CRIMINAL JUSTICE COMMISSION 2013-15 CJC Grant Program Webinar

1. CRIMINAL JUSTICE COMMISSION 2013-15 CJC Grant Program Webinar November 13, 2013

2. Webinar agenda • Introduce grantees to the CJC team, regions and program • Overview the updated Grants Management Handbook • Overview our new Site Monitoring process and plan • Overview new Civil Rights obligations – applicable only to federally funded grantees • Present our Peer Review process and plan • Questions and Answer

3. CJC Grant Program Team • Paul Egbert – Grants Program Manager & (Northeast region) • Lorin Dunlop – Grant Coordinator (Northwest / Metro region) • Greg Lay – Grant Coordinator (Southern region) • Tiffany Koss – Executive Support & Payment Specialist • Beverly Miller-Asbury – Reporting Specialist

4. Paul Egbert Lorin Dunlop Greg Lay

5. Updated Grant Management handbook • Organized into 4 major sections • Introduction • General Provisions • Program & Fiscal Monitoring • Federally Funded Grants

6. Introduction Section • Three primary grant programs • Specialty Courts Program • State Funded – General Fund or Asset Forfeiture funds • Federally Funded - Byrne Justice Assistance Grants (JAG) • Oregon Justice Reinvestment Program • Residential Substance Abuse Treatment Grant • Other miscellaneous grant programs • Statewide Discretionary Drug Court Program • State Statistical Analysis Center (SAC) • Sex Offender Registration & Notification Act (SORNA)

7. Introduction - 2013-15 Specialty Courts grant program • Plan for the program during 2013-15 was to only use state funds and award for a 2 year period. • To get agreement on HB 3194, the Governor targeted $5 million JAG dollars to the Justice Reinvestment Account, increasing it to $15 million. • Since our drug court grantees were familiar with federal reporting and requirements, CJC sought a budget note giving us greater flexibility in using our funds. I targeted the federal funding to our specialty courts program. • CJC awarded all 34 applications received. Awarding was based on a two-tiered approach, 90% or 80% of the requested amount based on the scored application. • CJC divided the biennium into two grant periods.

8. Introduction section • Oregon Online Grant System (OOGS) • Web-based system • Incorporates applications, progress reporting and financial reporting (Requests for Reimbursements). • www.cjcgrants.com • OOGS help desk for additional support (1-800-820-1890)

9. Introduction section • OOGS User Manual can answer most end user questions My Training Materials Link to Manual

10. General provisions section • New grant award agreement template • Grant amendments – requires prior approval of CJC and must be requested in writing. • CJC will handle requests on a case-by-case basis. Not every request requires an amended agreement. • Modifications must be made in OOGS following CJC approval. • Grant award agreements and applications outline the requirements grantees are subject to. • Federally funded grants have additional requirements explained in a later section.

11. Program & fiscal monitoring • Quarterly Progress & Financial Reporting • Desk monitoring • On site monitoring…piloting now • Peer Reviews…piloting now

12. CJC Progress reports • Due on the 20th of the month following the end of the quarter. The grant agreement has the timelines; Jan 20, April 20, July 20 & Oct 20. • Requests for reimbursements will not be approved until a progress report is submitted and approved. • Any extension requires approval in writing • Consequences: • Delays your payment • Could impact year two funding • Could impact 2015 application • Suspension / termination of your grant

13. Financial reports “rfr’s” • Due dates are the 20th of the month after the end of the quarter. Jan 20, April 20, July 20 and Oct 20. • Requests for Reimbursements are submitted in OOGS. • A detailed spreadsheet must be uploaded as supporting documentation. • Back up documentation, i.e. timesheets, invoices, travel charges, incentives, other receipts need to be kept in the local file and made available upon request. • Administrative costs may not exceed 10%

14. Financial Reports

15. Incentives guidance • CJC believes incentives are a needed component of drug courts • DOJ is considering eliminating the use of federal funds for any incentives. CJC has adopted the current federal restrictions on entertainment and food/beverage costs. • Non entertainment items under $25 and accessible to all are allowed. • Food and beverage costs are restricted, including gift cards for restaurants, coffee shops, fast food, etc… • OJP advises allowable incentive must be low per participant. CJC recommends $5.00 - $10.00 increments. Amounts over $25.00 are not allowed. • Consider using matching or other support funds instead

16. Federally funded section • Pages 12-23 • Civil Rights Compliance • Performance Reporting • Fiscal Compliance

17. Federal funded section - Civil Rights • Civil Rights Law Compliance (new CJC policies & forms) • Employee Discrimination policy • Client Discrimination policy • Complaint Form • Training – to be completed by December 1

18. Federal funded section - reporting • In addition to the CJC Progress Report in OOGS, federally funded grantees are required to complete Federal Performance Measurement questions quarterly. • Grantees will access the website directly to answer the questions. Grantees will no longer upload the questionnaire into OOGS. Federal site (PMT) is accessed at: http://www.bjperformancetools.org/UUM/ • CJC Grant staff will provide grantees with a User ID and Password for initial sign in. • CJC will review reports for accuracy and completeness and then submit on behalf of the grantee. • Failure to report timely results in federal funds being frozen

19. Federal funded section – Fiscal Compliance • Fiscal Requirements are substantial! • Tools to help with fiscal compliance: • OJP Financial Guide serves as the primary reference manual • Code of Federal Regulation (CFR’s) • Office of Management and Budget Circulars

20. Federal Funded section – Fiscal Compliance Continued… • Includes guidance for the following: • Procurement • Sub awarding • Program Income • Travel Reimbursements • Allowable and Unallowable cost categories • Supplanting • Matching Funds • Accounting and Auditing Requirements • Publicity and Publications

21. On-Site monitoring • CJC’s monitoring approach is to build relationships, provide technical assistance and emphasize quality improvement. • Several factors will be considered when selecting a court for on-site monitoring including: source of funds, court size, multiple grants, past performance, peer review recipient, new program to CJC, etc… • At least two CJC staff will conduct the on-site visit. • Process includes answering a pre-site questionnaire, review of documentation, observation of staffing and court, interviews with key team members. • A monitoring report will follow the review and will include program strengths and weaknesses, recommendations and when applicable, corrective actions and timelines.

22. Peer reviews • CJC has drafted a set of standards that are research-based and organized on the foundation of the 10 Key Components of Drug Courts. • CJC has developed a peer review process to assist in the alignment of Oregon specialty court programs with national best practices. • “Peers” will be trained in how to conduct the peer review and will assess another program and provide feedback about the program’s alignment with Oregon specialty court standards. • Programs will have the opportunity to learn about innovative and successful practices that have been implemented in other programs. • Only Adult Courts will be reviewed at this time.

23. Questions?