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U.S. Department of Justice 

Office on Violence Against Women (OVW) 

OVW Fiscal Year 2013 

Grants to Encourage Arrest Policies 

and Enforcement of Protection 

Orders Program 

Eligibility 

Applicants are limited to States; units of local government; Indian Tribal governments; and 

 State, local, Tribal, and Territorial courts. 

(See “Eligibility,” page 7)

Deadlines 

Application: All applications are due by 11:59 p.m. Eastern Time (E.T.) on March 25, 2013. 

(See “Deadlines: Application,” page 5) 

Registration: To ensure all applicants have ample time to obtain a Data Universal Number 

System (DUNS) Number and complete the registration processes, applicants should register 

online with the System for Award Management (SAM) and with Grants.gov well in advance of 

the application deadline. 

(See “Deadlines: Registration,” page 6) 

Pre-Application Conference Calls: OVW will conduct Pre-Application Conference Calls for 

anyone interested in submitting an application for the Grants to Encourage Arrest Policies and 

Enforcement of Protection Orders Program. Participation in these calls is optional. Interested 

applicants who do not participate are still eligible to apply. 

(See “Pre-Application Conference Calls” page 6) 

Contact Information 

For assistance with the requirements of this solicitation, contact OVW at (202) 307-6026. 

In Fiscal Year 2013, OVW applications will be submitted through Grants.gov. For 

technical assistance with Grants.gov contact the Grants.gov Customer Support Hotline 

at 1-800-518-4726.
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Grants.gov Number assigned to announcement OVW-2013-3397

It is anticipated that all applicants will be notified of the outcome of their applications by 

September 30, 2013. 
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CONTENTS

Overview p. 5

About the OVW Grants to Encourage Arrest Policies and Enforcement of Protection 

Orders Program p. 5 

 

Deadlines p. 5 

 Application p. 5 

 Registration p. 6 

Pre-Application Conference Calls p. 6 

Eligibility p. 7 

 Eligible Entities p. 7 

 Program Eligibility Requirements p. 8 

 Types of Applicants p. 9 

o New p. 9 

o Continuation p. 9 

Award Information p. 9 

 Availability of Funds p. 9 

 Award Period p. 9 

 Award Amounts p. 9 

Program Scope p. 10

 

 Purpose Areas p. 10

 Mandatory Program Requirements p. 11

 Statutory Priority p. 13 

 OVW Priority Areas p. 13

 Activities that Compromise Victim Safety and Recovery p. 14

 Out-of-Scope Activities p. 15 

 Unallowable Activities p. 15

How to Apply p. 16 

 Application Registration Requirements p. 16

 Applicants without Internet Access p. 17

 OVW Policy on Late Submission p. 17

 Experiencing Unforeseen Technical Issues p. 17

 Extraordinary Natural or Manmade Disasters p. 18
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Application Contents p. 18

 Formatting and Technical Requirements p. 18

 Application Requirements p. 18

 Summary Data Sheet p. 19

 Project Narrative p. 20

 Proposal Abstract p. 21 

 Budget Detail Worksheet and Narrative p. 21

 Memorandum of Understanding (MOU) p. 25

Additional Required Information p. 25

 Application for Federal Assistance (SF-424) p. 25

 Standard Assurances and Certifications p. 26

 Letter of Non-supplanting p. 26

 Financial Accounting Practices p. 26

 Financial Capability Questionnaire (if applicable) p. 26

 Indirect Cost Rate Agreement (if applicable) p. 27 

 Single Point of Contact Review p. 27

Selection Criteria p. 27

 Review Process p. 28 

 Past Performance Review p. 28 

 Compliance with OVW Financial Requirements p. 28

 High Risk Grantees p. 28

Post Award Information Requirements p. 29 

 Reporting Requirements p. 29 

 Information for all Federal Grantees p. 29 

Public Reporting Burden p. 30

 

Application Checklist p. 31 

Appendix A p. 32 

 Budget Guidance p. 33 

 Sample Budget Detail Worksheet p. 35 

Appendix B p. 42 

 

 Quick Tips to Certification of Eligibility Letter p. 43 

 Sample of Certification Letter p. 44 

 

 
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OVW Grants to Encourage Arrest Policies and 

Enforcement of Protection Orders Program 

(CFDA 16.590) 

Overview 

The Office on Violence Against Women (OVW) is a component of the United States Department 

of Justice (DOJ). Created in 1995, OVW implements the Violence Against Women Act (VAWA) 

and subsequent legislation and provides national leadership on issues of sexual assault, 

domestic violence, dating violence, and stalking. Since its inception, OVW has supported a 

multifaceted approach to responding to these crimes through implementation of grant programs 

authorized by VAWA. By forging state, local and tribal partnerships among police, prosecutors, 

judges, victim advocates, health care providers, faith leaders, and others, OVW grants help 

provide victims with the protection and services they need to pursue safe and healthy lives, while 

improving communities’ capacity to hold offenders accountable for their crimes. 

About the OVW Grants to Encourage Arrest Policies and 

Enforcement of Protection Orders Program 

The Grants to Encourage Arrest Policies and Enforcement of Protection Orders Program (Arrest 

Program) recognizes that sexual assault, domestic violence, dating violence, and stalking are 

crimes that require the criminal justice system to hold offenders accountable for their actions 

through investigation, arrest, and prosecution of violent offenders, and through close judicial 

scrutiny and management of offender behavior. 

 

This discretionary grant program is designed to encourage State, local, and Tribal governments 

and State, local, and Tribal courts to treat sexual assault, domestic violence, dating violence, 

and stalking as serious violations of criminal law requiring the coordinated involvement of the 

entire criminal justice system. The Arrest Program challenges the community to listen, 

communicate, identify problems, and share ideas that will result in new responses to ensure 

victim safety and offender accountability. 

For additional information on the Arrest Program, including what past Arrest Program grantees 

have accomplished with their grant funds and to view the Arrest Program performance 

measures, see http://muskie.usm.maine.edu/vawamei/cdsarrestmain.htm. 

Deadlines 

Application 

All applications will be submitted electronically. The deadline for submitting applications in 

response to this grant announcement is 11:59 p.m. E.T. on March 25, 2013. Applications 

submitted after 11:59 p.m. E.T. on March 25, 2013 will not be considered for funding. 
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Applicants experiencing difficulties submitting an application should refer to the Experiencing 

Unforeseen Technical Issues section on page 17 of this solicitation. 

Failure to begin the registration or application submission process in sufficient time is 

not a suitable reason for a late application submission. It is important that applicants do 

not wait until the day of the application deadline to submit applications. To ensure a 

successful application submission, OVW strongly encourages applicants to submit their 

applications at least a minimum 6 hours before the deadline. 

Note: For applicants without Internet access, who cannot submit an application 

electronically, please contact the OVW main line at (202) 307-6026 and ask to speak 

with a member of the Arrest unit, no later than March 11, 2013 to request permission to 

submit an application by alternative means. 

Registration

Applicants for Federal grants and cooperative agreements are required to have a Data 

Universal Number System (DUNS) Number to submit an application. A DUNS Number is a 

unique nine-character identification number provided by the commercial company Dun & 

Bradstreet (D&B). Once you have completed the D&B registration, your DUNS Number should 

be available the next business day. 

A new Fiscal Year (FY) 2013 requirement for registering with Grants.gov is that your 

organization must register with the System for Award Management (SAM). Please note that 

applicants formerly used the Central Contractor Registration (CCR) database for this purpose. 

SAM is a government-wide registry for vendors doing business with the federal government 

which requires annual renewal. The SAM centralizes information about grant recipients and also 

provides a central location for grant recipients to change organizational information. Grants.gov 

uses SAM to establish roles and IDs for electronic grant applicants. 

Applicants must be registered and current with the SAM registration and with Grants.gov prior to 

submitting an application. Applicants should begin the process immediately to meet the 

Grants.gov registration deadline, especially if this is the first time using these systems. It is 

strongly recommended that applicants register by March 7, 2013 in order to ensure that the 

registration process is completed and any difficulties are resolved well in advance of the 

application deadline. For more information on the process of registering with SAM and 

Grants.gov, please see the How To Apply section on page 16. 

Pre-Application Conference Calls 

OVW will conduct a total of two Pre-Application Conference Calls. During these calls, OVW staff 

will review the Arrest Program grant requirements, review the solicitation, and allow for a brief 

question and answer session. Participation in these calls is optional. 

The conference calls are all scheduled for: 

 February 26, 2013; 1-3 p.m. E.T.

 February 27, 2013; 1-3 p.m. E.T.
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Anyone who is interested in submitting an application for the Arrest Program may register to 

participate in the calls. The total number of participants for each call is limited to 75 individuals. 

To register, please e-mail or call Thelma Bailey at OVW.Arrest@usdoj.gov or at (202) 353-4273. 

Your registration must be received at least two hours prior to the start of the call. Please write 

“Registration for the Arrest Program Pre-Application Call” in the subject line if you choose to 

email. 

Eligibility 

It is very important that you review this information carefully. Applications that are submitted by 

ineligible entities or that do not meet all program eligibility requirements will not be considered 

for funding. 

Eligible Entities 

Eligible entities for this program are: 

• States; 

• Units of local government; 

• Indian Tribal governments; and 

• State, local, Tribal, and Territorial courts (including juvenile courts). 

States 

For the purpose of this program, a State is any State of the United States, the District of 

Columbia, the Commonwealth of Puerto Rico, the Virgin Islands, American Samoa, Guam and 

the Northern Mariana Islands. 

Unit of Local Government 

For the purpose of this program, a unit of local government is any city, county, township, town, 

borough, parish, village, or other general-purpose political subdivision of a State; any law 

enforcement district or judicial enforcement district that is established under applicable State law 

and has the authority to, in a manner independent of other State entities, establish a budget and 

impose taxes; an Indian tribe that performs law enforcement functions as determined by the 

Secretary of Interior; or, for the purpose of assistance eligibility, any agency of the District of 

Columbia government or the United States Government performing law enforcement functions 

in and for the District of Columbia, or any Trust Territory of the United States. 

Non-eligible entities generally include, but are not limited to: 

 

• Police departments; 

• Pre-trial service agencies; 

• District or city attorneys’ offices; 

• Sheriffs’ departments;

• Probation and parole departments;

• Shelters;

• Nonprofit, nongovernmental victim service agencies including faith-based or community 

 organizations; and 

• Universities.

