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U.S. Department of Justice

Office on Violence Against Women

Grants to Encourge Arrest 

Policies and Enforcement

of Protection Orders

Program

Fiscal Year 2004 Solicitation

Letter of Intent Deadline:

February 4, 2004

GMS Registration Deadline:

February 11, 2004

Application Deadline:

February 25, 2004
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U.S. Department of Justice

Office on Violence Against Women

810 Seventh Street, NW

Washington, DC 20531

John Ashcroft

Attorney General

U.S. Department of Justice

Diane M. Stuart

Director

Office on Violence Against Women 

Department of Justice Response Center:

1-800-421-6770

TTY

202-307-2277

Office on Violence Against Women

www.ojp.usdoj.gov/vawo

Grants to Encourage Arrest Policies and Enforcement of 

Protection Orders Grant Program Application

www.ojp.usdoj.gov/fundopps.htm

SL 000664
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About the Office on Violence

Against Women

The Office on Violence Against Women

(OVW), is a component of the U.S.

Department of Justice. Created in 1995,

OVW implements the Violence Against

Women Act (VAWA) and provides national

leadership against domestic violence,

sexual assault, and stalking. Since its

inception, OVW has launched a

multifaceted approach to responding to

these crimes. By forging state, local and

tribal partnerships among police,

prosecutors, the judiciary, 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 and enable

communities to hold offenders accountable.

Addressing Arrest Policies and

Enforcement of Protection

Orders

The Grants to Encourage Arrest and

Enforcement of Protection Orders Program

(hereinafter referred to as the Arrest

Program) recognizes that domestic

violence1

 is a crime that requires 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. 

At each juncture in the criminal justice

process, concerns for victim safety

should guide the actions of all partners

in the system. Criminal justice agencies

must collaborate among themselves and in

meaningful partnership with nonprofit,

nongovernmental sexual assault and

domestic violence programs, including local

shelters, victim service organizations and

domestic violence coalitions, to ensure that

victim safety is a paramount consideration

in the development of any strategy to

address domestic violence. Additionally,

representatives from criminal justice

agencies working to prevent and reduce

domestic violence must have a clear

understanding of the roles of governmental

and nongovernmental victim assistance

programs.

The primary purpose of the Arrest program

is to encourage communities to adopt a

coordinated community response (CCR) in

the treatment of domestic violence as a

serious violation of criminal law. This

program challenges the entire community to

listen, communicate, identify problems, and

share ideas that will result in new responses

to ensure victim safety and offender

accountability. 

The Arrest Program challenges victim

advocates, police officers, pre-trial service

personnel, prosecutors, judges and other

court personnel, probation and parole

officers, and community leaders to work

together to craft solutions to overcome the

problem of domestic violence. All entities

must collaborate to ensure that victim safety

is a paramount consideration in developing

their strategy to address domestic violence. 

Availability of Funds

Funding to support the Grants to

Encourage Arrest Policies and

Enforcement of Protection Orders

Program in Fiscal Year 2004 is

contingent upon Congressional

appropriation of funds. Therefore,

awards under this program are subject

to the availability of a Congressional

appropriation.

1

As defined in section (42 U.S.C. § 3796hh-4) (1)

the term domestic violence includes felony or

misdemeanor crimes of violence committed by a

current or former spouse of the victim, by a

person with whom the victim shares a child in

common, by a person who is cohabitating with or

has cohabitated with the victim as a spouse, by a

person similarly situated to a spouse of the

victim under the domestic or family violence laws

of the jurisdiction receiving grant monies, or by

any other adult person against a victim who is

protected from that person’s acts under the

domestic or family violence laws of the eligible

State, Indian tribal government, or unit of local

government that receives a grant under the 

Program.
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Award Period

The award period for these grants will be 24

months. Budgets must reflect 24 months

of project activity.

Award Amounts

Applicants should carefully consider the

resources needed to successfully

implement the project proposed and present

a realistic budget that accurately reflects

project costs. Grants may be made for

greater or lesser amounts than requested. 

In addition, OVW may negotiate the scope

of work with applicants prior to granting an

award. Current grantees should note that

continuation or supplemental funding is not

guaranteed. All applications will be subject

to peer review and internal review by OVW

staff and will be scored according to the

criteria set forth in this solicitation. 

Applications with the highest composite

scores will be eligible to receive funds

available for this grant program.

Letter of Intent

All applicants who intend to apply for FY

2004 funding under this program are

encouraged to submit the non-binding

letter of intent, (please see Appendix A), to

OVW by February 4, 2004. You may fax

the letter to (202) 305-2589. OVW will use

these letters to forecast the number of peer

review panels needed to review competitive

applications. All letters of intent must be

submitted by an eligible applicant. Please

refer to the Program Eligibility section to

ensure your agency is an eligible applicant.

Application Due Date

Please note that final applications are due

by 5:30 p.m. (EST) February 25, 2004,

and will be accepted only through the

U.S. Department of Justice’s Office of

Justice Programs online Grant

Management System (GMS). In addition,

applicants should register online by

February 11, 2004. It may take up to one

week for you to receive confirmation that

you are eligible to apply. 

Please refer to the “How to Apply” section

on page 15 of this solicitation for further

instructions. 

Program Eligibility

By statute, eligible grantees for the Arrest

Program are States2

, Indian tribal

governments, State and local courts

(including juvenile courts), and units of

local government.3

 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; 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,

and any Trust Territory of the U.S. 

Police departments, pre-trial service

agencies, district or city attorneys’ offices,

sheriff’s departments, probation and parole

departments, shelters, nonprofit,

nongovernmental victim service agencies

and universities are not units of local

government for the purposes of this grant. 

Nonprofit, nongovernmental victim service

agencies may include faith-based or

community-based organizations. These

agencies or organizations may assume

responsibility for the development and

2

As defined in section (42 U.S.C.§ 3791), “State”

means 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.

3

As defined in section (42 U.S.C. § 3791), “unit

of local government” also includes 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.
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implementation of the project, but they must

apply through a State, State or local

court, Indian tribal government, or a unit

of local government.

