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Goals for this session

STOP Federal Annual Progress Report Webinar Presented by: The Florida Coalition Against Domestic Violence December 2011. Goals for this session. You will understand, or improve your understanding of, the following: the overall reporting process who to contact for assistance

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Goals for this session

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  1. STOP Federal Annual Progress Report WebinarPresented by:The Florida Coalition Against Domestic ViolenceDecember 2011

  2. Goals for this session You will understand, or improve your understanding of, the following: • the overall reporting process • who to contact for assistance • available resources • how to respond to questions on the STOP annual progress reporting form VAWA MEI

  3. STOP Administrator Form • Tips for Successful Reporting: • Read the instructions and examples!!! • Read the instructions and examples!!! • Read the instructions and examples!!! VAWA MEI

  4. The reporting process: Subgrantees STOP Subgrantee FCADV/STOP Administrator (DCF) OVW Muskie – VAWA MEI VAWA MEI

  5. Successful data reporting for subgrantees • Read separate instructions • Use the “other” category only as a last resort • Use narrative questions for: impact of your activities, unique aspects of your program, additional detail, clarification of data reported VAWA MEI

  6. Successful data reporting for subgrantees • Don’t use acronyms or abbreviationsDo not include attachments • Use “Save As” instead of “Save” to control size of document VAWA MEI

  7. Any questions? VAWA MEI

  8. Section A1: General Information • Question 1: Date of report • Question 2: Current reporting period • Will not be able to adjust report period; true period is July – December 2011 VAWA MEI

  9. Section A1: General Information • Question 3: Subgrantee name • Question 4: Subgrant number(s) • List all FCADV STOP subcontract numbers; all STOP subcontracts received from FCADV should be reported together on the one form. VAWA MEI

  10. Section A1: General Information • Question 5,5a, 5b: Type of funded organization, faith based, culturally-specific community-based organization • Organization receiving STOP Program funds • Question 6: Point of contact • Person responsible for day-to-day activities VAWA MEI

  11. Section A1: General Information • Question 7: Tribal populations • STOP Program subgrant specificallyfocuses on tribal populations VAWA MEI

  12. Section A1: General Information (cont.) • Question 8: Percentage of funds • Report the approximate percentage of funds (or resources) committed to each area—domestic violence/dating violence, sexual assault, stalking. • Make this determination based on the STOP Program-funded activities. VAWA MEI

  13. Section A2: Staff Information: FTEs • FTE: full time equivalent (e.g., 40 hrs/wk) for STOP-funded staff and for required match • Time should be pro-rated • Use decimals, not percentages • Include FTEs for contractors, consultants, part-time, temporary, overtime VAWA MEI

  14. Section A2: Staff Information: Job Functions • Report by job function(s) rather than job title • Divide staff time into multiple functions • “Other” staff – be specific! VAWA MEI

  15. Calculating FTEs Calculations: based on 52 weeks or 2080 working hrs in a 12-month reporting period. 1.0 = (40 hrs/week, 2080 hrs/12 months [40 hrs X 52 wks]) .50 = (20 hrs/week, 1040 hrs/12 months) .40 = (16 hrs/week, 832 hrs/12 months) .25 = (10 hrs/week, 520 hrs/12 months) .10 = (4 hrs/week, 208 hrs/12 months) FTE = hours worked in the 12-month reporting period, divided by 2080, or FT weekly hrs. times 52 weeks VAWA MEI

  16. Calculating FTEs: Report STOP Program funded personnel only A county received a STOP subgrant that was used to fund one full-time prosecutor whose salary was 100% funded by the subgrant and another full-time prosecutorwhose salary was 25% funded by the subgrant. In this case, you would report only STOP Program funded FTEs. The correct FTE under “Prosecutor” would be 1.25 FTE (100%+25%). VAWA MEI

  17. Calculating FTEs: Report by job function, not job title A county received a STOP Program subgrant that was used to fund a full-time victim assistant in the prosecutor’s office who spent approximately 20 hours a week coordinating their victim services, 18 hours providing victim services, and 2 hours training. In this case, you would divide staff time by function. The correct FTE under “Program Coordinator” would be 0.5 FTE (20 hours/40 hours), under “Victim Assistant” 0.45 FTE (18 hours/40 hours), under “Trainer” 0.05 FTE (2 hours/40 hours). VAWA MEI