 
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The above non-eligible entities are typically not units of local government for the purposes of 

this grant program unless they meet the definition of “unit of local government” set forth in 42

U.S.C. § 3791. Applications from typically “non-eligible” entities that want to assert “unit of local 

government” status under 42 U.S.C. § 3791 must include in their application proof of such 

status. If these agencies or organizations do not meet the definition of “unit of local 

government” they are not eligible to apply directly for funding, but may assume 

responsibility for the development and implementation of the project. They must apply 

through a State; a State, local, Territorial or Tribal court; an Indian Tribal government; or 

a unit of local government.

Indian Tribal Government 

For the purpose of this program, Indian Tribal government is defined as a Tribe, band, pueblo, 

nation, or other organized group or community of Indians, including any Alaska Native Village or 

regional or village corporation (as defined in, or established pursuant to, the Alaska Native 

Claims Settlement Act (43 U.S.C. 1601 et seq.)), that is recognized as eligible for the special 

programs and services provided by the United States to Indian because of their status as 

Indians. 

Program Eligibility Requirements 

In addition to meeting the eligible entity requirements outlined above, applications for the Arrest

Program must also meet the requirement(s) below. All certification and other eligibility related 

documents must be current and developed in accordance with the FY 2013 application. 

Certification of Eligibility 

According to 42 U.S.C. § 3796hh(c), to be eligible to receive funding through this program, 

applicants must: 

 

(1) certify that their laws or official policies– 

(A) encourage or mandate arrests of domestic violence offenders based on 

probable cause that an offense has been committed; and 

(B) encourage or mandate arrest of domestic violence offenders who violate the 

terms of a valid and outstanding protection order; 

(2) demonstrate that their laws, policies, or practices and their training programs 

 discourage dual arrests of offender and victim; 

(3) certify that their laws, policies, or practices prohibit issuance of mutual restraining 

orders of protection except in cases where both spouses file a claim and the court 

makes detailed findings of fact indicating that both spouses acted primarily as 

aggressors and that neither spouse acted primarily in self-defense; and 

(4) certify that their laws, policies, and practices do not require, in connection with the 

prosecution of any misdemeanor or felony domestic violence offense, or in connection 

with the filing, issuance, registration, or service of a protection order, or a petition for a 

protection order, to protect a victim of sexual assault, domestic violence, or stalking, that 

the victim bear the costs associated with the filing of criminal charges against the 

offender, or the costs associated with the filing, issuance, registration, or service of a 

warrant, protection order, petition for a protection order, or witness subpoena, whether 

issued inside or outside the State, Tribal or local jurisdiction; and 

(5) certify that their laws, policies, or practices ensure that— 

(A) no law enforcement officer, prosecuting officer or other government official 

shall ask or require an adult, youth, or child victim of a sex offense as defined 
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under Federal, Tribal, State, Territorial, or local law to submit to a polygraph 

examination or other truth telling device as a condition for proceeding with the 

investigation of such an offense; and

(B) the refusal of a victim to submit to an examination described in subparagraph 

(A) shall not prevent the investigation of the offense. 

By statute, 42 U.S.C. § 3796hh-1(a)(1), all applications must include a certification by the chief 

executive officer of the State, Indian Tribal government or local government entity that 

conditions listed above are met or will be met by the period ending on the date on which the 

next session of the State or Indian tribal legislature ends. 

Applicants that have OVW Arrest Program grants at the time of application but do not 

meet all eligibility requirements at the time of application will not be considered for 

additional funding. 

 

Submission of State, Tribal, Territorial and/or local statutes, laws and policies in lieu of a 

letter with proper certifications signed by the chief executive officer will not satisfy these 

statutory requirements. Applicants may not be contacted by OVW to correct certification 

letters. 

Types of Applicants 

In FY 2013, OVW will accept applications for the Arrest Program from the following: 

New: applicants who have never received funding under the Arrest Program. 

Continuation: applicants who received funding under the Arrest Program. Continuation funding 

is not guaranteed. 

Grant recipients who received new or continuation funding for 24 months in FY 2012 are NOT 

eligible to apply. 

Award Information

Applicants that receive an award are bound by the provisions of this solicitation, the OVW 

Financial Grants Management Guide, and any updates to the Guide, and any conditions of the 

recipients’ award.

Availability of Funds 

All awards are subject to the availability of appropriated funds and any modifications or 

additional requirements that may be imposed by law. There is no guarantee that funds will be 

available in the future. Therefore, OVW encourages applicants to develop a plan to sustain 

project activities if Federal funding through the Arrest Program were no longer available. 

Award Period 

The grant award period is 36 months. Budgets must reflect 36 months of project activity, and the 

total “estimated funding” (block 15) on the SF-424 must reflect 36 months.
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Award Amounts 

Applicants should carefully consider the resources needed to successfully implement the 

proposed project and present a realistic budget that accurately reflects project costs. 

OVW has the discretion to award grants for greater or lesser amounts than requested and to 

negotiate the scope of work and budget with applicants prior to award of a grant. 

Awards under the Arrest Program for FY 2013 are as follows: 

 Service Area Population Budget Cap 

Up to 500,000 $300,000 

500,001 to 900,000 $650,000 

Over 900,000 $900,000 

 

Program Scope 

Activities supported by the Arrest Program are determined by statute, Federal Regulations, and 

OVW policies. If an applicant receives an award, the funded project is bound by the provisions 

of this solicitation, the OVW Financial Grant Management Guide, and the conditions of the 

recipient’s award. 

Purpose Areas 

In FY 2013, funds under the Arrest Program may be used for the following purposes: 

 Implement pro-arrest programs and policies in police departments, including policies for 

protection order violations; 

 Develop policies, educational programs, protection order registries, and training in police 

departments to improve tracking of cases involving sexual assault, domestic violence, 

dating violence, and stalking. Policies, educational programs, protection order registries, 

and training described in this purpose area shall incorporate confidentiality, and privacy 

protections for victims of sexual assault, domestic violence, dating violence, and 

stalking; 

 Centralize and coordinate police enforcement, prosecution, or judicial responsibility for 

sexual assault, domestic violence, dating violence, and stalking cases in teams or units 

of police officers, prosecutors, parole and probation officers, or judges; 

 Coordinate computer tracking systems to ensure communication between police, 

prosecutors, parole and probation officers, and both criminal and family courts; 

 Strengthen legal advocacy service programs for victims of sexual assault, domestic 

violence, dating violence, and stalking, including strengthening assistance to such 

victims in immigration matters; 

 Educate judges in criminal and civil courts (including juvenile courts) about sexual 

assault, domestic violence, dating violence, and stalking and improve judicial handling 

of such cases; 
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 Provide technical assistance and computer and other equipment to police departments, 

prosecutors, courts, and Tribal jurisdictions to facilitate the widespread enforcement of 

protection orders, including interstate enforcement, enforcement between States and 

Tribal jurisdictions, and enforcement between Tribal jurisdictions; 

 Develop or strengthen policies and training for police, prosecutors, and the judiciary in 

recognizing, investigating, and prosecuting instances of sexual assault and domestic 

violence against older individuals4 and individuals with disabilities; 

 Develop State, Tribal, Territorial, or local policies, procedures, and protocols for 

preventing dual arrests and prosecutions in cases of sexual assault, domestic violence, 

dating violence, and stalking, and develop effective methods for identifying the pattern 

and history of abuse that indicates which party is the actual perpetrator of abuse; 

 Plan, develop and establish comprehensive victim service and support centers, such as 

family justice centers, designed to bring together victim advocates from non-profit, 

nongovernmental victim services organizations, law enforcement officers, prosecutors, 

probation officers, governmental victim assistants, forensic medical professionals, civil 

legal attorneys, chaplains, legal advocates, representatives from community-based 

organizations and other relevant public or private agencies or organizations into one 

centralized location, in order to improve safety, access to services, and confidentiality 

for victims and families; 

 

 Develop and implement policies and training for police, prosecutors, probation, and 

parole officers, and the judiciary in recognizing, investigating, and prosecuting instances 

of sexual assault, with an emphasis on recognizing the threat to the community for 

repeat crime perpetration by such individuals; 

 Develop, enhance and maintain protection order registries; and 

 Develop human immunodeficiency virus (HIV) testing programs for sexual assault 

perpetrators and notification and counseling protocols. 

Mandatory Program Requirements 

An applicant who fails to include these requirements in its application, and is chosen for funding, 

will be required to incorporate all of these activities into their project. 

HIV Certification 

In addition to the certifications listed above, under 42 U.S.C. § 3796hh(d), all States and units of 

local government that receive Arrest Program funding shall not be entitled to 5 percent of their 

total Arrest Program grant unless the State or unit of local government: 

 

(1) certifies that it has a law or regulation that requires: 

 (A) The State or unit of local government at the request of a victim to administer 

to a defendant, against whom an information or indictment is presented for a 

crime in which by force or threat of force the perpetrator compels the victim to 

engage in sexual activity, testing for the immunodeficiency virus (HIV) not later 

than 48 hours after the date on which the information or indictment is presented; 
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 (B) as soon as practicable notification to the victim, or parent and guardian of the 

victim, and defendant of the testing results; and 

 (C) follow-up tests for HIV as may be medically appropriate, and that as soon as 

practicable after each such test the results be made available in accordance with 

subparagraph (B); or 

(2) gives the Attorney General assurances that its laws and regulations will be in 

compliance with requirements of paragraph (1) by the period ending on the date 

on which the next session of the State legislature ends. 

A Special Condition will be added to all awards to States and units of local governments that are 

funded in Fiscal Year 2013 to ensure compliance with the HIV testing certification listed above. 

It is not necessary to submit the HIV Certification Letter at this time. Those applicants selected 

for awards will be required to submit an acceptable HIV Certification letter along with the 

jurisdictional and/or State statute for review at a later date. The special condition will prohibit the 

drawdown of 5 percent of their Arrest Program grant until an acceptable HIV Certification Letter 

and statute has been reviewed and approved by the OVW Attorney. 

Submission of A Certification of Eligibility Letter will not place an awardee in compliance 

with the HIV Special Condition. 

Partnerships 

All applicants are required to enter into a formal collaboration with one or more nonprofit, 

nongovernmental organizations serving victims of sexual assault, domestic violence, dating 

violence, and/or stalking (victim service organizations). This may include faith-based or 

community organizations. Nonprofit, nongovernmental sexual assault, domestic violence, dating 

violence, or stalking victim service organizations must be involved in the development and 

implementation of the project. 

