capped at a rate of 15%. Requests for funding for indirect costs must
include justification and an itemized description of the types of expenses and/or activities
included in the indirect cost rate.

DCJS reserves the right to reduce the award amount based on insufficient program
performance, the statement of need, the adequacy of proposed services to address
identified needs, reasonableness of cost, and available funds from the current contract
period. Applicants must also demonstrate that requested items to be supported with grant
funds are currently not available from federal, state and local agencies and contractors or
are restricted due to costs. CRTFs are also required to identify other funds used to
directly support the CRTF.

The Executive Deputy Commissioner of the Division of Criminal Justice Services will
provide oversight of the grant review process and will announce the final grant award
decisions based on the staff reviews and the recommendations made in accordance with
the criteria described in Section XV: “Award Methodology.” Nothing herein requires
DCJS to approve grant funding for any applicant. All applicants will be notified by DCJS
in writing regarding whether they received an award.

DCJS reserves the right to suspend approval of an award and/or execution of a grant
contract in the event an applicant has overdue fiscal cost reports or progress reports for
current DCJS grants. Accordingly, applicants should ensure that all fiscal cost reports
and progress reports required for current DCJS grants have been submitted to DCJS by
the due date for applications.


    b. Program Workplan
In the GMS Workplan module, enter “To Be Determined” for your Project Goal,
Objective, Task, and Performance Measure. This is necessary in order for GMS to
accept your application. Upon successful application and notification of award,
DCJS will then assist awarded agencies with developing an appropriate program
workplan (see sample below):
                                                                                             23
   County Reentry Task Force (CRTF) Plan and Application 2012-2013



  Sample CRTF Work Plan - This will be completed after grants are awarded and
                       negotiated with DCJS.

Goal and Structure: The goal of New York State’s reentry strategy is to reduce
recidivism and promote community safety. The County Reentry Task Forces (CRTFs) are
charged with coordinating and managing services provided to individuals to ensure
effective reentry into the community. The following performance measures are required
for the agreement with DCJS during the contract period July 1, 2012 through June 30,
2013. DCJS will reimburse CRTFs for participant intake and retention at 45 and 90 days,
which are described in detail below.

Track I
 Objective #1: Intake, Assessment, and First Case Conference:
 Number to be Served #         (see Table 1 on p.15)

Tasks for Objective I (see Table I (on p.15) for Track I Required Intakes)
    Required participants will be moderate to high risk and/or special population
       individuals (referred to as Track I). Each CRTF will receive Track I referrals from
       DOCCS, screen individuals for eligibility, determine each individual’s service
       needs, conference cases with DOCCS (Parole), develop service plan, and refer
       individuals to appropriate services.

       Performance Measure:
       Number of Intakes and Assessments: _____

Track I
Objective #2: 45-day Retention (75% of total Intakes)
Number to be Served #         (see Table 1 on p.15)


Tasks for Objective 2:
Individuals are actively involved and receiving one of more of the following services
based on assessed needs:

Housing: The CRTF shall assist individuals in obtaining housing that is conducive to
maintaining a law abiding lifestyle (i.e., parole stabilization housing, residential treatment
and halfway house).
       Performance Measures:
            Number of individuals referred to or provided housing services
            Number of individuals obtaining housing



                                                                                           24
  County Reentry Task Force (CRTF) Plan and Application 2012-2013

Employment: The CRTF shall assist individuals in obtaining employment or
employment programs/services (i.e., One Stop Center, Department of Labor, ACCES,
transitional employment, temp agency).
        Performance Measures:
             Number of Individuals referred to or provided employment
               programs/service
             Number of Individuals obtaining full-time employment
             Number of Individuals obtaining part-time employment

Education: The CRTF shall assist individuals in pursuing education and vocational
services (i.e., GED training program, educational program, or vocational training
program).
       Performance Measures:
             Number of individuals referred to or provided a
                 GED/educational/vocational program
             Number of individuals attending a GED/educational/vocational program

Social Services Assistance: The CRTF shall assist individuals in obtaining social
services (i.e., SSI, SSD, Food Stamps, Medicaid, and TANF).
       Performance Measures:
             Number of individuals referred for social service benefits
             Number of individuals obtaining benefits

