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VICTIMS OF CRIME ACT (VOCA)

Federal Grant

VOCA GRANT GUIDELINES

REGIONALIZATION GRANT

April 1, 2019-December 31, 2019

CFDA #16.575 FEDERAL AWARD #2018-V2-GX-0008

IMPORTANT DATES

Grant Solicitation: January 1-February 15, 2019

VOCA Regionalization Project Application Due: February 15, 2019

NORTH DAKOTA DEPARTMENT OF CORRECTIONS AND REHABILITATION VOCA/CVA Grant Programs

P.O. Box 1898 3100 Railroad Avenue

Bismarck, ND 58502-1898 701-328-6195 or DOCRgrants@nd.gov https://docr.nd.gov/victims-services

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Table of Contents

OVERVIEW………………………………………………………………………………………….. 3

GENERAL INFORMATION…………………………………………………………………….. 6

APPLICATION INSTRUCTIONS………………………………………………………………. 9

BUDGET GUIDANCE…………………………………………………………………………….. 11

APPENDIX A………………………………………………………………………………………… 13

APPENDIX B………………………………………………………………………………………… 23

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OVERVIEW

The 2018-2019 Victims of Crime Act (VOCA) Grant will be awarding up to $1 million for up to 3

awards focused on increasing access to services by way of regionalization. Phase 1 of the

regionalization grants will begin April 1, 2019 through December 31, 2019 for the VOCA

Regionalization Project. An additional $1 million will be made available for phase 2 of the

project in 2020-2021. Subsequent phases will be based on available funding and project

viability. For the purpose of this project, regionalization is defined as a bold way of

reconfiguring resources that centralizes administration, shares services, makes use of mobile

approaches to service delivery, and/or increasing access to direct services for victims of crime.

To qualify, subgrantee agencies are required to meet the agency and general eligibility

requirements outlined in this document.

Up until fiscal year (FY) 2015, North Dakota, on average, received about $1.4 million per year in

VOCA funds but recently has been receiving anywhere from $4 million to 8 million, which is a

considerable increase. Since 1993, the funds have been distributed on a formula basis to the

direct service providers in the state based on the number of victims served, population, and

previous award amounts with annual awards ranging from $10,000 to $331,000. Although

funding formulas provide continuity and predictability for grantees, formulas do not allow for

flexibility, innovation or encourage new grantees to apply. Access to this additional funding

allows for flexibility and innovation and creates an opportunity for programs in North Dakota to

explore new ways of increase equity and access to services for crime victims.

Since early 2014 North Dakota has explored services currently available across the state and the

barriers facing populations of that could benefit from updating or modernizing victim service

delivery. Key questions include: What do crime victims and survivors of need? In what ways

could programs or services be strengthened to meet those needs? The needs of survivors vary

across the state--by community, economic conditions, demographics, or types of violence.

Programs face very real challenges providing a full complement of services across their entire

service area. Five key needs of crime victims have been identified include:

Resources that support transitioning to safety. Survivors leaving a violent relationship need the economic resources to access affordable housing, child care, medical and civil

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legal services and the lack of critical resources become motivating factors for staying in, or return to, an abusive relationship.

Programs that successfully bridge distance and culture. Survivors depend on service delivery models specifically designed in response to the diversity of their needs, cultural foundations, and experience of violence.

Refreshed advocacy around technology and the vastly different expectations of Millennials. Today's technology allows perpetrators ongoing access to survivors. Programs often struggle to meet Millennials expectations of immediacy in resolving violent relationships.

Programs designed to support survivors post separation. Survivors who have left a violent relationship and must still remain in contact with their abusive partners are desperate for low cost civil remedies, visitation centers, and ongoing support that is relevant and accessible.

Advocacy models designed for non- residential populations and survivors who remain

in relationships. Survivors living in abusive or violent relationships need ongoing advocacy, innovative approaches to safety needs, and solid connections with family and friends.

In response, several workshops, interviews and focus groups have been facilitated to explore strategies for service delivery, including: Satellite offices; establish presence that draws on local resources to carry out the agency mission at-a-distance. Mobile advocacy; send advocates out to meet in public spaces that are close and convenient for clients, have a therapist travel from region to region Transportation; Formalize agreements with partners to provide transportation Shared shelter services; Akin to a hub-and-spoke structure, the idea is to structure a group of agencies to provide needed services as a group, rather than expecting each agency to provide all services. Centralization of administrative responsibilities; contract an agency to provide administrative services for a group of shelters, rather than expect individual agencies to expend this time.

Technology; improving or increasing capacity of programs to provide outreach and/or services for victims using technology

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In 2015, the ND Department of Corrections and Rehabilitation (DOCR) along with CAWS North

Dakota formed the North Dakota Victim Services Collaborative to facilitate state planning to

address the needs of all crime victims in order to maximize resources, eliminate duplicative

funding efforts and ultimately work toward the vision of equal access to survivor-driven

services for all crime victims. To realize this vision, the Collaborative is guided by a strategic

plan that includes the priorities of collaboration, innovation, and streamlining. Over the past 18

months the Collaborative’s work has been on planning and promoting the regionalization pilot

projects with a focus on centralized administration, consistency of services, streamlining

resources, bold and innovative ideas, and sharing services. Therefore, with the additional VOCA

funds, the goals of this grant include:

Increasing access to relevant, victim-centered services;

Promoting courageous organizational leadership;

Encouraging meaningful, positive change;

Improving culturally specific or equal access to services;

Demonstrating positive, measurable impacts;

Fostering solution-based modernization of services. This grant provides an opportunity for subgrantees to access multi-year funding with the long-term goal of enhancing and increasing access to services for crime victims.

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GENERAL INFORMATION

AWARD PERIOD. April 1, 2019 through December 31, 2019.

ELIGIBLE APPLICANTS. To be eligible for funding, a subgrantee agency must be operated by a

criminal justice, governmental unit, public, and private non-profit or tribal agency (see below

for definitions). Providing direct services to crime victims shall be a core component of the

agency’s mission and operations.

