TECHNICAL ASSISTANCE CHECKLIST for 1 st year grants

1. TECHNICAL ASSISTANCE CHECKLISTfor 1st year grants By Office of the Governor Criminal Justice Division (CJD) October, 2009

2. Technical Assistance Checklists 101 Agenda • Two CJD /COG Agreements with COG Responsibilities (Standard Planning Agreement and JAG RECOVERY Agreement) • New Phone Contact Form (JAG RECOVERY Grants only) • Three Elements of “No” Comment • File Submission Requirements • CJD Analysis of COG Checklists/Coversheet and Phone Contacts

3. STANDARD PLANNING AGREEMENTBETWEEN CJD AND COGS Date:Term of September 1, 2009 - August 31, 2010 SECTION III. COG RESPONSIBILITIES… G.Technical Assistance and Cooperation with CJD 2.The COG shall make an on-site visit to each first year grant project funded by CJD in the COG’s region and complete a CJD-prescribed Coversheet andTechnical Assistance Checklist for each on-site visit. On the Checklist, for each non-compliant item, the COG shall mark the item, briefly describe the situation, and describe the techincal assistance the COG provided. The COG will instruct the grantee on corrective actions and follow-up with the grantee within a reasonable amount of time to ensure the items have been resolved and the grantee is now in compliance. The on-site visit must occur within six (6) months of the acceptance date or start date of the grant, whichever is later. The COG shall submit to CJD electronic copies of each Technical Assistance Checklist within fifteen (15) calendar days of the review.

4. JAG RECOVERY GRANTS AGREEMENT BETWEENCJD and COGS Section III. COG Responsibilities F. Application Reviews. Technical Assistance and Cooperation with CJD 6. The COG must make at least one contact during the term of this Agreement with each grantee receiving Byrne Justice Assistance Grant Recovery funding. a. The contact may be by on-site visit or by phone. CJD will notify the COG as to which grantees are to receive on-site visits. The COG must at a minimum, make at least one phone contact with grantees who do not receive an on-site visit by the COG. A phone contact form will be provided by CJD. The COG shall submit to CJD electronic copies of each fully completed phone contact within 15 calendar days of the contact. A COG may, at its discretion perform an on-site visit with any grantee. The purpose of all contacts is to review grantee activities and offer technical assistance. All contacts must occur within seven (7) months of the grant activation date or prior to the termination date of this Agreement, whichever is sooner.

7. JAG RECOVERY GRANTS AGREEMENTBETWEENCJD and COGS(Continued) Section III. COG ResponsibilitiesF. Application Reviews, Technical Assistance and Cooperation with CJD • The COG must make at least one contact during the term of this Agreement with each grantee receiving Byrne Justice Assistance Grant Recovery Funding. b. For the required on-site visits, the COG shall complete the CJD –prescribed Coversheet and Technical Assistance Checklist. On the Checklist, for each non-compliant item, the COG shall mark the item, briefly describe the situation, and describe the technical assistance provided. The COG will instruct the grantee on corrective actions and follow-up with the grantee within 10 calendar days to ensure the items have been resolved and the grantee is now in compliance. The COG shall submit to CJD electronic copies of each fully completed Coversheet and Technical Assistance Checklist within fifteen 15 calendar days of the review.

8. How To Get Coversheet, Checklist & Phone Contact Forms How do I get the Coversheet, Checklist & Phone Contact Forms? Click on it, and Save the form to your desired location. Click on the Updates button and then scroll down to Grants Monitoring Tools. Right, but what do I do then? eGrants

10. TECHNICAL ASSISTANCE CHECKLIST • Used for COG Onsite visits. • CJD reviews and updates the checklist annually. • This year, COGs will see additional fund-specific questions and answers related to ARRA (American Recovery & Reinvestment Act).

11. Example of one Checklist page……

12. Three elements of the Comment when “No” is checked • Add a description of the issue. • Add the Technical Assistance provided by the COG. • Provide follow-up (10 days for on-site ARRA grants) contact with grantee and request supporting documentation that grantee is now in compliance.

13. “No” vs. N/A • Mutually exclusive (Use one or the other). • “No” implies there is an issue and requires a comment with the 3 elements. • N/A implies that the question does not apply to this grant (no comment is needed).

16. FILE SUBMISSION REQUIREMENTS • Submit Coversheet, Checklist, Phone Contact forms in 3 separate WORD files. • On the Checklists, delete the Foreword, Instructions, Table of Contents, and all checklists not applicable to the specific grant. • Abbreviate file names as much as possible. • Include 7-digit grant# in file name, (ex. Tech_Assit_Cklist_10101-01.doc). • FYI: First-year grants will have last two digits of “01”.

17. INSTRUCTIONS FOR USING THE UPLOAD FEATURE IN eGRANTS (BRIEF SUMMARY ) • Found in eGrants Home Page under “Updates” button. • 8 Step Process: • Log on to COG eGrants Site • Click Upload.Files tab • Enter document description • Click Browse button • Choose file • Open file • Click “Open” button • Success messages will appear

18. WHAT HAPPENS TO UPLOADS? • CJD Operations forwards uploads to CJD Grants Monitoring Section (GMS). • All Checklist and Phone Contact comments are examined by GMS. • “No” comments are analyzed. • Analyses of checklists and phone contacts are reviewed with Director of GMS. • Questionable reviews may lead to GMS contacting COG and/or GMS conducting a monitoring review.

19. Questions and AnswersTHE END