Victim service organizations should meet all of the following criteria: 

 Provide services to victims of sexual assault, domestic violence, dating violence, or 

stalking as one of their primary purposes and have a demonstrated history of effective 

work in this field; 

 Address a demonstrated need in their communities by providing services that promote 

the dignity and self-sufficiency of victims, improve their access to resources, and create 

options for victims seeking safety from perpetrator violence; and 

 Do not engage in or promote activities that compromise victim safety. 

In developing an application for the Arrest Program, applicants are encouraged to consider 

some important distinctions among the following: 

 Victim assistants who work for government agencies (e.g., the police department or the 

district or city attorney’s office);

 Victim advocates who represent nonprofit, nongovernmental sexual assault, domestic 

violence, dating violence, or stalking programs (e.g., shelters, rape crisis centers, 

advocacy groups or coalitions); and 

 Legal representatives (e.g., students from law school clinics, paralegals, attorneys 

working for legal service agencies or independent attorneys). 
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There is an important role for all victim advocates to play in the creation of a coordinated 

community response. However, nonprofit, nongovernmental sexual assault, domestic violence, 

dating violence, or stalking victim service organizations must be involved in the development 

and implementation of the project. This does not preclude applicants from requesting support 

from government agency victim services and, in limited circumstances, legal representatives, 

but the budget and budget narrative must distinguish between these roles and should include 

compensation for the contributions of nonprofit, nongovernmental victim service agencies. 

 

Planning Phase 

For those applicants seeking to develop first-time co-located services and/or family justice 

centers, a six month planning phase (with delivery of a plan prior to implementation) is required. 

A budget and timeline for this planning phase must be included in the application. Although 

funds may be used to support co-location of project partners under this purpose area, funds 

may not support construction or major renovation expenses or activities that fall outside of the 

scope of the other statutory purpose areas. 

Statutory Priority 

By statute, 42 U.S.C. §3796hh-1(b), when making Arrest awards priority should be given to 

applicants that: 

 Do not currently provide for centralized handling of cases involving sexual assault, 

domestic violence, dating violence, and stalking by police, prosecutors, and courts; 

 Demonstrate a commitment to strong enforcement of laws, and prosecution of cases, 

involving sexual assault, domestic violence, dating violence, or stalking including the 

enforcement of protection orders from other States and jurisdictions (including Tribal 

jurisdictions); 

 Have established cooperative agreements or can demonstrate effective ongoing 

collaborative arrangements with neighboring jurisdictions to facilitate the enforcement of 

protection orders from other States and jurisdictions, including Tribal jurisdictions; and 

 Intend to utilize grant funds to develop and install data collection and communication 

systems, including computerized systems, and training on how to use these systems 

effectively to link police, prosecutors, courts and Tribal jurisdictions for the purpose of 

identifying and tracking protection orders and violations of protection orders, in those 

jurisdictions where such systems do not exist or are not fully effective. 

Although these statutory priorities are not required, applicants may receive additional points (up 

to 10) for credibly addressing these priorities and should explain in their narrative how they plan 

to address them. 

OVW Priority Areas 

In addition to the statutory priorities listed above, OVW encourages applications that propose 

the following activities: 

 Developing Sexual Assault Response Teams (SART) and supporting Sexual Assault 

Nurse Examiners/Sexual Assault Forensic Examiners (SANE/SAFE) in coordination with 

sexual assault victim advocates. 
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 Improving the response to an underserved population1. If responding to this priority 

area, applicants must identify the population, the specific need or gap to be addressed, 

the project partners integral to addressing the gap, and what specific activities will be 

implemented to bridge the gap. 

 Enhance collaboration between civilian and military agencies as part of an improved 

coordinated community response to domestic violence cases involving military 

personnel. 

Although these OWV priorities are not required, applicants will receive additional points (up to 

10) during the programmatic review depending on the complexity of activities. 

Activities that Compromise Victim Safety and Recovery 

The following activities have been found to jeopardize victim safety, deter or prevent physical or 

emotional healing for victims, or allow offenders to escape responsibility for their actions: 

 Procedures or policies that exclude victims from receiving safe shelter, advocacy 

services, counseling, and other assistance based on their actual or perceived age, 

immigration status, race, religion, sexual orientation, gender identity, mental health 

condition, physical health condition, criminal record, work in the sex industry, or the age 

and/or gender of their children; 

 Procedures or policies that compromise the confidentiality of information and privacy of 

persons receiving OVW-funded services; 

 Automatic pre-trial diversion programs; 

 Mediation or counseling for couples as a systemic response to domestic violence; 

 Operating domestic violence batterer intervention programs that are not court-ordered or 

court-monitored; 

 Utilizing anger management classes instead of court-ordered batterer intervention 

programs; 

 Requiring victims of sexual assault, domestic violence, dating violence, or stalking to file 

for a protection order or file criminal charges against their abusers as a condition of 

receiving services; 

 Referring victims to Child Protection Services solely for failure to protect their minor child 

from witnessing domestic violence; and 

 Procedures that would penalize victims of violence for failing to testify against their 

abusers or impose other sanctions on victims. Rather, procedures that provide victims 

with the opportunity to make an informed choice about whether to testify are 

encouraged. 

 

1

To date, OVW has declined to issue a definitive list of “underserved populations,” because we believe that these populations vary 

by State and community. In implementing the Culturally and Linguistically Specific Services Program, a discretionary OVW grant 

program that funds culturally specific services for underserved communities, OVW has funded organizations serving, among others, 

the African American, Latino/Hispanic, Native American/Alaska Native, Asian/Pacific Islander, African immigrant, Arab, Deaf and 

Hard of Hearing, Lesbian Gay Bisexual and Transgender (LGBT), Orthodox Jewish, and Portuguese-speaking communities. 
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Applications that propose activities that compromise victim safety and recovery may receive a 

deduction in points during the review process or may be eliminated from further consideration 

entirely.

Out-of-Scope Activities 

OVW has determined the activities listed below to be out of the program scope. Applications 

that propose out-of-scope activities may receive a point deduction during the review process. 

Applications that are determined to be substantially outside the scope of the Arrest Program will 

not be considered for funding. The following activities are out of scope and will not be supported 

by Arrest Program grant funding: 

 Research projects (This does not include program assessments conducted only for 

internal improvement purposes). See section on Research and Protection of Human 

Subjects in the FY 2013 Solicitation Companion Guide at 

http://www.ovw.usdoj.gov/docs/companion-guide-10-16-12.pdf; 

 Direct legal representation. Grant funds may not be used to provide legal representation 

in civil and criminal matters, such as family law cases, divorce, custody, visitation and 

child support, housing cases, consumer law cases, etc. However, grant funds may be 

used to provide legal representation to victims of sexual assault, domestic violence, 

dating violence, and stalking only in the limited context of protection order proceedings; 

 Prevention activities. Grant funds may not be used for prevention activities, e.g., 

outreach to elementary and secondary schools, implementation of educational programs 

regarding domestic and dating violence intervention, and public/community awareness 

campaigns. Grantees are only permitted to engage in outreach activities to inform 

potential victims about the availability of services; 

 Family violence services. Grant funds may not be used to address child abuse, other 

family violence issues such as violence perpetrated by a child against a parent, or 

violence perpetrated by a sibling against another sibling; 

 Services for children. Grant funds may not be used to provide direct services to children, 

including children who are witnesses or victims of violence, except where such services 

are an ancillary part of providing services to the child’s parent who is a victim of sexual 

assault, domestic violence, dating violence, or stalking (such as providing child care 

services while the victim receives services). In addition, funds may not be used to 

investigate or prosecute child abuse or child sexual abuse cases; and 

 Sex offender registry. Grant funds may not be used to create sex offender registries. 

Unallowable Activities 

The following is a list of activities that are unallowable and cannot be supported by Arrest 

Program grant funding. Applications that propose unallowable activities may receive a point 

deduction during the review process. Applications that include substantial unallowable activities 

will not be considered for funding.

 Lobbying 

 Fundraising 

 Purchase of real property 

 Construction 

 Physical modifications to buildings, including minor renovations (such as painting or 

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How To Apply

This section describes how an application should be submitted. Applicants should anticipate 

that failure to meet all registration and submission deadlines will result in their application being 

removed from consideration. It is the responsibility of the applicant to ensure that the application 

is submitted by the deadline. 

 

Application Registration Requirements 

It is very important that all applicants read this section carefully. Applicants that do not complete 

all the steps in registering and submitting their application by the due date will not be considered 

for funding. Applicants are responsible for ensuring their applications are complete at the time of 

submission. OVW will not contact applicants for missing items. 

Each applicant must obtain a Data Universal Numbering System (DUNS) number, be registered 

in the System for Award Management (SAM) and submit their application online via either 

Grants.gov or the Grants Management System (GMS) according to the instructions. Applicants 

are encouraged to submit their applications well in advance (a minimum of 6 hours) of the 

deadline to allow sufficient time to address technical problems. Applicants should ensure DUNS 

number for the application is for an organization that is eligible to apply for the grant program. 

Also, only the organization that is registered in SAM may use that DUNS number and 

Grants.gov registration to submit an application. 

 

System for Award Management (SAM) 

Applicants for all federal grants are required to register with the System for Award Management 

(SAM). If your organization already has an Employer Identification Number (EIN), your SAM

registration will take up to two weeks to process. If your organization does not have an EIN, 

then you should allow two to five weeks for obtaining the information from IRS when requesting 

the EIN via phone, fax, mail or Internet. Follow the steps listed below to register in the SAM: 

Step 1: Obtain a DUNS number at the following website http://www.dnb.com/us/ or call (866) 

705-5711. 

Step 2: Access the SAM online registration through the SAM home page at 

https://www.sam.gov/ and follow the online instructions for new SAM users. 

Step 3: Complete and submit the online registration. If you already have the necessary 

information on hand, the online registration takes approximately 30 minutes to complete, 

depending upon the size and complexity of your business or organization. Once your SAM 

registration becomes active, you will be able to return to Grants.gov and complete the 

registration. Please note that organizations must update or renew their SAM registration at 

least once a year to maintain an active status. (Applicants formerly used the Central 

Contractor Registration (CCR) database).

Grants.Gov After you obtain your DUNS number and register with SAM, you can begin the 

Grants.Gov registration process. In order to apply for a grant your organization must complete 

the Grants.gov registration process prior to beginning an application for a federal grant. 

