Agency Portal
 

Grants Management
 

User Manual
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Contents
 

Introduction ..............................................................................................................................................................

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1
 

Setting up a new user 1
 

Setting up an e-signature 1
 

Requesting grant modifications 1
 

Requesting grant extensions 2
 

Requesting grant withdrawals 2
 

Requesting to decline a grant 2
 

Setting Up New Users and E-Signatures 3
 

New user set up 3
 

E-signature set up 8
 

Processing Modifications, Withdrawals, Extensions, and Declines 11
 

Accessing individual grants 11
 

Grant modification process 14
 

Grant extension process 33
 

Grant withdrawal process 38
 

Grant decline process 40
 

About the COPS Office 43
 

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Introduction 

The Office of Community Oriented Policing Services (COPS Office) uses a web-based system to streamline grant 

management functions. The system allows for easily monitored processes and electronic records keeping. This manual 

contains step-by-step guidelines for setting up new users and e-signatures and for processing modifications, postapplication modifications, withdrawals, and extensions for grants. 

Setting up a new user
 

This option enables the user to establish accounts for the law enforcement executive (LE) and government executive 

(GE), or the program official (PO) and financial official (FO) for Community Policing Development (CPD) awards, 

whichever is applicable, and assign new users a number of grant management tasks associated with the various system 

applications (e.g., progress reports, SF-425, and COPS Office Application Program). 

Note: At this time, the system displays only LE- and GE-type fields. Therefore, for CPD awards, the LE is the PO, and the 

GE is the FO. 

Setting up an e-signature
 

The LE/PO or GE/FO will need to establish an electronic signature, which is critical for enabling an agency to sign 

important documents in the grant management process. 

The process for setting up the e-signature should be performed only by the LE/PO or GE/FO. All signature fields within 

the Agency Portal will be validated against the signature provided on the Account Information page (see figure 3b on 

page 10). 

Requesting grant modifications
 

A grant award modification is when the user submits a request to make changes to the approved COPS Office award. 

The grant modification request workflow in the Agency Portal consists of the following steps: 

•	 Generates a series of modification forms for the user based on the current 

contents of the award 

•	 Allows the user to fill out the modification forms 

•	 Accepts the completed forms from the user and stores the modification data in the database 

•	 Submits modification details to the COPS Office for internal processing 

•	 Receives an approval or denial notification from the COPS Office 

•	 Receives a modified award document from the COPS Office, if applicable, reflecting the modifications 

•	 Receives a modified Financial Clearance Memo from the COPS Office 

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Requesting grant extensions
 

A grant extension is when the user submits a request to extend the date of the grant award period. 

The grant extension request workflow in the Agency Portal consists of the following steps: 

•	 Generates an extension form for the user based on the current period of performance 

of the award 

•	 Allows the user to fill out the extension form 

•	 Accepts the completed form from the user and stores the extension data in the database 

•	 Submits extension details to the COPS Office for internal processing 

•	 Receives an approval or denial notification from the COPS Office 

Requesting grant withdrawals
 

A grant withdrawal is when the user submits a request to terminate the award.
 

The grant withdrawal request workflow in the Agency Portal consists of the following steps:
 

•	 Generates a withdrawal form for the user 

•	 Allows the user to complete the withdrawal form 

•	 Accepts the completed form from the user and stores the withdrawal data in the database 

•	 Submits withdrawal details to the COPS Office for internal processing 

•	 Notifies the user of the completion of the withdrawal process 

Requesting to decline a grant
 

Declining a grant is when the user submits a request to decline the award instead of accepting it. 

The grant decline workflow in the Agency Portal consists of the following steps: 

•	 Generates a decline form for the user 

•	 Allows the user to enter a reason for the decline 

•	 Accepts the reason and stores the decline data in the database 

•	 Submits decline details to the COPS Office for internal processing 

•	 Notifies the user of the completion of the decline process 

2 Agency Portal Grants Management User Manual 
 

Setting Up New Users and E-Signatures
 

New user set up
 

Step 1A.	 The user visits the Agency Portal Login page (figure 1a), enters his or her email address and password 

into the associated fields, and selects Login. 

Figure 1a. Agency Portal Login 

3 
Step 2A. Underthe Agency Portal Menu on the left, the user selects Agency Users (see figure 2a). 

Note: Users cannot edit their own roles. 

Figure 2a. Agency Portal Home 

4 Agency Portal Grants Management User Manual 
 

Step 3A.	 To add a new user, the user selects the Add button (see figure 3a). If the user is not the law 

enforcement executive (LE) or government executive (GE), the user must first contact the COPS Office 

Response Center to establish the LE/GE’s account, roles, and permissions. 

Note: At this time, the system displays only LE- and GE-type fields. Therefore, for Community Policing Development 

(CPD) awards, the LE is the program official (PO), and the GE is the financial official (FO). 

