ACCEPTING YOUR 2012 COPS GRANT AWARD

Frequently Asked Questions

HOW DO I ACCEPT THIS AWARD?

Accepting your COPS award is a simple and straightforward process. The award document to accept your 

new grant can be found in the award packet. Other important information about your award can be found online

at www.cops.usdoj.gov. You should carefully read all award information prior to signing the award document and 

accepting your grant.

• COPS Grant Award Document – To accept your grant, the award document must be signed by the top 

law enforcement and government executives or agency executives as indicated on the award document. 

Please return both sides of the award document, along with all award condition pages to the COPS Office 

by e-mail, fax or standard mail within 90 days of the date shown on the award congratulatory letter. Stamps 

and/or electronic signatures will not be accepted.

WHERE CAN I FIND THE SUPPORTING PAPERWORK FOR MY AWARD, SUCH AS THE GRANT

OWNER’S MANUAL?

For your convenience, we have several supporting documents available online at www.cops.usdoj.gov to assist you in

implementing your grant. These resources include:

Grant Owner’s Manual Frequently Asked Questions about the Federal 

Financial Report (SF-425)

Helpful Hints Guide for Completing the Federal 

Financial Report (SF-425)

Fact Sheet- Online Filing of FFR SF-425 Quarterly 

Federal Financial Reports

Frequently Asked Questions (FAQs) Grant 

Payment Request System (GPRS)

Publication Request Form

Change of Information Form Federal Civil Rights Statutes and Regulations

Memorandum

WHO MUST SIGN THE AWARD DOCUMENT?

The law enforcement and government executives (as indicated on your award document) that have ultimate 

financial and programmatic authority for the grant must sign the award document. They are generally the highestranking officials within your jurisdiction (e.g., Chief of Police, Sheriff, or equivalent for law enforcement 

executives, and Mayor, City Administrator, Tribal Chairman, or equivalent for government executives). For 

non-law enforcement agencies (universities, private organizations, etc.), the authorized officials are the 

programmatic and financial officials who have the ultimate signatory authority to sign contracts on behalf of your 

organization. Typically, these are the same executives who signed the forms located in your application package.

ARE STAMPED OR ELECTRONIC SIGNATURES ACCEPTABLE ON THE AWARD DOCUMENT?

No. Stamped and/or electronic signatures will not be accepted. 

May 2012
2 

MAY I RETURN A SIGNED PHOTOCOPY OF THE AWARD DOCUMENT?

Yes. Signed photocopies of the award document will be accepted by e-mail or fax. Please remember to copy both sides 

of the award document. 

HOW LONG DO I HAVE TO RETURN THE SIGNED AWARD DOCUMENT?

Your agency has 90 days from the date listed on the award congratulatory letter to return both sides of your signed 

award document and all award condition pages to the COPS Office. Failure to return your signed award document 

within the 90-day time frame will result in your inability to access grant funds, and may result in your agency being 

withdrawn from your COPS grant program.

THE GOVERNING BODY IN MY JURISDICTION NEEDS MORE TIME BEFORE GIVING FINAL

APPROVAL TO ACCEPT THIS GRANT. WHAT DO I DO?

If your agency needs more than 90 days to sign and return the award document, please contact your Grant Program 

Specialist at 1.800.421.6770 to request an extension of the return period. All time extension requests for the purposes of 

returning the award document will be considered on a case-by-case basis.

WHERE DO I MAIL THE SIGNED AWARD DOCUMENT?

Both the front and back of your signed award document along with all award condition pages can be 

returned to the COPS Office via one of three options listed: 

Electronic Mail:

The COPS Hiring Program CHP@usdoj.gov

Fax:

202.514.1335

Mail:

U.S. Department of Justice

Office of Community Policing Services

ATTN: CHP Control Desk

145 N Street, N.E., 11th Floor

Washington, DC 20530 

Before you can draw down these grant funds, the COPS Office must receive both sides of the signed award 

document and all of the award conditions pages from your agency. To ensure that we receive your signed 

award in a timely manner, we encourage you to submit your signed award by electronic mail.

WHAT IF THE GOVERNMENT AND/OR LAW ENFORCEMENT EXECUTIVE INFORMATION ON THE

AWARD DOCUMENT HAS CHANGED?

Please review the information on your award document carefully. If a change in information (address, phone

number, etc.) has occurred, do not change or correct that information on the award document. Rather, a Change of 

Information Form should be submitted to our office. Any alterations to the original award will invalidate the 

document. You may submit a Change of Information Form online through “Account Access” at

www.cops.usdoj.gov, or you may print a fillable form to submit via fax or mail. Complete the relevant part(s) of that

document and submit it to the COPS Office. The COPS Office will then update our records to reflect any changes.

If the actual law enforcement and/or government executive listed on the award document has changed, the new 

executive in that position should simply sign the award document. Again, do not alter any executive information 

shown on your award document, even if it needs to be updated. Simply complete a Change of Information form 
3 

as described above in order to reflect the new executive.

WHERE CAN I FIND A LIST OF CONDITIONS THAT APPLY TO MY GRANT?

Beginning on the reverse side of your award document, you will find your award’s grant terms and conditions. The 

same conditions can also be found in the Grant Owner’s Manual, which is available online at www.cops.usdoj.gov.

Please read and familiarize yourself with these conditions.

I STILL HAVE QUESTIONS ABOUT MY AWARD. WHAT DO I DO?

If you still have questions, please feel free to call the COPS Office Response Center at 1.800.421.6770 and ask to 

speak with your Grant Program Specialist.
Frequently Asked Questions (FAQs) about

Grant Payment Request System (GPRS)

Q: What is the Grant Payment Request System (GPRS)?

A: GPRS is a web-based payment request system that allows grantees to perform 

drawdown requests using the Internet.

Q: What is the website for GPRS?

A: The GPRS website can be accessed at https://grants.ojp.usdoj.gov/gprs/login.

Q: Is there a user guide for GPRS?

A: Yes. The user guide can be found at http://www.ojp.usdoj.gov/about/offices/ocfogprs.htm .

Q: How will I register for access to GPRS?

A: A Financial Point of Contact (FPOC) can request access through a self-registration

process in GPRS.

All COPS Office grantees with accounts in GPRS have the role of Drawdown 

Specialist. A COPS Office grantee may request to be a GPRS Drawdown Specialist by 

accessing the GPRS website and selecting the option to self-register. After requesting to 

register, the COPS Office Response Center will approve the request. After the request is 

approved, a confirmation email is sent to the FPOC with notification that the FPOC has 

been granted access to GPRS as a Drawdown Specialist. The confirmation email may 

take a couple of days due to the nature of the approval process. Once the 

confirmation email is sent, the Drawdown Specialist will be granted access to GPRS. 

Once access is granted, the FPOC will use the User ID entered during the self-registration 

process and a temporary password (sent in the confirmation email) to log into GPRS. 

Q: Can I use my GMS User ID to register for the COPS Office grants in GPRS?

A: No. You will have two separate accounts in GPRS, a GMS account and a COPS Office

account. All GMS users will register in GPRS with their GMS User ID. All COPS Office 

grantees must register in GPRS using a unique User ID that cannot be the same as a 

GMS User ID.

Please note that the User ID entered during registration must be unique and not the 

same as a GMS User ID.

Q: If I already have a GPRS username, and have received a new award, how do I gain

 access to my new award in GPRS?

A: Those Drawdown Specialists that have already been approved will need to request the

new award addition. Please email the GPRS Registrar 

(COPSGPRSRegistration@usdoj.gov) with your username, first and last name, vendor 

number and the new award number. Please note that you will not be able to drawdown 

from the new award until the signed award document has been received by the COPS

Office.

Q: What do I do if the Points of Contact (POC) for my grant have changed?

A: If you need to change your POC for your grant, please contact the Response Center at

800-421-6770 or provide the Response Center with a Change of Information Form, 

which can be found on the COPS Office website under Grants & Funding.

June 2012
Updated August 2011

e120917247

U.S. Department of Justice

Office of Community Oriented Policing Services

Online Filing of FFR (SF-425)

Quarterly Federal Financial

Reports

All COPS Office grantees are required to submit quarterly Federal Financial 

Reports (FFR) using a Standard Form 425 (SF-425). COPS Office grantees are 

highly encouraged to submit the SF-425 online at: https://www.cops.usdoj.gov.

The use of this online reporting tool enables authorized users to view current and 

past SF-425s and allows them to file or amend the SF-425 for the current quarter.

Under current regulations, the SF-425s must be submitted no later than 30 days

after the last day of each reporting quarter as follows:

Reporting Quarter Date Due

January 1 - March 31 April 30

April 1 - June 30 July 30

July 1 - September 30 October 30

October 1 - December 31 January 30

COPS Office grantees who do not submit SF-425s by the due date will be unable 

to draw down funds. The payment systems check for SF-425 delinquency and will 

reject a drawdown attempt if the SF-425 is not up to date.

If COPS Office grantees are unable to submit their SF-425s online, the COPS 

Office will accept SF-425s by mail or fax. The fax number for the Federal Financial 

Reports (SF-425) Control Desk is 202.616.9004. Reports submitted by mail 

should be sent to:

U.S. Department of Justice

Federal Financial Reports (SF-425) Control Desk 

145 N St., NE, 11th Floor

Washington, DC 20530

For general information concerning online filing of SF-425s, visit the COPS Office 

web site at http://www.cops.usdoj.gov/Default.asp?Item=1260 or contact the 

COPS Office Response Center at 1.800.421.6770 or AskCopsRC@usdoj.gov.

Fact Sheet www.cops.usdoj.gov
June 2012

Frequently Asked Questions about the

Federal Financial Report (SF-425)

Department of Justice

Office of Community Oriented

Policing Services
U.S. Department of Justice

Community Oriented Policing Services

Helpful Hints Guide for Completing the New 

Federal Financial Report (SF-425)

1

Federal Financial Report Frequently Asked Questions

What is the Federal Financial Report (SF-425)?.................................................................... 2

How do I complete my COPS Office SF-425?..............................................................................2

How do I submit my COPS Office SF-425? ..................................................................................2

Does my SF-425 submission require an electronic signature?...............................................3

Why are some fields blank/grayed out on the COPS Office Online Web-425?....................3

Is there any new or different information to be reported on the SF-425? ..............................3

How do I report cumulative amounts on my SF-425?............................................................ 4

Will I be able to see my prior quarter SF-425 forms?.............................................................5

Must I submit an SF-425 every quarter? Are there any exceptions? ....................................6

How many forms must I submit? ......................................................................................................6

What happens if I fail to submit my SF-425 on time?............................................................ 6

I forgot to submit last quarter’s SF-425, and it is already

time to submit the next quarter’s report. What do I do? ..................................................6

This is my first grant. How do I get a COPS Office user name and password? ....................7

Can a city or police department have multiple user names and passwords?..........................7

I forgot my password. What should I do?................................................................................7

I am registered with the COPS Office, but I never received a password. What should I do?

....................................................................................................................................................8

If I have a question or problem, who should I contact? ..........................................................8
U.S. Department of Justice

Community Oriented Policing Services

Helpful Hints Guide for Completing the New 

Federal Financial Report (SF-425)

2

What is the Federal Financial Report (SF-425)?

The Office of Management and Budget (OMB) has merged previous financial reporting 

methods into one comprehensive financial reporting form to give recipients of grants and 

cooperative agreements a standard format for reporting the financial status of their 

awards. OMB has combined the Financial Status Report and the Federal Cash 

Transactions Report (FCTR, or SF-272) into one Federal Financial Report (FFR, or SF425). OMB has stated that the new form, the SF-425, will go into effect beginning with 

the first quarter reporting period of Fiscal Year 2010.

