Please Complete the
Pre-Workshop Survey
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Capital Area Council of Governments (CAPCOG)
Grant Training Workshop for
FY 2011 Criminal Justice Programs
Wednesday, January 27, 1010
Conducted by
Michelle Casanova, Assistant Director, Community and Economic Development
Erica Linneman, Criminal Justice Planner
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
CAPCOG/CJD Overview
All material covered today will be posted
on CAPCOG’s website at:
www.capcog.org under the Community
and Economic Development
Department, Planning for Criminal
Justice Related Activities.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
CAPCOG/CJD Overview
CAPCOG CONTACTS
Michelle Casanova,
Assistant Director,
Community and Economic
Development
mcasanova@capcog.org
(512) 916-6163
Erica Linneman,
Criminal Justice Planner
elinneman@capcog.org
(512) 916-6047
Include Grant Number and
Project Name in all
Correspondence
Mailing Address:
6800 Burleson Road
Building 310, Suite 165,
Austin, TX 78744
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
CAPCOG Website:
www.capcog.org
CAPCOG/CJD Overview
CJD CONTACTS
Include Grant Number and
Project Name in all
Correspondence
CJD Main Number:
(512) 463-1919
CJD Fax Number:
(512) 475-2440
eGrants Home Page:
https://cjdonline.governor.state.
tx.us
Email Address for eGrants Help
Desk:
egrants@governor.state.tx.us
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
CURRENT GRANTEES, NEW APPLICANTS,
AND NEW PROJECTS
•
A current grantee is an agency/organization that is receiving funding
through the Governor’s Office, CJD and implementing a program
during the current Plan Year of September 1st through August 31st.
•
A new applicant is defined as any agency/organization that has never
been funded through any funding source, or has not been funded
through the CAPCOG regional CJD allocation for the past five years or
more for the project for which funding is currently being requested.
•
A new project is defined as any project that has never been funded
through any funding source, has not been funded through the
CAPCOG regional CJD allocation for the past five years or more, or is
a currently funded project that has significantly changed the scope of
work or target group of the project.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
CAPCOG TECHNICAL ASSISTANCE VERSUS
CAPCOG PRELIMINARY REVIEW REPORT (PRR)
•
CAPCOG Technical Assistance is available PRIOR to the certified
submission of the grant application to the Governor’s Office, CJD via
the eGrants system and is OPTIONAL for grant applicants.
•
A CAPCOG Preliminary Review Report (PRR) is sent AFTER the
certified submission of the grant application to the Governor’s Office,
CJD via the eGrants system and requires timely response to CJDdefined compliance issues. Response to a CAPCOG sent PRR is
mandatory.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
VENDOR HOLD AND SPECIAL CONDITIONS:
 An applicant that has been placed on Vendor Hold for the current plan
year will receive a point deduction on their application for funding for a
subsequent year of their project through the CAPCOG CJAC
application review process.
 An applicant that has a current grant and has been placed on Vendor
Hold for the previous plan year and again for the current plan year, is
ineligible to participate in the CAPCOG CJAC application review
process for ONE calendar year after their current grant has ended.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
VENDOR HOLD AND SPECIAL CONDITIONS CONT.:
 Grantees who have received funds but did not spend them, received
funds but did not spend them on the proposed services for which the
funding was recommended, had their funding award rescinded, or had
to turn their award back into the Governor’s Office because of an
inability to spend it, will not be eligible to apply for funding through
the CAPCOG CJAC application review process for a period of ONE
year from the end date of the program year for which the funding in
question was originally awarded.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
Issues to Consider:

The activities that fall under this funding opportunity are
focused on operating programs geared toward reducing
crime and improving the criminal justice system.

