2009 VOCA Grant Management Handbook by aos51173

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									OREGON DEPARTMENT OF JUSTICE




VICTIMS OF CRIME ACT (VOCA)
GRANT MANAGEMENT HANDBOOK
            2009


     Attorney General John R. Kroger
      Oregon Department of Justice
     Crime Victims’ Services Division
          1162 Court Street NE
         Salem, OR 97301-4096
             (503) 378-5344
                      2009 VOCA Grant Management Handbook

The Victims of Crime Act (VOCA) Grant Management Handbook discusses general program
requirements and restrictions relating to the administration of all federal VOCA grant awards
funded through the Oregon Department of Justice (DOJ), Crime Victims’ Services Division
(CVSD). It is expected that this Handbook will provide a ready resource for those agencies in
the process of applying for a VOCA Grant, as well as, providing grant recipients with a resource
throughout the grant period. The VOCA Grant Management Handbook is available in the
following formats:
    o Download a PDF version at: www.doj.state.or.us/crimev/voca_publications.shtml;
    o Electronic Mail (e-mail); or
    o Hard Copy.

The minimum system requirements to open electronic documents are:
   o Microsoft Windows 2000, XP, or Vista;
   o Microsoft Excel 97 or later; and
   o Adobe Reader 5.0 or later (to download a free version of Adobe Reader, go to:
      www.adobe.com/products/acrobat/readstep2_allversions.html. In order to align with the
      reporting compatibility issues within the CVSD grant unit, we recommend downloading
      Adobe Reader 7.0.9).
 To request an e-mail or hard copy version of the 2009 VOCA Grant Management Handbook,
        please contact DOJ Grant Assistants Krista Anderson or Norm Walters at:
                   Phone: (503) 378-5344             Fax: (503) 378-6974
        E-mail: krista.anderson@doj.state.or.us or norman.c.walters@doj.state.or.us

Grantees are responsible for ensuring they have the most updated reporting forms (i.e.,
Quarterly Financial Reports, Semi-Annual Reports, Re-direct forms, Outcome Measures form).
Forms are available for viewing and downloading at the website listed above.

For additional information, please contact:
            Nancy Walker            (503) 378-5647        nancy.walker@doj.state.or.us
           Fund Coordinator
             Cathy Relang           (503) 378-4476        cathy.l.relang@doj.state.or.us
           Fund Coordinator
                    Mailing Address:
               Oregon Department of Justice,                          Fax:
              Crime Victims’ Services Division                   (503) 378-6974
                   1162 Court Street NE
                Salem, Oregon 97301-4096
                                  
For information on Oregon’s Crime Victim Compensation Program (CVCP), please
contact:
                   Rebecca Shaw, Crime Victim Compensation Manager
                 Phone: (503) 378-5348  E-mail: rebecca.shaw@doj.state.or.us
                      Toll-free within the State of Oregon: (800) 503-7983
         Revised March 2009: This revision supersedes all previously issued Handbooks.

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                                           TABLE OF CONTENTS
SECTION 1: INTRODUCTION TO VOCA GUIDELINES
I. What is VOCA? ....................................................................................................................... Page 1
II. Summary of VOCA Fund Activity ........................................................................................ Page 1
III. What is the Purpose of VOCA Grants? ................................................................................ Page 2
IV. Who is Eligible? ................................................................................................................... Page 2
     A. Agencies eligible to receive VOCA funds ....................................................................... Page 2
     B. Agencies not eligible to receive VOCA funds ................................................................. Page 3
V. What are the Federal Requirements of Eligibility? ............................................................... Page 3
VI. Allowable Services, Activities and Costs ............................................................................. Page 6
     A. Direct Services ................................................................................................................ Page 6
        1. Immediate Health and Safety ..................................................................................... Page 6
        2. Mental Health Assistance .......................................................................................... Page 6
        3. Assistance with Participation in Criminal Justice Proceedings ................................. Page 7
        4. Costs Necessary and Essential to Providing Direct Services..................................... Page 7
        5. Forensic Examinations ............................................................................................... Page 7
        6. Special Services ......................................................................................................... Page 7
        7. Personnel Costs .......................................................................................................... Page 7
        8. Restorative Justice ..................................................................................................... Page 7
        9. Unfunded State Mandate............................................................................................ Page 8
     B. Other Allowable Costs and Services ............................................................................... Page 8
        1. Skills Training for Staff ............................................................................................ Page 8
        2. Training Materials ...................................................................................................... Page 8
        3. Training Related Travel ............................................................................................. Page 8
        4. Membership Dues ...................................................................................................... Page 9
        5. Furniture and Equipment ........................................................................................... Page 9
        6. Leasing Vehicles ........................................................................................................ Page 9
        7. Advanced Technologies ............................................................................................. Page 9
        8. Contratcs for Professional Services ........................................................................... Page 9
        9. Operating Costs ........................................................................................................ Page 10
        10. Supervision of Direct Service Providers ................................................................ Page 10
        11. Repair and/or Replacement of Essential Items ...................................................... Page 10
        12. Public Presentations to Increase Access to Services for Crime Victims ............... Page 10
        13. Food and Beverage ................................................................................................ Page 11
VII. Unallowable Services, Activities and Costs ...................................................................... Page 12
     A. Lobbying and Administrative Advocacy ..................................................................... Page 12
     B. Perpetrator Rehabilitation and Counseling ................................................................... Page 12
     C. Needs Assessments, Surveys, Evaluations, Studies and Reseach ................................ Page 12
     D. Prosecution Activities ................................................................................................... Page 12
     E. Fundraising Activities .................................................................................................. Page 12
     F. Indirect Organizational Costs ....................................................................................... Page 13
     G. Reimbursement of Crime-Related Expenses (i.e., property loss) ................................. Page 13
     H. Most Medical Costs ...................................................................................................... Page 13
     I. Victim Relocation Expenses .......................................................................................... Page 13
     J. Administrative Staff Expenses ...................................................................................... Page 13
                              2009 VOCA Grant Management Handbook

     K.   Development of Protocols, Interagency Agreements & Other Working Agreements .. Page 13
     L.   Costs of Sending Individual Crime Victims to Conferences........................................ Page 14
     M.   Activities Exclusively Related to Crime Prevention and Public Education ................. Page 14
     N.   Purchase of Vehicles or Buildings ................................................................................ Page 14
     O.   Coordination of Community Efforts ............................................................................. Page 14
     P.   Non-Emergency Legal Services ................................................................................... Page 14
     Q.   Audits for Public Agencies or Non-Profit Organizations (under $500,000.00 in federal
          funds) ........................................................................................................................... Page 14

SECTION 2: VOCA GRANT APPLICATION PROCESS
I. Target Populations to be Served ............................................................................................ Page 15
II. Funding Categories .............................................................................................................. Page 15
     A. Basic Program Grants (Non-competitive).................................................................... Page 16
     B. Project Grants (Competitive) ....................................................................................... Page 16

SECTION 3: GRANTEE ELIGIBILITY REQUIREMENTS
I. Record of Effective Services ................................................................................................. Page 17
II. Conditional Awards.............................................................................................................. Page 17
III. Match Requirements ........................................................................................................... Page 17
IV. Volunteers ........................................................................................................................... Page 19
V. Coordinated Public and Private Efforts ............................................................................... Page 20
VI. Crime Victims’ Compensation Program Assistance .......................................................... Page 20
VII. No Charge to Victims ........................................................................................................ Page 20
VIII. Victims of Federal Crimes ............................................................................................... Page 20
IX. Confidentiality of Personal Information ............................................................................. Page 20
X. Confidentiality of Research Information ............................................................................. Page 21
XI. Certified Assurances & Other Certifications ...................................................................... Page 22
     A. Non-supplantation ......................................................................................................... Page 22
     B. Maintain Civil Rights Information ................................................................................ Page 22
     C. Comply with Certifications Regarding Lobbying; Debarment, Suspension and Other
        Responsibility Matters; and Drug-Free Workplace Requirements ............................... Page 23
        1. Lobbying Certification ............................................................................................ Page 23
        2. Debarment and Suspension Certification................................................................. Page 23
        3. Drug-Free Workplace Certification ......................................................................... Page 23
     D. Compliance with State Criteria and Victims’ Rights .................................................... Page 24
XII. Demonstrates Access to Effective Services ..................................................................... Page 24
XIII. Maintains Good Fiscal Management ............................................................................... Page 24
XIV. Complies with Financial, Data and Outcome Reporting ................................................. Page 24
XV. Services Provided are Culturally Competent and Accessible .......................................... Page 24
XVI. Complies with Training Requirements ............................................................................ Page 24

SECTION 4: VOCA MANAGEMENT AND OPERATIONS GUIDELINES
    I. Introduction ................................................................................................................... Page 26
II. Guidelines for Employee Management ................................................................................ Page 26
      A. Staff Issues .................................................................................................................. Page 26
      B. Volunteers ................................................................................................................... Page 26




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                              2009 VOCA Grant Management Handbook

      C. Criminal History Verification (Background Checks) ................................................. Page 27
      D. Other............................................................................................................................ Page 28
III. Guidelines for Contractual Services ................................................................................... Page 29
IV. Guidelines for a Memorandum of Understanding .............................................................. Page 30
V. Guidelines for Training and Travel ..................................................................................... Page 31
      A. Travel/Mileage for Direct Services ............................................................................. Page 31
      B. Training Related Travel .............................................................................................. Page 31
      C. Training Outside of Oregon ........................................................................................ Page 31
      D. Unallowable Costs Related to Training ...................................................................... Page 32

SECTION 5: REPORTING REQUIREMENTS
I. Overview ............................................................................................................................... Page 33
II. Reporting Requirements ....................................................................................................... Page 33
      A. Quarterly Financial Reports (QFRs) ........................................................................... Page 34
        1. Expenditures ............................................................................................................ Page 34
        2. Forms ....................................................................................................................... Page 34
        3. Reviewing the Report for Accuracy ........................................................................ Page 35
        4. Attachments ............................................................................................................. Page 35
        5. Signatures ................................................................................................................. Page 35
        6. Advances .................................................................................................................. Page 36
        7. Unliquidated Obligations (Cash or Accural Basis) .................................................. Page 36
        8. Final (Closeout QFR) ............................................................................................... Page 36
      B. Semi-Annual Performance Reports ............................................................................. Page 37
        1. Statistics Worksheet ................................................................................................. Page 37
        2. Narrative Report....................................................................................................... Page 38
        3. Client Feedback on Outcome Measures .................................................................. Page 39
        4. Client Feedback on Victim Rights Outcome Measures ........................................... Page 40
III. Non Compliance With Reporting ....................................................................................... Page 40
IV. Other Required Communication ......................................................................................... Page 40
      A. Budget Revisions ........................................................................................................ Page 40
      B. Achievement of Operational Status/Grant Commencement ....................................... Page 41
      C. Termination of a Grant ................................................................................................ Page 42

SECTION 6: FINANCIAL REQUIREMENTS
I. Office of Justice Programs (OJP) Financial Guide ............................................................... Page 43
II. OMB Circular/Code of Federal Regulations Pertaining to Fiscal Requirements …………Page 43
IIIAward Requirements ............................................................................................................ Page 44
     A. Standards for Financial Management Systems ........................................................... Page 44
        1. Accounting Systems................................................................................................. Page 44
        2. Commingling of Funds ............................................................................................ Page 45
        3. Grantee Accounting Responsibilities ....................................................................... Page 46
            a. Audit Requirements ........................................................................................... Page 46
            b. Reporting of Irregularities.................................................................................. Page 46
     B. Program Income .......................................................................................................... Page 46
     C. Property and Equipment .............................................................................................. Page 46
     D. Procurement Standards ............................................................................................... Page 47



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                               2009 VOCA Grant Management Handbook



SECTION 7: GRANTEE MONITORING
I. Overview ............................................................................................................................... Page 48
II. Site Visits ............................................................................................................................. Page 48
III. Failure to Comply with Terms and Conditions of a VOCA Grant ..................................... Page 49

APPENDICES/FORMS
APPENDIX A-1.............................................................................. VOCA Quarterly Financial Report
APPENDIX A-2...................................................................... Quarterly Financial Report Instructions
APPENDIX B-1 ........................................................................ Semi-Annual Victim Statistics Report
APPENDIX B-2 ....................... Semi Annual Statistical Report: Instructions and Service Definitions
APPENDIX C ....................................................................................... Semi-Annual Narrative Report
APPENDIX D-1 to D-3 ............. Property and Equipment Requirements (from OJP Financial Guide)
APPENDIX E .....................Quick Reference Chart: Services & Supplies VOCA Funds Can Pay For
APPENDIX F................................................................................................... VOCA Re-Direct Form
APPENDIX G ........................................................ Sample Letter Requesting Re-Direct or Extension
APPENDIX H-1 to H-3 .................................................... Reporting on Common Outcome Measures
APPENDIX I .......................................................... Reporting on Victims' Rights Outcome Measures
APPENDIX J ........................................Memorandum of Understanding Sample Format and Content
APPENDIX K ....................................................................... VOCA Site Visit Monitoring Instrument
APPENDIX L .......................................................................... VOCA Grant Recipient Resource Page
APPENDIX M ............................................................................................ VOCA Glossary of Terms




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                                            SECTION 1

                  INTRODUCTION TO VOCA GUIDELINES
I. WHAT IS VOCA?
The Victims of Crime Act was passed by Congress and signed into law by President
Reagan on October 12, 1984. The Act serves as the central source of federal financial
support for direct services to victims of crime. VOCA is administered at the federal
level through the United States Department of Justice, Office for Victims of Crime,                          The
which annually awards a grant to each state, the District of Columbia and the United                      primary
States Territories. Those agencies, in turn, sub-grant to organizations that provide                      purpose
direct service to victims of crime. The money for these grants comes from the Crime                         of the
Victims Fund, a special fund into which fines, penalty assessments, bond forfeitures                       VOCA
collects from convicted federal offenders and certain other collections are deposited;                     victim
taxpayers do not fund VOCA grants.                                                                       assistance
                                                                                                            grant
Each state has a designated VOCA assistance agency to administer VOCA grants.                             program
While minimal federal requirements must be met, each state is given great discretion in                      is to
awarding specific grants. The Oregon Department of Justice (DOJ) is the designated                         extend
agency for the administration of VOCA funds in the State of Oregon. The Crime                                and
Victims’ Services Division (CVSD) of the Oregon Department of Justice has specific                        enhance
program responsibility for VOCA. The VOCA Advisory Committee serves as a review                           services
body and sounding board to DOJ and CVSD.                                                                      to
                                                                                                           victims
II. SUMMARY OF VOCA ACTIVITY                                                                                  of
Each year, state VOCA assistance grants support direct services to 3.8 million victims                      crime
of all types of crimes (domestic violence, sexual assault, child abuse, drunk driving,
elder abuse, robberies, and survivors of homicide victims, etc) by 4,400 local and state victim
service agencies. VOCA also supports victim assistance for those involved in the federal
criminal justice system, including survivors of terrorist acts.1

In 2000, Congress started capping annual obligations from the VOCA Fund to ensure "stable
funding" in future years. Yet, despite huge balances in this non-taxpayer Fund ($1.9 billion in
2009), VOCA assistance grants have actually been cut by $87 million (22 percent) since
2006. This was because: 1) the cost for other VOCA programs increased; 2) in 2008
Congress lowered the cap; and 3) the Office of Justice Programs began charging the Crime
Victims Fund for management and administrative costs. As a result, programs have cut
services, shortened hours, reduced caseloads, laid off staff and, in some instances, closed their
doors. The Oregon VOCA allocation in 2008 was 15.5%; approximately $750,000 less than
the funds received in 2007. The good news was that the 2008 allocation was sufficient to
maintain Oregon's commitment to subgrantees receiving VOCA Basic grants through the non
competitive process. However, there were insufficient funds for the VOCA competitive
(Project) grant process - the first time in Oregon's history.

1
    Source: www.navaa.org/2009 Fact Sheet
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       VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
The 2009 Omnibus Appropriations bill has been posted with the VOCA cap set at $635
million and a separate appropriation for OJP management and administrative costs. According
to unofficial estimates, this means that some $365 million will be available for state VOCA
victim assistance grants, or about 18 percent more than the 2008 grant amounts.

In addition to a regular state VOCA allocation this year all states will receive a stimulus grant.
Congress and the President provided $100 million for VOCA spending in the stimulus
package. This amount will be divided $47.5 million for compensation grants, $47.5 million
for VOCA assistance grants, and $5 million for OVC for use on discretionary grants and
federal-victim assistance.

If you would like to read more about the VOCA Crime Victims fund visit the National
Association of VOCA Assistance Administrators (NAVAA) website at: www.navaa.org.

III. WHAT IS THE PURPOSE OF VOCA GRANTS?
The primary purpose of the VOCA victim assistance grant program is to extend and enhance
services to victims of crime. For the purposes of this program, a crime victim is “a person
who has suffered physical, sexual, financial or emotional harm as a result of the commission
of a crime.” VOCA grants are to support the direct provision of services to victims of crime
throughout the United States. Research has shown that if victims receive early intervention,
the need for long-term treatment dramatically decreases.

IV. WHO IS ELIGIBLE?
VOCA specifies that an organization must provide services to crime victims and be operated
by a public agency, nonprofit organization, Native American tribe/organization, or a
combination of such agencies or organizations in order to be eligible to receive VOCA
funding. Eligible organizations include victim service organizations whose sole mission is to
provide services to crime victims. In addition to victim service organizations, there are many
other public and nonprofit organizations that have components which offer services to crime
victims. These organizations are eligible to receive VOCA funds, if the funds are used to
expand or enhance the delivery of crime victims’ services. A more detailed explanation
appears on the following page. The specific eligibility criteria in any given funding year for
the State of Oregon are determined by the VOCA Advisory Committee.

   A. Agencies eligible to receive VOCA funds:

          Nonprofit organizations providing direct services to crime victims. A nonprofit
           organization must be duly incorporated and registered under Oregon statutes,
           unless it is a tribal governing body or a local chapter of national tax-exempt victim
           service organizations (i.e., Mothers Against Drunk Driving, Parents of Murdered
           Children);

          Public (government) agencies, such as criminal justice agencies, including law
           enforcement, prosecutor offices, courts, corrections departments, probation and
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    VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
           paroling authorities for victim services that exceed the boundaries of their
           mandate. For example, a police department may use VOCA funds to provide
           crime victim services that exceed a law enforcement official’s normal duties, such
           as a victim crisis response unit. Regular law enforcement duties, such as crime
           scene intervention, questioning of victims and witnesses, investigations of the
           crime, and follow-up activities may not be paid with VOCA funds;

          Native American tribes/organizations providing services to crime victims;

          Religiously-affiliated organizations, provided that services are offered to all crime
           victims without regard to religious affiliation and receipt of services is not
           contingent upon participation in a religious activity or event;

          Hospital and emergency medical facilities offering crisis counseling, support
           groups, and/or other types of victim services; and

          Others. State and local public agencies, such as mental health service
           organizations, state/local public child and adult protective services, state grantees,
           legal services agencies and programs with a demonstrated history of advocacy on
           behalf of domestic violence victims, and public housing authorities that have
           components specifically trained to serve crime victims.

  B. Agencies NOT eligible to receive VOCA funds:

          Federal agencies. This includes U.S. Attorneys Offices and local FBI Field
           Offices; as in this instance, receiving VOCA funds would constitute an
           augmentation of the federal budget with money intended for state agencies.
           However, private nonprofit organizations that operate on federal land may be
           eligible recipients of VOCA grant funds; and

          In-patient treatment facilities, for example, those designed to provide treatment to
           individuals with drug, alcohol, and/or mental health-related conditions.

V. WHAT ARE THE REQUIREMENTS OF ELIGIBILITY?
VOCA establishes criteria that must be met by all organizations receiving VOCA funds. An
agency must meet all of the following criteria to receive VOCA funds (an expanded version
of the criteria below is available in Section 3: pages 17-25).

Federal Requirements:
    Demonstrate a record of providing effective direct services to crime victims;

      Meet program match requirements. Match must be derived from non-federal funds
       and must be used for VOCA eligible activities. Match is 25% of the federal amount
       received and can be in-kind or cash;

      Use volunteers to provide or support direct victim services;
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    VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
      Promote coordinated public and private efforts to aid crime victims within the
       community;

      Assist victims in seeking crime victim compensation benefits;

      Provide services to crime victims, at no charge, through the VOCA-funded project;

      Maintain civil rights information;

      Provide services to victims of federal crime on the same basis as victims of state
       crime;

      Maintain the confidentiality of client-counselor information, as required by state and
       federal law;

      Maintain confidentiality of research information; and

      Meet the terms of the Certified Assurances and other federal rules regulating grants,
       including non-supplantation and the Certifications regarding lobbying, debarment,
       suspension and other responsibility matters, and drug-free workplace requirements.

                             NEW FEDERAL REQUIREMENT
  Compliance with the Federal Funding Accountability and Transparency Act of 2006
As of January 1, 2009, all recipients and subcontractors of Federal VOCA funds must comply
with the Federal Funding Accountability and Transparency Act of 2006 (FFATA) that
requires certain information on Federal funding over $25,000 be posted on the
USASpending.gov website. This applies not only to the state as the primary Federal grantee,
but to subgrantees as well. DOJ CVSD encourages all applicants and potential grantees to
prepare now for compliance with the FFATA by making certain that their agency has a Dun
& Bradstreet Data Universal Numbering System (DUNS) number and Central Contractor
Registration (CCR).

