Edward J. Byrne Memorial Justice Assistance Grant Bidders Conference Holy Cross, Worcester July 21,

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Edward J. Byrne Memorial Justice Assistance
Grant Bidders ConferenceHoly Cross,
WorcesterJuly 21, 2005

• Executive Office of Public Safety
• Programs Division

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Overview of Byrne JAG Application for Grant Funds
(AGF)

• General Byrne
• And
• Youth Courts

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Purpose

• Replication of proven programs
• Support innovation and best practices
• Documented need
• http//www.mass.gov/Agov2/docs/Crime_Commission04_
  Final.pdf
• Seed money to prevent and control crime

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Background

• Omnibus Crime Control and Safe Streets Act of
  1968
• U.S. Department of Justice (DOJ), Office of
  Justice Programs (OJP), Bureau of Justice
  Assistance (BJA)
• EOPS Programs Division administers

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MA Byrne JAG Priorities

• Prisoner Reentry
• Drugs Drug-Related Crime
• Gangs Gang-Related Crime
• Technology/Systems Improvement
• Research, Evaluation, and Information
  Dissemination

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Youth Court Program

• Program for youth sentenced by their peers for
  minor offenses or behavior problems
• Alternative to the traditional juvenile justice
  system
• Ensures immediate consequences for offenders
  through a peer-operated sentencing system
• Perpetrator - responsibility, accountability,
  restitution
• Youth participate in the decision-making process,
  gain hands-on knowledge of justice system

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Youth Court Program

• Procedure similar to regular juvenile courts
• Youth volunteers, under adult supervision,
  responsible for the process handled by adults
• clerks, prosecutors, defenders, jury, and
  sometimes judge
• Sentences vary
• essays, oral or written apologies to victims,
  restoration of damages through community service
  or restitution, mandatory attendance at workshops
  related to crime and victimization, and others

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Youth Court Program Goals

• Increase the number of juveniles participating in
  structured and restorative community sanctions
  programming
• Involve youth in the adjudication/ sanctioning
  process at the decision-making level
• Establish partnerships/linkages with local
  police, schools, and private-non-profit agencies

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Youth Court Program Activities

• Design a peer-based justice system
• Design and distribute to possible referral
  sources a youth screening mechanism/format
• Format and execute cooperative agreements with
  local service providers re community service
  opportunities
• Design evaluation methodology and questionnaires
• Design and implement a formal curriculum

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Youth Courts Program Resource

• National Youth Court Center
• c/o American Probation and Parole Association
• P.O. Box 11910
• Lexington, KY 40578-1910
• Phone [phone]
• Fax [phone]
• E-mail nycc_at_csg.org
• Website www.youthcourt.net

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Funding Categories

• Project Implementation program operations
• Youth Courts
• Project Planning comprehensive assessment and
  plan development
• Research, Evaluation and/or Information-Disseminat
  ion what works in criminal justice
• See research questions

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Applicant Eligibility

• State Government Agencies
• State-supported Universities
• Local Units of Government
• Exceptions require prior approval from EOPS

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Byrne JAG Program Purpose Areas

• 29 Allowable Purpose Areas
• http//www.ojp.usdoj.gov/BJA/grant/byrnepurpose.ht
  ml

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Purpose Area 11

• Programs designed to provide additional public
  correctional resources and improve the
  corrections system, including treatment in
  prisons and jails, intensive supervision programs
  and long-range corrections and sentencing
  strategies

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Purpose Area 11 Programs

• Intensive Supervision Probation and Parole
• Treatment in a Jail Setting
• Substance Abuse Treatment for Female Inmates

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Byrne JAG Program Details

• What are federal and state grant requirements?

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Reimbursement

• Program expenditures reimbursed on a quarterly
  basis
• Documentation requirements met
• Delays/non-payment situations
• Non-compliance w/grant conditions
• Late/incomplete quarterly reports
• Non-approved expenditures
• Expenditures outside contract period

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Program Duration

• 12 month project period
• Opportunity for continuation funding for 3
  additional years (4 years max.)
• Program need
• Past progress
• On-site visits/desk reviews results
• Meeting escalating match
• Adequate federal funding
• Start Date October 1, 2005 End Date September
  30, 2006

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Match

• Hard cash (not in-kind)
• Percentage based on total project cost (federal
  match total cost)
• 1st Year 75 federal/25 match
• 2nd Year 50 federal/50 match
• 3rd Year 50 federal/50 match
• 4th Year 25 federal/75 match
• Full match must be obligated by end of year
• See AGF for allowable sources of match

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Subgrantee Requirements

• Grants Management
• Mandatory Grants Management Workshop on 11/16/05
• Budgeting and Reporting
• Procurement
• Other EEOP, disclaimer, general assurance
• OJP Financial Guide
• http//www.ojp.usdoj.gov/FinGuide/

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Application Process

• How will application be reviewed?