Note: No match required. Contributing Fund Sources are
Byrne Justice Assistance Grant Fund and State Criminal
Justice (421) Planning Fund.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
CAPCOG Criminal Justice Programs Application
Requirements:
 This information is posted in the FY 2011 CJAC Policy Statement
– This is a competitive grant that requires a new application
for each year of funding desired.
– Three year funding maximum, provided that funding is available and
the third year funding request amount does not fall below $10,000.
– Decreasing Fund Ratio: Yes – 3 years. First year’s award is the
100% mark, with a second year eligible request amount of 80% of
the first year’s award amount and a third year eligible request
amount of 60% of the first year’s award amount.
– FY 2011 funding caps and other application specifications,
if applicable, will be posted on the CAPCOG website:
www.capcog.org
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
Criminal Justice Programs Purpose:
To reduce crime and
improve the criminal
justice system.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
• Application Process: Applicants can access CJD’s
eGrants website at https://cjdonline.governor.state.tx.us to
register and apply for funding.
• Available Funding:
This solicitation is funded from authorized state and federal
sources and will be administered in accordance with
regulations required by these sources.
State funds are authorized under section 102.056 of the Texas Code of Criminal
Procedure, and section 772.006 of the Texas Government Code designates CJD as the
administering agency. The source of funding is a biennial appropriation by the Texas
Legislature from funds collected through court costs and fees.
Federal funds are authorized under the Edward Byrne Memorial Justice Assistance
Grant Program (JAG) (42 U.S.C. 3751 (a)). JAG funds are made available through a
Congressional appropriation to the United States Department of Justice. Congress
has not finalized federal appropriations for federal fiscal year 2010. All awards are
subject to the availability of appropriated federal funds and any modifications or
additional requirements that may be imposed by law.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
• Required Match: None
• Standards: Grantees must comply with the standards
applicable to this funding source cited in the Texas
Administrative Code (1 TAC Chapter 3), and all statutes,
requirements, and guidelines applicable to this funding.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
• Project Period: Grant-funded projects must begin on
or after September 1, 2010, and expire on or before
August 31, 2011.
• Preferences: Preference will be given to applicants
who demonstrate cost effective programs focused on a
comprehensive and effective approach to services that
complement the criminal justice system.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
• Funding Levels:
 Minimum funding amount: $10,000.00
 Maximum funding amount: Units of local government are
limited to no more than the total amount of local funds
expended on criminal justice services in the entity’s previous
fiscal year. Criminal justice services are defined as the total
amount the unit of government spent in local funds for law
enforcement, corrections and judicial services during the
previous fiscal year.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
Eligible Applicants:







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
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State agencies;
Units of local government;
Independent school districts;
Nonprofit corporations
Native American tribes;
Crime control and prevention districts;
Public universities;
Public colleges;
Hospital districts;
Community supervision and corrections departments; and
Councils of governments.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
Eligibility Requirements:
 Eligible applicants are limited to one application;
 Projects must focus on reducing crime and improving the
criminal justice system;
 Eligible applicants must provide law enforcement, corrections,
and judicial services;
 Eligible applicants operating a law enforcement agency must be
current on reporting Part I violent crime data to TDPS for
inclusion in the annual UCR and must have been current for
the three previous years;
 Eligible applicants must have a DUNS number assigned to its
agency and must be registered in the CCR database.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
Closing Date for Receipt of Applications:
All applications must be certified and
submitted via CJD’s eGrants website
on or before
Friday, March 5, 2010 by
11:59 p.m. Central Standard Time
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
Selection Process for eligible Local and Regional Projects:
 Applications will be forwarded by CJD to the appropriate
regional council of governments (COG).
1.
The COG’s criminal justice advisory committee (CJAC) will
prioritize all eligible applications based on identified community
and/or comprehensive planning, cost and program effectiveness.
2.
CJD will accept priority listings that are approved by the COG’s
executive committee.
3.
CJD will make all funding decisions based on approved COG
priorities, reasonableness of the project, availability of funding
and cost-effectiveness.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Programs
Selection Process for State Discretionary Projects:

Applications will be reviewed by CJD staff members or
a group selected by the executive director of CJD. CJD
will make all final funding decisions based on eligibility,
reasonableness of the project, availability of funding, and
cost-effectiveness.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Advisory Committee (CJAC)
Application Review and Prioritization

The CJAC is a volunteer committee comprised of a multidisciplinary representation of members from the region
per the requirements of the Governor’s Office, CJD.