Complete instructions can be found at Grants.gov. The registration process can take 

between three and five business days or as long as four weeks if all steps are not 
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completed in a timely manner. Please note that Grants.gov is not the Office of Justice 

Programs’ (OJP) Grants Management System (GMS) through which OVW discretionary 

program applicants have submitted applications in previous years. If applicants experience 

difficulties at any point during this process, they may call the Grants.gov Customer Support 

Hotline at 1-800-518-4726. 

Note: Grants.gov will forward the application to OJP’s Grants Management System 

(GMS). GMS does not accept executable file types as application attachments. These 

disallowed file types include, but are not limited to, the following extensions: “.com,” “.bat,” 

“.exe,” “.vbs,” “.cfg,” “.dat,” “.db,” “.dbf,” “.dll,” “.ini,” “.log,” “.ora,” “.sys,” and “.zip.”

For guidance on using the Grants.gov system, please go to the following page 

http://www.grants.gov/applicants/app_help_reso.jsp which includes Frequently Asked Questions 

and User Guides that will help you with using Grants.gov. We strongly recommend reviewing 

the Grants.gov guidance since that will be the most up-to-date guidance related to Grants.gov. 

Applicants without Internet Access 

For applicants without Internet access, who cannot submit an application electronically, please 

contact the OVW mainline at (202) 307-6026 and request to speak with a member from the 

Arrest unit, no later than March 11, 2013 to request permission to submit an application by 

alternative means.

OVW Policy on Late Submissions 

OVW offers several options for applicants to provide advance notice to OVW if receipt of their 

application will be delayed due to a temporary lack of Internet access, other technical difficulties, 

or geographic isolation. If applicants do not provide advance notice to OVW about an issue that 

may cause a delay in the submission of the application, then the application will not be 

considered for funding. If applicants follow the steps outlined below, late submission may be 

considered. Extension of deadlines is not guaranteed. 

Experiencing Unforeseen Technical Issues 

Applicants are advised to attempt to submit the application well in advance of the 11:59 p.m. 

E.T. deadline. If you experience technical difficulties at any point during the application process, 

please contact the Grants.gov Customer Support Hotline at 1-800-518-4726, or

support@grants.gov, 24 hours a day, 7 days a week, except closed for federal holidays. 

If you experience unforeseen technical issues that prevent you from submitting your application 

by the deadline, you must take the following actions: 

 contact the Arrest Program at the OVW mainline at (202) 307-6026 and request to speak 

with a member from the Arrest unit, or at OVW.Arrest@usdoj.gov prior to the application 

deadline stating that you are experiencing unforeseen technical issues; and 

 contact the technical support number above prior to deadline. 

Within 24 hours after the deadline you must again contact the Arrest Program at the OVW

mainline at (202) 307- 6026 and request to speak with a member from the Arrest unit, or

OVW.Arrest@usdoj.gov to request approval to submit your application. At that time, you will be 

required to email the complete grant application, your DUNS number, and provide a Grants.gov 

Help Desk tracking number(s). After OVW reviews all of the information submitted and verifies 
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your technical issues with the Helpdesk, OVW will contact you to either approve or deny your 

request to submit a late application. If the technical issues you reported cannot be verified, your 

application will be rejected as untimely. 

To ensure a fair competition for limited discretionary funds, the following conditions are not valid 

reasons to permit late submissions: (1) failure to begin the registration process in sufficient time; 

(2) failure to register or update information on the SAM website; (3) failure to follow GMS or 

Grants.gov instructions as posted on its website; and (4) failure to follow all of the instructions in 

the OVW solicitation. 

Extraordinary Natural or Manmade Disasters 

In cases of extraordinary natural or manmade disasters, such as extreme weather emergencies 

or terrorist acts, applicants may request to submit applications up to seven calendar days late, 

by sending an e-mail to the contact listed in the solicitation. The message should specify the 

nature of the disaster and how it affected the applicant’s ability to submit an application on time. 

Application Contents 

This section describes what is included in a complete application package. Applicants should 

anticipate that failure to submit an application that contains all of the specified elements will 

negatively affect the review of the application and may result in the application not being 

considered for funding; should a decision be made to make an award, it may result in the 

inclusion of special conditions that preclude access to or use of award funds pending 

satisfaction of the conditions. It is the responsibility of the applicant to ensure that a complete 

application is submitted by the deadline. 

Formatting and Technical Requirements 

Applications must follow the requirements below. Points may be deducted for applications that 

do not adhere to the following requirements: 

 Double spaced (Project Abstract, Summary Data Sheet and charts may be single space) 

 81⁄2 x 11 inch paper 

 One-inch margins 

 Type no smaller than 12 point, Times New Roman font 

 Page numbers 

 No more than 20 pages for the Project Narrative 

 Word processing documents must be in the following formats: Microsoft Word (.doc), 

PDF files (.pdf), or Text Documents (.txt). 

 Headings and sub-headings that correspond to the sections identified in the Application 

Contents section of this solicitation. 

Application Requirements 

Applications must include the following required documents and demonstrate that the program 

eligibility requirements have been met. Applications that do not address any of the following 

components will be considered substantially incomplete and will not be considered for funding:

1. Project Narrative 
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2. Budget Detail Worksheet and Narrative 

3. Memorandum of Understanding (MOU) 

4. Certification of Eligibility 

In addition to the application being scored on the documents 1, 2 and 3 listed above, the 

Summary Data Sheet will also be scored. 

Summary Data Sheet (2 Points) 

The Summary Data Sheet should be one to four pages in length and may be single or double 

spaced. The Summary Data Sheet does not count toward the 20 page limit for the Project 

Narrative. Please provide the following information: 

 Name, title, address, phone number, and e-mail address for the authorized 

representative (see Application for Federal Assistance page 26 for the definition of the 

authorized representative). 

 Name, title, address, phone number, and e-mail address for the grant point-of-contact. 

 Statement as to whether the agency applying has expended $500,000 in Federal funds 

in the past fiscal year of the applicant. Please specify the end date of the applicant’s 

fiscal year.

 A list of other Federal grant programs from what the applicant organization currently 

receives funding or for which it has applied in Federal Fiscal Year 2013 to do similar 

work. 

 The agency and type of agency (i.e., unit of local government, State, Territorial or Tribal 

government, State, Tribal, Territorial or local court) applying for funding. 

 The nonprofit, non-governmental victim services program collaborating on this project. 

 Whether this project is a local, Tribal, multi-jurisdiction (involving 10 or more counties), 

statewide, regional (multiple states), Tribal consortium, or court project. 

 The regional area(s) (city, town, Tribal area, county, parish) where this project will be 

implemented. 

 The start and end date of the applicant’s next State or tribal legislative session. 

 The Arrest Program Statutory Purpose Area(s) the applicant will address. Applicants 

must address at least one Statutory Purpose Area. 

 The Statutory Priority and/or OVW Priority Area(s) the applicant will address. Applicants 

are not required to address either priority area. 

 The percentage of grant activities, should the application be funded, that will address 

each of the following issues: 

o Sexual assault; 

o Domestic violence; 

o Dating/teen dating violence; and/or 

o Stalking. 

 Summary of Current and Recent OVW Projects (if applicable) 

o If the applicant has a current grant award or cooperative agreement under any OVW 

program, or received an award that has been closed within one calendar year, the 

information below must be included. 

 Identify all grants by OVW program, award number, and project period. 

 Specify the total funding amount for each grant (initial and supplemental 

amounts, if applicable). 
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 Specify the total funds remaining in each grant as of the date of application. 

 Provide the total funds remaining in each budget category (Personnel, Fringe, 

Travel, Equipment, Supplies, Construction, Contractual, and Other) for each 

grant. 

 Provide justification for remaining funds. 

 Estimate the amount of grant funds that will be remaining at the end of the 

current project period. 

 List the number and titles of all full-time and/or part-time positions funded by 

the award. 

Successful continuation applicants who are found to have excessive funds at the time of 

application submission without adequate justification will only be recommended for one year of 

funding. 

Project Narrative (60 Points Total) 

The Project Narrative may not exceed 20 pages in length, double-spaced. The Project Narrative 

comprises the following four sections: 

Purpose of Application (10 points) 

This section must include: 

 The service area in which the project will be implemented; 

 The target population of the proposed project; 

 Detailed description of the problem to be addressed; 

 Current services offered in the service area as it relates to the target population; 

 Current gaps and barriers to providing services to the target population; 

 Description of how the proposed project complements the State’s STOP Violence 

Against Women Implementation Plan (this is not required for applications from Tribal 

governments); 

 List of other grant funding opportunities the applicant has applied for and a detailed 

description of how this proposed application will compliment potential funding 

opportunities and not duplicate efforts; 

 The impact of current or prior efforts to prevent and reduce sexual assault, domestic 

violence, dating violence, and/or stalking in the service area; 

 Detailed description of the need or continued need for the project; and 

 A description of the community to be served, including diverse, traditionally underserved 

populations of victims of sexual assault, domestic violence, dating violence, or stalking 

and how the proposed project will address their needs. 

What Will Be Done (40 points) 

This section must include the information below. In doing so, the applicant must provide a clear 

link between the proposed activities and the need identified in the “Purpose of Application” 

section. 

 Describe the goals and objectives of the proposed project; 

 Describe the specific tasks and activities necessary to accomplish the goals and 

objectives; 

 Describe the expected outcomes of the proposed project; 
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 Provide a detailed timeline for the proposed project that demonstrates how the activities 

will be accomplished within the 36 month grant cycle; 

 Describe how funding will address the identified needs in the service area. The applicant 

should detail how additional funding will enhance any existing projects if applicable; 

 List of tangible products (e.g., a video, a brochure, a curriculum) if any, that will be 

created under this project, and a description of how they could be used to assist other 

jurisdictions that wish to implement mandatory or pro-arrest policies to address sexual 

assault, domestic violence, dating violence, or stalking. Product development is not 

required; and 

 Describe how the applicant is currently addressing victim safety and autonomy. The 

applicant should state what enhancements, if any, will be made through the proposed 

project. 

In addition, if applicants are proposing to use any technology (including, but not limited to, 

security systems, GPS, hotlines, and databases) they should explain how they plan to address 

any victim safety concerns that may arise from the use of the technology, such as 

confidentiality, safety planning, and informed consent. 

Who Will Implement the Project (10 points) 

This section must include the information below. In doing so, the applicant must justify who will 

be involved in the project and demonstrate that they have the capacity to address the stated 

need and that they can successfully implement the stated project activities.

