2018 residential substance abuse treatment for state prisoners … · rsat assists state, local,...

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2018 Residential Substance Abuse Treatment for State Prisoners Program Request for Proposals

The Indiana Criminal Justice Institute (ICJI) is now accepting applications for the Residential Substance Abuse and Treatment (RSAT) for State Prisoners Program. This grant is being released through Egrants. All applications must be submitted online through this system.

Applicants must be registered in Egrants to access the electronic application form. Applications must be submitted via Egrants on or before

12:00 P.M. EDT (noon) on February 19, 2018

Applicants are strongly encouraged to submit 72 hours prior to the deadline.

For technical assistance with submitting an application, contact the Egrants Help Desk at [email protected].

Egrants Help Desk hours are Monday – Friday 8:00 am to 4:30 pm ET, except state holidays. ICJI is not responsible for technical issues with grant submission within 24 hours of grant deadline.

Award Period: May 1, 2018 – April 30, 2019

For assistance with any other requirements of this solicitation, please contact:

Terrie Grantham at [email protected] or 317-232-1230 Leann Jaggers [email protected] or 317-233-3789

Introduction RSAT assists state, local, and tribal governments to develop and implement substance abuse treatment programs in state and local correctional and detention facilities and to create and maintain community-based aftercare services for offenders. Eligible applications will propose one of the following types of programs:

1. Residential programs 2. Jail-based programs; and 3. Aftercare

Further information regarding each program area may be found later in the application guidance.

mailto:[email protected]



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Goals, Objectives, and Deliverables The purpose of subgrants is to achieve the goals and objectives of the federal program, on behalf of ICJI. The goals and objectives of the RSAT Program are to:

• Enhance the capability of states and units of local government to provide residential substance abuse treatment for incarcerated inmates;

• Prepare offenders for their reintegration into the communities from which they came by incorporating reentry planning activities into treatment programs; and

• Assist offenders and their communities through the reentry process through the delivery of community-based treatment and other broad-based aftercare services.

Eligibility Requirements State agencies and units of local government are eligible to apply for RSAT program funds. A local unit of government is defined as a county, borough, municipality, city, town, township, parish, local public authority (including any public housing agency under the United States Housing Act of 1937); special district, school district, intrastate district, councils of government (whether or not incorporated as a nonprofit corporation under state law); and any other agency or instrumentality of a multi, regional, or intra-state or local government. RSAT program funds may also be awarded to federally recognized Indian tribal governments that perform law enforcement functions as determined by the Secretary of the Interior. A city or county jurisdiction must be the legal applicant, with the exception of state agencies. The recipient agency must be the County Auditor or City/Town Clerk Treasurer on behalf of city and county departments.

Please note that all applicant agencies who receive current funding from any Division of ICJ I must be current on all reports related to any ICJI funding. Delinquent reports may disqualify an applicant agency from consideration for funding through any grant program at ICJI.

General

This award is governed by 2 C.F.R. Part 200 and the DOJ Grants Financial Guide. All applicants must adhere to all provisions set forth in federal and state statute, regulation, or rule. Failure to abide by the federal and state mandates may, at the discretion of the State, be considered to be a material breach. The consequences of a material breach include, but are not limited, to:

The Applicant becoming ineligible for this grant funding opportunity; Requiring repayment of any grant funds already received; The de-obligation of grant funds; and The material breach becoming a factor in the scoring process for future grant applications.

Furthermore, the Applicant may not obligate, expend or draw down grant funds until the Federal Office of the Chief Financial Officer notifies the State that the grant has been awarded to Indiana. The State shall not reimburse an Applicant for expenditures outside the grant period of performance.

Pursuant to 2 C.F.R. Part 200, all applicants are required to establish and maintain grant accounting systems and financial records to accurately account for funds awarded to them.

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The Applicant understands and agrees that it cannot use federal funds from different funding sources for one or more of the identical cost items, in whole or in part. If this scenario presents itself, the Applicant must contact the ICJI program manager in writing and refrain from the expenditure, obligation, or drawn down of any federal funds awarded from ICJI concerning the identical cost items.

DUNS Number Required To enable ICJI to report information, subgrantees are required to obtain and report a Data Universal Numbering System (DUNS) number in their application. Applications without a DUNS number are incomplete. The DUNS number is a unique nine-digit sequence recognized as the universal standard for identifying and keeping track of entities receiving federal funds and to validate address and point of contact information for federal assistance applicants. Obtaining a DUNS number is a free, one-time activity. Obtain one by calling 866-705-5711 or apply online at http://fedgov.dnb.com/webform/displayHomePage.do.

SAM Registration To enable ICJI to report subawards in a timely manner, the Office of Justice Program (OJP) and ICJI requires all applicants for federal financial assistance to maintain current registrations in the System for Award Management (SAM) database. The SAM database is the repository for standard information about federal financial assistance applicants, recipients, and sub-recipients. Organizations that have previously submitted applications via Grants.gov are already registered with SAM. Applicants must update or renew their SAM registration at least once a year to maintain active status. For assistance, please see the SAM website located at https://www.sam.gov. Program Requirements RSAT funds may be used to implement three types of programs: residential, jail-based, and aftercare. Programs involving partnerships with community-based substance abuse treatment programs and programs with coordinated aftercare will be given priority consideration. Programs are encouraged to coordinate their programming with the Local Coordinating Councils (LCCs) in their counties. In the designated application section (see RSAT application outline), programs are asked to provide a description of how the program will start or continue to coordinate with the LCCs. To contact the LCC in your area, please visit www.in.gov/cji/2358.htm. Evidence-Based Programs and Practices Programs and practices are considered to be evidence-based when their effectiveness has been demonstrated by causal evidence, generally obtained through one or more outcome evaluations. Causal evidence documents a relationship between an activity or intervention (including technology) and its intended outcome, including measuring the direction and size of a change, and the extent to which a change may be attributed to the activity or intervention. Causal evidence depends on the use of scientific methods to rule out, to the extent possible, alternative explanations for the documented change. The strength of causal evidence, based on the factors described above, will influence the degree to which OJP considers a program or practice to be evidence-based. OJP’s CrimeSolutions.gov

http://fedgov.dnb.com/webform/displayHomePage.do

https://www.sam.gov/

http://www.in.gov/cji/2358.htm

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website is one resource that applicants may use to find information about evidence-based programs in criminal justice, juvenile justice, and crime victim services. Provision of Evidence-Based Substance Abuse Treatment Services Applicants are strongly urged to provide substance abuse treatment practices and services that have a demonstrated evidence base and that are appropriate for the target population. Applicants should identify the evidence-based practice being proposed for implementation; identify and discuss the evidence that shows that the practice is effective; and discuss the population(s) for which this practice has been shown to be effective and show that it is appropriate for the proposed target population. Applicants can find information on evidence-based treatment practices in the Substance Abuse and Mental Health Services Administration’s (SAMHSA’s) Guide to Evidence-Based Practices available at https://www.samhsa.gov/ebp-web-guide . The Guide provides a short description and a link to dozens of websites with relevant evidence-based practices information – either specific interventions or comprehensive reviews of research findings. Note that SAMHSA’s Guide also references the National Registry of Evidence-Based Programs and Practices (NREPP), a searchable database of interventions for the prevention and treatment of mental and substance abuse disorders. NREPP is intended to serve as a decision support tool, not as an authoritative list of effective interventions. Being included in NREPP, or in any other resource listed in the Guide, does not mean an intervention is “recommended” or that it is demonstrated to achieve positive results in all circumstances. Applicants should document that the selected practice is appropriate for the specific target population and purposes of their project.