The Office of Community Oriented Policing Services (the COPS Office) implemented the 

SF-425 for its current Grantees as of the reporting period October 1 through December 

31, 2009.

With the implementation of the SF-425, reports will now be due within 30 days of 

quarter end. The SF-425 due dates are as follows:

As before, when a grant expires and the Grantee submits a “Final Report,” the Final 

SF-425 is due within 90 days of grant expiration.

How do I complete my COPS Office SF-425?

The COPS Office has developed the “Helpful Hints Guide for Completing the Federal 

Financial Report (SF-425)”, which can be found on 

http://www.cops.usdoj.gov/RIC/ResourceDetail.aspx?RID=545 or by clicking on the hyperlink 

above. This guide offers a line by line description of the SF-425. This information can 

be found on the COPS Office website in the Grant Management Resources section.

How do I submit my COPS Office SF-425?

The COPS Office SF-425 can be submitted using the COPS Office Online web-based 

425 system, which can be found on https://www.cops.usdoj.gov/ or by clicking on the 

hyperlink above.

Reporting Quarter SF-425 Due Date

January 1 -- March 31 April 30

April 1 –June 30 July 30

July 1 – September 30 October 30

October 1 – December 31 January 30
U.S. Department of Justice

Community Oriented Policing Services

Helpful Hints Guide for Completing the New 

Federal Financial Report (SF-425)

3

Grantees may populate, view, submit and print their SF-425 reports through a secure 

Internet connection. The Grantee will be required to submit cumulative information on 

the SF-425. Please see the Helpful Hints Guide for more information.

If unable to complete the SF-425 online, Grantees may fax submissions to 202.616.2913

or 202.514.2852. Also, with the new form, quarterly reports will be due within 30 

days of calendar quarter end. For due dates, see the question “What is the Federal 

Financial Report (SF-425)?”

Does my SF-425 submission require an electronic signature?

No electronic signature is required or used because the Grant Representative entering the 

data has been assigned a unique user name and password. The COPS Office Online 

Grant Management application is a secure site.

However, for informational purposes, the Online Grant Management application does 

require the Name, Title, Telephone Number, and Email Address of the person responsible 

for filing the SF-425.

Why are some fields blank/grayed out on the COPS Office Online Web425?

Due to the nature of the COPS Office grant programs, Grantees are not required to 

report some fields in the SF-425. Skip those fields which are not necessary, and 

continue to those fields which you are required to fill in. For a detailed list of which 

fields are mandatory and which fields are not, please see the Helpful Hints Guide.

Other fields are pre-populated with information previously reported or obtained from a 

Grantee’s award documentation. This information should match the Grantee’s records. 

Please verify this information is correct. Please note that the information in the SF-425 will be 

cumulative from the inception of the grant.

If any of the information is incorrect, or fields are grayed out that you believe you are 

required to report, please contact the COPS Office Response Center at 1.800.421.6770.

Is there any new or different information to be reported on the SF-425?

Below is a brief summary of new or changed information on the SF-425. For a detailed 

description of each of the fields in the SF-425, please see the Helpful Hints Guide.

• All financial information on the form is now cumulative from the beginning 

date of the grant.

• Block 6–Final Report
U.S. Department of Justice

Community Oriented Policing Services

Helpful Hints Guide for Completing the New 

Federal Financial Report (SF-425)

4

o The SF-425 web feature will default the Final Report block to “No,” 

indicating that the submitted report is not Final. A Grantee will only fill 

in the “Yes” checkbox if the submitted report is Final.

o “Final” will only be used when a Grantee has completed use of the funds 

awarded.

• Block 10i–Total Recipient Share Required

o This is the cumulative recipient share of the grant funds, based on local 

match amounts agreed upon in the grant’s terms and conditions.

o This amount will be pre-populated and calculated based on budget.

• Block 10k–Remaining Recipient Share to be Provided

o This amount is the difference between Total Recipient Share Required and 

Recipient Share of Expenditures.

o If Recipient Share of Expenditures exceeds Total Recipient Share 

Required, then this field will be zero.

o This amount will be calculated and pre-populated.

• Block 12–Remarks

o This field is expanded to allow for more comment space.

o Grantees are requested to comment on any discrepancies or provide any 

explanations of the amounts reported.

o A comment is required if the expenditure is lower than the previous report. 

How do I report cumulative amounts on my SF-425?

Cumulative reporting provides a sum of expenditures for the life of the Grant. To arrive 

at your cumulative total, add all expenses incurred to date.

In the example that follows, Block 10e–Federal Share of Expenditures and 10j–Recipient 

Share of Expenditures continues to grow in each successive SF-425 to show the total 

amount of expenditures to date. If the Grantee finds that a reporting error has occurred, 

and in order to correct the SF-425 a deduction from either block is necessary, the Grantee 

is required to make a notation in Block 12–Remarks. Please note that not all Grants will 

require a Recipient share.

For Example:

For the reporting period 10/01/12 to 12/31/12, a Grantee has spent the following:

• Federal Share: $28,358.00

• Recipient Share (Local Match): $7,098.50

For the reporting period 01/01/13 to 03/31/13, a Grantee has spent the following:

• Federal Share: $14,042.00

• Recipient Share (Local Match): $7,401.50
U.S. Department of Justice

Community Oriented Policing Services

Helpful Hints Guide for Completing the New 

Federal Financial Report (SF-425)

5

The below replication of the SF-425, Section 10, shows how to report a cumulative total 

for both reporting periods. Additional reporting period expenditures will be added to the 

current total.

SF-425: Reporting Period Ending December 31, 2012

Federal Expenditures and Unobligated Balance:

10d. Total Federal funds authorized $250,000.00

10e. Federal share of expenditures $28,358.00

10f. Federal share of unliquidated obligations $0.00

10g. Total Federal share (sum lines e and f) $28,358.00

10h. Unobligated balance of Federal funds (line d minus g) $221,642.00

Recipient Share:

10i. Total recipient share required: $62,500.00

10j. Recipient share of expenditures $7,098.50

10k. Remaining Recipient share to be provided (line i minus j) $55,401.50

SF-425: Reporting Period Ending March 31, 2013

Federal Expenditures and Unobligated Balance:

10d. Total Federal funds authorized $250,000.00

10e. Federal share of expenditures $42,400.00

10f. Federal share of unliquidated obligations $0.00

10g. Total Federal Share (sum of lines e and f) $42,400.00

10h. Unobligated balance of Federal funds (line d minus g) $207,600.00

Recipient Share:

10i. Total recipient share required: $62,500.00

10j. Recipient share of expenditures $14,500.00

10k. Remaining Recipient share to be provided (line i minus j) $48,000.00

Will I be able to see my prior quarter SF-425 forms?

Yes. These forms will be available to Grantees in the same manner in which they have

been previously provided. When a Grantee logs into the COPS Office On-Line 

Agency Portal/Account Access, the SF-425s can be accessed by choosing the 

“Applications” module and then selecting the black SF-425 icon. 

Grantees will have to enter the Grant Number and all previously submitted quarterly 

reports will be available in web form and can be printed for record-keeping.

Grantees will be able to view and modify their most recent SF-425 submission; however, 
U.S. Department of Justice

Community Oriented Policing Services

Helpful Hints Guide for Completing the New 

Federal Financial Report (SF-425)

6

all reports prior to this will be available as read-only.

Must I submit an SF-425 every quarter? Are there any exceptions?

Grantees are required to submit an SF-425 every quarter once a project has begun. For 

example, if you have recently been awarded a grant, have expensed funds, and/or have 

drawn down or intend to draw down those funds, you must submit an SF-425 for every 

quarter going forward.

If you have already submitted an SF-425 then you must continue to report on a quarterly 

basis, even if no further funds have been expended, until you file a Final Report indicating 

you have completed the use of your grant.

How many forms must I submit?

The COPS Office requires Grantees to submit one SF-425 per Grant Number. The 

COPS Office will not be accepting the SF-425A form for multiple awards.

What happens if I fail to submit my SF-425 on time?

Grantees failing to submit an SF-425 in a timely manner (within 30 days of quarter end) 

are considered delinquent. Delinquent Grantees will have a hold placed on their account, 

and the Grantee will not be able to draw down the funds.

When a Grantee submits all delinquent SF-425s, and they are up-to-date, the hold will be 

removed and the Grantee can use GPRS https://grants.ojp.usdoj.gov/gprs/login to draw 

down funds once again.

I forgot to submit last quarter’s SF-425 and it is already time to submit the 

next quarter’s report. What do I do?

Once an SF-425 has been submitted, a Grantee is required to continue reporting on a 

quarterly basis. If a Grantee does not submit an SF-425 within 30 days of the quarter end, 

they are considered delinquent. Once a Grantee is delinquent, a hold will be placed on 

their account, and the Grantee will not be able to draw down the funds.

In order to become compliant, and draw down funds, a Grantee must report for every 

delinquent quarter, up to the most current reporting period. If the Grantee is submitting for 

the first time there is no need to catch-up with the previous SF-425s. In special cases, the 

Financial Officer will allow Grantees to submit one cumulative report for all missed 

quarters.

Example:

The current reporting period is for the quarter ending 09/30/13, and the grant is not yet 
U.S. Department of Justice

Community Oriented Policing Services

Helpful Hints Guide for Completing the New 

Federal Financial Report (SF-425)

7

expired. The Grantee’s last quarterly report was submitted for the quarter ending on 

12/31/12. The Grantee must submit individual quarterly reports for the reporting periods 

ending:

• 03/31/13

• 06/30/13

• 09/30/13

The Grantee should report expenses in the appropriate quarter in which they were 

incurred and carry the cumulative totals forward to the next reporting quarter.

This is my first grant. How do I get a COPS Office User Name and 

password?

If you are a new COPS Office Grantee and do not have a User Name and password, you 

must first register with the COPS Office Online. To do so, visit the COPS Office Online 

Grant Management Login page at https://www.cops.usdoj.gov/ and click the 

"Register" button located in the lower left corner of the screen and complete the COPS 

Office Registration Request Form. Your User Name is your email address; after 

registration is complete, you will be emailed a letter with information and a link for 

establishing your password.

Can a city or police department have multiple user names and passwords?

Yes, the new COPS Office On-Line Agency Portal/Account Access allows the main 

Agency Administrator to assign access/rights to other users; each Agency User will 

have a separate User Name (user email address) and a separate password. If you 

require assistance in changing your user name or password, contact the COPS Office 

Response Center at 1.800.421.6770 between 9:00 AM and 5:00 PM Eastern Standard 

Time. You may also email your question to egov.issues@usdoj.gov

I forgot my password. What should I do?

Visit the COPS Office website at www.cops.usdoj.gov and select the “Account Access” 

link in the upper right corner. The "Forgot Password" hyperlink is located in under the 

login and password. In the prompt that appears after clicking the hyperlink, enter your 

email and click the "Submit" button. An email with a link for establishing a new password 

will be emailed to you. If grantees experience any problems with their password, please call 

the COPS Office Response Center at 1.800.421.6770 between 9:00 AM and 5:00 PM 

Eastern Standard Time. You may also email your question to egov.issues@usdoj.gov
U.S. Department of Justice

Community Oriented Policing Services

Helpful Hints Guide for Completing the New 

Federal Financial Report (SF-425)

8

I am registered with the COPS Office, but I never received a password. What 

should I do?

Please contact the COPS Office Response Center at 1.800.421.6770 between 9:00 AM 

and 5:00 PM Eastern Standard Time.

If I have a question or problem, who should I contact?