 List the organizations and key personnel involved with the proposed project; 

 Provide detailed information about the experience and expertise of the organization and 

key personnel who will be directly involved with the proposed project. Position 

description and resumes should be included with the application; 

 Clearly demonstrate that the partnerships required by the solicitation have been met 

(see Partnership requirement on page 12); 

 The agency(ies) or office(s) responsible for implementing the project; and 

 Describe the roles and responsibilities of each organization and key personnel. 

All applicants are required to enter into a formal collaboration with one or more nonprofit, 

nongovernmental organization serving victims of sexual assault, domestic violence, dating 

violence, and/or stalking (see “victim service organizations” page 12). This may include faithbased or community organizations. Nonprofit, nongovernmental sexual assault, domestic 

violence, dating violence, or stalking victim service organizations must be involved in the 

development and implementation of the project. 

Proposal Abstract 

The Proposal Abstract should provide a short and accurate summary of the proposed project 

including who will be involved with the proposed project, what will be done as primary activities, 

what products will be produced, the service area where the proposed project will take place and 

who will be impacted by the proposed project. Please do not summarize past accomplishments 

in this section. 

Budget Detail Worksheet and Narrative (18 Points) 

All applicants, except for those applying for formula grant programs, are required to submit a 

detailed budget and supporting budget narrative. Budgetary requirements vary slightly among 
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programs, and applicants must read the solicitation closely to determine the requirements of the 

budget and budget narrative for each OVW program. 

Award Period and Amount 

Service Area Population Budget Cap Project Period 

Up to 500,000 $300,000 36 months 

501,000 to 900,000 $650,000 36 months 

Over 900,000 $900,000 36 months 

Budget Requirements 

Applicants must submit reasonable budgets based on the resources needed to implement their 

projects in their specific geographic location. The budget should display a clear link between the 

specific project activities and the proposed budget items. Specifically, the budget should not 

contain any items that are not detailed in the project narrative. The budget narrative must 

support all costs included in the budget and explain how the costs of goods and services are 

determined and how they will fulfill the overall objective of the project. 

Only the STOP Violence Against Women Formula Grant Program requires matching funds. 

However, applicants to other programs are encouraged to maximize the impact of federal 

dollars by contributing to the costs of their projects. Supplemental contributions may be cash, inkind services, or a combination of both. Any non-Federal contributions can be discussed in the 

project narrative or Memorandum of Understanding (if required). Applicants should not include 

supplemental contributions in the budget, budget narrative, or SF-424. 

In some circumstances, the budget and budget narrative will be reviewed separately from the 

proposed project narrative. Therefore, it is very important that the budget narrative be as 

comprehensive as possible and describe in a narrative format each line item requested in the 

budget. 

A Sample Budget Detail Worksheet is available in Appendix A. When preparing the Budget 

Detail Worksheet and Narrative, please use the Sample Budget Detail Worksheet as a guide 

and be sure to include all necessary budget categories as outlined in the Worksheet. The 

budget must adhere to the OVW Financial Grants Management Guide, which can be found at 

http://www.ovw.usdoj.gov/docs/gfmd-financial-grants-management-guide.pdf. 

The budget detail worksheet must:

 Include salary and fringe costs in the “Personnel” category for staff only if they work 

directly for the eligible applicant; otherwise, include salary and fringe benefits in the 

“Consultants/Contracts” category; 

 Appropriately compensate project partners; and 

 Not allocate any funds for uniforms, weapons, automobiles, and security systems. 

Grantees under this Program may not issue a Solicitation/Request for Proposals 

redistributing these funds after receiving an award. 

Federal Financial Guidelines 

Federal grants are governed by the provisions of the OMB circulars applicable to financial 

assistance and the OVW Financial Grants Management Guide, which can be found at 
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http://www.ovw.usdoj.gov/docs/gfmd-financial-grants-management-guide.pdf. The Financial 

Grants Management Guide includes information on allowable costs, methods of payment, audit 

requirements, accounting systems, and financial records. This document outlines the successful 

administration of grant funds. 

Any recipient of an award will be responsible for monitoring sub-grants/contracts under the grant 

in accordance with all applicable statutes, regulations, OMB Circulars and guidelines, and the 

OVW Financial Grants Management Guide. Primary recipients will be responsible for oversight 

of sub-grantee spending and monitoring specific performance measures and outcomes 

attributable to the use of OVW funds. 

Food and Beverage/Costs for Refreshments and Meals 

Generally food and beverage costs are not allowable, and under no circumstances may OVW 

funding be used to supply food and/or beverages during refreshment breaks. OVW may 

approve the use of OVW funds to provide food and/or beverages for a meal at a meeting, 

conference, training, or other event, if one of the following applies: 

 The location of the event is not in close proximity to food establishments. It should be a 

priority to try to secure a location near reasonably priced and accessible commercial 

food establishments. 

 Not serving food will significantly lengthen the day or necessitate extending the meeting 

to achieve meeting outcomes. 

 A special presentation at a conference requires a plenary address where there is no 

other time for food to be obtained. 

 Other extenuating circumstances necessitate the provision of food. 

Justification for an exception listed above must be included in the budget narrative, and funds 

may only be used to purchase food and/or beverages for a meal at a meeting, conference, 

training, or other event if OVW approves the specific expenditures in advance. 

Cooperative agreement recipients must seek approval of these costs through the conference 

approval process. Approval of the budget is not an approval of food and beverage expenditures. 

For cooperative agreement recipients, food and beverage is not allowed until a conference 

request approval form has been submitted and approved by OVW. 

Conference Planning and Expenditure Limitations 

Applicants should be aware of all applicable laws, regulations, policies and guidance (including 

specific cost limits, prior approval and reporting requirements, where applicable) governing the 

use of Federal funds for expenses related to conferences (which is defined to include meetings, 

retreats, seminars, symposiums, training and other similar events), including the provision of 

food and/or beverages at such events, and costs of attendance at such events. Information on 

pertinent laws, regulations, policies and guidance is available at 

http://www.ovw.usdoj.gov/grantees.html. Applicants should also be aware of the following 

specific restrictions on conference planning and expenditure limitations: 

 Cost of Logistical Conference Planning 

 Cost of Programmatic Conference Planning 

 Conference Space and Audio-Visual Equipment and Services 

 Prohibition on Trinkets at Conferences 
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 Entertainment at Conferences 

 Food and Beverages at Conferences 

 Prior Approval Required Before Entering Into Contracts or Expending Funds for 

Conferences 

 Conference Reporting 

Updated Department of Justice and OVW guidance on conference planning, minimization of 

costs, and conference cost reporting is accessible on the OVW website 

http://www.ovw.usdoj.gov/grantees.html. For additional information regarding food and beverage 

regulations, please refer to the OVW Financial Grants Management Guide at 

http://www.ovw.usdoj.gov/docs/gfmd-financial-grants-management-guide.pdf. 

Training and Technical Assistance 

All applicants are required to allocate funds to support travel costs associated with technical 

assistance and capacity-building activities sponsored by OVW-designated technical assistance 

providers. The amounts applicants must set aside for OVW-designated technical assistance is 

as follows: 

 New Applicants, $10,000 

 Continuation Applicants, $5,000 

 Applicants from Alaska, Hawaii or a United States Territory, $15,000 

Applicants from Alaska, Hawaii and the United States Territories may exceed the budget caps 

to account for this increased travel amount. For all applicants, the required set-aside amount 

may be shared between the applicant and any partnering agency(ies), but the budget must 

reflect the costs in the appropriate categories. Therefore, an employee’s travel costs should be 

included in the “Travel” category, while travel costs for the partner(s) must be included in the 

“Consultants/Contracts” category. Label both costs as “OVW Technical Assistance.” Include an 

estimated breakdown for these costs, including the number of trips, number of travelers, airfare 

or mileage, lodging, per diem, etc. (OVW technical assistance is provided free of charge to 

grantees, so applicants do not need to include registration fees). This amount should equal the 

full, required set-aside amount listed above.

Please note these funds can only be used for OVW designated technical assistance, unless 

otherwise approved by OVW. Any training and technical assistance funds not used by the end 

of the grant period may not be reprogrammed and must be returned to OVW. Travel funds 

should be used to support travel by all project partners including nonprofit, nongovernmental 

victim service providers. Funds may also be used by persons whose positions are not grant 

funded as long as that person’s roles and responsibilities are linked to the project’s overall 

mission. 

Program Evaluations 

Applicants may not use any OVW funds to conduct research. However, up to three percent of 

the budget may be allocated for the purpose of assessing the effectiveness of funded activities. 

For example, funds may be used to conduct pre- and post-testing of training recipients or for 

victim satisfaction surveys. In conducting such testing or surveys, grantees may not collect, 

analyze or disseminate any information that would disclose the identity of an individual. 
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Accommodations and Language Access 

Applicants are encouraged to allocate grant funds to support activities that help to ensure

individuals with disabilities and Deaf individuals and persons with limited English proficiency 

have meaningful and full access to their programs. For example, grant funds can be used to

support American Sign Language (ASL) interpreter services, language interpretation and 

translation services, or the purchase of adaptive equipment. 

Applicants proposing to use grant funds to create websites, videos and other materials must

ensure that they are accessible to persons with disabilities. Grant funds must be allocated for 

these purposes. 

Memorandum of Understanding (MOU) (20 Points Total) 

For purposes of this application, the MOU is a document containing the terms of the partnership 

and the roles and responsibilities between two or more parties. The MOU should be a single 

document and should be signed and dated by the Authorized Representative (see SF 424 page 

26 for the definition of the authorized representative) of each proposed partner agency 

during the development of the application. In rare circumstances an MOU can include multiple 

signature pages as long as each page includes the name and title of each signing party. 

The MOU must:

 Clearly identify the partners and provide a brief history of the collaborative relationship 

among those partners, including when and under what circumstances the relationship 

began and when each partner entered into the relationship; 

 Clearly state the roles and responsibilities each partner will assume to ensure the 

success of the proposed project; 

 Describe the resources each partner would contribute to the project, either through time, 

in-kind contributions, or grant funds (e.g., office space, project staff, and training); 

 Specify the extent of each partner’s participation in developing the application;

 Demonstrate the commitment of each project partners to work together to achieve 

stated project goals; 

 Indicate approval of the proposed project budget by all signing parties; and 

 Identify the representatives of the planning and development team who will be 

responsible for developing and implementing project activities and describe how they will 

work together and with project staff. 

