VAWA Annual Program Report Training January 2012
S.T.O.P. VAWA Measuring Effectiveness Initiative aka“The Muskie Report” Crime Victims’ Services Division Oregon Department of Justice Adapted from a PowerPoint created by the Oklahoma District Attorneys Council
The Muskie Report • To meet this Congressional reporting requirement, OVW requires an Annual Progress Report for the STOP VAWA Grant. • The Muskie School of Public Service developed the required report. • Report submission: STOP subgrantee State STOP Administrator OVW Muskie – VAWA MEI Red flag reports generated
The Muskie Report IT IS IMPERATIVE THAT DATA BE COLLECTED THROUGHOUT THE REPORTING PERIOD IN ORDER FOR THIS REPORT TO BE COMPLETED AT THE END OF THE REPORTING PERIOD. 2011 annual report includes: January-June from 2010 award + July-December from 2011 award Annual report must combine data from these two 6-monthperiods
The Muskie Report • Be sure you are using the most current version of the report form; you can download from Muskie site: http://muskie.usm.maine.edu/vawamei/stopformulaform.htm. • Only complete the section(s) based on the activities engaged in during the reporting period (Sections A1, A2, B, C2, F required). • Each time when you save the document use “Save As” not“Save” because “Save” will enlarge the file and it may become too large to upload to E-grants.
The Muskie Report ANNUAL REPORT DUE DATES: • For reporting period 1/1/11 – 12/31/11, the report is dueJanuary 31, 2012. • For reporting period 1/1/12 – 12/31/12, the report is dueJanuary 31, 2013. MID-YEAR REPORT DUE DATE: • For reporting period 1/1/12 – 6/30/12, the report is due July 20, 2012.
A1 - General Information (pages 1-2) Everyone must complete Next to each number in the Annual Progress Report form you can click on the and more instructions and/or examples will pop up. • Question 1 – Date of Report • Date actually submitted • Question 2 – Current Reporting Period • 2011 (for the period ending 12/31/11) • 2012 (for the period ending 12/31/12) • Enter the calendar year in which the services were provided.
A1 - General Information (pages 1-2) Everyone must complete • Question 3 – Subgrantee Name • Agency Name NOT Project Name. • Question 4 – Enter your subgrant number(s) • Only those active during the calendar year. • Only those supporting reported activities (do not include VAWA Recovery awards). • The subgrant number for the 2011 awards may be too long; if it is, delete/shorten agency name. For example: • Joint-2011-00011 • VAWA-C-2011-00011 • Question 5 – Enter type of organization • Classify funded organization in one existing category EVEN if it is not an exact match. • Avoid the other category if at all possible.
A1 - General Information (pages 1-2) Everyone must complete • Question 5B – Culturally-Specific Community Based Organization • Only check “Yes” if you are funded under this category. • Question 7 – Tribal Populations • Only check “Yes” if the goals and objectives of your grant specifically identify that the project will be serving the Native American population. • Question 8 – Percentage of Subgrant Funds • Estimate the approximate % of funds/resources used to address each victimization area based on actual utilization. • Make sure allocation matches the breakdown of victims served/partially served (DV, SA, stalking) in Section D, 25A+B.
A2 - Staff Information (page 3) Everyone must complete • Question 9 - Staff • Include grant-funded staff (full time, part time, temporary, partially funded), staff funded with grant required match, and grant-funded contractors and consultants. • Do not include volunteers or interns. • Staff must be reported in this section if you will be reporting services in a particular area (victim services, law enforcement, prosecution, courts). • For example: • Section D/Victim Services: report staff such as a victim advocate, victim assistant, or program coordinator. • Section E1/Law Enforcement: report staff such as law enforcement officer. • Section E2/Prosecution: report staff investigator, or prosecutor. • Section E3/Courts: report staff such as court personnel.