In order to satisfy this requirement, subgrantees and their subcontractors receiving $25,000 or
more over the life of any sub-award (i.e., VOCA grant award period) will be required to have
a DUNS number and to maintain a current registration in the CCR.

Outlined below are steps to obtain a DUNS number and CCR registration.

Requesting a DUNS Number:
To obtain a DUNS number via the online process, go to the DUNS Registration website at:
http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=DC8C249E194199DE393A
8984804405CE or call the special Dun & Bradstreet hotline at 1 (866) 705-5711. You will
receive a DUNS number at the conclusion of your phone call. There is no cost associated
with obtaining a DUNS number. Your DUNS number is required as part of registration with
the CCR.

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    VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
First Steps:
Your agency should verify whether or not it has a DUNS number and a current registration in
the CCR. If your agency does not have a DUNS number, and/or is not currently registered in
the CCR, it is imperative for you to begin these processes now due to the time required to
complete these tasks. DOJ CVSD will not be able to make an award of VOCA funds to any
agency without a DUNS number and current registration in the CCR. Verification will be
required.

Registering with the Central Contractor Registry (CCR):
Before registering with the CCR, it is suggested that you review the CCR Handbook and the
“Frequently Asked Questions,” which are available on the CCR website at
http://www.ccr.gov/Contractors.aspx.

       Once you are ready to begin the online registration, allow 30-60 minutes to complete
       it. It is imperative that you collect all the information required for the registration
       process prior to beginning. To register with the CCR, go to www.ccr.gov. Click on
       “Start New Registration” on the left Navigation bar. Complete the registration as
       explained. If your questions/concerns are still unanswered, please contact the CCR
       Assistance Center at (888) 227-2423.

Once you have completed the online CCR registration, please allow at least ten (10) business
days to receive your valid registration. Proof of registration is required prior to any award of
VOCA funds being made to your agency.

CVSD Requirements:
                                                                                              Grantees are
   Demonstrates access to effective services;
                                                                                               required to
                                                                                              comply with
      Maintains good fiscal management;                                       VOCA program guidelines
                                                                               as written in this Handbook
      Complies with financial, data and outcome reporting;                    including any additional
                                                                               eligibility or service criteria
      Services provided are culturally competent and accessible; and          defined at any point during
                                                                               the award periods
      Complies with training requirements.                                    established by CVSD.




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    VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
VI. ALLOWABLE SERVICES, ACTIVITIES AND COSTS
  A. Direct Services
     The costs below for direct services are eligible for support with VOCA grant funds
     within an organization:

     1. Immediate Health and Safety
        Services which respond to immediate emotional and physical needs (excluding
        medical care) of crime victims, such as: crisis intervention; accompaniment to
        hospitals for medical examinations; crisis hotline counseling; emergency food,
        clothing, transportation, and shelter (including emergency, short-term nursing
        home shelter for elder abuse victims for whom no other safe, short-term residence
        is available); and other emergency services that are intended to restore the victim’s
        sense of security. This includes services which offer an immediate measure of
        safety to crime victims, such as boarding up broken windows and replacing or
        repairing locks. Also allowable is emergency legal assistance, such as filing
        restraining orders and obtaining emergency custody/visitation rights when such
        actions are directly connected to family violence cases and are taken to ensure the
        health and safety of the victim.

         Regarding emergency funds used to meet the critical emergency financial needs of
         crime victims, written policies must be established that specify the types of
         expenses to be covered by an emergency fund, the method of monitoring and
         accounting for such funds, and any work or repayment requirements. Emergency
         payments must be itemized as to the specific nature of each emergency and the
         expenses paid. The victim’s identity is not required. This information is to be
         kept in the appropriate VOCA file.

         It is advised that careful attention be given to the use of VOCA funds for
         emergency expenses which might also be covered under the state Crime Victims’
         Compensation Program. Payment under a VOCA emergency fund would be
         considered a collateral resource and may be deducted from a victim’s
         compensation benefits.


     2. Mental Health Assistance
        Mental health assistance includes those services that assist primary and secondary
        victims in understanding the dynamics of victimization and in stabilizing their
        lives after victimization, including counseling, group treatment and therapy.
        “Therapy” refers to intensive, professional psychological/ psychiatric treatment for
        individuals, couples, and family members related to counseling to provide
        emotional support in crises arising from the occurrence of crime. This includes the
        evaluation of mental health needs, as well as the actual delivery of psychotherapy.
        Intensive, professional, psychological/psychiatric treatment and/or counseling are
        differentiated from peer support by an emphasis on a therapeutic process tailored
        by an individual treatment plan. VOCA funds are not intended for long-term
        intensive therapy in individual settings. VOCA funds may be used for up to six

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  VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
       months of crisis intervention in group therapy. This may include family therapy
       for victims of child abuse.

   3. Assistance with Participation in Criminal Justice Proceedings
      This includes advocacy on behalf of crime victims to assist them in securing their
      rights to participate in criminal justice proceedings, including: accompaniment to
      criminal justice offices and court; transportation to court; child care to enable a
      victim to attend court; notification to victims regarding trail dates; case disposition
      information and parole consideration proceedings; restitution advocacy; and
      assistance with victim impact statements.

   4. Costs Necessary and Essential to Providing Direct Services
      This includes prorated costs of victim service agency rent, water, sewer, heat and
      electricity, telephone service, transportation costs for victims to receive services,
      and local travel expenses for service providers. Emergency transportation costs
      that enable a victim to participate in the criminal justice system are also allowable.

   5. Forensic Examinations
      For sexual assault victims, forensic medical exams are allowable only to the extent
      that other funding sources (i.e., Oregon’s Sexual Assault Victims’ Emergency
      Medical Response Fund, private insurance, or public benefits) are unavailable or
      insufficient to cover the cost of the exam.

   6. Special Services
      Examples include assisting victims with managing practical problems created by
      the victimization; acting on behalf of the victim with other service providers,
      creditors, or employers; assisting the victim to recover property that is retained as
      evidence; assisting in filing for compensation benefits; and helping the victim to
      apply for public assistance.

   7. Personnel Costs
      These include costs that are directly related to providing direct services, such as
      staff salaries and benefits, including malpractice insurance; the cost of advertising
      to recruit VOCA funded personnel; and the cost of training for paid and volunteer
      staff. VOCA funds may be used as payment for state and federal taxes, including
      all employer paid taxes. VOCA funds may be used for immediately expendable
      benefits such as state and federal taxes and medical coverage. VOCA funds may
      be used to contribute to 401K plans, pension plans or the like.

   8. Restorative Justice
      This includes opportunities for crime victims to meet with perpetrators, if such
      meetings are requested or voluntarily agreed to by the victim and would result in a
      possible beneficial or therapeutic value to crime victims. These services will be
      closely reviewed. At a minimum, the following will be considered:

              The safety and security of the victim;

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              The benefit or therapeutic value to the victim;
              The procedures for ensuring that participation of the victim and offender
               are voluntary and that all parties understand the nature of the meeting;
              The provision of appropriate support and accompaniment for the victim;
              Appropriate “debriefing” opportunities for the victim after the meeting or
               panel;
              The credentials of the facilitators; and
              The opportunity for a crime victim to withdraw from the process at any
               time.

   9. Unfunded State Mandate
      VOCA funds may be used to implement state laws when it has been established
      that the mandate does benefit crime victims and no other funds are available to
      implement the mandated activity. The mandated activity must be a VOCA
      allowable service. Please note that Oregon’s VOCA Administrator must
      determine that VOCA funds are not supplanting state or local funds that would
      otherwise be available for this purpose.

B. Other Allowable Costs and Services
   The services, activities and costs listed below, though not direct crime victim services,
   are often necessary to ensure that quality direct services are provided. Before these
   costs can be supported with VOCA funds, it must be established that direct services to
   crime victims cannot be provided without these expenditures. Only limited amounts
   of VOCA funds may be used for these purposes. The following list provides examples
   of such items:

   1. Skills Training for Staff
      VOCA funds designated for training are to be used exclusively for developing the
      skills of direct service providers, including paid staff and volunteers, so that they
      are better able to offer quality services to crime victims. An example of skills
      development is training focused on how to respond to a victim in crisis. VOCA
      funds can be used for training both VOCA funded and non-VOCA-funded service
      providers who work within a VOCA recipient organization. VOCA funds cannot
      be used for management and administrative training for executive directors, board
      members, and other individuals who do not provide direct services.

   2. Training Materials
      VOCA funds can be used to purchase materials such as books, training manuals
      and videos for direct service providers within the VOCA funded organization, and
      can support the costs of a trainer for in-service staff development. Staff from other
      organizations can attend in-service training activities that are held for the grant
      recipient’s staff.

   3. Training Related Travel



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       VOCA funds can support costs such as travel, meals, lodging and registration fees
       to attend training within the state or a similar geographic area. Please refer to
       pages 31-32 for more information.

   4. Membership Dues
      Agency (not individual or personal) membership dues in organizations which offer
      needed, timely and relevant information on victim services and issues (i.e.,
      National Organization for Victims’ Assistance, National Center for Victims’ of
      Crime, Crime Victims’ Assistance Network) are allowed. Memberships in no
      more than three (3) eligible organizations may be paid for with VOCA funds.
      Membership or fees for organizations that are not exclusively related to victim
      assistance or that are required for professional licensing may not be charged to
      VOCA.

   5. Furniture and Equipment
      VOCA funds may be used to purchase furniture and equipment that provides or
      enhances direct services to crime victims. VOCA funds cannot support the entire
      cost of an item unless that item is used exclusively for victim related activities.
      However, VOCA funds can support a prorated share of such an item. In addition,
      grantees cannot use VOCA funds to purchase equipment for another organization
      or individual to perform a victim related service. Examples of allowable costs
      may include: pagers, computers and typewriters; videotape cameras and recording
      equipment for interviewing children; and two-way mirrors and equipment and
      furniture for shelters, workspaces, victim waiting rooms and children’s play areas.
      The costs of furniture or equipment that make victims services more accessible to
      persons with disabilities, such as a TTY/TTD machine for the deaf, are allowable.

   6. Leasing Vehicles
      VOCA funds may be used to lease vehicles if the grantee agency can demonstrate
      that such expenditure is essential to delivering services to crime victims. Oregon’s
      VOCA Administrator must give prior approval for all such leases. The purchase
      of vehicles with VOCA funds is strictly prohibited.

   7. Advanced Technologies
      At times, computers or other technologies may increase a grantee’s ability to reach
      and serve crime victims. In making such expenditures, VOCA grantees must
      describe: how the technology will enhance services to crime victims; how it will
      be integrated into and/or enhance the grantee’s current system; the cost of
      installation; the cost of training staff to use the technology; the ongoing
      operational costs, such as maintenance agreements or supplies; and how these
      additional costs will be supported. Property insurance is also an allowable expense
      as long as VOCA funds support a prorated share of the insurance payments.

   8. Contracts for Professional Services
      VOCA funds generally should not be used to support contract services. At times,
      however, it may be necessary for VOCA grantees to use a portion of the VOCA

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       grant to contract for specialized services (i.e., assistance in filing restraining
       orders, services of a play therapist, etc). Please refer to page 29 for more
       information.

   9. Operating Costs
      Operating costs are not considered indirect costs. Examples of allowable
      operating costs include: supplies; equipment use fees (when supported by usage
      logs); printing, photocopying and postage; brochures that describe available
      services; books and other victim-related materials. These costs should be prorated
      for the portion of the agency budget funded by VOCA. VOCA funds may support
      administrative time to complete VOCA required time and attendance sheets,
      programmatic documentation, reports and statistics, and crime victims’ records.

   10. Supervision of Direct Service Providers
       VOCA funds may support the supervision of direct service providers when it is
       determined that such supervision is necessary and essential to providing direct
       services to crime victims. For example, using VOCA funds to support a
       coordinator of volunteers or interns is a cost effective way of serving more crime
       victims.

   11. Repair and/or Replacement of Essential Items
       VOCA funds may be used for repair or replacement of items that contribute to
       maintaining a healthy and/or safe environment for crime victims, such as a furnace
       in a shelter. The grantee must provide assurance of all of the following:

              That the building is owned by the grantee organization and not rented or
               leased;
              All other sources of funding have been exhausted;
              There is no available option for providing the service in another location;
              That the cost of the repair or replacement is reasonable considering the
               value of the building; and
              The cost of the repair of replacement is prorated among all sources of
               income.

   12. Public Presentations to Increase Access to Services for Crime Victims’
       VOCA funds may be used to increase access to services for crime victims and may
       support presentations that are made in schools, community centers, or other public
       forums. These presentations must be designed to identify crime victims, inform
       participants of agency services and available options and/or refer them to needed
       services. Presentations to the community designed to recruit and train volunteers
       for the victim service program are allowable. Presentations that are designed
       specifically for prevention or for educational purposes are not allowable under
       VOCA. The costs related to such programs, including presentation materials,
       brochures and newspaper notices, can be supported by VOCA funds. However,
       these presentations should be limited in number, as a majority of VOCA funds
       should not be utilized for this purpose.

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          13. Food and Beverage
              Food and/or beverage expenses provided by grantees are allowable subject to
              conditions stated below:

                      Food and/or beverages are provided to participants at training sessions,
                       meetings, or conferences that are allowable activities under the VOCA
                       regulations.
                          o Expenses incurred for food and/or beverages provided at training
                               sessions, meetings, or conferences must satisfy the following three
                               tests:
                                    Test 1-The cost of the food and/or beverages provided is
                                      considered to be reasonable.
                                    Test 2-The food and/or beverages provided are incidental to
                                      a work-related event.
                                    Test 3-The food and/or beverages provided are not related
                                      directly to amusement and/or social events. (Any event
                                      where alcohol is being served is considered a social event
                                      and, therefore, costs associated with that event are not
                                      allowable).

                To determine whether costs associated with food and/or beverages are allowable,
                the recipient or sub-recipient providing the food and/or beverages must consider:

                1. To whom the food and/or beverages will be provided;
                2. Under what conditions the food and/or beverages will be provided; and
                3. That the appropriate three tests have been
                   satisfied.

                Each recipient that desires to purchase food and/or
                                                                               Didn’t find the
                beverages under a grant, or contract under a grant,
                                                                            information you were
                should follow the food and beverage policy as
                                                                           looking for? Call or e-
                outlined in the OJP Financial Guidelines. The web
                                                                          mail your grant monitor
                address can be found in the resource section at the
                                                                          anytime with questions!
                end of this handbook. Generally, allowable costs
                include costs that are reasonable and necessary for
                the successful completion of the project.
                Unallowable costs include, but are not limited to, costs directly related to
                entertainment or to the purchase of alcohol.2 Contact your VOCA grant monitor
                for additional information regarding costs associated with food and beverage.

                Tips for the provision of food and beverages under VOCA grants are as follows:

                1. Provide a speaker at a lunch or dinner;

2
    http://www.ojp.usdoj.gov/financialguide/part3/part3chap7.htm
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            2. Support the event with a formal agenda;
            3. The event must be mandatory for all participants;
            4. Do not pay for bar charges using registration fees (i.e., program income);
            5. Do not make alcohol available at the event;
            6. Provide appropriate break foods;
            7. Surrounding events must provide several hours of substantive information;
            8. Do not end events with a meal and/or break;
            9. Costs must be reasonable;
            10. As a participant, reduce per diem appropriately; and
            11. Record and document agenda, sign-in sheet and food and beverage receipts.

VII. UNALLOWABLE SERVICES, ACTIVITIES AND COSTS
The following services, activities, and costs, although not an exhaustive list cannot be
supported with VOCA grant funds. (NOTE: If you have a question regarding whether a cost
is allowable, please contact your Grant Monitor for clarification.)

   A. Lobbying and Administrative Advocacy
      VOCA funds cannot support victim legislation or administrative reform, whether
      conducted directly or indirectly.

   B. Perpetrator Rehabilitation and Counseling
      Grantees cannot knowingly use VOCA funds to offer rehabilitative services to
      offenders.
      Likewise, VOCA funds cannot support services to incarcerated individuals, even when
      the service pertains to the victimization of that individual.

   C. Needs Assessments, Surveys, Evaluations, Studies and Research
      VOCA program funds may not be used to pay for efforts conducted by individuals,
      organizations, task forces or special commissions to study and/or research particular
      crime victim issues.

   D. Prosecution Activities
      VOCA funds cannot be used to pay for activities directed at improving the criminal
      justice system’s effectiveness and efficiency, such as witness notification,
      management activities and expert witnesses. Victim/witness protection costs and
      subsequent lodging and meal expenses are considered part of the criminal justice
      agency’s responsibility and cannot be supported with VOCA funds. VOCA-funded
      staff cannot be used to provide these services.

   E. Fundraising Activities
      Most victim assistance programs must do some fundraising, either by hiring a
      fundraising consultant or by using in-house staff. Whichever means you choose,
      remember that individual giving accounts for nearly 90 percent of all charitable
      contributions in America, and so should be a mainstay of support for your
      organization. However, VOCA funds may not be used to pay for fundraising or
      administrative staff expenses. This also includes VOCA funded personnel performing

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   those activities. For example, volunteer coordinators who coordinate or organize
   fundraising events should not be charging these activities to VOCA.

F. Indirect Organizational Costs
   Indirect costs are NOT allowable. Indirect costs are costs of an organization that are
   not readily assignable to the particular grant, but are necessary to the operation of the
   organization and the performance of the grant (i.e., information services, payroll costs,
   depreciation and administrative salaries). The costs of property liability insurance on
   buildings, capital improvements, security guards and body guards, property losses and
   expenses, real estate purchases, mortgage payment and construction may not be
   supported with VOCA funds.

G. Reimbursement of Crime-related Expenses (i.e., property loss)
   Reimbursing victims for expenses incurred as a result of a crime (i.e., insurance
   deductibles, stolen property replacement, funeral expenses, lost wages and medical
   bills) is not allowed. VOCA funds cannot be used to restore the financial losses
   suffered by victims of fraud.

H. Most Medical Costs
   VOCA funds cannot be used to pay for nursing homes, home care costs, in-patient
   treatment, hospital care and other types of emergency and non-emergency medical
   and/or dental treatment costs. VOCA cannot support medical costs resulting from
   victimization, except for forensic medical examinations for sexual assault victims.
   Forensic or medical examinations for sexual assault victims are allowable only to the
   extent that other funding sources (i.e., Oregon’s Sexual Assault Victims’ Emergency
   Medical Response Fund, private insurance or public benefits) are unavailable or
   insufficient. Please note: it is permissible to use VOCA funds for short-tern nursing
   home shelter or in home care for elder abuse or disabled victims for whom no other
   safe short-term resource is available.

I. Victim Relocation Expenses
   Costs such as moving expenses, security deposits, ongoing rent and mortgage
   payments cannot be paid with VOCA funds, although staff time used to locate
   resources to assist victims is allowable.

J. Administrative Staff Expenses
   Salaries, fees, and reimbursable expenses for administrators, board members,
   executive directors, consultants, coordinators, and other individuals, unless incurred
   while providing direct victim services, cannot be paid with VOCA funds.

K. Development of Protocols, Interagency Agreements and Other Working Agreements
   Though these activities benefit crime victims, they are considered examples of the
   types of activities that grant recipients should undertake as part of their role as victim
   services organizations, which in turn qualifies them as VOCA grantees.



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L. Costs of Sending Individual Crime Victims to Conferences                                     TIP:
                                                                                      Presentations that are
M. Activities Exclusively Related to Crime Prevention and Public                       designed specifically
   Education                                                                           for prevention or for
   Though public presentations are allowed for those who help crime                    educational purposes
   victims identify their own victimization, general public education,                   are not allowable
   prevention and awareness campaigns are not allowable. Allowable                         under VOCA.
   public information costs are limited to efforts describing the direct                 However, if a staff
   services under the grant and an explanation of how those services can                person is not 100%
   be obtained (i.e., publication of pamphlets, brochures, etc). These                   funded by VOCA,
   materials, however, cannot be used for mass distribution as part of a                 they can conduct
   broad public information effort.                                                     these activities with
                                                                                      the remainder of their
N. Purchase of Vehicles or Buildings                                                           FTE.

O. Coordination of Community Efforts
   Coordination efforts, such as serving on task forces and commissions, qualify an
   organization to receive federal VOCA funds but are not activities that can be
   supported with federal VOCA funds.

P. Non-Emergency Legal Services
   VOCA funds cannot be used to pay for non-emergency legal representation, such as
   divorces or civil restitution recovery efforts.

Q. Audits for Public Agencies or Non-profit Organizations (under $500,000 in
   federal funds)
   VOCA will not pay the prorated share of audit costs, unless the grant recipient
   organization is a non-profit agency or institution of higher education and meets the
   single audit threshold of expending $500,000 or more in federal funds (from all
   sources including pass-through sub-awards) in the organization’s fiscal year. Public
   agencies, such as an Office of the District Attorney, are not permitted to utilize VOCA
   funds for audits. Most public entities are required to have an audit, whether or not that
   public entity receives VOCA funds. Please refer to page 44 for further guidelines
   regarding audits.