1. CRIMINAL JUSTICE AGENCIES: This category includes state and local law enforcement agencies, prosecutor’s offices and correction departments are eligible to receive VOCA grant funding to pay for crime victims services. Grants made to law enforcement agencies must be used for direct services to crime victims, such as crime victim crisis response units. 2. PRIVATE NON-PROFIT AGENCIES. This category includes shelters, safe houses, rape crisis centers, faith-based agencies, neighborhood programs, and mental health agencies. In addition to the general eligibility requirements, a private non-profit agency must have obtained 501(c)(3) non-profit status. 3. AMERICAN INDIAN OR ALASKA NATIVE TRIBES. This category includes federally-recognized American Indian or Alaska Native tribes, or projects that operate on tribal lands. 4. OTHER AGENCIES: This category includes state and local public agencies that provide services

specifically designed to serve crime victims.

OR A partnership of two or more subgrantee agencies or organizations is required and includes—

A. an agency or organization described in paragraph (1); and B. an agency or organization that has a demonstrated history of serving populations

in their communities, including providing culturally appropriate services.

If the applicant is a partnership, then a letter from the direct crime victim service provider (s) explaining the partnership must be included as an attachment to the application in COSMOS.

GENERAL REQUIREMENTS.

1. The subgrantee agency shall be located in North Dakota and primarily serve North Dakota residents. 2. The subgrantee agency shall comply with all applicable provisions outlined in the VOCA Grant Contract.

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3. A subgrantee agency receiving VOCA grant funding shall have financial support from other sources in addition to VOCA grant funding and shall provide cash or an in-kind match contribution, or a combination of both. The total project cost is the amount of the federal VOCA funds plus the match amount. Federal funds may not be used for the cash match. 4. The subgrantee agency shall be required to use volunteers throughout the VOCA grant cycle, unless the ND DOCR determines there is a significant reason to waive the volunteer requirement. 5. The subgrantee agency shall provide services to crime victims of federal crimes on the same basis as crime victims of state or local crimes. 6. The subgrantee agency shall not use or reveal any research or statistical information

identifiable to any specific individual, for any purpose other than for which such information

was obtained.

7. The subgrantee agency shall provide assistance to potential recipients of crime victim

compensation benefits (including potential recipients who are victims of a federal crime) to

apply for benefits.

8. The subgrantee agency shall demonstrate and promote a record of providing effective direct services to crime victims, including support from sources other than VOCA in a cost-effective manner. 9. The subgrantee agency shall be required to cooperate in a timely manner with all VOCA grant

audit reviews.

AWARD PROCESS.

A total of up to $1 million is available to be awarded to up to 3 subgrantee agencies. The total

number of subgrants and award amounts will depend on the number of applicants and

amounts requested. Applicants should only request what they need to complete the project.

Applications must be submitted in the COSMOS by 11:59pm February 15, 2019 to be eligible for

review. The subgrantee agency shall utilize COSMOS to review the application, apply for the

VOCA Regionalization grant, acknowledge acceptance of the contract by electronic signature,

complete and submit reimbursement requests and required reports. Training is essential for

system access, grant application, fiscal management and reporting in the COSMOS system.

COSMOS on-line training is available on the ND DOCR Victim Services website at

https://docr.nd.gov/victims-services/grant-information

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ALLOWABLE COSTS.

This application is designed to promoting the regionalization pilot projects with a focus on

centralized administration, consistency of services, streamlining resources, bold and innovative

ideas, and sharing services. Regionalization projects should address the goals and align with the

VOCA allowable expenses in Appendix A. As a reminder, the goals of this grant include:

Increasing access to relevant, victim-centered services;

Promoting courageous organizational leadership;

Encouraging meaningful, positive change;

Improving culturally specific or equal access to services;

Demonstrating positive, measurable impacts;

Fostering solution-based modernization of services.

Some projects and costs are unallowable under VOCA. See Appendix B for details.

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APPLICATION INSTRUCTIONS

1. TITLE FOR YOUR REGIONALIZATION PROJECT.

2. DESCRIBE YOUR COMMUNITY.

Describe your region’s service area including the demographics, needs and assets. If you’ve conducted a needs assessment or participated in a community readiness assessment reference the relevant data in this section.

3. BRIEFLY DESCRIBE YOUR ORGANIZATION AND ORGANIZATION(S) THAT ARE WORKING

WITH YOU ON THIS PROJECT.

Describe your organization and if any new or expanded partnerships are being created as a

result of this project. Describe the existing relationship, collaboration or experience with the

organization(s) if applicable. What does each organization bring to the project and what do you

need from the other organization (s)? Outline the expectations of all partners including a

description of what each person and organization(s) will be responsible for. Provide evidence or

documentation that demonstrates the organization(s) and communities are on board with the

project including letters of support, meeting minutes or emails.

4. WHAT PROBLEM IS YOUR REGIONALIZATION PROJECT TRYING TO SOLVE?

5. DESCRIBE YOUR BOLD MOVE TOWARD A COLLABORATIVE VISION OF GROWTH AND NEW IDEAS.

Describe your bold move or idea. How will the regionalization project benefit both communities and/or region? What will be different? In the short term? Long term? How will the lives of survivors be changed? How will your community (s) change?

How does your project support one of the Victim Services Collaborative’s goals:

Increasing access to relevant, victim-centered services;

Promoting courageous organizational leadership;

Encouraging meaningful, positive change;

Improving culturally specific or equal access to services;

Demonstrating positive, measurable impacts;

Fostering solution-based modernization of services.

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6. PROGRAM PLAN. Demonstrate a very clear and strategic plan on how the partnering

organization(s) are going to see it through.

1. What are key milestones of this project? How will your project impact the communities

you described previously? Include specific and measurable goals, objectives and a

timeline.

2. How will you measure your progress and results? What do you anticipate as short-term

impacts? Long term outcomes?

3. What are the challenges or barriers to your success and how will you address them?

7. COMMUNICATION PLAN. Describe your communication plan. How will it be implemented?

How often will you meet? How will you make decisions? How will you problem solve?

Describe how you will communicate with the potential clients that there is a new way of

delivering services.