For problems relating to reporting, grant extensions, etc., Grantees should contact the 

COPS Office Response Center at 1.800.421.6770 between 9:00 AM and 5:00 PM Eastern 

Standard Time. The COPS Office Response Center can refer Grantees to the appropriate 

department or troubleshoot the problem. You may also email your 

question to egov.issues@usdoj.gov.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

1 

Purpose:

The purpose of this guide is to assist recipients of grant awards from the Department of Justice, 

Office of Community Oriented Policing Services (COPS Office) with the reporting and 

accounting of their financial expenditures. It provides essential information for facilitating the 

completion and submission of the mandatory quarterly Federal Financial Report (FFR) on 

Standard Form 425 (SF-425). 

I: What is the Federal Financial Report (SF-425)? 

The Office of Management and Budget (OMB) merged precious financial reporting methods into 

one comprehensive financial reporting form to give recipients of grants and cooperative 

agreements a standard format for reporting the financial status of their awards. OMB combined 

the Financial Status Report (FSR, or SF-269/SF-269A) and the Federal Cash Transactions 

Report (FCTR, or SF-272) into one Federal Financial Report (FFR, or SF-425). In so doing, 

OMB stated that the new form, the SF-425, went into effect beginning with the first quarter 

reporting period of Fiscal Year 2010.

Recipients of federal funds under COPS Office grant programs (Grantees) are required to submit 

quarterly Federal Financial Reports (SF-425). The SF-425 is a standard form that Grantees must 

use to report cumulative expenses (calculated by adding all expenses from the beginning of the 

grant to date) incurred under each Grant Number. These expenses can be categorized as cash 

disbursed, or incurred but not yet paid (Accounts Payable). When a recipient share is required, 

expenses incurred are further divided into federal share and recipient share (local matching 

contributions). A Grantee should refer to the award documentation to review federal and 

recipient share information.

Effective January 1, 2010, COPS Office Grantees will be required to use the SF-425 for all 

financial reporting requirements, regardless of the report period end date.

II: When and How to Submit the SF-425 

On-Going Reporting. Upon project/grant inception, Grantees are required to submit one SF425 per quarter for each Grant Number. Grantees who do not submit SF-425s by the due date 

will be unable to draw down grant funds.

Under current regulations, SF-425s for COPS Office grants must be submitted every quarter and 

no later than 30 days after the last day of each reporting quarter as detailed below:
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

2 

Reporting Quarter SF-425 Due Date

January 1 – March 31 April 30

April 1 – June 30 July 30

July 1 – September 30 October 30

October 1 –December 31 January 30

Please be advised that the 30-day requirement has been adjusted from prior quarter 

submissions.

Cumulative Reporting. The SF-425 mainly differs from the SF-269A by requiring cumulative 

reporting of expenditures. Cumulative reporting provides a sum of expenditures for the life of a 

grant. To arrive at your cumulative total, add all expenses incurred to date.

In the example that follows, Block 10e-Federal Share, Block 10f-Expenditures and Block 10jRecipient Share of Expenditures continues to increase in each successive SF-425 to show the 

total amount of expenditures to date. If a Grantee finds that a reporting error has occurred, and 

in order to correct the SF-425 a deduction from either block is necessary, the Grantee is required 

to make a notation in Block 12-Remarks. Please note that not all grants will require a Recipient 

Share.

For Example:

For the reporting period 10/01/12 to 12/31/12, a Grantee has spent the following:

o Federal Share: $28,358.00

o Recipient Share (Local Match): $7,098.50

For the reporting period 01/01/13 to 03/31/13, a Grantee has spent the following:

o Federal Share: $14,042.00

o Recipient Share (Local Match): $7,401.50

The below replication of the SF-425, Section 10, shows how to report a cumulative total for both 

reporting periods. Additional reporting period expenditures will be added to the current total.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

3 

SF-425: Reporting Period Ending December 31, 2009

Federal Expenditures and Unobligated Balance:

10d. Total Federal funds authorized $250,000.00

10e. Federal share of expenditures $28,358.00

10f. Federal share of unliquidated obligations $0.00

10g. Total Federal Share (sum lines e & f) $28,358.00

10h. Unobligated balance of Federal funds (line d minus g) $221,642.00

Recipient Share:

10i. Total recipient share required: $62,500.00

10j. Recipient share of expenditures $7,098.50

10k. Remaining Recipient share to be provided (line i minus j) $55,401.50

SF-425: Reporting Period Ending March 31, 2010

Federal Expenditures and Unobligated Balance:

0d. Total Federal funds authorized $250,000.00

10e. Federal share of expenditures $42,400.00

0f. Federal share of unliquidated obligations $0.00

0g. Total Federal Share (sum lines e & f) $42,400.00

0h. Unobligated balance of Federal funds (line d minus g) $207,600.00

Recipient Share:

10i. Total recipient share required: $62,500.00

10j. Recipient share of expenditures $14,500.00

10k. Remaining Recipient share to be provided (line i minus j) $48,000.00

Reporting with No Incurred Expenses. A Grantee is required to submit an SF-425 for every 

quarter, regardless of whether expenses were incurred or not, once the project has begun. Even 

if expenses have not been incurred during the quarter, the Grantee must report the cumulative 

amount of expenses to date. If expenses have not yet been incurred during the life of the grant, 

the Grantee should report a zero cumulative total. Once a project has begun, a Grantee will 

need to submit the most recent SF-425 before accessing funds. Contact the COPS Office 

Response Center at 1.800.421.6770 for more information.

Early Submission of an SF-425. There are two scenarios in which a Grantee can submit an 

SF-425 prior to the reporting period end date.

Final Report – A Final Report may be submitted no sooner than one quarter prior to the 

reporting period end date. For example, if the reporting period end date is December 31, 

2013, a Grantee could submit the Final Report as early as October 1, 2013. 

Non-Final Report – A non-Final Report may be submitted no sooner than 10 business 

days (or 14 calendar days) prior to the reporting period end date. For example, if the 

reporting period end date is December 31, 2013, a Grantee could submit a non-final 

report as early as December 17, 2013. 
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

4 

Delinquent Reporting. A Grantee is required to submit an SF-425 every quarter, even if 

delinquent in prior period reporting, once the project has begun or at least one report has been 

submitted. If the Grantee is delinquent in reporting on multiple quarters, the Grantee will be 

required to submit one SF-425 for each delinquent quarter. If this is the Grantee’s first 

submission, there is no need to catch up with previous SF-425s.

For Example:

The current reporting period is for the quarter ending 09/30/13, and the grant is not yet expired. 

The Grantee’s last quarterly report was submitted for the quarter ending on 12/31/12. The 

Grantee must submit individual quarterly reports for the reporting periods ending:

03/31/13

06/30/13

09/30/13

The grantee should report expenses in the appropriate quarter in which they were incurred 

and carry the cumulative totals forward to the next reporting quarter. Please contact the 

COPS Office Response Center at 1.800.421.6770 to discuss bringing SF-425 reporting up to 

date. 

Final SF-425 Reporting by Grantee. A Grantee is required to submit a Final SF-425 no later 

than 90 days after the Grantee has reported and expended the total allowable federal share for 

the Grant Number, or after the expiration date of the award. Additionally, after the 90-day 

period, the Grantee is not longer eligible to draw down grant funds. A Final SF-425 is 

indicated by checking “YES” in Block 6-Final Report. 

Please note that the quarterly reporting due date still applies. Therefore, if a Grant expires 

late in a reporting period, the Grantee will need to submit the Final SF-425 in accordance with 

the 30-day due date. This Final SF-425 will be editable until 90 days after the Grant has 

expired.

For Example:

Grant 

Expires On

Final SF-425

Due On

SF-425

Editable Until

01/31/2013 04/30/2013 04/30/2013

03/31/2013 04/30/2013 06/30/2013

05/31/2013 07/30/2013 08/31/2013

10/31/2013 01/31/2014 01/31/2014
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

5 

Final SF-425 Reporting by the COPS Office. The COPS Office reserves the right to update 

an SF-425 to “Final” status if the Grantee fails to submit an SF-425 marked “Final” within 90 

days after grant period end date. At that time, the Grantee will forfeit the remaining eligible 

balance. The Grantee is still required to meet the 30-day reporting requirement. 

Final Draw Down of Funds. Grantees are required to submit a Final SF-425 and draw down 

funds for allowable costs incurred within 90 days after the grant period end date. If remaining 

funds are not drawn down within 90 days after the grant period end date, the Grantee will forfeit 

the remaining eligible balance. The Grantee is still required to report those funds on the Final 

SF-425.

III: How Many SF-425s to Submit

A Grantee must submit one SF-425 per Grant Number every quarter. The COPS Office will not

accept Federal Financial Report Attachments (SF-425As). 

IV: Where to File the SF-425 

Grantees are highly encouraged to submit the quarterly SF-425 online. Visit the COPS Office 

website at www.cops.usdoj.gov and select the “Account Access” link in the upper right corner 

to login. Once logged into your COPS Agency On-Line Portal choose the “Applications” 

module, select the black SF-425 icon, enter the Grant Number and click on “New SF425” button in the right corner. 

If a Grantee is unable to submit the SF-425 online, a signed copy of the completed SF-425 can 

be faxed to 202.616.2913 or 202.514.2852, or mailed to the following address:

U. S. Department of Justice

Office of Community Oriented Policing Services

Federal Financial Reports (SF-425) Control Desk, 11th Floor

145 N Street, N.E.

Washington, DC 20530

V: Where to Get Help

The SF-425 form and instructions are on the COPS website at www.cops.usdoj.gov/RIC/ or 

obtainable by calling the COPS Office Response Center at1.800.421.6770.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

6 

VI: Step-by-Step Procedures for Completing the SF-425 

Block 1: Federal Agency MANDATORY

o For COPS Office Grant Programs, this field will pre-populate to read “U.S. 

Department of Justice Community Oriented Policing Services” and be a read-only 

field. 

Block 2: Federal Grant Number MANDATORY

o This field will pre-populate the alpha-numeric Grant Number cited on your Award 

Document. Verify this Grant Number is correct.

o Grantees will complete one SF-425 for each Grant Number.

Block 3: Recipient Organization MANDATORY

o This field will pre-populate the Grantee Organization’s Legal Name and Address, 

and should match the name and address on the award document. Verify this 

information is correct.

Block 4a: DUNS Number MANDATORY

o This field will pre-populate the Grantee Organization’s Data Universal 

Numbering System (DUNS) number or Central Contract Registration extended DUNS 

number. Verify this information is correct.

Block 4b: EIN MANDATORY

o This field will pre-populate the Grantee Organization’s Employer Identification Number 

(EIN). Verify this information is correct.

Block 5: Recipient Account Number OPTIONAL

o This field will pre-populate the Grantee Organization’s Originating Agency Identifier 

(ORI) Number. Verify this information is correct.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

7 

Block 6: Final Report MANDATORY

o Mark the appropriate box indicating No, if the SF-425 is a Quarterly Report or Yes, if 

the SF-425 is a Final Report.

o This field should always be checked NO until the Grantee is ready to submit the Final 

Report.

o The Final SF-425 is due 90 days after the Grantee has reported all federal and where 

applicable, local recipient share expenses, for all awards issued under the same Grant 

Number, or after the grant period end date of the last award. A Grantee may elect to

choose ‘Yes’ to indicate a Final Report, even if all funds are not drawn down. 

Additionally, after the 90-day period, the Grantee is no longer eligible to draw down 

funds. If multiple supplements or renewals are issued under ONE Grant Number, the 

Grantee would not submit a Final SF-425 until the last supplement or renewal is fully 

expended.

o The COPS Office reserves the right to update an SF-425 to a “Final” Status if the 

Grantee fails to submit the SF-425 marked as “Final” in Block 6–Final Report, within 

90 days after the grant period end date. At that time, the Grantee will forfeit the 

remaining eligible balance.

o Note: If a Grantee is using Accrual Basis of Accounting, and submits a Final SF-425, 

Block 10f–Federal Share of Unliquidated Obligations will automatically populate 

“$0.00” since accruals are not acceptable for Final reports.