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                                               SECTION 2

                   VOCA GRANT APPLICATION PROCESS
I. TARGET POPULATIONS TO BE SERVED
The Victims of Crime Act of 1984 requires each state to certify that priority will be given to
programs serving specific categories of crime victims. The priority categories are:

        Domestic Violence
        Sexual Assault
        Child Abuse
        Previously Underserved populations, which may include, but are not limited to:
         - Violent crimes committed against any disabled person;
         - Survivors of homicide victims;
         - Victims of gang violence;
         - Victims of hate/bias crime;
         - Victims of intoxicated drivers;
         - Victims of violent crime committed by juvenile offenders;
         - Violent crimes committed against the elderly;
         - Violent crimes committed against non-English speaking residents;
         - Violent crimes committed against members of racial, cultural or ethnic minorities;
         - Violent crimes committed against residents of rural or geographically isolated
            communities;
         - Restitution services to victims;
         - Crime victims of offenders under parole and probation supervision; and
         - Other (an applicant may identify a particular population or category of crime
            victims that has not been addressed by VOCA funds and are in need of services.
            Supporting documentation must be included.
        General Assistance3 to all victims of crime

Per federal requirements, ten percent (10%) of funds available to Oregon for VOCA sub-grant
awards must be allocated to each of the following priority categories: domestic violence,
sexual assault, child abuse and previously underserved priority categories.

II. FUNDING CATEGORIES
The term “VOCA proposal” or “grant” refers to both federal VOCA funds and the associated
non-federal match included in the approved VOCA budget. All federal and match funds
budgeted as part of the VOCA project must be utilized for direct services, unless and to the
extent otherwise provided for, in this Handbook and as approved by the Oregon Department
of Justice. The Oregon Department of Justice reserves the right to modify the award amount,
request a modification of the entire proposal, specifically the programmatic goals and budget
items, with the selected applicant(s) prior to entering into a grant agreement. Every agency

3
 It should be noted that, while “General Assistance” is not a federally mandated priority category, the VOCA
Advisory Committee has elected to treat it in the same fashion due to their ability to enhance victims’ access to
services.
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receiving an award should read the language of the grant agreement carefully. Should an
award be made, by signing the grant agreement the grantee is agreeing to comply with the
grant agreement terms for the funds for which they applied. If you would like a copy of the
VOCA grant agreement language, an example is available on the DOJ CVSD website at:
                    www.doj.state.or.us/crimev/voca_publications.shtml

Historically, two types of VOCA grants have been distributed by CVSD; non-competitive
(Basic grants) and competitive (Project grants). Those grants are identified within the next
two sections.

   A. Basic Program Grants (Non-competitive)
   Victim service programs eligible for the Basic Program Grants are those so designated by
   the Oregon Department of Justice. Basic Program Grants have been in effect with many
   individual grant recipient agencies for over ten years. Basic Program Grants are normally
   funded for the same services year after year and are intended to fund core agency services.

   Each grantee with a current (2009) VOCA Basic Program Grant must submit an update
   packet for their 2009-2011 VOCA Basic Program Grant Application in 2010. This holds
   true for grantees that completed the combined domestic violence and sexual assault
   (DV/SA) request for application (RFA) or the separate VOCA Basic application for all
   agencies serving victims in categories exclusive of DV/SA. Grantees will be contacted by
   DOJ CVSD when the update packet is ready for distribution via the following website:
                      www.doj.state.or.us/crimev/voca_publications.shtml

   B. Project Grants (Competitive)
   This year (2009) the VOCA Competitive Project Grant request for application is open to
   all agencies who meet the VOCA eligibility criteria. DOJ CVSD will issue 2009 VOCA
   Project grants for two (2) years: October 1, 2009 – September 30, 2011. The maximum
   award shall be $90,000, excluding match. The Competitive Project process is subject to
   availability of funding.

   The VOCA Advisory Committee has decided to target projects for funding that address
   gaps in services to victims as identified directly by the victim services providers from
   across the state of Oregon as reported to DOJ CVSD. The VOCA Advisory Committee is
   highlighting some of the identified gaps in services by encouraging the development of
   projects that directly address the needs of victims of crime in three (3) Primary Focus
   Areas: Previously Underserved Victims of Crime; Loss of Existing Services; and
   Collaborative Efforts.
   If you are applying for this type of grant, use the 2009 Project Grant request for
   application. More detailed information is available on the 2009 Project Grant request for
   application, which can be located on the DOJ CVSD website:
                  http://www.doj.state.or.us/crimev/voca_publications.shtml.




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                                                SECTION 3

                 GRANTEE ELIGIBILITY REQUIREMENTS
All agencies awarded a VOCA Basic and/or Project Grant must meet all of the following
requirements:

I.     RECORD OF EFFECTIVE SERVICES
Agencies are to demonstrate a record of providing effective services to crime victims. This
includes having the support and approval of its services by the community, a history of
providing direct services in a cost-effective manner, and financial support from other sources.
To be eligible for VOCA funding, agencies that do not meet any of the above standards must
demonstrate that at least 25% of their financial support comes from non-federal sources.

II.    CONDITIONAL AWARDS
All grant awards are made conditional upon the timely completion of grant award documents.
Funds are not considered obligated and will not be transferred until all required grant award
documents have been signed by an applicant and by the Department designee. If grant award
documents are not completed by an applicant within three months of the notice to the
applicant of the intended award, DOJ CVSD has the authority to reallocate the funds awarded.

In addition, an award may be made conditionally if the grantee is not current in reporting for
any previous grant award; has fewer than two full years of operational history in providing
services to victims of domestic violence and sexual assault; has not fully demonstrated the
ability to successfully manage any previous Fund awards; has not demonstrated at least two
prior years of program stability4; or when other circumstances exist that require a further
showing of applicant’s ability to successfully manage an award.

If one or more of these conditions exist, the applicant will be notified by DOJ CVSD that a
conditional award has been issued. The award shall specify the conditions to be satisfied by
the applicant and the date by which the conditions must be satisfied. Applicants who do not
satisfy conditions of funding by the date specified will be contacted by their grant monitor to
discuss next steps. See Section 6: pages 43-47 of this Handbook for additional information on
financial requirements.

III. MATCH REQUIREMENTS
The purpose of matching contributions is to increase the amount of resources available to the
grant projects supported by VOCA grant funds. Please note that match must be provided for
each grant funded through DOJ CVSD and must be specific to, and solely reported for only

4
 Definition of Program Stability for DOJ CVSD Grantees
As used in the above section, a demonstration of program stability for CVSD funded applicants must include:
    a. An applicant's history of providing cost-effective direct services to victims of domestic violence and/or sexual
          assault;
    b. A clear indication of support for applicant's services from one or more community agencies or organizations
          familiar with the needs of victims to be served, as well as the caliber of services provided by the applicant.
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one grant. Matching contributions of 25% (cash or in-kind) of the total Federal VOCA funds
(VOCA grant) are required for each VOCA funded grant and must be derived from non-
federal5 sources. All funds designated as match are restricted to the same uses as the VOCA
grant funds and must be expended within the grant period.

Calculating the Match
The match requirement is 25% of the federal VOCA funds requested. A way to double check
the required match is to multiply the total VOCA project (federal funds and match) funds
requested by 25%. The resulting figures are the required match amount:

      Example:         Federal funds you want to receive from VOCA                $40,000
                       Match: 25% of VOCA request                               + $10,000
                       TOTAL GRANT COST                                         = $50,000

Cash match may include, but is not limited to:

          Unitary Assessment money;
          County or state funds (ODSVS, DHS Fund - only MLT and CFAA funds);
          United Way funds;
          Private donations; or
          Any other non-federal money (VAWA or FVPSA funds cannot be used as match).

In-kind match may include, but is not limited to:

          Donations of equipment, office supplies – the value placed on loaned or donated
           equipment may not exceed its fair market value;

          Work space (pro-rated) – the value of donated space may not exceed the fair rental
           value of comparable space and facilities in privately owned building in the same
           locality; and

          Volunteers – monetary value of time contributed by professionals and technical
           personnel and other skilled and unskilled labor, as long as the service provided is a
           necessary part of the funded project. The value placed on donated services must be
           consistent with the rate of compensation paid for similar work in the grantee’s agency
           and may include the costs of benefits. If the required skills are not found in the
           grantee’s agency, the rate of compensation must be consistent with the labor market.
           In either case, benefits may be included in the valuation. CVSD does not require a
           certain hourly value for VOCA match, but leaves this determination to each grantee.
           For assistance in determining volunteer rates for your agency, visit:
                     www.independentsector.org/programs/research/volunteer_time.html

Record keeping for match requirements (must be verifiable from the agency’s records):



5
    See pages 6-9 and Appendix E for a list of allowable VOCA expenditures.
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      Match contributions qualify as VOCA allowable services or activities and conform to
       other provisions of the VOCA Program Guidelines from the Office for Victims of
       Crime. Match is subject to the same restricted uses as are the federal VOCA funds;

      VOCA grantees must maintain records that clearly show the source, the amount and
       the period during which the match was expended. These records will be reviewed by a
       grant monitor at the time of the in-person site visit;

      The basis for determining the value of personal services, materials, equipment, and
       space must be documented;

      Volunteer services used as match must be documented and, to the extent feasible,
       supported by the same methods used by the grantee for its own paid employees.
       Suggestions for documenting volunteer time include calendars and volunteer
       timesheets;

      Matching funds may be used for any line item within the total budget (whether or not
       VOCA funds are within that line item) and are not limited to an item-by-item match.
       They may be credited to the grant by the quarter as they are accumulated or be
       reported as contributed; and

      Grantees are encouraged NOT to match in excess of the amount required, so as not to
       unnecessarily restrict resources that could be used for other purposes.

Exceptions to the 25% match requirement:

      For VOCA grantees that are Native American tribes or organizations located on
       reservations, the match is 5% of the total VOCA project (VOCA grant plus match).
                 Key Points to remember regarding match:
                 1. Match must be provided for each grant and solely reported on one grant;
                 2. Match must come from non federal funds;
                 3. Match is restricted to the same uses as VOCA grant funds; and
                 4. Match must be 25% of the VOCA funds.


IV. VOLUNTEERS
All grantees must utilize volunteers to provide or
                                                                       Please keep in mind that a
support direct victim services unless compelling
                                                                       volunteer program is required
reasons exist to waive this requirement.                A
                                                                       for agencies receiving VOCA
“compelling” reason may include a statutory or
                                                                       funds. Reach out to your
contractual provision that bars the use of volunteers for
                                                                community – it is a great way to
certain positions or the inability to recruit and maintain
                                                                enhance your program and spread the
volunteers after a sustained and determined effort.
                                                                word about victim services!
Volunteers may include student interns. Please refer
to Section 4: pages 26-29 for more information.

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V. COORDINATED PUBLIC AND PRIVATE EFFORTS
Agencies must promote coordinated public and private efforts to aid crime victims to ensure
continuity of support to the victim and to avoid duplication of effort. Coordination may
include, but is not limited to, serving on federal, state, local, or Native American task forces,
commissions and/or working groups or developing written agreements that contribute to
better and more comprehensive services. Coordination efforts qualify an organization to
receive federal VOCA funds but are not activities that can be supported with federal VOCA
funds.

VI. CRIME VICTIMS’ COMPENSATION PROGRAM ASSISTANCE
The Crime Victims’ Compensation Program (CVCP) is operated by the Crime Victims’
Services Division of the Oregon Department of Justice. The purpose of CVCP is to reimburse
innocent crime victims for certain out-of-pocket expenses, such as counseling, funeral costs,
lost wages and/or medical expenses. VOCA fund recipients are required to assist victims in
seeking available crime victim compensation benefits and to ensure that all agency service
staff are familiar with CVCP. VOCA fund recipients must establish agency policies and
procedures to identify clients who may be eligible for benefits and must assist clients in filling
out applications, along with gathering necessary information and documentation. Agencies
are required to maintain a supply of CVCP brochures and applications. Information and
materials can be obtained by calling the CVSD office at (503) 378-5348 or by visiting the
CVSD website at: www.doj.state.or.us/crimev/compform.shtml. CVCP provides quarterly
training on CVCP guidelines and procedures at CVSD. A schedule can be found at:
http://www.doj.state.or.us/crimev/doc/crime_victim_comp_training.doc.

VII. NO CHARGE TO VICTIMS
Programs are required to provide services to crime victims through the VOCA grant at no
charge to the victim. Any deviation from this provision requires prior approval from DOJ
CVSD.

VIII. VICTIMS OF FEDERAL CRIMES
Agencies must offer services to victims of federal crimes on the same basis as victims of state
crimes. A victim of a federal crime is defined as a victim of an offense that violates a federal
criminal statute or regulation. Federal crimes also include crimes that occur in an area where
the federal government has jurisdiction, such as some Native American reservations, national
parks, some federal buildings and military installations. Examples of other federal crimes are
terrorism, bank robbery, some drug-related crimes, interstate or international kidnapping, mail
or wire fraud, violation of a qualifying protection order under federal law and trafficking
persons.

IX. CONFIDENTIALITY OF PERSONAL INFORMATION
In order to ensure the safety of adult, youth, and child victims of crime, a grantee shall protect
the confidentiality and privacy of persons receiving services. Grantee shall not disclose any
personally identifying information or individual information collected in connection with
services requested, utilized, or denied through Grantee’s programs; or reveal individual client
information without the informed, written, reasonably time-limited consent of the person (or
in the case of an un-emancipated minor, the minor and the parent or guardian or in the case of
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persons with disabilities, the guardian) about whom information is sought, whether for this
program or any other Federal, State, Tribal, or territorial grant program, except that consent
for release may not be given by the abuser of the minor, person with disabilities, or the abuser
of the other parent of the minor.

The term “personally identifying information,” “individual information,” or “personal
information” means individually identifying information for or about an individual victim of
domestic violence, dating violence, sexual assault, or stalking, including (1) a first and last
name; (2) a home or other physical address; (3) contact information (including a postal, e-mail
or Internet protocol address, or telephone or facsimile number); (4) a social security number;
and (5) any other information, including date of birth, racial or ethnic background, or religious
affiliation, that, in combination with any other non-personally identifying information would
serve to identify any individual. If release of information described in the previous paragraph
is compelled by statutory or court mandate, Grantee shall make reasonable attempts to
provide notice to victims affected by the disclosure of information; and Grantee shall take
steps necessary to protect the privacy and safety of the persons affected by the release of the
information.

Grantee may share (1) non-personally identifying data in the aggregate regarding services to
their clients and non-personally identifying information in order to comply with Federal,
State, Tribal, or territorial reporting, evaluation, or data collection requirements; (2) court-
generated information and law-enforcement generated information contained in secure,
governmental registries for protection order enforcement purposes; and (3) law-enforcement
and prosecution-generated information necessary for law enforcement and prosecution
purposes.

X. CONFIDENTIALITY OF RESEARCH INFORMATION
Except as otherwise provided by federal law, no grantee receiving VOCA funds shall use or
reveal any research or statistical information furnished under this program by any person and
identifiable to any specific private person for any purpose other than the purpose for which
such information was obtained in accordance with VOCA regulations. Such information, and
any copy of such information, shall be immune from legal process and shall not, without the
consent of the person furnishing such information, be admitted as evidence or used for any
purpose in any action, suit, or other judicial, legislative or administrative proceeding. See
Victims of Crime Act of 1984 codified at 42 U.S.C. 1060(d).

These provisions are intended to ensure confidentiality of information provided by crime
victims to VOCA funded counselors or agencies. It is clear that there is nothing in VOCA or
its legislative history to indicate that Congress intended to override or repeal a state’s existing
law governing the disclosure of information that is supportive of VOCA’s fundamental goal
of helping crime victims. For example, this provision would not act to override or repeal, in
effect, a state’s existing law pertaining to the mandatory reporting of suspected child abuse.
See Pennhurst School and Hospital v. Haldermann, et al., 451 U.S. 1 (1981). Furthermore,
this confidentiality provision should not be interpreted to thwart the legitimate informational
needs of public agencies. For example, this provision does not prohibit a domestic violence
shelter from acknowledging, in response to an inquiry by a law enforcement agency

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conducting a missing person investigation, that the person is safe in the shelter. Similarly,
this provision does not prohibit access to a victim service grant project by a federal or state
agency seeking to determine whether federal and state funds are being utilized in accordance
with funding agreements.

XI. CERTIFIED ASSURANCES & OTHER CERTIFICATIONS
VOCA grant recipients must assure and certify that they comply with all applicable provisions
of the Victims of Crime Act of 1984, as amended, and all other applicable federal rules
regulating grants. This includes VOCA, the Office for Victims of Crime Program Guidelines,
and the Office for Justice Programs Financial Guide. Should an award be made, by signing
the grant agreement, the grantee is agreeing to comply with the grant contract terms for the
funds for which they applied. Please read the Certification language carefully in the grant
agreement.

   A. Non-supplantation
      Federal funds must be used to supplement existing funds for program activities and
      NOT replace those already funded. VOCA funds are intended to expand or enhance
      direct victim services. Therefore, federal grant funds may not be used to supplant,
      replace or divert other sources of support within government agencies unless it can be
      demonstrated that such other support is, or will be, eliminated or reduced for reasons
      other than the receipt of federal VOCA funds. This supplantation clause applies only
      to state and local public (government) agencies. Nonprofit agencies are not bound by
      non-supplantation rules.

   B. Maintain Civil Rights Information
      Upon award, each grantee is required to review and sign a “Certification of
      Compliance with Regulations” federal form from the Office for Civil Rights, Office of
      Justice Programs and comply with any of the applicable certification requirements.
      Each grantee is required to maintain statutorily required civil rights statistics on
      victims’ services by race, national origin, sex, age, and disability. Grantees must also
      permit access to documents and records to determine whether the grantee is complying
      with applicable civil rights laws. This requirement is waived when the grant recipient
      is providing a service such as telephone counseling where soliciting the information
      may be inappropriate or offensive to the crime victim. Civil rights statistics must be
      kept on file with other VOCA grant documentation and must correspond with each
      grant period. The information will be reviewed during onsite visits or at the request of
      the Federal Administrator of VOCA Funds of the Office for Victims of Crime.

       Civil Rights Non-Discrimination Requirements
       All VOCA grant recipients must assure and certify that they comply with all
       applicable civil rights non-discrimination requirements as set forth in this Handbook
       and in the VOCA grant agreement. VOCA requires that no person shall be excluded
       from participation in, denied the benefits of, subjected to discrimination under, or
       denied employment in connection with any program or activity receiving funds under
       VOCA on the basis of race, color, religion, national origin, sex, age, or disability. In
       the event that a federal or state court or federal or state administrative agency, after a

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   due process hearing, makes a finding of discrimination against a grant recipient on the
   grounds of race, color, national origin, sex, or disability, a copy of such findings must
   be forwarded to CVSD and to the Office for Civil Rights for the Office of Justice
   Programs.

C. Comply with Certifications Regarding Lobbying; Debarment, Suspension and
   Other Responsibility Matters; and Drug-Free Workplace Requirements
   Each grantee is required to review and sign this federal form from the Office of Justice
   Programs and comply with any of the applicable certification requirements:

   1. Lobbying Certification
      This certification must be completed at the time of accepting a grant award from
      the Oregon Department of Justice. This rule provides guidance on requirements
      that grant recipients shall meet in order to receive Federal funds. According to
      federal guidelines, a grantee entering into a grant agreement of $100,000 or over
      must certify that:

          No federally-appropriated funds will be expended by grant recipients of a
           Federal award, cooperative agreement or grant to pay a person for influencing
           or attempting to influence an officer or employee of any agency, a member of
           Congress, an officer or employee of Congress, or an employee of a member of
           Congress in connection with any of the following covered Federal actions: the
           awarding of any Federal grant, the making of any Federal grant, the entering
           into of any cooperative agreement, and the extension, continuation, renewal,
           amendment, or modification of any Federal grant or cooperative agreement;
           and

          If any funds other than federal appropriated funds have been paid or will be
           paid to any person for influence of an officer or employee or any agency, a
           Member of Congress, an officer or employee of Congress, or an employee of a
           Member of Congress in connection with this federal grant or cooperative
           agreement, the undersigned shall complete and submit Standard Form-LLL,
           “Disclosure of Lobbying Activities,” in accordance with its instructions.

   2. Debarment and Suspension Certification
      This certification must be completed at the time of accepting a grant award from
      the Oregon Department of Justice. The government-wide rule for debarment and
      suspension provides guidance on requirements that grant recipients shall meet in
      order to receive federal funds.

   3. Drug-Free Workplace Certification
      This certification must be completed at the time of accepting a grant award from
      the Oregon Department of Justice. The government-wide rule for a drug-free
      workplace provides guidance on requirements that grant recipients shall meet in
      order to receive federal funds. In the case of a grant recipient who is an individual,
      that individual must certify to the agency that his or her conduct of award activity

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           will be drug-free. If a grant recipient makes a false certification, the grant
           recipient is subject to suspension, termination and debarment.

   D. Compliance with State Criteria and Victims’ Rights
      Grantees must abide by any additional eligibility or service criteria established by
      CVSD, including submitting financial, statistical, and programmatic information on
      the use and benefits of VOCA funds. Every agency that receives VOCA funds is
      expected to make a reasonable effort to ensure that crime victims in Oregon are treated
      with dignity, fairness and respect in accordance with U.S. and Oregon constitutional
      and statutory laws, including victims’ rights. Grantees shall take appropriate action to
      inform crime victims of their rights and to assist victims in exercising those rights.

