Grant Applications

The purpose of the Evidence-Based Programming project is to provide funding to jails to implement evidence-based* programming for convicted felon inmates in an effort to:

•  Improve access to knowledge and skills required for successful re-entry into local communities following release from incarceration;

•  Reduce recidivism rates among formerly incarcerated individuals; and

•  Increase meaningful collaboration between jails and local community partners.

Agencies are required to use recognized programs that are rated as “Highest Rated” or “Second Highest Rated” according to the PEW Clearing House (Click the link and select Correctional Facility as the Setting on the left). For more information about Evidence-Based Programming in Tennessee, see TDOC’s informational page.

Eligible agencies are limited to Governments that operate an adult correctional facility that houses convicted felons pursuant to a contract with the state or while they are awaiting transfer to a state facility; and meet criteria to create or enhance inmate programming.  These entities may sub-contract with community-based programs for service provision.

Intent to Apply due 11/1/2021

Application due 11/1/2021

FAQs

10.12.21 Informational Webinar:

• Recording
• Slides
• Webinar Questions and Answers:

Q: So our agency was rewarded EBP(round one????), which ends June 30, 2022 so are we eligible for this grant as well?  

A: It would be subject to review team, but it is something that we are open to.  These are not intended to be double grants to agencies, but it is something that would be considered by the review team, depending on the application.

Q: Can I spend grant funds to improve an existing program?

​A: Yes – the intention of this grant is to create or enhance programming to the extent that your agency can become accredited through the Governor’s Re-Entry Success Act and be eligible for increased reimbursement according to those standards.  So, that is encouraged and you would spell that out in your scope.

Q: So we are required to use PEW Clearing House for EBP ideas?

​A: Yes – The PEW Clearing House tool is the menu of programs your agency has to choose from for this project.  If it’s not on the PEW list, it should not be included in this project.

​Q: Are you open to extending the Nov 1 due date. Many of us have limited staff to dedicate to this application process. Example - it may be hard to recruit and commit a community partner in the next two weeks.

A. We will not be extending the deadline for this grant because the internal review and contracting process takes several weeks and we have a goal of executing grant contracts for funded agencies by January 15^th.  We encourage you to submit your best application possible by November 1^st because that is what will be reviewed by the review team, which makes the funding decision.  OCJP Program Staff can work with your agency to make minor corrections and adjustments as needed, should your agency’s application be awarded the grant.

​Q: If you applied for the first grant and did not receive a reward is there a way to find out what you need to do different?

A: Yes, if you reach out to the Criminaljustice.program@tn.gov an OCJP staff person can speak with you and give you the feedback from the review of your initial application.

Q: Is there a list of NGO or community partners across the state who would like to form partnerships with sheriffs?

A: TCI has a list of programming offered at each facility and contact leads for certain evidence based programming. That list is available from TCI as well as through a link next to the solicitation on OCJP’s website.

TCAT partners (carol.puryear@tbr.edu)

Adult Education Contacts - debbie.fillers@tn.gov

Q:  Who do I contact about purchasing tablets for inmate programming?

A:  ​For information on the purchase of tablets for inmate programming, please contact LaToya Newson

(Latoya.newson@tn.gov )

Q: Who are the eligible agencies for this grant?

A: Pursuant to solicitation Section 1.1. Eligibility: Eligible agencies are limited to governments that operate an adult correctional facility that houses convicted felons pursuant to a contract with the state or while they are awaiting transfer to a state facility; and meet criteria to create or enhance inmate programming. These entities may sub-contract with community-based programs for service provision. 

Q: Can funding be used to provide programming for misdemeanor offenders or pre-trial detainees?

A: Yes; However, programming should be developed based upon the needs of convicted felons and those offenders should receive first priority for any available programming slots. Any remaining slots can be filled by other offenders so long as the programming is appropriate for their needs.

Pursuant to the solicitation’s Section I. Introduction: Governments are encouraged to provide evidence-based programming to misdemeanor offenders that match the risks and needs of the offender, as determined through the approved risk assessment. Misdemeanor offenders may utilize evidence-based programming as well, as long as the programming is fully accessible to appropriate felony offenders first and foremost.

Q: Under the list of approved e-based programs and interventions is Medication Assisted Treatment, so my question is can the grant support the purchase of FDA approved medication for opioid use disorder, treatment as well as the purchase of Naloxone (overdose reversing medication)?

A: The purchase of FDA-approved medication for opioid use disorder treatment, as well as the purchase of Naloxone (overdose reversing medication), as part of an approved Medication Assisted Treatment (MAT) program is an allowable expense as part of this grant.”

Q: Could you define "employ" in the Inputs and Collaboration section?  Does it mean "employ" as in paying someone or using services that are not paid?