Certification of Eligibility

According to Section (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 domestic violence,

stalking, or sexual assault, 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.

By statute, (42 U.S.C. § 3796hh-1) (1)(A), a

jurisdiction that is a first time applicant has

until the end of its next legislative session to

fulfill the certification provisions. All

applications must include a certification by

the chief executive officer of the State,

Indian tribal government, State and local

courts (including juvenile courts), or units of

local government that conditions listed

above are met or will be met by the

statutory deadline. Please refer to

Appendix C for a sample letter of

certification. All other applicants who

have previously applied and do not meet

all eligibility requirements at the time of

application will not be considered for

funding. 

Submission of State and/or local

statutes, laws and policies in lieu of a

letter with proper certifications signed by

the chief executive officer will not satisfy

this statutory requirement. Applicants

will not be contacted by OVW to correct

certification letters.

Types of Applicants

In FY 2004, OVW will accept applications

for the Arrest Program from both current

grantees and new applicants. 

New applicants are any jurisdictions that

are not currently receiving funds through the

Arrest Program. Current grantees include

States, State and local courts, Indian tribal

governments or units of local government

that are currently implementing awards

under the Arrest Program. Current grantees

are eligible for continuation or supplemental

funding to support on-going activities or to

enhance those activities for an extended

period of time. Continuation or

supplemental funding is not guaranteed. 

All applications will be subject to peer

review and internal review by OVW staff. 

Those applications receiving the highest
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composite scores will be eligible for

funding. 

A current grantee whose grant funds will

be fully expended before April 1, 2004

should apply as a new applicant. 

Awards for this solicitation will not be

available before August 1, 2004.

Grantees that received an award through

the Arrest Program in FY 2002 or earlier

are eligible to apply. Past recipients of

Arrest Program awards, who applied for 

but did not receive continuation funding

are also eligible to apply. 

Current grantees who received new or

supplemental funding for 24 months in

FY 2003 are not eligible to apply.

Please note eligible applicants may

apply simultaneously to the Arrest

Program and the President’s Family

Justice Center Initiative. The Family

Justice Initiative does not replace the

Arrest Program. If proposals submitted

simultaneously request support for

duplicate services, and if an applicant is

selected to receive more than one award,

the Office on Violence Against Women

will request revised budgets which

reconcile any proposed duplication of

services. 

Program Scope

The scope of the Arrest Program is defined

by the following statutory program purpose

areas and program priority areas. Proposed

projects must implement activities

consistent with the statutory program

purpose areas. Proposed projects must

address at least one purpose area, but do

not need to address multiple purpose or

priority areas in order to receive support.

During the OVW internal review,

applications that are partially out of scope

will receive up to a 25 point deduction. 

Applications that propose projects that are

completely outside the scope of the Arrest

Program statutory purpose areas will be

disqualified from funding consideration.

Statutory Purpose Areas

According to (42 U.S.C. § 3796hh) (b) the

Arrest Program will support projects that:

! Implement mandatory arrest or proarrest programs and policies in

police departments, including

mandatory arrest programs and

policies for protection order

violations;

! Develop policies, educational

programs, and training in police

departments to improve tracking of

cases involving domestic violence

and dating violence4

;

! Centralize and coordinate police

enforcement, prosecution, or judicial

responsibility for domestic violence

cases in groups or units of police

officers, prosecutors, probation and

parole 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 domestic

violence and dating violence,

including strengthening assistance

to such victims in immigration

matters;

! Educate judges in criminal and other

courts (including juvenile courts)

about domestic violence and

improve judicial handling of such

cases;

! Provide technical assistance and

computer and other equipment to

4

As defined by section (42 U.S.C. § 3796hh-4)

(3) the term dating violence means violence

committed by a person who is or has been in a

social relationship of a romantic or intimate

nature of the victim and where the existence of

such a relationship shall be determined based on

a consideration of the following factors: the

length of the relationship, the type of relationship

and the frequency of interaction between the

persons involved in the relationship.
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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; and

! Develop or strengthen policies and

training for police, prosecutors, and

the judiciary in recognizing,

investigating, and prosecuting

instances of domestic violence and

sexual assault against older

individuals5

 and individuals with

disabilities.6

Applications may address non-intimate

sexual assault only for the purpose area

that focuses on older individuals and

individuals with disabilities (See

Statutory Purpose Areas listed above). 

Otherwise, applications can address

only those incidents of rape, sexual

assault or stalking that occur within the

context of dating and domestic violence.

Dating violence can only be addressed

through the appropriate statutory

purpose areas described above. All

applications addressing prevention

activities (i.e., outreach to elementary

and secondary schools, implementation

of educational programs regarding

domestic or dating violence intervention

and public awareness campaigns) will be

considered out of scope. 

Program Priority Areas

By statute, (42 U.S.C. § 3796hh)(b) priority

will be given to applicants that:

! Illustrate the jurisdiction does not

currently provide for centralized

handling of cases involving domestic

violence by police, prosecutors, and

courts; 

! Demonstrate a commitment to

strong enforcement of laws, and

prosecution of cases, involving

domestic violence, 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. 

Also, OVW has an interest in projects that:

! Involve community-driven initiatives

to address violence against women

among diverse and traditionally

underserved populations.

! Include dedicated parole and

probation officers within existing or

newly created domestic violence

units to actively participate in holding

perpetrators accountable.

! Develop innovative programs to

improve judicial handling of domestic

violence cases. (i.e., specialized

courts or dockets for domestic

violence cases, enhanced judicial

monitoring of domestic violence

offenders, or the creation or

enhancement of technology to

provide prosecutors and judges

5

As defined in section 102 of the Older

Americans Act of 1965 (42 U.S.C. 3002).

6

As defined in section 3(2) of the Americans with

Disabilities Act of 1990 (42 U.S.C. 12102(2)).
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access to case information

on prior arrests.)

! Develop and implement coordinated

initiatives to address incidents of

sexual assault and/or stalking

occurring in the context of domestic

violence. 

! Address system accountability by

conducting a safety audit of the

jurisdiction’s criminal justice system.

Activities that May Compromise

Victim Safety

Ensuring victim safety is the guiding

principle underlying the Arrest Program. 

