Maximizing Success in Law Enforcement Grant Applications

Applying for a Law Enforcement Grant

Overview DCJS grant programs and funding source Tips and Tricks Application Components Allowable and Unallowable Expenses Supplanting Budget and Match Goals and Objectives Additional Requirements

Law Enforcement Grant Programs Byrne Justice Assistance Grant Program (JAG) Federal Federal Local Law Enforcement Grants (LOLE) Federal Peer-Supported Critical Incident Stress Management (CISM) (applicants must be 501(3)(c) non-profit organizations registered with the U.S. Internal Revenue Service) State Coronavirus Emergency Supplemental Funding (CESF) Federal Body Worn Camera (BWC) State Combating Hate Crimes State Coverdell Federal Project Safe Neighborhoods (PSN) Federal

Before applying, ask these questions: Do you meet the eligibility requirements as outlined in the grant solicitation? What will the project do? How will (you) complete the project and what steps will you need to complete it? Who will work on the project? How will it be accessed? What are the goals and objectives of the project? What will be the outcomes of the project?

Tips and Tricks Read and reread the grant guidelines and the funding opportunity. Make note of the due date and time; add it to your calendar. Understand your locality or agency s process for approving/signing grants. Quite often this process may take up to one month for it to go through the appropriate chain. Familiarize yourself with the DCJS OGMS grant system and the grant application process.

Tips and Tricks Provide the details that clarify and support your grant project plans. Ensure that the grant application encompasses everything outlined in the funding opportunity. Check your math, have another person check your math, have your finance department check your math, and then check your math again.

Tips and Tricks Follow the instructions and only submit items that are requested, when and as they are requested. Write the grant as if the person reviewing doesn t know anything about your agency or trending topics in your field. Write the grant in a manner that will enable another person to take over the project and implement it. Be cautious about only one person preparing and reviewing the grant applications. What happens if that person leaves? It is always a good idea to have others aware of the grant application and process.

Tips and Tricks Be concise, use clear specific language. Avoid complicated sentences. Simple and straight to the point is best. Avoid very technical or overly dramatic language. Spell out acronyms. Use correct spelling, grammar, and punctuation. Ensure the overall budget calculations are accurate and match the individual budget forms. If attachments are required, ensure all documentation is attached as needed.

Application Components

Components of the Application DCJS OGMS Account Set up Grant Application Face Sheet Budget and Itemized Budget Forms Project Narrative Demonstration of Need Project Description Services Area Demographic/Target Population Sustainment Plan Goals and Objectives Form Performance Measures and Timeline Certifications and Assurances Other requested documents as needed and outlined in grant solicitation (e.g. MOU, policies and procedures, training records)

General Information Title of Application: should include agency s name and grant program, e.g. JAG FY 22 Training ABC PD Primary Contact: the individual in your agency who will be designated as the primary person responsible for the application and grant from your locality; this is usually the Project Director Additional Contacts: should include the Project Administrator, Finance Officer, and anyone else who should have access to the grant and application.

DCJS Grant Application Face Sheet Make sure to complete the form in its entirety! Project Director: list the person who will have day-to-day responsibility for managing the project. Project Administrator: the person who has the authority to formally commit the organization, locality, or state agency to complying with all the terms of the grant applications, including the provision of the required match. This must be the president of the Board of Directors of a nonprofit organization; the city, county or town manager; the chief elected officer of the locality, such as the Mayor or Chairman of the Board of Supervisors; or, in the case of a state agency, the agency head. If someone other than one of those officials has been delegated the authority to sign, and signs the grant application, provide a copy of the letter, memorandum or other documents by which the signing authority was delegated. Finance Officer: List the individual who will be responsible for fiscal management of the funds. Be sure to provide up to date email addresses and phone numbers for each of the three people listed above.

Project Narrative

Project Narrative Four Sections Demonstration of Need Project Description Service Area Demographics/Target Population Sustainment Plan Carefully read the Funding Opportunity for grant specific requirements.

Demonstration of Need Common parts of a need statement: Description of your agency Description of existing resources and services and how they are not adequate Description of the unmet need or problem that the grant project will address. Some funding opportunities may ask you to describe more than just a need or may not require this section.

Project Description Common parts of a project description: Clearly explain how your proposal will address the identified need and the problem you propose to address. Briefly describe the project design. Discuss the timeline for the project throughout the grant period. Identify partnerships that will assist in project successes. Some funding opportunities may ask you to provide additional information or may not require this section.