8. LETTER OF COLLABORATION. A letter of collaboration between the agencies applying for the regionalization project is required and must include the following. Please attach to the application in COSMOS. 1. Identify the agency and provide a brief history of the collaborative relationship,

including when and under what circumstances the relationship began. 2. Clearly state the roles and responsibilities each agency will assume to ensure the

success of the proposed project; 3. Demonstrate the capacity of the grant-funded staff to successfully implement project

activities; 4. Describe the resources each partner would contribute to the project, either through

time, in-kind contributions, or grant funding; 5. Demonstrate a commitment to work together to achieve stated project goals and

objectives

9. BUDGET. Attach a detailed budget that clearly outlines your budget and funding sources. Include or address the following in both your budget and budget narrative: 1. Do you currently receive VOCA funds? If yes, the following must be responded to:

a. What percentage of services or staff does your VOCA budget fund? b. How is your request for the Regionalization Project funds for new services? c. Explain how it is not a duplicative request of funds for services already funded under

VOCA. 2. Have you secured additional funds to support the Regionalization Project? And, how

you will sustain this project? details

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BUDGET GUIDANCE

A. PERSONNEL SALARIES

Indicate title of the individual to be funded with VOCA dollars, the total salary of the individual, and the FTE percentage funded with VOCA funds to be used to fund the salary for the project period. Do not put “see attached job descriptions”

B. FRINGE BENEFITS

Should be based on the percent of salary requested with VOCA funding. If salary is requested for a part time person, then the fringe benefit package must be prorated accordingly.

C. TRAVEL-FOOD-LODGING

Indicate the estimated number of miles and the cost per mile, the estimated number of meals and per diem, the estimated number of nights needed for lodging and the rate of lodging costs for the project period. Mileage and per diem rates may not exceed state rates. Effective January 1, 2018 state mileage rate is $.545/mile. Be aware that this rate may change and reimbursements should be charged accordingly.

Per Diem Breakdown $35.00

Breakfast 6:00 a.m. to Noon $7.00

Lunch Noon to 6:00 p.m. $10.50

Dinner 6:00 p.m. to MIDNIGHT $17.50

D. SUPPLIES

Allowable costs include office/shelter supplies, materials for in-house trainings, brochures, etc. The justification should explain how the supplies relate to the grant goals.

E. RENT/UTLITIES

Indicate the estimated monthly rent and utilities to be funded by VOCA.

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F. COMMUNICATIONS

Indicate the estimated monthly telephone, fax and postage costs to be funded by FVPSA.

G. CONSULTANT/CONTRACTORS

Compensation for services by an individual consultant (i.e. counselor) should be reasonable and consistent with that paid for similar services in the marketplace. Consultant rates are not to excess of $650 per day. Applicants should also include all costs associated with consultants/contracts in the “Consultants/Contracts” category including travel-related costs. Costs should not be reflected in the Personnel or Travel categories.

H. OTHER

Can include allowable client assistance, professional development, repairs, maintenance, advertising, etc. The justification should explain how the other costs relate to the grant goals.

I. MATCH FUNDS

Indicate the correct match and describe the source of the match (ex. county funds, volunteer hours).

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APPENDIX A. VOCA GRANT GUIDELINES.

ADMINISTRATION AND PURPOSE OF VOCA GRANT FUNDING. The administering agency is the North Dakota Department of Corrections and Rehabilitation (ND DOCR) and is the State grantee agency, as well as the pass-through agency for VOCA grant funding. The purpose of VOCA grant funding is to enhance or expand direct services for crime victims. COMPLAINT PROCESS. If during the grant cycle, the subgrantee agency has a complaint, the agency shall create a written, detailed description of the issue(s), the date(s), reason(s) and a possible resolution(s) to the issue(s). The written complaint may be submitted to the ND DOCR, Division of Adult Services, PO Box 1898 Bismarck, ND 58502. CONFERENCES, MEETINGS, TRAININGS AND OTHER EVENTS. The ND DOCR, and any subgrantee agency at any tier, must comply with all applicable laws, regulations, policies, and official Department of Justice (DOJ) guidance (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences (as that term is defined by DOJ), including the provision of food and/or beverages at such conferences, and costs of attendance at such conferences. Information on the pertinent DOJ definition of conferences and the rules applicable to this award appears in the DOJ Grants Financial Guide, "Post Award Requirements" in section 3.10 of the 2015 DOJ Grants Financial Guide) at https://ojp.gov/financialguide/doj/index.htm CONFIDENTIALITY OF RESEARCH INFORMATION. The subgrantee agency shall not use or reveal any research or statistical information identifiable to any specific individual, for any purpose other than for which such information was obtained. North Dakota laws governing the disclosure of information relating to the safety and welfare of crime victims, including laws pertaining to mandatory reporting of suspected child physical or sexual abuse, assault or neglect shall also be followed. CONTRACT AUTHORITY. The subgrantee agency shall not have the authority to incur obligations, or enter into a contract on behalf of the ND DOCR and shall function as an independent contractor. The VOCA Grant Contract between the ND DOCR and subgrantee agency is in no way construed as an employer/employee relationship. CONTRACT MERGER AND MODIFICATION. The VOCA Grant Contract constitutes the entire agreement between the ND DOCR and subgrantee agency. There are no understandings, agreements, or representations, oral or written, not specified within the VOCA Grant Contract. The VOCA Grant Contract may not be modified, supplemented or amended, in any manner, except by written agreement signed by both ND DOCR and subgrantee agency. CONTRACT TERMINATION. The VOCA Grant Contract is contingent upon receipt of VOCA grant funding by the ND DOCR. If through any cause, the subgrantee agency shall fail to fulfill in a

