goals for this session

Muskie School of Public Service

Muskie School of Public ServiceCutler Institute for Health and Social Policy

You will understand, or improve your understanding of, the following:• the overall reporting process• who to contact for assistance• available resources• how to respond to questions on the STOP annual

progress reporting form

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Tips for Successful Reporting:

• Read the instructions and examples!!!• Read the instructions and examples!!!• Read the instructions and examples!!!

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STOP Subgrantee

FCADV/STOP Administrator (DCF)

OVW

Muskie – VAWA MEI

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• Read separate instructions• Use the “other” category only as a last

resort• Use narrative questions for: impact of

your activities, unique aspects of your program, additional detail, clarification of data reported

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• Don’t use acronyms or abbreviationsDo not include attachments

• Use “Save As” instead of “Save” to control size of document

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Question 1: Date of report

Question 2: Current reporting period • Will not be able to adjust report period;

true period is July – December 2011

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Question 3: Subgrantee name

Question 4: Subgrant number(s)• List all FCADV STOP subcontract

numbers; all STOP subcontracts received from FCADV should be reported together on the one form.

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Question 5,5a, 5b: Type of funded organization, faith based, culturally-specific community-based organization

• Organization receiving STOP Program funds

Question 6: Point of contact • Person responsible for day-to-day

activities

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Question 7: Tribal populations• STOP Program subgrant specifically

focuses on tribal populations

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Question 8: Percentage of funds• Report the approximate percentage of

funds (or resources) committed to each area—domestic violence/dating violence, sexual assault, stalking.

• Make this determination based on the STOP Program-funded activities.

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• FTE: full time equivalent (e.g., 40 hrs/wk) for STOP-funded staff and for required match

• Time should be pro-rated • Use decimals, not percentages• Include FTEs for contractors, consultants,

part-time, temporary, overtime

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• Report by job function(s) rather than job title

• Divide staff time into multiple functions

• “Other” staff – be specific!

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Calculations: based on 52 weeks or 2080 working hrs in a 12-month reporting period.

1.0 = (40 hrs/week, 2080 hrs/12 months [40 hrs X 52 wks])

.50 = (20 hrs/week, 1040 hrs/12 months)




FTE = hours worked in the 12-month reporting period, divided by 2080, or FT weekly hrs. times 52 weeks

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A county received a STOP subgrant that was used to fund one full-time prosecutor whose salary was 100% funded by the subgrant and another full-time prosecutor whose salary was 25% funded by the subgrant.

In this case, you would report only STOP Program funded FTEs.

The correct FTE under “Prosecutor” would be 1.25 FTE (100%+25%).

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A county received a STOP Program subgrant that was used to fund a full-time victim assistant in the prosecutor’s office who spent approximately 20 hours a week coordinating their victim services, 18 hours providing victim services, and 2 hours training.

In this case, you would divide staff time by function.

The correct FTE under “Program Coordinator” would be 0.5 FTE (20 hours/40 hours), under “Victim Assistant” 0.45 FTE (18 hours/40 hours), under “Trainer” 0.05 FTE (2 hours/40 hours).

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The subgrant also funded a full-time administrative assistant who was hired four months into the reporting period.

In this case, you would need to pro-rate the FTE to reflect eight months of the 12-month reporting period.

The correct FTE under “Support Staff” would be .66 FTE (8 months/12 months).

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The subgrant also funded 300 hours of overtime for law enforcement officers during the 12-month reporting period. Those overtime hours need to be converted into FTEs.

The correct FTE under “Law Enforcement officer” would be .14 FTE (300 hours/2080 hours).

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• Appropriate others: evaluator, data analyst, offender treatment or BIP facilitator

• If functions are similar, use existing category (e.g., 911 dispatcher – report as LE officer)

• If more than one “other,” include the FTEs for each

• Be specific about function in other (no consultant, contractor, graduate student, etc.)

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Training is for professionals or volunteers acting in the role of a professional, to improve their response to victims/survivors as it relates to their role in the system.