Experience has shown that certain practices

compromise victim safety rather than

enhance it. Some responses by the justice

system may minimize or trivialize the

offender’s criminal behavior. Accordingly,

consistent with the goals of ensuring victim

safety and holding perpetrators accountable

for their criminal conduct, applicants are

discouraged from proposing projects that

include any of the activities listed below: 

! Offering perpetrators the option of

entering pre-trial diversion programs.

! Mediation or counseling for couples

as a systemic response to domestic

violence.

! Batterer intervention programs that

do not use the power of the criminal

justice system to hold batterers

accountable for their behavior.

! Procedures that would force victims

of domestic violence 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.

Review Process

All applications will be subject to peer

review and internal review by OVW staff

and will be scored according to the criteria

set forth in this solicitation. The Office will

establish panels of experts and practitioners

to review applications. The panels will

review the information provided in the

application against the selection criteria for

the program. Internal review will consider

the geographic distribution of the

applications from a national and statewide

perspective, the ratio of the population to

services, the existence of under-served

communities, and the type of projects

already funded within an applicant’s state or

community. The total possible points are

100 for both new and continuation

applications. For current grantees applying

for continuation funding, the status of the

current project will be considered during the

OVW internal review. 

 

Selection Criteria

The peer review panel will evaluate all

applications against criteria consistent with

the statutory purpose areas and the

demonstrated ability of the applicant to

enhance the safety of victims by

implementing mandatory or pro-arrest

policies as an effective domestic violence

intervention that is part of a coordinated

community response. The peer review

panels will also rate the proposed project

based on the criteria set forth in the

Application Content and Guidelines section

of this solicitation.

Application Content and

Guidelines

For the purposes of this program new and

continuation applicants, must complete

each of the following sections as part of

their proposals. The proposal should follow

the order below for easy reading. Please be

sure to number each page of the

application. For each section listed below,

please note the corresponding maximum

point value that may be assigned during the

review process. Please note that

incomplete applications will not be

considered for funding. 

All applicants must use the following page

format requirements:

G Double spaced

G 81⁄2 x 11 inch paper

G One inch margins

G Type no smaller than 12 point

G 12 characters per inch
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Points may be deducted for failing to adhere

to the above page format requirements. 

New Requirement 

Beginning October 1, 2003 a Dun and

Bradstreet (D & B) Data Universal

Numbering System (DUNS) number must

be included in every application for a new

award or renewal of an award. The DUNS

number will be entered into GMS by the

applicant. The DUNS number will be

required whether an applicant is submitting

an application on paper, through OJP’s

Grants Management System, or using the

government-wide electronic portal

(Grants.gov). An application will not be

considered complete until a valid DUNS

number is provided by the applicant. 

Individuals who would personally receive a

grant or cooperative agreement from the

Federal government are exempt from this

requirement. 

Applicants can receive a DUNS number at

no cost by calling the dedicated toll-free

DUNS Number request line at 1-800-333-

0505.

If you have any questions, please contact

the Office of the Comptroller’s Customer

Service Center at 1-800-458-0786. 

Application for Federal Assistance

(SF-424): 0 points

The SF-424 will be filled out online through

GMS. The Catalog of Federal Domestic

Assistance number for this Program is

16.590. The Federal cognizant audit agency

and fiscal year of the applicant organization

should be listed in block 11 of the form. 

Applicants must ensure that the information

for the authorizing official and alternate

contact are filled out correctly. The

authorizing official is the individual

authorized to accept grant funds on behalf

of the jurisdiction applying, such as the

mayor, county commissioner, tribal chief,

etc. If the individual applying online is not

the authorizing official, that individual must

list the authorizing official’s name and

contact information where appropriate.

Summary Data Sheet (not to exceed

one page) : 1 point

Please identify the following:

! The agency and type of agency (i.e.,

local government, state government,

tribal government, state or local

court) applying for funding;

! The nonprofit, private victim services

program collaborating on this

project;

! Whether this is a new or 

 continuation application;

! Whether this project is a local, tribal,

multi-jurisdictional (involving 10 or

more counties), statewide, regional

(multiple states), tribal consortium or

court project;

! The regional area(s) (city, town,

county, parish) where this project will

be implemented;

! The population to be served;

! The Arrest Program Statutory

Purpose Areas and Priority Areas

addressed by this proposal.

Abstract (not to exceed one page): 2

points

The proposal abstract, when read

separately from the rest of the application, is

meant to serve as a succinct and accurate

description of the proposed project and

should concisely describe current project

goals and objectives. Summaries of past

accomplishments should be avoided in the

abstract.

Abstracts will be reviewed by the peer

review panel according to the following

criteria:

! Conciseness

! Accuracy in summarizing the Project

Narrative.

Status of Current Project (not to

exceed 5 pages)

Applicants for continuation funding only:

State what has been accomplished by the

current project, including 1) a description of
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the goals and objectives from the prior grant

period and the status of each; 2) the status

of any project products; and 3) any

unanticipated obstacles to project

implementation. This section should be as

clear and succinct as possible. 

Projects will be rated by OVW using the

following criteria:

! Whether progress reports submitted

by the applicant, in conjunction with

monitoring conducted by OVW,

demonstrate the effectiveness of the

current project, indicating progress

toward meeting project goals and

objectives, and demonstrate that 

the current project has progressed in

a timely manner as outlined in the

original proposal.

! Whether the grantee has

demonstrated that past activities

supported with Arrest Program funds

have been limited to Arrest Program

Purpose Areas.

! Whether the grantee has complied

with all special conditions of their

existing grant award from the

Department of Justice.

! Whether the grantee has adhered to

programmatic and financial reporting

requirements.

! Whether the grantee has completed

the project goals, objectives, and

products according to the approved

time line.

! Whether the grantee has

demonstrated a commitment to

sustaining the project after federal

funds are no longer available;

! Whether the grantee appropriately

utilized and actively participated in

OVW sponsored workshops and

other technical assistance events

required as a Special Condition of

the current award.

! Whether the grantee has received

financial clearances on all current

grants from OVW.

! Whether the grantee has complied

with the OMB audit requirement.