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timely and proper manner, its obligations under the contract, or if the subgrantee agency shall violate any of the covenants, agreements, or stipulations of the VOCA Grant Contract, the ND DOCR shall have the right to terminate the contract by giving written notice of intention to terminate to the subgrantee agency, thirty (30) days prior to the cancellation date and specify the effective date of the termination. In the event of termination, the VOCA Grant Contract, all finished or unfinished documents, data, and reports prepared by the subgrantee agency shall become the property of the ND DOCR. The subgrantee agency shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials. The VOCA Grant Contract may be canceled or terminated by mutual consent, default, or conditions beyond the control of either party. The party desiring to cancel or terminate the VOCA Grant Contract must give written notice of its intention to terminate thirty (30) days prior to the date of cancellation, setting forth the reason and condition of said termination. In case of termination (partial or complete), payments to the subgrantee agency or recovery of funds by the ND DOCR shall be in accordance with the legal rights and liabilities of both parties. COPYRIGHT. The ND DOCR shall maintain an exclusive right to copy or reproduce any materials created, produced or submitted in COSMOS and directly correlated to the VOCA Grant. CRIME VICTIM. An individual who is a crime victim of an eligible crime within the VOCA grant guidelines, and has benefited directly from VOCA eligible services provided by your agency, shall be counted as a VOCA crime victim. CRIME VICTIMS COMPENSATION INFORMATION. The subgrantee agency shall provide assistance to potential recipients of crime victim compensation (including recipients who are crime victims of state, local or federal crimes) in applying for benefits which may include, but are not limited to, identifying and referring potential crime victim recipients to an organization that can assist them on the availability of services and intervening on behalf of potential crime victim recipients regarding the Crime Victims Compensation Program. DISCRIMINATION OR COMPLAINT POLICY AND PROCESS – FEDERAL. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 42. The ND DOCR, and any subgrantee agency at any tier, must comply with all applicable requirements of 28 C.F.R. Part 42, specifically including any applicable requirements in Subpart E of 28 C.F.R. Part 42 that relate to an equal employment opportunity program. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination – 28 C.F.R. Part 38. The NDOCR, and any subgrantee agency at any tier, must comply with all applicable requirements of 28 C.F.R. Part 38, specifically including any applicable requirements regarding written notice to program beneficiaries and prospective program beneficiaries. Part 38 of 28 C.F.R., a DOJ regulation, was amended effective May 4, 2016.

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DISCRIMINATION OR COMPLAINT POLICY AND PROCESS – STATE. The subgrantee agency may view the ND DOCR discrimination or complaint DOCR Policy 1A-20 at https://docr.nd.gov/victims-services/grant-information. DISCRIMINATION FINDING(S). OCR investigates complaints from individuals or groups who believe that they have experienced discrimination from an agency that receives funding from the Justice Department. OCR can also investigate agencies that receive Justice Department funding from state and local government agencies. Federal laws prohibit discrimination on the basis of race, color, national origin, religion, sex, age or disability. If you believe that you have experienced discrimination, you are encouraged to file a civil rights complaint as soon as possible. In more circumstances, you have only one year from the date of the incident to do so. Complete the Complaint Verification Form and the Identity Release Statement and submit to:

Office for Civil Rights Office of Justice Programs U.S. Department of Justice

810 Seventh Street NW Washington, DC 20531 LIMITED ENGLISH PROFICIENCY (LEP). According to the Safe Streets Act of 1968 and Title VI of the Civil Rights Act of1964, under Executive Order 13166, the subgrantee agency shall take steps to ensure that LEP persons have access to services and programs. Additional assistance and information regarding LEP obligations may be accessed at http://www.lep.gov. LOBBYING RESTRICTIONS AND POLITICAL PURPOSES. Federal funds may not be used by the ND DOCR, or any subgrantee agency at any tier, either directly or indirectly, to support or oppose the enactment, repeal, modification or adoption of any law, regulation, or policy, at any level of government. Should any questions arise as to whether a particular use of federal funds by a recipient (ND DOCR) or subgrantee agency would or might fall within the scope of this prohibition, the recipient (ND DOCR) is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. LIMITED ENGLISH PROFICIENCY (LEP). According to the Safe Streets Act of 1968 and Title VI of the Civil Rights Act of1964, under Executive Order 13166, the subgrantee agency shall take steps to ensure that LEP persons have access to services and programs. Additional assistance and information regarding LEP obligations may be accessed at http://www.lep.gov. LOBBYING RESTRICTIONS AND POLITICAL PURPOSES. Federal funds may not be used by the ND DOCR, or any subgrantee agency at any tier, either directly or indirectly, to support or oppose the enactment, repeal, modification or adoption of any law, regulation, or policy, at any level of government. Should any questions arise as to whether a particular use of federal funds by a recipient (ND DOCR) or subgrantee agency would or might fall within the scope of this prohibition, the recipient (ND DOCR) is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP.

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NATIONAL ENVIRONMENTAL PROTECTION AGENCY ACT (NEPA ACT.) The subgrantee agency understands that all OJP awards are subject to the National Environmental Policy Act (NEPA, 42 U.S.C. section 4321 et seq.) and other related federal laws (including the National Historic Preservation Act), if applicable. The subgrantee agency agrees to assist OJP in carrying out its responsibilities under NEPA and related laws. If the ND DOCR plans to use VOCA funds (directly or through a subaward or contract) to undertake any activity that triggers these requirements, such as renovation or construction. (See 28 C.F.R. Part 61, App. D.) The ND DOCR also agrees to comply with all federal, state, and local environmental laws and regulations applicable to the development and implementation of the activities to be funded under this award. NON-DISCLOSURE AGREEMENT RESTRICTIONS AND CERTIFICATIONS. A subgrantee agency under this award, or entity that receives a procurement contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting (in accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information The foregoing is not intended, and shall not be understood by the agency making this award, to contravene requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive compartmented information), or any other form issued by a federal department or agency governing the nondisclosure of classified information. 1. In accepting this award, the subgrantee agency shall: a. Represent that it neither requires nor has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and b. Certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. OFFICE OF JUSTICE PROGRAM (OJP) GUIDING PRINCIPALS. Any training or training materials that the ND DOCR or any subgrantee agency at any tier develops or delivers with OJP award funds must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, available at http://ojp.gov/funding/ojptrainingguidingprinciples.htm. RECORDS EXAMINATION. The ND DOCR authorizes OVC and/or the Office of the Chief Financial Officer (OCFO), and its representatives, access to and the right to examine all records, books, paper or documents related to the VOCA grant. ND DOCR will further ensure that all VOCA subgrantee agencies will authorize representatives of OVC and OCFO access to the right to examine all records, books, paper or documents related to the VOCA grant.