RSAT Program Implementation Funding should be used to implement one of the following types of programs:

1. Residential programs 2. Jail-based programs; and 3. Aftercare

Residential Programs must meet the following guidelines:

• Engage participants for a period between 6 and 12 months. • Provide residential treatment facilities set apart—in a completely separate facility or dedicated

housing unit in a facility exclusively for use by RSAT participants—from the general correctional population.

• Focus on the inmate’s substance use diagnosis and addiction related needs. • Develop the inmate’s cognitive, behavioral, social, vocational, and other skills to solve the

substance abuse and related problems. • Require urinalysis and/or other proven reliable forms of drug and alcohol testing for

program participants, including both periodic and random testing, and for former participants while they remain in the custody of the state or local government.

• If possible, RSAT participation should be limited to inmates with 6 to 12 months remaining in their confinement so they can be released from prison instead of returning to the general prison population after completing the program.

https://www.samhsa.gov/ebp-web-guide

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• If possible, program design should be based on effective, scientific practices. Jail-Based Programs must meet the following guidelines:

• Engage participants for at least 3 months. • Focus on the inmate’s substance use diagnosis and addiction related needs. • Develop the inmate’s cognitive, behavioral, social, vocational, and other skills to solve the

substance abuse and related problems. • Require urinalysis and/or other proven reliable forms of drug and alcohol testing for

program participants, including both periodic and random testing, and for former participants while they remain in the custody of the state or local government.

• If possible, separate the treatment population from the general correctional population and program design should be based on effective, scientific practices.

Aftercare Programs should meet the following guidelines:

• Individuals who participate in the substance abuse treatment program established or implemented with assistance provided under this program must be provided with aftercare services, which may include case management services and a full continuum of support services that ensure providers furnishing services under that program are approved by the appropriate State or local agency, and licensed, if necessary, to provide medical treatment or other health services.

• Involve coordination between the correctional treatment program and other social service and rehabilitation programs, such as education and job training, parole supervision, halfway houses, self-help, and peer group programs.

• To qualify as an aftercare program, the head of the substance abuse treatment program must work in conjunction with state and local authorities and organizations involved in substance abuse treatment and shall assist with appropriate community substance abuse treatment facilities when such individuals leave the correctional facility at the end of a sentence or on parole.

• Coordinate these activities with any SAMHSA funded state and/or local programs that address the needs of this target population.

• Aftercare program participants must have been in a RSAT treatment program while incarcerated.

Allowable Use of Grant Funds Allowable costs are those cost principles identified in 2 CFR Part 200, the new government-wide framework for grant management: “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, DOJ Grants Financial Guide, RSAT’s authorizing legislation, and the RSAT grant requirements and solicitation. In addition, costs must be reasonable, allocable, necessary to the project, and comply with the funding statute requirements. Any questions about allowable use of funds should be directed to ICJI prior to application submission.

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Unallowable Use of Grant Funds The following services, activities, and costs must not be supported with RSAT funds.

1. New construction; 2. Any renovation or remodeling of a property located in an environmentally or historically

sensitive area, including property (a) listed on or eligible for listing on the National Register of Historic Places, or (b) located within a 100-year flood plan, a wetland, or habitat for an endangered species;

3. A renovation that will change the basic prior use of the facility or significantly change its size; 4. Research and technology whose anticipated and future application could be expected to have an

effect on the environment; and 5. Land acquisition.

Additionally, the proposed cost can be neither a phase nor segment of a project that when reviewed in its entirety would not meet the criteria for a categorical exclusion. The subject federal action meets OJP’s criteria for a categorical exclusion as contained in paragraph 4(b) of Appendix D to Part 61 of Title 28 of the Code of Federal Requirements. Unallowable Costs for all Federal Grants Federal law prohibits the use of federal funds from certain activities irrespective of the federal funding source or the specifics of the grant program. These prohibitions include:

1. Lobbying, including attempts to influence legislation or the outcome of any federal, state, or local elections. Recent changes to the law have expanded the prohibition to any federally appropriated funding used, either directly or indirectly, to support the enactment, repeal, modification, or adoption of any law, regulation, or policy, at any level of government, without the express written approval of OJP. Violations of this prohibition are now subject to civil fines of up to $100,000 per violation.

2. Fundraising (including financial campaigns, endowment drives, solicitation of gifts and bequests, and similar expenses incurred solely to raise capital or obtain contributions).

3. The direct or indirect support of any contract or subaward to either the Association of

Community Organizations for Reform Now (ACORN) or its subsidiaries, without the express prior written approval of OJP.

4. The Applicant understands and agrees that award funds may not be used to discriminate

against or denigrate the religious or moral beliefs of victims who participate in programs for which financial assistance is provided from those funds, or of the parents or legal guardians of such victims.

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Travel • Calculation and reimbursement for mileage, per diem, and lodging cannot exceed state rates.

For the most current Indiana Department of Administration State Travel Policy, please go to http://www.in.gov/idoa/.

Pre-Agreement Costs Pre-agreement costs are typically unallowable costs. A grantee must request and obtain the prior written approval of ICJI for all such costs. If approved, pre-agreement cost could be paid from grant funds consistent with a grantee’s approved budget, and under applicable costs standards. All costs incurred prior to approval of the costs are at the sole risk of an applicant. Generally, no applicant should incur projects costs before submitting an application requested grant funding for those costs. Should there be extenuating circumstances that appear to be appropriate for ICJI’s consideration as pre-agreement costs, the applicant should contact the point of contact listed on the title page of this announcement for details on the requirement for submitting a written request for approval. Also, see the section on Costs Requiring Prior Approval in the Financial Guide, for more information. . Limitation on Use of Award Funds for Employee Compensation; Waiver With respect to any award of more than $250,000 made under this solicitation, recipients may not use federal funds to pay total cash compensation (salary plus cash bonuses) to any employee of the award recipient at a rate that exceeds 110 percent of the maximum annual salary payable to a member of the Federal Government’s Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. The 2015 salary table for SES employees is available on the Office of Personnel Management website. Note: A recipient may compensate an employee at a greater rate, provided the amount in excess of this compensation limitation is paid with non-federal funds. (Any such additional compensation will not be considered matching funds.) Conference/Meeting/Training Costs OJP and ICJI strongly encourage applicants that propose to use award funds for any conference, meeting, or training-related activity to review carefully – before submitting an application – the OJP policy and guidance on conference approval, planning, and reporting available at https://ojp.gov/financialguide/PostawardRequirements/chapter15page1.htm . OJP policy and guidance (1) encourage minimization of conference, meeting, and training costs; (2) require prior written approval (which may affect project timelines) of most such costs for cooperative agreement recipients and of some such costs for grant recipients; and (3) set cost limits, including a general prohibition of all food and beverage costs. Costs Associated with Language Assistance (if applicable) If an applicant proposes a program or activity that would deliver services or benefits to individuals, the costs of taking reasonable steps to provide meaningful access to those services or benefits for individuals with limited English proficiency may be allowable. Reasonable steps to provide meaningful access to services or benefits may include interpretation or translation services where appropriate. For additional information, see the "Civil Rights Compliance" section under “Solicitation Requirements” in the OJP Funding Resource Center.

http://www.in.gov/idoa/

https://ojp.gov/financialguide/PostawardRequirements/chapter15page1.htm

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Supplanting Federal funds must be used to supplement existing funds for program activities and cannot replace or supplant non-federal funds that have been appropriated for the same purpose.