A:This can be paid or unpaid services. “Describe any formal partnerships with local community partners (mental health, substance abuse, housing, jobs training, etc.) that your agency plans to employ (i.e. – leverage or make use of) for the purposes of this project, please attach copies of any current formal agreements (MOUs).”

Q: Does the facility have to have a certain amount of space for these programs or anything special settings wise?

A: The only specification is that the money is to be spent to create or enhance evidence-based programming targeted to felony inmates. The solicitation asks - What do you need in order to be able to provide appropriate evidence-based programming to felony inmates?

Q: Can a Government have more than 1 grant contract through OCJP?

A: Yes. There is not a limit to the number of awarded contracts an agency can have through OCJP.

Q: Who is the eligible applicant for this project? Is it the agency over the jail?

A: Eligible agencies are limited to Governments that operate an adult correctional facility that houses convicted felons pursuant to a contract with the state or while they are awaiting transfer to a state facility; and meet criteria to create or enhance inmate programming.  These entities may sub-contract with community-based programs for service provision.

Q: Is it possible for the collaborating agency (Service Provider) to submit on behalf of the project, so long as all application standards are met?

A: No; Please refer to the Q&A regarding eligible applicants. An eligible applicant (e.g.- qualifying government entity) may subcontract with services a community- based service agency as part of the Project Narrative and Budget provisions.

Non-Government providers may not apply directly.

Q: How will reporting work?

A: We are still finalizing the reporting process. At this time we are targeting subrecipient data collection to begin on October 1 and that agencies will need to report our every quarter with reports for the previous quarters being due in: January, April, July, and October.

This solicitation supports the expansion of trauma informed domestic violence, dating violence, sexual assault and/or stalking services provided by culturally specific (DBE) nonprofit organizations, including faith-based organizations, to address the critical needs of victims in a trauma-informed manner that affirms a victim’s background and effectively addresses cultural barriers.

Applicants must be able to demonstrate their ability to address various subcultures within the specific populations they will serve as well as how the organization will provide these services to intimate partner violence/domestic violence, dating violence, sexual assault and/or stalking victims in a safe and secure manner. Applicants must demonstrate their expertise in serving the cultural or racial population and the victimization population.  Culturally specific organizations may partner with more traditional victim service organizations for training, support and technical assistance. 

An organization is eligible to receive this funding if the organization is a nonprofit, nongovernmental organization or tribal organization that serves a specific geographic community that:

• focuses primarily on domestic violence, dating violence, sexual assault, or stalking;
• has established a specialized culturally specific program that addresses domestic violence, dating violence, sexual assault, or stalking;
• has a primary focus on underserved populations (and includes representatives of these populations) and domestic violence, dating violence, sexual assault, or stalking; or
• obtains expertise, or shows demonstrated capacity to work effectively, on domestic violence, dating violence, sexual assault, and stalking through collaboration;
• is primarily directed toward racial and ethnic minority groups; and
• is providing services tailored to the unique needs of that population.

Intent to Apply

Application

OCJP will be accepting grants on a rolling basis for this solicitation until federal funding is no longer available. Application is limited to county governments and resources are to be used in court houses to assist victims.

The goal of the Tennessee Safe Court Grant Program is to provide funding for courts in Tennessee to create or update safe, trauma informed spaces or waiting rooms for victims of crime to wait for court processes or meet with the prosecutor, victim witness coordinator and other individuals assisting the victim of crime with his/her case. Allowable purchases include but are not limited to:

·         Repairs to the space to make it safe and trauma informed for victims. This could include fixing drywall, painting, repairing ceiling tiles, etc.

·         Installing security measures such as locks, cameras, intercoms etc.to ensure victim safety.

·         Supplies needed to provide victim services in the space while victims are waiting.

·         Supplies for storage of snacks and drinks for victims while they are waiting.

·         Toys and books for children to use while waiting.

·         Seating and lighting for victims.

·         Modular space to be dedicated as a waiting room is allowable.

·         Other supplies identified to create a safe and trauma informed place for victims to wait for court proceedings

PERSONNEL IS NOT ALLOWABLE.  CONSTRUCTION IS NOT ALLOWABLE. All items must be purchased and in use by the contract end date.

Intent to Apply

Application

FAQs

Q: If there is no space in a courthouse available can we use the funds for a victim’s room within District Attorneys General office?

A: Space that is owned by the county, but not part of the courthouse, will be considered on an per-application basis. The space in question should be readily accessible by victims attending court proceedings and within a reasonable walking distance.

Q: Who is the eligible entity to apply for this grant?