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RETALIATION. In accordance with federal civil rights laws, the subgrantee agency shall not retaliate against individuals for taking action or participating in an action to secure rights protected by these laws. RETENTION OF CLIENT RECORDS. The subgrantee agency shall maintain access to client records for a period of not less than six (6) years following the close of the client's case. SCOPE OF SERVICE. The subgrantee agency shall use VOCA grant funding for authorized direct services to crime victims without a charge and shall manage funding as proposed in the VOCA Grant Guidelines and Contract. Revisions may be approved by the ND DOCR in writing. The subgrantee agency shall provide direct services to crime victims of federal crimes on the same basis as crime victim of state and local crimes. SERVICES PROVIDED TO INCARCERATED VICTIMS. The ND DOCR has sole discretion to determine the amount of VOCA grant funding awarded. Services to incarcerated victims may or may not be provided. The costs permitted for direct services to incarcerated victims are the same as those costs permitted for direct services to any crime victim. VOCA grant funding is not subject to mandated reduction or reallocation for non-compliance under the Prison Rape Elimination Act (PREA) at: https://www.prearesourcecenter.org/training-technical-assistance/prea-101/prisons-and-jail-standards. SUBGRANTEE AGENCY STATUS. The subgrantee agency shall immediately notify the ND DOCR in writing of any change in the agency status or staff during the grant cycle. SUBGRANTEE AGENCY REPORTING. The subgrantee agency shall submit all required statistical and narrative data specific to the VOCA Grant Reporting Schedule through COSMOS, including closeout reports and any other reports required or requested by the ND DOCR throughout the grant cycle. SUBGRANTEE AGENCY TRAINING. The subgrantee agency shall participate in training, as it applies to VOCA grant, upon request by the ND DOCR during the VOCA grant cycle. ENCOURAGEMENT OF POLICIES TO BAN TEXT MESSAGING WHILE DRIVING. Pursuant to Executive Order 13513, “Federal Leadership on Reducing Text Messaging While Driving,” 74 Fed. Reg. 51225 (October 1, 2009), DOJ encourages recipients (ND DOCR) and subgrantee agencies to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this award, and to establish workplace safety policies and conduct education, awareness and other outreach to decrease crashes caused by distracted drivers. b. Certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will

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immediately stop any further obligations of award funds, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. OFFICE OF JUSTICE PROGRAM (OJP) GUIDING PRINCIPALS. Any training or training materials that the ND DOCR or any subgrantee agency at any tier develops or delivers with OJP award funds must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, available at http://ojp.gov/funding/ojptrainingguidingprinciples.htm. REQUIREMENTS PERTAINING TO PROHIBITIED CONDUCT RELATED TO TRAFFICKING IN PERSONS (including reporting requirements and OJP authority to terminate award). The ND DOCR and subgrantee agency at any tier, must comply with all applicable requirements (including requirements to report allegations) pertaining to prohibited conduct related to the trafficking of persons, whether on the part of the recipients (ND DOCR), subgrantee agencies, or individuals defined (for purposes of this condition) as “employees” of the ND DOCR or of any subgrantee agency. The details of the ND DOCR’s obligation related to prohibited conduct related to trafficking in persons are posted on the OJP website at http://ojp.gov/funding/Explore/ProhibitedConduct-Trafficking.htm (Award condition: Prohibited conduct by recipients (ND DOCR) and subgrantee agency related to trafficking in persons (including reporting requirements and OJP authority to terminate award) and are incorporated by reference here. VOLUNTEER INVOLVEMENT. To be eligible for VOCA grant funding, a subgrantee agency shall be required to use volunteers throughout the VOCA grant cycle, unless the ND DOCR determines there is a significant reason to waive this requirement. A significant reason may be a statutory or contractual provision concerning liability, counselor or victim confidentiality (barring use of volunteers for certain positions) or the inability to recruit and maintain volunteers after a sustained and aggressive effort.

FISCAL MANAGEMENT. The subgrantee agency shall provide accurate fiscal control; management and distribution of VOCA grant funding and shall agree that all VOCA grant funding received shall not be held in any type of interest bearing accounts. All VOCA grant funding shall be expended or committed to be expended at least thirty (30) days prior to the end of the grant cycle. AUDIT RESPONSIBILITIES. The subgrantee agency shall maintain accurate financial records and fully disclose the complete financial status of the VOCA grant subaward. All financial records shall be made available to the ND DOCR, upon request at any time during normal business hours throughout the VOCA grant cycle. Any governmental unit (state or local) or private non-profit agency expending less than $750,000 in federal funds in any fiscal year are exempt from a single A-133 audit. A single A-133 audit must be submitted online to the Federal Audit Clearinghouse (FAC) for any governmental unit (state or local) or private nonprofit organization expending $750,000 or more of federal funds. Single audit submission is required under the Single Audit Act of 1984 (amended in 1996), OMB Circular A-133, and the Office of Management and Budget (OMB) Title 2 U.S. Code