Treatment: The CRTF shall assist individuals in obtaining treatment (i.e., Chemical
Dependency treatment, Mental Health treatment, and Sex Offender treatment).
      Performance Measures:
           Number of individuals referred to or provided treatment
           Number of individuals obtaining treatment

Offender Accountability: The CRTF shall assist individuals in receiving Offender
Accountability programming.
      Performance Measures:
           Number of individuals referred to or provided offender accountability
              programs
           Number of individuals enrolled in offender accountability programs

Cognitive Behavioral Intervention (CBI) Programs: The CRTF shall assist individuals in
obtaining cognitive behavioral intervention programs (i.e., Thinking for a Change,
Aggression Replacement Therapy, Moral Reconation Therapy, etc.)
       Performance Measures:
            Number of individuals referred to or provided cognitive behavioral
              intervention programs

                                                                                      25
  County Reentry Task Force (CRTF) Plan and Application 2012-2013


              Number of individuals enrolled in cognitive behavioral programs

Mentoring Services: The CRTF shall assist individuals in obtaining mentoring services.
      Performance Measures:
           Number of individuals referred to mentoring services
           Number of individuals participating in mentoring services

Track I
Objective #3: 90-day Retention (50% of Intakes)
Number to be Served #         (see Table 1 on p.15)


Tasks for Objective 3:
Individuals are actively involved and receiving one of more of the following services
based on assessed needs:

Housing: The CRTF shall assist individuals in obtaining housing that is conducive to
maintaining a law abiding lifestyle (i.e., parole stabilization housing, residential treatment
and halfway house).
       Performance Measures:
            Number of individuals obtaining housing

Employment: The CRTF shall assist individuals in obtaining employment or employment
programs/services (i.e., One Stop Center, Department of Labor, ACCES, transitional
employment, temp agency).
       Performance Measures:
            Number of Individuals obtaining full-time employment
            Number of Individuals obtaining part-time employment

Education: The CRTF shall assist individuals in pursuing education and vocational
services (i.e., GED training program, educational program, or vocational training
program).
       Performance Measures:
             Number of individuals attending a GED/educational/vocational program

Social Services Assistance: The CRTF shall assist individuals in obtaining social
services (i.e., SSI, SSD, Food Stamps, Medicaid, and TANF).
       Performance Measures:
             Number of individuals obtaining benefits

Treatment: The CRTF shall assist individuals in obtaining treatment (i.e., Chemical
Dependency treatment, Mental Health treatment, and Sex Offender treatment).
      Performance Measures:
                                                                                           26
  County Reentry Task Force (CRTF) Plan and Application 2012-2013


              Number of individuals obtaining treatment

Offender Accountability: The CRTF shall assist individuals in receiving Offender
Accountability programming.
      Performance Measures:
           Number of individuals enrolled in offender accountability programs

Cognitive Behavioral Intervention (CBI) Programs: The CRTF shall assist individuals in
obtaining cognitive behavioral intervention programs (i.e., Thinking for a Change,
Aggression Replacement Therapy, Moral Reconation Therapy, etc.)
       Performance Measures:
            Number of individuals enrolled in cognitive behavioral programs

Mentoring Services: The CRTF shall assist individuals in obtaining mentoring services.
      Performance Measures:
           Number of individuals participating in mentoring services

Track II
Objective 4: Track II –Low Risk Referrals and Walk-ins will be referred to services by
CRTF - Some individuals referred to CRTF program by DOCCS for services may be low
risk. The CRTF is encouraged to refer these individuals to services, as well as “walk-ins”
who request reentry services. The CRTF will receive these referrals, screen for
eligibility, and determine individual service needs. If the Track II individual is
supervised by DOCCS, the CRTF will consult with DOCCS prior to providing service
referrals. The CRTF shall refer low risk individuals and “walk-ins” to appropriate
services.