These discipline areas include citizens or parents,
drug abuse prevention, education, juvenile justice, law
enforcement, mental health, nonprofit organizations,
prosecution/courts, and victim services.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Advisory Committee (CJAC)
Application Review and Prioritization
The CJAC will consider the following factors when
scoring and prioritizing applications:
– Any state strategies identified by CJD;
– Priorities identified within the region by the COG resulting
from the strategic and community planning process;
– Participation in a local community planning process or a
priority as identified in the current community plan;
– Eligibility, reasonableness, and cost-effectiveness of the
proposed project; and
– Current COG policies and procedures, and
– The availability of funding.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
Criminal Justice Advisory Committee (CJAC)
Application Review and Prioritization
 The FY 2011 CJAC Policy Statement outlines the
application review process.
 The FY 2011 CJAC Policy Statement can be
found on the CAPCOG website at the following
link:
http://www.capcog.org/divisions/community-andeconomic-development/planning-criminal-justice/
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Have the Following Items Available Before
Beginning Your Application:
 Federal ID Number
 Completed Budget in Spreadsheet Format
 The Names and Email Addresses for the
Authorized Official, the Financial Officer, the
Project Director, and the Grant Writer
.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Authorized Official (AO)
• Appointed/authorized by the governing body of the
organization.
• Authorized to apply for, accept, reject, alter, or terminate the
grant.
• Generally the county judge, mayor, city manager, chair of
non-profit, etc.
• Has ability to complete and submit Financial Status Reports
(FSR).
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Financial Officer (FO)
• Required to be the chief financial officer for the grantee
agency.
• Responsible for maintaining financial records to account for
all grant funds.
• Responsible for requesting funds and the completion of
required financial reporting at least quarterly in eGrants.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Project Director (PD)
• Responsible for day-to-day operations of project.
• May have a different Project Director per agency grant.
• Must be an employee of the grantee agency.
• Responsible for required programmatic reporting.
. FY 2011 Criminal Justice Programs Grant Training Workshop
1-27-2010
eGrants Application and Submission Process
Grant Writer
• Responsible for entering information into the eGrants
application.
• Will submit the application which releases it to the
Authorized Official.
• Will no longer have access to the application once they have
submitted it.
• Will not receive email notifications about the status of the
application.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
CJD Approved Budget Categories
Personnel
Equipment
Contractual
/
Professional
Services
Supplies
and DOEs
Travel
Construction
Indirect
Costs
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Personnel

Time/Activity Reports

Case Numbers for Grant-Funded Law
Enforcement and Prosecution Personnel

Timesheet Signed by Employee and Supervisor

Salaries Consistent with Local Policy

Overtime
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Contractual and Professional

Contracts in Writing

Consistent with Texas Contract Law

Contract Monitoring Documentation

Compliance with Agency Procurement
Guidelines

Invoices for Contract Deliverables

CJD-Prescribed Procurement Questionnaire
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Travel

Employee Travel and Training Only

Comply with Agency Travel Policies or State
Travel Policies

Maintain Travel Log and Travel Receipts

Pre-Approval of Out-of-State Travel
 NOTE: Expenses for Outside Trainers go under the
Contractual Budget Category as part of overall contracted
services.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Equipment

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All purchases MUST be pre-approved by CJD
Must maintain Inventory
Procurement Questionnaire for purchases in
Excess of $100,000
Must have invoices to support purchases
Must be used for the purpose for which it is
purchased
All changes to Equipment Line Items (including
the number of items) MUST be approved by
CJD
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Construction
This budget category is
currently unavailable for
CJD funded projects.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Supplies and Direct Operating Expenses

Related to the daily operation of the CJD grant

All costs MUST be Pro-Rated per a Cost
Allocation Plan

Rent or Lease MUST include cost/sq. ft. and
the number of square feet

Documentation (ex. receipts, invoices) MUST
be maintained

Includes small equipment with a useful life of
less than one year and a purchase price of $999
or less per unit
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Indirect Costs

When allowed, the standard rate is 2% of CJD funded direct costs (NOTE: to compute this,
divide the amount you are applying for by 1.02
to calculate 2% of Direct Costs)

Cognizant agency approval letter required for
requests in excess of 2%
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Indirect Costs

When allowed, the standard rate is 2% of CJD funded direct costs (NOTE: to compute this,
divide the amount you are applying for by 1.02
to calculate 2% of Direct Costs)

Cognizant agency approval letter required for
requests in excess of 2%
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Budget Development

Must be reasonable.

Ensure budget detail supports the program or
project.

Remember: One vendor per line item.
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop
eGrants Application and Submission Process
Resolution
 Must be approved by applicant agency governing body
and include the following:
1. Designate the grantee’s Authorized Official;
a. Name not needed, can submit only title
b. Must match the Profiles tab grant officials information
2. The Authorized Official is given the power to apply for, accept, reject,
alter or terminate the grant on behalf of the applicant agency;
3. Agree to provide applicable matching funds;
4. Agree that in the event of loss or misuse of the CJD funds, assurance
that the funds will be returned to CJD in full;
5. Approval of the Resolution (signatures)
1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop