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

goals for this session
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

stop administrator form
STOP Administrator Form
  • Tips for Successful Reporting:
  • Read the instructions and examples!!!
  • Read the instructions and examples!!!
  • Read the instructions and examples!!!

VAWA MEI

the reporting process subgrantees
The reporting process: Subgrantees

STOP Subgrantee

FCADV/STOP Administrator (DCF)

OVW

Muskie – VAWA MEI

VAWA MEI

successful data reporting for subgrantees
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

successful data reporting for subgrantees1
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

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section a1 general information
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

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section a1 general information1
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

section a1 general information2
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

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section a1 general information3
Section A1: General Information
  • Question 7: Tribal populations
  • STOP Program subgrant specificallyfocuses on tribal populations

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section a1 general information cont
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.

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section a2 staff information ftes
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

section a2 staff information job functions
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!

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calculating ftes
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

calculating ftes report stop program funded personnel only
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

calculating ftes report by job function not job title
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

calculating ftes pro rate ftes
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

calculating ftes convert funding used for overtime contractors consultants into ftes
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

question 9 other category
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.)

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question 11 training events provided
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

question 11 training events provided cont
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

question 11 training events provided scenario
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

question 12 number of people trained
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

question 12 number of people trained scenario 1
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

question 12 number of people trained scenario 2
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

question 12 number of people trained scenario 2 cont
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.

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question 12 number of people trained scenario 2 cont1
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.

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question 14 optional additional information on training
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

question 15 coordinated community response ccr cont
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

ccr other
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

question 17 policies
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

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

VAWA MEI

question 19 products scenario
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

question 19 products scenario cont
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

questions 22 23 specialized units
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

section d victim services
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

question 25 victims survivors served
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

section d victim services cont
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?

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VAWA MEI

reporting victims unduplicated count of victims survivors scenario
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

reporting victims primary victimization scenario
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

reporting victims scenario 1
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

reporting victims scenario 1 cont
Reporting victims: scenario #1 (cont.)

In this case you would report this victim under:

  • Served/Stalking
  • Partially served/Stalking
  • Not served/Stalking

VAWA MEI

reporting victims scenario 2
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

reporting victims scenario 2 cont
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

reporting victims scenario 3
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

reporting victims scenario 3 cont
Reporting victims: scenario #3 (cont.)

In this case you would report this victim under:

  • 100 DV victims served
  • 75 DV victims served, 25 DV victims not served
  • 15 DV victims served

VAWA MEI

do not report in question 25
Do Not Report in Question 25:
  • Victims who requested services that were not funded under your STOP Program grant
  • Persons who were not primary victims/survivors of domestic violence, dating violence, sexual assault, or stalking
  • Secondary victims

VAWA MEI

question 26 secondary victims served
Question 26: Secondary victims served
  • Unduplicated count
  • Children, siblings, spouses, relatives, etc., indirectly affected by DV, dating violence, sexual assault, stalking
  • Must have received services

VAWA MEI

question 27 reasons partially served not served
Question 27: Reasons partially served/not served
  • To date, all reasons listed in the “Other” category could be reclassified or indicated the victim should have been reclassified, or the victim should not have been counted in this section.
  • Victim did not return
  • Victim refused services
  • Services not provided by our program
  • Could not locate victim

VAWA MEI

question 28 demographics
Question 28: Demographics
  • Race/ethnicity: total should equal or be higher than the sum of 25 A&B.
  • Gender: total should equal the sum of 25 A&B.
  • Age: total should equal the sum of 25 A&B

0-12: children should not be reported.

  • Other demographics: report to the best of your ability.

VAWA MEI

question 29 relationship to the offender
Question 29: Relationship to the offender
  • Report the victim/survivor’s relationship to the offender by type of victimization.
  • If a victim/survivor experienced more than one type of victimization and/or was victimized by more than one perpetrator, count the victim/survivor in all categories that apply.
  • Total reported under each type of victimization should equal or be higher than the total of 25 A&B under the same victimization.