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Review Process

• EOPS staff and outside readers will read and
  score proposals
• At least 2 people will review each proposal
• Secretary of Public Safety makes final decision
• Awards announced on or around September 14, 2005

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Scoring Criteria

• Project Need (Program Description/Executive
  Summary Problem Statement) 20 points
• Need demonstrated/problem defined
• Data provided
• Promising or proven program defined
• Target population identified
• Anticipated impact described
• Project staff and their roles are identified

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Scoring Criteria

• Research/Theoretical Link (Problem Statement)
  15 points
• For replication programs strength of evaluation
  results for model criminal justice program to be
  replicated
• For experimental programs theoretical link to
  existing research and evaluation results on what
  works in criminal justice

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Scoring Criteria

• Goals Objectives 20 points
• Measurable
• Time-specific
• Reasonable/realistic

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Scoring Criteria

• Collaboration (Program Description/ Executive
  Summary) 5 points
• Partnerships with business groups, government
  officials, parents, faith-based organizations,
  etc. described
• Partnerships with other jurisdictions and
  resources shared described

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Scoring Criteria

• Implementation Plan and Timeline 15 points
• Activities linked to goals objectives
• Capability/capacity of organization demonstrated
• Proposed approach for implementing project is
  feasible
• Timetable with milestones provided

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Scoring Criteria

• Budget 20 points
• Reasonable
• Cost-effective results achieved via modest
  resources
• Directly relates to project activities
• Computations and narrative provided, as necessary
• Refer to Attachment C Quarterly Financial
  Reporting Instructions and Documentation
  Requirements

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Scoring Criteria

• Sustainability (Program Description/ Executive
  Summary) 5 points
• Ability to leverage federal funds into a stable
  long-term program that may be supported at the
  local level

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Application Instructions

• Components and Deadlines

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Application Components

• Cover Page (Attachment E) signed in blue ink by
  authorized official
• Project Narrative
• Statement of the Problem
• Program Description/Executive Summary
• Program Goals Objectives
• Implementation Plan Timeline
• Performance Measurement
• Budget Worksheets

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Performance MeasurementAn Overview

• An ongoing process of data collection and
  analysis
• Informs Program Managers if their program is on
  track to meet its goals
• Allows Program Managers to monitor services for
  efficiency
• Puts Managers and staff on the path to data
  collection

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Whats a Performance Measure?

• An indicator that measures program achievement
• Should be linked to program objectives and goals
• Upholds goals by measuring program activities,
  program products, and program outcomes

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Program Activities and Performance Measures Help
Uphold Program Goals
GOAL
Program goals are met through program activities
and operations Performance Measures help quantify
program achievements
PERFORMANCE MEASURE
PROGRAM ACTIVITY
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Program Activities and Performance Measures Help
Uphold Program Goals
GOAL- Increase gun seizures in target locations
PERFORMANCE MEASURE- Number of gun seizures
ACTIVITY- Conduct 3 field interviews during each
targeted patrol
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Where Do I Begin?Steps to Determining and
Working with Your Measures

• Look at your stated goals and objectives
• Identify performance measures that uphold your
  goal (you want every goal to be measured)
• Collect and analyze data

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Example Measuring A Goal
PERFORMANCE MEASURE- Amount of drugs seized
GOAL- Reduce demand for drugs in XYZ county
PERFORMANCE MEASURE- Number of people who
completed drug education programs
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BJA Byrne Draft Performance Measures

• http//www.ojp.usdoj.gov/BJA/grant/ByrneMeasures.h
  tml
• An excellent starting place
• You are encouraged to add other measures that
  reflect your programs goals

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How Can These Measures Be Used by Program
Managers?

• Management tool
• Accountability mechanism
• Guide for long-term program planning and needs

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How are These Measures Used by EOPS?

• Monitor program implementation and identify
  potential problems
• Data may be combined with information from other
  programs to formulate public policy
• May be part of a more formal program evaluation
  conducted by EOPS or other grant-makers

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Where Do I Report These Measures?

• Indicate the measures you intend to use for your
  program goals in your application
• Report on these measures in your quarterly
  reports to EOPS

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Is There a Difference between Performance
Measurement and Program Evaluation? YES!

