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Government Grants and Program Assistance Conference Hosted By Congressman Petri August 15, 2011. Shannon Long Senior Policy Analyst External Affairs Division. Office of Community Oriented Policing Services COPS Office. Presentation Outline. Overview of DOJ and COPS Office

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Presentation Transcript

Government Grants and Program Assistance Conference

Hosted By Congressman Petri

August 15, 2011

office of community oriented policing services cops office

Shannon Long

Senior Policy Analyst

External Affairs Division

Office of Community Oriented Policing Services

COPS Office

presentation outline
Presentation Outline
  • Overview of DOJ and COPS Office
  • and COPS online application system
  • FY ‘11 COPS grant programs overview and status
  • Tips for preparing successful grant applications
  • A look ahead: FY ’12 COPS funding
  • Grant Management: Extensions, modifications and reporting
  • Grant monitoring
  • Preparing to draw grant funds
cops office overview
COPS Office Overview

Office of Community Oriented Policing Services

Established by the Violent Crime Control and Law Enforcement Act of 1994

To assist law enforcement agencies in enhancing public safety through the implementation of community policing strategies

Community policing focuses on collaborative efforts to prevent and respond to crime, social disorder, and fear of crime

Since 1994, the COPS Office has invested more than $15 billion to add community policing officers to the nation’s streets, enhance crime fighting technology, support crime prevention initiatives, and provide training and technical assistance to help advance community policing.

By the end of FY 2008, the COPS Office had funded approximately 121,000 additional officers to more than 13,636 of the nation’s 18,000 law enforcement agencies across the country in small and large jurisdictions alike.

overview of cops 2011 funding
Overview of COPS 2011 funding

Hiring $246,845,320

Community Policing Development $9,940,080

Indian Country $33,133,600

Secure Our Schools $13,253,440

Child Sexual Predator Program $9,940,080

More than $320 million administered

by COPS this fiscal year

cops online application
COPS Online Application and COPS in FY ‘11

“Birth” of the COPS Online Application

COPS Online Application – How did it go?

Use of COPS Online for 2011 applications

cops grant programs
COPS Grant Programs

COPS Hiring Program (CHP)

technology program funding fy 99 fy 11
Technology Program Funding FY ’99 - FY ‘11

COPS Officer Hiring Program

1995 – Present (Enacted Authority)

chrp to chp how did it happen
CHRP to CHP: How Did it Happen?

In 2009, COPS received 7,272 CHRP applications requesting approximately $8.3 billion for 39,346 officers.

However, we were able to fund only 1,046 of those applications with the $1 billion available.

In 2010, we received more than $2.2 billion in requests and were able to fund 379 awards.

In 2011, COPS received over 2,700 applications requesting over $2 billion in federal assistance.

chrp and chp purpose and eligibility
CHRP and CHP: Purpose and Eligibility

Purpose – CHRP (2009)

To create and preserve jobs and to increase community

policing capacity and crime-prevention efforts.


All state, local, and tribal law enforcement agencies that

have primary law enforcement authority.

Purpose – CHP (2010 and 2011)

To assist law enforcement agencies in the hiring and/or rehiring of career law

enforcement officers in an effort to increase their community policing capacity

and crime prevention efforts.


For 2010, the COPS Office selected CHP grantees from the existing pool of

pending 2009 COPS Hiring Recovery Program (CHRP) applications that were

not funded, or received partial funding of their capped request.

