The Office of Justice Programs (OJP) requires that applications for funding be submitted through the OJP Grants Management System (GMS). Access through the Internet to this online application system will expedite and streamline the receipt, review and processing of requests for funding. Applications will only be accepted through the GMS online application system.
To learn how to begin the online application process, please see the Quick Start Guide to Using the Office of Justice Programs Online Grants Management System. A toll-free telephone number (1-888-549-9901) has been established to provide applicants with technical assistance as they work through the online application process.
This program announcement describes the guidelines and requirements of the FY 2006 State Justice Statistics (SJS) Program for Statistical Analysis Centers (SACs).� Since 1972, the Bureau of Justice Statistics (BJS) and its predecessor agency, the National Criminal Justice Information and Statistics Service, have provided partial support to State and Territorial governments for the establishment and operation of Statistical Analysis Centers to collect, analyze, and report statistics on crime and justice to Federal, State, and local levels of government, and to share state-level information nationally.� The information produced by SACs and their involvement in criminal justice projects has been and will continue to be critical to State, local, and Federal criminal justice agencies and community organizations as they develop programs and policies related to crime, illegal drugs, services to victims, and the administration of justice.
The State Justice Statistics (SJS) Program is designed to maintain and enhance each State's capacity to address criminal justice issues through collection and analysis of data.� The SJS Program provides limited funds to each State to coordinate statistical activities within the State, conduct research as needed to estimate impacts of legislative and policy changes, and serve a liaison role in assisting BJS to gather data from respondent agencies within their States.� Each application for funding under this program must identify the participating organizations in the State and the particular issues to be addressed.� Each year, BJS announces specific topics for analysis and encourages applicants to give careful consideration to planning activities that fit within one or more of the designated topics (see section Themes for 2006 SJS).� If a SAC does not feel that any of the topics are relevant to its own State, it may identify a topic or statistical activity of critical importance to its jurisdiction.
The SJS program themes are selected jointly by BJS and the Justice Research and Statistics Association (JRSA) staff and selected SAC Directors as reflective of issues of current concern and significance to criminal justice practitioners.� JRSA also plays a role in publishing reports based on SJS themes and organizing an annual conference that helps SACs share results from their work.� Some SJS funding priorities help build the infrastructure that allows SACs to collect and disseminate information to State, national, and international audiences.
BJS also administers the National Criminal History Improvement Program (NCHIP), which implements the grant provisions of the Brady Handgun Violence Prevention Act, the National Child Protection Act of 1993, the Stalker and Domestic Violence Reduction provisions of the Violence Against Women Act, the Crime Identification Technology Act (CITA), and related legislation.� BJS encourages SAC directors to participate in their State's application for NCHIP funds, in addition to applying for funding related to crime identification technologies through the SJS program.
In the United States, most criminal justice activities take place at State and local levels of government.� The systematic collection and analysis of data on these activities enable BJS to comply with its charter to publish and disseminate statistical information on crime and the operation of justice systems, giving emphasis to State and local justice system needs.� State and local governments use the data for policy analysis, planning, assessing justice system operations, and evaluating programs.
BJS is specifically authorized by statute (42 U.S.C. 3732) to provide assistance in the development of State and local government justice information systems, and directed to give primary emphasis to the problems of State and local justice systems (42 U.S.C. 3731).� The SACs, each established by State legislation or executive order, are one important mechanism by which BJS fulfills its mandate under this statute.� Currently, there are SACs in 49 States, the District of Columbia, Puerto Rico, and the Northern Mariana Islands.
The SJS Program is designed to:
All awards under the SJS Program will be made as cooperative agreements to a Statistical Analysis Center and will indicate the substantial involvement that BJS will have with each award.� Applicants may transfer funds to other organizations listed in their application, and some of the theme activities may require such arrangements with other organizations.� Where SACs do not have authority for such a transfer of funds, applicants should contact their BJS State monitor for guidance.� The purpose of this requirement is to foster cooperation within the State among agencies working on related BJS- or OJP-funded activities.