XII. DEMONSTRATES ACCESS TO EFFECTIVE SERVICES
To ensure meaningful access to services for all victims of crime across the State, programs
must be able to appropriately respond to requests for assistance (e.g. completion of
compensation claims, emergency housing, child abuse medical assessments, etc.). In addition,
those agencies whose primary services are focused on a specific area of victim assistance
must be able to directly link victims whose needs may be beyond their expertise to the
appropriate community partner agency.

XIII. MAINTAINS GOOD FISCAL MANAGEMENT
Agencies will be able to maintain adequate funding, expend funds according to submitted
budgets, keep financial records and comply with grant reporting requirements. Agencies with
deficiencies in any of the aforementioned good fiscal practices may receive conditional grants
and be required to submit additional information addressing those deficiencies before a grant
is awarded. See Section 6: pages 43-47 for complete financial requirements.

XIV. COMPLIES WITH FINANCIAL, DATA AND OUTCOME
     REPORTING
All agencies must comply with the Federal and CVSD reporting requirements including the
timely submission of quarterly financial, common outcome measures and crime victims’
rights outcome measures (this report for DA-VAPS ONLY) and semi-annual narrative and
statistical reports. See Section 5: pages 33-42 for a complete description of reporting
requirements.

XV. SERVICES PROVIDED ARE CULTURALLY COMPETENT AND
    ACCESSIBLE
Applicants will provide services that are culturally competent and accessible to the
populations in their communities. Applicants will continue or begin an assessment and
planning process to identify and prioritize community needs and agency responses. Cultural
Competency Standards distributed by DOJ CVSD are a resource for this planning process.

XVI. COMPLIES WITH TRAINING REQUIREMENTS
All agencies receiving VOCA funds shall comply with the training requirements for VOCA
funded staff. Domestic violence and sexual assault providers shall make provisions to attend
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a training that utilizes the Department of Human Service’s domestic violence and sexual
assault training requirements. All other grantees shall make provisions to attend the State
Victim Advocate Academy (SVAA) training through the Crime Victim Assistance Network
(CVAN). Training shall be complete within the grant cycle.




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                                         SECTION 4

  VOCA MANAGEMENT AND OPERATIONS GUIDELINES
I. INTRODUCTION
These guidelines have been established to provide clarification for VOCA grant recipients, as
well as to supplement information received from grant monitors and other sources.

II. GUIDELINES FOR EMPLOYEE MANAGEMENT
   A. Staff Issues
      Only staff providing direct services to crime victims, along with persons who recruit,
      train and supervise volunteers utilized as part of the VOCA grant may be funded.
      Other paid staff can be funded only if it can be demonstrated that they are essential to
      support the delivery of direct services.

          For each position that is included in the VOCA budget, the grantee must notify
           CVSD (by phone, mail, e-mail, or fax) within thirty (30) days of any changes in
           the person filling the position.

          It is the responsibility of the District Attorney, or the Board of Directors of a
           VOCA-funded agency, to notify CVSD within thirty (30) days of any change in
           leadership within the program (i.e., Director).

          Accurate time/attendance records must be maintained for all positions budgeted
           under the grant. This includes salaried positions and any personnel (including
           volunteers) written into the budget attributed as federal funds or match. Adequate
           documentation and policies must be maintained within the VOCA file. Special
           care should be taken if a position is funded from more than one source.

          Written personnel policies and procedures with regard to work hours, holidays,
           vacation, sick leave, overtime pay, compensatory time, termination, job
           descriptions and job qualifications must be available at the agency.

          In a nonprofit agency, the Executive Director of the agency will not serve as a
           member or Chair of the agency’s Board of Directors.

          Volunteer coordinators are not allowed to coordinate or organize fundraising
           activities on VOCA time.

   B. Volunteers

       1. CVSD requests that volunteers be used for direct service work with victims,
          meaning that any activity directly related to the administration of the VOCA
          Grant, and/or the delivery of victim assistance services, is preferred.
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       Examples include:
        Clerical/support services related to the administration of the grant (i.e.,
          compiling semi-annual statistics) or services such as victim notification and
          correspondence;
        Accompanying victims to court and grand jury;
        Advocating for victims with other agencies;
        Providing information and referral;
        Advocating for release of property;
        Gathering client feedback;
        Crisis intervention; and
        Other standard advocate duties.

   2. Programs can count the hours volunteers spend in training as match.
      This assumes that the training is directly related to victim assistance services.

   3. A person can be a volunteer at two different programs.
      However, at any point in time, the program(s) and the volunteer need to be clear
      about who is responsible for directing the volunteer’s work. The hours during
      which the grantee program directly supervises the volunteer’s victim advocate
      activities may be counted. It is not allowable for two grantees to count the same
      volunteer hours as match.

   4. Paid agency employees may not perform their duties as volunteers.
      Practices that may not be considered “volunteer” time include unpaid overtime,
      on-call duties or un-reimbursed staff expenses, especially if these duties are
      explicitly stated in the employee’s job description.

   5. The agency must maintain proper documentation for all volunteer time
      reported as match.
      This should include time, attendance and service area records documenting VOCA
      eligible activities.

   6. Examples of volunteering that can NOT be counted towards match:
       Fundraising;
       General office administration;
       Board membership (i.e., attending Board meetings);
       General public relations; and
       Lobbying.

C. Criminal History Verification (Background Checks)
   A grantee shall obtain a criminal history record check on any employee, potential
   employee or volunteer working with victims of crime or having access to individual
   client identified information as follows:



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   a. By having the applicant, as a condition of employment of volunteer service, apply
      for and receive a criminal history check from a local Oregon State Police Officer
      and furnish a copy thereof to Grantee; or

   b. As the employer, by contacting a local Oregon State Police (OSP) office for an
      “Oregon only” criminal history check on the application/employee/volunteer; or

   c. By the use of another method of criminal history verification that is at least as
      comprehensive as the OSP methods described in paragraphs a. and b., above.

   A criminal record check will indicate convictions of child abuse, offenses against
   persons, sexual offenses, child neglect, or any other offense bearing a substantial
   relation to the qualifications, functions or duties of an employee or volunteer
   scheduled to work with victims of crime.

   The grantee shall develop a policy or procedure(s) to review criminal arrests or
   convictions of employees, potential employees or volunteers. The review will
   examine:

          The severity and nature of the crime;
          The number of criminal offenses;
          The time elapsed since commission of the crime;
          The circumstances surrounding the crime;
          The subject individual’s participation in counseling, therapy, education or
           employment evidencing rehabilitation or a change in behavior; and
          A review of the police or arrest report confirming the subject individual’s
           explanation of the crime.

   The grantee shall determine after receiving the criminal history check whether the
   employee, potential employee or volunteer has been convicted of one of the crimes
   described in this section, and, whether based upon the conviction, the person poses a
   risk to working safely with victims of crime. If the grantee intends to hire or retain the
   employee, potential employee or volunteer, the grantee shall document in writing the
   reasons for hiring or retaining the individual. These reasons shall address how the
   applicant/employee/volunteer is presently suitable or able to work with victims of
   crime in a safe and trustworthy manner, based on the policy or procedure(s) described
   in the preceding paragraph of this section. The grantee will place this explanation,
   along with the applicant/employee/volunteer’s criminal history check, in the
   employee/volunteer/ personnel file for permanent retention.

D. Other
   State and federal VOCA Guidelines (rules, restrictions and reporting requirements)
   apply to paid and volunteer staff only to the extent such positions are included in the
   VOCA grant budget, whether supported with federal VOCA or local match funds.
   The following are illustrations:


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          The salary and benefits for a full-time legal advocate are fully funded with federal
           VOCA funds. The entire position is subject to all VOCA requirements.

          Half of the salary and benefits for a full-time legal advocate are paid for with
           federal VOCA funds and half is included in the VOCA grant as match (source of
           the match is United Way funds). The entire position is subject to all VOCA
           requirements.

          Half of the salary and benefits for a full-time legal advocate are paid for with
           federal VOCA funds. The other half is not part of the VOCA grant as match.
           Only the hours charged to the VOCA grant are subject to VOCA requirements and
           only clients served and services provided for that portion may be included in
           VOCA grant reports.

          Volunteers provide an agency with a total of 5,000 hours of services (valued at $17
           per hour) but only 1,000 hours of those volunteer hours are included as in-kind
           match. Only the 1,000 hours of volunteer time ($17,000 as the match
           contribution) reported are subject to VOCA requirements.

III. GUIDELINES FOR CONTRACTUAL SERVICES
Once an agency has been awarded a VOCA grant, those VOCA funds cannot be sub-granted
or contracted out to another organization for the completion of grant activities. VOCA
grantees are prohibited from using a majority of VOCA funds for contracted services, which
contain administrative, overhead and other indirect costs included in the hourly or daily rate.

Examples of allowable contractual services include: assistance in filing restraining orders or
establishing emergency custody/visitation rights (the provider must have demonstrated a
history of advocacy on behalf of domestic violence victims), the services of a play therapist
and sign language and/or interpretation for the deaf or for crime victims whose primary
language is not English, and when a memorandum of understanding includes an exchange of
grant funds between collaborative partners. These types of services may be funded through a
VOCA grant, but must be identified as a contractual service on the application.

                            WHEN DO I NEED A CONTRACT?
         A CONTRACT is required when VOCA funds will be used by the grantee to pay
            for professional services that are outside your agency. Anytime a financial
   transaction will occur between the agency and another entity or person. The services
      must be allowable under the VOCA guidelines. Examples include: collaborative
         projects, support groups, therapy services and emergency legal services.


Where the intent to award contracts is known and expressly stated as part of the application,
the approval may be considered granted if these activities are funded as proposed. All such
arrangements must be formalized in a contract or other written agreement between the parties
involved. The contract must, at a minimum, state the activities to be performed, the time
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schedule, the grant policies and the flow-through requirements that are applicable to the
contractor or other secondary recipient, other policies and procedures to be followed, the
dollar limitation of the agreement and the cost principles to be used in determining allowable
costs.6 The contract or other written agreement must not affect the grantee’s overall
responsibility for the duration of the grant and accountability to the Oregon Department of
Justice. A copy of that contract must be submitted to CVSD on the date of signature.

IV. GUIDELINES FOR A MEMORANDUM OF UNDERSTANDING
A Memorandum of Understanding (MOU) is required of an agency when they have applied
for funds with partnering organizations. The MOU provides documentation that demonstrates
the organizations have consulted and coordinated the responsibilities of their grant activities.

The following elements should be considered when constructing an MOU:
    Describe each partner agency;
    State the purpose of the MOU;
    Clearly describe the agreed upon roles and responsibilities each organization or
       agency will be providing to ensure project success. The roles and responsibilities
       should align with project goals, objectives and target outputs;
    Identify the staff responsible for completing the specific responsibilities, this should
       include meeting CVSD reporting requirements;
    Describe how the collaboration/partnership benefits the project;
    Describe the resources each partner would contribute to the project. This can be a
       time commitment, in-kind contributions, or grant funds (e.g., office space, staff,
       training, etc.);
    Provide a statement that the lead agency accepts full responsibility for the
       performance of the collaborative organizations/agencies; and
    The MOU must be signed by all partners. Signatories must be officially authorized to
       sign on behalf of the agency and include title and agency name.

See Appendix J for a sample format of a Memorandum of Understanding.

                 WHEN DO I NEED A MEMORANDUM OF UNDERSTANDING?
             A MEMORANDUM OF UNDERSTANDING should be used when you
              submit a request for application that involves a collaborative partner(s)
      that agree to provide a non-financial exchange that will enhance the project.
     Examples include: a work station for an out-stationed advocate and training for
                                     staff/volunteers




6
  The contract, at a minimum, should cover each element identified in the Memorandum of Understanding
template and address the amount and methods for disbursal of funds and tracking of expenditures.
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V.     GUIDELINES FOR TRAINING AND TRAVEL
     A. Travel/Mileage for Direct Services
        Travel costs for paid and volunteer staff must be for the purpose of providing direct
        services to victims. This may include reasonable costs for transporting victims in
        connection with the provision of direct services. The travel must take place within the
        grant period (i.e., between the grant’s beginning and ending dates). All travel
        expenses must be documented and retained in the appropriate VOCA file.

     B. Training Related Travel
        VOCA funds can support costs such as travel, meals, lodging and registration fees to
        attend victim advocacy-related training within the state or a similar geographic area.
        Programs should first look for available training within their immediate geographical
        area, as travel costs will be minimal. Training within Oregon need not be approved in
        advance, as long as training has been approved in the grant budget. It is the agency’s
        responsibility to ensure that training costs comply with VOCA restrictions. It should
        not be assumed that a specific training event identified in an approved budget proposal
        is necessarily appropriate for VOCA funding. Therefore, it is advisable that agencies
        confer with CVSD regarding the appropriateness of specific training events to avoid
        having reimbursement for these costs rejected at a later date.

     C. Training Outside of Oregon
        When needed training is unavailable within the grantee’s immediate geographical
        area, VOCA funds may support training outside of the geographical area. For
        example, grantees may benefit by attending national conferences that offer skills-
        building training workshops for victim assistance providers. Because federal VOCA
        guidelines discourage the use of VOCA funds outside the grantee’s immediate
        geographic area, training outside Oregon must be approved by CVSD in advance,
        unless a specific training is approved at the time of the grant award.

        In addition:
         National Organization for Victim Assistance (NOVA) Conferences, when held in
            California, Washington, Idaho, Oregon and Nevada, are pre-approved by CVSD;
            however, if the NOVA Conference is held elsewhere, prior approval is required;
            and

           Training in Idaho is approved for those counties that border on Idaho, and for
            those counties that received approval prior to January 2000 (i.e., “Three Days in
            June” conference in Boise, Idaho).

        When requesting out of state training in advance, the following must be provided:
         Agenda;
         Reason for attending;
         Description of topics sufficient to establish that training is for direct victim
          services skill development;
         Itemized costs; and
         Reasons why comparable training within the state is unavailable.
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D. Unallowable Costs Related to Training
    Training unrelated to direct victim services, such as grant writing, fundraising,
     lobbying or general administration/management;

      Training of persons who do not provide direct victim services, such as Executive
       Directors, administrative or clerical assistants and board members;

      Costs associated with a grantee providing training to individuals from other
       organizations (staff from other organizations can be invited to attend training
       activities that are held for the grant recipient’s staff, if no additional costs will be
       incurred by the VOCA funded grantee);

      Development of training manuals, extensive training materials or curricula;

      Costs of sending individual crime victims to conferences;

      Sponsorship of regional or statewide conferences; and

      Food or beverages, without prior discussion with the VOCA Grant Monitor. With
       prior approval, VOCA funds may be used for food and non-alcoholic beverages if:
       the food and beverages provided are incidental to a work-related event; the costs of
       the food and beverages are considered reasonable; and food and beverages are not
       directly related to amusement and/or a social event.



              Any training outside of Oregon must be pre-approved by your grant
              monitor and budgeted in your grant.




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                                         SECTION 5

                          REPORTING REQUIREMENTS

I. OVERVIEW
Grantees must collect and report certain data in order to comply with both state and federal
Performance Report requirements. Grant recipients are strongly encouraged to develop data
collection systems that offer maximum flexibility. Unless otherwise stated, all data collected
and reported for VOCA reporting purposes must be limited to those activities and services
directly funded by the VOCA grant and not to overall agency activities. It is permissible,
with CVSD approval, to prorate certain information based upon a reasonable, accurate and
logical basis.

II. REPORTING REQUIREMENTS
    Report Due Dates (October 1st – September 30th)

             Reporting                         Type of            Report Due No Later
              Period                         Report Due                   Than:
                                     Quarterly Financial Report,
                                         Common Outcome                January 31st
    October 1st – December 31st        Measures, and Victims’
                                      Rights Outcome Measures
                                                Report
                                     Quarterly Financial Report,
                                       Semi-annual Statistics,            April 30th
               st             st
     January 1 – March 31             Narrative Report, Common
                                       Outcome Measures, and
                                      Victims’ Rights Outcome
                                           Measures Report
                                     Quarterly Financial Report,
                                         Common Outcome                  July 31st
       April 1st – June 30th           Measures, and Victims’
                                      Rights Outcome Measures
                                     Quarterly Financial Report,
                                       Semi-annual Statistics,          October 31st
     July 1st – September 30th        Narrative Report, Common
                                       Outcome Measures, and
                                      Victims’ Rights Outcome
                                           Measures Report
    Note: All reports submitted via e-mail must be sent to: CVSDreports@doj.state.or.us




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A. Quarterly Financial Reports (QFRs)
   The Oregon Department of Justice operates funding for the VOCA Grant Program on
   a reimbursement basis, meaning that grant funds are paid to grantee agencies after
   expenditures have been made. Payments to grantees are made when CVSD receives a
   Quarterly Financial Report (QFR) form. The QFRs that are due by April 30th and
   October 31st must be accompanied by the quarterly reporting requirements as well as
   the required semi-annual statistics and narrative.

   IMPORTANT INFORMATION REGARDING PAYMENTS
     QFRs submitted without the completed outcome measure, semi-annual statistical
      and narrative reports will not be processed for reimbursement and payment will
      not be issued.
     It is the responsibility of the grantee to respond to all requests for edits or
      information made by DOJ CVSD grant unit staff in a timely manner. Failure to
      comply will delay payment.
     Grantees must use the most current forms for reporting. Payment of grant funds
      will be suspended until grantees submit data on the proper forms. CVSD
      Common Outcome Measures Quarterly Reports must also be submitted in order
      for payment to be made.
     Reimbursement payments can be processed as quickly as two weeks or take up to
      one month. This is due to the fact that the drawing down of federal funds is done
      two or sometimes three times per month. The Federal government has a black
      out on draws the last five days of each month. A draw made on a Wednesday of
      one week will arrive at DOJ the following Tuesday and it is expected that
      payments can be issued by Friday.

   OTHER IMPORTANT NOTES ABOUT QFRS:

   1. Expenditures
      Expenditures should be reported for actual approved and incurred expenses, as
      opposed to dividing the total amount of the grant into equal requests for
      reimbursement for the length of the grant. All expenditures must coincide with
      the current approved budget submitted, which will be one of the following: 1.
      the original budget submitted with the grant application; 2. an amended budget
      submitted through a re-direct; or 3. as amended via an update packet as requested
      by DOJ CVSD. QFRs are usually submitted on a quarterly basis (please see chart
      on previous page). If necessary, an agency can request to have payments made on
      a monthly basis. To make such arrangements, contact the CVSD grant monitor for
      your agency.

   2. Forms
      A copy of a QFR and accompanying instructions is located in the back of this
      Handbook. Please refer to Appendix A-1 and A-2. Grantees should download
      QFR forms from the CVSD website:
                http://www.doj.state.or.us/crimev/voca_publications.shtml.


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   3. Reviewing the Report for Accuracy
      The following are key points to consider when completing your QFR:
          o All expenses must coincide with the current, approved budget in both the
              grant and the match funds.
          o You are required to reflect your actual expenditures as opposed to dividing
              the total amount of the grant into equal requests for reimbursement. While
              this is a convenient method of requesting payment it may not necessarily
              show the actual expenditures you are charging to a grant.
          o When completing your QFR, refer to the previous QFR as your reference.
              Columns 2 & 3 are accumulative. It is necessary for you to take the
              expenses listed on your previous QFR and add the new expenses and/or
              match.
          o Please take the time to subtotal and total your columns where indicated.
          o Recheck or have another person check your calculations. Using Excel and
              inserting formulas can reduce calculation errors. Your grant monitor will
              be happy to help you with question you have on Excel formulas.


                    All requests for budget changes must be made prior to expending
                    any funds.


    It is the responsibility of the grantees to adhere to the approved budget as referenced
    in the grant agreement, or to request revisions to the budget. The main point to
    remember is that at no time may a budget modification change the scope of the
    original grant agreement. The VOCA Grant Management Handbook, Pages 40-41
    and Appendix F & G, provide more information on this requirement.

    The VOCA Grant Management Handbook, Appendix A-2, describes the process of
    completing a QFR. Please use this as a reference. However, if you have specific
    questions or need additional information, please contact your grant monitor to
    schedule a teleconference.

   4. Attachments
      Copies of check stubs, timesheets, accounts, ledgers, or other supporting
      documentation should NOT be submitted with the QFRs. These must, however,
      be retained in the agency’s VOCA grant file to be reviewed during site visits.

   5. Signatures
      Authorized officials are to submit and sign QFRs. An “Authorized Official” is
      defined as the person(s) within the agency who is legally responsible for obligating
      the organization to receive funding, to incur indebtedness and to comply with the
      requirements of the VOCA grant. In most agencies, this is either the District
      Attorney, the Chair of the Board of a nonprofit, the agency Fiscal Officer or the
      County Commissioner(s). If the District Attorney is the authorized official, he/she
      must be authorized by county commissioners to enter into grant agreements. If the

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       Executive Director of a nonprofit agency is authorized as a signatory, a copy of
       that authorization from the Board of Directors must accompany each VOCA grant
       application.