Block 7: Basis of Accounting MANDATORY

o Mark the appropriate box to specify whether a cash or accrual basis was used for recording 

financial transactions related to the award.

o Cash Basis of Accounting refers to the accounting method in which expenses are 

recorded when they are paid.

o If the Grantee uses Cash Basis of Accounting, the Grantee will not complete 

Block 10f-Federal Share of Unliquidated Obligations. 

o Accrual Basis of Accounting refers to the accounting method in which expenses are 

recorded when they are incurred. 

o If the Grantee uses Accrual Basis of Accounting, the Grantee will report 

Accounts Payable in Block 10f-Federal Share of Unliquidated Obligations. 
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

8 

Block 8: Project/Grant Period (From/To) MANDATORY

o This field will pre-populate with the cumulative time period covered by all awards 

and extensions issued under one Grant Number. This should encompass the beginning 

date of the original award and the latest ending date under one Grant Number.

Program Grant 

Number

Amount Grant Period

CHRP 2009RKWX0123 $ 75,000 06/01/09–05/31/12

Extended 05/31/13

o Per the above example, the Project/Grant Period would be from 06/01/09 to 05/31/13.

o Please be aware: If the grant is expired, and the SF-425 is 90 days or more past due, a 

Grantee will be unable to create a new SF-425. Please contact the COPS Office 

Response Center at 1.800.421.6770 to file or revise a Final SF-425.

Block 9: Reporting Period End Date MANDATORY

o Verify the ending date of the reporting period. The only appropriate dates are the 

following (calendar quarter):

o 03/31/YEAR

o 06/30/YEAR

o 09/30/YEAR

o 12/31/YEAR

o Once the project has begun, the Grantee is required to report quarterly.

Block 10: Transactions MANDATORY

o Enter CUMULATIVE AMOUNTS from the date of the inception of the award through 

the end date of the reporting period specified in Block 9–Reporting Period End 

Date. Cumulative amount is calculated by adding all expenses incurred to date, 

including all previously reported expenses.

o Use Block 12-Remarks to provide explanations necessary to provide further detail 

about information listed in this section.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

9 

Federal Cash:

Block 10a: Cash Receipts NOT APPLICABLE

o Do not enter any information in this field. The COPS Office does not require a 

Grantee to report this information. This field may be used for Administrative 

purposes by the COPS Office. 

Block 10b: Cash Disbursements NOT APPLICABLE

o Do not enter any information in this field. The COPS Office does not require a 

Grantee to report this information. This field may be used for Administrative 

purposes by the COPS Office. 

Block 10c: Cash on Hand NOT APPLICABLE

o Do not enter any information in this field. The COPS Office does not require a 

Grantee to report this information. This field may be used for Administrative 

purposes by the COPS Office. 

Federal Expenditures and Unobligated Balance:

Block 10d: Total Federal Funds Authorized MANDATORY

o This field will pre-populate with the appropriate amount of Federal funds 

authorized as of the reporting period end date. This information can also be found 

on the Award Documentation. Verify this information is correct.

o This number should include all accepted original awards, supplements or 

renewals, and modifications.

8〩十H〧十〦A〥十HH十B十A〢GID7◣-269A Box 10h–Total Federal Funds Authorized for this Funding 

Period. 

Block 10e: Federal Share of Expenditures MANDATORY

o Enter the CUMULATIVE AMOUNT of Federal fund expenditures. The 

cumulative amount is calculated by adding all expenses incurred to date (10e = 

Prior period’s 10e + current period’s incurred expenditures).

o The cumulative amount includes all Federal Share of Expenditures for the life of

the grant.

o The web form SF-425 includes a brief note with the previously reported 

cumulative amount. If this is the Grantee’s first report, this number will be 

$0.00.

o Cash Basis of Accounting: For reports prepared on a Cash Basis, 

expenditures are the sum of:

o Cash disbursements for direct charges for property and services;

o The amount of indirect expense charged;

o The value of third-party, in-kind contributions applied; and

o The amount of cash advance payments and payments made to sub-recipients.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

10

o Accrual Basis of Accounting: For reports prepared on an Accrual Basis, 

expenditures are the sum of:

o Cash disbursements for direct charges for property and services;

o The amount of indirect expense incurred as approved as an allowable 

cost under the approved budget; 

o The value of third-party, in-kind contributions applied; and

o The net increase or decrease in the amounts owed by the recipient for:

1. Goods and other property received

2. Services performed by employees, contractors, sub-recipients, and 

other payees

3. Programs for which no current services or performance are required.

8〩十H〧十〦A〥十HH十B十A〢GID7◣-269A Box 10c–Federal Share of Outlays. 

Block 10f: 4.Federal Share of Unliquidated Obligations MANDATORY

o This field is only available to those Grantees reporting based on Accruals.

o Cash Basis of Accounting: For reports prepared on the Cash Basis, do not enter any 

information here.

o Accrual Basis of Accounting: For reports prepared on an Accrual Basis, enter the 

Federal share of unliquidated obligations or expenses incurred but not yet paid, over the 

life of the grant.

o Obligations can include direct and indirect expenses incurred 

but not yet paid, including amounts due to sub-recipients and 

contractors. 

o Do not include any amount that has been previously reported in 

Block 10e—Federal Share of Expenditures. 

o Do not include any amount for a future commitment of funds (such 

as a long-term contract) for which an obligation or expense has not 

been incurred.

o Note: If a Grantee is using Accrual Basis of Accounting, and 

submits a Final SF-425, Block 10f–Federal Share of Unliquidated 

Obligations will automatically populate “$0.00” since accruals are 

not acceptable for Final reports.

8〩十H〧十〦A〥十HH十milar to SF-269A Box 10f–Federal Share of Unliquidated Obligations. 

Block 10g: Total Federal Share MANDATORY

o This field will pre-populate with the calculated sum of Blocks 10e–Federal Share of 

Expenditures and 10f–Federal Share of Unliquidated Obligations. Verify this 

information is correct.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

11

Block 10h: Unobligated Balance of Federal Funds MANDATORY

o This field will pre-populate with the calculated difference of Blocks 10d–Total 

Federal Funds Authorized and 10g–Total Federal Share, based on prior period 

submissions. Upon reporting the current information, this block will recalculate to 

include the updated information. Verify this information is correct.

Recipient Share:

Block 10i: Total Recipient Share Required MANDATORY

o This field will pre-populate with the calculated Minimum Required 

Recipient Share based on original budgeted local share. Verify this 

information is correct.

o Please note that this calculated amount is based on the ORIGINAL grant 

amount, and may increase or decrease given a particular Grantee’s 

spending.

o Please refer to your Award Document for verification of the amount.

o The required recipient share should include all matching and cost sharing

provided by recipients and third-party providers to meet the level required.

o This amount should not include cost sharing and match amounts in excess of 

the amount required by the Federal agency; for example, cost overruns for 

which the recipient incurs additional expenses and, therefore, contributes 

a greater level of cost sharing or match than the level required by the Federal 

agency.

Block 10j: Recipient Share of Expenditures MANDATORY

o Enter the CUMULATIVE AMOUNT of the recipient share of actual cash 

disbursements or outlays (less any rebates, refunds, or other credits) 

including payments to sub-recipients and contractors. Cumulative amount is 

calculated by adding all expenses incurred to date (10j = prior period’s 10j + 

current period’s recipient share of expenditures).

o This cumulative amount will include all Recipient Share of 

Expenditures for the life of the grant.

o The web form SF-425 includes a brief note with the previously reported 

cumulative amount. If this is the Grantee’s first report, this number will be 

“$0.00”.

o This amount may include the value of allowable third-party in-kind 

contributions and the recipient share of program income used to finance the nonFederal share of the project or program.

Block 10k: Remaining Recipient Share to be Provided MANDATORY

o This field will pre-populate with the calculated remaining recipient share. Verify 

this information is correct.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

12

o If this field calculates to “$0.00”, this indicates that the Grantee has met the 

Budgeted Minimum Required Recipient Share based on program 

percentage, as indicated in the award documents.

o In order to capture all information regarding a Grantee’s expenditures, please 

continue to enter further expenditures in Block 10j–Recipient Share of 

Expenditures even if Block 10k–remaining Recipient Share to be Provided is 

“$0.00”.

Program Income:

Block 10l: Total Federal Program Income Earned NOT APPLICABLE

o Do not enter any information in this field. The COPS Office does not require a 

Grantee to report this information. This field may be used for Administrative 

purposes by the COPS Office. 

Block 10m: Program Income Expended in Accordance with the Deduction Alternative

NOT APPLICABLE

o Do not enter any information in this field. The COPS Office does not require a 

Grantee to report this information. This field may be used for Administrative 

purposes by the COPS Office. 

Block 10n: Program Income Expended in Accordance with the Addition Alternative

NOT APPLICABLE

o Do not enter any information in this field. The COPS Office does not require a 

Grantee to report this information. This field may be used for Administrative 

purposes by the COPS Office. 

Block 10o: Unexpended Program Income NOT APPLICABLE

o Do not enter any information in this field. The COPS Office does not require a 

Grantee to report this information. This field may be used for Administrative 

purposes by the COPS Office. 

Block 11: Indirect Expense IF APPLICABLE

· Only certain Grantees are eligible to report this information. If a Grantee should 

be reporting this information and Block 11–Indirect Expense is unavailable, 

please contact the COPS Office Response Center at 800.421.6770.

o Enter CUMULATIVE AMOUNTS from the date of the inception of the award through 

the end date of the reporting period specified in Block 9–Reporting Period End 

Date. Cumulative amount is calculated by adding all expenses incurred to date.

o Use the multiple rows to indicate separate types and rates.

o Use Block 12–Remarks to provide explanations necessary to provide further detail 

about information listed in this section.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

13

Block 11a: Type IF APPLICABLE

o The Grantee should state whether indirect cost rate(s) is (are) Provisional, Predetermined, 

Final, or Fixed. 

Block 11b: Rate IF APPLICABLE

o Enter the indirect cost rate(s) in effect during the reporting period. 

Block 11c: Period From; Period To IF APPLICABLE

o Enter the beginning and ending effective dates for the rate(s). 

Block 11d: Base IF APPLICABLE

o Enter the amount of the base against with the rate(s) was (were) applied. 

Block 11e: Amount Charged IF APPLICABLE

o This field will pre-populate a calculation indicating the amount of indirect costs charged 

during the time period specified (Block 11b * Block 11d). Verify this information is 

correct. 

Block 11f: Federal Share IF APPLICABLE

o Enter the Federal Share of the amount listed in Block 11e—Amount Charged. 

Block 11g: Totals IF APPLICABLE

o This field will pre-populate a calculation indicating the summed amounts of Blocks 

11d—Base, 11e—Amount Charged, and 11f—Federal Share. 

Block 11a: Type IF APPLICABLE

o Use Block 12—Remarks to provide explanations necessary to provide further detail 

about information listed in this report, specifically Block10—Transactions. 

o Use Block 12—Remarks to provide an explanation why the Grantee is delinquent in 

submitting the SF-425.

o A comment is required id the expenditure is lower than the previous report.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

14

Block 13: Certification MANDATORY

o The Certifying Official is the individual who has the knowledge and authority to 

certify that the figures reported on the SF-425 are accurate and complete. This 

individual may be the police chief, sheriff, certified public accountant (CPA), 

accountant or other person designated by the Grantee’s organization.

Block 13a: Name and Title of Authorized Certifying Official

o Type or print the certifying official’s name and title.

Block 13b: Signature of Authorized Certifying Official

o The authorized certifying official must sign here.