Applicants who have failed to comply with

any or all of the aforementioned criteria

could have as many as 25 points deducted

from their application score. In addition,

OVW reserves the right to disqualify an

application from consideration, if an

applicant is found to be substantially out of

compliance with the criteria.

Project Narrative 

The Project Narrative may not exceed 15

double-spaced typed pages. The

components of the Project Narrative are

worth a cumulative total of 57 points. The

narrative should include the following:

Need for the Project (not to exceed five

pages): 7 points

This section should briefly: 

! Describe the problem to be

addressed and how funding would

alleviate it; 

! Identify the target population and

state how the target population

would benefit from the proposed

project (please use current

demographic information in order to

be as specific and detailed as

possible when describing the

population to be served); and

! Describe the communities in which

the project would be implemented,

including location, population, and

demographic information.

! How the proposed project

complements the State’s STOP

Violence Against Women

Implementation Plan and Byrne

Formula Grant Statewide Strategy.

Selection Criteria

This section will also be rated on the

following:

! The impact of current or prior efforts

to prevent and reduce domestic

violence in the jurisdiction;

! The need or continued need for the

project; and 

! The description of the community to

be served-including diverse,

traditionally, underserved

populations of victims of domestic
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violence and how the

proposed project will address

their needs.

What Will be Done (not to exceed six

pages): 25 points

This section should detail the project goals

and objectives, describing the specific tasks

and activities necessary for accomplishing

each, and including a time frame that

identifies when activities will be

accomplished. The applicant should

describe how additional funding will

continue and/or enhance the existing

project. 

This section should also include tangible

products that will be generated. (e.g., a

video, a brochure, curriculum and how they

could be used to assist other jurisdictions

that wish to implement mandatory or proarrest policies to address domestic

violence). Some jurisdictions would not

benefit from developing new products. 

Please provide an explanation if your

application does not contemplate

developing any products. Do not include a

restatement of project activities in this

section.

Selection Criteria

In addition to the criteria above, this section

will also be rated on the following:

! The extent to which all project

activities fall within the statutory

scope of the program;

! The extent to which proposed

activities would address the need

described;

! The extent to which project activities

seem feasible and likely to succeed;

! The extent to which the proposal

does not include activities that

compromise victim safety; and

! The extent to which project activities

are clearly described and reflect

sound and/or innovative strategies to

improve victim safety and offender

accountability.

Who Will Implement the Project (not to

exceed two pages): 10 points

Applicants must identify the agency(ies) or

office(s) responsible for implementing the

project. This section should identify all of

the project partners, specifying their

respective roles and responsibilities, and

the collaborative relationship to be

developed or enhanced. A description of

the expertise or experience of key staff

should also be included. Position

descriptions and resumes that are available

should be appended to the application. 

In addition, all applicants are required to

collaborate with nonprofit, nongovernmental

organizations serving victims of domestic

violence and/or sexual assault. This may

include faith-based or community-based

organizations. Community-based sexual

assault and domestic violence 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

domestic violence, sexual assault,

dating violence, or stalking as one of

their primary purposes;

! 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 activities that

compromise victim safety.

In developing applications for the Arrest

Program, jurisdictions are encouraged to

consider some important distinctions

between the following:

! Victim advocates who work for

government agencies (e.g., the

police department or the district or

city attorney’s office);

! Victim advocates who represent

nonprofit, private sexual assault and 

domestic violence programs (e.g.,

shelters, advocacy groups or

coalitions); and
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! Legal advocates (e.g., students from

law school clinics, paralegals,

attorneys working for legal service

agencies or independent attorneys).

While there is an important role for all victim

advocates to play in the creation of a

coordinated community response to

domestic violence, VAWA requires the

participation of nonprofit private sexual

assault or domestic violence programs

in developing and implementing the

project. This does not preclude applicants

from requesting support for government

agency victim services but the budget and

budget narrative must distinguish between

the two and should include compensation

for the contributions of nonprofit, private

victim service agencies. In addition, if

funding is requested for both governmental

and private victim assistance and advocacy,

the project narrative must explain how these

different entities will collaborate.

Sustainability Plan (not to exceed one

page): 10 points

Because this is a competitive, discretionary 

program, there is no guarantee of

continuation funding. Applicants are

required to include a plan describing their

commitment and capacity to continue the

project if Federal funding through the Arrest

program is no longer available. 

The plan will be evaluated on whether it

proposes feasible strategies to preserve

project activities long-term. 

Continuation or supplemental funding is

not guaranteed and applicants are

encouraged to seek additional means of

support to sustain their current projects.

Measuring Effectiveness (not to exceed

one page): 5 points 

This section should describe the criteria that

would be used to measure the project’s

effectiveness. It should explain how the

review would be conducted and identify the

specific data collection and analysis

techniques to be used. The review should

be designed to provide an objective

assessment of the effectiveness of the

procedures, technology, or services

supported with grant funds. Whenever

appropriate, the review process should be

designed to provide ongoing or periodic

feedback on the effectiveness or utility of

particular programs, educational offerings,

or achievements, which could then be

further refined as a result of the review

process. 

Budget Detail: 20 points 

Each application must include a detailed

budget and budget narrative for the project. 

The budget must be complete, reasonable,

and cost-effective in relation to the

proposed project. The budget should

provide the basis for the computation of all

project-related costs. It should cover the

cost of all components of the project and

clearly identify costs attributable to the

project evaluation. There must be a clear

link between the proposed activities and the

proposed budget items. The budget should

include only activities, products, and 

resources necessary for project

implementation and discussed in the project

narrative.

In developing the budget, applicants should

fairly compensate all project partners for

their participation in any project-related

activities, including but not limited to

compensation for time and travel expense

to attend or provide project development,

training, and implementation. The budget

must include compensation for all

services rendered by project partners,

including nonprofit, private sexual assault

and domestic violence victim services

programs and state and tribal domestic

violence coalitions. 

Supplemental contributions may be cash, in

kind services, or a combination of both. Any

nonfederal contributions can be discussed

in the project narrative, however these

supplemental contributions should not be

included in the budget or budget narrative.