       The DOJ CVSD now allows electronic submission of reports; however, the
       grantee must to have the original report with the original signature on file. Legible
       faxes will be accepted for all reports, but the original signed QFRs also must be
       maintained in the agency’s VOCA grant file. Please choose one of the following
       methods of submission for your reports:

                                      Mailing Address:
                 Oregon Department of Justice, Crime Victims’ Services Division
                       1162 Court Street NE, Salem, Oregon 97301-4096
                Fax: (503) 378-6974            E-mail: CVSDReports@doj.state.or.us

   6. Advances
      In special circumstances, checks may be issued in advance, but not for more than
      ten percent (10%) of the VOCA funds awarded in the grant, and not for more than
      the grantee’s estimate of the amount of funds needed for a maximum of 30 days.
      A brief explanation of the reason for requesting the advance must accompany the
      QFR.

   7. Unliquidated Obligations (Cash or Accrual Basis)
      Agencies may complete QFRs based on either accrual or cash principles. Cash
      basis is the method of reporting revenues and expenses when cash is actually
      received or paid out. Accrual basis is the method of recording revenues in the
      period in which they are earned, regardless of when cash is received, and reporting
      expenses in the period when the charges are incurred, regardless of when payment
      is made.

       On occasion, agencies may incur obligations or encumber funds toward the end of
       a grant period for which payment cannot be made until after the grant period has
       ended. In such cases, agencies should only report the actual expenditures paid
       during the reporting period. Obligations made prior to the end of the grant period,
       but not yet paid, must be reported on a separate statement which details the
       encumbered, but unpaid, obligations charged to that grant award. Agencies will
       then have an additional 30 days to pay those obligations and report the expenditure
       on a final QFR.

       In most instances, these types of unliquidated obligations will be due to accrued
       payroll expenses or, on rare occasions, an approved operating expense item, which
       had been ordered by the end of the grant period but not yet paid. This procedure
       may not be used to retroactively charge off previously unreported expenses in
       order to fully expend the VOCA grant award.

   8. Final (Closeout) QFR

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       Agencies have 30 days after the end of the last or final reporting period for any
       VOCA grant (no later than October 31st ) to report expenses, request
       reimbursement and reconcile any discrepancies. If a grantee determines that
       VOCA funds will not be spent by the end of the grant period, a request for an
       extension must be submitted prior to the end of the grant period; otherwise, funds
       will be automatically deobligated and will no longer be available to the grantee.
       See Section IV A, (page 40), of this handbook on redirects and extensions.

B. Semi-Annual Performance Reports

   1. Statistics Worksheet
      Federal policy requires VOCA grantees to report statistical data on a semi-annual
      basis (see Appendix B-1, this form is also available on the DOJ CVSD website at:
      www.doj.state.or.us/crimev/voca_publications.shtml). All statistical data must be
      as accurate as possible. Therefore, grantees must be able to distinguish between
      new and ongoing clients, on at least a monthly basis, to make collection for the
      correct reporting period easier. It is essential that the proper data be collected and
      reported; such data will be used to comply with both state and federal
      requirements.

       Grantees must carefully consider who their VOCA grant clients are in order to
       accurately collect and report relevant data. In general, clients are “identifiable
       individuals who receive direct services by the staff resources reflected in the
       VOCA grant budget.”

       The following should be taken into account when determining how to collect
       VOCA statistics:
        Contacting the public individually, in groups, in person or otherwise, with
          information about the availability of services may be an important outreach
          activity, but does not constitute the actual provision of direct services; persons
          so contacted are not clients unless they actually receive the direct services
          offered through the VOCA grant; and
        Clients must be individually identifiable in order to ensure that data is
          unduplicated and to collect the necessary civil rights compliance information.
          The only exception is “Number of Phone Contacts.”

       The following information is required for the Statistics Worksheet (titled “Victims
       of Crime Act (VOCA), State Performance Report, Victim Statistics Worksheet”):
            st
        1 Chart (Type of Victimization): Unduplicated number of victims served by
           the VOCA grant by type of crime; and
            nd
        2 Chart (Type of Services Provided): Number of services provided to
           victims. A service is counted each time a client is provided such a service
           during a given report period.

       The following are examples of unduplicated data:


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          VOCA grantee provides services to a victim on October 15, 2004, January 25,
           2006 and June 8, 2006. This client will be counted as a victim only once on
           the Performance Report, unless the person is the victim of another crime.
          VOCA grantee provides services to a victim on March 15, 2006, August 18,
           2006 and September 15, 2006. While this client is counted once as a victim on
           the Statistics Worksheet, the services are counted each time a service is
           provided during each time period.
          A client attends 10 weekly support groups between November 15, 2005 and
           February 20, 2006. This client is counted only once as a victim, but can be
           documented as receiving ten (10) “Group Treatment/Support.”
          A client attends 10 weekly support group sessions between November 16,
           2005 and July 15, 2006. This client is counted six (6) times as receiving
           “Group Treatment/Support” on the Statistics Worksheet for the period of
           October 1, 2005 – March 31, 2006, and four (4) times as receiving “Group
           Treatment/Support” on the Statistics Worksheet for April 1, 2006 – September
           30, 2006.

       See Appendix B-2 for further information on the Statistics
       Worksheet.
                                                                                          GO AHEAD –
       Note: If a grant has been extended, a final statistical report covering
                                                                                       BRAG A LITTLE!
       the duration of the extension must be submitted within 30 days of
                                                                                         Even if you feel
       the grant closing.
                                                                                            that some
                                                                                        information may
   2. Narrative Report
                                                                                       not be pertinent to
      Federal regulations require that each grantee must submit a semi-
                                                                                           what is being
      annual narrative summary. Semi-annual narrative reports are not a
                                                                                         requested in the
      substitute for other specifically required report information (i.e.,
                                                                                           semi-annual
      reporting staff turnover, approval of specific expenditures, etc.).
                                                                                         report, go ahead
      The narrative form is provided on the DOJ CVSD website at:
                                                                                       and share it. Your
      www.doj.state.or.us/crimev/voca_publications.shtml
                                                                                          grant monitors
                                                                                        find it interesting
       Narratives are to include:
                                                                                       and useful to share
        Reporting on the progress of the goals, objectives, and
                                                                                         with our federal
          measurable outcomes as proposed in the grant application;
                                                                                        grant monitor or
        Information pertinent to the six-month reporting period ending
                                                                                           other VOCA
          either March 31st or September 30th of each year;
                                                                                       funded programs!
        Any new issues that hinder victim assistance programs in
          assisting crime victims in applying for crime victim
          compensation;
        Efforts to promote coordinated services;
        Efforts to serve federal crime victims;
        Notable activities to improve the delivery of services ( i.e., needs assessments,
          training, etc);
        At least one anecdote or case history illustrating ways in which VOCA funds
          have been used to assist crime victims; and

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          Emerging issues or trends.

       When submitting the final semi-annual report, you must state the final target
       outputs achieved for the entire grant period and, if any target outputs are not
       achieved, the reason.

       If a grant has been extended, a final narrative report covering the duration of the
       extension must be submitted within 30 days of the grant closing.

   3. Client Feedback on Common Outcome Measures
      All VOCA grant recipients are required to collect feedback on services provided
      using the common outcome measures as vehicle for collection. The client
      feedback will not be tied to the specific, VOCA funded project, but rather to all
      victim services provided by the program. Programs are asked to collect client
      feedback from at least 10% of appropriate clients with the goal of a 90% positive
      response.

       Programs may use Client Feedback Forms already in use in their agency.
       However, all programs are required to include the following measure that will be
       common across all VOCA funded programs:

               “The program provided me with services that helped me
                    make informed choices about my situation.”

       In addition, programs must ask the following appropriate two discipline specific
       measures:

       For programs serving primarily Domestic Violence or Sexual Assault victims:
          1. After working with this agency, I have some new ideas about how to stay
              safe.
          2. After working with this agency, I know more about resources that may be
              available, including how to access them.

       For programs serving all types of victims of crime (including Prosecutor Based
       Victim Assistance Programs):
          1. As a result of the information I received from the Victim Assistance
              Program, I better understand my rights as a victim of crime.
          2. The information given to me by the Victim Assistance Program helped me
              better understand the criminal justice system process as it relates to my
              case.

       For programs serving primarily victims of child abuse:
          1. The program staff treated my family with sensitivity and respect.
          2. The program staff was supportive in helping me to access recommended
              treatment services for my child and family.


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           Grantees are only obligated to survey appropriate clients, and should specify
           which clients will be surveyed via an internal, agency policy. For example, no
           clients in crisis would be appropriate, whereas support group clients, clients
           exiting shelter, or clients receiving follow-up services may be more appropriate.
           The instructions and reporting forms for each set of questions is located in
           Appendices H-1, H-2 and H-3. The forms are due quarterly, at the same time as
           the QFRs. Please contact your grant monitor if you are unsure of which set of
           questions to include on your client feedback form.

       4. Crime Victims’ Rights Outcome Measures (DA/CA VAP ONLY)
          As of January 2008, all City and District Attorney Victim Assistance Programs are
          required to collect feedback on victim rights by providing victims with the
          Victims’ Rights Request form. The rights a victim has chosen to request should be
          tracked on the Victims’ Rights Outcome Measures form which can be found at:
          http://www.doj.state.or.us/crimev/vap.shtml and submitted quarterly to
          CVSDreports@doj.state.or.us. The Victims’ Rights Outcome Measures form
          should not be tied to a specific VOCA funded project, but rather should be
          collected program-wide.

III. NON COMPLIANCE WITH REPORTING
All DOJ grant agreements provide that grantees who fail to meet any of the reporting
requirements included in this section (financial, narrative, statistical, or outcome measures)
shall be considered to be in default under the agreement. In such a case, DOJ has the right to
end the grant. DOJ may also reduce the award proportionately to the period for which reports
were not submitted in a timely manner.

IV. OTHER REQUIRED COMMUNICATION
   A. Budget Revisions
      It is the responsibility of the grant recipient to adhere to the approved budget as
      referenced in the grant agreement, or to request revision to the budget as change
      occurs. At no time may a budget modification change the scope of the original grant
      agreement. Funds may only be moved and spent within the scope of the approved
      services. Budget revisions do not change the total amount of funding available for the
      grant.

       If a grantee determines that any modification of the approved budget or the extension
       of the grant period is necessary, a written request (i.e., e-mail, fax, or mail) to modify
       or extend the use of VOCA funds should be made to the appropriate grant monitor,
       prior to the expenditure of funds or expiration of the grant period.              Requests
       submitted after the project end date or those that would require retroactive approval
       shall be denied, unless by exception of the CVSD Assistant Director. The denial or
       exception will be in writing and placed in the grantee file.

       A formal request from the grantee is required when:
           Redirection of funds in or out of Personnel and/or Salary; OR
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          Movement of funds that totals more than $500; OR Movement of funds that
           totals more than 10% in a budget category*, whichever is less; OR
        Extension of the project period.
  *Budget category is defined as being either Personnel Services, Services and Supplies
  or Other Services and the individual budget line items contained within.

   The grant monitor will determine whether a formal grant amendment is necessary.

   Grantees may move dollars between approved budget categories without a formal
   request when:
       The movement of funds is less than $500.00 or the movement of funds totals
          less than 10% of the total grant.

  Re-Direct Requests: The following information must be submitted when completing a
  formal re-direct request:

          Re-direct Letter of Request: Please refer to the sample letter requesting a
           re-direct of funds or extension in Appendix G.
          Re-Direct Form: Please refer to Appendix F for more information;
           however, this is for reference purposes only. It is advisable that grantees
           download the fillable form from the DOJ CVSD website.

  Redirect requests will not be considered if submitted within thirty (30) days of the
  project completion date as noted in Section 5.02 of the VOCA Grant Agreement.

   Deobligated Funds: If funds are not expended by the end of the grant period, DOJ
   CVSD will deobligate the remaining funds from the grantee. A letter will be sent to
   the grantee informing the grantee that funds have been deobligated and the grant is
   closed.

B. Achievement of Operational Status/Grant Commencement
   Each federally funded grant not achieving operational status within sixty (60) days of
   the beginning date of the grant period listed in the grant must submit a letter to DOJ
   CVSD describing: steps taken to initiate the grant; reasons for the delay; and the
   projected operational date. If the operational status is not achieved within ninety (90)
   days of the beginning of the grant period, the grant recipient must submit a second
   letter explaining the additional delay in implementation. The DOJ CVSD may, after
   reviewing the circumstances, elect to terminate the grant and redistribute the funds.

   The grantee must establish and maintain program records that document that grant
   activities are in compliance with the approved budget narrative. Such records must be
   readily available for review at the time of a site visit. This is included in your VOCA
   grant agreement(s).




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C. Termination of a Grant
   A grantee must immediately notify DOJ CVSD should they need to terminate their
   grant agreement (i.e., program closure). More information on termination by grantee
   or grantor (DOJ) can be reviewed on the sample grant agreement on the DOJ CVSD
   website at: www.doj.state.or.us/crimev/voca_publications.shtml




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                                         SECTION 6

                         FINANCIAL REQUIREMENTS

I. OFFICE OF JUSTICE PROGRAMS (OJP) FINANCIAL GUIDE
The Oregon Department of Justice, as State Administrator of VOCA, and the VOCA grant
recipients, has an ongoing responsibility throughout the grant period to faithfully uphold the
public trust which accompanies the authority to expend public funds. Recipient agencies will
therefore establish and maintain fiscal control and accounting procedures, which assure that
funds available for grants are properly disbursed, adequately controlled and accounted for in a
separate account. All organizations that receive VOCA victim assistance funds must adhere
to the financial and administrative provisions set forth in the OJP Financial Guide as
implemented by DOJ CVSD.                The guide is available via OJP’s website at:
http://www.ojp.usdoj.gov/financialguide/index.htm

II. OMB CIRCULARS/CODE OF FEDERAL REGULATIONS
    PERTAINING TO FISCAL REQUIREMENT
It is the responsibility of the recipient agency to comply with the federal guidelines contained
in the appropriately relevant Circulars. Copies of the following Office of Management and
Budget (OMB) may be obtained from the addresses shown below.

                           The Office of Management and Budget
                                    725 17th Street, NW
                                  Washington, DC 20503
                        www.whitehouse.gov/OMB/circulars/index.html

Administrative Requirements
OMB Circular A-102: “Grants and Cooperative Agreements with State and Local
Governments.” This Circular establishes standards for administration of grants with state and
local government agencies.

2 CFR Part 215: “Grants and Agreements with Institutions of Higher Education, Hospitals,
and Other Nonprofit Organizations.”          This Circular establishes standards for the
administration of grants to institutions of higher education, hospitals, and other nonprofit
organizations. (formerly known as OMB Circular A-110)

Cost Principles
2 CFR Part 220: “Cost Principles for Educational Institutions.” This Circular establishes
principles and standards for determining costs applicable to grants and contracts with
educational institutions. (formerly known as OMB Circular A-21)

2 CFR Part 230: “Cost Principles for Nonprofit Organizations.” This Circular establishes
principles for determining costs of grants, contracts, and other agreements with nonprofit
organizations. (formerly known as OMB Circular A-122)

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2 CFR Part 225: “Cost Principles for State, Local and Indian Tribal Governments.” This
Circular establishes principles and standards for determining costs applicable to grants and
contracts with state, local and Indian tribal units of government. (formerly known as OMB
Circular A-87)

Audit Requirements
OMB Circular A-133:          “Audits of States, Local Governments, and Nonprofit
Organizations.” This Circular covers audit requirements for states, local governments, and
nonprofit institutions.

III. AWARD REQUIREMENTS
    A. Standards for Financial Management Systems
      All grantees are required to establish and maintain grant accounting systems and
      financial records to accurately account for awarded funds. When applicable, these
      records shall include both federal funds and all matching funds of state, local, and
      private organizations. Grantees shall expend and account for grant funds in
      accordance with state laws and procedures for expending and accounting for their own
      funds.

       1. Accounting Systems
          Each grantee is responsible for establishing and maintaining an adequate system of
          accounting and internal controls. Each grantee is also responsible for ensuring that
          an adequate system exists for any subcontractors, when applicable. The grantee is
          free to use any accounting system that the grant recipient has established if the
          system meets the following minimum criteria:

              Each grant should be accounted for separately. Each grant award is regarded
               as coming from a separate fund source and should be accounted for as such.
               All grant records should reflect the grant number listed on the award
               documents;
              Entries in the accounting records should refer to manual documentation that
               supports the entry and which can be readily located;
              Receipts should be classified by source of funding (i.e., the name and number
               of the grant to which the associated costs have been charged). As a matter of
               convenience, grantees are encouraged to use the grant award number assigned
               to the grant by DOJ CVSD, unless currently existing agency coding structures
               prevents this practice. If costs attributable to the grant program include those
               from sources other than the federal grant, such as match, donations, income
               earned by the grant, or funds from other sources, this should be clearly noted
               on receipts;
              Expenditures should be classified by the budget categories included in the
               grant application. All expenditure documents, regardless of type, must include
               the assigned grant number. Non-federal matching funds required at the grant
               level must be classified in these same budget categories;


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    VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
          The accounting system must be such as to provide adequate information for the
           prompt and accurate submission of QFRs;
          The accounting system should be integrated with an adequate system of
           internal controls to safeguard the funds and assets covered, check the accuracy
           and reliability of accounting data, promote operational efficiency and
           encourage adherence to prescribed management policies. The internal controls
           should be documented in written procedures and be followed consistently;
          The accounting system should include a system of property records for all
           equipment. At a minimum this should include information on the acquisition
           date, serial numbers, equipment value and funding source(s) used to obtain the
           items (please refer to Appendix D-1 to D-3 for more information);
          All required financial records shall be maintained for three years from the date
           of the end of the federal grant period or until all questions arising from audits
           have been resolved, if questions cannot be resolved within three years; and
          A file shall be kept on each VOCA grant. The file should reflect the grant
           number and contain at least the following items:

               a. Grant award documents;
               b. Grant amendments or any changes to the grant award;
               c. Supporting documentation of any expenditures pertaining to this grant
                  (i.e., original receipts, invoices, etc.);
               d. Documentation of employee and volunteer timesheets as pertains to the
                  grant;
               e. Signed copies of any contract supported by the grant;
               f. Documentation for grant match;
               g. Signed copies of QFRs and Semi-Annual Statistical and Narrative
                  Reports;
               h. Documentation of received VOCA reimbursement checks;
               i. Property records of equipment purchased with VOCA grant funds,
                  including serial numbers; and
               j. Other pertinent information (i.e., correspondence with grant monitor,
                  memos from DOJ CVSD, training information, etc.)

       Additionally, it is recommended that the following items are retained with those
       listed above: program application submitted for VOCA funds, VOCA Grant
       Management Handbook, reporting requirements, monthly revenue and expenditure
       reports, correspondence, DOJ CVSD reports such as site visits and DOJ CVSD
       Request for Application (RFA).

   2. Commingling of Funds
      Federal agencies shall not require physical segregations of cash deposits or the
      establishment of any eligibility requirements for funds which are provided to a
      grantee. However, the accounting system of all grantees must ensure that VOCA
      funds are not commingled with funds from any other source. Funds specifically
      budgeted and/or received for one grant project may not be used to support another.
      Revenues and expenditures for each grant should be separately identified and

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VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
       tracked within the grantee’s accounting system or records. Where a grantee’s
       accounting system cannot comply with this requirement, the grantee shall establish
       a system to provide adequate fund accountability for each grant awarded.

                      Funds should not be commingled on a program-by-program or
                       project-by-project basis. Individual accounts or cost centers
                      should be established to control the funds for each grant. Proof
                         of this will be requested as part of a site visit or desk audit.

   3. Grantee Accounting Responsibilities

       a. Audit Requirements
          Grantees must meet the necessary audit requirements contained in the OJP
          Financial Guide: http://www.ojp.usdoj.gov/financialguide/index.htm. Non-
          federal entities that expend $500,000 or more in federal funds (from all sources
          including pass-through sub-awards) in the organization fiscal year shall have a
          single organization-wide audit conducted in accordance with the provisions of
          OMB Circular A-133 (codified at 28 CFR Parts 66 and 70). Audits are due no
          later than nine (9) months after the close of each fiscal year during the term of
          the award. Non-federal entities that expend less than $500,000 a year in
          federal awards are exempt from federal audit requirements for that year.

           Audit costs for audits not required or performed in accordance with OMB
           Circular A-133 are unallowable. If a grantee did not expend $500,000 or more
           federal funds in its fiscal year, but contracted with a certified public accountant
           to perform an audit, these costs may not be charged to the grant. Grantees are
           not required to send copies of audits to DOJ CVSD unless they are required to
           conduct single organization-wide audits.

       b. Reporting of Irregularities
          Grantees are responsible for promptly notifying DOJ CVSD of any illegal acts
          or irregularities and of proposed and actual actions, if any. Illegal acts and
          irregularities include conflicts of interest, falsification of records or reports,
          and misappropriation of funds or other assets.

B. Program Income
   Any revenue generated by VOCA grant activities is considered program income. Any
   earned program income requires advance approval by DOJ CVSD and by the Office of
   the Comptroller for the U.S. Justice Department, Office of Justice Programs. DOJ
   CVSD discourages applications that include any component that generates program
   income.