Task #1 – Refer Low Risk Individuals and Walk-ins to services
       Performance Measure:
       _____# low risk individuals referred to services
       _____# “walk-ins “referred to services
       _____# individuals referred to housing services
       _____# individuals referred to employment or vocational services
       _____# individuals referred to social services
       _____# individuals referred to treatment services
       _____# individuals referred to offender accountability programs
       _____# individuals referred to cognitive behavioral intervention programs
       _____# individuals referred to mentoring services
       _____# individuals referred to other services




                                                                                       27
  County Reentry Task Force (CRTF) Plan and Application 2012-2013



c. RFA Narrative Questions (limit response to 8-10 pages double-spaced, font size 12)

Applicants must coordinate responses to all RFA Narrative Questions with recently
appointed DOCCS Co-Chair (see Attachment E(b) DOCCS CRTF Partners). Using all
information provided by DCJS, applicants are required to provide answers to the
following questions as part of their application. In the space provided in the GMS
Questions module and in a separate Microsoft Word attachment, provide responses for
each of the following questions:

1. Briefly describe the referral mechanisms between DOCCS and the CRTF your task
   force will use to ensure that the target of 60% of moderate to high risk offenders
   released will be met. (See Table 1 on p.15 for minimum intakes).

2. Explain how the county proposes to use state funds to support the coordinator and any
   additional staff, and purchase enhanced services not available through other federal,
   state and local resources. (see Table 1 on p.15 for maximum eligible award amount).
   As applicable, include a clear description of how the funds will be used to fill
   identified gaps in your county’s services, including programs providing:

                  1.  Cognitive Behavioral Interventions
                  2.  Education and Vocational Training
                  3.  Employment Services, including retention
                  4.  Housing
                  5.  Chemical Dependency Treatment
                  6.  Offender Accountability Programs, such as Domestic Violence and
                      Sex Offender treatment
                  7. Mentoring
                  8. Skill building and problem solving programs
                  9. Money management
                  10. Mental Health Services
                  11. Physical Health Care
                  12. Transportation
                  13. Family Support and Reunification
                  14. Identification and Benefits
                  15. Housing




                                                                                        28
  County Reentry Task Force (CRTF) Plan and Application 2012-2013

3. Describe the accomplishments of the reentry task force in the past year in relation to
   the following three Goals and required activities stated below for reentry task force
   funding. Responses must address progress made toward implementing an evidence-
   based reentry system.

       Goal 1: To help individuals returning from prison to the community to assess and
       address their criminogenic needs and provide the linkages to services which will
       reduce their criminality and increase public safety
          a. Work with local parole to target individuals returning to the community
              who present high risk of reoffending
          b. Assess needs related to reoffending
          c. Address needs through case management

       Goal 2. To coordinate a system of resources and services necessary to address
       the criminogenic and stabilization needs of formerly incarcerated individuals
           a. Identify gaps in services that are required to reduce the risk of reoffending
           b. Identify barriers to accessing available services to reduce the risk of
               reoffending
           c. Develop strategies to reduce the identified gaps and eliminate barriers, by
               collaborating with county officials, local service agencies and program
               providers

       Goal 3. To build support for reentry as a public safety initiative through public
       education initiatives
           a. Briefly describe the public outreach and education efforts conducted in
               the past year.

4. Describe the Reentry Task Force’s plan to continue the three goals described above
   during the grant period. Importantly, in what ways does the Reentry Task Force
   intend to enhance these activities based upon lessons learned during the prior funding
   period(s)?

5. Describe the successes and challenges experienced by the Reentry Coordinator in the
   execution of his/her responsibilities during the prior funding period(s). How does the
   applicant plan to enhance the successes and/or address the challenges experienced?




                                                                                           29
          County Reentry Task Force (CRTF) Plan and Application 2012-2013

XIII. Special Conditions and Prohibitions

All grant recipients whose staff is paid in whole or in part from grant funds provided under this
program shall maintain a time recording system which shows the time devoted to the grant
project. The system shall consist of time sheets, computerized workload distribution reports, or
equivalent systems. The time devoted to grant activities must be determinable and verifiable by
DCJS. If time sheets are used, each must be signed by the individual and certified by the
individual's supervisor in a higher level position.

Counties opting to subcontract with a not-for-profit agency for the services of a County Reentry
Coordinator and/or Enhanced Services must follow the jurisdiction’s procurement process for
such services and maintain the records for obtaining these services on file.

Counties must include in their grant application a description of the services to be provided by
each subcontracted agency and a line item budget outlining the sub-awarded expenses to be
supported with grant funds. This may be attached to the GMS application as a Microsoft Word
document.