Consultants and/or Contractors When a subgrantee contracts for work or services, the following is required:

1. All consultant and contractual services shall be supported by written contracts stating the services to be performed, rate of compensation, and length of time over which the services will be provided. This shall not exceed the length of the grant contract period.

2. A copy of all written contracts for contractual or consultant services shall be attached in Egrants to the grant file upon their ratification.

3. Payments shall be supported by statements outlining the services rendered and supporting the period covered.

4. Any consultant costs exceeding those allowable by the OJP Financial Guide (maximum of $81.25 per hour or $650 per day) must be approved by ICJI prior to the start of the grant. Applicants must provide an explanation and documentation of any costs exceeding the allowable rates.

Quarterly Monitoring and Programmatic Reporting 2 C.F.R. Part 200 sets forth monitoring requirements whereby the State must establish and carry out a process of assessing the progress of projects and programs that are funded, in whole or in part, by federal funds. This monitoring function measures both financial and programmatic progress. It also provides an opportunity for technical assistance to the Applicant, measures compliance, builds partnerships for success, and provides results based feedback to the Applicant. The State will monitor all grant awards via an ICJI Program Manager and/or ICJI Compliance Monitoring Team. As part of the monitoring process, the ICJI Program Manager will review all reports submitted by the Grantee for accuracy, timeliness, completeness, etc. The State will conduct on-site or off-site monitoring reviews of the Project during the term of the grant agreement and for up to three (3) years after it expires or is otherwise terminated. At the request of the State, any and all documentation related to the grant shall be provided at no cost. If the Applicant fails to cooperate with the State’s monitoring process, the State may consider such non-cooperation as a material breach. Delinquent, inaccurate, incomplete, or fraudulent reports will be addressed by ICJI. ICJI’s remedies include, but are not limited to, identifying the Grantee as high risk, de-obligated funding, disqualification from future funding, and referral to the federal Office of Inspector General. The recipient agrees to comply with any additional requirements that may be imposed during the grant performance period if the State determines that the recipient is a high-risk Applicant or Grantee pursuant to 28 C.F.R. parts 66, 70. Reporting requirements are included in both 2 C.F.R and 28 C.F.R. Reporting to the State shall be completed on a quarterly basis via E-grants. In addition, Applicant is required to submit quarterly programmatic reports via the Bureau of Justice Assistance’s Performance Measurement Tool (PMT). The PMT can be accessed at https://www.bjaperformancetools.org/. Failure to submit any report in a

https://www.bjaperformancetools.org/

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timely fashion may be considered a material breach, at the discretion on the State. Additional report requirements are subject to change at any time.

The recipient agrees to comply with applicable requirements to report first-tier subawards of $25,000 or more and, in certain circumstances, to report the names and total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients of award funds. Such data will be submitted to the FFATA Subaward Reporting System (FSRS). The details of recipient obligations, which derive from the Federal Funding Accountability and Transparency Act of 2006 (FFATA), are posted on the Office of Justice Programs website at http://ojp.gov/funding/Explore/FFATA.htm (Award condition: Reporting Subawards and Executive Compensation), and are incorporated by reference here. This condition, and its reporting requirement, does not apply to grant awards made to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). Audit Requirements Pursuant to 2 C.F.R. Part 200, specifically, § 200.500 et.seq, recipients of federal funds are subject to annual audit requirements.

A. Audit required. A non-Federal entity that expends $750,000 or more during the non-Federal entity's fiscal year in Federal awards must have a single or program-specific audit conducted for that year in accordance with the provisions of this part.

B. Single audit. A non-Federal entity that expends $750,000 or more during the non-Federal entity's fiscal year in Federal awards must have a single audit conducted in accordance with §200.514 Scope of audit except when it elects to have a program-specific audit conducted in accordance with paragraph (c) of this section.

C. Program-specific audit election. When an entity expends Federal awards under only one Federal program (excluding research and development) and the Federal program's statutes, regulations, or the terms and conditions of the Federal award do not require a financial statement audit of the entity, the entity may elect to have a program-specific audit conducted in accordance with §200.507 Program-specific audits. A program-specific audit may not be elected for research and development unless all of the Federal awards expended were received from the same Federal agency, or the same Federal agency and the same pass-through entity, and that Federal agency, or pass-through entity in the case of a subrecipient, approves in advance a program-specific audit.

D. Exemption when Federal awards expended are less than $750,000. A non-Federal entity that expends less than $750,000 during the non-Federal entity's fiscal year in Federal awards is exempt from Federal audit requirements for that year, except as noted in §200.503 Relation to other audit requirements, but records must be available for review or audit by appropriate officials of the Federal agency, pass-through entity, and Government Accountability Office (GAO).

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E. Federally Funded Research and Development Centers (FFRDC). Management of an entity that owns or operates a FFRDC may elect to treat the FFRDC as a separate entity for purposes of this part.

F. Subrecipients and Contractors. An entity may simultaneously be a recipient, a subrecipient, and a contractor. Federal awards expended as a recipient or a subrecipient are subject to audit under this part. The payments received for goods or services provided as a contractor are not Federal awards. Section §200.330 Subrecipient and contractor determinations sets forth the considerations in determining whether payments constitute a Federal award or a payment for goods or services provided as a contractor.

G. Compliance responsibility for contractors. In most cases, the entity's compliance responsibility for contractors is only to ensure that the procurement, receipt, and payment for goods and services comply with Federal statutes, regulations, and the terms and conditions of Federal awards. Federal award compliance requirements normally do not pass through to contractors. However, the entity is responsible for ensuring compliance for procurement transactions, which are structured such that the contractor is responsible for program compliance or the contractor's records must be reviewed to determine program compliance. Also, when these procurement transactions relate to a major program, the scope of the audit must include determining whether these transactions are in compliance with Federal statutes, regulations, and the terms and conditions of Federal awards.

H. For-profit subrecipient. Since this part does not apply to for-profit subrecipients, the pass-through entity is responsible for establishing requirements, as necessary, to ensure compliance by for-profit subrecipients. The agreement with the for-profit subrecipient must describe applicable compliance requirements and the for-profit subrecipient's compliance responsibility. Methods to ensure compliance for Federal awards made to for-profit subrecipients may include pre-award audits, monitoring during the agreement, and post-award audits. See also §200.331 Requirements for pass-through entities.