For 2011, all eligible agencies were permitted to submit the new CHP


chp allowable costs
CHP: Allowable Costs

Funds 100% of entry-level salaries and approved fringe benefits costs for three years (thirty-six months) for:

newly hired entry-level career law enforcement officers

rehired officers (officers laid off at the time of grant application or scheduled to be laid off at a future date)

No local match required

Retention for 12 months at conclusion of grant

Awards fund up to 50 officer positions (probably less after budget cuts), no more than 5% of the agency’s actual sworn force.

current status of chp
Current Status of CHP

Current Status of CHP 2011

$246.8 million available under CHP

All eligible agencies were allowed to apply

Application closed on May 25, 2011

Estimate of number of agencies likely to receive 2011 CHP funding = 250 (or less)

Announcement is likely to occur in late September

Next steps for unsuccessful applicants are TBD

application overview
Application Overview

Two Primary Sections

  • Community Policing
  • Current Agency Commitment to Community Policing
  • Agency’s Community Policing Plan
  • Community Need
  • Fiscal Health
  • Crime


application overview1
Application Overview
  • The Community Policing Plan 
  • Current Commitment – Applicants described their policies and practices as they relate to the three primary elements of community policing: Community Partnerships, Problem Solving, and Organizational Transformation
  • Proposed Community Policing Plan:
    • Problem Selection – Agencies selected up to three problems facing their community that would be addressed with COPS funding
    • Partner Identification – Applicants could identify up to three partners for each problem selected
    • Organizational Change – Applicants were asked to identify the organizational change(s) that their agency plans to focus on through the requested COPS funding
community need
Community Need
  • Crime
    • The application examined the crime rate, as reported in the FBI Uniform Crime Reporting, over the past three complete reporting years (2008 – 2010), evaluating any increases or decreases from year to year
  • Fiscal Health
    • Agency Fiscal Health – Changes in operating budget over a three year period (2008 – 2010)
    • Local Government Fiscal Health – This included locally generated revenue, such as taxes and fees
    • Community Socio-economic Health – This included foreclosure and unemployment rates
application development process
Application Development Process
  • Content Based on Community Policing Self Assessment Tool (CP-SAT)
  • CP-SAT and Application Content Developed with Input and Review from the Field
    • Focus Groups
    • Field Testing
    • Peer Review
      • Average Rating of 3.7 out of 4.0 Across all of the Application Elements
application strengths
Application Strengths

Results in Comprehensive Community Policing Plans

Provides High Grantee Flexibility

Facilitates Targeted Resource Delivery to Grantees

Objective and Consistent Application Scoring

Eliminates Potential for Grant Writer Influence

Relevant for Agencies of All Types and Sizes

grantee resources and assistance
Grantee Resources and Assistance
  • Enhanced Monitoring to Ensure Grantee Success and Provide Proactive Assistance
  • Continued Development of Comprehensive Library of Resources
  • Targeted and Tailored Technical Assistance
  • Administration of Community Policing Self-Assessment Tool (CP-SAT)
cops grant programs1
COPS Grant Programs


Secure Our Schools (“SOS”)

Child Sexual Predator Program (“CSPP”)

Community Policing Development (“CPD”)

Tribal Resources Grant Program (“TRGP”)

Tribal Methamphetamine Initiative (“Tribal Meth”)

cops grant programs2
Secure Our Schools (SOS) Program

Amount Available in FY ‘11: $13 million

Open solicitation for all local, state, and tribal law enforcement agencies that have primary law enforcement authority within a partner primary or secondary school

Provides funding to law enforcement agencies to partner with schools or school districts to enhance school safety efforts and prevent school violence within their communities

COPS Grant Programs
cops grant programs3
Secure Our Schools (SOS) Program


A local cash match of 50% towards the total cost of the approved grant project is required

May be used for:

The placement and use of metal detectors, locks, lighting, and other deterrent measures

Security assessments

Security training of personnel and students

Coordination with local law enforcement

Any other measure that may provide a significant improvement in security

COPS Grant Programs
cops grant programs4
COPS Grant Programs

Current Status of SOS

358 SOS applications received

Approximately 85 awards anticipated

Announcement date expected in mid-September

cops grant programs5
Child Sexual Predator Program (CSPP)

Amount Available in FY ‘11: $9.3 million

Funding to state, local, and tribal law enforcement agencies.