Travel funds for this program should be used primarily for activities involving data collection and analysis, providing technical assistance and training, and being a liaison to other organizations.� Travel to attend the annual BJS/JRSA national conference is limited to one person each year, unless BJS specifically authorizes additional conference travel.�
SACs applying for funds under this announcement may choose from among the themes listed.� Applicants may choose any number of projects from within one theme (unless otherwise specified), or a combination of projects from more than one theme.� It is recommended that not more than three topics be selected for a given project period.� If a SAC chooses its own theme, it must provide persuasive documentation from its advisory committee, one or more branches of State government, or some other entity which explains and supports the decision to study this topic.
With relation to any theme or topic proposed for funding, the application should provide the background of your State's concern with the issue, a complete explanation of the methodology to be employed including databases and methods of analysis, any participation by other State or local agencies, and how conclusions and recommendations will be framed.� Also, indicate political constraints (if any) which could impact the research, and what product will result.� Since BJS contemplates that JRSA will assemble national reports where several States have addressed the same topic, BJS will support efforts to improve the quality of such compilations through coordination of the individual States' research and analysis.
The applicant SAC must be authorized by State legislation or executive order. �The SAC must be a nonpartisan professional organization which serves all branches of the criminal justice system and all levels of government in the State as well as the general public. �Objectivity, independence, and visibility are important considerations in determining its placement in the State government. �It is desirable that the SAC not be part of an agency that has line responsibilities in criminal justice programs; if the SAC is located in such an agency (e.g. State Police, Department of Corrections, Administrative Office of the Courts), special provisions must be made to ensure the SACs broad mission, objectivity, independence, and visibility. �These provisions must be documented in each application for funding. �Examples of such provisions are letters of agreement from agencies that deal with other aspects of criminal justice in the State, or a SAC advisory board that includes policy-level officials of such agencies. �The SAC must inform BJS of any substantive changes in these provisions, such as changes in the advisory board's structure or revisions in the scope of letters of agreement.
Applications for SAC funding must contain an explanation of the placement of the SAC within the State organization structure, including the SACs relationship to the Governor's Office, to other relevant State agencies, and any other organizations included as recipients of funds in the application.
The SAC must be staffed by professionals skilled in the application of statistical methods and techniques. Staff should be familiar with the factors, issues, and processes involved in crime and the criminal justice system. �Each application must identify the SAC director and other key personnel and must provide brief summaries of their qualifications. �However, a duplicate qualification summary need not be provided if it was submitted as part of an earlier application. �In the case of vacant positions, job descriptions must be provided. �If the SAC directorship becomes vacant after an award is made, the recipient agency must notify BJS, and submit the position description and required qualifications to be used in recruiting a replacement. �When a replacement is designated, a resume of the individual's qualifications must be submitted to BJS for approval.
State Statistical Analysis Centers are the only entities eligible to apply for funds under the SJS program. General applicants must meet the requirements for a SAC as specified in these Guidelines. �The Catalog of Federal Domestic Assistance (CFDA) number for the SAC program is 16.550 (Criminal Justice Statistics Development).
It is permissible for some or all of the work to be performed under the SAC's overall direction by other persons or organizations, such as other State agencies, universities, nonprofit research firms, and private consultants. �If work will be performed outside of the SAC, the application must include the qualifications of those performing the work. �A SAC that wishes to apply for funds in cooperation with another organization but lacks the authority to transfer funds to the cooperating organization should contact its BJS State monitor.
In making decisions to award funds under this program, BJS will be the sole judge of whether the application meets program requirements and whether it is operating satisfactorily and conforms to all applicable Federal and State requirements. �The amount of the award will be based on the strength of the justification for what it is seeking to do and accomplish during the award period. Final authority on funding decisions is vested in the Director of BJS. �Each application should contain a statement of the intended project's goals and objectives; and the proposed strategy for achieving them, including anticipated products.
To ensure compliance with the Government Performance and Results Act (GPRA) of 1993, Public Law 103-62, this solicitation notifies applicants that they are required to provide performance data used to measure the results of the programs implemented with this grant, as well as contribute to the achievements of BJS's overall statistical program. BJS's mission is to produce and disseminate accurate, objective, and independent national statistics. OJP/BJS is responsible for measuring the relevance, utility, and accessibility of its information by the following outcomes: 1) demand for statistical data, and 2) utilization of data.