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of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements for Federal Awards (Uniform Guidance). BUDGET REVISION. A budget revision shall be used to increase or decrease an initial VOCA subaward or adjust line items within your agency’s original budget throughout the grant cycle. The subgrantee agency shall utilize COSMOS to complete and submit budget revision requests for approval. If you are moving funds to another line item, your request must be specific to the last $.01 CASH AND IN-KIND MATCH CONTRIBUTIONS. A subgrantee agency receiving VOCA grant funding shall have financial support from other sources in addition to VOCA grant funding and shall provide cash or an in-kind match contribution, or a combination of both. The total project cost is the amount of the federal VOCA funds plus the match amount. Federal funds may not be used for the cash match. An agency with previous VOCA subawards shall use a 20% cash or in-kind match, or combination of both. An agency new to VOCA shall use a 25% cash or in-kind match, or combination of both. American Indian or Alaska Native Agencies are exempt from project match requirement. HOW TO FIGURE 20% CASH MATCH: $ 50,000.00 Award Amount $ 62,500.00 Divide by .80 and subtract from Award Amount $ 12,500.00 Required Match Amount The in-kind match contribution may include volunteer, professional or personal services; materials or equipment; space and facilities; non-VOCA funded victim assistance activities or discounts donated to the subgrantee agency by a third party. In-kind match contributions shall be valued at fair market value; volunteer time shall be valued at a rate consistent with compensation paid for similar work within the agency. DEOBLIGATION OF FUNDS. Any portion of VOCA grant funding not expended, or committed to be expended within the grant cycle, shall be considered “deobligated” and returned voluntarily by the subgrantee agency to the ND DOCR for redistribution within a minimum of thirty (30) days prior to the end of the VOCA grant cycle. DEPARTMENT OF JUSTICE FINANCIAL GUIDE. The subgrantee agency agrees to comply with the (DOJ) Grants Financial Guide as posted on the OJP website at https://ojp.gov/financialguide/doj/index.htm under the 2015 DOJ Grants Financial Guide (including updated versions that may be posted during the grant cycle) All VOCA grant funding shall be expended or committed to be expended at least thirty (30) days prior to the end of the grant cycle. EQUIPMENT, FURNITURE OR TECHNOLOGY PURCHASES. Equipment, furniture or technology with a purchase price of $250.00 or over per item shall be considered a fixed asset (if the item has a useful life of two years or more.) Purchased items shall be labeled with a permanent tag

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to include the purchase date, purchase amount, item description, serial/model number and current location purchased with VOCA Grant Funding. Equipment, furniture or technology purchased with VOCA grant funding shall be retained in the subgrantee agency’s inventory for three years from the purchase date. After three years, the item shall “lose its identity” and become the property of the subgrantee agency. The subgrantee agency shall provide an itemized disposal list to include the date, reason and method of disposal to the ND DOCR during the grant cycle. Additional Information for these purchases can be located on the ND DOCR Victim Services Website at https://docr.nd.gov/victims-services/grant-information FISCAL RECORDS RETENTION. The subgrantee agency shall maintain access to financial records for a period of three (3) years following the expiration of the VOCA Grant Contract. The subgrantee agency shall make non-confidential records available to any representative of the ND DOCR upon request, at any time during the VOCA grant cycle. The subgrantee agency shall keep accurate records to ensure fiscal control, grant management, fiscal distribution and grant monitoring of VOCA grant funding. REPORTING POTENTIAL FRAUD, WASTE, ABUSE AND SIMILAR MISCONDUCT. The ND DOCR and subgrantee agency must promptly refer to the DOJ Office of the Inspector General (OIG) any credible evidence that a principal, employee, agent, subgrantee agency, contractor, subcontractor, or other person has in connection with funds under this award: a. Submitted a claim that violates the False Claims Act; or b. Committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct.

Potential fraud, waste, abuse, or misconduct involving or relating to funds under this award should be reported to the OIG by: a. Mail directed to Office of the Inspector General, U.S. Department of Justice, Investigations Division, 950 Pennsylvania Avenue, N.W. Room 4706, Washington, DC 20530; or

b. E-mail to oig.hotline@usdoj.gov; and/or

c. The DOJ OIG hotline (contact information in English and Spanish) at (800) 869-4499 (phone) or (202) 616-9881 (fax). Additional information is available from the DOJ OIG website at http://www.usdoj.gov/oig GENERAL APPROPRIATIONS – LAW RESTRICTIONS ON THE USE OF FEDERAL FUNDS (FY 2016). The ND DOCR and any subgrantee agency at any tier must comply with all applicable restrictions on the use of federal funds set out in federal appropriations statutes. Pertinent restrictions, including from various "general provisions" in the Consolidated Appropriations Act, 2016, are set out at http://ojp.gov/funding/Explore/FY2016-AppropriationsLawRestrictions.htm

GRANT MONITORING. The subgrantee agency shall be required to cooperate in a timely manner with the ND DOCR on desk reviews or an onsite grant audit during the grant cycle. At a minimum, one desk review or onsite audit will occur during the grant cycle or on a different frequency based on audit findings or issues arising during regular desk monitoring.

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INDIRECT COST RATE (ICR) and MODIFIED TOTAL DIRECT COSTS (MTDC). A subgrantee agency shall have the option to use the 10% De Minimis Indirect Cost Rate (ICR). This rate can only be applied to Modified Total Direct Costs (MTDC) up to $25,000 of the VOCA subaward. Additional information on ICR can be located at https://www.ecfr.gov/cgi-bin/text-idx?SID=4f672ff1d33d9c21d4ec84379861ff25&mc=true&node=se2.1.200_157&rgn=div8 Additional information on MTDC can be located at https://www.ecfr.gov/cgi-bin/retrieveECFR?gp=&SID=7f99d7cdea6ebab000e815b20ac5c8d5&mc=true&n=pt2.1.200&r=PART&ty=HTML#se2.1.200_168 REIMBURSEMENT REQUESTS. The reimbursement request is the method of reimbursing funds expended by the subgrantee agency and shall be submitted through COSMOS. Reimbursements shall be distributed by electronic direct deposit. COSMOS GRANT MANAGEMENT SYSTEM The subgrantee agency shall utilize COSMOS to review the application, apply for the VOCA grant, acknowledge acceptance of the contract by electronic signature, complete and submit reimbursement requests and required reports. Training is essential for system access, grant application, fiscal management and reporting in the COSMOS system. COSMOS on-line training is available on the ND DOCR Victim Services website at https://docr.nd.gov/victims-services/grant-information The subgrantee agency shall participate in training, as it applies to VOCA grant funding, upon request by the ND DOCR. The subgrantee agency shall submit all required statistical and narrative data specific to the VOCA Grant Reporting Schedule. CLOSEOUT REPORT – ND DOCR. The Closeout Report may be comprised of questions regarding the progress, narrative performance and statistical data completed during the grant cycle. The Closeout Report shall be completed by the subgrantee agency and submitted through COSMOS within thirty (30) days after the close of the grant cycle. OFFICE FOR VICTIMS OF CRIME (OVC) PERFORMANCE MEASURES TOOL (PMT) Training is essential for system access and reporting in the PMT system. It is recommended that the subgrantee agency complete all training prior to starting any reporting in the PMT system. Training and reporting may be accessed at http://ojpsso.ojp.gov Proceed to the “Need Help” tab and click directly on the tab itself. All training and resources are available under this tab. OVC PMT FEDERAL REPORTING SYSTEM. All federal reporting is required to be completed in the OVC PMT system. If your agency established an account through a previous VOCA grant, your information automatically transfers and you should already have access to the PMT system at http://ojpsso.ojp.gov. The subgrantee agency shall submit all required PMT statistical data and narrative reporting information in a timely manner specific to the VOCA Grant Reporting Schedule.