A2 - Staff Information (page 3) Everyone must complete • Classify staff in existing categories EVEN if it is not an exact match. • Report by job function(s) rather than job title: • Project Director = Administrator • Court Advocate = Victim Assistant • Shelter Advocate = Victim Advocate • Training Coordinator = Program Coordinator • Divide staff time into multiple functions, as appropriate. • Other category – limit use and be specific: • Data analyst • Evaluator • Refer to Guide to Staff Categories on Muskie website: http://muskie.usm.maine.edu/vawamei/stopformularpttools.htm
A2 - Staff Information (page 3) Everyone must complete • Report the total # of FTE (full time equivalent) • FTE listed in the staff section should reflect the subgrant budget and activities (pro-rate budgeted FTE Jan-June and July-Dec if it changes between awards). • One FTE = 2080 hours • Include FTE for full time, part time, partially funded, temporary, consultants/contractors, overtime hours, and FTE funded with required match. • Prorate FTE among appropriate functional categories. • Use decimals, not percentages.
B – Purpose Areas (page 4) Everyone must complete • Question 10 – Statutory Purpose Areas • Include the purpose area(s) under which you submitted your application. • Include purpose area(s) from both 2010 and 2011 awards. • Check allpurpose areas that apply to the activities that were supported with grant funds during the reporting period.
C1 – Training (pages 5-7) • Definition: Training 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. • Do not count activities that support, inform, and outreach to victims about available services (such as media activities - TV, newspaper, radio) • If an advocate is VAWA-funded and the advocate provides training, as defined above, to non-grant funded people, then complete this section, otherwise, check “No” and skip to C2.
C1 – Training (pages 5-7) • Question 11 – Training Events Provided • A training event can be a conference, a workshop, or a short mini-session. • Do count training provided by grant-funded staff to non-grant funded staff and non-grant funded staff attending a training using VAWA funds (if it meets training definition). • Do not count training provided to VAWA-funded staff. • Question 12 – Number of People Trained • Report professionals by discipline. • Do NOT report non-professionals: students/community members/victims/survivors • Use existing categories when possible: • Firefighter, child welfare staff, coroner = Government Agency Staff • 911 Personnel = Law Enforcement
C1 – Training (pages 5-7) • Question 12 – Number of People Trained • Report an unduplicated count of people trained. • If you can’t determine the disciplines represented at a training, use multidisciplinary, but use this category as a last resort. • Avoid the other category if at all possible. Red Flag: If reported numbers are in the thousands then it might be suspected that media broadcasts are included. Red flag:If the individual or group reported in “other” is not typically thought of as a professional working with victims. • Refer to Guide to Categories for People Trained on Muskie website: http://muskie.usm.maine.edu/vawamei/stopformularpttools.htm.
C1 - Training (pages 5-7) • Question 13 – Training Content Areas • Use existing categories even if not an exact match. • Do not include staff development topics provided to VAWA-funded staff. • Avoid the other category if at all possible (do not use to report the title of the training or the name of the conference). • Question 14 – Additional Information • Use this section to report anecdotes or to highlight information about the training event(s).
C2 – Coordinated Community Response (page 8) Everyone must complete • First Column – Victim/Survivor Referrals • Victim/survivor referrals should include referrals made toagencies and referrals received fromagencies. • Check the usual frequency (daily/weekly/monthly); estimate the frequency during the year if the interaction is not regular. • Second Column - Meetings • Include meetings attended by staff who are only partially funded by the VAWA project. • For meetings with multiple disciplines in attendance, check each type of agency in the appropriate frequency column (weekly, monthly, quarterly).
C2 – Coordinated Community Response (page 8) Everyone must complete • How to choose daily/weekly/monthly frequency: Daily = at least 3 times a week Weekly = at least 3 times a month Monthly = Less than 3 times a month • For Task Force and MDT meetings count members individually. • Question 16 – Additional Information • Use this section to report anecdotes or to highlight information about your community activities. • If you had to use the Other category, explain your use of it here.
D – Victim Services (pages 17-23) Do include victim services provided by legal services, victim services agency, staff providing victim services within law enforcement, prosecution, or the court system. Do not include criminal justice activities such as 911 calls, investigations, prosecutions, etc. (these will be reported in Section E). Do include services provided by all VAWA-funded hours for staff, contractors, consultants. Do include services provided by volunteers and interns if they were coordinated or supervised by VAWA-funded staff or if VAWA substantially supported their activities.