Figure 3a. Agency Users 

Setting Up New Users and E-Signatures 5 
Step 4A.	 On the Add/Edit User page (figure 4a), the user completes the required information in the top section 

(i.e., the new user’s email, title, name, etc.). 

Figure 4a. Add/Edit User 

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Step 5A. Under the Agency Portal section, the user assigns the new user (i.e., assignee) the appropriate role by 

checking the desired box (see figure 4a). 

Available roles include the following: 

•	 Agency moderator – This role allows the assignee to create, edit, or manage agency information, such as LE/GE 

information, the agency address, and the phone and fax number. 

•	 User moderator – If the LE/GE assigns this role to another user, that user can manage agency users’ information, 

such as adding or deleting users, changing user permissions, and updating contact information. However, the 

assigned user moderator cannot edit his or her own information; thus, he or she will need to ask the LE/GE to do so. 

•	 Law enforcement executive (LE) – This role should be reserved for the LE/PO, as this role provides signature access 

for grant documentation. 

NOTE: The e-signature must be that of the LE/PO because this name will be used for all official award and grant 

management documents, which only the LE/PO must sign; thus, the signatures must match exactly. 

•	 Government executive (GE) – This role should be reserved for the GE/FO, as this role provides signature access for 

grant documentation. 

NOTE: The e-signature must be that of the GE/FO because this name will be used for all official award and grant 

management documents, which only the GE/FO must sign; thus, the signatures must match exactly. 

•	 Chief legal officer – This role should be reserved for the agency’s principal legal staff member. 

The LE, GE, and chief legal officer roles should each be assigned only one user; a single user should not be assigned to 

more than one of these roles. 

Step 6A.	 Beneath the Agency Portal section, the user must check the permissions boxes associated with the 

various system applications (e.g., progress reports, SF-425, and COPS Application Program) to which the 

assignee should have access. The chief legal officer should be assigned access to the COPS Application 

Program. 

Step 7A.	 After establishing the roles and permissions for each new assignee, the user selects the Update button. 

Step 8A.	 After the user informs the assignee that his or her account has been created, the assignee must then 

visit the Agency Portal Login page (figure 1a), click the Reset Password link, and follow that page’s 

instructions. 

Setting Up New Users and E-Signatures 7 
 

 

E-signature set up
 

Note: The process for setting up the e-signature must be performed only by the law enforcement executive (LE) or the 

government executive (GE). The system will validate all signature fields within the Agency Portal against the signature 

provided on the Account Information page (see figure 3b on page 10). 

Note: At this time, the system displays only LE- and GE-type fields. Therefore, for Community Policing Development 

(CPD) awards, the LE is the program official (PO), and the GE is the financial official (FO). 

Step 1B.	 The LE/GE visits the Agency Portal Login page (figure 1b), enters his or her email address and password 

into the associated fields, and selects Login. 

Figure 1b. Agency Portal Login 

8 Agency Portal Grants Management User Manual 
Step 2B. Under the Agency Portal Menu on the left, the LE/GE selects Account Information (see figure 2b). 

Figure 2b. Agency Portal Home 

Setting Up New Users and E-Signatures 9 
 

 

Step 3B.	 On the Account Information page (figure 3b), the LE/GE should verify the account information and enter 

his or her e-signature to the signature field. All signature fields within Agency Portal will be validated 

against the signature provided on this page. 

Note: The e-signature must be that of the LE/GE because this name will be used for all official award and grant management documents, which only the LE/GE must sign; thus, the signatures must match exactly. 

Figure 3b. Account Information 

Step 4B. Once the user completes the required fields, the LE/GE selects the Update button, and the system will 

display a message that the user's information has been updated. 

10 Agency Portal Grants Management User Manual 
 

Processing Modifications, 

Withdrawals, Extensions, and Declines 

Accessing individual grants
 

Step 1C.	 To access individual grants, the user logs into the Agency Portal. 

Step 2C.	 Under the Agency Portal Menu on the left, the user selects the Grants Management option, which 

displays a list of all grants associated with that agency (see figure 1c). 

Figure 1c. Grants Management list 

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The grants are separated into four possible categories with designated status icons (see table 2c): 

•	 No Action Required. The green icon indicates that the user can initiate a modification, extension, or withdrawal for 

that grant. The user cannot initiate these actions when any other icon is displayed. 

•	 Processing by COPS. The blue icon indicates that the COPS Office is processing the grant, and therefore all options 

within the grant are disabled until processing is completed. 

•	 Unfinished Modification. The yellow icon indicates that the user has begun modifying a grant but the modification is 

incomplete. When the user returns to this grant, the user has the option of cancelling or continuing the 

modification. 

•	 Action Required. The red icon indicates that the COPS Office has approved the modification, and the modified grant 

requires signatures (see step 15D). 