Applicants nominated by a U.S. Attorney’s Office or U.S. Marshal’s Office, with particular need for resources to locate, arrest, and prosecute child sexual predators.

Purpose of funding is to establish or enhance strategies to locate, arrest, and prosecute child sexual predators and to enforce state sex offender registration laws.

COPS Grant Programs
cops grant programs6
Child Sexual Predator Program (CSPP)

Types of projects

May be used for:

Developing, enhancing, or maintaining sex offender registration programs or functions

Improving information sharing between law enforcement and other service providers to investigate and prevent child sex crimes

Managing high-risk offenders in the community through strategic problem analysis and response development

Establishing or enhancing efforts to locate, arrest, and prosecute known child sex offenders

COPS Grant Programs
cops grant programs7
Child Sexual Predator Program (CSPP)


There is no local share requirement

The maximum amount of funding per request - $500,000

Mandatory technical assistance through National Center for Missing and Exploited Children

COPS Grant Programs
cops grant programs8
COPS Grant Programs

Current Status of CSPP

105 CSPP applications received.

Approximately 20 awards are anticipated.

Announcement date expected before September 30, 2011.

cops grant programs9
COPS Grant Programs

Community Policing Development

Amount Available in FY ‘11: $9.9 million

Funding designed to create opportunities to learn, collaborate, solve problems, and enhance public safety by developing and leveraging knowledge

Funding is typically for projects which are national in scope

Current Status: Awards were announced on August 2 during the national COPS Conference on Community Policing.

cops grant programs10
COPS Grant Programs

Community Policing Development Funding FY ‘04 – FY ‘11

cops grant programs11
Tribal Resources Grant Program (“TRGP”)

Amount Available in FY ‘11: $33 million


Funding to address the most serious law enforcement needs of an agency that are not funded with state, local, or Bureau of Indian Affairs (BIA) funds and are linked to the implementation or enhancement of community policing.


Federally Recognized Tribes with established law enforcement agencies

COPS Grant Programs
cops grant programs12
COPS Grant Programs

Starting in FY ’10, most DOJ grant programs for new grants to Tribes were coordinated under one solicitation called the Coordinated Tribal Assistance Solicitation (CTAS).

DOJ grant making components involved in CTAS include:

Office of Justice Programs (BJA, OJJDP, OVC)

Office of Community Oriented Policing Services

Office of Violence Against Women (OVW)

cops grant programs13
Tribal Resources Grant Program (TRGP)


No local share requirement for 2011 TRGP grants

Funds could be used for

Hiring of officers

Basic and specialized law enforcement training

Background investigations


Standard basic issue equipment



COPS Grant Programs
cops grant programs14
COPS Grant Programs

Current Status of TRGP

237 TRGP-CTAS applications received

Approximately 60 grants are anticipated with the funding available

Announcement anticipated in September

cops grant programs15
Tribal Methamphetamine Initiative (“Tribal Meth”)

Amount Available in FY ‘11: $4 million


Advance the practice of community policing through prevention, partnerships, and problem solving to develop comprehensive strategies to combat methamphetamine production, use and trafficking in tribal communities.

This program is also part of CTAS

COPS Grant Programs
cops grant programs16
Program Goals

To increase the capacity of tribal law enforcement to:

Interdict illegal drugs and drug manufacturing/drug distribution networks in collaboration with local, other tribal, state, and federal law enforcement agencies

Leverage other meth enforcement efforts in jurisdictions with limited resources

Develop and implement meth trafficking reduction strategies

Develop partnerships to engage key stakeholders beyond the enforcement community

COPS Grant Programs
cops grant programs17
COPS Grant Programs


Federally-recognized Indian tribes.