D – Victim Services (pages 17-23) • Question 25 – Number of Primary Victims Served, Partially Served, and Victims Seeking Services Not Served • Unduplicated count: Count victim once during the reporting period. • Victimization type: Count victim once under primary victimization. • Victims Served: Received services they requested, if services provided under the VAWA grant. • Victims Partially Served: Received some, but not all, of the services requested, if services are provided under the VAWA grant. • Victims Not Served: Sought and did not receive services they requested, if offered by your project under the VAWA grant. Red flag: When the ratio of total victims served and partially served is more than 500 to 1.0 FTE. Red flag: Number of victims served is less than the number of victims partially served. If correct, provide an explanation in Question 63.
D – Victim Services (pages 17-23) • Question 25 –Number of Primary Victims Served, Partially Served, and Victims Seeking Services Not Served • Notes to Victims Not Served: • If a victim/survivor requested a service you do NOT provide under your VAWA grant, do NOT count the person in any category. • If you contact a victim/survivor to offer services and they do not want services or you cannot locate them, do NOT count them in this section. • If a victim/survivor chooses to discontinue services once they have begun receiving services, or moves before completing services begun, do report these victims/survivors as “served.” Red Flag: the total number of victims reported as not served is more than 20% of the total number of victims seeking services (served and partially served). Provide explanation if the numbers are correct in Question 63.
D – Victim Services (pages 17-23) • Question 26 – Number of Secondary Victims Served • Report an unduplicated count of secondary victims who sought or received VAWA-funded services. • Secondary victims must be indirectly affected by the victimization; it is not enough that they are related to a victim/survivor who received VAWA services. • Secondary victims should correspond to the type of victimization of the primary victim reported in Question 25. • Question 27 – Reason Not Served/Partially Served • Avoid the other category if at all possible. Red Flag: Inappropriate Use of Other - “victim didn’t show”, “victim refused services”, “services not provided by program”, “could not locate victim”; victim probably should not be counted at all.
D – Victim Services (pages 17-23) • Question 28 – Demographics Include data for both victims served and partially served (25A + 25B) • Race • Victims may be counted in more than one category. The total should be equal to or greater than the sum of 25A & 25B. • Gender • The total should equal the sum of 25A & 25B. Red Flag: If male victims/survivors is >10% of the total number reported, confirm accuracy and provide additional information in narrative Question 63.
D – Victim Services (pages 17-23) • Question 28 – Demographics • Age • The total should equal the sum of 25A & 25B. • The category of 0-17 has been changed to 0-12 and 13-17 (you will not be able to report primary victims in the age category of 0-12). Children should not be reported. • Other Demographics • Report to the best of your ability. Red Flag: When numbers in the “unknown” categories total 25% or more of the total number of victims. If correct, provide an explanation in Question 63. Red flag: A high number in the 13-17 category may indicate the grantee is reporting children.
D – Victim Services (pages 17-23) • Question 29 – Relationship to Offender • If a victim/survivor experienced more than one type of victimization and more than one perpetrator, report those multiple offender relationships & types of victimization. • The total # of relationships in each victimization column must be at least the sum of victims/survivors reported in 25A and 25B. • Do not report relationships to offenders for secondary victims. • In the Domestic Violence column, the “Acquaintance” and “Stranger” categories are almost always zero. Red Flag: when the “Unknown” column is greater than 35% of the total victims served (25A + 25B).
D – Victim Services (pages 17-23) • Question 29 – Relationship to Offender • Current or former spouse or intimate partner: • Also includes a person similarly situated to a spouse of the offender under the laws of the jurisdiction. • Other family member of household member: • Family is defined to include both traditional and non-traditional family structures; also includes victims/survivors who shared a household or have/had a roommate relationship with the offender. • Dating relationship: • Determined by length and type of relationship, and frequency of interaction between the persons involved.
D – Victim Services (pages 17-23) Question 29 – Relationship to Offender • Acquaintance: • Examples: neighbor, co-worker, friend, schoolmate, etc. Red Flag : When the total number of “relationships unknown” is 25% or more of the total number of primary victims served or partially served (25A + 25B). If the data is correct, provide an explanation in Question 63.