Where indicated in the application that funds will be sub-awarded, DCJS' approval is required
prior to submitting a voucher for reimbursement for the proposed funded activity. The
implementing agency shall hold recipients of sub-granted funds accountable for all terms and
conditions set forth under the grant program and the resulting grant contract.

All subcontract arrangements shall be formalized in writing between the parties involved and
shall be approved by DCJS prior to the submission of a voucher for reimbursement. The written
agreement must, at a minimum, include the following information: the duration of the
agreement; the dollar amount of the agreement; the amount to be supported with DCJS grant
funds, if different; a description of activities to be performed and/or services to be provided; time
schedule and/or hours of operation; a line item budget, including estimated number of hours to
be worked and rate of pay for funded positions; project policies; and other policies and
procedures to be followed.

Grantees will not be reimbursed for sub-granted funds unless all sub-grantee expenditures are
listed on certification forms. Backup documentation for such expenditures must be made
available upon request. All expenditures must be programmatically and fiscally consistent with
the grant contract.

XIV. Required Monthly and Quarterly Reporting

           a. Monthly Reporting to be completed and submitted by the CRTF Coordinator

           In order to gain a comprehensive understanding of the effect County Reentry Task
           Forces are having on the identified target populations across New York State,
           standardized information about referrals and outcomes must be systematically
                                                                                                   30
           County Reentry Task Force (CRTF) Plan and Application 2012-2013

           collected and analyzed. DCJS requires CRTFs to record information about each of
           the individuals being served by the CRTF as well as the type of services provided.
           By the 15th of each month, the Coordinator will return the completed monthly CRTF
           Intake and Referral Form to document demographic and needs information for CRTF
           intakes and the monthly CRTF Discharge Form which captures the status of each
           referral at the time clients are discharged from Track I. It is increasingly important
           for the CRTFs to document the service needs of the individuals returning to each
           county.

           b. Quarterly Progress Reporting - To be completed and submitted by the CRTF
              Coordinator

           All DCJS funded programs are required to submit quarterly Progress Reports via the
           electronic DCJS Grants Management System (GMS). The quarterly Progress Reports
           submitted to DCJS on GMS will enable each CRTF to report on standardized
           activities related to CRTF quarterly performance as described in the CRTF Contract
           Work Plan. Quarterly Reports are to be submitted to GMS as follows:

               Calendar Quarter                Report Due
               July 1 - September 30           November 15
               October 1 - December 31         February 15
               January 1 - March 31            May 15
               April 1 - June 30               August 15

XV.    Award Methodology

There are two tiers of evaluation for applicants. Tier I: Applications will first be evaluated on a
pass/fail basis to determine whether the applicant fulfills the qualifying criteria for funding (see
below). Tier II: Applications will be judged against rating criteria to determine awards (see
Section XVI. Selection and Award). The following qualifying criteria must be met in order for
an application to receive funding. All applications MUST:

          be submitted by an eligible applicant;
          include a Letter of Support from the Chief Elected Official (required only for not-for-
           profit agencies applying on behalf of an eligible locality);
          include responses to all questions regarding data and planning in Section III: “Local
           Reentry Data” and Section IV: “Local Reentry Planning Questions;”
          include responses to all resource planning and training questions in Section V: “Local
           Program Inventory” and Section VI: “Training Provided to CRTF and Partner
           Agencies;”
          include all required responses described in Section XII, “RFA and GMS Specific
           Instructions” (DCJS reserves the right to allow applicants to correct minor omissions
           in applications received by the due date);
                                                                                                   31
           County Reentry Task Force (CRTF) Plan and Application 2012-2013


          include all required attachments; and
          submitted via the DCJS Grants Management System (GMS), by the stated deadline.

XVI. Selection and Award

Reentry Task Forces and Enhanced Services
Applications for awards will be evaluated by a team of at least two DCJS and/or Parole staff in
accordance with the five criteria outlined below and, based on a satisfactory score of at least
75%, applicants will be eligible for up to the amount listed in Table I (on p.15) to support the
County Reentry Task Force and for enhanced services. Awards will be confirmed based on an
evaluation of how the applicant has addressed the following criteria:

       1. Required Membership and Collaborative Partnerships (10 points)
            Strength of the Reentry Task Force membership
            Demonstration of commitment from County Agencies
            Demonstration of commitment from DOCCS Co-Chair
            Demonstration of commitment from Primary Service Providers
            Demonstration of commitment from the CRTF Coordinator (and evidence
             that the proposed CRTF Coordinator has the skills and experience necessary to
             fulfill the roles and responsibilities required).