C. Property and Equipment
   Inventory information on equipment purchased with VOCA funds must be kept in the
   grantees’ VOCA file. A control system shall be in effect to ensure adequate
   safeguards to prevent loss, damage or theft to nonexpendable personal equipment.

                                                                                                  46
VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
    Any loss, damage or theft of nonexpendable personal equipment shall be investigated,
    fully documented and made part of the grant file. DOJ CVSD uses the federal
    definition of equipment: “Tangible nonexpendable personal property having a useful
    life of more than one year and an acquisition cost of $5,000 or more per unit.”

    At a minimum, property records must be maintained with the following: a description
    of the property and a serial number or other identifying number; identification of title
    holder; the acquisition date; the cost and the percentage of VOCA funds supporting
    the purchase; the location, use, and condition of the property; and any disposition data,
    including the date of disposal and sale price. Federal policies and procedures on the
    acquisition and disbursement of the equipment, in the event the grant recipient no
    longer receives a VOCA grant, will be applied. Please refer to Appendix D-1 to D-3
    for more information.

    Positive efforts should be made to utilize goods and services from small business and
    minority-owned business sources. Such efforts should allow these sources the
    maximum feasible opportunity to compete. Such positive efforts may include small
    business and minority set-asides, the break-out of work that could be readily handled
    by small business or minority firms, and should include the aggressive recruitment of
    small business and minority firms for bidder’s lists.

D. Procurement Standards
    Competitive bids should be secured for all contracts and purchases over $10,000. If
    only one bid is received, written approval must be obtained from DOJ CVSD before
    the contract is signed. When only one bid is received or only one vendor is contacted,
    the purchase is deemed to be sole source procurement. Sole source procurement must
    be justified. Any sole source procurement over $10,000 does not need prior approval;
    however, grantees must retain documentation to justify sole source procurement under
    $10,000.




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 VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
                                           SECTION 7

                              GRANTEE MONITORING
I. OVERVIEW
DOJ CVSD is responsible for the monitoring of grant recipient awards to ensure compliance
with applicable federal and state guidelines. DOJ CVSD will provide program and fiscal
monitoring and evaluation of grants between DOJ CVSD and grant recipients. Monitoring is
conducted to determine if the grant recipient is adequately providing services outlined in their
grant application and in accordance with the DOJ CVSD Grant Agreement, established
program policies and procedures and this Handbook. Accomplishing these grant recipient
monitoring objectives is achieved through a variety of monitoring techniques, including grant
monitors’ review of reports, the telephone interview and on-site visits to the grant recipient
agency.

II.       SITE VISITS
A site visit may be prompted by: concerns within the agency, either as reported to the grant
monitor by the agency or other parties; routine time for a visit (24 months since last visit),
with no apparent concerns; or a request for a site visit by the grantee. Prior to the scheduled,
in-person visit to the location of a grantee, a structured telephone interview will be held with
the director or project manager. The telephone interview and in-person site visit will include
a review of the following:

         Program administration;
         Financial reporting and accounting;
         Systems and controls;
         Program service delivery; and
         Compliance with federal and state regulations/guidelines as appropriate.

Each grantee is responsible for keeping records that fully disclose the amount and disposition
of the proceeds of the grant. This includes financial documentation for disbursements, daily
time/attendance records specifying time devoted to VOCA allowable victim services, client
files, the portion of the grant supplied by other sources of revenue, job descriptions, contracts
for services, receipts and other records which facilitate an effective site visit or desk review.

Records shall also be kept pertaining to the total cost of the services for which the grant is
awarded, the amount and disposition of the proceeds of the grant, and the amount and
disposition of that portion of total costs provided from nonfederal sources. The procedures
developed by each grant must provide for the accurate and timely recording of the receipt of
funds, expenditures and unexpended balances. Adequate documentation of each transaction
shall be maintained to permit the determination, through a site visit or desk review, of the
accuracy of the records and whether expenditures charged to grant funds are allowable. All
records relating to the VOCA grant must be retained and available for inspection for a period
of three (3) years following the end of the federal grant period (the grant end date). Please

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      VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
refer to Appendix K for a copy of the grant monitoring form used by your DOJ CVSD grant
monitor for both the telephone and in-person portions of your program review.

III. FAILURE TO COMPLY WITH THE TERMS AND CONDITIONS
     OF A VOCA GRANT
If a grantee significantly fails to comply with the terms and conditions of a grant agreement,
including civil rights requirements, whether stated in a federal statute, regulation, assurance
application or notice of award, DOJ CVSD may take one or more of the following actions, as
appropriate per the circumstance:
     Temporarily withhold cash payments pending correction of the deficiency by the
        grantee;
     Disallow (that is, deny both use of funds and any applicable matching credit) for all or
        part of the cost of the activity or action not in compliance;
     Completely or partially suspend or terminate the current grant;
     Withhold further grants for the agency or program; and
     Take other remedies that may be legally available.

DOJ CVSD may, after reasonable notice, terminate or suspend funding for a grantee
organization that fails to conform to the requirements or objectives of the Victims of Crime
Act, and/or that fails to comply substantially with the DOJ CVSD grant agreement. In that
event, the grantee shall be entitled to receive equitable compensation for satisfactory,
authorized services completed as of the termination date.

If the grantee fails to fulfill its VOCA grant obligation in a timely manner, DOJ CVSD shall
have the right to immediately terminate or suspend the grant and withhold payments in excess
of fair compensation for completed services. Notwithstanding the above, the grantee shall not
be relieved of liability to DOJ CVSD for damages sustained by virtue of any breach of the
grant agreement by the grantee.

While termination of funding will not be exercised without prior written notice to the grantee,
any consideration of future grant requests may be influenced by the gravity and extent of the
irregularities causing the termination as determined by DOJ CVSD. Failure by a grantee to
comply with the terms of the grant agreement or of the requirement described in this
Handbook may be considered grounds for termination of grantee funding.

In the event of a formal allegation or a finding of fraud, waste and/or abuse of VOCA funds,
DOJ CVSD must be immediately notified. DOJ CVSD will then notify the Office for Victims
of Crime. Suspension or termination of funds may be lifted when the grant recipient
organization has demonstrated substantial compliance. Termination or suspension action will
only be taken as a last resort. The staff of DOJ CVSD is committed to assisting grantees to
realize the success of any given grant and will utilize all reasonable means to resolve
problems or address potentially critical issues. Whenever possible, and in the best interest of
victims, assistance will be provided to grantee agencies to prevent such actions.




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    VOCA Grant Monitors: (503) 378-5344  http://www.doj.state.or.us/crimev/voca_publications.shtml
APPENDICES
         &
       FORMS
The forms included in this Handbook are suitable
for informational purposes only; they are not user-
friendly for inputting on a computer.

Fillable forms are available on the DOJ website at:
http://www.doj.state.or.us/crimev/grantee_resources.shtml
                                                                                                                        Appendix A-1

                              VOCA QUARTERLY FINANCIAL REPORT
ORGANIZATION NAME:
Department of Justice                          CFDA# 16.575                             VOCA Award #:
Crime Victims' Services Division                                                    Total Grant Amount:
                                        Employer Federal ID Number:                        Final Report:        Yes              No
Please submit reports to:                                                                Type of Report:        Basic            Project

cvsdreports@doj.state.or.us                                                             Basis of Report:        Cash             Accrual

                                                    1                          2                                        3
         REPORT PERIOD                 VOCA EXPENDITURES FOR VOCA EXPENDITURES TO                                 MATCH TO DATE
                                         THE LAST 3 MONTHS                  DATE
     October 1 - December 31             This Report Period Only Total Spending Since Day 1 of               Cumulative Match Since Day 1
                                                                           the Grant                                   of Grant
                                                           Personnel Services
A. Salaries                                                                                        $0.00
B. Benefits                                                                                        $0.00
                   Subtotal A & B                               $0.00                              $0.00                                   $0.00
                                                           Services & Supplies
C. Contractual Services                                                                            $0.00
D. Travel                                                                                          $0.00
E. Training                                                                                        $0.00
F. Office Supplies                                                                                 $0.00
G. Postage                                                                                         $0.00
H. Printing / Copying                                                                              $0.00
I. Telephone                                                                                       $0.00
J. Equipment Rental                                                                                $0.00
          Subtotal C through J                                 $0.00                               $0.00                                   $0.00
                                                             Miscellaneous
K. Rent/Occupancy/Space                                                             $0.00
L. Emergency Services                                                               $0.00
M. Audit Costs                                                                      $0.00
N. Capital Outlay                                                                   $0.00
O. Other (Describe)                                                                 $0.00
         Subtotal K through O                                   $0.00               $0.00                                                  $0.00
             GRAND TOTAL:                                       $0.00               $0.00                                                  $0.00
  TOTAL GRANT AMOUNT:                                           $0.00 BALANCE REMAINING:                                                   $0.00
                                                                         (Subtract Total Grant Award Amount from Grand Total in Column #2)


 GRAND TOTAL in Column #2:                                      $0.00      Do you have Unliquidated Obligations?
       Subtract the amount DOJ                                             If yes, how much?
     has paid you up to this date:                               $0.00
     (Optional: Add Request for                                            Do you have VOCA Program Income?
                     Advance)*:                                  $0.00     If yes, how much?

TOTAL CURRENT REQUEST:                                          $0.00


Authorized Signature:                                                    Contact Person:
Title:                                                                   Phone:
Date:                                                                    Email:
*Please attach brief explanation for any Advance Request                                                    Excel updated 9.08


           This form is included for your reference
                  and is not intended for use
                                                                                          Appendix A-2

           QUARTERLY FINANCIAL REPORT: INSTRUCTIONS
Note: The revised Quarterly Financial Report (QFR) is pre-formatted with Excel formulae. Most
information placed into the first quarter QFR will automatically fill into the following quarters; column 3,
match, is an exception. This information must be entered manually each quarter. Should you require an
alternate format or have questions using the form, please contact your grant monitor.
Top Section: is essential information in order for the Oregon Department of Justice to make a payment.
  Organization Name (autofill)
  Award Number – Full award number (##-####). (autofill)
  Award Amount – Amount of awarded federal funds (not including match). (autofill)
  Final Report – If you have a “0” Remaining Balance or are deobligating funds, state “Yes”;
     otherwise, all other QFRs would not be a final report and grantee should choose “No.”
  Type of Report – Basic or Project
  Basis of Report – Cash or Accrual.
  Report Period/Year – The quarter/months and year for which reimbursement funds are being
     requested. This section has been pre-filled for every quarter/month.

Middle Section: looks more complicated than it really is.
  Column 1 – “VOCA Expenditures for This Report Period.” Fill in the amount of money expended
   this period. These amounts will autofill into Column 2 as well as subtotal.
  Column 2 – This is the total amount of VOCA funds spent so far in this grant cycle. This column
   will autofill once an amount is entered into Column 1.
  Column 3 – “Match to Date.” Match should be reported as it is accrued. Amounts in this column
   will continue to be entered manually each quarter/month.
   It is OK for grantees to accrue and report match unequally throughout the grant. However, you may
   be contacted by a grant monitor if you fall below the 25% match requirement at any time during the
   grant. By the award end date, the match must equal 25% of the federal VOCA funds awarded (or
   20% of the total grant, including match).
  Total Award Amount – Amount of awarded federal funds (not including match). (autofill)
  Balance Remaining – Total award minus Column 2. (autofill) If you have asked for an advance, do
   not subtract this amount from the balance remaining.
Lower Section: read carefully, this section can be tricky even if you think you understand the process.
  Total Expenditures to Date – This is the total from Column 2. (autofill)
  Subtract Total Amount Previously Paid by DOJ for this Grant – This is the total amount of funds
   received so far from CVSD in previous reporting periods (including advances). (autofill)
  Add Request for Advance – Include requested advance for this period, if any. The advance request
   can be no more than 10% of the total VOCA award. A brief explanation of the request for advance
   must be attached to the QFR.
  TOTAL CURRENT REQUEST – The amount requested for this report period (Subtotal plus Add
   Request for Advance). (autofill)
  Unliquidated Obligations – The amount of obligations incurred in connection with a specific
   subgrant but not yet paid (see page 36).
  VOCA Program Income – Generation of program income is strongly discouraged.
                                                                                                                 Appendix B-1

               VICTIMS OF CRIME ACT (VOCA) BASIC SEMI-ANNUAL
                          VICTIM STATISTICS REPORT
Organization Name:                                                                VOCA Award #
Instructions: This revised SemiAnnual Statistical form will be used for the two (2) statistical reports for this grant. All yellow
cells are fillable. Each column will autofill the total. Each row will autofill the total into the "Year to Date". Submit the entire
form to CVSDreports@doj.state.or.us.
        TYPE OF VICTIMIZATION                             ACTUAL # OF                ACTUAL # OF              YEAR TO DATE
     (Count each victim only once each year, by             VICTIMS                    VICTIMS                 TOTAL # OF
      predominant type of crime per incident.)             10/1 – 3/30                 4/1 – 9/30               VICTIMS
1. Child Victims of Physical Abuse                                                                                       0
2. Child Victims of Sexual Abuse                                                                                         0
3. Victims of DUI/DWI                                                                                                    0
4. Victims of Domestic Violence                                                                                          0
5. Adult Victims of Sexual Assault                                                                                       0
6. Elder Abuse                                                                                                           0
7. Adults Molested as Children                                                                                           0
8. Survivors of Homicide Victims                                                                                         0
9. Robbery                                                                                                               0
10. Assault                                                                                                              0
11. Other (please describe)                                                                                              0
                                             TOTAL                  0                          0                         0
                                                           TOTAL                         TOTAL                YEAR TO DATE
   TYPE OF SERVICES PROVIDED                              SERVICES                     SERVICES                  TOTAL #
            (duplicated)                                PROVIDED 10/1                  PROVIDED                 SERVICES
                                                            – 3/30                      4/1 – 9/30              PROVIDED
1. Crisis Counseling                                                                                                0
2. Follow-up Contact                                                                                                0
3. Therapy                                                                                                          0
4. Group Treatment / Support                                                                                        0
5. Shelter / Safe House                                                                                             0
6. Information & Referral (in-person)                                                                               0
7. Criminal Justice Support / Advocacy                                                                              0
8. Emergency Financial Assistance                                                                                   0
9. Emergency Legal Advocacy                                                                                         0
10. Assistance in Filing Compensation Claims                                                                        0
11. Personal Advocacy                                                                                               0
12. Information & Referral (telephone)                                                                              0
13. Crisis Hotline                                                                                                  0
                                       TOTAL                        0                          0                    0

             STAFF STATISTICS                                       10/1 – 3/30                              4/1 – 9/30

1. What is the total FTE this grant pays for:
2. What position(s) does this grant pay for:
3. List the last names of the staff being paid:
4.Total # of direct service volunteer hours
provided in conjunction with this grant during this
reporting period:
                                                                                                    VOCA Statistic Form Updated 1.2009
                                                                                                             Appendix B-2

                  INSTRUCTIONS AND SERVICE DELIVERY DEFINITIONS
Top Section: Type of Victimization
This section should include figures that are unduplicated. Please see the examples provided on reporting
unduplicated data on pages 37-38 of this Handbook.

Bottom Section: Service Delivery
Report only the VOCA-funded services provided by this grant. Below is a description of the services.
1)    Crisis Counseling. Refers to in-person crisis intervention, emotional support, and guidance and counseling on
      an individual basis provided by counselors, mental health professionals or peers. Such counseling may occur:
      a) at the scene of a crime; b) immediately after a crime; c) at the first, in-person contact between a counselor
      and victim (this would include meeting a victim in an emergency room, police station, district attorney’s
      office, etc.); d) during in-person contact for the duration of the crisis experience; or e) in the case of survivors
      of homicide victims of DUI/DWI, counseling may occur months after the victimization.
2)    Follow-up Contact. Refers to individual emotional support, empathetic listening, and guidance for other than
      crisis reactions after the victimization.
3)    Therapy. Refers to intensive professional psychological/psychiatric treatment for individuals, couples, and
      family members. This includes the evaluation of mental health needs, as well as the actual delivery of
      psychotherapy.
4)    Group Treatment/Support. Refers to the coordination and provision of supportive group activities. This
      category includes self-help, peer, social support, drop-in groups, and community crisis intervention in a group
      setting.
5)    Shelter/Safe House. Refers to offering short-term and long-term housing and related support services to
      victims and members of their family following victimization.
6)    Information and Referral (in-person). Refers to in-person contacts with the victim and identifying services
      offered and support available by the subgrants project and other community agencies.
7)    Criminal Justice Support/Advocacy. Refers to law enforcement and prosecution investigation support,
      assistance during investigation, and explanation of procedures, etc. Included in this definition are: court-
      related support, i.e., court orientation, court escort, case appearance notification, case status and disposition
      information, victim impact reports, assistance with restitution, witness fees, intimidation or protection services,
      transportation, child care, property return, etc.; and post-sentencing services following the disposition of a
      criminal court proceeding, including offender release notification at the probation, parole, and pardon stages of
      the criminal justice system, etc.
8)    Emergency Financial Assistance. Refers to locating emergency loans and petty cash; assistance in filing for
      losses covered by public and private insurance programs including worker’s compensation, unemployment
      benefits, welfare, and Medicare; and payment for taxis, food, emergency shelter, and clothing.
9)    Emergency Legal Advocacy. Refers to filing temporary restraining orders, injunctions and other protective
      orders, elder abuse petitions, and child abuse petitions but does not include criminal prosecution or the
      employment of private attorneys for non-emergency purposes.
10)   Assistance in Filing Compensation Claims. Includes making victims aware of the availability of crime
      victim compensation and assisting the victim in completing the required forms and in gathering the needed
      documentation. It may also include follow-up contact with the victim compensation agency on behalf of the
      victim.
11)   Personal Advocacy. Refers to assisting victims in securing rights and services from other agencies;
      intervention with employers, creditors and others on behalf of the victim; and other general information on
      rights and remedies available to the victim.
12)   Information and Referral (telephone). Refers to telephone contacts with the victim and identifying services
      offered and support available by subgrant projects and other community agencies.
13)   Crisis Hotline. Typically refers to the operation of a 24-hour telephone service, 7 days a week, which
      provides counseling, and information and referral to victims and survivors.
14)   Other. Identify any services not listed that are offered to crime victims by the subgrant program.
                                                                                         Appendix C



             VOCA SEMI-ANNUAL NARRATIVE REPORT
Agency Name:                                        VOCA Grant #
Check one:  VOCA Basic Program Grant             VOCA Project Grant
Is this the final narrative report?  Yes  No
For Reporting Period:  10/1-3/31         4/1-9/30   Year:

VOCA Semi-Annual Narratives MUST be completed in this format. Submit a separate form for each
VOCA grant. Please use as much space as you need to answer each question.

1. Report on the progress made in reaching the original Target Outputs (Measurable Outcomes) specific
   to this VOCA funded project.
        Restate the Target Outputs proposed in the original application.
        Report on the actual Target Outputs achieved during this grant period.


1a. AND, if this is the Final Semi-Annual Report:
        State the final Target Outputs achieved for the entire grant period.
        If any of the final Target Outputs are lower than proposed in the original application, please
          explain.

2. Provide information pertinent to the project funded by this VOCA grant during this 6-month reporting
   period. (Note: The information should be specific to this VOCA funded project.)

3. Describe any new issues that hinder your agency in assisting crime victims in applying for Crime
   Victim Compensation. (Note: The information can be agency-wide, not just specific to this grant.)

4. Describe your agency’s efforts to promote coordinated services for assisting victims of crime. (Note:
   The information can be agency-wide, not just specific to this grant.)

5. Describe your agency’s efforts to serve federal crime victims. (Note: The information can be agency-
   wide, not just specific to this grant.)

6. Describe notable agency or program activities (if any) to improve the delivery of services to victims of
   crime (i.e., needs assessments, trainings, etc.). (Note: The information can be agency-wide, not just
   specific to this grant.)

7. Provide at least one anecdote or case history illustrating ways in which these VOCA funds have been
   used to assist crime victims. (Note: The information should be specific to this VOCA funded project.)

8. Please describe any emerging issues or trends in your agency or community in regards to services to
   victims of crime. (Note: The information can be agency-wide, not just specific to this grant.)
                                                                                      Appendix D-1

              PROPERTY AND EQUIPMENT REQUIREMENTS
(From OJP Financial Guide: The term “property” in this appendix is used similarly with the term
“capital outlay” described in the Handbook.)

Acquisition of Property and Equipment. Grantees are required to be prudent in the acquisition and
management of property with federal funds. Expenditure of funds for the acquisition of new
property, when suitable property required for the successful execution of grants is already available
within the grantee organization, will be considered an unnecessary expenditure.

Screening. Careful screening should take place before acquiring property in order to ensure that it
is needed, with particular consideration given to whether equipment already in the possession of the
grantee organization can meet identified needs. While there is no prescribed standard for such
review, grantee procedures may establish levels of review dependent on factors such as the cost of
the proposed equipment and the size of the recipient or grant recipient organization. The
establishment of a screening committee may facilitate the process; however, a grantee may utilize
other management techniques which if finds effective as a basis for determining that the property is
needed and that it is not already available within the grantee’s organization.

The awarding agency’s program monitors must ensure that the screening referenced above takes
place and that the grantee has an effective system for property management. Grantees are hereby
informed that, if the awarding agency is made aware that the grantee does not employ an adequate
property management system, grant costs associated with the acquisition of the property may be
disallowed.