To ensure accountability of these data, for which OJP is responsible, the following performance measures are provided:
|Program Objectives||Performance Measures||Data To Be Provided by Grantees|
|1) Enhance the capabilities of the States to collect, analyze, and interpret data on justice issues relevant to the States and the nation.|| Expand research
and evaluation portfolio maintained by the State SAC
Number of studies/projects
initiated and completed
|Expand outreach to
customers to provide information and technical assistance
Number of information and/or technical
assistance requests handled
|Increase electronic access of statistical data and online capabilities of SAC website||
Number of user sessions
|2) Provide a mechanism which supports the collection and sharing of vital justice system data among the States and between the States and the Federal Government.|| Expand collaborative
efforts and multi-state research and evaluation projects with national
|| Number of multi-state projects initiated and
completed by SACs
Number of reports produced presenting findings of collaborative projects
Participation in Justice Research and Statistics Association (JRSA) studies or information inquiries
|Expand electronic availability
of SAC-conducted research and evaluation for use by other State, local
and Federal agencies
||Number of projects submitted by SAC to the Justice
Research and Statistics Association's Infobase of State Activities
and Research (ISAR)
|Increase accessibility of State-compiled datasets for secondary analysis by researchers and criminal justice practitioners||
Number of SAC project datasets submitted to the National
Archive of Criminal Justice Data
Awards made under this announcement will be in the form of a cooperative agreement. Awards normally will be for 12 months, but can be longer if the applicant chooses.
No-cost extensions may be granted by BJS for good cause (for example, under spending due to an unavoidable staff vacancy). Extensions should be requested in writing at least 30 days in advance of the award's scheduled expiration date; requests that are received later may not be approved. �BJS will not approve any extension of more than 1 year beyond the original expiration date of the award.
While the amount of past SAC awards may be used as a guide when preparing the application, the average award per State SAC is approximately $50,000.
Applications should be submitted to BJS at least 90 days before the requested starting date for the initial award to a SAC applying under this guideline. �
For funding in FY 2006, applications can be submitted anytime after publication of this Program Announcement but should be received by BJS no later than June 15, 2006. Applications received after June 15th may be deferred until the next fiscal year, beginning October 1, 2006.
All applicants must complete and submit with their application the Human Subjects Protection Certification of Compliance. The Certification of Compliance has replaced the Human Subjects Screening Sheet.
BJS is prohibited from providing funds for projects involving human subjects unless an IRB approves the project or determines that it is exempt from Federal regulations. �If a researcher believes that a proposed research project is exempt from Federal human subjects protections, the researcher must provide BJS with supporting documentation from an IRB.
Researchers utilizing U.S. Department of Justice funds are expected to design and perform their research to ensure that the dignity, welfare, and privacy of individual research subjects are protected. �For more information concerning U.S. Department of Justice privacy requirements, see section Privacy Certificate. �Researchers have an important legal and ethical responsibility to protect those human beings who serve as subjects of research. �In certain cases, these legal and ethical responsibilities require that an IRB review the research project to ensure that human subjects receive all of the protections to which they are entitled under Federal regulations.
No. �There are 5 instances where IRB approval is not needed.
Federal regulations define a "human subject" in two ways (28 CFR 46.102(f)).
First, a "human subject" is defined as "a living individual about whom an investigator (whether professional or student) conducting research obtains data through intervention or interaction with the individual." �Therefore, if a researcher obtains any data about a living individual by communicating with that person, human subjects are involved in the research.
Second, if the researcher obtains "identifiable private information" about a living person, human subjects are involved in the research. �The source of the identifiable private information is irrelevant. �If a researcher obtains identifiable private information about a living person from any source including records about the person (e.g., criminal history records, arrest records, case files), interviews with the person, or interviews with third parties, human subjects are involved in the research.
"Identifiable information" is information where the identity of the subject may be readily ascertained. �This information is "private" if the individual has a reasonable expectation that it will not be made public.
If the researcher obtains identifiable information about a living individual and the information is publicly available, human subjects are not involved in the research.
If the researcher is seeking private information about a living individual and no personal identifiers are obtained by the researcher at any point in the project, human subjects are not involved in the research.
U.S. Department of Justice regulations require that every applicant for Federal funding from OJP submit a privacy certificate for research or statistical projects that collect information identifiable to a private person (28 CFR 22.23(a)).