Applicants are encouraged to seek

alternative sources of funding for vehicles,

weapons, bullet-proof vests, law
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11

enforcement uniforms, law enforcement

uniform cleaning, and police radios. 

Budget Requirements

The following is a short list of budget

guidelines:

! Consultant rates in excess of $450

per day require prior approval from

the Director of OVW.

! All applicants are required to

allocate funds ($15,000 for the

project period for local, individual

tribal projects, and state or local

courts and $30,000 for the project

period for statewide, multijurisdictional, regional and tribal

consortium projects) to support

travel costs associated with

technical assistance and capacitybuilding activities (e.g., training

institutes, site consultations, audioand video-conferences) sponsored

by OVW-designated technical

assistance providers. These funds

are to be used only for OVWdesignated technical assistance

unless otherwise approved by the

Office. Applicants from Alaska,

Hawaii, Guam, Northern Mariana

Islands, and American Samoa

should set aside an additional

$5,000 for the above purpose. 

This required amount of $15,000 or

$30,000 for the project period, as

applicable, should be included in the

“travel” category. Please refer to

the Sample Budget in Appendix D

for an example of an estimated

breakdown of these costs. 

! Applicants are also encouraged to

include funds in their budgets to

attend Financial Management

Training Seminars sponsored by the

Office of the Comptroller, Office of

Justice Programs. These seminars

instruct participants on the financial

administration of Office of Justice

Programs formula and discretionary

grant programs. A schedule listing

the financial training seminars is

available at

 www.ojp.usdoj.gov/oc/fmts.htm.

! This program has no match

requirement.

A Sample Budget Detail Worksheet is

included in the Appendix to this solicitation. 

You will submit your budget, budget

summary and budget narrative online as

one attachment under Budget Narrative;

however, when preparing these items,

please use the Budget Detail Worksheet as

a guide, including all the required budget

categories, as needed. The budget should

clearly describe: the proposed amount and

uses of grant funds over the grant period,

and how the amounts of the specific budget

items were determined.

Memorandum of Understanding:

(MOU) (not to exceed 5 pages): 20 points

Applicants are required to provide

documentation that demonstrates they have

consulted and coordinated in a meaningful

way with nonprofit, private sexual assault

and domestic violence programs. OVW

requires this to be done by the submission

of an MOU. (42 U.S.C. § 3796hh-1)(4)

Each application must include, as an

attachment, a current (i.e., signed and dated

during the development of the proposal)

MOU created and signed by the chief

executive officers and/or directors of: 

! Relevant criminal justice agencies

participating in project development

or implementation, (e.g., law

enforcement, prosecution, the

courts, and probation); 

! Nonprofit, private sexual assault and

domestic violence programs, or

community-based organizations that

represent the views and concerns of

domestic violence victims; and 

! Other community agencies or

organizations that will collaborate to

implement the project. 

The MOU must do the following:

! 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;
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12

! Specify the extent of each partner’s

participation in developing the

application;

! Clearly state the roles and

responsibilities each organization or

agency would assume to ensure the

success of the proposed project;

! 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;

! Demonstrate a commitment on the

part of all project partners to work

together to achieve stated project

goals;

! Indicate approval of the proposed

project budget by all signing parties;

and

! 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, training).

In addition, OVW requires all grantees to

complete a Semi-Annual Progress Report

which will involve input from some or all

project partners. In developing the MOU,

applicants are encouraged to include a

statement of the roles and responsibilities

each organization would assume in meeting

grant report requirements. For more

information on these requirements, please

refer to page 13 section titled, “Performance

Measures and Evaluation. 

To demonstrate evidence of

collaboration, the MOU must be a single

document signed by appropriate

representatives from all partnering

agencies. 

Page limit does not include signature page.

Letters of support may not be submitted in

lieu of the MOU. 

After you have completed the SF-424 and

attached the project narrative and budget

worksheets in GMS and received

confirmation and an application number,

please fax the MOU to (202) 354-4147. Be

sure to reference your application number

and the title of the OVW program to which

you are applying on the faxed documents. 

Assurances (Form 4000/3) and

Certifications Regarding Lobbying;

Debarment, Suspension, and Other

Responsibility Matters; and DrugFree Workplace Requirements (Form

4061/6).

Review the assurances and certification

forms. Agreement to these assurances and

certifications will be assumed upon receipt

of an application received through GMS.

NOTE: If the authorizing official is not the

individual submitting the application in the

GMS, be sure the correct authorizing official

information has been entered.

Anti-Lobbying Act

The Anti-Lobbying Act, 18 U.S.C. § 1913, 

recently was amended to expand

significantly the restriction on use of

appropriated funding for lobbying. This

expansion also makes the anti-lobbying

restrictions enforceable via large civil

penalties, with civil fines between $10,000

and $100,000 per each individual

occurrence of lobbying activity. These

restrictions are in addition to the antilobbying and lobbying disclosure restrictions

imposed by 31 U.S.C. § 1352.

The Office of Management and Budget

(OMB) is currently in the process of

amending the OMB cost circulars and the

common rule (codified at 28 C.F.R. part 69

for DOJ grantees) to reflect these

modifications. However, in the interest of

full disclosure, all applicants must

understand that no federally appropriated

funding made available under this grant

program may be used, either directly or

indirectly, to support the enactment, repeal,

modification or adoption of any law,

regulation, or policy, at any level of

government, without the express approval

of OJP. Any violation of this prohibition is

subject to a minimum $10,000 fine for each

occurrence. This prohibition applies to all
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13

activity, even if currently allowed within the

parameters of the existing OMB circulars. 

Certification of Nonsupplanting

A letter to OVW’s Director, Diane M. Stuart,

certifying that supplanting of non-Federal

funds will not take place should a grant

award be made, must be faxed to (202)

354-4147 or electronically scanned and

submitted as an attachment via GMS. 

Please refer to Appendix E for a sample

letter.

Indirect Cost Rate Agreement

If your organization is requesting indirect

costs for this project, please include a copy

of your current, signed indirect cost rate

agreement. 