Service Area Demographic/Target Population Common parts of the demographic/target population: Description of the surrounding community Description of the constituents you serve Read the Funding Opportunity for grant specific requirements. Some funding opportunities may ask you to provide specific information or may not require this section.

Sustainment Plan Common parts of the sustainment plan: Identify other possible funding sources Description of how the locality will support the grant funded project after the funding ends. Some funding opportunities may ask you to address more than just sustainment options or may not require this section.

Goals and Objectives

Goals, Objectives, and Activities Goals and Objectives section may not be required in ALL grant program applications. The goals and objectives section of your grant application: Provides a description of what you hope to accomplish with your project Spells out the specific results or outcomes you plan to accomplish

Goals and Objectives: Goals Goals are really about the final impact or outcome that you wish to bring about. Goals are broad, general, intangible, and abstract. Goals should link back to your need justification. Example: To update our Body Worn Camera grant program to ensure officer accountability and community interactions.

S.M.A.R.T. Method For Objectives and Activities use the S.M.A.R.T. Method Specific Measurable Attainable Realistic Time-bound

Goals and Objectives: Objectives Identifies the project s focus and targeted outcomes Represents a step toward accomplishing a goal Are narrow, precise, tangible, concrete, and can be measured Be stated in quantifiable terms Specifies the result of activities Realistic and capable of being accomplished within the grant period Directly supports the larger goal

Developing Objectives Think about what you want to accomplish with the project. Is there a program you want to change or implement? Are there certain issues or concerns you want to address? Are the number of assaults too high? Is bullying an issue in the school? Has there been an increase in cyber incidents? Is gang activity an issue in the school or around the community? Has substance abuse/use increased? Measures How can you demonstrate that the project is working? Can you show how the number of incidents decreased? Can you show the reduction of bullying? Can you use pre-test and post-test data to show your project is working?

Goals and Objectives: Activities A specific list of measurable activities and tasks that will be undertaken to accomplish each objective and to complete the project successfully. Meetings with professional partners Facilitate presentations and training Meet and mentor at risk youth Meeting with school counselors Being present at community events Measures How can you report on the activities? How do you demonstrate that you did what you said you would? Will you report on the frequency of the activity? Examples are weekly, monthly, or quarterly meetings. Will you count the number of times the activity will take place? For instance, facilitating two trainings in the grant period. Will you use statistical data? For example, the results of pre and post testing given throughout the implementation of program.

Goals and Objectives: Reporting Think about how you will report on Goals, Objectives, and Activities. Can you realistically gather the data? If your activities include routine tasks, will it be tedious to keep track? How will you keep track of the measures? Will you use spreadsheets, calendars, attendance logs? You may be asked to provide performance evaluation statements for each activity. How will you word it? You could be asked to show evidence of what you reported. What will that look like?

Budget

Overall Budget Form Federal, State, and Special are the funds you are requesting to receive from DCJS. Please ROUND all figures to the nearest dollar amount Match: cash and/or in-kind, for applicable programs Pay attention to the match requirements which should be explained in the funding opportunities. Match requirements can depend on the grant program you are applying for or the type of agency that is applying. Match Percentage Funds from Other Sources CHECK MATH!!!!

Itemized Budget Forms Personnel and Fringe Benefits Consultants Travel Subsistence/Other Travel Costs Equipment Supplies & Other Expenses Indirect Costs

Itemized Budget: Personnel Employee Name: enter the name of the employee. If the position is not currently filled, enter To Be Determined or TBD. If there are more than one TBD, then distinguish the names by adding a number. (e.g. TBD-1 and TBD-2) Position Title: enter the title for the position. Position: indicate if the position is full time or part time. Total Hours Per Week: include the number of hours the employee will be dedicated to the project. Total Hours Per Year: enter the total number of hours the employee works per year. Total Annual Salary: enter the total annual salary for the employee to include grant-funded, local match, and other funding sources. This figure should not include fringe benefits.