       2. DCJS Reentry Target Population and Referral (20 points)
            Description of the number and characteristics of the parolees you agree to serve.
            Description and justification of any exclusionary criteria you CRTF plans to
              utilize when screening referrals
            Description of the referral and intake process which will be used to receive
              eligible referrals from DOCCS/Parole.
            Clearly articulated strategy to ensure the minimum # Track I clients are served
              throughout the grant year

       3. Primary Service Provision (20 points)
            Collaborative partnership with Primary Service Providers to address
              criminogenic and stabilization needs
            Description of the CRTFs use of the principles of effective intervention
            Description of how COMPAS reports (Bar Charts) will be utilized to enhance the
              provision of services.

       4. Achievable Results (25 points)
            Description of how the CRTF will achieve quantitative and qualitative goals
              related to recidivism reduction
            Articulation of a clear plan to ensure success with performance based contracting
            Description of the project’s anticipated impact on the criminal justice
              system, including participants and “stakeholders”.
                                                                                             32
         County Reentry Task Force (CRTF) Plan and Application 2012-2013



       5. Funding the CRTF (25 points)
            Description of how the CRTF will utilize monies made available through this
             grant to support DCJS goals

XVII. Application Submission

Applications must be submitted on-line via the DCJS GMS. No other format of application
will be accepted. Applicants who do not currently have access to GMS must first submit a GMS
Registration Form. (See Addendum A) It is strongly suggested that the GMS User Manual be
downloaded from the following web address: http://www.criminaljustice.ny.gov/ofpa/gms.htm

Additionally, the authorized signer of contracts for any agency, hereafter referred to as the
signatory, must submit a separate GMS eSignature registration form. This allows general access
to GMS and for eSignature of grants. All applications, once approved, will be processed as
eSignature contracts. Failure by an applicant to have an authorized signatory with
eSignature rights will prevent submission of the application. Both GMS registration forms
can be e-mailed to funding@dcjs.state.ny.us or faxed to (518) 457-1186. A simplified set of
instructions for submitting the application within GMS can be found in Addendum A. When
accessing GMS to complete an application, click “Project>New”, then select “Reentry Task
Forces and Enhanced Services” as the funding program to begin entering your application.

For technical assistance with the Grants Management System, please call the Office of Program
Development at (518) 457–9787. Technical assistance with GMS will be available through the
due date for applications until 12:00 PM (noon).

XVIII. Timetable

Application Deadline:                June 18, 2012 - 12:00 PM (Noon)
Award Announcements:                 On or about July 9, 2012

XIX. Approval and Notification of Award

Awards will be made by the Executive Deputy Commissioner of the Division of Criminal Justice
Services based on the criteria described above. Contracts will be negotiated for successful
applicants. In the event the applicant and DCJS cannot execute a contract within 90 days of
notification of selection of the applicant, DCJS reserves the right to rescind the award and
redistribute the grant funds

XX.    Administration of Contracts

Contract approval – Contracts are subject to the approval of the Attorney General and the Office
of the State Comptroller of the State of New York, and until said approval has been received and
indicated thereon, the contract shall be of no force and effect.
                                                                                              33
          County Reentry Task Force (CRTF) Plan and Application 2012-2013