Civil Rights Laws and Requirements Recipients of federal grants are required to adhere to all federal and state laws concerning civil rights including, but not limited to, the laws set forth below. Nondiscrimination.

Pursuant to the Indiana Civil Rights Law, specifically including IC §22-9-1-10, and in keeping with the purposes of the federal Civil Rights Act of 1964, the Age Discrimination in Employment Act, and the Americans with Disabilities Act, the Applicant covenants that it shall not discriminate against any employee or applicant for employment relating to this grant with respect to the hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, because of the employee or applicant’s race, color, national origin, religion, sex, age, disability, ancestry, status as a veteran, or any other characteristic protected by federal, state, or local law (“Protected Characteristics”). Furthermore, Applicant certifies compliance with

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applicable federal laws, regulations, and executive orders prohibiting discrimination based on the Protected Characteristics in the provision of services.

Applicant covenants that it shall not discriminate against any individual based on actual or perceived race, color, national origin, religion, sex, disability, sexual orientation, or gender identity as outlined in the Violence Against Women Act Reauthorization Act of 2013. The Applicant understands that the State is a recipient of federal funds, and therefore, where applicable, Applicant and any subcontractors shall comply with requisite affirmative action requirements, including reporting, pursuant to 41 C.F.R. Chapter 60, as amended, and Section 202 of Executive Order 11246 as amended by Executive Order 13672.

Services to Limited English Proficiency (LEP) Individuals. In accordance with Department of Justice (DOJ) guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, recipients of federal financial assistance must take reasonable steps to provide meaningful access to their programs and activities for persons with limited English proficiency (LEP). See U.S. Department of Justice, Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons, 67 Fed. Reg. 41, 455 (2002). For more information on the civil rights responsibilities that recipients have in providing language services to LEP individuals, please see the website http://www.lep.gov.

Ensuring Equal Treatment for Faith-Based Organizations. Faith-based organizations are prohibited from using financial assistance from the DOJ to fund inherently (or explicitly) religious activities. While faith-based organizations can engage in non-funded inherently religious activities, they must hold them separately from the program funded by this grant, and recipients cannot compel beneficiaries to participate in these activities. The Equal Treatment Regulation also makes it clear that organizations participating in programs funded by the DOJ are not permitted to discriminate in the provision of services on the basis of the beneficiary’s religion. For more information on the regulation, please see the Office of Civil Right’s (OCR) website at https://ojp.gov/about/ocr/equal_fbo.htm . Faith-based organizations should also note that the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, as amended, 42 U.S.C. § 3789(c); the Victims of Crime Act of 1984, as amended, 42 U.S.C. § 10604(e); the Juvenile Justice and Delinquency Prevention Act of 1974, as amended, 42 U.S.C. § 5672(b); and the Violence Against Women Act Reauthorization Act of 2013, Pub. L. no. 113-4, sec. 3(b)(4), 127 Stat. 54, 61-62 (to be codified at 42 U.S.C. § 13925(b)(13)) contain prohibitions against discrimination on the basis of religion in employment. Despite these nondiscrimination provisions, the DOJ has concluded that it may construe the Religious Freedom Restoration Act (RFRA) on a case-by-case basis to permit some faith-based organizations to receive DOJ funding while taking into account religion when hiring staff, even if the statute that authorizes the funding program generally forbids recipients from considering religion in employment decisions. Please consult with the OCR if you have any questions about the regulation or the application of RFRA to the statutes that prohibit discrimination in employment.

http://www.lep.gov/

https://ojp.gov/about/ocr/equal_fbo.htm

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Using Arrest and Conviction Records in Making Employment Decisions. The OCR issued an advisory document for recipients on the proper use of arrest and conviction records in making hiring decisions. See Advisory for Recipients of Financial Assistance from the U.S. Department of Justice on the U.S. Equal Opportunity Commission’s Enforcement Guidance: Consideration of Arrest and Conviction Records in Employment Decisions Under Title VII of the Civil Rights Act of 1964 (June 2013), available at http://www.ojp.usdoj//about/ocr/pdfs/UseofConviction_Advisory.pdf. Recipients should be mindful that the misuse of arrest or conviction records to screen either applicants for employment or employees for retention or promotion may have a disparate impact based on race or national origin, resulting in unlawful employment discrimination. In light of the advisory, recipients should consult local counsel in reviewing their employment practices. If warranted, recipients should also incorporate an analysis of the use of arrest and conviction records in their Equal Opportunity Plans (EEOPs).

Complying with the Safe Streets Act. An organization that is a recipient of financial assistance subject to the nondiscrimination provisions of the Safe Streets Act, must meet two obligations: (1) complying with the federal regulation pertaining to the development of an EEOP (see 28 C.F.R. pt.42, subpt. E) and (2) submitting to the OCR findings of discrimination (see 28 C.F.R. §§ 42.204(c), .205(c)(5)).

Meeting the EEOP Requirement. If your organization has less than fifty employees or receives an award of less than $25,000 or is a nonprofit organization, a medical institution, an educational institution, or an Indian tribe, then it is exempt from the EEOP requirement. To claim the exemption, your organization must complete and submit Section A of the Certification Form, which is available online at http://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf. If your organization is a government agency or private business and receives an award of $25,000 or more, but less than $500,000, and has fifty or more employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare a Utilization Report (formerly called an EEOP Short Form), but it does not have to submit the report to the OCR for review. Instead, your organization has to maintain the Utilization Report on file and make it available for review on request. In addition, your organization has to complete Section B of the Certification Form and return it to OCR. The Certification Form is available at http://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf. If your organization is a government agency or private business and has received an award for $500,000 or more and has fifty or more employees (counting both full- and part- time employees but excluding political appointees), then it has to prepare a Utilization Report (formerly called an EEOP Short Form) and submit it to OCR for review within sixty days from the date of the award. For assistance in developing a Utilization Report, please consult the OCR’s website at http://www.ojp.usdoj.gov/about/ocr/eeop.htm. In addition, your organization has to complete Section C of the Certification Form and return it to the OCR. The Certification Form is available at http://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf. To comply with the EEOP requirements, you may request technical assistance from an EEOP specialist at the OCR by telephone at (202) 307-0690, by TTY at (202) 307-2027, or by e-mail at [email protected].

http://www.ojp.usdoj/about/ocr/pdfs/UseofConviction_Advisory.pdf

http://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf


http://www.ojp.usdoj.gov/about/ocr/eeop.htm



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Ensuring Access to Federally Assisted Programs.

Federal laws that apply to recipients of federal grant awards prohibit discrimination on the basis of actual or perceived race, color, national origin, religion, sex, disability, sexual orientation, or gender identity in funded programs or activities, not only in employment but also in the delivery of services or benefits. Federal law also prohibits recipients from discriminating on the basis of age in the delivery of services or benefits.

Enforcing Civil Rights Laws. All recipients of federal financial assistance, regardless of the particular funding source, the amount of the grant award, or the number of employees in the workforce, are subject to prohibitions against unlawful discrimination. Accordingly, the OCR investigates recipients that are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, the OCR selects a number of recipients each year for compliance reviews, audits that require recipients to submit data showing that they are providing services equitably to all segments of their service population and that their employment practices meet equal opportunity standards.