  18. Calculating FTEs: Pro-rate FTEs The subgrant also funded a full-time administrative assistant who was hired four months into the reporting period. In this case, you would need to pro-rate the FTE to reflect eight months of the 12-month reporting period. The correct FTE under “Support Staff” would be .66 FTE (8 months/12 months). VAWA MEI

  19. Calculating FTEs: Convert funding used for overtime, contractors, consultants into FTEs The subgrant also funded 300 hours of overtime for law enforcement officers during the 12-month reporting period. Those overtime hours need to be converted into FTEs. The correct FTE under “Law Enforcement officer” would be .14 FTE (300 hours/2080 hours). VAWA MEI

  20. Question 9: “Other” category • Appropriate others: evaluator, data analyst, offender treatment or BIP facilitator • If functions are similar, use existing category (e.g., 911 dispatcher – report as LE officer) • If more than one “other,” include the FTEs for each • Be specific about function in other (no consultant, contractor, graduate student, etc.) VAWA MEI

  21. Any questions? VAWA MEI

  22. Question 11: Training events provided Training is for professionals or volunteers acting in the role of a professional, to improve their response to victims/survivors as it relates to their role in the system. A training event can be a three-day conference, a three-hour workshop, or 10 minutes during roll call once a week. VAWA MEI

  23. Question 11: Training Events Provided (cont.) • Doreport training provided by grant funded staff to non-grant funded staff, or if non-grant funded staff were sent to training with STOP Program funds. • Do not report training provided to grant funded staff. VAWA MEI

  24. Question 11: Training events provided scenario Grant-funded staff held a class and the participants were the same over a three-week period. They also went to a conference and conducted a workshop for three days for completely different audiences each day. The correct number to report under training events would be 4 (class – 1 event, conference – 3 events). VAWA MEI

  25. Question 12: Number of people trained • By discipline • Multidisciplinary—only as a last resort • Government agency staff: child protective; fire dept. personnel; city, county, state workers unless specific category exists • Use existing categories when possible VAWA MEI

  26. Question 12: Number of people trained scenario #1 The grant was also used to send 3 judges to the judicial institute. One of them is STOP grant funded, and 2 are funded through other means. In this case, you would need to report training received only by non-grant funded staff. The correct number under “Judges” would be 2. VAWA MEI

  27. Question 12: Number of people trainedscenario #2 During the reporting period one STOP Program-funded prosecutor conducted statewide training that involved 7 other prosecutors, 14 law enforcement officers, and 8 victim advocates; non-STOP grant-funded prosecutor made a presentation to 40 business owners. VAWA MEI

  28. Question 12: Number of people trained scenario #2 (cont.) In this case, would you report this as: • one training event in item 11, and 7 under “Prosecutors,” 14 under “Law enforcement officers,” and 8 under “Victim advocates” in item 12. OR • two training events in item 11, and 7 under “Prosecutors”, 14 under “Law enforcement officers,” 8 under “Victim advocates,” and 40 under “Multidisciplinary” in item 12. VAWA MEI

  29. Question 12: Number of people trained scenario #2 (cont.) Correct answer: a. one training event in question 12, and 7 under “Prosecutors,” 14 under “Law enforcement officers,” and 8 under “Victim advocates” in question 13. VAWA MEI

  30. Question 14: (Optional) Additional information on training Discuss: • the effectiveness of training activities funded or supported by your STOP Program subgrant • any additional information you would like to share about your training activities beyond what you have provided in the data VAWA MEI

  31. Any questions? VAWA MEI

  32. Question 15: Coordinated community response (CCR) • 1st 2nd 3rd VAWA MEI

  33. Question 15: Coordinated community response (CCR) (cont.) • The following numbers can help you determine the frequency of contact for a 12-month reporting period: • Daily –approximately 260 contacts • Weekly – approximately 52 contacts • Monthly – approximately 12 contacts • Quarterly – approximately 4 contacts VAWA MEI

  34. CCR Other • Report specific types of organizations participating in task forces, advisory groups, etc., in existing categories • Acronyms or abbreviations—describe type of organization or spell out name VAWA MEI