Block 13c: Telephone

o Enter the telephone number (including area code and extension) for the individual 

listed in Block 13a–Name and Title of Authorized Certifying Official. 

Block 13d: Email 

o Enter the email address of the individual listed in Block 13a–Name and Title of 

Authorized Certifying Official. 

Block 13e: Date Report Submitted

o Enter the date the SF-425 is submitted to the federal agency using the month, day, 

and year format.

Block 14: Agency Use Only NOT APPLICABLE

o This section reserved for federal agency use only. Do not write in this block.
Helpful Hints Guide for Completing the Federal Financial Report (SF-425)

15

VI: Glossary

Accrual Basis of Accounting: Expenses are recorded in the period in which they are incurred, 

rather than when they are paid.

Cash Basis of Accounting: Expenses are recorded in the period in which they are paid.

COPS Office: The Office of Community Oriented Policing Services (COPS Office) is the 

“grantor agency” for the Grantee’s COPS grants. The COPS Office is directly 

responsible for programmatically administering and monitoring the grant for the entire 

grant period.

Federal Financial Report: The Federal Financial Report (FFR) is also known as Standard 

Form 425 (SF-425). The COPS Office will not be accepting the Federal Financial Report 

Attachment (SF-425A).

The Office of Management and Budget (OMB) has merged previous financial reporting methods 

into one comprehensive financial reporting form to give recipients of grants and cooperative 

agreements a standard format for reporting the financial status of their awards. OMB has 

combined the Financial Status Report (FSR, or SF-269/SF-269A) and the Federal Cash 

Transactions Report (FCTR, or SF-272) into one Federal Financial Report (FFR, or SF-425). 

OMB has stated that the new form, the SF-425, went into effect beginning with reporting the 

first quarter of Fiscal Year 2010.

Federal Share Contributions: The amount of Federal funds a Grantee can draw down to 

reimburse allowable expenses incurred during the grant period. The allowable Federal share 

may not always equal the maximum Federal share.

Grant Number: This number uniquely identifies each grant (e.g., 2009RKWX0000 or 

2011CKWX0000). An SF-425 will be required for EACH Grant Number.

Matching Funds: Certain COPS Office grant programs require Grantees to contribute a 

local match toward allowable costs of the program, project, or activity funded under the 

award. Any required local match can be found on the Financial Clearance Memorandum for 

the specific award.
 Department of Justice

Office of Justice Programs

 Office for Civil Rights

MEMORANDUM

TO: COPS Grant Recipients 

FROM: Michael L. Alston

Director, Office for Civil Rights, Office of Justice Programs 

DATE: June 25, 2012 

RE: Federal Civil Rights Statutes and Regulations 

Congratulations on your recent award. In establishing financial assistance programs, 

Congress linked the receipt of federal funding to compliance with federal civil rights laws. 

The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of 

Justice is responsible for ensuring that recipients of financial assistance from the Office of 

Community Oriented Policing Services (COPS) comply with the applicable federal civil 

rights statutes and regulations. We at the OCR are available to help you and your 

organization meet the civil rights requirements that come with Justice Department funding. 

Ensuring Access to Federally Assisted Programs 

As you know, federal laws prohibit recipients of financial assistance from discriminating on 

the basis of race, color, national origin, religion, sex, or disability in funded programs or 

activities, not only in respect to employment practices but also in the delivery of services or 

benefits. Federal law also prohibits funded programs or activities from discriminating on the 

basis of age in the delivery of services or benefits. 

Providing Services to Limited English Proficiency (LEP) Individuals 

In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights 

Act of 1964, 42 U.S.C. § 2000d, recipients of federal financial assistance must take 

reasonable steps to provide meaningful access to their programs and activities for persons 

with limited English proficiency (LEP). See U.S. Department of Justice, Guidance to Federal 

Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin 

Discrimination Affecting Limited English Proficient Persons, 67 Fed. Reg. 41,455 (2002). 

For more information on the civil rights responsibilities that recipients have in providing 

language services to LEP individuals, please see the website http://www.lep.gov. 
2

Ensuring Equal Treatment for Faith-Based Organizations 

The Department of Justice has published a regulation specifically pertaining to the funding of 

faith-based organizations. In general, the Justice Department regulation, Equal Treatment for 

Faith-Based Organizations, 28 C.F.R. pt. 38, requires State Administering Agencies to treat 

faith-based organizations the same as any other applicant or recipient. The regulation 

prohibits State Administering Agencies from making award or grant administration decisions 

on the basis of an organization's religious character or affiliation, religious name, or the 

religious composition of its board of directors. 

The regulation also prohibits faith-based organizations from using financial assistance from 

the Department of Justice to fund inherently religious activities. While faith-based 

organizations can engage in non-funded inherently religious activities, they must be held 

separately from the program funded by the Department of Justice, and recipients cannot 

compel beneficiaries to participate in them. The Equal Treatment Regulation also makes 

clear that organizations participating in programs funded by the Department of Justice are not 

permitted to discriminate in the provision of services on the basis of a beneficiary's religion. 

For more information on the regulation, please see the OCR's website at 

http://www.ojp.usdoj.gov/about/ocr/equal_fbo.htm

State Administering Agencies and faith-based organizations should also note that the 

Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, as amended, 42 

U.S.C. § 3789d(c); the Victims of Crime Act of 1984, as amended, 42 U.S.C. § 10604(e); and 

the Juvenile Justice and Delinquency Prevention Act of 1974, as amended, 42 U.S.C. § 

5672(b), contain prohibitions against discrimination on the basis of religion in employment. 

Despite these nondiscrimination provisions, the Justice Department has concluded that the 

Religious Freedom Restoration Act (RFRA) can be construed, on a case-by-case basis, to 

permit some faith-based organizations to receive Justice Department funds while taking into 

account religion when hiring staff, even if the statute that authorizes the funding program 

generally forbids recipients from considering religion in employment decisions. 

. 

Questions about the regulation or the application of RFRA to the statutes that prohibit 

discrimination in employment may be directed to the OCR. 

Enforcing Civil Rights Laws 

All recipients of federal financial assistance, regardless of the particular funding source, the 

amount of the grant award, or the number of employees in the workforce, are subject to the 

prohibitions against unlawful discrimination. Accordingly, the OCR investigates recipients 

that are the subject of discrimination complaints from both individuals and groups. In 

addition, based on regulatory criteria, the OCR selects a number of recipients each year for 

compliance reviews, audits that require recipients to submit data showing that they are 

providing services equitably to all segments of their service population and that their 

employment practices meet equal employment opportunity standards. 
3

Complying with the Safe Streets Act or Program Requirements 

In addition to these general prohibitions, an organization that is a recipient of financial 

assistance subject to the nondiscrimination provisions of the Safe Streets Act or other federal 

grant program requirements must meet two additional obligations: (1) complying with federal 

regulations pertaining to the development of an Equal Employment Opportunity Plan (EEOP) 

(see 28 C.F.R. pt. 42, subpt. E) and (2) submitting to the OCR findings of discrimination (see 

28 C.F.R. §§ 42.204(c), 205(c)(5)). 

(1) Meeting the EEOP Requirement 

In accordance with federal regulations, Assurance No. 6 in the Standard Assurances, 

COPS Assurance No. 8B, or certain federal grant program requirements, your 

organization must comply with the following EEOP reporting requirements: 

If your organization is a government agency or private business and has received an award 

for $500,000 or more and has fifty or more employees (counting both full-and part-time 

employees but excluding political appointees), then it has to prepare an EEOP Short Form 

and submit it to the OCR for review within sixty days from the date of this letter. For 

assistance in developing an EEOP Short Form, please consult the OCR's website at 

http://www.ojp.usdoj.gov/about/ocr/eeop.htm

If your organization is a government agency or private business and received an award 

between $25,000 and $500,000 and has fifty or more employees, your organization still has 

to prepare an EEOP Short Form, but it does not have to submit the report to the OCR for 

review. Instead, your organization has to maintain the EEOP Short Form on file and make 

it available for review on request. In addition, your organization has to complete Section B 

of the Certification Form and return it to the OCR. The Certification Form can be found at 

h

. You may also request technical assistance 

from an EEOP specialist at the OCR by telephone at (202) 307-0690. 

ttp://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf. 

(2) Meeting the Requirement to Submit Findings of Discrimination

If your organization has received an adverse finding of discrimination, after a dueprocess hearing, from a state or federal court or from a state or federal administrative

agency, your organization must send a copy of the finding to the Office for Civil Rights

at 810 7th Street, NW; Washington, DC 20531
Change of Information Form

If you need to let the COPS Office know about changes or corrections, please type or print the information 

on this sheet and submit it to the COPS Office. In addition to the changed or corrected information, always 

indicate your organization’s name on this sheet. Changes in the law enforcement and/or government 

executives will not relieve the grantee entity of its obligations under this grant.

Government Executive Information

First Name Last Name

Title

P.O. Box / Suite / Room Number

City State Zip

Phone Fax

E-Mail Address

Organization’s Legal Name ORI Number Date

Contact First Name & Last Name Title

Contact Information

POC First Name POC Last Name

POC Title

Law Enforcement Executive Information

First Name Last Name

Title

P.O. Box / Suite / Room Number

City State Zip

Phone Fax

E-Mail Address

Point of Contact Information (Individual Submitting Form)

First Name Last Name

Title

E-Mail Address

Please return this completed form via fax to 202.616.8594, or mail it to:/4USFFU
/&

Washington, DC 20530

Attention: Response Center

e08096225

Rev 08/09
— 1 —

Updated June 2012 

PUBLICATION REQUEST FORM

Listed by Category

How to use this form:

For your convenience, this form lists available COPS Office publications by 

category. The listing also includes additional information such as whether 

the item is available on disc, is new, coming soon, or a POP Center 

resource. See the list of additional icons below.

Why icons?

We hope the icons will be an easy way for you 

to identify the many categories that make up the 

COPS Office Resource Library. Some of the same 

publications may appear in more than one category.

Availability:

To help the COPS Office to continue to supply these publications free of 

charge, please limit your order to no more than 5 copies of any individual 

publication. If you require more than 5 copies of any publication, please 

contact the COPS Office Response Center at 800.421.6770. NOTE: No 

orders of five items or more can be mailed to a P.O. Box.

The complete collection of COPS Office publications can be viewed and 

downloaded in PDF format free of charge from our website at: 

www.cops.usdoj.gov/RIC

Key to additional icons:

New Publication Includes CD-ROM

Publication on CD-ROM Soon to be Released 

Publication Available POP Center Resource

on DVD or as Video

Visit the RIC Center online at 

www.cops.usdoj.gov ! for more resources and reference materials.

