Office of Criminal Justice Services Grant Writing Training Jacquetta Al-Mubaslat Melissa Darby

Office of Criminal Justice Services Lead criminal justice planning agency: technology, policy, research, grants Federal and state funding streams: more than $20 million in grant funding

How OCJS Receives Funding Federal solicitation Application Allocation Provide a brief overview of this section. Understanding that OCJS is the state administrator for the previously mentioned programs. Pass through Funds in which special conditions at the Federal level are passed on to the subgrantee.

Request for Proposal Read! Read! Read! Eligibility Purpose Format Submission

Eligibility Guidelines Must be eligible to receive funding Contact agency with questions Examples: OIBRS data, subgrantee, etc. This a good reference to “What Grantmakers Want Applicants to Know”…rather do your research. Does your agency and project fit within

Important questions to consider: Program and Purpose Important questions to consider: How does the proposed project fit with the funding source? Who is implementing the project? Does the mission and purpose of the implementing agency align with the project scope? Or… Gathering background: Concept How does the program that the applicant is requesting funding for fit with the mission and purpose of the agency? Program Scope of the project How it will be implemented Timeline for the project Anticipated outcomes and measurement tools Staffing and volunteer needs Expenses Planning stage requires some outline depicting whether budget costs will be in proportion and reasonable to expected outcomes

Format and Submission It is critically important to follow the RFP guidelines regarding format & submission….it could mean being considered for funding or not being considered for funding simply because the guidelines were not followed.

Planning Program Elements Preparation Gathering Data Planning Program Elements Writing Application

Grant Making Process 1 2 3 Internal Compliance Review Outside Peer Review Internal Subject Matter Expert 3 OCJS Director’s Review This page is an introduction to the discussion in the upcoming pages—but the most important point at this section is to READ the RFP. Once we receive our state allocation awarded by the Feds we then release a request for proposals. READ----Within the RFP to have an understanding of the above RFP components.

Key Proposal Elements

To give away money is an easy matter and in any man's power To give away money is an easy matter and in any man's power. But to decide to whom to give it and how large and when, and for what purpose and how, is neither in every man's power nor an easy matter. —Aristotle

Problem Statement The Problem Statement defines the fundamental problem that the applicant is addressing, and provides a compelling logical reason why the applicant’s proposal should be supported. The problem statement is essentially a statement of need. It provides a compelling logical reason why the proposal should be supported. It specifies the conditions you wish to change. It should relate to the purposes and the goals of the organization. It should make clear the relationship between your organizations and the problem to be solved. It should also provide a connection between the project and the guidelines or the goals established within the solicitation. The problem should be stated in terms of the clients needs not the organization’s. It should be of reasonable dimensions—The focus of the project is something that can be reasonable address within the project and the projected timeline. Supported by relevant statistical evidence—This is an extremely important piece and often a large gap within grantseeker applications. It provide the rationale/justification for the problem. OCJS emphasizes the need to submit this information within the RFP. Defines the target population: It describes who they are and how they will benefit. OCJS also requests that applicants describe who the underserved population--how underserved populations will be identified and how the needs of those populations will be served. Underserved populations include geographic location (rural isolation), underserved racial and ethnic populations, special needs populations (language barriers, disabilities, alienage, or age); or any other population determined to be underserved by the U.S. Attorney General or by the Secretary of Health and Human Services, as appropriate. “Why is this a problem?” Don’t assume that the grantmaker knows about the problem you have identified. Not everyone will see the problem in your community as clearly as you.

Description of the scope of the work and expected outcomes Methodology Includes: Description of the scope of the work and expected outcomes Outline of activities Description of the personnel functions with the names of key staff and consultants if possible. --May or may not be “titled” as a component. --may be referred to as narrative --It is description of your method and process. This may not be a specific section of an application, however this is what needs to be thought of when composing various sections of a proposal. In essence it is a detailed description of the method and process of how the goals and objectives will be accomplished. Includes: Description of the scope of the work and expected outcomes Outline of activities Description of the personnel functions with the names of key staff and consultants if possible.

Project Description Describes the model Describes the evidence Describes the activities Describes the impact Restatement of the problem and the objectives Describe the process and activities that will be implemented to achieve the objectives. Reasonable scope of activities within the allotted time. Discusses the evidence that justifies the approach (model) Is logical and relates to the needs of the identified target population Clearly describes the activities and the reason for the selection of the activities Demonstrates fidelity to the chosen model Links to evidence based models when appropriate Discusses the impact of the activities for the target population, the community and the staff that will carryout activities The Project Description is a restatement of the problem and objectives and should therefore flow naturally from the problem to the objectives. ( the objectives-which we will discuss). The activities presented should be of reasonable scope and are activities that can be accomplished within the time allotted for the program and within the resources of the applicant. There should be clear discussion as to why a model was chosen and why this approach is appropriate for the project and the target population.

Performance Indicator Objectives Objective Performance Indicator Baseline Data Collection

Objectives SMART Specific Measurable Attainable Relevant Time bound WHAT, WHY, WHO, WHEN & HOW? WHAT—are we going to do? WHY—is it important for us to accomplish this activity? WHO—is going to be responsible for the activities? WHEN—do we want this to be completed? HOW—are we going to do these activities? So,--Who will make what change by how much, where and by when?

Objectives internal agency Process external target population Outcome

Timeline/Activities Activities Persons Responsible Daily Monthly Quarterly Annually Identifies activities from the beginning to the end of the project. Program activities Grants administration and program reporting activities Data collection activities Collaboration activities Components of a timeline include: Identifies project activities and when those activities begin and end. OCJS requires the timeline of activities to include grants management administration and collaboration board activities Identifies who is responsible for implementing each activity Identifies how the activity relates to a stated objective and related data collection activities. Activities may be ongoing, daily, monthly and quarterly

Organizational Capacity Mission History Staffing Volunteers Cultural Competency Physical Resources Grants Administration Demonstrate whether your organization has the ability to successfully implement the project design outlined in your grant proposal Describes: Organization—Mission/History Staff—levels, expertise, qualifications/credentials, trainings, cultural competency Physical Resources—space, technology, relevant equipment Previous grants administration experience

Collaboration Boards Collaboration Boards are a required OCJS grant component Collaboration allows groups with a shared purpose to address an identified problem and need within their community Collaboration Boards allow for the sharing of resources to maximize capacity and the success of project goals and objectives. Relevancy/Appropriateness Letters must be uploaded upon submission of the application.

Executive Summary Governor’s office, local, state, federal agencies, public information requests, etc. Serves as a concise and accurate description of the proposed project. Snapshot of the proposed project. Should not introduce new information.

Executive Summary Purpose Statement Problem Statement Project Description Participating Agencies/Collaboration

Executive Summary Purpose Statement clear and concise describes what the applicant is going to do the population that is going to be served how it will be accomplished why it is important The information provided within the purpose statement is reported to the FFATA Sub-award Reporting System (FSRS) in response to the Federal Funding Accountability and Transparency Act (FFATA) Legislation.

$$$ Budget Cohesive Amount Narrative Problem Statement Project Description Objectives Amount Funding caps Reasonable Narrative Required Further explanation of essential elements

Office of Criminal Justice Services Contact Information Melissa Darby – JAG, JAG LE, RSAT 614-728-8740 MBDarby@dps.ohio.gov Jacquetta Al-Mubaslat – VAWA, FVPSA 614-728-7291 JAL-Mubaslat@dps.ohio.gov Office of Criminal Justice Services 1970 W. Broad Street Columbus, Ohio 43223 614-466-7782-Main Number www.ocjs.ohio.gov