A: Application is limited to agencies who have ownership/control over a space where victims wait during judicial proceedings. We anticipate that this may very across jurisdictions and because of the rolling-application period can follow up with any jurisdictions who have specific questions about their own circumstances.

Q: If we were to apply for the maximum dollar amount but have a project that is more than the dollar amount, is that allowable?

A: Yes. You can apply for the maximum amount even if the project is more than is allowable under the grant. You would not include the extra project costs in your grant budget.

Q: Can funds be used to create a trauma informed waiting room for victims in a space that will be used for other purposes when court is not in session?

A: Yes. You will need to prorate the supplies purchased for the room based on the percentage of time it will be used as a victim safe waiting space versus a non-victim space (do not count times when it is not in use).

Q: Can the Safe Court application be used to update/pave an agency parking lot?

A: No. The Safe Court grant is specifically for the creation/maintenance/updating of a safe waiting space for victims while in court.

The purpose of this solicitation is to provide therapeutic support to human trafficking victims enrolled in the Human Trafficking Tennessee Department of Corrections program with one of the following Human Trafficking agencies: Community Coalition Against Human Trafficking, Thistle Farms, or Memphis Leadership Foundation. Applicants must have a letter of support from one of these agencies. Services to include trauma-informed therapy services for those affected by human trafficking that have recently been incarcerated. 

Intent to Apply due: 8/27/2021

Application due: 8/27/2021

Q: I submitted my application’s intent to apply under the wrong category. Do I need to submit a second intent to apply?

A: Please email CriminalJustice.Program@tn.gov with an official request to change this information on the Intent to Apply document.

Q. How is match calculated?

A: Match can be calculated two ways:

            (STOP /JAG) Federal $ / .75 x .25 = ____________   

            (VOCA) Federal $ / .80 x .20 = ___________

            (examples: $40,000 x .25 = $10,000)    or   ($40,000 / .80) x.20 = $10,000)

For match in cash, the match amount will go in the line item. For match that is in-kind, it will go in the in-kind line item. Any items purchased over $5000 will go under Capital Expense. For more information on match please see the Grants Manual Ch. 3 Section 1. Match Requirement.

Q: No one at our agency has been trained in uniform guidance and my agency does not have a policy for this. If I don't have this is this going to knock out my application, or can I do some sort of online training pretty quickly?

A: While this will not prevent any application from moving forward in the process, if the agency application is funded, training on Uniform  Guidance is required within the first 6 months.

Q: Regarding the “Other Grant Funds Table”.  We are requesting equipment for this VOCA request.  Are you asking for grants we have received that are not related to our enhancement application?

A: Yes. This table is meant to represent all grant funds that your agency receives or anticipates that is will receive in FY 2019 for all criminal justice or victim service projects.

Q: How do we notate salary, benefits, and taxes on the budget form? Do we separate out each item?

A: There are several ways this can be noted on the budget form. Examples are below:

            Salary estimated at $____________ approximately __________% of time dedicated to project.

            Salary and benefits estimated at $___________ approximately ________% of time dedicated to project.

            Salary estimated at $ _________ Benefits estimated at $ ___________ approximately _________% of time dedicated to project.

            EX.: Salary and benefits estimated at $10,000.00 approximately 25% of time dedicated to project.

Q: Do we need to purchase an accounting system if we do not have one?

A: OCJP Grants Manual, Chapter III, Accounting Criteria (https://www.tn.gov/finance/office-of-criminal-justice-programs/ocjp/ocjp-grants-manual/financial-requirements.html ) states the subrecipient is free to use any accounting system that the subrecipient has established if the  system meets the following minimum criteria [located below in the chapter].”

Q: We get a lot of questions about supplanting. Does everyone understand what that is?

A: “Supplant” means to “replace” or “take the place of.” Federal law prohibits recipients of federal funds from replacing state, local, or agency funds with federal funds. Existing funds for a project and its activities may not be displaced by federal funds and reallocated for other organizational expenses. This is illegal.

Ex: You are awarded this volunteer coordinator position and you promote Dorothy to this position, you must backfill the position so there is an  increase in FTEs.  In the event your agency is facing a loss of funding, make that clear in your application.

Q: How do we know what our intended outputs will be if we never received VOCA funding before?

A: Intended outputs should be a projection, what you plan to serve. For example, if you know you get 500-600 clients through your door every year you can safely assume that you will serve between 400-700 clients next year. Use this information to establish a baseline of services.

Q: Is it reasonable to base numbers off of what you know and where you think your program will go? 

A: Look at what your agency did this last fiscal year, and where you are today, then project what these grant monies will allow you to do in the next year i.e. – expanding services.

Q: The Authorized Official for non-profit agencies is the Board Chair, correct?