Category Icons:

Alternatives to Incarceration

Community Partnerships

Data and Analysis

Ethics and Integrity

Foundations of Community Policing

Hiring, Recruitment, and Retention

Homeland Security

New Immigrant Communities

Nonviolent Crime

Police Operations

School and Campus Safety

Technology

Tribal

Violent Crime

Youth Safety

Other
— 2 —

Foundations of Community Policing

Publication Item # Quantity 

(circle one) Other

Advancing Community Policing Through Community Governance: 

A Framework Document COPS-P161 1 2 3 4 5 ____

Assessing Responses to Problems: An Introductory Guide for Police 

Problem-Solvers COPS-P034 1 2 3 4 5 ____

The Collaboration Toolkit for Community Organizations COPS-P192 1 2 3 4 5 ____

The Collaboration Toolkit for Law Enforcement: Effective Strategies to Partner 

with the Community COPS-P221 1 2 3 4 5 ____

Community Partnerships COPS-CD027 1 2 3 4 5 ____

Community Policing Defined COPS-P157 1 2 3 4 5 ____

Community Policing Explained: A Guide for Local Governments COPS-P136 1 2 3 4 5 ____

Community Policing in Action! A Practitioner’s Eye View of Organizational Change COPS-C001 1 2 3 4 5 ____

The COPS Collaboration Toolkit: How to Build, Fix, and Sustain 

Productive Partnerships COPS-CD019 1 2 3 4 5 ____

Core Community Policing Resources (CCPR) COPS-CD034 1 2 3 4 5 ____

Crime Analysis for Problem Solvers in 60 Small Steps COPS-P080 1 2 3 4 5 ____

Effective Policing and Crime Prevention: A Problem-Oriented Guide for Mayors, 

City Managers, and County Executives COPS-P168 1 2 3 4 5 ____

Implementing Community Policing: Lessons from 12 Agencies COPS-P172 1 2 3 4 5 ____

Implementing Responses to Problems COPS-P131 1 2 3 4 5 ____

Innovations in Police Recruitment and Hiring – Hiring in the Spirit of Service COPS-P090 1 2 3 4 5 ____

Partnering with Businesses to Address Public Safety Problems COPS-P102 1 2 3 4 5 ____

Problem-Solving Tips: A Guide to Reducing Crime and Disorder Through 

Problem-Solving Partnerships COPS-P019 1 2 3 4 5 ____

Researching a Problem COPS-P073 1 2 3 4 5 ____

Shifting and Sharing Responsibility for Public Safety Problems COPS-P077 1 2 3 4 5 ____

Tribal Law Enforcement Resources COPS-CD024 1 2 3 4 5 ____

Community Partnerships

Publication Item # Quantity 

(circle one) Other

Campus Safety Toolkit DOJ-SP017-KIT 1 2 3 4 5 ____

The Collaboration Toolkit for Community Organizations COPS-P192 1 2 3 4 5 ____

Community Partnerships COPS-CD027 1 2 3 4 5 ____

The COPS Collaboration Toolkit: How to Build, Fix, and Sustain 

Productive Partnerships COPS-CD019 1 2 3 4 5 ____

Diverting Shoplifters: A Research Report and Planning Guide COPS-P227 1 2 3 4 5 ____
— 3 —

Effective Alternatives to Incarceration: Police Collaborations with Corrections 

and Communities COPS-P165 1 2 3 4 5 ____

Essentials for Leaders: Trends and Practices in Law Enforcement and Private 

Security Collaborations COPS-P230 1 2 3 4 5 ____

Law Enforcement and Private Security On the Job Together COPS-CD028 1 2 3 4 5 ____

Law Enforcement and Public Health Resources and Strategies 

for Safer Communities COPS-P226 1 2 3 4 5 ____

Making the Match: Law Enforcement, the Faith Community 

and the Value-Based Initiative COPS-P054 1 2 3 4 5 ____

National Policy Summit: Building Private Security/Public Policing Partnerships COPS-P062 1 2 3 4 5 ____

Operation Partnership: Trends and Practices in Law Enforcement 

and Private Security Collaborations COPS-P169 1 2 3 4 5 ____

Partnering with Businesses to Address Public Safety Problems COPS-P102 1 2 3 4 5 ____

Police-Community Partnerships to Address Domestic Violence COPS-P091 1 2 3 4 5 ____

Problem-Oriented Guides for Police, Version 2.1 COPS-CD020 1 2 3 4 5 ____

Problem-Solving Partnerships: Including the Community for a Change COPS-P006 1 2 3 4 5 ____

Promoting Partnerships between Police and Community Supervision Agencies COPS-P203 1 2 3 4 5 ____

Promoting Partnerships between Police, Probation, and Parole 

Agencies Brochures COPS-P200KIT 1 2 3 4 5 ____

Strategies for Fostering Communication with Law Enforcement and 

the Private Sector COPS-P225 1 2 3 4 5 ____

Reaching Out to the Private Sector: Building Partnerships and Managing 

your Workforce COPS-P193 1 2 3 4 5 ____

Shifting and Sharing Responsibility for Public Safety Problems COPS-P077 1 2 3 4 5 ____

Strategic Communication Practices: A Toolkit for Law Enforcement Executives COPS-P222 1 2 3 4 5 ____

Strategies for Fostering Communication with Law Enforcement and 

the Private Sector COPS-P225 1 2 3 4 5 ____

What You Need to Know About Sex Offenders in Your Community COPS-P220 1 2 3 4 5 ____

Police Operations

Publication Item # Quantity 

(circle one) Other

Advancing Community Policing Through Community Governance: A Framework 

Document COPS-P161 1 2 3 4 5 ____

Assigning Police Officers to Schools COPS-P182 1 2 3 4 5 ____

Benefits and Consequences of Police Crackdowns COPS-P049 1 2 3 4 5 ____

Building Our Way Out of Crime COPS-P190 1 2 3 4 5 ____

Building Our Way Out of Crime: The Transformative Power 

of Police-Community Developer Partnerships COPS-P190 1 2 3 4 5 ____

Closing Streets and Alleys to Reduce Crime COPS-P060 1 2 3 4 5 ____

The Collaboration Toolkit for Community Organizations COPS-P192 1 2 3 4 5 ____

Combat Deployment and the Returning Police Officer COPS-P150 1 2 3 4 5 ____
— 4 —

Community Partnerships COPS-CD027 1 2 3 4 5 ____

Community Policing Defined COPS-P157 1 2 3 4 5 ____

Community Policing in Action! A Practitioner’s Eye View of Organizational Change COPS-C001 1 2 3 4 5 ____

The COPS Collaboration Toolkit: How to Build, Fix, and Sustain 

Productive Partnerships COPS-CD019 1 2 3 4 5 ____

Crime Prevention Publicity Campaigns COPS-P099 1 2 3 4 5 ____

Crime Prevention Research Reviews No. 3: Does Neighborhood 

Watch Reduce Crime? COPS-P144 1 2 3 4 5 ____

Crime Prevention Research Review No. 4: The Effects of Problem-Oriented 

Policing on Crime and Disorder COPS-P196 1 2 3 4 5 ____

Essentials for Leaders: Trends and Practices in Law Enforcement and Private 

Security Collaborations COPS-P230 1 2 3 4 5 ____

First-Line Supervision under Compstat and Community Policing: 

Lessons from Six Agencies COPS-P204 1 2 3 4 5 ____

“Good To Great” Policing: Application of Business Management Principles 

in the Public Sector COPS-P127 1 2 3 4 5 ____

Guidelines for Starting and Operating a New Police Department COPS-P109 1 2 3 4 5 ____

The Impact of the Economic Downturn on American Police Agencies COPS-P192 1 2 3 4 5 ____

Implementing Community Policing: Lessons from 12 Agencies COPS-P172 1 2 3 4 5 ____

Implementing Responses to Problems COPS-P131 1 2 3 4 5 ____

Improving Street Lighting to Reduce Crime in Residential Areas COPS-P156 1 2 3 4 5 ____

Jail Information Model COPS-P111 1 2 3 4 5 ____

Key Leadership Strategies to Enhance Communication COPS-P195 1 2 3 4 5 ____

Maximizing the Benefits of Reform: Integrating Compstat 

and Community Policing in America COPS-P178 1 2 3 4 5 ____

Measuring Excellence: Planning and Managing Evaluations 

of Law Enforcement Initiatives COPS-P129 1 2 3 4 5 ____

Misuse and Abuse of 911 COPS-P024 1 2 3 4 5 ____

Out of the Shadows. Policy Research for Midsize Law Enforcement Agencies: 

A Call to Action COPS-P186 1 2 3 4 5 ____

Partnering with Businesses to Address Public Safety Problems COPS-P102 1 2 3 4 5 ____

Planning and Managing Security for Major Special Events: Guidelines

for Law Enforcement – Training Curriculum and Materials COPS-CD026 1 2 3 4 5 ____

Planning and Managing Security for Major Special Events: Guidelines 

for Law Enforcement COPS-P130 1 2 3 4 5 ____

Police Labor-Management Relations (Vol. I): Perspectives and Practical Solutions 

for Implementing Change, Making Reforms, and Handling Crises for Managers 

and Union Leaders

COPS-P110 1 2 3 4 5 ____

Police Labor-Management Relations (Vol. II): A Guide for Implementing Change, 

Making Reforms, and Handling Crises for Managers and Union Leaders COPS-P110 1 2 3 4 5 ____

A Police Organizational Model for Crime Reduction: Institutionalizing 

Problem Solving, Analysis, and Accountability COPS-P208 1 2 3 4 5 ____

Police Training Officer (PTO) Program COPS-CD029 1 2 3 4 5 ____

Policing Smarter Through IT: Learning in Enterprise Implementation COPS-P059 1 2 3 4 5 ____

Problem-Oriented Guides for Police, version 2.1 COPS-CD020 1 2 3 4 5 ____
— 5 —

Problem-Solving Tips: A Guide to Reducing Crime and Disorder Through 

Problem-Solving Partnerships COPS-P019 1 2 3 4 5 ____

Reducing Fear of Crime: Strategies for Police COPS-P173 1 2 3 4 5 ____

Shifting and Sharing Responsibility for Public Safety Problems COPS-P077 1 2 3 4 5 ____

Strategic Communication Practices: A Toolkit for Law Enforcement Executives COPS-P222 1 2 3 4 5 ____

Tampa Bay Manhunt After Action Report: Lessons Learned in Community Policing 

Partnerships and Incident Command System COPS-P219 1 2 3 4 5 ____

Team Up! Action Planner for Police-Security Partnerships COPS-P231 1 2 3 4 5 ____

Using Offender Interviews to Inform Police Problem Solving COPS-P074 1 2 3 4 5 ____

Video Surveillance of Public Places COPS-P097 1 2 3 4 5 ____

Ethics and Integrity

Publication Item # Quantity 

(circle one) Other

2011 Electronic Control Weapon Guidelines COPS-P202 1 2 3 4 5 ____

Boston Police Department Enhancing Cultures of Integrity Technical Assistance 

Guide COPS-P184 1 2 3 4 5 ____

Building Trust Between the Police and the Citizens They Serve: An Internal Affairs 

Promising Practices Guide for Local Law Enforcement COPS-P170 1 2 3 4 5 ____

Conducted Energy Devices: Development of Standards for Consistency 

and Guidance COPS-P121 1 2 3 4 5 ____

COPS Evaluation Brief No. 1: Promoting Cooperative Strategies to Reduce 

Racial Profiling COPS-P146 1 2 3 4 5 ____

COPS Evaluation Brief No. 3: Creating a Culture of Integrity COPS-P148 1 2 3 4 5 ____

Early Intervention Systems for Law Enforcement Agencies: 

A Planning and Management Guide COPS-P052 1 2 3 4 5 ____

Ethics Toolkit (available only via IACP at 703.836.6767) 1 2 3 4 5 ____

Federal Intervention in Local Policing: Pittsburgh’s Experience 

with a Consent Decree COPS-P092 1 2 3 4 5 ____

Guidance for Building Communities of Trust (BCOT) COPS-P194 1 2 3 4 5 ____

How to Correctly Collect and Analyze Racial Profiling Data: Your Reputation 

Depends on It! COPS-P044 1 2 3 4 5 ____

Interoperability: Critical Success Factors COPS-CD025 1 2 3 4 5 ____

Making Police Reforms Endure: The Keys for Success COPS-P176 1 2 3 4 5 ____

Maximizing the Benefits of Reform: Integrating Compstat 

and Community Policing in America COPS-P178 1 2 3 4 5 ____

Measuring Excellence: Planning and Managing Evaluations 

of Law Enforcement Initiatives COPS-P129 1 2 3 4 5 ____

Mediating Citizen Complaints Against Police Officers COPS-P038 1 2 3 4 5 ____

Mutual Respect in Policing (Video and Curriculum) COPS-T001/

COPS-V001 1 2 3 4 5 ____

Protecting Civil Rights: A Leadership Guide for State, Local, and Tribal 

Law Enforcement COPS-P108 1 2 3 4 5 ____
— 6 —

Standards and Guidelines for Internal Affairs: Recommendations from 

a Community of Practice COPS-P164 1 2 3 4 5 ____

Strategies for Intervening with Officers through Early Intervention Systems: 