Itemized Budget: Personnel Percent being requested: enter the percentage of the total annual salary you are requesting the grant to cover. This should include matching funds. Number of Grant-Funded Hours: this figure will auto calculate after you save the row and is based on the information you entered in Total Hours Per Year and Percent being requested. Grant-Funded Full Time Equivalent: this figure will auto calculate after you save the row and is determined by dividing the Number of Grant-Funded Hours by 2080 hours. Total Salary Amount Requested from Grant: this figure will auto calculate after you save the row and is based on information you entered in Total Annual Salary and Percent being requested. New Position: indicate if this is a new position. Personnel Funding: break down the Total Salary Amount Requested from Grant into the applicable DCJS funding and, if applicable, the appropriate local match field. The Personnel Total will auto calculate when you save the row.

Itemized Budget: Fringe Employee Name: choose the name of the employee from the drop down box. Enter the amounts of each benefit requested: If you enter Other , you will need to describe and breakdown the costs of the benefits in the text box labeled. If Other, Please Describe. Requested Employee Fringe Benefits Total: this figure will auto calculate after you save the row. Fringe Benefits Funding: break down the Requested Employee Fringe Benefits Total into applicable DCJS funding and, if applicable, the appropriate local match field. The Employee Fringe Benefits Total will auto calculate when you save the row.

Description and Justification: Personnel and Fringe Position and Justification: this section is required and you click Add Row (If you request funding or in-kind) Employee Name: choose the name of the employee from the drop down box. Description of Position: the description should briefly describe grant-related duties performed by the position. Justification for Position: the justification should explain how the position is essential and how the requested salaries are consistent with the agency s human resource policies.

Itemized Budget: Consultants Indicate if consultants or consultant subsistence and travel costs are included in your budget: yes or no. If yes under Consultant and Consultant Subsistence (lodging + meals) & Travel, enter the information required and the amounts for the funding source(s) as appropriate. Under the Description and Justification, select the name of the consultant and enter in the description of consultant s role (maximum of 500 characters) and justification for use of consultant (maximum of 500 characters) for each item. Enter a description of each service contracted for and the name of the service provider. Please note: The rate of compensation for individual consultants must be reasonable and consistent with that paid for similar services in the marketplace. The rate may not exceed $650.00 per day ($81.25 per hour, exclusive of travel), and may not exceed the consultant s usual and customary fee.

Description and Justification: Consultants Consultants Description and Justification: if you request funding under Consultants, you must complete this section. Name of Consultant needs to be provided. Description of the Consultant s Role and justification for the use of Consultant should also be completed.

Itemized Budget: Travel Local Mileage: Local mileage is considered travel within the immediate service area. Number of Miles: enter the number of miles. Mileage Rate: enter the rate used to calculate the costs. If the locality does not have an established travel policy, then the applicant must adhere to the state travel policy. Total Local Mileage: this figure will auto calculate when you save the row. Local Mileage Funding: break down the Total Local Mileage into applicable DCJS funding and, if applicable, the appropriate local match field. The Local Mileage Total will auto calculate when you save the row.

Itemized Budget: Travel Non-Local Mileage: Non-local mileage is travel outside the immediate service area. Number of Miles: enter the number of miles. Mileage Rate: enter the rate used to calculate the costs. If the locality does not have an established travel policy, then the applicant must adhere to the state travel policy. Total: this figure will auto calculate when you save the row. Non-Local Mileage Funding: break down the Total into applicable DCJS funding and, if applicable, the appropriate local match field. The Non-Local Mileage Total will auto calculate when you save the row.

Description and Justification: Travel Mileage Description and Justification: if you request funding under Local or Non-Local Mileage, you must complete this section. Type: choose Local Mileage or Non-Local Mileage from the drop down box. Description of Mileage: describe the reason for the travel. Justification for Mileage: explain why costs are necessary and essential to achieving the goals and objectives of the grant.

Itemized Budget: Subsistence Subsistence: The costs are associated with lodging, meals and transportation necessary for grant-related activities. Event Title: enter the name of the event requiring costs. Number of People Attending: enter the number of grant-funded staff attending the event. Number of Nights: enter the number of nights grant-funded staff required lodging. Lodging Rate: enter the rate amount. If the locality does not have an established travel policy, then the applicant must adhere to the state travel policy. Total: this figure will auto calculate when you save the row.