A: For federal purposes, your authorized official is your board chair. The project director and fiscal director should be someone who is willing to take on the responsibilities of the projects implementation.  These duties are listed in the OCJP Grants Manual located:  https://www.tn.gov/finance/office-of-criminal-justice-programs/ocjp/ocjp-grants-manual.html

Q: We would like to use donated space as match. Is this allowable?

A: This is allowable under VOCA. You can find more information in the OCJP Grants Manual Chapter III. Financial Requirements (located at https://www.tn.gov/finance/office-of-criminal-justice-programs/ocjp/ocjp-grants-manual/financial-requirements.html ) states “The value of space may be used as in kind match if space is 100% owned by the agency (either through donation or it has been paid for) and used 100% for victim services.  In this case, you may use the fair market value of the space as in-kind match.  The value may not exceed the fair market value of comparable space as established by an independent appraisal of comparable space and facilities in a privately owned building in the same locality.  Agencies must obtain at least 3 comps from an independent Realtor and the use the average as the fair market value.  The basis for determining the value of personal services, materials, equipment and space must be documented."

Q: What if we submit a budget which is not accurate?

A: OCJP can only encourage agencies to complete the budget using the knowledge and resources available.  OCJP cannot say at this time if budget modifications after applications are reviewed will be accepted or will impact funding determinations.

Q: What is a State (Edison) Vendor ID?

A:  Please visit the State of Tennessee's website regarding Procurement/Supplier Information at https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier-information.html. 

Q: Regarding the “Other Grant Funds Table”.  We are requesting equipment for this VOCA request.  Are you asking for grants we have received that are not related to our enhancement application?

A: Yes. This table is meant to represent all grant funds that your agency receives or anticipates that is will receive in FY 2019 for all criminal justice or victim service projects.

For VOCA funded projects:

Q: The SAR report is required for each organization that receives VOCA funding. The information in the report is a projection of how funding will be allocated to victim services for the year. Do we wait until June 1st, 2020 to complete this form or do it prior to submission NOW, since we know the amount we are applying for?

A: SARS should be completed as part of the application process. This is a projection of how the funds will be allocated based on the project narrative.

For DV projects (VOCA funded)

Q: Since budget amounts were reduced, is the expectation that we continue to fund the same activities as the previous grant term?  Or restructure grant-funded activity to align to the reduction in funding?

A: Agencies should present programming that is victim centered and the level of services should take into account the reduction in funds and the amount of other funds the agency has available. OCJP anticipates that the majority of the reduction will come out of agency travel and supplies. The goal of targeting these areas is to minimize the service impact to victims but how an agency is impacted will vary depending upon their specific grant budget.

Q: Can we to use our shelter building as part of match for our two grants?

A: Please the OCJP Subrecipient Grants Manual Chapter XIV: Allowable Costs, Part 7 Space - The cost of space in privately - or publicly - owned buildings used for the benefit of the program is allowable subject to the conditions stated.

Q: Will VOCA Pay for Administrative Costs associated with the grant?

A: Please the OCJP Subrecipient Grants Manual Chapter XVI Cost Allocation regarding the definition of allowable costs. The grant cannot pay for any costs associated with preparing the application itself.

Q: We were wondering, is it okay to include salary positions in our budget for one fiscal year and not the next in response to the reduced federal allocation amount? 

A: Agencies should apply for what is needed to support the proposed project.

For Law Enforcement Victim Coordinator projects:

Q: Who qualifies as a Volunteer? How many hours are volunteers required to work?

A: The Fair Labor Standards Act defines volunteer as “an individual who performs hours of service for a public agency for civic, charitable, or humanitarian reasons without promise, expectation, or receipt of compensation for services rendered…” 29 CFR 553.101(a). “The1985 Amendments provide that employees may volunteer hours of service to their public employer or agency provided ‘such services are not the same type of services which the individual is employed to perform for such public agency.’ The phrase ‘same type of services’ means similar or identical services.” 29 CFR 553.103.

For more information please see the Subrecipient Grants Manual Section III> Financial Requirement.

There is no minimum threshold of hours provided. Only that an agency who is granted VOCA funding utilize volunteers.

Q:  What is the Department of Revenue registration or exemption process?

A:  See this presentation for guidance.

Q: Is there a page limit on applications?

A: There is no page limit; However, we encourage agencies to clearly and concisely explain the problems and needs of communities they propose serving and how their project will address those needs through the described activities, inputs, etc.

Information and statistics that are global, national, or in other ways is outside the scope of your particular project is not necessary

Q: I am a government agency. Do I need to turn in a Cost Allocation Plan, Indirect Cost Rate, or De Minimis?

A: No, those items are for non-profits that might apply for a grant.