A training event can be a three-day conference, a three-hour workshop, or 10 minutes during roll call once a week.

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Do report training provided by grant funded staff to non-grant funded staff, or if non-grant funded staff were sent to training with STOP Program funds.

Do not report training provided to grant funded staff.

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Grant-funded staff held a class and the participants were the same over a three-week period. They also went to a conference and conducted a workshop for three days for completely different audiences each day.

The correct number to report under training events would be 4 (class – 1 event, conference – 3 events).

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• By discipline• Multidisciplinary—only as a last resort• Government agency staff: child protective;

fire dept. personnel; city, county, state workers unless specific category exists

• Use existing categories when possible

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The grant was also used to send 3 judges to the judicial institute. One of them is STOP grant funded, and 2 are funded through other means.

In this case, you would need to report training received only by non-grant funded staff.

The correct number under “Judges” would be 2.

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During the reporting period one STOP Program-funded prosecutor conducted statewide training that involved 7 other prosecutors, 14 law enforcement officers, and 8 victim advocates; non-STOP grant-funded prosecutor made a presentation to 40 business owners.

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In this case, would you report this as:

a. one training event in item 11, and 7 under “Prosecutors,” 14 under “Law enforcement officers,” and 8 under “Victim advocates” in item 12.

OR

b. two training events in item 11, and 7 under “Prosecutors”, 14 under “Law enforcement officers,” 8 under “Victim advocates,” and 40 under “Multidisciplinary” in item 12.

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Correct answer: a. one training event in question 12, and 7 under “Prosecutors,” 14 under “Law enforcement officers,” and 8 under “Victim advocates” in question 13.


Discuss:• the effectiveness of training activities

funded or supported by your STOP Program subgrant

• any additional information you would like to share about your training activities beyond what you have provided in the data

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1st 2nd 3rd

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The following numbers can help you determine the frequency of contact for a 12-month reporting period:

Daily – approximately 260 contacts

Weekly – approximately 52 contacts

Monthly – approximately 12 contacts

Quarterly – approximately 4 contacts

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• Report specific types of organizations participating in task forces, advisory groups, etc., in existing categories

• Acronyms or abbreviations—describe type of organization or spell out name

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Check all types of policies or protocols developed, substantially revised, or implemented during the current reporting period.

Develop: To create a new policy or protocol. Substantially revise: To make a significant

amendment to an existing policy or protocol. Implement: To carry out a new or revised

policy or protocol as standard practice.

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• Developed• Substantially revised• Used or distributed• Do not report number printed, copied, or

produced.

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You used STOP Program funds to develop a training curriculum to help law enforcement officers identify predominant aggressors. You distributed 50 copies at a train-the trainer event. You also used STOP Program funds to translate into Spanish and distribute 200 copies of a brochure developed during a previous reporting period. Finally, you developed a new brochure for battered immigrant women, although no copies were distributed during the current reporting period. You would report this as follows:

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1

1

1

Ayuda para Víctimas de la Violencia de la Familia/ DV Services

Victims/survivors 200 Spanish

Battered Immigrant Women: Know Your Rights

Victims/survivors

Identification of predominant aggressors

Law enforcement officers

50


May consist of one person, even if that person is partially funded by your STOP Program subgrant funds.

Indicate all victimizations addressed by the unit.

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Complete this section if STOP Program-funded and/or STOP required match staff provided victim services or if grant funds were used to support victim services during the current reporting period.

Report all victim services provided, whether by a victim services agency, or by staff providing victim services within law enforcement, prosecution, or the court system.

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Served: Received all requested services that are funded by STOP funds.

Partially served: Received some but not all requested services that are funded by STOP funds.

Not served: Received none of the requested services that are funded by STOP funds.

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Key questions:1. What services are you

FUNDED TO PROVIDE?2. What services did the

VICTIM/SURVIVOR REQUEST?

3. Is the person a PRIMARY VICTIM/SURVIVOR of domestic violence/dating violence, sexual assault, or stalking?

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A victim requested counseling at the beginning of the reporting period and then the same victim came back at the end of the reporting period and requested civil legal advocacy.