A Guide for Supervisors COPS-P093 1 2 3 4 5 ____

A Suggested Approach to Analyzing Racial Profiling: Sample Templates 

for Analyzing Car-Stop Data COPS-P071 1 2 3 4 5 ____

Supervision and Intervention within Early Intervention Systems: 

A Guide for Law Enforcement Chief Executives COPS-P105 1 2 3 4 5 ____

Hiring, Recruitment, and Retention

Publication Item # Quantity 

(circle one) Other

A Call to Community Service: Advertising Toolkit for Law Enforcement Recruiting COPS-P201 1 2 3 4 5 ____

Early Intervention Systems for Law Enforcement Agencies: 

A Planning and Management Guide COPS-P052 1 2 3 4 5 ____

Establishing Appropriate Staffing Levels for Campus Public Safety Departments COPS-P210 1 2 3 4 5 ____

The Impact of the Economic Downturn on American Police Agencies COPS-P192 1 2 3 4 5 ____

Innovations in Police Recruitment and Hiring – Hiring in the Spirit of Service COPS-P090 1 2 3 4 5 ____

Innovations in Police Recruitment and Hiring – Hiring in the Spirit of Service COPS-CD021 1 2 3 4 5 ____

Law Enforcement Recruitment COPS-CD031 1 2 3 4 5 ____

Law Enforcement Recruitment Toolkit COPS-P171 1 2 3 4 5 ____

Police Recruitment and Retention for the New Millennium COPS-P199 1 2 3 4 5 ____

Police Training Officer (PTO) Program COPS-CD029 1 2 3 4 5 ____

Recruitment, Hiring, and Retention Resources for Law Enforcement COPS-CD023 1 2 3 4 5 ____

Selecting the Best Analyst for the Job COPS-P188 1 2 3 4 5 ____

Strategies for Intervening with Officers through Early Intervention Systems: 

A Guide for Supervisors COPS-P093 1 2 3 4 5 ____

Supervision and Intervention within Early Intervention Systems: 

A Guide for Law Enforcement Chief Executives COPS-P105 1 2 3 4 5 ____

Homeland Security

Publication Item # Quantity 

(circle one) Other

Integrated Intelligence and Crime Analysis: Enhanced Information Management 

for Law Enforcement Leaders COPS-P160 1 2 3 4 5 ____

Law Enforcement Intelligence Resources 2.0 COPS-CD012 1 2 3 4 5 ____

Law Enforcement Intelligence: A Guide for State, Local, and Tribal 

Law Enforcement Agencies, 2nd Ed COPS-P064 1 2 3 4 5 ____

Policing Terrorism: An Executive’s Guide COPS-P143 1 2 3 4 5 ____
— 7 —

Data and Analysis

Publication Item # Quantity 

(circle one) Other

Analyzing Crime Displacement and Diffusion COPS-P167 1 2 3 4 5 ____

Analyzing Repeat Victimization COPS-P078 1 2 3 4 5 ____

Assessing Responses to Problems: An Introductory Guide 

for Police Problem-Solvers COPS-P034 1 2 3 4 5 ____

Crime Analysis for Problem Solvers in 60 Small Steps COPS-P080 1 2 3 4 5 ____

Crime Prevention Research Review No. 2: Police Enforcement Strategies 

to Prevent Crime in Hot Spot Areas COPS-P140 1 2 3 4 5 ____

Enhancing the Problem-Solving Capacity of Crime Analysis Units COPS-P137 1 2 3 4 5 ____

Geography and Public Safety (quarterly newsletter) COPS-P223 1 2 3 4 5 ____

The Impact of the Economic Downturn on American Police Agencies COPS-P192 1 2 3 4 5 ____

Integrated Intelligence and Crime Analysis: Enhanced Information Management 

for Law Enforcement Leaders COPS-P160 1 2 3 4 5 ____

The Integration of Crime Analysis into Patrol Work: A Guidebook COPS-P209 1 2 3 4 5 ____

Law Enforcement and Public Health Resources and Strategies 

for Safer Communities COPS-P226 1 2 3 4 5 ____

Problem-Oriented Guides for Police, version 2.1 COPS-CD020 1 2 3 4 5 ____

Researching a Problem COPS-P073 1 2 3 4 5 ____

Selecting the Best Analyst for the Job COPS-P188 1 2 3 4 5 ____

Understanding Risky Facilities COPS-P118 1 2 3 4 5 ____

Using Analysis for Problem-Solving: A Guidebook for Law Enforcement COPS-P018 1 2 3 4 5 ____

Using Crime Prevention Through Environmental Design in Problem-Solving COPS-P132 1 2 3 4 5 ____

Using Offender Interviews to Inform Police Problem Solving COPS-P074 1 2 3 4 5 ____

Technology

Publication Item # Quantity 

(circle one) Other

2008 National Chemical Control Symposium: 

A Focus on Tracking Precursor Chemicals DOJ-SP028 1 2 3 4 5 ____

2011 Electronic Control Weapon Guidelines COPS-P202 1 2 3 4 5 ____

Assessment of the Interoperable Communications Technology Program (ICTP) 

Best Practices Report COPS-P228 1 2 3 4 5 ____

Conducted Energy Devices: Development of Standards for Consistency 

and Guidance COPS-P121 1 2 3 4 5 ____

Geography and Public Safety (quarterly newsletter) COPS-P223 1 2 3 4 5 ____

Identifying and Measuring the Effects of Information Technologies 

on Law Enforcement Agencies COPS-P149 1 2 3 4 5 ____

Interoperability: Critical Success Factors COPS-CD025 1 2 3 4 5 ____

It’s More Complex than You Think: A Chief’s Guide to DNA COPS-P198 1 2 3 4 5 ____
— 8 —

Law Enforcement Tech Guide for Communications Interoperability COPS-P106 1 2 3 4 5 ____

Law Enforcement Tech Guide for Creating Performance Measures that Work COPS-P120 1 2 3 4 5 ____

Law Enforcement Tech Guide for Information Technology Security COPS-P115 1 2 3 4 5 ____

Law Enforcement Tech Guide for Small and Rural Police Agencies COPS-P086 1 2 3 4 5 ____

Law Enforcement Tech Guide: How to Plan, Purchase and Manage 

Technology (Successfully!) COPS-P042 1 2 3 4 5 ____

Mission Critical Technology COPS-V002 1 2 3 4 5 ____

Misuse and Abuse of 911 COPS-P024 1 2 3 4 5 ____

Policing Smarter Through IT: Learning in Enterprise Implementation COPS-P059 1 2 3 4 5 ____

Selecting the Best Analyst for the Job COPS-P188 1 2 3 4 5 ____

Strategic Communication Practices: A Toolkit for Law Enforcement Executives COPS-P222 1 2 3 4 5 ____

Tech Docs: Technology Resources for Law Enforcement COPS-CD015B 1 2 3 4 5 ____

Tech Docs: Technology Resources for Law Enforcement CD-ROM, v.2.0 COPS-CD015B 1 2 3 4 5 ____

Using Public Surveillance Systems for Crime Control and Prevention COPS-P211 1 2 3 4 5 ____

Video Surveillance of Public Places COPS-P097 1 2 3 4 5 ____

Youth Safety

Publication Item # Quantity 

(circle one) Other

Because Things Happen Every Day: Responding to Teenage

Victims of Crime COPS-P082 1 2 3 4 5 ____

Bomb Threats in Schools COPS-P069 1 2 3 4 5 ____

Building Our Way Out of Crime COPS-P190 1 2 3 4 5 ____

Bullying in Schools COPS-P029 1 2 3 4 5 ____

Child Abuse and Neglect in the Home COPS-P174 1 2 3 4 5 ____

Child Pornography on the Internet COPS-P104 1 2 3 4 5 ____

COPS Protecting Children COPS-CD030 1 2 3 4 5 ____

Disorderly Youth in Public Places COPS-P016 1 2 3 4 5 ____

Drive-By Shootings COPS-P116 1 2 3 4 5 ____

Drug Endangered Children Checklist Card for Law Enforcement COPS-P214 1 2 3 4 5 ____

Drugs and Crime COPS-CD013 

VERSION 2.0 1 2 3 4 5 ____

Gang Reference Card for Parents 

— English COPS-P063 1 2 3 4 5 ____

— Hmong COPS-P088 1 2 3 4 5 ____

— Spanish COPS-P084 1 2 3 4 5 ____

— Vietnamese COPS-P087 1 2 3 4 5 ____

Graffiti COPS-P026 1 2 3 4 5 ____

A Guide to Developing, Maintaining, and Succeeding with your School 

Resource Officer Program COPS-P075 1 2 3 4 5 ____

Gun Violence Among Serious Young Offenders COPS-P055 1 2 3 4 5 ____

Juvenile Runaways COPS-P095 1 2 3 4 5 ____
— 9 —

Meeting the Needs of Drug Endangered Children, Tools and Resources COPS-CD033 1 2 3 4 5 ____

Rave Parties COPS-P028 1 2 3 4 5 ____

School Safety COPS-CD010 1 2 3 4 5 ____

Solutions to Address Gang Crime COPS-CD008 1 2 3 4 5 ____

SRO Performance Evaluation: A Guide to Getting Results COPS-CD016 1 2 3 4 5 ____

Strategies to Address Gang Crime: A Guidebook for Local Law Enforcement COPS-P142 1 2 3 4 5 ____

The Stop Snitching Phenomenon: Breaking the Code of Silence COPS-P158 1 2 3 4 5 ____

Street Gangs and Interventions: Innovative Problem Solving with Network Analysis COPS-P089 1 2 3 4 5 ____

Teen Action Toolkit: Building a Youth-led Response to Teen Victimization COPS-P125 1 2 3 4 5 ____

Tribal Law Enforcement Resources COPS-CD024 1 2 3 4 5 ____

Underage Drinking COPS-P061 1 2 3 4 5 ____

Understanding Risky Facilities COPS-P118 1 2 3 4 5 ____

Vital Partners: Mayors and Police Chiefs Working Together for America’s 

Children and Youth COPS-P126 1 2 3 4 5 ____

What You Need to Know About Sex Offenders in Your Community COPS-P220 1 2 3 4 5 ____

Witness Intimidation COPS-P112 1 2 3 4 5 ____

School and Campus Safety

Publication Item # Quantity 

(circle one) Other

Acquaintance Rape of College Students COPS-P033 1 2 3 4 5 ____

Addressing School-Related Crime & Disorder COPS-P020 1 2 3 4 5 ____

Assigning Police Officers to Schools COPS-P182 1 2 3 4 5 ____

Bomb Threats in Schools COPS-P069 1 2 3 4 5 ____

Bullying in Schools COPS-P029 1 2 3 4 5 ____

Campus Safety COPS-CD014 1 2 3 4 5 ____

Campus Safety Toolkit DOJ-SP017-KIT 1 2 3 4 5 ____

Campus Threat Assessment Training: A Multidisciplinary Approach for Institutions 

of Higher Education – Participant’s Manual COPS-T005 1 2 3 4 5 ____

Campus-Community Policing at Historically Black Colleges and Universities: 

A Guidebook for Law Enforcement and Community Representatives COPS-P189 1 2 3 4 5 ____

Drug Endangered Children: A Resource CD for Professionals COPS-CD036 1 2 3 4 5 ____