Applicants must have an established law enforcement agency, an existing contract with the Bureau of Indian Affairs (BIA) for law enforcement services, or an existing contract with a state or local agency for law enforcement services.

cops grant programs18
COPS Grant Programs

Funds can be used for:

Basic and specialized law enforcement training

Background investigations


Standard basis issue equipment




Sworn officer salary and benefits

cops grant programs19
COPS Grant Programs

Current Status of Tribal Meth

34 Tribal Meth applications received

Approximately 20-25 grants are anticipated with the funding available

Announcement anticipated in September

grant application tips
Grant Application Tips

Tips for Preparing Successful Grant Applications

Ensure that your online registrations, passwords, etc. (e.g.,, COPS website) are current!

Ensure complete compliance with current grants (progress reports, Federal Financial Reports, past audit or site visit issues are resolved, etc.)

Narrative sections should be well-written and should address all relevant sections/questions

grant application tips1
Grant Application Tips

Tips for Preparing Successful Grant Applications (contd.)

Use the application checklists and follow instructions to the letter

Complete all sections and ensure accuracy of the information

Ensure that all contact information is current, especially email addresses, as this is how we alert you of solicitation openings and closings

Print and keep copies of all online grant applications

effective grant management
Effective Grant Management



Federal Financial SF-425

Progress Reports

effective grant management1
Effective Grant Management

Grant Extensions

Only provide additional time, not additional funding.

Approximately 90 days before your grant is about to expire, your law enforcement executive will receive an Extension Request Form from COPS.

If COPS does not receive your extension request, we will send reminders at 60 days and 30 days prior to expiration.

Read the form and complete Section I and, if applicable, Section II. If Section II is required, include clear reasons why you are requesting the extension and a monthly timeline.

effective grant management2
Effective Grant Management


Sign and submit the extension request form at least 2 weeks BEFORE your grant expiration date.

Must be requested before the grant end date.

If COPS does not receive your extension request by the end date of your grant, COPS will begin the process of de-obligation of remaining funds and grant closeout.

effective grant management3
Effective Grant Management

Extensions FAQs

Q –How do I fill out the form?

A –Section I is required of all who request an extension. Fill out Section II if requesting more than 18 months from the original end date (cumulative of all extensions).

Q –How do I send it back to COPS?

A –Fax it, scan it then email, or snail mail it.

Q –How many extensions of time can I request?

A –There is no limit. However, the more time you request, the more closely COPS will scrutinize your request to ensure that you are making programmatic progress.

effective grant management4
Effective Grant Management

Extension FAQs

Q – Can I receive additional grant funds with an extension?

A – NO!

Q – I missed the deadline and my grant has expired. What do I do?

A – You could risk losing your funding. Must justify in writing why you want an extension, why you missed the deadline, and provide a new timeline.

  • Extension requests made after the end date are evaluated on a case-by-case basis. No guarantees.
effective grant management5
Effective Grant Management


When an agency wishes to use federal grant funds for the purchase or hire of allowable items or services other than what was approved in the original budget, the agency must request a modification of its grant award. Such reasons include:

Change in project scope;

To change the hiring category from new hire to rehire;

New project requirements;

To request the purchase of different equipment (or pay for different training) than what was originally funded through the award;

To purchase a different quantity of equipment funded through the award (for example, to purchase six laptops instead of five); or

To utilize cost savings to purchase additional equipment or training.

effective grant management6
Effective Grant Management

Grant Modifications

When do I need to request a modification?

When you have changes in quantity of an item, changes in project costs, addition or elimination of a project element, change in project scope, etc.

After notifying COPS of your intent to modify, we will provide you with paperwork to request your modification (e.g., Budget Detail Worksheets)

effective grant management7
Effective Grant Management

Modifications FAQ’s

Q – Who can help me request a modification?

A – Your friendly neighborhood Grant Program Specialist (GPS). Call 800- 421-6770, and ask to speak with the GPS who manages your state.

Q — What happens after I submit my modification request to COPS?

A – Wait for written approval. Do not implement your modification until you receive notification.

Q – Can I request a modification to get more funding?