Letters of support may not be submitted in lieu of the MOU. 

Additional Required Information

The following documents will not be scored during the review process but they should be 

included with your submission. Failure to include any of the information may result in the 

inability to access funds if your application is selected for funding. 

Application for Federal Assistance (SF-424)

Applicants must complete the SF-424 online. In block 7 (Type of Applicant), please do not 

select “other.” Please pay careful attention to the amount of Federal funding requested in box 15 

of this form. This amount must match the amount of Federal funding requested in the budget 
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section of the application package. Only include values in box 16 (“Recipient”) if the program 

solicitation requires a match. The individual who is listed in box 18 must be the Authorized 

Representative for the applicant agency. The Authorized Representative is an individual 

who has the authority to apply for and accept grant awards on behalf of the applicant 

organization or jurisdiction. 

Standard Assurances and Certifications Regarding Lobbying; Debarment, Suspension, 

and Other Responsibility Matters; and Drug-Free Workplace Requirements (Form 4061/6)

Please carefully review the assurances and certification forms online. These forms will be 

completed online at a later time during the application process. 

Letter of Non-supplanting 

Applicants must submit a letter to OVW’s Director, signed by the Authorized Representative, 

certifying that Federal funds will not be used to supplant state or local funds should a grant 

award be made. Please refer to http://www.ovw.usdoj.gov/docs/nonsup_letter.pdf for a sample 

letter. This should be a separate attachment to the application in Grants.gov. 

Financial Accounting Practices

Each applicant must prepare a response to the following questions. OVW will review the 

applicant’s responses to assist in evaluating the adequacy of the organization’s financial 

management system and to identify areas of need for training and technical assistance. This 

section of your application should be no more than two pages and should be a separate 

attachment to the online application in Grants.gov. 

 Will all funds awarded under this program be maintained in a manner that they will be 

accounted for separately and distinctly from other sources of revenue/funding? 

 Does the applicant have written accounting policies and procedures? OVW may request 

a copy for review during the application/award process or as part of the grant monitoring 

process. 

 Is the applicant’s financial management system able to track actual expenditures and 

outlays with budgeted amounts for each grant or sub-grant? 

 Does the applicant have procedures in place for minimizing the time elapsing between 

transfer of funds from the United States Treasury and disbursement for project 

activities? 

 Does the applicant have effective internal controls in place to adequately safeguard 

grant assets and to ensure that they are used solely for authorized purposes? Please 

provide a brief description. 

 Does the applicant have a documented records retention policy? If so, briefly describe 

the policy. 

 Is the individual primarily responsible for fiscal and administrative oversight of grant 

awards familiar with the applicable grants management rules, principles, and 

regulations? If not, the applicant must contact OVW’s Grants Financial Management 

Division at OVW.GFMD@usdoj.gov or 1-888-514-8556 immediately after the 

organization is notified of their award to coordinate training. 

Financial Capability Questionnaire (if applicable) 

All nonprofit, nongovernmental organizations that apply for funding from OVW and have not 

previously (or within the last three years) received funding from OVW or OJP must complete a 
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OMB Number: 1122-0020 

Expiration Date: 6/30/2013 

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Financial Capability Questionnaire, and submit it online along with their current year’s audit 

report. The form can be found at http://www.ojp.gov/funding/forms/financial_capability.pdf. 

Indirect Cost Rate Agreement (if applicable) 

Applicants that intend to charge indirect costs through the use of an indirect cost rate must have 

a Federally-approved indirect cost agreement. Please include a copy of a current, signed 

Federally-approved indirect cost rate agreement. If you need additional information on this 

requirement, you may go to http://www.ovw.usdoj.gov/docs/gfmd-financial-grants-managementguide.pdf. This should be a separate attachment to the application in Grants.gov. Applicants 

that do not have a Federally-approved indirect cost rate should budget all project related costs in

the direct cost categories. Organizations that wish to negotiate an indirect cost rate may contact 

OVW’s Grants Financial Management Division at OVW.GFMD@usdoj.gov or 1-888-514-8556

for more information.

Single Point of Contact Review 

Executive Order 12372 requires applicants from state and local units of government or other 

organizations providing services within a state to submit a copy of the application to the state 

Single Point of Contact (SPOC) if one exists and if the state has selected this program for 

review. Applicants must contact their state SPOCs to determine whether their programs have 

been selected for state review. The applicant should enter the date that the application was sent 

to the SPOC or the reason such submission is not required in Block 3 of the Overview section of 

the GMS application. 

Selection Criteria 

Applications will be scored based on the degree to which the applicant responds to each section 

and addresses each element contained within the corresponding section. Furthermore, 

applications will be scored based upon the quality of the response and the level of detail 

provided. Each element must be addressed in the section in which it is requested. Points may 

be deducted if the applicant does not include the information in the appropriate section even if it 

is included elsewhere within the application. Each section will be reviewed as a separate 

document and will be scored as such. 

Absent explicit statutory authorization or written delegation of authority to the contrary, all final 

award decisions will be made by the OVW Director, who also may give consideration to factors 

including, but not limited to, underserved populations, geographic diversity, strategic priorities, 

past performance, and available funding when making awards. All award decisions are final. 

OVW reserves the right to deduct points for applications that are partially out of scope, including 

unallowable activities, for applicants who are out of compliance with a current OVW grant award 

or cooperative agreement, and for any activities that compromise victim safety or confidentiality. 

An application that is deemed to be substantially out of scope, proposes a substantial number of 

activities that are unallowable, or proposes activities that pose a significant threat to victim 

safety or a serious breach of confidentiality, will not be considered for funding. 

 
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Review Process 

OVW will subject all applications to a review process that is fair and based on the criteria 

outlined in this solicitation. OVW may utilize internal review, external review, or a combination of 

both. 

Past Performance Review 

In addition to the review process described above, applicants with current or recent (closed 

within the calendar year) OVW awards and/or cooperative agreements will be reviewed based 

on the elements listed below. Please note that if the applicant has not met or completed any one 

of the following, up to 25 points may be deducted from the application. 

 Progress reports submitted by the applicant, in conjunction with monitoring conducted by 

OVW, that demonstrates the effectiveness of the current project, indicating timely 

progress toward meeting project goals and objectives; 

 Demonstration that past activities supported with OVW grant funds have been limited to 

program purpose areas; 

 Adherence to all special conditions of existing grant award(s) from OVW; 

 Adherence to programmatic and financial reporting requirements, including timely 

submission of required reports; 

 Completion of close-out of prior awards in a timely manner; 

 Appropriate utilization and active participation in OVW-sponsored workshops and other 

technical assistance events as required by a special condition of the current award; 

 Receipt of financial clearances on all current grants from OVW; 

 Timely resolution of issues identified in any audit or on-site financial or programmatic 

monitoring visit; 

 Adherence to the Office of Management and Budget single-audit requirement; and 

 Timely expenditure of grant funds. 

OVW grantees with significant past performance issues may not be considered for funding. 

Compliance with OVW Financial Requirements 

Each OVW grantee agrees to follow the financial and administrative requirements in the OVW 

Financial Grants Management Guide at http://www.ovw.usdoj.gov/docs/gfmd-financial-grantsmanagement-guide.pdf as a condition of receiving grant funding. If OVW determines that a 

current grantee has violated any of the requirements of the Guide, the grantee may be denied 

continuation funding. 

High Risk Grantees

Based on DOJ’s assessment of each grantee with regard to current or previous funding, 

unresolved audit issues, delinquent programmatic and fiscal reporting, and prior performance, a 

grantee may be designated “high risk.” Awards to high-risk grantees may carry special 

conditions such as increased monitoring and/or prohibitions on drawing funds until certain 

requirements are met. High-risk grantees with substantial or persistent performance or 

compliance issues, long-standing open audits, or open criminal investigations will likely not 

receive an additional OVW award until all issues are resolved. 
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Post Award Information Requirements 

Reporting Requirements 

All OVW grantees receiving awards are required to submit annual and/or semi-annual progress 

reports and quarterly Federal Financial Reports. Appropriate forms will be provided to all 

applicants selected for an award. 

Information for All Federal Award Grantees 

Applicants selected for awards must agree to comply with additional legal requirements upon 

acceptance of an award. OVW strongly encourages applicants to review the information 

pertaining to these additional requirements prior to submitting an application. Additional 

information for each requirement can be found in the FY 2013 Solicitation Companion Guide at 

http://www.ovw.usdoj.gov/docs/companion-guide-10-16-12.pdf 

 Civil Rights Compliance

 Funding to Faith-Based Organizations 

 Confidentiality and Privacy Protections 

 Research and the Protection of Human Subjects (if applicable) 

 Anti-Lobbying Act 

 Reporting Requirements 

 National Environmental Policy Act (NEPA) (if applicable) 

 DOJ Information Technology Standards (if applicable) 

 Non-Supplanting of State or Local Funds 

 Criminal Penalty for False Statements 

 Reporting Fraud, Waste, Error, and Abuse 

 Suspension or Termination of Funding 

 Nonprofit Organizations 

 Government Performance and Results Act (GPRA) 

 Rights in Intellectual Property 

 Federal Funding Accountability and Transparency Act (FFATA) of 2006 

 Awards in Excess of $5,000,000 – Federal Taxes Certification Requirement 
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 Active SAM Registration 

Public Reporting Burden 

Paperwork Reduction Act Notice 

Under the Paperwork Reduction Act, a person is not required to respond to a collection of 

information unless it displays a currently valid OMB control number. We try to create forms and 

instructions that are accurate, can be easily understood, and which impose the least possible 

burden on you to provide us with information. The estimated average time to complete and file 

this form is 30 hours. If you have comments regarding the accuracy of this estimate, or 

suggestions for making this form simpler, you can write to the Office on Violence Against 

Women, U.S. Department of Justice, 145 N Street, NE, Washington, DC 20530. 
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Application Checklist

Applicants must submit a fully executed application to OVW, including all required supporting 

documentation. 

Application Document Completed?