Establishing Appropriate Staffing Levels for Campus Public Safety Departments COPS-P210 1 2 3 4 5 ____

A Guide to Developing, Maintaining, and Succeeding with your School 

Resource Officer Program COPS-P075 1 2 3 4 5 ____

Guide to Using School COP to Address Student Discipline Problems COPS-T002 1 2 3 4 5 ____

Rave Parties COPS-P028 1 2 3 4 5 ____

School Safety COPS-CD010 1 2 3 4 5 ____

School Vandalism and Break-Ins COPS-P076 1 2 3 4 5 ____

Spectator Violence in Stadiums COPS-P152 1 2 3 4 5 ____

SRO Performance Evaluation: A Guide to Getting Results COPS-CD016 1 2 3 4 5 ____
— 10 —

Student Party Riots COPS-P096 1 2 3 4 5 ____

Traffic Congestion Around Schools COPS-P133 1 2 3 4 5 ____

Underage Drinking COPS-P061 1 2 3 4 5 ____

New Immigrant Communities

Publication Item # Quantity 

(circle one) Other

Bridging the Language Divide: Promising Practices for Law Enforcement COPS-P159 1 2 3 4 5 ____

COPS Evaluation Brief No. 2: Evaluation of a Pilot Community Policing Program COPS-P147 1 2 3 4 5 ____

Disorder at Day Laborer Sites COPS-P122 1 2 3 4 5 ____

Enhancing Community Policing with Immigrant Populations COPS-P185 1 2 3 4 5 ____

Exploitation of Trafficked Women COPS-P098 1 2 3 4 5 ____

Overcoming Language Barriers COPS-P138 1 2 3 4 5 ____

Policing in New Immigrant Communities COPS-P162 1 2 3 4 5 ____

Alternatives to Incarceration

Publication Item # Quantity 

(circle one) Other

Crime Prevention Research Review No. 5: Effects of Correctional 

Boot-Camps on Offending COPS-P197 1 2 3 4 5 ____

Diverting Shoplifters: A Research Report and Planning Guide COPS-P227 1 2 3 4 5 ____

The Early Release of Prisoners and its Impact on Police Agencies and 

Communities in California COPS-P216 1 2 3 4 5 ____

Effective Alternatives to Incarceration: Police Collaborations with Corrections 

and Communities COPS-P165 1 2 3 4 5 ____

Planning and Assessing a Law Enforcement Reentry Strategy COPS-P144 1 2 3 4 5 ____

Prisoner Reentry and Community Policing: Strategies for Enhancing Public Safety COPS-P101 1 2 3 4 5 ____

Promoting Partnerships between Police and Community Supervision Agencies COPS-P203 1 2 3 4 5 ____

Toolbox for Implementing Restorative Justice and Advancing Community Policing COPS-P002 1 2 3 4 5 ____

Nonviolent Crime

Publication Item # Quantity 

(circle one) Other

Abandoned Vehicles COPS-P151 1 2 3 4 5 ____

Aggressive Driving COPS-P187 1 2 3 4 5 ____

Asset Forfeiture COPS-P155 1 2 3 4 5 ____

Bicycle Theft COPS-P141 1 2 3 4 5 ____

Burglary at Single-Family House Construction Sites COPS-P113 1 2 3 4 5 ____

Burglary of Retail Establishments COPS-P025 1 2 3 4 5 ____
— 11 —

Burglary of Single-Family Houses COPS-P032 1 2 3 4 5 ____

Check and Card Fraud COPS-P051 1 2 3 4 5 ____

Clandestine Methamphetamine Labs, 2nd Edition COPS-P023 1 2 3 4 5 ____

Combating Methamphetamine Laboratories and Abuse: Strategies for Success COPS-P050 1 2 3 4 5 ____

Crime Prevention Research Reviews No. 1: Disrupting Street Level Drug Markets COPS-P128 1 2 3 4 5 ____

Crimes Against Tourists COPS-P058 1 2 3 4 5 ____

Cruising COPS-P066 1 2 3 4 5 ____

Dealing with Crime and Disorder in Urban Parks COPS-P163 1 2 3 4 5 ____

Disorder at Budget Motels COPS-P068 1 2 3 4 5 ____

Diverting Shoplifters: A Research Report and Planning Guide COPS-P227 1 2 3 4 5 ____

Dogfighting Toolkit for Law Enforcement: Addressing Dogfighting 

in Your Community COPS-P218 Available only through the COPS 

Reponse Center at 800.421.6770

Drug Dealing in Open-Air Markets COPS-P067 1 2 3 4 5 ____

Drug Dealing in Privately Owned Apartment Complexes COPS-P013 1 2 3 4 5 ____

Drug Endangered Children Checklist Card for Law Enforcement COPS-P214 1 2 3 4 5 ____

Drug Endangered Children: A Resource CD for Professionals COPS-CD036 1 2 3 4 5 ____

Drug Impaired Driving COPS-P212 1 2 3 4 5 ____

Drugs and Crime COPS-CD013 

VERSION 2.0 1 2 3 4 5 ____

Drunk Driving COPS-P094 1 2 3 4 5 ____

Export of Stolen Autos Across Land Borders COPS-P213 1 2 3 4 5 ____

False Burglar Alarms, 2nd Edition COPS-P014 1 2 3 4 5 ____

Financial Crimes Against the Elderly COPS-P048 1 2 3 4 5 ____

Graffiti COPS-P026 1 2 3 4 5 ____

The High Point Drug Market Intervention Strategy COPS-P166 1 2 3 4 5 ____

Homeless Encampments COPS-P175 1 2 3 4 5 ____

Identity Theft COPS-P057 1 2 3 4 5 ____

Illicit Sexual Activity in Public Places COPS-P070 1 2 3 4 5 ____

Loud Car Stereos COPS-P015 1 2 3 4 5 ____

Methamphetamine: State and Local Resource Documents on Education, 

Legislation and Policy CD-ROM COPS-CD032 1 2 3 4 5 ____

The Methamphetamine Summit: A Process in Collaboration and Decision Making COPS-P207 1 2 3 4 5 ____

Misuse and Abuse of 911 COPS-P024 1 2 3 4 5 ____

A National Strategy to Combat Identity Theft COPS-P107 1 2 3 4 5 ____

Panhandling COPS-P027 1 2 3 4 5 ____

Pedestrian Injuries and Fatalities COPS-P135 1 2 3 4 5 ____

People with Mental Illness COPS-P103 1 2 3 4 5 ____

Prescription Fraud COPS-P056 1 2 3 4 5 ____

The Problem of Dog-Related Incidents and Encounters COPS-P206 1 2 3 4 5 ____

Shoplifting COPS-P030 1 2 3 4 5 ____

Speeding in Residential Areas, 2nd Edition COPS-P012B 1 2 3 4 5 ____

Sting Operations COPS-P134 1 2 3 4 5 ____
— 12 —

Stolen Goods Markets COPS-P177 1 2 3 4 5 ____

Street Prostitution, 2nd Edition COPS-P011 1 2 3 4 5 ____

Street Racing COPS-P065 1 2 3 4 5 ____

Theft of and from Cars in Parking Facilities COPS-P031 1 2 3 4 5 ____

Theft of Customers’ Personal Property in Cafes and Bars COPS-P183 1 2 3 4 5 ____

Theft of Scrap Metal COPS-P180 1 2 3 4 5 ____

Thefts of and from Cars on Residential Streets and Driveways COPS-P117 1 2 3 4 5 ____

Traffic Safety Toolkit DOJ-SP007-KIT 1 2 3 4 5 ____

Understanding Risky Facilities COPS-P118 1 2 3 4 5 ____

Witness Intimidation COPS-P112 1 2 3 4 5 ____

Violent Crime

Publication Item # Quantity 

(circle one) Other

Assaults In and Around Bars, 2nd Edition COPS-P114 1 2 3 4 5 ____

Bank Robbery COPS-P119 1 2 3 4 5 ____

Crimes Against Tourists COPS-P058 1 2 3 4 5 ____

Dealing with Crime and Disorder in Urban Parks COPS-P163 1 2 3 4 5 ____

Domestic Violence COPS-P123 1 2 3 4 5 ____

Drive-By Shootings COPS-P116 1 2 3 4 5 ____

Drug Impaired Driving COPS-P212 1 2 3 4 5 ____

Drunk Driving COPS-P094 1 2 3 4 5 ____

Exploitation of Trafficked Women COPS-P098 1 2 3 4 5 ____

Gang Reference Card for Parents 

— English COPS-P063 1 2 3 4 5 ____

— Hmong COPS-P088 1 2 3 4 5 ____

— Spanish COPS-P084 1 2 3 4 5 ____

— Vietnamese COPS-P087 1 2 3 4 5 ____

Gangs Toolkit DOJ-SP006-KIT 1 2 3 4 5 ____

Group Violence Reduction Strategy: Four Case Studies of Swift and Meaningful 

Law Enforcement Responses COPS-P205 1 2 3 4 5 ____

Law Enforcement and Public Health Resources and Strategies 

for Safer Communities COPS-P226 1 2 3 4 5 ____

Meeting the Needs of Drug Endangered Children, Tools and Resources COPS-CD033 1 2 3 4 5 ____

Police-Community Partnerships to Address Domestic Violence COPS-P091 1 2 3 4 5 ____

Promoting Effective Homicide Investigations COPS-P139 1 2 3 4 5 ____

Robbery at Automated Teller Machines COPS-P017 1 2 3 4 5 ____

Robbery of Convenience Stores COPS-P124 1 2 3 4 5 ____

Robbery of Taxi Drivers COPS-P072 1 2 3 4 5 ____

Sexual Assault of Women by Strangers COPS-P217 1 2 3 4 5 ____

Solutions to Address Gang Crime COPS-CD008 1 2 3 4 5 ____

Spectator Violence in Stadiums COPS-P152 1 2 3 4 5 ____
— 13 —

Stalking COPS-P053 1 2 3 4 5 ____

Sting Operations COPS-P134 1 2 3 4 5 ____

Strategies to Address Gang Crime: A Guidebook for Local Law Enforcement COPS-P142 1 2 3 4 5 ____

Street Gangs and Interventions: Innovative Problem Solving with Network Analysis COPS-P089 1 2 3 4 5 ____

Street Prostitution, 2nd Edition COPS-P011 1 2 3 4 5 ____

Street Robbery COPS-P181 1 2 3 4 5 ____

The Stop Snitching Phenomenon: Breaking the Code of Silence COPS-P158 1 2 3 4 5 ____

Violent Crime Impact Teams (VCIT): Focus on Partnerships COPS-P100 1 2 3 4 5 ____

Violent Crime Prevention Toolkit DOJ-SP023-KIT 1 2 3 4 5 ____

Witness Intimidation COPS-P112 1 2 3 4 5 ____

Other

Publication Item # Quantity 

(circle one) Other

Problem-Oriented Policing: Herman Goldstein Award Video COPS-V003 1 2 3 4 5 ____

Training and Technical Assistance Pamphlet COPS-T003 1 2 3 4 5 ____

Problem-Oriented Policing (POP) Resources 

☐ Entire POP Guide Series Set DOJ-SP022-KIT

☐ Response Guide Box COPS-BS03

☐ Assessment Guide Series Box COPS-BX02

Name Title/Rank

Agency/Organization

Street Address Mail Stop

City State Zip

Phone Fax

E-mail

Please return all pages of this form to the 

address below. Requests may also be faxed to 

202.616.8594. Or, please call the COPS Office 

Response Center at 800.421.6770. All COPS 

Publications are available at 

www.cops.usdoj.gov.

U.S. Department of Justice

Office of Community Oriented Policing Services 

145 N St. N.E.

Washington, DC 20530

ORDER FORM