Table 2c. Status Icons 

No Action Required 

Processing by COPS 

Unfinished Modification 

Action Required 

Step 3C. The user opens a specific grant by clicking its grant number (see figure 1c). 

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Step 4C. On the Grant Details and Budget Summary page (figure 2c), the user initiates a modification, extension, 

withdrawal, or decline request from the Action menu located at the bottom of the page. 

Figure 2c. Detailed view of selected grant 

The Grant Details box to the left displays the current number of officers awarded, the groups into which the officers 

have been allocated, the award amount, and the remaining balance (if applicable). 

The Budget Summary box to the right displays all Budget Category line items and associated amounts, including Total 

Project, Federal Share, and Local Share Amounts. 

Buttons within the Action menu are enabled or disabled depending on the user’s workflow. 

Processing Modifications, Withdrawals, Extensions, and Declines 13 
 

 

 

 

 

 

 

 

Grant modification process
 

Step 1D.	 After completing steps 1–3C, the user initiates a modification by selecting the Modify option from the 

Action menu, as discussed in step 4C. 

Step 2D.	 In the Modification Details box (right side of figure 1d), CHP grantees may reallocate officer resources 

between the New Hires, Rehires-Previously Laid Off, Rehires-Scheduled for Layoffs, and Uncategorized 

categories. CAMP, AHTF, and CAGI grantees may modify only the New Hires category; the system will 

not permit modifications to the other categories. 

Figure 1d. Modification Details page for reallocating officers awarded 

For CHP grantees, the system will not allow the modification to exceed the original number of Total Officers Awarded, 

as shown in the read-only Grant Details box (left side of figure 1d). 

For CAMP, AHTF, and CAGI grantees, the system will allow the modification to exceed the original number of Total 

Officers Awarded, but grantees must compensate for this increase by reducing costs elsewhere in their budget. The 

system will not allow the total budget for any modification to exceed the original grant award. 

After making all necessary modifications, the user selects Next. 

Note: If the LE modifies the Rehires-Scheduled for Layoffs field (highlighted red in figure 1d), the LE will proceed to 

step 2D-a. If this field is unaltered, the user will proceed to step 3D. 

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Step 2D-a. If the user modified the Rehires-Scheduled for Layoffs field discussed in step 2D, the user must 

complete all applicable fields on the CHP Award Modification Request form (figure 2d). 

Figure 2d. CHP Award Modification Request form for post-application layoffs 

Processing Modifications, Withdrawals, Extensions, and Declines 15 
 

 

 

 

 

 

 

 

The user must fill out questions 8, 9, and 10 accurately and clarify if sworn officers were laid off prior to the application 

submittal or if sworn officers were expected to be laid off at the time of the application submittal. 

The Supporting Documentation section identifies the proper documents the user needs to include to validate the 

modification request and support the re-categorization. The COPS Office will consider the request only if the user 

verifies that the layoffs occurred after the agency submitted its initial grant application and that the agency intends to 

use the funds to rehire the laid off officers. 

Note: The user should understand that the agency must (1) rehire the officers on or after the official grant award start 

date, (2) maintain documentation showing the dates the sworn officers were laid off or rehired, and (3) comply with 

the nonsupplanting requirements described in detail in the Grant Owner’s Manual. 

Last, the LE/GE must provide an e-signature at the bottom of the page with the current, accurate date that the 

modification request is completed. 

Note: The e-signature must be that of the GE/FO because this name will be used for all official award and grant 

management documents, which only the GE/FO must sign; thus, the signatures must match exactly. 

After completing the form, the user clicks Next and proceeds to step 3D. 

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Step 3D.	 After the Budget Summary modification page opens (figure 3d), the user selects the Modify button 

located beside each of the Budget Summary line items to make modifications (see steps 4–11D). 

Figure 3d. Budget Summary modification page 

Processing Modifications, Withdrawals, Extensions, and Declines 17 
 

 

 

 

 

Step 4D.	 When the user selects the Modify button displayed beside budget category item A on the Budget 

Summary modifications page (figure 3d), the system displays the Sworn Officer Positions / Fringe 

Benefits modifications page (figure 4d on page 18). 

Figure 4d. Budget A. Sworn Officer Positions / Fringe Benefits modifications page 

After entering all modifications in the appropriate fields, 

the user then selects the Save to Budget Summary 

button. The system saves the updated data and returns 

the user to the Budget Summary modifications page 

(figure 3d). 

If the user has no more modifications to make, the user 

can skip to step 12D on page 28. 

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Step 5D.	 When the user selects the Modify button displayed beside budget category item B on the Budget 

Summary modifications page (figure 3d), the system displays the Non-Sworn Officer Positions 

modifications page (figure 5d). 