1. Summary Data Sheet

 Summary of Current OVW Projects

2. Project Narrative

 Purpose of the Application

 What Will Be Done

 Who Will Implement

 Proposal Abstract

3. Budget Detail Worksheet and Narrative 

4. MOU

5. Application for Federal Assistance: SF 424 

6. Standard Assurances and Certifications

7. Letter of Non-supplanting

8. Financial Accounting Practices 

9. Financial Capability Questionnaire (nonprofits only)

10. Indirect Cost Rate Agreement (only if the applicant has a 

current Federally-approved rate)

11. Certification of Eligibility Letter (see page 9 of solicitation)

12. Position Description and Resume of Key Personnel
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APPENDIX A 

Budget Guidance & Sample Budget Detail Worksheet 

 
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Budget Guidance

Cost guidance for selected items is provided below to assist applicants in preparing the budget 

detail worksheet. In developing your budget detail worksheet please refer to the OVW Financial 

Grants Management Guide at http://www.ovw.usdoj.gov/docs/gfmd-financial-grantsmanagement-guide.pdf. 

Consultants/Contracts 

Compensation for services by an individual consultant should be reasonable and consistent with 

that paid for similar services in the marketplace. Applicants should consider the type of services 

provided and the experience and expertise of the individual consultant when deciding if a 

consultant’s rate is reasonable. Applicants are strongly discouraged from requesting consultant 

rates in excess of $650 per day. Please note that this does not mean that the rate can or should 

be as high as $650 for all consultants. If a project is ultimately selected for funding with a budget 

allocating more than $650 per day to a consultant, the applicant must provide additional 

information to OVW for review and approval before consultant costs are incurred. 

Applicants should also include all costs associated with consultants/contracts in the 

“Consultants/Contracts” category, including travel-related costs. These costs should not be 

reflected in the Personnel or Travel categories. 

Applicants should follow the same established procurement policies with Federal funds as they 

would with non-federal funds. All procurement transactions should be awarded in a manner that 

provides maximum open, free and fair competition, and must follow 28 C.F.R. §66.36 (if a State 

or local government) and 28 C.F.R. §§ 70.40-70.49 (if a non-profit, or an institution of higher 

education). All sole-source procurements (those not awarded competitively) in excess of 

$100,000 require prior approval from OVW. This applies to procurements of goods and 

services, but not to compensation for MOU project partners for time spent working on program 

objectives. 

Rent 

Rental costs are generally allowable under OVW programs. Applicants should list square 

footage and cost per square foot in the budget. The amount must be based on the space that 

will be allocated to implement the OVW project, not the costs of the entire rental space. Rental 

costs are not allowable for property owned by the applicant or if the applicant has a 

financial interest in the property. In this case only the costs of ownership, including 

maintenance costs, insurance, depreciation, utilities, etc., are allowable costs. The applicant 

must indicate in the budget narrative whether or not they own the space that will be rented. 

Audit Costs 

Costs for audits not required or performed in accordance with the Office of Management and 

Budget (OMB) Circular A-133 are unallowable. If the applicant agency did not expend $500,000 

or more in federal funds during the organization’s fiscal year, the cost of any audit performed 

may not be charged to the grant. 

Indirect Costs 

Applicants that have current, federally-approved, indirect cost rates may seek to claim indirect 

costs and must submit a copy of their current Federally-approved indirect cost rate agreement 

with the application. Applicants may choose to waive indirect costs. 
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Purchase and/or Lease of Vehicles 

The purchase and/or lease of vehicles is prohibited under most OVW grant programs, although 

some programs allow for purchasing vehicles on a case-by-case basis. Please refer to the 

solicitation for which you are applying to determine whether vehicles can be purchased or 

leased. If requesting a vehicle, a lease/purchase analysis must be submitted with the 

application. 

Compensation for Partners 

In developing the budget, applicants should compensate all project partners for their 

participation in any project-related activities, including but not limited to, compensation for time 

and travel expenses to participate in project development, training, and implementation. The 

budget must include compensation for all services rendered by project partners, including 

nonprofit, nongovernmental domestic violence and/or sexual assault victim services programs 

and state and tribal domestic violence and/or sexual assault coalitions. If a partner is a State or 

local governmental agency and the partnership duties are conducted within the course of the 

agency’s “regular” scope of work, applicants do not need to compensate the partner if the 

partner a) offers this arrangement; and b) an explanation of this arrangement is included in the 

application. 

Non-Federal contributions 

Applicants are encouraged to maximize the impact of federal dollars by contributing to the costs 

of their projects. Supplemental contributions may be cash, in-kind services, or a combination of 

both. Any non-federal contributions can be discussed in the project narrative or Memorandum of 

Understanding (if required). Applicants should not include supplemental contributions in 

the budget, budget narrative, or SF-424. 

Applicants are advised that if they voluntarily decide to provide matching funds through the use 

of in-kind contributions, and include this information in the budget or budget narrative, the 

voluntary contributions will become a mandatory requirement under the grant award. Grantees 

that fail to provide sufficient mandatory matching funds through cash or in-kind contributions 

during the award period may be required to meet their obligation by making a cash payment to 

the Office on Violence Against Women in order to close out the grant award. 
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OMB Number: 1122-0020 

Expiration Date: 6/30/2013 

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Budget Detail Worksheet 

Purpose: The Budget Detail Worksheet may be used as a guide to assist you in the preparation of the budget and 

budget narrative. You may submit the budget and budget narrative using this form or in the format of your choice 

(plain sheets, your own form, or a variation of this form). However, all required information (including the budget 

narrative) must be provided. Any category of expense not applicable to your budget may be deleted. 

Please Note: The following budget is an example intended to assist you in preparing your application budget.

A. Personnel - List each position by title and name of employee, if available. Show the annual salary rate and the 

percentage of time to be devoted to the project. Compensation paid for employees engaged in grant activities must 

be consistent with that paid for similar work within the applicant organization. 

Name/Position Computation Cost

Program Coordinator $23,500 x 100% x 3 years $70,500 

Investigator $45,000 x 100% x 3 years $135,000 

Administrative Assistant $10/hr. x 20 hrs/month x 36 months $7,200 

The Program Coordinator will coordinate the tribe’s Tribal Governments Program project by organizing regular 

coordinating council meetings between all partner organizations, ensuring compliance with program requirements, 

and serving as the central point of contact for all project activities. 

The Investigator is an investigator with the tribal law enforcement agency. She/he will dedicate 100% of their time to 

investigating cases of domestic violence, sexual assault, dating violence and stalking that occur on tribal lands. 

The Administrative Assistant for the project will be a part-time employee. She/he will be compensated at a rate of 

$10/hour. The designated time spent on the project will be 20 hours each month providing administrative and clerical 

support to the staff of the Victim Services Program. 

TOTAL PERSONNEL: $212,700

B. Fringe Benefits - Fringe benefits should be based on actual known costs or an established formula. Fringe 

benefits are for the personnel listed in budget category (A) and only for the percentage of time devoted to the project. 

Fringe benefits on overtime hours are limited to FICA, Workman’s Compensation, and Unemployment Compensation. 
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OMB Number: 1122-0020 

Expiration Date: 6/30/2013 

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Name/Position Computation Cost 

Program Coordinator

Employer’s FICA $70,500 x 7.65% $ 5,393

Health Insurance $70,500 x 6.12% $ 4,315

Workmen’s Compensation $70,500 x 1.00% $ 705

Unemployment Compensation $70,500 x 0.50% $ 353

Investigator 

Employer’s FICA $135,000 x 7.65% $10,328

Health Insurance $135,000 x 6.12% $ 8,262 

Workmen’s Compensation $135,000 x 1.00% $ 1,350 

Unemployment Compensation $135,000 x 0.50% $ 675

Administrative Assistant 

Employer’s FICA $ 7,200 x 7.65% $ 551

Health Insurance $ 7,200 x 6.12% $ 441

Workmen’s Compensation $ 7,200 x 1.00% $ 72

Unemployment Compensation $ 7,200 x 0.50% $ 36

TOTAL FRINGE BENEFITS: $32,481

TOTAL PERSONNEL AND FRINGE BENEFITS: 

$245,181

 The tribe is requesting fringe benefits for the Program Coordinator, the Investigator, and the Administrative 

Assistant. 

C. Travel - Itemize travel expenses of project personnel by purpose (e.g., staff to training, field interviews, 

advisory group meeting, etc.). Show the basis of computation (e.g., six people to 3-day training at $X airfare, $X 

lodging, $X subsistence). In training projects, travel and meals for trainees should be listed separately. Show the 

number of trainees and unit costs involved. Identify the location of travel, if known. Indicate source of Travel 

Policies applied. Applicant or Federal Travel Regulations.

 Purpose of Travel Location Item Computation Cost

 OVW-Mandated 

 Training and

TBD Airfare $500 (avg.) x 3 people x 4 trips $6,000 

 Technical 

 Assistance 

Lodging $100 (avg.) x 3 nights x 3 people x 4 

trips 

 Per diem $50 (avg.) x 4 days x 3 people x 4 

trips 

$3,600 

$2,400 

$12,000 of the required $20,000 in OVW mandated technical assistance and training funds has been allocated to 

cover the cost of travel for staff of the tribe in accordance with program guidelines. The sites of the training 

sessions are unknown at this time. Travel estimates are based upon the tribe’s formal written travel policy. 

TOTAL TRAVEL: $12,000

D. Equipment - List non-expendable items that are to be purchased. (Note: Organization’s own capitalization 

policy for classification of equipment should be used.) Expendable items should be included either in the 

“Supplies” category. Applicants should analyze the cost benefits of purchasing versus leasing equipment, 

especially high cost items and those subject to rapid technical advances. Rented or leased equipment costs 

should be listed in the “Contractual” category. Explain how the equipment is necessary for the success of the 

project. Attach a narrative describing the procurement method to be used.
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Item Computation Cost

(2) Video Cameras $750/camera x 2 cameras $1,500 

The video cameras will be used during the interviews of alleged offenders, as well as to record witness 

testimony in preparation for trial in cases of domestic violence, dating violence, sexual assault, and stalking. 

TOTAL EQUIPMENT: $1,500

E. Supplies - List items by type (office supplies, postage, training materials, copying paper, and other 

expendable items such as books, hand held tape recorders) and show the basis for computation. Generally, 

supplies include any materials that are expendable or consumed during the course of the project.

Supply Items Computation Cost 

Office Supplies $150/month x 36 months $5,400 

(paper, computer discs, pens, etc.) 

Postage $50/month x 36 months $1,800 

75 Victim Assistance Kits $25/kit x 75 kits $1,875 

Office supplies and postage are needed for the general operation of the program. The Victim Assistance Kits will 

be provided to victims of domestic violence, dating violence, sexual assault, and stalking who seek assistance 

from the program. The kits contain toiletries and other necessities. The estimated cost is based on previous kit 

prices from other programs. We estimate that at least 75 kits will be needed. 