Meeting the Requirement to Submit Findings of Discrimination. If in the three years prior to the date of the grant award, your organization has received an adverse finding of discrimination based on race, color, national origin, religion, or sex, after a due-process hearing, from a state or federal court or from a state or federal administrative agency, your organization must send a copy of the finding to OCR. A copy must also be sent to the State.

State Laws and Requirements Recipients of grant funds from the State are required to adhere to all state laws concerning the receipt and use of grant funds from federal and state funding sources. Those laws include, but are not limited to, the laws set forth below. State Ethical Requirements.

The Applicant and its agents shall abide by all ethical requirements that apply to persons who have a business relationship with the State as set forth in IC §4-2-6, et seq., IC §4-2-7, et seq. and the regulations promulgated thereunder. If the Applicant has knowledge, or would have acquired knowledge with reasonable inquiry, that a state officer, employee, or special state appointee, as those terms are defined in IC § 4-2-6-1, has a financial interest in the grant, the Applicant shall ensure compliance with the disclosure requirements in IC § 4-2-6-10.5 prior to the execution of this grant. If the Applicant is not familiar with these ethical requirements, the Applicant should refer any questions to the Indiana State Ethics Commission or visit the Inspector General’s website at http://www.in.gov/ig/ . If the Applicant or its agents violate any applicable ethical standards, the State may, in its sole discretion, terminate this grant immediately upon notice to the Applicant. In addition, the Applicant may be subject to penalties under IC §§4-2-6, 4-2-7, 35-44.1-1-4, and under any other applicable laws.

http://www.in.gov/ig/

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Indiana Secretary of State. Pursuant to Indiana Code Title 23, applicant must be properly registered and owes no outstanding reports to the Indiana Secretary of State.

Telephone Solicitation of Consumers; Automatic Dialing Solicitations.

As required by Indiana Code §5-22-3-7,

(1) the Applicant and any principals of the Applicant certify that (A) except for de minimis and nonsystematic violations, it has not violated the terms of:

(i) IC §24-4.7 [Telephone Solicitation Of Consumers]; (ii) IC §24-5-12 [Telephone Solicitations]; or (iii) IC §24-5-14 [Regulation of Automatic Dialing Machines];

in the previous three hundred sixty-five (365) days, even if IC § 24-4.7 is preempted by federal law; and (B) the Applicant will not violate the terms of IC §24-4.7 for the duration of this Grant Agreement, even if IC §24-4.7 is preempted by federal law. (2)The Applicant and any principals of the Applicant certify that an affiliate or principal of the Applicant and any agent acting on behalf of the Applicant or on behalf of an affiliate or principal of the Applicant, except for de minimis and nonsystematic violations, (A) has not violated the terms of IC §24-4.7 in the previous three hundred sixty-five (365) days, even if IC §24-4.7 is preempted by federal law; and (B) will not violate the terms of IC §24-4.7 for the duration of the grant agreement even if IC §24-4.7 is preempted by federal law.

Drug-Free Workplace Certification.

Applicant hereby covenants and agrees to make a good faith effort to provide and maintain a drug-free workplace as required by Executive Order 90-5, April 12, 1990. Executive Order 90-5 applies to all individuals and private legal entities who receive grants or contracts from State agencies. This clause was modified in 2005 to apply only to Contractor’s employees within the State of Indiana and cannot be further modified, altered or changed. Applicant will give written notice to the State within ten (10) days after receiving actual notice that the Applicant, or an employee of the Applicant in the State of Indiana, has been convicted of a criminal drug violation occurring in the workplace. False certification or violation of the certification may result in sanctions including, but not limited to, suspension of grant payments, termination of the grant and/or debarment of grant opportunities with the State of Indiana for up to three (3) years. In addition to the provisions of the above paragraphs, if the total amount set forth in this Grant Agreement is in excess of $25,000.00, the Applicant certifies and agrees that it will provide a drug-free workplace by:

A. Publishing and providing to all of its employees a statement notifying them that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the Applicant’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; and

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B. Establishing a drug-free awareness program to inform its employees of (1) the dangers of drug abuse in the workplace; (2) the Applicant’s policy of maintaining a drug-free workplace; (3) any available drug counseling, rehabilitation, and employee assistance programs; and (4) the penalties that may be imposed upon an employee for drug abuse violations occurring in the workplace; and

C. Notifying all employees in the statement required by subparagraph (A) above that as a condition of continued employment the employee will (1) abide by the terms of the statement; and (2) notify the Applicant of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction; and

D. Notifying in writing the State within ten (10) days after receiving notice from an employee under

subdivision (C)(2) above, or otherwise receiving actual notice of such conviction; and

E. Within thirty (30) days after receiving notice under subdivision (C)(2) above of a conviction, imposing the following sanctions or remedial measures on any employee who is convicted of drug abuse violations occurring in the workplace: (1) take appropriate personnel action against the employee, up to and including termination; or (2) require such employee to satisfactorily participate in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state or local health, law enforcement, or other appropriate agency; and

F. Making a good faith effort to maintain a drug-free workplace through the implementation of

subparagraphs (A) through (E) above. Employment Eligibility Verification.

As required by IC §22-5-1.7, the Applicant hereby swears or affirms under the penalties of perjury that:

A. The Applicant has enrolled and is participating in the E-Verify program;

B. The Applicant has provided documentation to the State that it has enrolled and is participating in the E-Verify program;

C. The Applicant does not knowingly employ an unauthorized alien; and

D. The Applicant shall require its contractors who perform work under this Grant Agreement to

certify to Applicant that the contractor does not knowingly employ or contract with an unauthorized alien and that the contractor has enrolled and is participating in the E-Verify program. The Applicant shall maintain this certification throughout the duration of the term of a contract with a contractor.

The State may terminate for default if the Applicant fails to cure a breach of this provision no later than thirty (30) days after being notified by the State.

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Contract Requirements: All applicants awarded federal funding from ICJI must:

1. Enter into a Grant Agreement between ICJI and the applicant agency and agree to abide by all provisions of the Grant Agreement.

2. Enter into an agreement to abide by all Special Conditions detailed in the Certified Assurances and/or Special Conditions.

3. Submit all reports in the prescribed format and time frames determined by ICJI. 4. Comply with federal guidelines contained in OMB Circulars found at

https://whitehouse.gov/omb/circulars and the Office of Justice Programs, Office of the Chief Financial Officer Financial Guide at http://ojp.gov/financialguide/index.htm.

5. Report on the funding you receive to be in compliance with the Federal Funding Accountability Transparency Act (FFATA).

6. Submit quarterly Fiscal and Program Reports in Egrants and data into the Federal Performance Measurement Tool website.

7. Submit any and all data related to Uniform Crime Reporting (UCR) under IC 5-2-6-10.5 and IC 10-13-2-6(a). In addition, upon request, the grantee shall submit the same data to any other appropriate State of Indiana agency.

8. Take measurable measures to safeguard protected personally identifiable information and other information designated as sensitive or is considered sensitive pursuant to applicable federal, state, and local laws regarding privacy and obligations of confidentiality.