  35. Question 17: Policies Check all types of policies or protocols developed, substantially revised, or implemented during the current reporting period. • Develop: To create a new policy or protocol. • Substantially revise: To make a significant amendment to an existing policy or protocol. • Implement: To carry out a new or revised policy or protocol as standard practice. VAWA MEI

  36. Question 19: Products • Developed • Substantially revised • Used or distributed • Do not report number printed, copied, or produced. VAWA MEI

  37. Question 19: Products scenario You used STOP Program funds to develop a training curriculum to help law enforcement officers identify predominant aggressors. You distributed 50 copies at a train-the trainer event. You also used STOP Program funds to translate into Spanish and distribute 200 copies of a brochure developed during a previous reporting period. Finally, you developed a new brochure for battered immigrant women, although no copies were distributed during the current reporting period. You would report this as follows: VAWA MEI

  38. Question 19: Products scenario (cont.) Ayuda para Víctimas de la Violencia de la Familia/ DV Services Victims/survivors Spanish 1 200 Battered Immigrant Women: Know Your Rights 1 Victims/survivors Identification of predominant aggressors Law enforcement officers 1 50 VAWA MEI

  39. Questions 22 & 23: Specialized units • May consist of one person, even if that person is partially funded by your STOP Program subgrant funds. • Indicate all victimizations addressed by the unit. VAWA MEI

  40. Any questions? VAWA MEI

  41. Section D: Victim Services • Complete this section if STOP Program-funded and/or STOP required match staff provided victim services or if grant funds were used to support victim services during the current reporting period. • Report all victim services provided, whether by a victim services agency, or by staff providing victim services within law enforcement, prosecution, or the court system. VAWA MEI

  42. Question 25: Victims/survivors served Served: Received all requested services that are funded by STOP funds. Partially served: Received some but not all requested services that are funded by STOP funds. Not served: Received none of the requested services that are funded by STOP funds. VAWA MEI

  43. Section D: Victim Services (cont.) Key questions: • What services are you FUNDED TO PROVIDE? • What services did the VICTIM/SURVIVOR REQUEST? • Is the person a PRIMARY VICTIM/SURVIVOR of domestic violence/dating violence, sexual assault, or stalking? 43 VAWA MEI

  44. Reporting victims: Unduplicated count of victims/survivors scenario A victim requested counseling at the beginning of the reporting period and then the same victim came back at the end of the reporting period and requested civil legal advocacy. In this case, unduplicated count of victims/survivors should be reported. You should report this person only once in Question 25. VAWA MEI

  45. Reporting victims: Primary victimization scenario A victim comes into your program looking for help with a protection order. Her estranged intimate partner, who had a history of very controlling behavior, came to her apartment and sexually assaulted her. In this case, you could report the victim under either DV or SA, but you must choose only one. SA category may be more appropriate, because it was the sexual assault that prompted her to seek services. VAWA MEI

  46. Reporting victims: scenario #1 A victim whose ex-husband has been charged with stalking comes into the prosecutor’s office to get information about the criminal process. Your victim advocate explains the process to her. She asks the advocate to attend the arraignment with her, but the advocate already is scheduled to be in another court on the date. This victim received information from your advocate, but not the other services she requested that you normally provide under your STOP Program subgrant. VAWA MEI

  47. Reporting victims: scenario #1 (cont.) In this case you would report this victim under: • Served/Stalking • Partially served/Stalking • Not served/Stalking VAWA MEI

  48. Reporting victims: scenario #2 A woman is sexually assaulted in a domestic violence incident by her live-in boyfriend. A police officer who responded to the incident has called your program’s hotline on behalf of the victim asking if an advocate will accompany the victim to the hospital during her examination. There is no advocate available to do this, and it is a service your program is funded to do under your STOP Program grant. VAWA MEI

  49. Reporting victims: scenario #2 (cont.) In this case you would report this victim under: • Served/Sexual assault • Partially served/Sexual assault • Not served/Sexual assault VAWA MEI

  50. Reporting victims: scenario #3 You receive police reports on all domestic violence incidents responded to by police. During the reporting period, you sent out letters to 100 victims/survivors based on these police reports, informing victims of services you provide; twenty-five letters were returned as undeliverable, fifteen victims contacted you after receiving the letter, requested services, and received all the STOP-funded services they requested. VAWA MEI

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