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If your agency is new to the PMT system, your agency’s authorized representative should

contact the ND DOCR for initial instructions to establish a new PMT account.

PMT SUBGRANT AWARD REPORT (SAR.) The SAR consists of the subgrantee agency program

activities that will be implemented with VOCA plus match funds. The SAR shall be completed by

the subgrantee agency within sixty (60) days of the VOCA grant subaward. Effective July 1,

2017, any SAR changes occurring within the VOCA grant cycle must be completed in PMT by the

subgrantee agency within thirty (30) days of the change.

PMT QUARTERLY PERFORMANCE MEASURE REPORTS. The subgrantee agency is required to

submit quarterly performance measure reports on the performance metrics identified by OVC,

and in the manner required by OVC. The quarterly performance measure report contains

demographic and direct services information on age, race, sex or gender identity, national

origin, religion or disability collected by the subgrantee agency during each of the four quarters

and submitted through the PMT system within thirty (30) days after the close of each quarter.

PMT SUBGRANTEE ANNUALLY REPORTED QUESTIONS. Data and narrative questions required

for performance and effectiveness under the award. The subgrantee agency shall collect and

maintain data that measures the performance and effectiveness of the activities under this

award. The Subgrantee Annually Reported Questions are located at the end of the Fourth

Quarterly Performance Measures Report and shall be submitted through the PMT system

within thirty (30) days after the end of the VOCA grant cycle.

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APPENDIX B. ALLOWABLE AND UNALLOWABLE COSTS.

ACTIVE INVESTIGATION AND PROSECUTION OF CRIMINAL ACTIVITIES. Victim assistance services (e.g. emotional support, advocacy and legal services) to crime victims. ADVOCACY AND PARTICIPATION IN CRIMINAL AND PUBLIC PROCEEDINGS. The provision of services and payment of costs that assist victims to participate in the criminal justice system and other public proceedings arising from the crime include: advocacy on behalf of the crime victims; accompanying crime victims to court; transportation, meals, lodging to allow crime victims (who are not witnesses) to participate in a court proceeding; interpreting for a limited English or disabled crime victims; providing childcare, assistance with crime victim impact statements. CRISIS INTERVENTION SERVICES. In-person crisis intervention, emotional support, guidance and counseling provided by advocates, counselors, mental health professionals, or peers. Crisis intervention services may occur at the scene of a crime, immediately after a crime, or ongoing as needed after the crime. CRISIS HOTLINE COUNSELING. Telephone service offered twenty-four hours per day, seven days per week providing counseling, guidance, emotional support, and information and referral services.

EMERGENCY ASSISTANCE. Emergency assistance is offered after victimization to prevent re-victimization (e.g. security lock replacement, etc.) EMERGENCY FINANCIAL ASSISTANCE. Transportation, food, clothing, and emergency housing. EMERGENCY LEGAL ADVOCACY. Filing temporary restraining orders, protective orders, and obtaining emergency custody orders and visitation rights. FOLLOW-UP CONTACT. In-person contacts, telephone contacts, and written communications with crime victims to offer emotional support, provide empathetic listening, periodic checks on a crime victim’s progress, etc. FORENSIC INTERVIEW COSTS. Allowable with the following parameters: 1. Interview results are distributed to law enforcement, prosecution, social services, personal advocacy, case management, substance abuse treatment and mental health services. 2. Interviews shall be conducted in the context of a multi-disciplinary investigation and diagnostic team, or in a specialized setting such as a child advocacy center. 3. Interviewers shall be trained to conduct forensic interviews appropriate to the developmental age and abilities of children, or the developmental, cognitive and physical or communication disabilities presented by adults.

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FRINGE BENEFITS. Prorated portion of fringe benefits for direct service providers whose salaries are funded, in part, by the VOCA grant is an allowable cost. It is important to justify the amount budgeted for fringe benefits. GROUP TREATMENT. Coordination and provision of supportive group activities, includes self-help, peer support group, social support, etc. HEALTH INSURANCE. A portion of applicable fringe benefits for direct service providers, whose salaries are funded in part with VOCA grant funding, may include health insurance. IMMEDIATE EMOTIONAL, PSYCHOLOGICAL AND PHYSICAL HEALTH AND SAFETY. Services responding to the immediate needs of crime victims, including but not limited to: INFORMATION/REFERRAL-IN PERSON. Refers to in-person contact with victims during which time, services and available support are identified. INSURANCE. Buildings, security guards, or vehicles shall be covered by liability insurance. LEGAL ASSISTANCE SERVICES. Allows for legal assistance services (including, but not limited to, those provided on an emergency basis), where reasonable, and where a need for services arises as a direct result of victimization (e.g. assert victim rights in a criminal proceeding directly related to the victimization, or otherwise protect their safety, privacy, or other interests as victims in such a proceeding; motions to vacate or expunge a conviction, or similar actions, where the jurisdiction permits such a legal action based on a person being a crime victim; and those actions (other than tort actions) that, in civil context, are reasonably necessary as a direct result of the victimization. MENTAL HEALTH COUNSELING AND CARE. Out-patient therapy, counseling, and substance abuse treatment (treatment is directly related to the victimization) and provided by a trained individual with professional standards to provide services in the jurisdiction in which care is administered. PEER SUPPORT. Activities that provide opportunities for victims to meet other victims, share experiences and provide self-help, information and emotional support. PERPETRATOR REHABILITATION AND COUNSELING. Victimization of an incarcerated individual, whose need for victim assistance services is not directly related to the crime for which the individual was incarcerated. PERSONAL ADVOCACY AND EMOTIONAL SUPPORT Assisting and working with crime victim(s) to assess the impact of the crime, identification of the crime victim’s needs, case management, and management of the practical problems created by the victimization.