VAWA MEI

question 30a victim services provided
Question 30A: Victim services provided
  • Report the services provided to the victims/survivors who were reported in 25 A&B.
  • Count a victim only once for each type or category of service they received.
  • Note definitions of civil legal advocacy vs. civil legal assistance

VAWA MEI

question 30b shelter services
Question 30B: Shelter Services
  • Report victims/survivors when STOP funds are used for shelter expenses or staff essential to shelter operation
  • Do not report victims/survivors referred or transported to shelter if shelter is not supported by STOP funds

VAWA MEI

question 30c hotline calls
Question 30C: Hotline calls
  • Report the number of hotline calls received from victims/survivors, and the total number of hotline calls received.
  • Only victims/survivors who received additional services listed in question 30A should be reported in question 25.

VAWA MEI

question 30d victim witness notification outreach to victims survivors
Question 30D: Victim-witness notification/outreach to victims/survivors
  • Report the number of unsolicited letters, phone calls, or visits to victims/survivors.
  • Only victims/survivors who received additional services listed in question 30A should be reported in question 25.

VAWA MEI

questions 31 35 42 protection orders
Questions 31, 35, 42: Protection Orders
  • Report the total number of temporary and/or final protection orders requested and granted.
  • Protection orders should be reported only if STOP Program-funded victim services, law enforcement, or prosecution staff provided assistance to victims/survivors.

VAWA MEI

section e1 law enforcement
Section E1: Law Enforcement
  • Provide information for STOP-funded activities and STOP required match only.
  • If an advocate is employed by, or located at the law enforcement agency, but grant funds are not supporting law enforcement activities, report victim services activities in Section D but do not report law enforcement activities.

VAWA MEI

question 33 law enforcement activities
Question 33: Law enforcement activities
  • Report only STOP-funded activities-calls for assistance, incident reports, and cases investigated, arrests of predominant aggressor, and referrals to prosecutor.
  • Report protection orders issued only if law enforcement officers are authorized to directly issue protection orders in your jurisdiction.

VAWA MEI

question 34 victim survivor referrals to victim services
Question 34: Victim/survivor referrals to victim services
  • Report the total number of victim/survivor referrals made by law enforcement officers to victim services.
  • Governmental victim services vs. non-governmental victim services
  • Not unduplicated - report every referral made for all victims.

VAWA MEI

section e2 prosecution
Section E2: Prosecution
  • Provide information only on STOP Program-funded and STOP required match prosecution activities.
  • If you have an advocate employed by, or located at the prosecutor’s office, but grant funds are not supporting the prosecution activities, you would not complete this section but you would report activities in Section D Victim Services.

VAWA MEI

question 37a prosecution number of cases
Question 37A: Prosecution - Number of cases
  • Characterize case by most serious offense (may include numerous charges or counts).
  • In most instances, a case will refer to one victim, one offender, and one incident.
  • Domestic violence may include assault, vandalism, criminal threatening, etc.
  • Sexual assault cases could include rape, gross sexual misconduct, etc.

VAWA MEI

question 37b prosecution reasons for declining cases
Question 37B: Prosecution - Reasons for declining cases

Report onlythe primary reason for the decision to decline prosecution.

Example: You are informed that the victim in a sexual assault has left the jurisdiction and cannot be located. When you close the case, it would be reported as “insufficient evidence/victim unavailable.”

VAWA MEI

question 38 disposition of cases
Question 38: Disposition of cases

Example: Defendant is charged with Class A felony. If pleads to or is convicted of:

Class B felony - Plead to lesser charge or found guilty of lesser charge w/in the same category.

Class C misdemeanor - Plead to lesser charge or found guilty of lesser charge in lower category.

VAWA MEI

prosecution disposition of cases scenario
Prosecution - Disposition of cases scenario

During this reporting period, you disposed of 2 cases as follows:

  • A class A felony rape case was tried and the defendant was found guilty of the rape
  • A class B felony domestic violence assault resulted in a plea to a misdemeanor assault

VAWA MEI

prosecution disposition of cases scenario cont
Prosecution - Disposition of cases scenario (cont.)

In this case you would report this as:

  • SA felony plead as charged; DV felony guilty of lesser in lower category.
  • SA felony guilty as charged; DV felony plead to lesser in same category.
  • SA felony guilty as charged; DV felony plead to lesser in lower category.