A – No. Sorry!

effective grant management8
Effective Grant Management


Two types:

Periodic Federal Financial Reports (FFR)

Programmatic Reports

Periodic programmatic and financial reports and a final programmatic closeout report are required for all programs

Must be submitted directly to the COPS Office through the Account Access portion of the COPS Office website at

effective grant management9
Effective Grant Management

How to file your FFR:

Account Access

Menu of Services

SF-425 Online

You will need your Grant Number

effective grant management10
Effective Grant Management

COPS Online Federal Financial Reports

effective grant management11
Effective Grant Management

Quarterly Deadlines

effective grant management12
Effective Grant Management

Quarterly Federal Financial Reports FAQ

Q – Do I get reminders?

A – Yes, 2 of them, via email to your Law Enforcement Executive

Q – What happens if I did not submit my quarterly financial report and the deadline to submit has passed?

A – Funds frozen-3 days to process- Delinquent notices faxed

effective grant management13
Effective Grant Management

COPS Online Progress Reports

effective grant management14
Effective Grant Management

COPS Periodic Programmatic Reports

Q: Our agency has several grants with the COPS Office. We have received a notification that we need to submit a COPS Progress Report for our hiring grant, and then another notice stating that we need to submit a COPS Progress Report for our non-hiring grant as well. Do we need to complete both?

A: Yes, if your agency has both hiring and non-hiring grants, then your agency must submit both types of progress reports because they refer to different types of grants. When completing these respective progress reports, refer to the grant numbers for each question and provide responses as they relate to the program or project for those grant numbers.

monitoring of grants
Monitoring of Grants

Why does the COPS Office monitor grants?

Federal law requires that agencies granted financial assistance from the COPS Office be monitored to ensure compliance with their grant conditions and other applicable statutory regulations.

The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing. Both aspects of grant implementation – compliance and programmatic benefits – are part of the monitoring process coordinated by the U.S. Department of Justice.

monitoring of grants1
Monitoring of Grants

Grant monitoring activities conducted by the COPS Office include:

Site visits

Office-based grant reviews

Alleged noncompliance reviews

Financial and programmatic reporting

Audit resolution


Monitoring of Grants

  • Monitoring Review Areas Include (but are not limited to):
    • Supplanting
    • Retention
    • Unallowable Costs
    • Unsupported Costs
    • Local Match
    • Redeployment
    • Reporting (Program / Financial)
    • Training Special Conditions
    • Community Policing
monitoring of grants2
Monitoring of Grants

Find Monitoring Information on the COPS Website

getting started and preparing to draw funds
Getting Started and Preparing to Draw Funds

Read the conditions on the back of the award

Review your Financial Clearance Memorandum to determine what was funded

Have the law enforcement executive and government executive sign the award document

Refer to your Grant Owner’s Manual for the acceptable way to accept your COPS award.

getting started and preparing to draw funds1
Getting Started and Preparing to Draw Funds

You can find your Grant Owner’s Manual and other helpful information in your Online Award Package on the COPS website.

After COPS receives your signed award document, you will receive a package containing all of the information that your agency needs to set up your payment method.

getting started and preparing to draw funds3
Getting Started and Preparing to Draw Funds

Can we receive advances?

Yes. The period allowed is ten days in advance. You should time

your request for payment to ensure that federal cash on hand is the

minimum that you need to pay a vendor. There should be no excess

federal grant funds on hand.

How often do we request reimbursement of costs?

There are no limitations on how often your agency may

request reimbursements.

Can we earn interest?

Your agency should minimize the time between your draw down of grant funds

and your payment of grant costs to avoid earning excess interest (over $250) on

your grant funds.

Mail excess interest to:

U.S. Department of Health and Human

Services Payment Management Systems

Rockville, MD 20852

Payment Questions

for additional information
For Additional Information

COPS Office website

COPS Office Response Center

(800) 421-6770

E-mail Address

Mailing Address

145 N Streets NE – 2 Constitution Square

Washington, D.C. 20530

Shannon Long

Senior Policy Analyst

External Affairs Division