Itemized Budget: Subsistence Number of Days: enter the number of days grant-funded staff were eligible for per diem. If the locality does not have an established travel policy, then the applicant must adhere to the state travel policy. Per Diem Rate: enter the rate for per diem. If the locality does not have an established travel policy, then the applicant must adhere to the state travel policy. Total: this figure will auto calculate when you save the row. Subsistence Funding: break down the Total into the applicable DCJS funding and, if applicable, the appropriate local match field. The Subsistence Total will auto calculate when you save the row.

Description and Justification: Subsistence Subsistence Description and Justification: if you request funding under Subsistence, you must complete this section. Event: choose the event from the drop down box. Description of Costs: describe the event and the reason for the travel. Justification for Costs: explain why costs are necessary and essential to achieving the goals and objectives of the grant.

Itemized Budget: Other Travel Costs Other Travel Costs: Expenses are associated other travel costs necessary for grant-related activities. Airfare costs are not allowed under this grant program. Event Title: provide the name of the event. Number of People Attending: enter the number of grant-funded staff attending the event. Other Travel Costs: enter the total amount of other travel costs. This could include parking, tolls, and other travel costs required to attend the event. Total Cost for Air and Other Fares: this figure will auto calculate when you save the row. Other Travel Costs Funding: break down the Total Cost for Air and Other Fares into the applicable DCJS funding and, if applicable, the appropriate local match field. The Other Travel Costs Total will auto calculate when you save the row.

Description and Justification: Other Travel Costs Other Travel Costs Description and Justification: if you request funding under Other Travel Costs , you must complete this section. Event: choose the event from the drop down box. Description of Costs: describe the event and the reason for the travel. Justification for Costs: explain why costs are necessary and essential to achieving the goals and objectives of the grant.

Itemized Budget: Equipment Equipment Equipment Item: list the item to be purchased to support the project. This could include leased or rented equipment essential to grant-related activities. Cost Per Item: enter the unit cost or monthly rate for the item to be purchased. Total Number of Items/Monthly Rate: enter the number of items to be purchased or the number of months requiring payment. Total Cost: this figure will auto calculate when you save the row. Equipment Funding: break down the Total Cost into the applicable DCJS funding and, if applicable, the appropriate local match field. The Equipment Total will auto calculate when you save the row.

Description and Justification: Equipment Equipment Description and Justification: if you request funding under Equipment , you must complete this section. Equipment Item: choose the equipment item from the drop down box. Description of Costs: describe the item and how it will be used. Justification for Costs: explain why costs are necessary and essential to achieving the goals and objectives of the grant. Additional Documentation: provides the option for applicants to attach supporting documentation for the equipment items and costs. Click Add New Attachment and upload the file. In the description box, indicate the equipment item and explain what information the file is providing.

Itemized Budget: Supplies & Other Expenses Supplies and Other Expenses: Supply/Item Requested: list the item to be purchased to support the project, Cost Per Item/Monthly Rate: enter the unit cost or monthly rate for the supply/item. Total Number of Items/Number of Months: enter the number of items to be purchased or the number of months requiring payment. Total Cost: this figure will auto calculate when you save the row. Supplies & Other Expenses Funding: break down the Total Cost into the applicable DCJS funding and, if applicable, the appropriate local match field. The Supplies & Other Expenses Total will auto calculate when you save the row.

Description and Justification: Supplies & Other Expenses Supply/Item Requested Description and Justification: if you request funding under Supplies & Other Expenses, you must complete this section. Supply/Item: choose the supply/item from the drop down box. Description of Supply/Item: describe the item and how it will be used. Justification for Supply/Item: explain why costs are necessary and essential to achieving the goals and objectives of the grant.

Allowable and Unallowable Expenses

Allowable and Unallowable Expenses: These will vary for each Law Enforcement Grant program. You will need to refer to the funding opportunity for specific allowable and unallowable expenses. Allowable expenses can/may include: funds used to employ staff; contract with consultants; purchase equipment; purchase computer software and communications technology; pay for travel and training expenses; or other activities and services equipment not prohibited under Unallowable Costs (Expenses).

Unallowable-Prohibited Expenses: These will vary for each Law Enforcement Grant program. You will need to refer to the funding opportunity for specific allowable and unallowable expenses. Unallowable expenses can/may include: weapons, ammunition, vehicles, equipment normally and routinely provided by locality, unmanned aerial vehicle (UAV s drones), construction, renovation, warranties, land acquisition, lobbying or political contributions, honoraria and bonuses, personal entertainment, personal calls, alcohol or refreshments for training events, etc.