VAWA MEI

question 39 prosecution optional other issues
Question 39: Prosecution (Optional) Other issues

Example: 20% of cases reported as domestic violence included counts of sexual assault, and 50% of felony stalking cases also included at least one misdemeanor domestic violence-related offense.

VAWA MEI

section e2 prosecution questions 40 43
Section E2: Prosecution Questions 40-43
  • Question 40: Tribal grantees
  • Complete if you are a tribal agency or government.
  • Question 41: Victim/survivor referrals to victim services
  • Question 42: Protection orders
  • Question 43: (Optional) Narrative

VAWA MEI

section e3 courts
Section E3: Courts
  • Provide information for STOP Program-funded and STOP required match court activities only.
  • If you have an advocate employed by, or located at the court, but grant funds are not supporting the court activities, you would not complete this section but you would report activities in Section D Victim Services.

VAWA MEI

question 44 courts number of criminal cases
Question 44: Courts - Number of criminal cases
  • Report the total number of new sexual assault, domestic violence, dating violence, and/or stalking cases.
  • Count cases even if your state law uses other names for the offenses.

VAWA MEI

question 45 courts disposition of criminal cases
Question 45: Courts - Disposition of criminal cases
  • Report the disposition of sexual assault, domestic violence/dating violence, and/or stalking cases resolved.
  • Dismissals, deferred adjudications, convictions, and acquittals

VAWA MEI

question 46 courts judicial monitoring
Question 46: Courts – Judicial monitoring
  • Offenders reviewed and individual review hearings conducted.
  • Number of review hearings = Number of individual hearings held for each offender
  • Number of individual hearings conducted should equal or be more than number of offenders reviewed.

VAWA MEI

question 47 courts dispositions of violations
Question 47: Courts – Dispositions of violations
  • Report number of cases reviewed by the court in which there were dispositions of violations.
  • Only report final adjudication of the violation
  • Case may be counted more than once if there were multiple violations and dispositions.

VAWA MEI

questions 48 50
Questions 48 – 50
  • Question 48: Victim/survivor referrals to victim services
  • Question 49: Civil protection orders
  • Civil protection orders are those requested by the plaintiff.
  • Question 50: Criminal protection orders
  • Generally requested by prosecutor’s office, do not require victim/survivor to appear in court, and are effective only while criminal case is active. May be condition of bail or probation.

VAWA MEI

question 53 probation monitoring activities
Question 53: Probation – Monitoring activities
  • Report offenders and total number of contacts for all offenders by type of activity.
  • Total number of contacts for each activity should be at least equal to number of offenders for each activity.

VAWA MEI

questions 54 55
Questions 54 - 55
  • Question 54: Disposition of violations
  • Report total number of cases in which there were dispositions of violations during the current reporting period.
  • Violation does not have to have occurred during this reporting period, only disposition. A case may be counted more than once if there were multiple violations.
  • Question 55: Victim/ survivor referrals to victim services

VAWA MEI

section g narrative
Section G: Narrative

All subgrantees must answer questions 60 and 61.

  • Question 60: Most significant areas of remaining need.
  • Question 61: Provide information about what STOP funding allowed you to do that you could not do prior to receiving it.

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section g narrative cont
Section G: Narrative (cont.)

Questions 62 and 63 are optional.

  • Question 62: Provide additional information regarding the effectiveness of your grant-funded program.
  • Question 63: Provide any additional information that you would like us to know about the data submitted.

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VAWA MEI

reminders
Reminders
  • Read separate instructions
  • Use the “other” category only as a last resort
  • Use optional information sections to capture unique successes of your program, clarify data, provide more details
  • Do not use acronyms or abbreviations
  • Do not include attachments
  • REPORT IS DUE JANUARY 15, 2012

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VAWA MEI

updates regarding invoice and quarterly reporting
Updates regarding Invoice and Quarterly Reporting
  • Revised Invoice form will be sent to all providers for use. Please use this form for invoicing beginning January 15th, 2012
  • Revised QFR will be sent to all providers for use. Please use this form beginning January 15th, 2012

VAWA MEI

questions
Questions?

FCADV

425 Office Plaza Dr.

Tallahassee, FL 32301

850-425-2749

Contract_Manager@fcadv.org

THANK YOU!!!

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VAWA MEI