Additional Program

Requirements

Technical Assistance 

Grant recipients are required to work

collaboratively with staff from OVW and

OVW designated technical assistance

providers. Grant recipients will be asked to

identify advocates from local sexual assault

and domestic violence victim services

programs, law enforcement officers,

prosecutors, judges, and other

representatives from the criminal justice

system and the community to participate in

technical assistance events. Individuals

attending mandatory technical assistance

events do not have to be grant funded

personnel. Participation in technical

assistance events will often involve out-ofstate travel, therefore applicants are

required to include funds in the project

budget to support travel costs associated

with these activities. 

Technical Assistance set-aside funds are

only to be used to cover travel costs to

attend trainings provided by OVW

designated technical assistance providers.

These providers offer a full range of training

opportunities throughout the year. If

awarded, the jurisdiction will be required to

send representatives to at least four (4)

trainings during the twenty-four month

project period. Request for training other

than OVW-sponsored trainings will be

reviewed and approved on a very limited

case-by-case basis. 

Performance Measures and

Evaluation

There are two statutory requirements that

require VAWA grantees to collect and

maintain data that measures the

effectiveness of the funded project. The first

is the Government Performance and

Results Act of 1993 (GPRA) which was

enacted to increase Congressional and

Administrative focus on the results from

government programs and activities. At its

simplest, GPRA asks "What are we getting

for the money that we are spending?” To

make GPRA more directly relevant for

federal officials who manage grant

programs, GPRA expands this question into

three: What is your program trying to

achieve? How will its effectiveness be

determined? How is it actually doing? 

All OVW grant recipients are required to

report on the effectiveness of their

programs. Specifically, OVW is seeking

information that will illustrate the

effectiveness of grant supported activities,

including baseline information and postproject information that can demonstrate

that jurisdictions are treating domestic

violence as a serious crime, by improving

the criminal justice system’s response to

domestic violence victims and offenders. 

This information will be incorporated into the

semi-annual progress reports described

below.

Applicants must report these output data: 

! The number of individuals served;

! The number of individuals seeking

services who could not be served;

! Demographic information on

persons served including data on

age, sex, relationship of victim to

offender, geographic distribution,

race, ethnicity, language, and

disability. 

! The number and percentage of

arrests relative to the number of
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14

police responses to domestic

violence incidents; 

! The number of protection orders

issued;

! The number of victim advocates

supported by grant funding; and

! The number of 911 calls, arrests,

and dual arrests in domestic

violence cases, domestic violence

case prosecutions, dismissals of

domestic violence case prosecutions

and conviction rates.

Reporting Requirements

Grantees will be required to submit quarterly

Financial Status Reports and semi-annual

Progress Reports. In addition, grant

recipients who expend $500,000 or more in

federal funds during their fiscal year are

required to submit a single organizationwide audit. Additional information on these

reporting requirements will be provided to

successful applicants in the award package.

OJP Financial Guide

All grantees are required to comply with the

regulations and requirements outlined in the

OJP Financial Guide. The Financial Guide

includes information on allowable costs,

methods of payment, audit requirements,

accounting systems, and financial records. 

Copies are available from the Department of

Justice Response Center (1-800-421-6770)

and also through the Internet on the OJP

web page:

http:/www.ojp.usdoj.gov/FinGuide.

Suspension or Termination of

Funding

OVW may suspend funding in whole or in

part, terminate funding, or impose another

sanction on a recipient who has failed to

comply substantially with the following:

! The requirements of VAWA and

statutory objectives of the Arrest

Program;

! Timely submission of quarterly

Financial Status Reports;

! Timely submission of Annual

Progress Reports;

! The regulations and/or guidelines

issued for the Arrest Program; or

! The application submitted in

accordance with the provisions of

VAWA or other provisions of VAWA

or other provision of any other

applicable federal Act.

OVW will provide reasonable notice of its

intent to impose sanctions and will attempt

informally to resolve the problem. Hearing

and appeal procedures will follow those in

the Department of Justice regulations in 28

CFR Part 18.

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 this program has been

selected for review by the State. Applicants

must contact the State SPOC to determine

if the 

program has been selected for State review. 

The date that the application was sent to

the SPOC or the reason such submission is

not required should be indicated on the

Form SF-424. The list of SPOCs can be

found at

http://www.whitehouse.gov/omb/grants/s

poc.html.

Faith-Based Organizations 

Consistent with President Bush’s Executive

Order 13279, December 12, 2002, it is now

OVW policy that faith-based and community

organizations that statutorily qualify as

eligible applicants under OVW programs are

invited and encouraged to apply for

assistance awards. Faith-based and

community organizations will be considered

for awards on the same basis as other

eligible applicants and, if they receive

assistance awards, will be treated on an

equal basis with non faith-based and

community organization grantees in the

administration of such awards. No eligible

applicant or grantee will be discriminated

against on the basis of its religious
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15

character or affiliation, religious name, or

the religious composition of its board of

directors or persons working in the

organization.

Civil Rights Compliance

All recipients of Federal grant funds are

required to comply with nondiscrimination

requirements contained in various Federal

laws, including Title VI of the Civil Rights

Act of 1964 (“Title VI”) and section 809 of

the Omnibus Crime Control and Safe

Streets Act of 1968 (“Safe Streets Act”), as

amended. In the event that a court or

administrative agency makes a finding of

discrimination on grounds of race, color,

religion, national origin, gender, disability, or

age against a recipient of funds after a due

process hearing, the recipient must agree to

forward a copy of the finding to the Office of

Civil Rights of the Office of Justice

Programs. All applicants should consult the

Assurances required with the application

funds to understand the applicable legal

and administrative requirements.

Services to

Limited-English-Proficient (LEP)

Persons

National origin discrimination includes

discrimination on the basis of limited

English proficiency (LEP). To ensure

compliance with Title VI and the Safe

Streets Act, recipients are required to take

reasonable steps to ensure that LEP 

persons have meaningful access to their 

programs. Meaningful access may entail

providing language assistance services,

including oral and written translation, where

necessary. The U.S. Department of Justice

has issued guidance for grantees to assist

them in complying with Title VI

requirements. The guidance document can

be accessed on the Internet at www.lep.gov

or by contacting the Office of Justice

Program’s Office for Civil Rights at (202)

307-0690, or by writing to the following

address:

Office for Civil Rights

Office of Justice Programs

U.S. Department of Justice

810 7th Street, N.W., 8th Floor

Washington, DC 20531

How To Apply

Applicants must submit a fully executed

application to OVW through the Grants

Management System (GMS), including all

required supporting documentation. 