Loss, Damage, or Theft of Equipment. Grantees are responsible for replacing or repairing the
property, which is willfully or negligently lost, stolen, damaged, or destroyed. Any loss, damage, or
theft of the property must be investigated, and fully documented and made part of the official grant
records.

Equipment Acquired with Victims of Crime Act (VOCA) Assistance Funds. Equipment acquired
under an award shall be used and managed to ensure that the equipment is used for criminal justice
purposes. Standards and procedures governing ownership, use, management, and disposition are as
follows:

1. Title. Title to equipment acquired under an award or sub-award will vest upon acquisition in the
   recipient or grant recipient subject to the obligations and conditions set forth in 2 CFR Part 215.

2. Use.
   a. A state shall use equipment acquired under an award by the state in accordance with state
      laws and procedures. The awarding agency encourages the states to follow the procedures
      set forth in this guide.
   b. Other government recipients and grant recipients shall use equipment in accordance with the
      following requirements:
                                                                                    Appendix D-2

       1. Equipment must be used by the grantee in the program or grant for which it was
          acquired as long as needed, whether or not the grant or program continues to be
          supported by federal funds. When no longer needed for the original program or grant,
          the equipment may be used in other activities currently or previously supported by a
          federal agency.
       2. The grantee shall also make equipment available for use on other grants or programs
          currently or previously supported by the federal government, providing such use does
          not interfere with the work on the grants or programs for which it was originally
          acquired. First preference for other use shall be given to other programs or grants
          supported by the awarding agency. User fees should be considered and treated as
          program income to the grant, if appropriate.
       3. Notwithstanding program income, the grantee shall not use equipment acquired with
          funds to provide services for a fee to compete unfairly with private companies that
          provide equivalent services, unless specifically permitted or contemplated by federal
          statute.
       4. When acquiring replacement equipment, grantees may use the equipment to be replaced
          as a trade-in or sell the equipment and use the proceeds to offset the cost of the
          replacement equipment subject to the written approval of the awarding agency.

3. Management
   a. A state shall manage equipment acquired under an award by the state, in accordance with
      state laws and procedures.
   b. Other government recipient and grant recipient procedures for managing equipment
      (including replacement), whether acquired in whole or in part with grant funds, will, at a
      minimum, meet the following requirements:
      1. Property records must be maintained which include:
          a. Description of the property;
          b. Serial number or other identification number;
          c. Source of the property;
          d. Identification of who holds the title;
          e. Acquisition date;
          f. Cost of the property;
          g. Percentage of federal participation in the cost of the property;
          h. Location of property;
          i. Use and condition of the property; and
          j. Disposition data including the date of disposal and sale price.
      2. A physical inventory of the property must be taken and the results reconciled with the
          property records at least once every two years.
      3. A control system must exist to ensure adequate safeguards to prevent:
          a. Loss;
          b. Damage; or
          c. Theft of the property.
          Any loss, damage, or theft shall be investigated by the grantee, as appropriate.
      4. Adequate maintenance procedures must exist to keep the property in good condition.
      5. If the grantee is authorized or required to sell the property, proper sales procedures must
          be established to ensure the highest possible return.
                                                                                   Appendix D-3

4. Disposition
   a. A state recipient shall dispose of its equipment acquired under the award in accordance with
      state laws and procedures.
   b. Other government recipients and grant recipients shall dispose of the equipment when
      original or replacement equipment acquired under the award or sub-award is not longer
      needed for the original grant or program or for other activities currently or previously
      supported by a federal agency. Disposition of the equipment will be made as follows:
      1. Items with a current per unit fair market value of less than $5,000 may be retained, sold,
          or otherwise disposed of with no further obligation to the awarding agency;
      2. Items with a current per unit fair market value in excess of $5,000 may be retained or
          sold and the awarding agency shall have a right to an amount calculated by multiplying
          the current market value or proceeds from sale by the awarding agency’s share of the
          equipment. Seller is also eligible for sale costs; and
      3. In cases where a grantee fails to take appropriate disposition actions, the awarding
          agency may direct the grantee to take other disposition actions.
                                                                                                      Appendix E

     QUICK REFERENCE CHART: SERVICES AND SUPPLIES VOCA FUNDS CAN PAY FOR
                            Type of Service, Activity or Cost                             Allowable     Not Allowable
Administration time (to complete VOCA documentation)                                          X
Audits (receiving less than $500,000 in federal funds)                                                       X
Building purchase                                                                                            X
Capital improvements and construction (limited                                                               X
Cell phones for staff and volunteers                                                         X
Cell phones for victims                                                                                      X
Computers                                                                                    X
Conference costs for individual crime victims                                                                X
Contractors for professional services (limited)                                              X
Coordination efforts (i.e., task forces)                                                                     X
Counseling, group treatment, and therapy                                                     X
Equipment and furniture                                                                      X
Forensic examinations for sexual assault victims                                             X
Fundraising activities                                                                                       X
Heat and electricity (for program)                                                           X
Immediate health and safety needs (i.e., emergency services)                                 X
Indirect costs                                                                                               X
Investment of VOCA grant funds                                                                               X
Leasing vehicles                                                                             X
Liability insurance for buildings, property                                                                  X
Liability insurance for staff                                                                X
Lobbying and administrative advocacy                                                                         X
Membership fees (limited) for victim services & issues (for agency, not individuals)         X
Mortgage payments                                                                                            X
Most medical costs                                                                                           X
Needs assessments, surveys, studies, research and evaluations                                                X
Non-emergency legal representation (i.e., divorces)                                                          X
Operating costs (providing direct services to victims)                                       X
Pager for staff and volunteers                                                               X
Perpetrator rehabilitation and counseling                                                                    X
Presentations: crime prevention/community education                                                          X
Presentations: to public to help identify crime victims and increase access to services      X
Prevention activities                                                                                        X
Property insurance on equipment (pro-rated)                                                  X
Prosecution activities                                                                                       X
Reimbursements to crime victims’ property losses                                                             X
Rent ( for victim services program)                                                          X
Restorative justice/victim-offender meetings (restricted)                                    X
Repair or replacement of essential items                                                     X
Salaries and benefits of victim services staff                                               X
Security systems for program/agency                                                          X
Telephone service                                                                            X
Trainings for individuals not providing direct services                                                      X
Trainings for staff, training materials                                                      X
Transportation expenses                                                                      X
Vehicle purchase                                                                                             X
Victim relocation expenses                                                                                   X
Volunteer coordinator position                                                               X
Water and sewer                                                                              X
Witness activities (for those who are not crime victims)                                                     X
                                                                                                   Appendix F



                                       VOCA RE-DIRECT FORM
                       2009 VOCA RE-DIRECT FORM: VOCA GRANT#: _____________________
______________________________________________________________             ____________________________________
ORGANIZATION NAME                                                          PROJECT PERIOD
                                        Original Total Budget
                                                                               Proposed Re-direct Budget
                                         for the Grant Project
                                                                 Narrative Description
                                     VOCA MATCH MATCH                                    VOCA MATCH MATCH
                                                                 of Proposed Re-direct
                                     FUNDS FUNDS            TYPE                        FUNDS FUNDS      TYPE
                                                                       Activities
Personnel
Salaries
Benefits
       TOTAL PERSONNEL SERVICES
Services and Supplies
Contractual Services
Travel
Training
Office Supplies
Postage
Printing/Copying
Telephone
Equipment Rental
    TOTAL SERVICES AND SUPPLIES
Other Services
Rent
Emergency Services
Audit Costs
Capital Outlay
Other (describe)
             TOTAL OTHER SERVICES
               TOTAL EXPENDITURES
Provide a brief explanation of budget changes: ______________________________________________________________________
____________________________________________________________________________________________________________
                                                                                  APPENDIX G


       SAMPLE LETTER REQUESTING A RE-DIRECT OR EXTENSION
                           VOCA VICTIM ASSISTANCE PROGRAM
                                 ANYWHERE, OREGON


March 22, 2009


Nancy Walker, VOCA Fund Coordinator
Oregon Department of Justice
Crime Victims’ Services Division
1162 Court Street NE
Salem, OR 97301-4096

RE: Re-direct Request:       VOCA Basic Grant #08-0011
    Extension Request:       VOCA Project Grant #08-0022

Dear Nancy:

This letter is being written regarding Grant #08-0011, which funds the Volunteer Coordinator
position. Due to a change in Volunteer Coordinators several months ago, and the fact that the
new Volunteer Coordinator was hired at a lower wage than that paid to the former, there is a
small excess of funds in the Personal Services line item of our budget.

Those funds would be well spent in purchasing a computer for the volunteers in our office as we
have only one available for staff use. With an additional computer, our volunteers could
frequently assist in sending notification letters to victims. Therefore, I request funding in the
amount of $1,374 be re-directed toward the purchase of a computer. The $1,374 is the total
amount of personal services savings mentioned in the first paragraph. Enclosed is a re-direct
form that states the revised Budget Page and a revised Budget Narrative for VOCA Grant #08-
0011.

As you may know, I have had difficulty in hiring the 1.0 FTE Hispanic Advocate funded through
VOCA Grant #08-0022. The first person hired resigned after two months, and it took another
two months to hire the second person. This has resulted in this position being vacant four of the
seven months of the grant, leaving $13,300 in unexpended funds. Consequently, I am asking to
extend this grant from 9/30/09 through 12/31/09.

Your consideration of these two requests is appreciated. Thank you.

Sincerely,


Annie Adams
Director
                                                                                APPENDIX H-1

              REPORTING ON COMMON OUTCOME MEASURES
                  FOR PROGRAMS SERVING PRIMARILY
             DOMESTIC VIOLENCE AND SEXUAL ASSAULT VICTIMS
     Complete Form and E-mail or Fax to: CVSDreports@doj.state.or.us or (503) 378-6974

1. Grantee Agency Name:

2. Reporting Period: Reports must be submitted for each of the following periods.

___ 10/1/09 - 12/31/09         (report due 1/31/09) ___   10/1/10 - 12/31/10     (report due 1/31/11)
___ 01/01/10 – 3/31/10        (report due 4/30/10) ___    01/01/11 – 3/31/11    (report due 4/30/11)
___ 04/1/10 - 06/30/10         (report due 7/31/10) ___   04/1/11 - 06/30/11     (report due 7/31/11)
    07/01/10 - 9/30/10       (report due 10/31/10) ___    07/01/11 - 9/30/11   (report due 10/31/11)

3. Clients for whom information reported in #s 4-7, below (please submit a separate form for each
client group for whom you are reporting):
_____ Clients receiving shelter services
_____ Clients participating in a support group
_____ Clients receiving non-shelter based advocacy and other services.

4. Describe how you distributed the forms containing the common outcome measures to
clients: (e.g., Do you keep them in a stack on your office counter with a sign? Do you hand or
mail them to each client? Where do clients put completed forms?)

5. How many forms did you distribute for this reporting period: ______

6. How many forms did you collect for this reporting period: ______

7. For each outcome measure, please indicate the number of responses rating the answer 1-5.
                                        Number of Responses for the Question Indicating:
              Questions                  Strongly                         Strongly     No
                                                    Agree     Disagree
                                          Agree                           Disagree Opinion
1.   The services provided by this
program helped me make informed
choices about my situation.

2. After working with this agency, I
have some new ideas about how to stay
safe.

3. After working with this agency, I
know more about resources that may be
available, including how to access
them.

8. Is there anything else you’d like to report?
                                                                                APPENDIX H-2

               REPORTING ON COMMON OUTCOME MEASURES
                   FOR PROGRAMS SERVING PRIMARILY
                         ALL VICTIMS OF CRIME
     Complete Form and E-mail or Fax to: CVSDreports@doj.state.or.us or (503) 378-6974

1. Grantee Agency Name:

2. Reporting Period: Reports must be submitted for each of the following periods.

___ 10/1/09 - 12/31/09         (report due 1/31/09) ___   10/1/10 - 12/31/10     (report due 1/31/11)
___ 01/01/10 – 3/31/10        (report due 4/30/10) ___    01/01/11 – 3/31/11    (report due 4/30/11)
___ 04/1/10 - 06/30/10         (report due 7/31/10) ___   04/1/11 - 06/30/11     (report due 7/31/11)
    07/01/10 - 9/30/10       (report due 10/31/10) ___    07/01/11 - 9/30/11   (report due 10/31/11)


3. Describe how you distributed the forms containing the common outcome measures to
   clients: (e.g., do you keep them in a stack on your office counter with a sign? Do you hand
   or mail them to each client? Where do clients put completed forms?)



4. How many forms did you distribute for this reporting period: __________

5. How many forms did you collect for this reporting period: __________

6. For each outcome measure, please indicate the number of responses rating the answer 1-5.

                                           Number of Responses for the Question Indicating:
               Questions                   Strongly                        Strongly      No
                                                      Agree     Disagree
                                            Agree                          Disagree Opinion
1.   The services provided by this
program helped me make informed
choices about my situation.

2. As a result of the information I
received from the Victim Assistance
Program, I better understand my rights
as a victim of crime.

3. The information given to me by the
Victim Assistance Program helped me
better understand the criminal justice
system process as it relates to my case.

7. Is there anything else you’d like to report?
                                                                                         APPENDIX H-3

                       REPORTING ON COMMON OUTCOME MEASURES
                           FOR PROGRAMS SERVING PRIMARILY
                                  CHILD ABUSE VICTIMS
            Complete Form and E-mail or Fax to: CVSDreports@doj.state.or.us or (503) 378-6974

1. Grantee Agency Name:

2. Reporting Period: Reports must be submitted for each of the following periods.

___ 10/1/09 - 12/31/09          (report due 1/31/09) ___   10/1/10 - 12/31/10     (report due 1/31/11)
___ 01/01/10 – 3/31/10         (report due 4/30/10) ___    01/01/11 – 3/31/11    (report due 4/30/11)
___ 04/1/10 - 06/30/10          (report due 7/31/10) ___   04/1/11 - 06/30/11     (report due 7/31/11)
    07/01/10 - 9/30/10        (report due 10/31/10) ___    07/01/11 - 9/30/11   (report due 10/31/11)

3. Describe how you distributed the forms containing the common outcome measures to clients: (e.g., do you
   keep them in a stack on your office counter with a sign? Do you hand or mail them to each client? Where
   do clients put completed forms?)



4. How many forms did you distribute for this reporting period: __________

5. How many forms did you collect for this reporting period: __________

6. For each outcome measure, please indicate the number of responses rating the answer 1-5.

                                           Number of Responses for the Question Indicating:
               Questions                   Strongly                        Strongly      No
                                                      Agree     Disagree
                                            Agree                          Disagree Opinion
1. The services provided by this
program helped me make informed
choices about my situation.

2. The program staff treated my family
with sensitivity and respect.


3. The program staff were supportive
in helping me to access recommended
treatment services for my child and
family.

7. Is there anything else you’d like to report?
                                                                                         APPENDIX I
                                     QUARTERLY REPORT ON
                            CRIME VICTIMS’ RIGHTS OUTCOME MEASURES
                                  Complete Form and E-mail or Fax to:
                               CVSDreports@doj.state.or.us or (503) 378-6974

Grantee Agency Name:


Reporting Period: Reports must be submitted for each of the quarters listed below.

___ 10/1/09 - 12/31/09          (report due 1/31/09) ___   10/1/10 - 12/31/10     (report due 1/31/11)
___ 01/01/10 – 3/31/10         (report due 4/30/10) ___    01/01/11 – 3/31/11    (report due 4/30/11)
___ 04/1/10 - 06/30/10          (report due 7/31/10) ___   04/1/11 - 06/30/11     (report due 7/31/11)
    07/01/10 - 9/30/10        (report due 10/31/10) ___    07/01/11 - 9/30/11   (report due 10/31/11)


1. Please describe how you distribute the “Victims’ Rights Request Form” or otherwise give your clients an
easy way to request the rights that must be requested in order to be rights.




2. How many “Victims’ Rights Request Forms” did you distribute to your clients this reporting period?
____________

3. How many completed “Victims’ Rights Request Forms” were returned to your office this reporting period?
____________

4. How many crime victims requested each of the ten rights listed on the Request Form?
                                          # Requests
           Crime Victims’ Right         Received This         Current Process for Responding to These
                                           Reporting                          Requests
                                             Period         (Include Agencies Involved in This Process)
    1. In juvenile cases, to withhold
    your address and phone number
    from an alleged youth offender.
    (This right is automatic in adult
    criminal cases.)
    2. To be notified in advance of
    any critical stage of the case heard
    open court.
    3. In a violent felony case, to talk
    with the district attorney or juvenile
    department before a plea agreement
    is made.
                                              # Requests
           Crime Victims’ Right              Received This       Current Process for Responding to These
                                               Reporting                        Requests
                                                Period          (Include Agencies Involved in This Process)
    4. To be notified in advance
    about release hearings.
    5. To limit the distribution of
    information about and recordings of
    sexual conduct.
    6. If the crime involved the
    transmission of body fluids, to
    request HIV testing.
    7. In a DUII automobile collision
    case, to request that information
    about the case that is given to the
    defendant is also shared with you.
    8. To be notified in advance
    about probation revocation
    hearings.
    9. To allow no coverage of sex
    offense proceedings by media
    television, photography or
    recording equipment
    10. To have as a special condition
    of post-prison supervision that the
    person convicted in your case not
    live within three miles of your
    home if you were younger than 18
    years old when the crime occurred
    (exceptions may apply).

5. Please attach a copy of current written policies or procedures your VAP office uses to inform victims of their
rights and respond to their rights requests. Only submit a response to this question if you have not already done so or
there are new policies or procedures.
                                                                                                    APPENDIX J


                              SAMPLE FORMAT AND CONTENT

                          MEMORANDUM OF UNDERSTANDING

 All italicized sentences are considered instructions and should be deleted prior to the submission of the
                                                final MOU.


This Memorandum of Understanding (MOU) is entered into by and between: Provide the agency name and a brief
description of each agency i.e. non-profit Domestic Violence non-shelter provider.
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________

A. Purpose. State the purpose of the MOU. Include statements that explain how the sub-contracting and/or the
   collaborative relationship enhances or benefits the Applicant’s program;

B. Roles and Responsibilities. Clearly describe and delineate the agreed upon roles and responsibilities each
   organization or agency will be providing to ensure project success. The roles and responsibilities should
   align with project goals, objectives and target outputs. This may be time commitment, in-kind contributions
   or grant funds and could include but is not limited to the following: training, workspace, volunteer hours,

   Agency A agrees to:
                           Responsibility/Activity                                     Responsible Staff




   Agency B agrees to:
                           Responsibility/Activity                                     Responsible Staff




C. Reporting Requirements. Describe who will be responsible for collecting, collating and submitting data
   as per the project target outputs and outcomes.


D. Funding. Clearly describe any grant funds, the amount and category (personnel, office supplies, contracted
   services, etc.) that will be provided to the non lead agency(s). If this question is not applicable, please respond “NA”
   to this question.
E. Timeframe. Clearly state the time period that this MOU will be in effect.
       This MOU will commence on _____________________ and will dissolve at the end of the VOCA grant funding
       period on ___________________________________.

F. Confidentiality. (REQUIRED)7
   In order to ensure the safety of clients, all parties to the memorandum of understanding agree to adhere to
   the confidentiality expectations as outlined in the VOCA Grant Agreement.

       The designated lead agency accepts full responsibility for the performance of the collaborative
       organizations/agencies. (REQUIRED)

       This Memorandum of Understanding is the complete agreement between ___________________ and
       _____________________ and may be amended only by written agreement signed by each of the parties
       involved.


    The MOU must be signed by all partners. Signatories must be officially authorized to sign on behalf of the
    agency and include title and agency name.