Grant Amendments, Modifications & Exemptions An amendment would include any modification to the grant agreement or any of its terms or conditions. Any amendment to the grant agreement must be submitted in writing and approved by the State prior to the implementation of the amendment. Amendments include, but are not limited to, changes to the Project Budget or scope of the Project, extensions to the period of performance, changes concerning an authorized official. Amendments require strong justification and supporting documentation. Furthermore, the amendment must comply with all federal and state laws, rules, and regulations. If the Applicant wishes to seek an exemption to a federal or state law, regulation, or rule, such request must be submitted in writing and approved by the State prior to the Applicant obligating or expending any grant funds related to the desired exemption. For example, if the Applicant wishes to hire a consultant at a rate in excess of $650 per day, a detailed justification must be submitted to and approved by the State prior to obligation or expenditure of such funds.

Award Period The award period for the 2018 RSAT program shall be May 1, 2018 – April 30, 2019. Projects should begin on May 1, 2018, and must be in operation no later than 45 days after this date. Failure to have the funded project operational within the time allotted may result in the cancellation of the grant and the de-obligation of all awarded funds (OJP Financial Guide). Projects must conclude no later than April 30, 2019. Funding obligations must be made prior to April 30, 2019, all outstanding expenses must be paid, and the Final Financial Report submitted via Egrants within 45 days from April 30, 2019 (grant end date).

https://whitehouse.gov/omb/circulars

http://ojp.gov/financialguide/index.htm

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Application Review Pursuant to 2 C.F.R. Part 200, the State will review and score all grant applications as part of the competitive bid process. The State will assess:

• The completeness of the grant application; • The Applicant’s eligibility; • The Project’s eligibility; • Whether the grant application, the Applicant, and the Project are in compliance with all federal

and state laws, regulations, and rules; • Whether the proposed expenditures set forth in the Project Budget are allowable and allocable; • Any potential conflicts of interest; • Whether the Applicant has any federal and/or state debt delinquency; • The Applicant’s ability to successfully pass clearance checks from the Indiana Department of

Workforce Development, Indiana Department of Revenue, and Indiana Secretary of State; • Any and all risk associated with granting funds to the Applicant; • Whether the Applicant is debarred or suspended by any federal or state department or agency;

and • Whether the Applicant maintains a current registration in the SAM (System for Award

Management) and has an active DUNS (DATA Universal Number Systems) number.

Any item, factor, or circumstance that would adversely affect or contribute to the adverse effect of the Applicant’s fitness to successfully complete the Project must be reported to the State prior to or contemporaneous with the grant application. Those items would include, but are not limited to, federal or state debt; conflicts of interest; federal or state debarments or suspensions; current, pending or outstanding criminal, civil, or enforcement actions initiated by the State; and whether the Applicant has been designated as high risk by any federal or state department or agency. If the Applicant has been designated as high risk, it must specifically disclose to the State:

• The federal or state agency that currently designated the Applicant as high risk. • Date the Applicant was designed high risk. • The high risk point of contact name, phone number, and email address, from the federal

or state agency. • Reason(s) for the high risk status.

The grant application shall include accurate and descriptive information detailing the Project thereby allowing the State to adequately assess and score the grant application. This documentation shall include, but is not limited to:

• The total budget for the Applicant’s organization (including all sources of funds); • Detailed information concerning Applicant’s employees and/or contractors including, but not

limited to, information regarding compensation, benefits, overtime, and travel. • A sustainability plan detailing the Applicant’s plan to succeed once the grant fund period

expires; • A timeline for the completion of the Project and/or expenditure of the grant funds; and • Letters of endorsement evidencing community support for the (1) Applicant’s program and

mission and (1) value and need in its community.

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Award Notification Applicants will be notified of the Drug and Crime Control Subcommittee funding recommendations prior to the ICJI Board of Trustees meeting.

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Appendix: 2018 RSAT Grant Solicitation Outline

I. Main Summary Section

Complete the section fully. a. Enter the project title and project summary first. b. Once the title and summary have been entered a Recipient Agency must be added, and

the remainder of the main summary page can be completed. (Recipient Agency is the agency that will directly receive the funds from the state, i.e. the county/city clerk, auditor, treasurer, controller, etc.)

c. You must select a Keyword for your application. Include your house and senate districts. The school district does not need to be identified.

d. After the Main Summary page has been saved the rest of the application will be available to be completed.

II. New/Continuation Program

1. Please enter your agency’s DUNS number. 2. Please enter the number of years this program has been in existence, with or without ICJI

funding. 3. Is this a new program or a continuation program? (Check appropriate box)

Help Text: A program is considered “new” if it has never received previous RSAT funding. A program is considered a “continuation” if it has received RSAT funding at any time in the past to support the program. If you are uncertain if you are a new or a continuation program, please contact the Drug and Crime Control Division of ICJI. If your program is new, please skip this section. If your program is new to RSAT funding but has been in existence, please answer questions e. – i. The following questions are required for CONTINUATION programs ONLY.

a. What was the last year you received RSAT funds? b. Provide the previous grant number. c. Provide the total number of years of previous RSAT support. d. Provide the amount of RSAT funds last awarded. e. Please explain your program’s objectives and goal. Did you reach or are you reaching

your objectives and goal? If not, why? Include data to support your answer. f. Has your program encountered any barriers? If so, how do the barriers affect your

program? Will you be able to overcome the barriers? g. How many participants did your program serve last year? h. How many participants successfully completed your program last year?

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i. Do you have any success stories or interesting findings/results regarding your program’s activity to share?

j. Please describe any program changes or modifications you plan to make (priorities, outcomes, etc.), and why, if funded under this solicitation. If there are no planned changes, please enter N/A in the text box. Click on the help icon for further information. (4000 character limit) Help Text: Do you plan to change your current program during 2018? If so, how will next year’s program be different from previous year’s program? Describe any enhancements, additional phases, or other substantial alterations to your program.

III. Problem Statement, Analysis, Goal, and Objectives

Example of a problem statement, analysis, goal, and objectives: The following example has been created to give applicants guidance in developing a well defined problem statement, problem analysis, program goal, program objectives, and performance indicators. Actual problem statements and analyses should include more detail. The example has been created based on an application requesting funding for a dedicated “County Narcotics Prosecutor.” Problem Statement: The county has seen a 20% increase in narcotics related arrests. The county currently does not have a prosecutor dedicated to handle the narcotics cases. Problem Analysis: 80% of narcotics related cases are dismissed or have reduced sentences as a result of lack of expertise of the prosecutor handling the cases. None of the law enforcement agencies have received training related to developing a narcotics case. The county does not have a drug task force or interdiction team. The county is experiencing recidivism regarding the reduced sentences. Persons involved in the dismissal are being re-arrested. Goal: Decrease the number of drug cases reduced or dismissed Objective 1: Prosecutor will provide training to all five (5) county law enforcement agencies by the end of the project period Performance Indicator #1 for Objective #1: Number of law enforcement agencies trained during the quarter. Performance Indicator #2 for Objective #1: Number of trainings scheduled in the next three months. Objective 2: Narcotics prosecutor will successfully prosecute 75% of narcotics cases. Performance Indicator for Objective #2: Percent of cases that resulted in a successful prosecution during the reporting period.