Applications submitted via GMS must be in

the following formats: Microsoft Word

(*.doc*), PDF files, (*.pdf*), or Text

Documents (*.txt*). (Please refer to

Appendix F, the GMS Quick Start Guide.) 

The following documents must be submitted

via GMS:

G The SF-424; 

G Certifications and Assurances;

G The project abstract and project

narrative; and

G The budget, budget summary,

and budget narrative. 

Supporting documentation can be submitted

either via fax to 

202/354-4147, or electronically through

GMS, and may include:

G Certification of nonsupplanting;

G Arrest certification of eligibility

letter;

G MOU

G The map for multi-jurisdictional

and regional projects ; 

G Current indirect cost rate

agreement, if applicable;

Note: The Catalog of Federal Domestic

Assistance (CFDA) Number for the

Arrest Program is 16.590.

The application number must be

included on the cover page of all faxes. 

Detailed instructions on how to use the

GMS system to submit your application

online are available at OVW’s web page,

www.ojp.usdoj.gov/vawo. Also, a toll-free

telephone number has been established for

you to receive technical assistance as you

work through the online application process,

1-888-549-9901.

Application Due Date 
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Applications must be electronically received

by the close of business (5:30 p.m. EST) on

February 25, 2004 through the GMS. The

application attachments (e.g., MOU,

Certification of Non-Supplanting, etc.),

which may be faxed to (202) 354-4147 or

submitted through GMS as attachments,

must also be received by 5:30 pm EST on

February 25, 2004.

We recommend that you register through

GMS at least two weeks before the

application due date, or no later than

February 11, 2004. All applicants must

receive confirmation that you are eligible to

submit an application through GMS prior to

completing the application submission

process.

For additional information, please

contact the Office on Violence

Against Women at (202) 307-6026.
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APPENDIX A

Letter of Intent
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Letter of Intent

Office on Violence Against Women

U.S. Department of Justice

810 7th Street, NW

Washington, DC 20531

To Whom It May Concern:

I intend to apply for funds under the 2004 Grants to Encourage Arrest Policies and

Enforcement of Protection Orders Program.

Name: 

Date: 

Position: 

Organization: 

Address: 

 _________________________________________________________

City/State/Zip: _____________________________________________________

Phone: 

FAX: 

E-mail: 

Please FAX to: 

Office on Violence Against Women

ATTN: The Arrest Program

Office of Justice Programs

202/305-2589

Please submit by February 4, 2004

Reminder: By statute, eligible grantees for the Arrest Program are States, Indian tribal

governments, State and local courts (including juvenile courts), and units of local

government (see Program Eligibility, page 2-3, for further information). If your agency

does not meet this requirement, you are ineligible to apply for Arrest Program grant

funds.
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Appendix B

Quick Tips to Certification of Eligibility Letter
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QUICK TIPS

• Pay close attention to certification #5. As a result of VAWA

2000, additional stipulations have been added to this

requirement. For help assessing your compliance with this

requirement, please go to:

www.ojp.usdoj.gov/vawo/filingfeeschart.htm 

• 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 wrong, therefore making the

application ineligible for funding; and

• Have the Chief Executive Officer sign the letter. Examples:

Governor for a state applicant, Chief Justice for a court

applicant and Mayor, County Executive or Tribal Chairman

for unit of local government or Indian Tribal government

applicant.
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Appendix C

Sample Certification of Eligibility Letter
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SAMPLE

[Applicant Letterhead]

[date]

Office on Violence Against Women

Department of Justice

810 7th Street, NW

Washington, DC 20531

Re: Application #2004-XXXXX-XX-XX

Dear Ms. Stuart

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 domestic

violence, stalking, or sexual assault, 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.

Sincerely,

[chief executive officer]
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Appendix D

Budget Detail Worksheet 

 and Sample Budget
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OMB Approval No. 1121-0188 SAMPLE

Expires 5-98 (Rev. 12/97) 

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. 

(Example assumes a 24 month budget period.)

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

Ellen Smith, Investigator ($50,000 x 100% x 2) $100,000

1 advocate ($50,000 x 100% x 2) $100,000

Administrative Assistant ($40,000 x 50% x 2) $40,000

$240,000

Cost of living increase ($120,000 x 2% x 1yr) $2,400

Overtime per investigator ($37.5/hr x 200 hrs) $7,500

The investigator and the advocate will be assigned exclusively to domestic violence

unit. A half-time administrative assistant will prepare reports and provide other support

to the unit. A 2% cost of living adjustment is scheduled for all personnel during year

number two. Overtime will be needed during some investigations. 

TOTAL $249,900
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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. 

Name/Position Computation Cost

Investigator, 1 Advocate 

& Admin. Asst.

Employer’s FICA $242,400 x 7.65% $ 18,544

Retirement $242,400 x 6% $ 14,544

Health Insurance $242,400 x 12% $ 29,088

Workman’s Compensation $242,400x 1% $ 2,424

Unemployment Compensation $242,400 x 1% $ 2,424

Investigator Overtime

FICA $7,500 x 7.65% $ 574

Workman’s Compensation $7,500 x 1% $ 75

Unemployment Compensation $7,500 x 1% $ 75

TOTAL $ 67,748

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

Training Minneapolis Airfare ($150 x 2 people x 2 trips) $ 600 

Hotel ($75/night x 2 nights x 2 

people x 2 trips) $ 600 

Meals ($35/day x 3 days x 2 people 

x 2 trips) $ 420 

The two advocates will attend training on domestic violence in Minneapolis in October.