BJS requires that all grantees submit a completed Privacy Certificate to ensure their compliance with all applicable Federal privacy regulations. If the research project in question does not involve information identifiable to a private person, the Privacy Certificate should so state. A Model Privacy Certificate and instructions may be found at http://www.ojp.usdoj.gov/bjs/content/hscr.htm.
For further information on the SJS program, contact Stephanie L. Burroughs, SJS Program Coordinator, at (202) 514-9012. Email inquiries should be directed to firstname.lastname@example.org, include SJS06 in the subject line.
The Office of Justice Programs (OJP) requires that funding applications be submitted through the OJP Grants Management System (GMS). �Access through the Internet to this online application system will expedite and streamline the receipt, review, and processing of funding requests. Applications will only be accepted through the GMS online application system.
To learn how to begin the online application process, please refer to the Quick-Start Guide to using the Office of Justice Programs' Online Grants Management System (GMS). �A toll-free telephone number (1-888-549-9901) has been established to provide applicants with technical assistance.
All applicants must submit:
An application checklist has been provided for your convenience.
Application for Federal Assistance (SF-424). The SF-424, is a standard form used by most Federal agencies. It contains 18 items that are to be completed online in the Overview, Applicant Information, and Project Information section of the OJP GMS.
Assurances and Certificates. Applicants are required to review, accept, and "sign off" on these assurances and certifications electronically through GMS. It is critical that the name, address, telephone number, fax number, and e-mail address of the authorizing official on these online forms are correct.
Assurances. The applicant must comply with the assurances in order to receive Federal funds under this program. It is the responsibility of the recipient of Federal funds to fully understand and comply with these requirements. �Failure to comply may result in withholding of funds, termination of the award, or other sanctions.
Certifications Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug-Free Workplace. �Applicants are required to review and check off the box on the certification form included in their online application process. �This form commits the applicant to compliance with the certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying," and 28 CFR Part 67, "A Government-wide Debarment and Suspension (Nonprocurement) and Government-wide Requirements for a Drug-Free Workplace (Grants)."
Attachment #1: Budget Detail Worksheet
Applicants must provide a detailed justification for all costs, including the basis for computation of these costs. �For example, the detailed budget would include the salaries of staff involved in the project and the portion of those salaries to be paid from the award; fringe benefits paid to each staff person; travel costs related to the project; equipment to be purchased with the award funds; and supplies required to complete the project.
Budget Narrative. The budget narrative should detail costs included in each budget category for the Federal share. �The purpose of the budget narrative is to relate items budgeted to project activities and to provide justification and explanation for budget items, including criteria and data used to arrive at the estimates for each budget category. �The budget narrative should also indicate amounts to be made available to sub-recipient agencies (under Contractual/Contracts category) other than the direct award recipient. �The following information is provided to assist the applicant in developing the budget narrative:
Attachment #2: Program Narrative
Status of Prior SJS Projects
Applications must include the status of each award your SAC received in Fiscal Years 2003 through 2005. �List by theme the project(s) and associated products you proposed to conduct/produce during the grant period. If any were significantly revised or replaced, briefly describe the revisions/replacements.
For each project, indicate the status of it by the following categories: Completed, In Process, or Revised/Replaced. �For the last one, please indicate if it is Completed or In Process. For each product, state if it has been Published, Presented at a Public Meeting, or otherwise Recognized by whatever means.
The program narrative should fully describe the expected design and implementation of the proposed program. �In developing the narrative, refer to the program design (permitted core and noncore activities) as described in the program announcement.
The narrative should include a timeline of activities indicating, for each proposed activity, the projected duration of the activity, expected completion date, and any products expected.
In addition, the application should include an explanation of the placement of the applicant agency within the State organization structure; a description of the roles and responsibilities of key organizational and/or functional components involved in project activities; and a list of key personnel responsible for managing and implementing the major elements of the program.
Additional Attachments: Other Program-related Requirements
The following required documents should be submitted on-line through GMS as file attachments:
Discretionary grants are governed by the provisions of OMB Circulars applicable to financial assistance. The circulars, in addition to the information and guidance in "OJP Financial Guide," are available from the Office of Justice Programs. The OJP Financial Guide is available on-line at http://www.ojp.usdoj.gov/FinGuide/ and is designed to assist grantees in the administration of funds and includes information on allowable costs, methods of payment, audit requirements, accounting systems, and financial records.