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PRINTING, POSTAGE, ADVERTISING AND BROCHURES. Reasonable costs for printing and postage of brochures describing the program’s direct services and how to obtain services to be distributed or available for victims of crime. PUBLIC AWARENESS AND EDUCATIONAL PRESENTATIONS. The development of presentation materials, brochures, newspaper notices and public service announcements to be distributed in schools, community centers and other public forums designed to inform crime victims of their rights and provide referral services or assistance. RELOCATION OF CRIME VICTIMS. Subject to restrictions on amount, length of time and eligible crimes, set by the ND DOCR. Relocation of crime victim(s) may be necessary for their safety and well-being, including, but not limited to reasonable moving expenses, security deposits for housing, rental expenses and utility start-up costs. RENT, TELEPHONE AND UTILITIES. A subgrantee agency may prorate the reasonable cost of items for a VOCA funded project. The rental charge must be consistent with the prevailing rental rate in the local area. RESEARCH STUDIES. Information shall be used for program or project evaluation only and any confidential information shall be redacted. SALARY OR APPLICABLE PORTION OF SALARY. Employees providing direct services to crime victims only. Salaries for other employees, whose functions are strictly administrative or operational, are not eligible (e.g. program administrators, bookkeepers, secretaries.) Gross salary (before taxes) amounts are to be used when budgeting for salary. SHELTER/SAFE HOUSE. Short-term and long-term housing and related support services to crime victims and their families following victimization.

SUPPLIES. A subgrantee agency may prorate the reasonable cost of items attributed to direct

services.

TELEPHONE CONTACT INFORMATION/REFERRAL. Contacts with crime victims during which time services and available support are identified. This does not include calls during which counseling is the primary function of the telephone contact. THERAPY. Therapy including intensive professional therapy, psychological and/or psychiatric treatment for individuals, couples, and family members relating to counseling; to provide emotional support in a crisis arising from the occurrence of a crime. This includes the evaluation of mental health needs, as well as the actual delivery of psychotherapy. TRAINING FOR EMPLOYEE DEVELOPMENT. In-state training costs for salaried employees, volunteers (if reasonable and directly related to the skills required to provide direct services to crime victims) is allowable under VOCA grant guidelines (e.g. training to provide skills to

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employees to enable them to effectively and directly assist individual crime victims.) Out-of-state training shall be approved in advance by the ND DOCR. TRAINING MANUALS, BOOKS AND MATERIALS. Training resources shall be essential in the training and management of staff, and volunteers. TRANSITIONAL HOUSING COSTS. Crime victims who have particular needs for housing and cannot safely return to their previous housing due to victimization. Crime victims in need of transitional housing would be victims of human trafficking; victims with disabilities or elderly victims abused by caretakers; domestic violence victims and their dependents and sexual assault victims. Costs would include travel, rental assistance, security deposits, utilities and other costs related to relocation, as well as voluntary support services, including childcare and counseling. TRANSPORTATION OF CRIME VICTIMS. Crime victims shall be provided transportation to receive services and participate in criminal justice proceedings. TRAVEL - IN STATE. In-state travel shall include providing direct services to crime victims for emergency transportation. Any necessary and reasonable participation in eligible training for direct service employees requiring in-state travel does not require approval from the ND DOCR. TRAVEL - OUT OF STATE. Any necessary and reasonable participation in eligible training for direct service employees requiring out-of-state travel, shall require written preapproval from the ND DOCR.

VEHICLE LEASE OR PURCHASE. Vehicles may be leased or purchased by the subgrantee

agency’s authorized representative, as long as the vehicle is used to provide direct services to

crime victims.

UNABLLOWBLE COSTS.

ACTIVE INVESTIGATION OR PROSECUTION OF CRIMINAL ACTIVITIES. Ineligible services or costs with the exception of the provision of crime victim assistance services, emotional support, advocacy, and legal services to crime victims. ADVERTISING. All areas of crime prevention distributed through literature and advertisements. CAPITAL EXPENDITURES. Capital improvements, property losses, expenses, real estate purchases, mortgage payments and construction are prohibited. COMPENSATION FOR CRIME VICTIMS. Reimbursement of expenses incurred as the result of a crime, are prohibited to crime victims through VOCA grant funding.

CRIME PREVENTION PROGRAMS. All activities involving or relating to crime prevention are

prohibited.

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CRIMINAL JUSTICE IMPROVEMENTS. Improvements (where crime victims are not the sole or primary beneficiaries of direct services) are ineligible. FUNDRAISING. Any activities related to fundraising, including financial support for a charity, cause, or other enterprise and fundraiser salary are prohibited. LOBBYING OR ADVOCACY ACTIVITIES. Conducted directly or indirectly, with respect to legislation or to administrative changes to regulations, or administrative policies are prohibited. MEDICAL CARE. Costs for or related emergency or non-emergency medical care. NEEDS ASSESSMENTS, SURVEYS, EVALUATIONS, RESEARCH AND STUDIES: Crime victim issues or data shall not be researched by individuals, organizations, task forces, or special commissions, except for project evaluation only. PROFESSIONAL SERVICES OF ATTORNEYS AND PHYSICIANS: Activities directed at prosecuting an offender and/or improving the criminal justice system’s effectiveness or efficiency (e.g. witness notification, management activities and expert testimony at trial.) SALARY, FRINGE BENEFITS AND EXPENSES OF MANAGEMENT: Expenses for salaries, fringe benefits, fees, furniture, equipment, technology and other expenses of executive board of directors, board members, and other administrators that do not provide direct services are prohibited.

SUPPLANTING. The subgrantee agency shall not deliberately reduce federal funds due to the

existence of state or local funds. The subgrantee agency shall use VOCA grant funding to

enhance or expand direct services and shall not use funding to supplant other federal, state and

local funds that would be available for crime victim services. For additional questions refer to:

https://ojp.gov/archives/financial_guides/financialguide11/PreawardRequirements/chapter

5page6.htm

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