$15,000 OVW-designated Technical Assistance (Locations unknown at this time)

3 trips, Investigator

 Airfare (3 trips x $525) $ 1,575

 Lodging ($75/night x 3 trips x 4 nights) $ 900

 Per Diem (3 trips x $35/day x 5 days) $ 525
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4 trips, Investigator & 2 Advocates

 Airfare (3 persons x 4 trips x $525) $ 6,300

 Lodging (3 persons x 4 trips x 

$75/nightsX 4 nights) $ 3,600

 Per Diem (3 persons x 4 trips x $35/day X 5 days) $ 2,100

The organization’s established travel policies will be utilized. 

 TOTAL $16,620

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 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. 

Item Computation Cost 

3 -Pentium III Processor ($2,000 x 3 ) $6,000 

Video Camera $1,000 

The computers will be used by the investigator and the advocates to analyze case and

intelligence information. The camera will be used for investigative and crime scene

work. 

TOTAL $ 7,000

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

paper, and 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 ($50/mo x 24 mos) $ 1,200 

Postage ($20/mo x 24 mos) $ 480 

Training Materials ($2/set x 500 sets) $ 1,000 

Office supplies and postage are needed for general operation of the program. Training

materials will be developed and used by the investigators to train patrol officers how to

preserve crime scene evidence. 

TOTAL $ 2,680
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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 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 $450 per day require additional justification and prior approval from OJP.

Name of Consultant Service Provided Computation Cost 

Jane Doe Domestic Violence Trainer ($150/day x 30 days) $4,500 

Jane Doe, Domestic Violence Trainer, will be hired, as needed, to assist with the

education of the local law enforcement officers and the court personnel. 

Subtotal $ 4,500

Consultant Expenses: List all expenses to be paid from the grant to the individual

consultant in addition to their fees (i.e., travel, meals, lodging etc.) 

Item Location Computation Cost 

Airfare San Diego $400 x 6 trips $2,400

Hotel and Meals ($100/day x 30 days) $3,000 

Jane Doe is expected to make up to 6 trips to provide training and technical assistance

to the project. 

Subtotal $ 5,400

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.

Item Cost 

Not applicable Subtotal 0 

TOTAL $ 9,900 
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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 

Rent (700 sq. ft. x $15/sq. Ft.) $21,000 

($875 mo. x 24 mo.) 

This rent will pay for space for the domestic violence unit. No space is currently

available in city owned buildings. 

Telephone ($100/mo. x 24) $2,400 

Printing/Reproduction ($150/mo. x 24) $3,600

TOTAL $ 27,000

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 

TOTAL 0 
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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 requested and the amount of non-Federal

funds that will support the project. 

Budget Category Amount 

A. Personnel $ 249,900

B. Fringe Benefits $ 67,748

C. Travel $ 16,620

D. Equipment $ 7,000

E. Supplies $ 2,680

F. Construction $ 0

G. Consultants/Contracts $ 9,900

H. Other $ 27,000

Total Direct Costs $ 380,848

I. Indirect Costs $ 0

TOTAL PROJECT COSTS $ 380,848

Federal Request $ 380,848

Non-Federal Amount $ NA
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Appendix E

Sample Certification of Nonsupplanting
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SAMPLE

[Applicant Letterhead]

[date]

Diane Stuart

Director

Office on Violence Against Women

810 7th Street, NW

Washington, DC 20531

Dear Ms. Stuart:

[Applicant] certifies that any funds awarded through the Grants to Encourage Arrest

Policies and Enforcement of Protection Orders Program will be used to supplement

existing funds for program activities and will not replace (supplant) non-federal funds

that have been appropriated for the purpose of providing assistance to victims of

domestic and dating violence. The [name of applicant] understands that supplanting

violations can result in a range of penalties, including suspension of future funds under

this program, suspension or debarment from federal grants, recoupment of monies

provided under this grant, and civil and/or criminal penalties.

Sincerely,

[Applicant’s Authorizing Official]
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APPENDIX F

GMS Quick Start Guide
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Quick-Start Guide to Using the Office of Justice Programs 

Online Grants Management System

— Step 1. Using your established Internet account, * go to

www.ojp.usdoj.gov/fundopps.htm. An online GMS Applications

Procedures Handbook is available on this page, and you may link

directly to GMS, which will provide online “help” screens.

— Step 2. Select “Logon to the Grants Management System (GMS)” to apply for OJP

grant funding.

— Step 3. If you have never used GMS, click on “New User? Register Here” and

follow the on-screen instructions to register with GMS. After you register,

you must select the FY 2004 Grants to Encourage Arrest and Enforcement

of Protection Orders Program solicitation and begin working on it so that

your registration will be sent to OVW. You will receive confirmation

through e-mail that you are eligible to submit your application. 

Confirmation may take up to one week.

If you are not a new user and have a GMS password, click on “Login.” 

If your password has expired, you will receive an “Authentication Error” or

“Unauthorized User” message. In this case, click on “Having Login

Problems?” for assistance in updating your password.

Please Note: Applicants must ensure that the information for the

authorizing official and alternate contact is entered correctly. The

authorizing official is the individual authorized to accept grant funds in

your organization (e.g. governor, mayor, county executive, county 

commissioner, chief judge). If the individual applying online is not the

authorizing official, that individual must list the authorized official’s name

and contact information where appropriate.

— Step 4. To submit your application online, complete the on-screen 424/Application

for Federal Assistance, upload your budget narrative (which should

include your budget detail), program narrative, and other program

attachments in either word processing or spreadsheet files. All GMS

attachments must be in the following word processing formats: Microsoft

Word (*.doc*), PDF files (*.pdf*), or Text Documents (*.txt*). Please use

descriptive titles when naming the attachments for easy identification, i.e.,

MOU, certification of nonsupplanting. After submission, you will receive

confirmation through e-mail that OVW has received your application and

you will be given an application number for future reference. Documents

that cannot be submitted electronically through GMS (e.g. MOU,

certification of eligibility letter and certification of nonsupplanting) must be

faxed to (202) 354-4147. You must include your GMS application number

and Program title of the OVW program to which you are applying on all

materials submitted by fax.

If you have any questions about GMS or need technical assistance with applying online, contact

the GMS Hotline at 1-888-549-9901.

*If you do not have an Internet account, call OVW at 202-307-6026 for assistance.