Complete and accurate information is required relative to the application, expenditure of funds, and program performance. The consequences of failure to comply with program guidelines and requirements will be determined at the discretion of the Department of Justice.
Semi-Annual Progress Reports. Recipients are required to submit semi-annual progress reports online through GMS. The progress reports describe activities during the reporting period and the status or accomplishment of objectives as set forth in the approved award documents and/or subsequently approved project time lines. Progress reports must be submitted within 30 days after the end of the reporting periods, which are June 30 and December 31 for the life of the award.
A final report which provides a summary of progress toward achieving the goals of the grant, major project activities, significant results, and any products developed, is due 120 days after the end of the grant.
Financial Status Reports. Financial status reports (SF 269A) are due quarterly by the 45th day following the end of each calendar quarter. A report must be submitted online through GMS every full quarter that the award is active. The final report is due 120 days after the end date of the award.
Fund drawdowns and future awards may be withheld if progress and financial reports are delinquent.
All applicants for Federal financial assistance must review, accept, and "sign-off" on Certified Assurances that they are in compliance with the Federal laws and regulations which prohibit discrimination in any program or activity that receives such Federal funds. Section 809(c), Omnibus Crime Control & Safe Streets Act of 1968, 42 U.S.C. 3789d, provides that:
No person in any State shall on the grounds of race, color, religion, national origin, sex, [or disability]* be excluded from participation in, be denied the benefits of, or be subjected to discrimination under, or denied employment in connection with any program or activity funded in whole or in part with funds made available under this title.*Section 504 of the Rehabilitation Act of 1973, and Title II of the Americans With Disabilities Act prohibit discrimination on the basis of disability.
On June 30, 1997, the Office of Management and Budget issued Circular A-133, "Audits of States, Local Governments and Non-Profit Organizations," which establishes regulations to implement the Single Audit Act of 1996. This Circular A-133 outlines the requirements for organizational audits which apply to BJS grantees.
Effective FY ending after December 31, 2003, non-Federal entities that expend $500,000 or more in Federal funds (from all sources including passthrough subawards) in the organization fiscal year (12 month turnaround reporting period) shall have a single organization-wide audit conducted in accordance with the provisions of OMB Circular A-133.
Effective FY ending after December 31, 2003, non-Federal entities that expend less than $500,000 a year in Federal awards are exempt from Federal audit requirements for that year. Records must be available for review or audit by appropriate officials including the Federal agency, pass-through entity, and General Accounting Office (GAO).
The audit reports will be due nine (9) months after the close of the recipient's fiscal year during the term of the award. The completed audit reports for State and local governments, institutions of higher learning, and non-profit institutions should be mailed to:
Federal Audit Clearinghouse
United States Census Bureau
1201 East 10th Street
Jeffersonville, IN 47132
In addition, a copy of the transmittal letter should be mailed to the Office of Justice Programs at:
Office of the Comptroller
Control Desk, Room 5303
810 7th Street, NW
Washington, DC 20531-0001
Section 8136 of the Department of Defense Appropriations Act (Stevens Amendment), enacted in October 1988, requires that, "when issuing statements, press releases for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with Federal money, all grantees receiving Federal funds, including but not limited to State and local governments, shall clearly state:
Federal Executive Order 12372, "Intergovernmental Review of Federal Programs," allows States to establish a process for reviewing Federal programs in the State, to choose which programs they wish to review, to conduct such reviews, and to make their views known to the funding Federal agency through a State "single point of contact."
If the State has established a "single point of contact," and if the State has selected this program to be included in its review process, the applicant must send a copy of its letter or application to the State "single point of contact" at the same time that it is submitted to BJS. The letter or application submitted to BJS must indicate that this has been done. The State must complete its review within 60 days. The review period will begin on the date that the letter or application is officially received by BJS. If BJS does not receive comments from the State's "single point of contact" by the end of the review period, this will be interpreted as a "no comment" response.
If the State has not established a "single point of contact," or if it has not selected the BJS statistics development or criminal history improvement programs in its review process, this must be stated in the letter or application.