1. Problem Statement: Please provide a brief description of the problem or set of problems to be addressed by this program. Your problem statement should be no more than three sentences. The statement must include the substance or substances that are having the greatest impact on your community. (500 character limit)

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Help Text: The problem statement must be a clear, concise, and evidence-supported statement of the problem you intend to solve. The problem statement will clearly define and explain the problem as it exists in the community

2. Problem Analysis: Please document the severity of the problem. Describe how the problem was discovered and the impact on the community. Include any data, statistics, and other relevant facts that support your analysis. Include data specific to the substances identified in the problem statement and the extent of the problem. (8000 character limit) Help Text: The problem analysis must directly support the problem statement. Include baseline data that characterizes the target area to be served by the program. Larger scale data (i.e. surrounding counties state, and local trends) should be included.

3. Program Goal: What is the goal for this program? The goal statement should be clearly and

directly tied to your problem statement. (500 character limit) Help text: A goal outlines the ultimate purpose of a program. Goals are measureable and clearly define the program’s success. The goal statement should only be a few sentences long. Program Objectives: The following questions pertain to program objectives. Each application is required to have at least one program objective but there is space provided for up to five.

4. What is an objective for the above goal? (1000 character limit) Help Text: Objectives are quantitative means of achieving the program’s desired goal. An objective is the specific result or effect of a program’s activities that must be achieved in pursuing the program’s ultimate goal. Objectives should be SMART: Specific, Measureable, Achievable, Relevant, and Time-framed.

a. What is a performance indicator for the above objective? Help Text: Each objective must have at least one performance indicator. A performance indicator is an immediate measure of what the program actually did.

5. What is a second objective for the above goal? (Optional) (1000 character limit) a. What is a performance indicator for the above objective?

6. What is a third objective for the above goal? (Optional) (1000 character limit) a. What is a performance indicator for the above objective?

7. What is a four objective for the above goal? (Optional) (1000 character limit) a. What is a performance indicator for the above objective?

8. What is a fifth objective for the above goal? (Optional) (1000 character limit) a. What is a performance indicator for the above objective?

IV. Performance Indicators

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Section Marked N/A * Please Mark Complete and Save*

V. Program Description

1. What type of program are you implementing with RSAT funds? Check all that apply. a. Residential

Residential Programs must meet the following guidelines:

• Operate at least 6 and no more than 12 months

• Provide residential treatment facilities set apart—in a completely separate facility or dedicated housing unit in a facility exclusively for use by RSAT participants—from the general correctional population

• Focus on the substance abuse problems of the inmate

• Develop the inmate’s cognitive, behavioral, social, vocational, and other skills to solve the substance abuse and related problems

• Require urinalysis and/or other proven reliable forms of drug and alcohol testing for program participants, including both periodic and random testing, and for former participants while they remain in the custody of the state or local government

• If possible, RSAT participation should be limited to inmates with 6 to 12 months remaining in their confinement so they can be released from prison instead of returning to the general prison population after completing the program.

b. Jail-Based Jail-Based Programs must meet the following guidelines:

• Operate at least 3 months

• Focus on the substance abuse problems of the inmate

• Develop the inmate’s cognitive, behavioral, social, vocational, and other skills to solve the substance abuse and related problems

• If possible, separate the treatment population from the general correctional population.

c. Aftercare Aftercare Programs must meet the following guidelines:

• Involve coordination between the correctional treatment program and other social service and rehabilitation programs, such as education and job training, parole supervision, halfway houses, self-help, and peer group programs.

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• To qualify as an aftercare program, the head of the substance abuse treatment program must work in conjunction with state and local authorities and organizations involved in substance abuse treatment to assist in the placement of program participants into community substance abuse treatment facilities on release.

• Coordinate these activities with any Substance Abuse and Mental Health Services Administration-funded state and/or local programs that address the needs of this target population.

• Aftercare program participants must have been in a RSAT treatment program while incarcerated.

2. Please provide a detailed description of the residential portion of your program to be implemented, including an estimated timeline of activities (if applicable). Help Text: In your answer please be sure to include information on the following:

1. How do participants enter your program?

2. Does your program have male participants, female participants, or both?

3. If you accept both sexes, does the program content vary between the two groups? If so, please describe that variation and the reasoning behind it.

4. What is the average length of time that participants remain in your RSAT program? Do you have a minimum length of time? Maximum length of time?

5. Describe a typical day in the program for participants. Do they have a schedule? Does it vary depending on the day? Please provide a detailed summary for participants in all of the phases of your RSAT program.

6. Are your participants separated from the general population? If so, explain how this is done.

7. What type of drug/alcohol testing do you require for the participants?

8. How often are participants screened for drugs/alcohol?

9. How does one successfully complete your program? What do you define as a successful completion? Please be specific.

10. Do you track participants after completion of the program? If so, for how long? Describe that process.

3. Please provide a detailed description of the jail-based portion of your program to be implemented, including an estimated timeline of activities (if applicable). Help Text: In your answer please be sure to include information on the following:

1. How do participants enter your program?

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2. Do you accept only male, only female, or both sexes in the program?

3. If you accept both sexes, does the program content vary between the two groups? If so, please describe that variation and the reasoning behind it.

4. What is the average length of time for participants to remain in this phase of your RSAT program? Do you have a minimum length of time? Maximum length of time?

5. Describe a typical day in the program for participants. Do they have a schedule? Does it vary depending on the day? Please provide a detailed summary for participants in all of the phases of your RSAT program.

6. Where/how are your participants housed? Are they separated from the general correctional population?

7. Do you screen participants for drugs/alcohol? If so, how often?


9. Do you track participants after completion of the program? If so, for how long? Describe that process.

4. Please provide a detailed description of the aftercare portion of your program to be implemented, including an estimated timeline of activities (if applicable). Help Text: In your answer please be sure to include information on the following:

1. How do participants enter into the aftercare program? Do they come from a residential or jail-based RSAT program?

2. Does your program coordinate with other social service and rehabilitation programs in the community? If so, please describe that coordination including the services provided by other programs.

3. How do participants locate community substance abuse treatment facilities after release from a RSAT program?

4. How long do participants participate in the aftercare program? Is there a required length of time? Minimum? Maximum?

5. Do participants follow a schedule in the aftercare program?

6. Do you screen participants for drugs/alcohol? If so, how and how often?

7. Do you follow participants throughout the aftercare program?


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9. Do you track participants after completion of the program? If so, for how long? Describe that process. Please be specific as to what type of tracking is involved in the aftercare portion.

5. How will the program described above alleviate the stated problem? (8000 character limit) 6. Specify and describe the target population(s) that will be impacted by the implemented program.

(8000 character limit) Help text: Who will benefit directly and indirectly from your program once implemented? Is your program targeting any one population specifically? If so, who?

7. Identify any community partners that are involved with implementing or coordinating the program and describe their role in the program, including the LCCs. (8000 character limit)

8. How will or how has the program been incorporated into the day to day operations of your agency/organization? (8000 character limit)

9. If you receive funding under this solicitation, how will your agency financially support this program beyond ICJI funding?