Contract period – DCJS will enter into contracts with grantees for a period of up to twelve
months, with two 1-year renewal options.
Contract activities – All activities must have prior approval from DCJS and meet guidelines
established by the State of New York.
Contract changes – The contracts resulting from this RFA may be executed, extended, increased,
decreased, terminated, renewed, amended, or renegotiated at the discretion of the Acting
Commissioner of the Division of Criminal Justice Services.
Records – Grantees will keep books, ledgers, receipts, work records, consultant agreements and
inventory records pertinent to the project and consistent with DCJS contractual provisions and
guidelines.
Liability – Nothing in the contract between DCJS and the grantee shall impose liability on the
State of New York or DCJS for injury incurred during the performance of approved activities or
caused by the use of equipment purchased with grant funds.
Payments – Payments will be made pursuant to a schedule specified in the contract between
DCJS and the local government receiving the grant award. Funds will not be available until
approved by State control agencies. Generally, payments are made quarterly.
Reports – A progress report of the grantee's activities under this contract will be due quarterly
pursuant to a schedule specified in the contract between DCJS and the grantee.
Review – The grantee's performance in all areas mentioned above, in addition to the services
contracted for, will be monitored periodically by DCJS. Monitoring activities will take the form
of site visits, records inspections, written and telephone communication, or other methods
deemed necessary by DCJS to ascertain the quality and quantity of grantee activities.
Disposition of allocations – DCJS reserves the right to reject applications, deny awards, or defer
applications for future consideration based on insufficient information in the application, lack of
accompanying documentation, the inappropriateness of the project proposed, an organizational
history of unsuccessful projects of a similar nature, or a history of contract non-compliance.
Revocation of funds – In the event an applicant does not implement an approved project within
90 days of the award date, DCJS reserves the right to rescind the award and redistribute the grant
funds.
Mandatory contract provisions – Any contracts negotiated as a result of this RFA shall be subject
to the provisions of Appendix A and Appendix A-1, which contain the standard clauses for all
New York State contracts. Copies of these appendices are available upon request and on the
DCJS website at http://www.criminaljustice.ny.gov/ofpa/gms.htm




                                                                                                34
         County Reentry Task Force (CRTF) Plan and Application 2012-2013

XXI. RFA Questions

DCJS will host a “Live Meeting” on May 18, 2012 to provide an overview of the application and
respond to questions from eligible applicants. Information regarding the Live Meeting may be
found at the end of this Application (please see Appendix E).

DCJS staff will not privately address any questions regarding the RFA except to provide GMS
technical assistance. GMS questions and assistance requests should be directed to
funding@dcjs.ny.gov, or 518-457-9787. Programmatic questions regarding this RFA which
arise after the Live Meeting will be collected and responses will be shared with all eligible
applicants. Programmatic questions should be directed to Heather C. Stroker at
Heather.Stroker@dcjs.ny.gov or Yvonne J. Behan at Yvonne.Behan@dcjs.ny.gov and must
reference “2012 Reentry RFA” in the subject line of the email. Questions will be accepted
through 5:00 PM June 08, 2012. DCJS will email responses to submitted questions to all eligible
applicants as they are available.

XXII. Appendices
      a. GMS Registration Form
      b. GMS Signatory Registration Form
      c. Helpful Hints for GMS
      d. Final Checklist
      e. CRTF Application Live Meeting Announcement




                                                                                            35
          County Reentry Task Force (CRTF) Plan and Application 2012-2013

Appendix A.
                           NYS Division of Criminal Justice Services
                           4 Tower Place
                           Albany, NY 12203
                           Phone: (518) 457-9787
                           http://criminaljustice.ny.gov


                                 GMS USER REGISTRATION
In order to complete grant applications online to DCJS, your agency must register with the GMS
system. Do so by submitting this Registration Request from – and the attached IRS W-9 form –
via email attachment to dcjsfunding@dcjs.ny.gov . When your request has been processed, you
will be sent a username and instructions. Please download the GMS User Manual at
http://criminaljustice.ny.gov/ofpa/gms.htm .
Please allow 3-5 business days for your Registration Request to be processed.
Registrant Information (all fields are required):
Agency:
EIN (Tax ID#):
NYS Vendor ID (required):           *If you do not have a Vendor ID, or are unsure whether you
have one, access the OSC Vendor Guide for guidance.
Registrant:
Title:

Address:
Address2:            (if applicable)
City/State:
Zip:
Email:
Phone:              (Ex.: (555) 111-1111)
DCJS #s of Current Grants (if applicable):

NOTE: You must also complete IRS form W-9, Request for Taxpayer Identification Number
and Certification, in order for your registration to be processed. Faxed signatures are acceptable.
Download the form at http://criminaljustice.ny.gov/ofpa/gms.htm . Fax to (518) 485-2728.
Indicate here that form W-9 has been completed and faxed:




                                                                                                 36
          County Reentry Task Force (CRTF) Plan and Application 2012-2013

Appendix B.
                            NYS Division of Criminal Justice Services
                            4 Tower Place
                            Albany, NY 12203
                            Phone: (518) 457-9787
                            http://criminaljustice.ny.gov



                         Office of Program Development and Funding

                             GMS SIGNATORY REGISTRATION

In order to complete grant applications online to DCJS, your agency must register with the GMS
system. Do so by submitting this Registration Request form via email attachment to
dcjsfunding@dcjs.ny.gov. When your request has been processed, you will be sent a username
and instructions. Please download the GMS User Manual at
http://criminaljustice.ny.gov/ofpa/gms.htm .

Please allow 3-5 business days for your Registration Request to be processed.

Registrant Information (all fields are required):

Agency:
EIN (Tax ID#):
NYS Vendor ID (required):       *If you do not have a Vendor ID, or are unsure whether you
have one, access the OSC Vendor Guide for guidance.
Authorized Signing Official:
Title:

Address:
Address2:              (if applicable)
City/State:
Zip:
Email:
Phone:                (Ex.: (555) 111-1111)

Basis for signing authority (Ex., executive officer, authorized by municipal charter, e.g.)


DCJS #s of Current Grants (if applicable):


                                                                                              37
          County Reentry Task Force (CRTF) Plan and Application 2012-2013


      NOTE: If your agency has not yet submitted IRS form W-9, Request for Taxpayer
       Identification Number and Certification, you will be required to do so. Download the
       form at http://criminaljustice.ny.gov/ofpa/gms.htm . Fax to (518) 485-2728.



Appendix C.     Helpful Hints

First time GMS users should download the GMS User Manual located at
http://www.criminaljustice.ny.gov/ofpa/gms.htm
Persons familiar with NYS-DCJS GMS can use the following as a simplified guideline.
The following instructions apply only to the County Reentry Task Forces and Enhanced Services
Program RFA as previously described.
Sign on to GMS.
Go to project grid. Click the “New” button at the top of the project grid.
This will take you to a screen that says “Select a Program Office” in a drop-down box format,
Find and highlight “Reentry Task Forces and Enhanced Services”
Then click “Create Project”
In the newly created project, complete following modules:

> General
Complete the text screens and press save.

> Participants/Contacts
Click on "Add Participant" and in the search prompt that appears type in your agency name.
This should take you to a list, find your agency, and click in the blue section of your agency
name. This will prompt a drop down list that defaults to "Grantee". Click Add.
Click on "Add Contact" and in the search prompt that appears type in the last name of the person
to be added. This should take you to a list, find the person to be added and click in the blue
section of the name. This will prompt a drop down list that defaults to "Primary". Ensure you do
this until you have added a minimum of three contacts: Primary, Signatory and Fiscal.
Note: If the signatory you try to add is not eSignature registered, you will get an error message
and will not be allowed to add that person at that time. You will NOT be able to submit the
application without a signatory attached.

> Budget
Click “Create a budget version for your agency (grantee)”. There is no match requirement for
this program.

>Workplan
In the GMS Workplan module, enter “To Be Determined” for your Project Goal,
Objective, Task, and Performance Measure. This is necessary in order for GMS to accept
your application. Upon successful application and notification of award, DCJS will then
assist awarded agencies with developing an appropriate program Workplan.
                                                                                              38
          County Reentry Task Force (CRTF) Plan and Application 2012-2013



To complete your Workplan according to these specifications, please fill in the “Project Goal”
text box with “To Be Determined” and click “Save.” Click “Create New Objective” and fill in
the text box with “To Be Determined” and click “Save.” Click “Add Task to this Objective” and
fill in the text box with “To Be Determined” and click “Save.” Click “Add Performance
Measure to this Task” and fill in the text box with “To Be Determined” and click “Save.” Hint:
DCJS-GMS will time out after 30 minutes and you will lose any unsaved material.

> Questions
Go to the questions tab and answer all required questions (See Section V, RFA Specific
Instructions.) Just click anywhere in the blue section of the question and it will take you to a text
box for your answer. Hint: You should work in a word processing document for any long
answers. DCJS-GMS will time out after 30 minutes and you will lose any unsaved material.
Cutting and pasting from a word processing software document will prevent you from losing any
work in this manner.