TOTAL SUPPLIES: $9,075

F. Construction - As a rule, construction costs are not allowable. In some cases, minor repairs or 

renovations may be allowable. Consult with the program office before budgeting funds in this 

category. 

Purpose Description of Work Cost 

TOTAL CONSTRUCTION: $0 

G. Consultants/Contracts - Indicate whether applicant=s formal, written Procurement Policy or the 

Federal Acquisition Regulations are followed. 

Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly or daily fee 

(8-hour day), and estimated time on the project. Consultant fees in excess of $650 per day require additional 

justification and prior approval from the Office on Violence Against Women. 
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Name of Consultant Service Provided Computation Cost

 Consultant /Trainer Sexual Assault Training $450/day x 3 days $1,350

 Part-Time Prosecutor Prosecution $50/hr. x 20 hrs./month x 

36 months

 $36,000

A Consultant/Trainer will provide a three day on-site training on sexual assault and related issues to tribal leaders, 

law enforcement, prosecution, court personnel, and medical and social services personnel. The training will focus on 

the challenges of providing support and advocacy services to Indian victims of sexual assault, dating violence, and 

elder abuse. 

The tribe will hire a Part-Time Prosecutor. The Part-Time Prosecutor will be compensated at an hourly rate of 

$50/hour. The Part-Time Prosecutor will spend 20 hours each month prosecuting crimes related to domestic violence, 

dating violence, sexual assault, and stalking. 

Subtotal Consultant Fees: $37,350 

Consultant Travel: List all expenses to be paid from the grant to the individual consultant in addition to their fees 

(i.e., travel, meals, lodging etc.).

Purpose of Travel Location Item Computation Cost

OVW-Mandated 

Training and

TBD Airfare $500 (avg.) x 2 people x 4 trips $4,000 

Technical 

Assistance 

Lodging $ 100 (avg.) x 3 nights x 2 people x 4 

trips 

Per diem $ 50 (avg.) x 3 days x 2 people x 4 

trips 

$2,400 

$1,200 

Subtotal OVW-Mandated Training: $7,600

Delivery of Sexual 

Assault Training

Tribe’s Reservation Airfare $500 (avg.) x 1 person x 1 trip $500

Local Hotel Lodging $50(avg.)/night x 2 nights $100

Local Area Per diem $35(avg.)/day x 3 days $105

Sub-total Sexual Assault Training: $705

Subtotal Consultant Travel: $8,305

$8,000 of the required $20,000 in OVW mandated technical assistance and training funds has been allocated to 

cover the cost of travel for staff of the tribe in accordance with program guidelines. The sites of the training sessions

are unknown at this time. 

Funds have also been allocated to pay for the Consultant/Trainer to travel to the reservation to provide sexual 

assault training. 

Contracts: Provide a description of the product or services to be procured by contract and an estimate of the cost. 

Applicants are encouraged to promote free and open competition in awarding contracts. A separate justification must 

be provided for sole source contracts in excess of $100,000. 
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Item Computation Cost

Cell Phone Service $ 75/month x 36 months $ 2,700 

GSA Vehicle Lease $300/month x 36 months $10,800

The Shelter Advocates will share a cellular phone so that they may be contacted 24 hours/day, 7 days a week to 

provide emergency services and transportation to victims in need.

A vehicle is needed for use by the Shelter Advocates, and other program staff to transport victims to and from the 

tribe’s shelter, court, and other agencies and resources. After doing a comparison, the tribe has concluded that it 

would be more cost-effective to lease a vehicle than to purchase a vehicle for this purpose. (Lease vs purchase 

analysis submitted separately). 

Subtotal $13,500

TOTAL CONTRACTS AND CONSULTANTS: $59,155

H. Other Costs - List items (e.g., rent, reproduction, telephone, janitorial or security services, and investigative or 

confidential funds) by major type and the basis of the computation. For example, provide the square footage and the 

cost per square foot for rent, and provide a monthly rental cost and how many months to rent. 

Description Computation Cost

Sexual Assault Training Manual $ 25/manual x 25 manuals $ 625

Resource Manual $ 25/manual x 75 manuals $ 1,875

Crisis Hotline $ 75/month x 36 months $ 2,700

Brochures $ .25/brochure x 1,000 copies x 2 Titles $ 500

Rent $1.50/sq. foot x 1,000 sq. feet x 36 months $54,000

Utilities $200/month x 36 months $ 7,200

Housing Assistance $500/family x 12 families/year x 3 years $18,000

The Sexual Assault Training manuals will be purchased from the Sexual Assault Resource Center and will be used 

in conjunction with the on-site training that will be provided by the Consultant/Trainer. 

The Project Coordinator will develop and produce a Resource Manual for services both on and off the Reservation 

for victims of domestic violence, sexual assault, and stalking. Copies of the manual will be provided to all units of 

Tribal government and to victim services and social services agencies in the local community. 

Many victims in the more geographically remote areas of the Reservation do not have long distance service, and it 

is a long distance call for most of them to the program office. The project will continue to operate an 800 hotline for 

victims. It will be staffed by volunteers on a daily basis. 

The program has previously developed brochures explaining the dynamics of domestic violence and sexual assault 

and detailing the services offered by the program. Additional copies of the brochures need to be reproduced. Based 

on previous distribution patterns, it is anticipated that the program will distribute 

1,000 copies of each brochure during the 36 month grant period.
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The Victim Services Program rents a safe house that is located off-reservation in the local community. The house is 

used to provide temporary housing to victims of domestic violence and their minor children who are in need of a safe 

place to stay after fleeing an abusive situation. The rent is consistent with the fair market rate for similar properties in 

the local community. 

The cost of utilities (i.e., gas, electric, and water service) averages $200/month. The services are necessary 

to ensure that the house is suitable for occupancy. 

Funds have been budgeted to provide transitional housing assistance to at least one victim of domestic violence, 

dating violence, sexual assault or stalking each month. Each victim and her dependents will receive up to $500 to 

assist with rent and utility payments or security deposits. 

TOTAL OTHER COSTS: $84,900

I. Indirect Costs - Indirect costs are allowed only if the applicant has a Federally approved indirect cost rate. A 

copy of the rate approval (a fully executed, negotiated agreement) must be attached. If the applicant does not have 

an approved rate, one can be requested by contacting the applicant=s cognizant Federal agency, which will review all 

documentation and approve a rate for the applicant organization, or if the applicant=s accounting system permits, 

costs may be allocated in the direct costs categories. 

Description Computation Cost

13.25% of Direct Salaries $212,700 x 13.25% $28,183

(Excluding Fringe Benefits) 

The Indirect Cost Rate Agreement was approved by the Department of the Interior, the applicant=s cognizant 

Federal agency on January 1, 2012. (A copy of the fully executed, negotiated agreement is attached). 

TOTAL INDIRECT COSTS: $28,183
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Budget Summary- When you have completed the budget worksheet, transfer the totals for each category

to the spaces below. Compute the total direct costs and the total project costs. Indicate the amount of

Federal funds requested and the amount of non-Federal funds that will support the project. 

Budget Category Amount

A. Personnel $212,700 

B. Fringe Benefits $32,481 

C. Travel $12,000 

D. Equipment $1,500 

E. Supplies $9,075 

F. Construction $0

G. Consultants and Contracts $59,155 

H. Other Costs $84,900 

Total Direct Costs $411,811 

I. Indirect Costs $28,183 

TOTAL PROJECT COSTS $439,994 

Federal Share Requested $439,994 

Non-Federal (Match) Amount $0
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APPENDIX B 

Quick Tips to Certification of Eligibility Letter & Sample Certification of 

Eligibility Letter 
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Quick Tips to Certification of Eligibility Letter 

 Applicants that do not meet eligibility requirements will not be considered for funding. 

 If your jurisdiction is compliant with all statutory eligibility requirements, please refer to 

“Sample Certification of Eligibility Letter” on page 44. 

 Ensure all language in the letter reflects what is outlined in the Solicitation and 

highlighted in the following sample letter. Note: an “and” or an “or” in the incorrect 

place or missing can make the letter deficient, therefore making the application 

ineligible for funding. 

 Have the Chief Executive Officer sign the letter. Examples: Governor for a State 

applicant; Chief Judge or Court Administrator for a court applicant; and Mayor or; 

County Executive for a unit of local government applicant; or Tribal Chairman for a 

Indian Tribal government applicant. 
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[Applicant Letterhead] 

[date] 

DOJ/Office on Violence Against Women 

145 N. Street, NE 10th Floor 

Washington, DC 20530 

Re: Arrest Program 

Dear Director: 

As Chief Executive Officer of [enter jurisdiction name], I submit this letter to certify to the following: 

1) the laws or official policies of [the jurisdiction] encourage or mandate arrests of domestic 

violence offenders based on probable cause that an offense has been committed; 

2) the laws or official policies of [the jurisdiction] encourage or mandate arrests of domestic 

violence offenders who violate the terms of a valid and outstanding protection order; 

 

3) the laws, policies, or practices and the training programs of [the jurisdiction] discourage 

dual arrests of offender and victim; 

4) the laws, policies, or practices of [the jurisdiction] prohibit issuance of mutual restraining 

orders of protection except in cases where both spouses file a claim and the court makes 

detailed findings of fact indicating that both spouses acted primarily as aggressors and that 

neither spouse acted primarily in self-defense; and 

5) the laws, policies, and practices of [the jurisdiction] do not require, in connection with the 

prosecution of any misdemeanor or felony domestic violence offense, or in connection with 

the filing, issuance, registration, or service of a protection order, or a petition for a 

protection order, to protect a victim of sexual assault, domestic violence or stalking, or that 

the victim bear the costs associated with the filing of criminal charges against the offender, 

or the costs associated with the filing, issuance, registration, or service of a warrant, 

protection order, petition for a protection order, or witness subpoena, whether issued inside 

or outside the State, Tribal, or local jurisdiction; 

6) the laws, policies or practices of [the jurisdiction] ensure that: 

(A) no law enforcement officer, prosecuting officer or other government official shall 

 ask or require an adult, youth, or child victim of a sex offense as defined under 

 Federal, Tribal, State, territorial, or local law to submit to a polygraph examination 

 or other truth telling device as a condition for proceeding with the investigation of 

 such an offense; and 

(B) the refusal of a victim to submit to an examination described in subparagraph (A) 

 shall not prevent the investigation of the offense. 

Sincerely,

[Chief Executive Officer]