                                                                   AGENCY A

       Authorized Official: _____________________________ _____________________________
                                  Signature                     Printed Name and Title
       Address: ______________________________________________________________________

       Telephone(s): ________________________________

       E-Mail Address: ______________________________

                                                                   AGENCY B

       Authorized Official: _____________________________ _____________________________
                                  Signature                     Printed Name and Title
       Address: ______________________________________________________________________

       Telephone(s): ________________________________

       E-Mail Address: ______________________________




7
    All items marked “required” must be included in the memorandum of understanding.
                                                                           APPENDIX K


                           VICTIMS OF CRIME ACT (VOCA)
                           PHONE REVIEW AND SITE VISIT
                                MONITORING FORM

Telephone Review Date:                  In Person Visit Date:

Agency:                                 Grant Monitor(s):

Physical Address (if not on current application, please indicate here

VOCA Grant #1:
 Grant Number         Grant Type    Grant Amount    Match Amount        Time Period




    Position Funded           FTE         Name of Staff            Changes in Job




VOCA Grant #2:
 Grant Number         Grant Type    Grant Amount    Match Amount        Time Period




    Position Funded           FTE         Name of Staff            Changes in Job




VOCA Grant #3:
 Grant Number         Grant Type    Grant Amount    Match Amount        Time Period




    Position Funded           FTE         Name of Staff            Changes in Job




GENERAL NOTES & COMMENTS:
A. HUMAN RESOURCES & COMMUNITY PARTNERSHIPS
1. Board of Directors (n/a governmental programs):
            Attribute            Yes No                    Comments       Action
 1. Represent Community
 2. Appropriate Size
 3. All Positions Filled
 4. Conflict of Interest Policy
 5. Active in Program
 6. Productive Relationship with
     Director/Coordinator
 7. Regularly Scheduled
     Meetings
 8. Quorum at All Meetings
 9. Approve Budget
 10. Authorize Expenditures
 11. Notify CVSD: Change in
     Directors
 12. Training

2. Personnel
            Attribute               Yes    No              Comments      Action
 1. Culturally Representative
 2. Orientation Training
 3. Ongoing Staff Development
 4. Grant-funded staff have
    read grant materials
 5. Staff Change
 6. High Turnover Rate

3. Volunteers:
             Attribute              Yes    No              Comments       Action
 1. Recruitment
 2. Basic Training/Orientation.
 3. On-Going Training.
 4. Supervision
 5. Culturally Representative
 6. Workload Reasonable
 7. High Turnover Rate
 8. Interns

4. Community Partnerships:
                                                Yes   No      Comments    Action
Attribute
1.   Collaboration with Law Enforcement
2.   Social Service Agencies
3.   Multi-Disciplinary Team
4.   Elder Abuse Task Force
5.   Family Violence/DV Council or DART/DVERT
6.   Sexual Assault Task Force/SART
7.   CVRW & DV/SA/CAA Month Participation
8. Any others? (i.e. DA’s Office)

B. AGENCY INFRASTRUCTURE:
1. Recent documents reviewed by CVSD Staff:
Document                   Date           Comment                   Action
Organizational Chart
Staff Roster
Annual Budget
990
Annual Revenue Summary
Civil Rights Appendices


2. Planning, Policy & Procedures (View All)
                                                                     Action
 Attribute                                 Yes   No   Comments
 1. Mission Statement

 2. Strategic Plan

 3. Cultural Competency Plan/Training

 4. Agency Policy & Procedure Manual

 5. Volunteers Policy & Procedure
    Manual
 6. Grievance Policy (Staff & Clients)

 7. Confidentiality/Release of
    Information Policies
 8. CVCP Procedures/Policies

 9. Criminal History Verification Policy

 10. Policies of Equal Opportunity
     Employer posted at all worksites

    (i.e. Non-Discrimination, Drug-Free
    Workplace)
 11. Agency Brochure


3. Fiscal Management (General & Grant-Specific):
                                      Yes     No         Comments       Action
 Attribute
  1. Liability Insurance Coverage
  2. Formal Accounting System
  3. Understanding of Allowable
      Expenses
  4. Expenditures & obligations coincide
      with grant & budget
  5. Redirects & Letters of Extension
  6. Records Separate from other
      funding sources
  7. Records Safe/Secure
  8. Separation of Duties/checks and
      Balances in Place
  9. 2 Signature Checks Policy
  10. Retention of Records
  11. Audit Required?
 (Expended $500k or more in Federal
 Funds in the Past Year?)
    a. Copy of Audit Report sent to CVSD
 13. Non-Supplanting
 (Government agencies only)

4. Equipment:
           Attribute                  Yes       No         Comments     Action
 1. Inventory Kept
 2. Equipment used for Victim

    Services only
 3. Disposition of Equipment

5. Other:
                                                      No     Comments   Action
 Attribute                                      Yes
 1. During the last 3 years, has a Federal
    or State Court or a Federal or State
    Administrative agency issued a finding
    of discrimination against the sub-
    grantee after a due process hearing on
    the grounds of race, color, national
    origin, age, sex, religion or disability?
 2. If applicable, verify that the grantee
    submitted an EEOP certification form
    or an EEOP to Office for Civil Rights,
    Office of Justice Programs, US DOJ,
    Washington D.C. 20531 (Exhibit D of
    grant agreement).
 3. Does the grantee need any civil rights
    training or technical assistance
    regarding its duties to comply with the
    applicable civil rights laws?
 4. Lawsuits Pending?
C. COMPLIANCE (Grant Files & Reporting):
1. Grant Files: (View All)
                Attribute                   Yes    No        Comments      Action
1.    Separated Grants on File
2.    Cover Sheet
3.    Grant Agreement & Amendments
4.    Current Budget & Narrative
5.    Current Project Description
6.    Current Goals & Objectives
7.    Copies of Contracts (as applicable)
8.    Copies of MOUs (as applicable)

2. Financial Reporting: (View All)
                 Attribute                        Yes   No      Comments   Action
 1. Expenditures Documented
 2. Receipts Labeled and Filed
 3. Mileage recorded
 4. Travel Guidelines followed
 5. Timesheets/Salary Records
 6. Documentation Volunteer Hours
 7. Volunteer Benefit Rate Reasonable
 8. Source & amount of match verified
     for each period
 9. Sufficient documentation of
     determining match (in-kind, cash)
 10. Match is not included as contribution
     for other federal funds
 11. Financial reports reconciled with
     project budget & prior grant reports
 12. Concerns with past reports


3. Statistical Reporting: (View All)
                 Attribute                        Yes   No      Comments   Action
 1. Understand “non-duplicated victims”
 2. Understand service definitions
 3. Understand volunteer hour reporting
 4. Statistical record-keeping
 5. Documentation kept with each
    report
 6. Civil Rights Information
 7. Concerns with past reports

4. Narrative Reporting:
               Attribute                          Yes   No      Comments   Action
1. Understand Outputs & Outcomes
2. Concerns with past reports
5. Common Outcome Reporting:
                 Attribute                 Yes    No         Comments        Action
 1.   Correct outcomes being tracked
 2.   Correct 5-point scale being used
 3.   Procedure for distribution/return
 4.   Procedure for feedback
 5.   Concern with past reports

D. Materials to Bring to Visit:
 VINES
 CVCP
 ACP
 Crime Victims’ Rights




                                Site Visit Summary (for CVSD use)

Staff met with:

Program Strengths:

Program weaknesses, problems, areas of concern or areas of non-compliance:

Fiscal issues:

Corrective action needed or taken to address above issues:

Follow-up needed:
                                                                                    APPENDIX L
                             VOCA GRANT RECIPIENT RESOURCE PAGE

RESOURCE                   PURPOSE                                 WEB-ADDRESS
Department of
Justice, Crime          Reporting forms and
   Victims’          requirements, Grant Update      http://www.doj.state.or.us/crimev/index.shtml
   Services         Packets, Upcoming Meetings
   Division                  and Events
                         The CVCP provides
Crime Victim’s     compensation for the financial
Compensation          losses of a victim and the     http://www.doj.state.or.us/crimev/comp.shtml
   Program          victim’s family as a result of
                           violent crimes.
  Attorney        To provide leadership in Oregon
  General’s       for the efforts of improving the            http://www.oregonsatf.org/
Sexual Assault     prevention of and response to
 Task Force                sexual assault.
                  CVAN advocates for the Rights
 Crime Victim       of Victims and to Promote               http://www.oregonvictims.org/
  Assistance        Victims Services. Includes
   Network           State Victim Assistance
                        Academy (SVAA)
   National       The NCADV provides national
   Coalition           level organization of                    http://www.ncadv.org/
   Against         communities and individuals
   Domestic       working to end the violence in
   Violence                  our lives.
                   NCJRS is a federally funded
                   resource offering justice and
    National     substance abuse information to
Criminal Justice support research, policy, and                  http://www.ncjrs.gov/
   Reference           program development
     Service       worldwide. NCJRS offers a
                 range of services and resources
                        for victim assistance.
                     The NCVC is the nation's
 National Center
                 leading resource and advocacy           http://www.ncvc.org/ncvc/Main.aspx
 for Victims of
                  organization for crime victims
      Crime
                    and those who serve them.
                    The NCVLI promotes and
National Crime supports victims' rights and legal                http://www.ncvli.org/
  Victim Law     technical assistance to victims'
    Institute      attorneys and others serving
                               victims.
                   NOVA’s promotes the rights
    National        and services for victims of
 Organization        crime It provides national                http://www.trynova.org/
   for Victim       advocacy, direct services to
  Assistance           victims, assistance to
                      professional colleagues
                  OVC was established by the
                   1984 Victims of Crime Act
   Office for      (VOCA) to oversee diverse
                programs that benefit victims of              http://www.ojp.usdoj.gov/ovc/
  Victims of           crime. OVC provides
     Crime         substantial funding to state
                       victim assistance and
                     compensation programs
    Oregon         The Coalition provides
   Coalition         technical assistance,
                      training, and public                       http://www.ocadsv.com/
    Against       education to local crisis
 Domestic and           centers and their
Sexual Violence           communities.
                BOLI/TA protects the rights of
                 workers and citizens to equal,
                 non-discriminatory treatment;
   Bureau of        encourages and enforces
   Labor and       compliance with state laws
                 relating to wages, hours, terms
   Industries                                               http://www.oregon.gov/BOLI/TA/
                and conditions of employment;
   Technical       and advocates policies that
  Assistance       balance the demands of the
                workplace and employers with
                 the protections of workers and
                           their families.
   Technical     TACS is a technical assistance
 Assistance for     resource for non-profits.                     http://www.tacs.org/
  Community
   Services
                       The Foundation Center
  Foundation         maintains a comprehensive              http://www.foundationcenter.org/
    Center         database on U.S. grantmakers
                           and their grants.
                  The BOLI Civil Rights Division
   Bureau of          enforces civil rights laws;
   Labor and            Investigate civil rights     www.boli.state.or.us/BOLI/CRD/C_Postings.shtml
 Industry Civil              complaints;
Rights Division    advises and educates workers
                        about their civil rights
 Oregon Crime         This is part of the Oregon
                   Department of Justice website        http://www.oregoncrimevictimsrights.org/
 Victim Rights
                    and provides information on
  Compliance      crime victim rights and services
     Portal       for both advocates and victims.
                     The OHTTF was formed to
Oregon Human        address a growing need for a
                          comprehensive and                  http://www.ohttf.us/index.html
 Trafficking
                  collaborative response to human
 Task Force           trafficking in the State of
                  Oregon. The site provides basic
                   human trafficking information.
 The National      The VINE system keeps victims
   Victim            informed about offenders.               http://www.appriss.com/VINE.html
 Notification
   Network
                    Justice Solutions is a national
                        non-profit organization
                   dedicated to enhancing rights,
Justice Solutions      resources and respect for       http://www.justicesolutions.org/art_pub.htm#impact
                   victims and communities. The
                    site is a great resource across
                                 topics.
                   The Free Management Library
       Free          has a wealth of information,
  Management       resources and references in 75              http://www.managementhelp.org/
     Library      categories regarding leadership
                           and management.
                   TechSoup provides a range of
TechSoup: The           technology services for
  technology       nonprofits, including news and                 http://www.techsoup.org/
    place for     articles, discussion forums, and
   nonprofits           discounted and donated
                         technology products.
                    The Asian & Pacific Islander
                  Institute on Domestic Violence
Asian & Pacific   is a national network serving as
                  a forum for, and clearing house      http://www.apiahf.org/apidvinstitute/default.htm
Island Institute
                      on information, research,
 on Domestic         resources and critical issues
    Violence       about violence against women
                    in Asian and Pacific Islander
                             communities.
    National        NAVPLG is an international
 Association of   association of administrators for
                     volunteer programs in local,                   http://www.navplg.org/
   Volunteer
                    city, and county government.
  Programs in     There is a best practices section,
      Local         a yahoo group that volunteer
  Government              managers can join.
                                                                                          APPENDIX M

                                         VOCA GLOSSARY OF TERMS

                      Accrual basis is the method of recording revenues in the period in which they are
     Accounting
                      earned, regardless of when cash is received, and reporting expenses in the period when
 Principles: Accrual
                      the charges are incurred, regardless of when payment is made.
     Accounting       Cash basis is the method of reporting revenues and expenses when cash is actually
  Principles: Cash    received or paid out.
                      Includes making victims aware of the availability of crime victim compensation and
 Assistance in Filing assisting the victim in completing the required forms and in gathering the needed
Compensation Claims documentation. It may also include follow-up contact with the victim compensation
                      agency on behalf of the victim.
                      The Central Contractor Registration (CCR) is a web-enabled government wide
 Central Contractor   application that collects, validates, stores, and disseminates business information about
   Registry (CCR)     the federal government's trading partners in support of the contract award, grants, and
                      the electronic payment processes.
                      Literally means “mixing together” and when used in a legal context is a bread of trust
                      in which a fiscal agent mixes funds making it difficult to determine which funds belong
  Commingling of      to a particular grant or fund. Accounting system of all grantees must ensure that
        Funds         VOCA funds are not commingled with funds from any other source. Funds
                      specifically budgeted and/or received for one grant project may not be used to support
                      another.
                      All grant awards are made conditional upon the timely completion of grant award
                      documents. Funds are not considered obligated and will not be transferred until all
                      required grant award documents have been signed by an applicant and by the
                      Department designee. In addition, an award may be made conditionally if the grantee
 Conditional Award
                      is not current in reporting for any previous grant award; has fewer than two full years
                      of operational history in providing services to victims of domestic violence and sexual
                      assault; has not fully demonstrated the ability to successfully manage any previous
                      Fund awards. See additional information on page 17 of this Handbook.
                      Refers to law enforcement and prosecution investigation support, assistance during
                      investigation, and explanation of procedures, etc. Included in this definition are: court-
                      related support, i.e., court orientation, court escort, case appearance notification, case
  Criminal Justice    status and disposition information, victim impact reports, assistance with restitution,
 Support/Advocacy     witness fees, intimidation or protection services, transportation, child care, property
                      return, etc.; and post-sentencing services following the disposition of a criminal court
                      proceeding, including offender release notification at the probation, parole, and pardon
                      stages of the criminal justice system, etc.
                      Refers to in-person crisis intervention, emotional support, and guidance and counseling
                      on an individual basis provided by counselors, mental health professionals or peers.
                      Such counseling may occur: a) at the scene of a crime; b) immediately after a crime; c)
                      at the first, in-person contact between a counselor and victim (this would include
  Crisis Counseling
                      meeting a victim in an emergency room, police station, district attorney’s office, etc.);
                      d) during in-person contact for the duration of the crisis experience; or e) in the case of
                      survivors of homicide victims of DUI/DWI, counseling may occur months after the
                      victimization.
                      Typically refers to the operation of a 24-hour telephone service, 7 days a week, which
    Crisis Hotline
                      provides counseling, and information and referral to victims and survivors.
                      Activities that extend and enhance services to victims of crime. These include all of
    Direct Costs
                      the allowable services as listed on pages 7-12 in this Handbook.
   DUNS Number        The DUNS number is a unique nine-character number that identifies your organization.
                       It is a tool of the federal government to track how federal money is distributed.
                       Obtaining a DUNS number places your organization on Dun & Bradstreet marketing
                       list that is sold to other companies. You can request not to be added to this list
                       during your application.
                       Refers to the method of counting services to victims for statistical purposes. A service
Duplicated Services    is counted each time a client is provided such a service during a given report period.
                       Services to clients will spread across report periods.
                       Refers to locating emergency loans and petty cash; assistance in filing for losses
Emergency Financial    covered by public and private insurance programs including worker’s compensation,
    Assistance         unemployment benefits, welfare, and Medicare; and payment for taxis, food,
                       emergency shelter, and clothing.
                       Refers to filing temporary restraining orders, injunctions and other protective orders,
 Emergency Legal
                       elder abuse petitions, and child abuse petitions but does not include criminal
   Advocacy
                       prosecution or the employment of private attorneys for non-emergency purposes.
                       Tangible nonexpendable personal property having a useful life of more than one year
    Equipment
                       and an acquisition cost of $5,000.000 or more per unit.
                       Refers to individual emotional support, empathetic listening, and guidance for other
 Follow-up Contact
                       than crisis reactions after the victimization.
                       The legal document between a grantor and a grantee/subgrantee that describes in detail
 Grant Agreement       the obligations under the terms of the grant. A grant agreement must be approved and
                       signed by an authorized signatory before a program can receive funds.
                       Review of documentation submitted by a grantee/subgrantee, typically financial and
                       programmatic/statistical documentation over a pre-determined period of time. These
 Grant Monitoring:
                       documents will be reviewed for accuracy and compliance with terms and conditions of
    Desk Audit
                       the grant and followed by a conference call using a desk audit review form. This type
                       of monitoring may be used as an alternative to an in-person site visit.
                       A phone review or conference call is a component to both the desk audit and the in-
 Grant Monitoring:     person site visit. A phone review provides the grantee/subgrantee the opportunity to:
  Phone Review         1. Prepare for the in-person site visit and 2. To discuss issues as they relate to program
                       activities or documentation in a desk audit.
                       A site visit refers to the monitoring of a grantee/subgrantee by a fund coordinator at the
                       place of business. A site visit is preceded by a phone review to prepare the agency for
                       the in-person visit. Typically financial and programmatic/statistical documentation
 Grant Monitoring:
                       will be reviewed over the phone and viewed at the site visit. Site visits afford a fund
     Site Visit
                       coordinator the opportunity to look closely at the grantee’s operation, meet with
                       management and staff and to establish a positive working relationship between the
                       monitoring agency and the service provider.
                       Technical assistance is provided to a grantee/subgrantee at their request. The Fund
 Grant Monitoring:     Coordinator will meet with the grant project director and any grant funded staff. The
Technical Assistance   purpose of this visit is to help ensure the grantee/subgrantee understands the grant
                       requirements and to offer assistance and respond to questions.
                       Refers to the coordination and provision of supportive group activities. This category
      Group
                       includes self-help, peer, social support, drop-in groups, and community crisis
Treatment/Support.
                       intervention in a group setting.
                       Indirect costs are costs of an organization that are not readily assignable to the
                       particular grant, but are necessary to the operation of the organization and the
                       performance of the grant (i.e., information services, payroll costs, depreciation and
   Indirect Costs
                       administrative salaries). The costs of property liability insurance on buildings, capital
                       improvements, security guards and body guards, property losses and expenses, real
                       estate purchases, mortgage payment and construction may not be supported with
                      VOCA funds.
  Information and     Refers to in-person contacts with the victim and identifying services offered and
Referral (in-person) support available by the subgrants project and other community agencies
  Information and     Refers to telephone contacts with the victim and identifying services offered and
Referral (telephone). support available by subgrant projects and other community agencies.
                      A program’s cash outlay used to support a specific grant. Cash match include non-
                      federal money contributions from public agencies or private foundations grants and
   Match (Cash)
                      private organizations or individuals. Examples include: Unitary Assessment, United
                      Way funds, ODSVS, DHS Marriage License Tax funds (MLT and CFAA only)
                      A value is place of non-cash contributions used to support the program grant. In-kind
  Match (In-Kind)
                      contributions include: donations, pro-rated work space, volunteers, office supplies.
                      Memorandum of Understanding. An MOU is required of an agency when they have
                      applied for funds with partnering organizations. The MOU provides documentation
        MOU
                      that demonstrates the organizations have consulted and coordinated the responsibilities
                      of their grant activities.
 Outcome Measures Changes in participants’ lives as a result of the staff activities.
    Performance       Markers that indicate whether the program has met its objectives. Performance
      Measures        measures consist of target outputs and short term outcome measures.
                      Refers to assisting victims in securing rights and services from other agencies;
Personal Advocacy. intervention with employers, creditors and others on behalf of the victim; and other
                      general information on rights and remedies available to the victim.
                      Individually identifying information for or about an individual victim of crime
                      including (1) a first and last name; (2) a home or other physical address; (3) contact
                      information (including a postal, e-mail or Internet protocol address, or telephone or
Personal Identifying
                      facsimile number); (4) a social security number; and (5) any other information,
    Information
                      including date of birth, racial or ethnic background, or religious affiliation, that, in
                      combination with any other non-personally identifying information would serve to
                      identify any individual.
        RFA           Request for Application
                      Refers to offering short-term and long-term housing and related support services to
 Shelter/Safe House
                      victims and members of their family following victimization
                      Federal funds must be used to supplement existing funds for program activities and
                      NOT replace those already funded. VOCA funds are intended to expand or enhance
                      direct victim services. Therefore, federal grant funds may not be used to supplant,
                      replace or divert other sources of support within government agencies unless it can be
    Supplanting
                      demonstrated that such other support is, or will be, eliminated or reduced for reasons
                      other than the receipt of federal VOCA funds. This supplantation clause applies only
                      to state and local public (government) agencies. Nonprofit agencies are not bound by
                      non-supplantation rules.
                      These are proposed results of staff activities. Target outputs should show the: number
   Target Outputs     of clients served, types of client served, length of time that it will take to serve the
                      clients and number and type of services delivered.
                      Refers to intensive professional psychological/psychiatric treatment for individuals,
      Therapy         couples, and family members. This includes the evaluation of mental health needs, as
                      well as the actual delivery of psychotherapy
                      Refers to the method of counting victims for statistical purposes. Victims are counted
                      only once on a statistical report during a grant cycle (1 or 2 years). The only exception
Unduplicated victims
                      would be if the individual is a victim of another crime. See additional information on
                      pages 37-38 of this Handbook.
               Obligations or encumbered funds made toward the end of a grant period for which
               payment cannot be processed until after the grant period has ended. In most instances,
Unliquidated
               these types of unliquidated obligations will be due to accrued payroll expenses or, on
Obligations
               rare occasions, an approved operating expense item, which had been ordered by the end
               of the grant period but not yet paid.

								
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