10. If you do not receive funding under this solicitation, how will your agency implement or continue this program?

VI. Evidence Based Program Please provide a detailed description of how the program is evidence-based.

1. Are you basing your program on an already established evidence-based practice/program? (If yes, answer questions #2 and #3; if no, skip to question #4)

2. If yes, identify the evidence-based practice/program. Summarize the cited program, addressing all key components. Provide sources and citations for the program. (2000 character limit).

3. Explain how your program or practice follows or will follow the evidence based practice summarized above. (2000 character limit)

4. If no, how did you determine this program was the best response to your stated problem? Please be specific. (4000 character limit)

*If you have an evaluation of your program, please attach it in this section of Egrants.

VII. Budget Detail The budget is a line item detailed budget by budget category.

a. Budget By Category

i. Personnel: List each position by the title. Show the annual salary rate and the percentage of time to be devoted to the project.

ii. Employee Benefits: Benefits are for the personnel listed in the Personnel budget category and only for the percentage of time devoted to the project. Separate the

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type of benefit for each employee (i.e., FICA, health insurance, etc.). Fringe benefits need to be based on actual known costs or an established formula.

iii. Travel (Including Training): Itemize travel expenses by purpose (e.g., staff to training, field interviews, etc.). Show the computation of the funding (e.g., three people to a 2-day training at $X airfare, $X lodging, $X per diem). For training projects show the number of trainees and unit costs involved, including travel and meals. Identify the location of travel, if known. In the Budget Narrative, indicate the source of travel policies being used (you must use either the State of Indiana’s travel policy or your own agency’s travel policy, whichever is more strict).

iv. Equipment: List items that have a useful life of two or more years and a cost of $500 or more per unit.

v. Supplies & Operating Expenses: List items that include materials which are consumed during the course of the project (e.g., office supplies, copier paper, training books, etc.). This also includes utilities and rental space if applicable. Show the basis of computation.

vi. Consultants (including contractual services): Provide a description of the product or service to be obtained by the contract and an estimate of the cost. If known, provide the vendor name.

b. Budget by Source*

i. Federal: Total amount of federal funds being requested. ii. State Match: Total amount of state match funds included in the budget. iii. Cash Match (New Appropriation.): Total amount of cash match included in the

budget. Cash match are services or items that are paid for with funds other than RSAT funds, such as the agency’s general budget.

iv. In-Kind Match: Total amount of in-kind match included in the budget. In-Kind match are services or items that are volunteered or donated in which you can assign a value to (e.g. Bob’s computer store will donate a laptop to your project that is valued at $600.00).

*Please notice the 2018 match requirement for RSAT is 25%.

VIII. Budget Narrative

1. Budget Narrative: Please provide a narrative description of all the line items for each budget category, including both grant fund requested items and match fund items. A description of the item, how it will be used, and why it is necessary for the program should be included. Enter N/A in categories where no funding is requested. A NOTE ON SUPPLANTING: For the purpose of grants, supplanting means using grant funds to replace state or local funds which otherwise would have been spent on the specific

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program purpose of the grant award. Grant funded positions must be in addition to any locally-funded positions, and grant funded equipment/technology must be in addition to any locally-budgeted equipment or technology expenditures. To be in compliance with the non-supplanting requirement, grant funds are to be used to supplement the budget of the agency not replace any currently or future appropriated funds for the grant.

a. Personnel Narrative

Help Text: Describe the roles and responsibilities for each position or attach a detailed job description. If you attach a job description, enter "See Attached Job Description(s)" into the text box.

b. Fringe Narrative

Help Text: Fringe Benefits should be based on actual known costs or an established formula. Fringe benefits are for the personnel listed in the personnel category and only for the percentage of time devoted to the project.

c. Contractual/Consultants Services Narrative

Help Text: Provide a description of the activities that will be provided by the contractor/consultant. You MUST attach your procurement policy for obtaining contracted services (ex., open bidding, sole source, etc.). If payment for contractual services will exceed the allowable amount of $81.25 per hour or $650 per day, you must attach justification for the higher pay rate (including proof of the market value of the services and justification for higher pay rate if a lower rate was discovered during the procurement process).

d. Travel/Training Narrative

Help Text: Provide a description of the training that will be attended, including dates and location. Also state what travel policy will be used (you may use the state travel policy or your agency's travel policy, whichever is more strict). The narrative should include every training noted in your "Travel and Training" budget detail line.

e. Equipment Narrative

Help Text: Equipment is non-expendable items that have a value of $500 or more per item. Provide a description of how the equipment relates to the program. If your agency is requesting more than one piece of equipment, please prioritize your request. Expendable supplies must be included under Operating Expenses.

f. Operating Expenses Narrative

Help Text: Provide a description of how the supplies requested relate to the program.

2. Explanation of the Source of Matching Funds.

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Help text: List the source of the match funds (i.e. county funds, local grant, state grant, program income, etc.), the amount of the match funds, and what budget line item those funds will be used for (i.e. case manager, copying machine, rental of facilities, etc.).

Here is an example: 1. Eli Lilly Endowment - $24,000 - Substance abuse counselor 2. County General Funds - $1,200 - Copying machine

3. If your program does not receive the full requested amount, please indicate which items are priorities for essential operation of the program.

IX. Recipient Agency Budget Section Marked N/A * Please Mark Complete*

X. Timeline – Milestone Plan of Action *NEW REQUIREMENT*

Timeline: Please provide a time-phased milestone plan of action. This plan should consist of a detailed timeline outlining anticipated activities and anticipated costs for all activities, per quarter. Plans should be realistic and be consistent with program goals, objectives, and program indicators (Section IV). Help text: The timeline should highlight any activity anticipated throughout the grant period and should assign a dollar amount specific to that activity. Once all the program’s activities have been added on their respective rows, the dollar amount proposed should be equal to grant fund request. The example below illustrates the timeline template used in the Egrants system. To begin building the timeline, one must select to add a row, in which data regarding the respective activity can be entered. Again, the Activities should represent all Objectives and Performance Indicators listed previously in this application.

Example Timeline Plan of Action:

(Row #1) ID: 4001

Activities #1: During the first quarter, the Program anticipates conducting 100 hrs of overtime for case workers. Additionally, activities will decrease by 25 hrs per quarter until the end of the grant period. Proposed Budget Expenditures Q1: $2,000.00 Proposed Budget Expenditures Q2: $1,500.00 Proposed Budget Expenditures Q3: $1,000.00

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Proposed Budget Expenditures Q4: $500.00

(Row #2) ID: 4001 Activities #2: At the beginning of the 2nd Quarter of the grant, the Program anticipates hiring one FTE case worker who will be funded entirely from grant funds for the duration of the grant. Proposed Budget Expenditures Q1: $0.00 Proposed Budget Expenditures Q2: $10,500.00 Proposed Budget Expenditures Q3: $10,000.00 Proposed Budget Expenditures Q4: $10,500.00

XI. Attachments

This section is available for any additional documents related to your application.

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