>Attachments
Applicants submitting attachments in response to this RFA must use the GMS Attachments
module. You may click on “Attachment” (and upload documents there). Note: Follow the
instructions in the GMS Users Manual for Attachments.
Remember: Failure to submit required documents will be considered the same as failure to
meet the deadline for application submission. This may result in an award being rescinded for
the application being untimely.

>Submitting Your Application
When you have completed all of the above requirements, click the “Submit” button. GMS will
review the application for completeness. If any fields are missing, a report will display what
remains to be completed. Once all fields are complete and you submit successfully, GMS will
display a screen that says “Your application has been submitted.” In addition, GMS will send an
email notification to the Signatory official listed on the application to make him or her aware that
an application has been submitted on your jurisdiction’s or organization's behalf.




                                                                                                   39
         County Reentry Task Force (CRTF) Plan and Application 2012-2013

Appendix D.
                                     FINAL CHECKLIST


   Before sending your application, make sure that you have:

                              ATTACHED Completed Application – In addition to
                               questions located on the GMS, this Application includes
                               sections within to be completed. Please complete as
                               indicated, save as a Word Document and attach to GMS.
                               Also attach to GMS the following:
                              ATTACHMENT A – Milestone and Cost Worksheet –
                               Complete and Attach
                              ATTACHMENT B – Use Standardized Credentials – Attach
                               Resume of current or proposed CRTF Coordinator
                              ATTACHMENT C – Staff Trained List
                              ATTACHMENT D – CRTF Membership List
                              Responded to the required questions as outlined and
                              Attached a Memorandum of Understanding from the County
                               Executive or designated county agency (required only for not-
                               profit agencies applying on behalf of an eligible localities)

                    The application must be submitted on-line via the
                  NYS DCJS GMS no later than 12:00 Noon, June 18, 2012




Appendix E.

“County Reentry Task Force Application” Live Meeting Announcement
Friday, May 18, 2012
9:30 A.M. – 11:00 A.M.

To attend click on:
Join the May 18th Live Meeting Now!

If you experience any problems logging into the Live Meeting event using the clickable link
above, please copy and paste the entire URL below into the address bar of your Internet Explorer
browser. Be sure to copy the entire link beginning with https and ending with 051812.
https://www.livemeeting.com/cc/dcjs/join?id=May_18_re-
entry&role=attend&pw=Attendee_051812
*It is important that you accept the default settings for the Meeting ID and Meeting Key when
                                                                                              40
         County Reentry Task Force (CRTF) Plan and Application 2012-2013

joining the training session.
 *This session will also be made available via Internet audio broadcast. If you have a sound
card and speakers installed with your PC, you will be able to listen to the audio portion of
the presentation directly through your PC. If you do not have a sound card and speakers
attached to your PC, then you will need to dial in using the toll-free teleconferencing
information listed below.
NOTE: New Phone Number and Pass Code!
 AUDIO PORTION (For attendees that do not have sound card and speakers installed with
their PC)

1)    Dial (Toll-free): 1-866-394-2346
2)    Participant Passcode: 5148663596#


DOWNLOAD INSTRUCTIONS

Attending PCs will require a one-time download and installation. The Live Meeting Windows
console needs only one installation for all future meetings attended from the same PC. This
download/install is automatic for first-time Live Meeting attendees at the time they connect.

Live Meeting 2007 Auto Install & System Compatibility Test

To avoid potential download-related delays at start time, please take a moment to prepare your
PC in advance by copying and pasting the URL listed below into your Internet browser:

http://go.microsoft.com/fwlink/?LinkId=90703

Please note: If you have permission to install software from the Internet on your computer,
choose the “Recommended (15 MB)” installation option. If you cannot install software on your
computer, select the “Use Web Console (Fastest)” installation option.

Please note that the Web Console (Fastest) option has limited functionality. (Not recommended)

********************************

Live Meeting Technical Assistance:

When installing the Windows client, attending the Live Meeting session, or at any time, users
can call Live Meeting Technical Support at 866-493-2825 for assistance.




                                                                                            41

								
To top