• PERFORMANCE MEASUREMENT
• Ongoing data collection and analysis
• Focuses on achievement of program objectives

• PROGRAM EVALUATION
• Happens after the program has been established
  and operating
• Focuses on a broader range of information on
  program performance
• More in-depth and allows for an overall
  assessment of whether the program works

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Where can I go for more information ?

• BJA Byrne Formula Grant Draft Performance
  Measures www.ojp.usdoj.gov/BJA/grant/ByrneMeasures
  .html
• BJA Center for Program Evaluation
  www.ojp.usdoj.gov/BJA/evaluation/index.html

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Budget

• Submit hard copy with application
• Submit electronic copy of General Byrne budget
  via email to jeffrey.brownell_at_state.ma.us by
  deadline
• Submit electronic copy of Youth Courts Budget via
  email to carol.dingle_at_state.ma.us by deadline
• Budget worksheet demo

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Attachments

• Certifications Regarding Lobbying, Debarment,
  Suspension, Other Responsibility Matters, and
  Drug-Free Workplace (Attachment F) - signed in
  blue ink by authorized official
• Northern Ireland Notice and Certification
  (Attachment G) - signed in blue ink by authorized
  official
• Contractor Authorized Signatory Listing
  (Attachment H) - signed in blue ink by authorized
  official locals
• Certification of Compliance with Regulations
  Regarding Civil Rights (Attachment I)

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Attachments

• A-133 Audit Report or Single Audit findings
  (Submit most recent copy)
• Preliminary MOUs, if subgranting all or part of
  the requested federal funds to an implementing
  agency or independent contractor
• Copies of the negotiated fringe rate and indirect
  rate agreements, if federal or matching funds are
  designated for these cost categories

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Submission Requirements

• Original and five (5) copies
• Unbound, typed single space, 12 pt. font, 1-inch
  margins
• Due Wednesday, August 17, 2005, 500 p.m.
• AGF and budget worksheet located at
  www.mass.gov/eopsfunding

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Submission Requirements - General Byrne

• Budget worksheet emailed to Jeffrey Brownell at
  jeffrey.brownell_at_state.ma.us
• Full application to
• Executive Office of Public Safety
• Programs Division
• 10 Park Plaza, Suite 3720
• Boston, MA 02116
• Attention Jeffrey Brownell

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Submission Requirements - Youth Courts

• Budget worksheet emailed to Carol Dingle at
  carol.dingle_at_state.ma.us
• Full application to
• Executive Office of Public Safety
• Programs Division
• 10 Park Plaza, Suite 3720
• Boston, MA 02116
• Attention Carol Dingle

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Effective/Promising Programs

• What works?

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Proven Programs

• Promising approaches - Programs for which
  evaluation evidence is suggestive of success, but
  not definitive.
• Model programs - Model programs are those that
  have demonstrated definitive success in multiple
  evaluations. These are sometimes referred to as
  exemplary/effective programs.

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Sample Programs

• Substance Abuse and Mental Health Services
  Administration (SAMHSA) Model Programs
• http//modelprograms.samhsa.gov/matrix_all.cfm
• Delaware KEY/CREST
• Components
• Substance Abuse Treatment
• Work Release
• Aftercare Services

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Sample Programs

• Development Services Groups
• The Model Programs Guide and Database
• http//www.dsgonline.com/Model_Programs_Guide/Web/
  mpg_index_flash.htm
• Includes Risk/Protective Factors,
  Organization(s) Endorsed By, Description,
  Evaluation Outcomes, Contact Information
• Comprehensive Gang Strategy
• Components
• Community Mobilization
• Academic, Economic, Social Opportunities
• Social Intervention/Street Outreach Workers
• Gang Suppression Activities

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Sample Programs

• Development Services Groups
• The Model Programs Guide and Database
• http//www.dsgonline.com/Model_Programs_Guide/Web/
  mpg_index_flash.htm
• Includes Risk/Protective Factors,
  Organization(s) Endorsed By, Description,
  Evaluation Outcomes, Contact Information
• Anchorage Youth Court
• Components
• First Time Offenders
• Youth Volunteers
• Training for Youth Volunteers
• Alternative to Juvenile Justice System

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Questions?
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Contact Information

• After the Bidders Conference applicants may
  E-mail written questions concerning their
  application by 500 p.m. on Monday, July 25, 2005
  to
• General Byrne jeffrey.brownell_at_state.ma.us
• Youth Courts carol.dingle_at_state.ma.us
• By Friday, July 29, 2005 the questions and
  responses, including those from the Bidders
  Conference, will be posted at www.mass.gov/eopsfu
  nding on the Law Enforcement/Byrne webpage