In this case, unduplicated count of victims/survivors should be reported.

You should report this person only once in Question 25.

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A victim comes into your program looking for help with a protection order. Her estranged intimate partner, who had a history of very controlling behavior, came to her apartment and sexually assaulted her.

In this case, you could report the victim under either DV or SA, but you must choose only one.

SA category may be more appropriate, because it was the sexual assault that prompted her to seek services.

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A victim whose ex-husband has been charged with stalking comes into the prosecutor’s office to get information about the criminal process. Your victim advocate explains the process to her. She asks the advocate to attend the arraignment with her, but the advocate already is scheduled to be in another court on the date. This victim received information from your advocate, but not the other services she requested that you normally provide under your STOP Program subgrant.

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In this case you would report this victim under:

a.Served/Stalkingb.Partially served/Stalkingc. Not served/Stalking

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A woman is sexually assaulted in a domestic violence incident by her live-in boyfriend. A police officer who responded to the incident has called your program’s hotline on behalf of the victim asking if an advocate will accompany the victim to the hospital during her examination. There is no advocate available to do this, and it is a service your program is funded to do under your STOP Program grant.

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a.Served/Sexual assaultb.Partially served/Sexual assaultc. Not served/Sexual assault

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You receive police reports on all domestic violence incidents responded to by police. During the reporting period, you sent out letters to 100 victims/survivors based on these police reports, informing victims of services you provide; twenty-five letters were returned as undeliverable, fifteen victims contacted you after receiving the letter, requested services, and received all the STOP-funded services they requested.

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a.100 DV victims servedb.75 DV victims served, 25 DV victims not

servedc. 15 DV victims served

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Victims who requested services that were not funded under your STOP Program grant

Persons who were not primary victims/survivors of domestic violence, dating violence, sexual assault, or stalking

Secondary victims

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Unduplicated count

Children, siblings, spouses, relatives, etc., indirectly affected by DV, dating violence, sexual assault, stalking

Must have received services

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• To date, all reasons listed in the “Other” category could be reclassified or indicated the victim should have been reclassified, or the victim should not have been counted in this section.

• Victim did not return• Victim refused services• Services not provided by our program• Could not locate victim

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Race/ethnicity: total should equal or be higher than the sum of 25 A&B.

Gender: total should equal the sum of 25 A&B.

Age: total should equal the sum of 25 A&B0-12: children should not be reported.

Other demographics: report to the best of your ability.

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Report the victim/survivor’s relationship to the offender by type of victimization.

If a victim/survivor experienced more than one type of victimization and/or was victimized by more than one perpetrator, count the victim/survivor in all categories that apply.

Total reported under each type of victimization should equal or be higher than the total of 25 A&B under the same victimization.

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Report the services provided to the victims/survivors who were reported in 25 A&B.

Count a victim only once for each type or category of service they received.

Note definitions of civil legal advocacy vs. civil legal assistance

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• Report victims/survivors when STOP funds are used for shelter expenses or staff essential to shelter operation

• Do not report victims/survivors referred or transported to shelter if shelter is not supported by STOP funds


• Report the number of hotline calls received from victims/survivors, and the total number of hotline calls received.

• Only victims/survivors who received additional services listed in question 30A should be reported in question 25.

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Report the number of unsolicited letters, phone calls, or visits to victims/survivors.

Only victims/survivors who received additional services listed in question 30A should be reported in question 25.

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Report the total number of temporary and/or final protection orders requested and granted.

Protection orders should be reported only if STOP Program-funded victim services, law enforcement, or prosecution staff provided assistance to victims/survivors.

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Provide information for STOP-funded activities and STOP required match only.

If an advocate is employed by, or located at the law enforcement agency, but grant funds are not supporting law enforcement activities, report victim services activities in Section D but do not report law enforcement activities.

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Report only STOP-funded activities-calls for assistance, incident reports, and cases investigated, arrests of predominant aggressor, and referrals to prosecutor.