D – Victim Services (pages 17-23) • Question 30A – Types of Victim Services • The total for each service provided should not be more than the sum of 25A & 25B. • Count each victim/survivor only once for each type of service received – do not report the number of times that the service was provided. • Do not report secondary victims receiving services. • Forensic exam does not include accompaniment to hospital/clinic/medical office; report accompaniment services in the Hospital/clinic/other medical response category
D – Victim Services (pages 17-23) • Question 30A – Types of Victim Services • Civil legal assistance is only provided by an attorney or paralegal; if you enter a number in this category you must have entered FTE for attorney or paralegal. If you refer victims to an attorney, report as Civil Legal Advocacy. • Safety planning, information, and referral should not be written in “Other” as these are considered a part of other services in this section. • Avoid the other category if at all possible. • Refer to Guide to Victim Services on Muskie website: http://muskie.usm.maine.edu/vawamei/stopformularpttools.htm,
D – Victim Services (pages 17-23) • Question 30B – Shelter Services • Report only if funded by VAWA. • Unduplicated count: each victim and each family member who received shelter should be counted only once during the reporting period. • To determine the number of bed nights add the number of victims and family members and multiply by the number of nights they were in emergency shelter and/or transitional housing. • Question 30C – Hotline Services • Report only if funded by VAWA. • Report all hotline calls!! • Total number of calls: business calls, informational calls, calls from secondary victims, calls from primary victims, etc.
D – Victim Services (pages 17-23) • Question 30D – Victim-witness notification/Outreach • Formerly, it was only possible to refer to outreach activities in the narrative. Now, you can report victim witness notification and outreach activities to victims/survivors. • Count eachunsolicitedletter, phone call, visit, event, etc. This is a duplicated count. • Outreach activities can be counted here, but you cannotcount the victims/survivors unless a service was actually requested (served, partially served, not served).
D – Victim Services (pages 17-23) • Question 31 - Protection Orders • Only report protections order activity when VAWA-funded staff assisted victims/survivors. • Initial restraining orders are issued ex parte, without a formal court hearing, allowing the respondent 30 days to request hearing – report order as temporary. • If no hearing is requested, order is upheld – report order as final. • If hearing is requested, order is either dismissed, upheld, or modified; if order is modified or upheld – report order as final. • Remember to report on both the number requested and the number granted for each category. Red Flag : the number of protection orders granted should not exceed the number of orders requested.
D – Victim Services (pages 17-23) • Question 32 – Additional Information • USE THIS SECTION • To discuss the effectiveness of victim services funded by STOP VAWA funds. • To provide an anecdotal situation without revealing the victim. • To provide results!
E2 – Prosecution (pages 27-31) • Only three projects fund staff for prosecution activities (Lane County DA, Multnomah County DA, DVRP) and this section will be covered at another training. • All other grantees, check “No” and skip to Section E4.
E3 – Courts (pages 32-35) • No projects fund court staff, so check “No” and skip to Section E4.
E4– Probation and Parole (pages 36-38) • No projects fund parole and probation staff, so check “No” and skip to Section E5.
E5 – Batterer Intervention Program (page 39) • No projects fund batterer intervention staff, so check “No” and skip to Section F.
F – Narrative (pages 40-48)Everyone must complete • Questions 60 & 61 • All subgrantees must answer these questions. • Questions 62 & 63 • These questions are optional. • Use this section to provide clarification on any of the statistics in questions 25A, 25B, 26, 27, 28, 29, or 30.
REMINDERS • Review PowerPoint and instructions. • Use the icon in the report form. • Use the “other” category only as a LAST resort; the descriptive fit does not have to be perfect – if an existing category is similar, use that category. • Use optional information sections to capture unique successes of your program, clarify data, provide more details. • Do not use acronyms or abbreviations.
Validation – The End! Everyone must validate their form! • At the end of the form is a Validate button. Validate • Click on it and it will tell you where your errors are. • Once complete, use the “Save As” function to save the most current version and upload in E-grants.