Report protection orders issued only if law enforcement officers are authorized to directly issue protection orders in your jurisdiction.

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Report the total number of victim/survivor referrals made by law enforcement officers to victim services.

Governmental victim services vs. non-governmental victim services

Not unduplicated - report every referral made for all victims.

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Provide information only on STOP Program-funded and STOP required match prosecution activities.

If you have an advocate employed by, or located at the prosecutor’s office, but grant funds are not supporting the prosecution activities, you would not complete this section but you would report activities in Section D Victim Services.

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Characterize case by most serious offense (may include numerous charges or counts).

In most instances, a case will refer to one victim, one offender, and one incident.

Domestic violence may include assault, vandalism, criminal threatening, etc.

Sexual assault cases could include rape, gross sexual misconduct, etc.

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Report only the primary reason for the decision to decline prosecution.

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

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

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

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

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

1)A class A felony rape case was tried and the defendant was found guilty of the rape

2)A class B felony domestic violence assault resulted in a plea to a misdemeanor assault

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In this case you would report this as: a) SA felony plead as charged; DV felony

guilty of lesser in lower category.b) SA felony guilty as charged; DV felony

plead to lesser in same category.c) SA felony guilty as charged; DV felony

plead to lesser in lower category.

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

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Question 40: Tribal grantees • Complete if you are a tribal agency or

government. Question 41: Victim/survivor referrals to

victim services Question 42: Protection orders Question 43: (Optional) Narrative

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Provide information for STOP Program-funded and STOP required match court activities only.

If you have an advocate employed by, or located at the court, but grant funds are not supporting the court activities, you would not complete this section but you would report activities in Section D Victim Services.

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Report the total number of new sexual assault, domestic violence, dating violence, and/or stalking cases.

Count cases even if your state law uses other names for the offenses.

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Report the disposition of sexual assault, domestic violence/dating violence, and/or stalking cases resolved.

Dismissals, deferred adjudications, convictions, and acquittals

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Offenders reviewed and individual review hearings conducted.

Number of review hearings = Number of individual hearings held for each offender

Number of individual hearings conducted should equal or be more than number of offenders reviewed.

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Report number of cases reviewed by the court in which there were dispositions of violations.

Only report final adjudication of the violation

Case may be counted more than once if there were multiple violations and dispositions.

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Question 48: Victim/survivor referrals to victim services

Question 49: Civil protection orders • Civil protection orders are those requested by

the plaintiff. Question 50: Criminal protection orders • Generally requested by prosecutor’s office, do

not require victim/survivor to appear in court, and are effective only while criminal case is active. May be condition of bail or probation.

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Report offenders and total number of contacts for all offenders by type of activity.

Total number of contacts for each activity should be at least equal to number of offenders for each activity.

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Question 54: Disposition of violations • Report total number of cases in which there were

dispositions of violations during the current reporting period.

• Violation does not have to have occurred during this reporting period, only disposition. A case may be counted more than once if there were multiple violations.

Question 55: Victim/ survivor referrals to victim services

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All subgrantees must answer questions 60 and 61.

Question 60: Most significant areas of remaining need.

Question 61: Provide information about what STOP funding allowed you to do that you could not do prior to receiving it.

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Questions 62 and 63 are optional.

Question 62: Provide additional information regarding the effectiveness of your grant-funded program.

Question 63: Provide any additional information that you would like us to know about the data submitted.

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• Read separate instructions• Use the “other” category only as a last

resort• Use optional information sections to

capture unique successes of your program, clarify data, provide more details

• Do not use acronyms or abbreviations • Do not include attachments• REPORT IS DUE JANUARY 15, 2012

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Revised Invoice form will be sent to all providers for use. Please use this form for invoicing beginning January 15th, 2012

Revised QFR will be sent to all providers for use. Please use this form beginning January 15th, 2012

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FCADV425 Office Plaza Dr.

Tallahassee, FL 32301850-425-2749

[email protected]

THANK YOU!!!

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goals for this session

Documents