Figure 5d. Budget B. Non-Sworn Officer Positions modifications page 

Users can add or delete positions by using the plus or minus 

icons located beside the Position Title dropdown box. After 

entering all modifications in the appropriate fields, the user 

then selects the Save to Budget Summary button. The 

system saves the updated data and returns the user to the 

Budget Summary modifications page (figure 3d). 

If the user has no more modifications to make, the user can 

skip to step 12D on page 28. 

Processing Modifications, Withdrawals, Extensions, and Declines 19 
 

Step 6D.	 When the user selects the Modify button displayed beside budget category item C on the Budget 

Summary modifications page (figure 3d), the system displays the Equipment/Technology modifications 

page (figure 6d). 

Figure 6d. Equipment/Technology modifications page 

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From the Equipment/Technology modifications page, the user can make three types of modifications: 

•	 Add. To enter a new line item, the user selects Add New and fills in all appropriate fields. Some fields such as the 

item name are required; if the user leaves required fields incomplete, the system will display an error message. 

•	 Edit. To edit an existing line item, the user selects Edit to make changes to the number of items or unit cost. The 

Item Name and Description fields cannot be edited once an item has been added. Once the user has made all edits, 

the user selects the Update button. 

•	 Delete. To remove an item, the user selects Delete. 

When the user has finished adding, editing, or deleting a line item, the user selects the Save to Budget Summary button. 

The system saves the updated data and returns the user to the Budget Summary modifications page (figure 3d). 

If the user has no more modifications to make, the user can skip to step 12D on page 28. 

Processing Modifications, Withdrawals, Extensions, and Declines 21 
 

 

 

 

 

 

Step 7D.	 When the user selects the Modify button displayed beside budget category item D on the Budget 

Summary modifications page (figure 3d), the system displays the Supplies modification page (figure 7d). 

Figure 7d. Supplies modifications page 

From the Supplies modifications page, the user can make three types of modifications: 

•	 Add. To enter a new line item, the user selects Add New and fills in all appropriate fields. Some fields such as the 

item name are required; if the user leaves required fields incomplete, the system will display an error message. 

•	 Edit. To edit an existing line item, the user selects Edit to make changes to the number of items or unit cost. The 

Item Name and Description fields cannot be edited once an item has been added. Once the user has made all edits, 

the user selects the Update button. 

•	 Delete. To remove an item, the user selects Delete. 

When the user has finished adding, editing, or deleting a line item, the user selects the Save to Budget Summary button. 

The system saves the updated data and returns the user to the Budget Summary modifications page (figure 3d). 

If the user has no more modifications to make, the user can skip to step 12D on page 28. 

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Step 8D.	 When the user selects the Modify button displayed beside budget category item E on the Budget 

Summary modifications page (figure 3d), the system displays the Travel & Training modifications page 

(figure 8d). 

Figure 8d. Travel & Training modifications page 

From the Travel & Training modifications page, the user can make three types of modifications: 

•	 Add. To enter a new line item, the user selects Add New and fills in all appropriate fields. Some fields such as the 

item name are required; if the user leaves required fields incomplete, the system will display an error message. 

•	 Edit. To edit an existing line item, the user selects Edit to make changes to the number of items or unit cost. The 

Item Name and Description fields cannot be edited once an item has been added. Once the user has made all edits, 

the user selects the Update button. 

•	 Delete. To remove an item, the user selects Delete. 

When the user has finished adding, editing, or deleting a line item, the user selects the Save to Budget Summary button. 

The system saves the updated data and returns the user to the Budget Summary modifications page (figure 3d). 

If the user has no more modifications to make, the user can skip to step 12D on page 28. 

Processing Modifications, Withdrawals, Extensions, and Declines 23 
 

Step 9D.	 When the user selects the Modify button displayed beside budget category item F on the Budget 

Summary modifications page (figure 3d), the system displays the Contracts/Consultants modifications 

page (figure 9d). 

Figure 9d. Contracts/Consultants modifications page 

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Users can expand the four sections of the Contracts/Consultants modifications page (Contracts, Consultant Fees, 

Consultant Travel, and Consultant Expenses) to show all four at the same time or collapse the sections to display a few 

or only one at a time. 

From the Contracts/Consultants modification page, the user can make three types of modifications: 

•	 Add. To enter a new line item to any section, the user selects Add New and fills in all appropriate fields. Some fields 

such as the item name are required; if the user leaves required fields incomplete, the system will display an error 

message. 

•	 Edit. To edit an existing line item, the user selects Edit to make changes to the number of items or unit cost. The 

Item Name and Description fields cannot be edited once an item has been added. Once the user has made all edits, 

the user selects the Update button. 

•	 Delete. To remove an item, the user selects Delete. 

When the user has finished adding, editing, or deleting a line item, the user selects the Save to Budget Summary button. 

The system saves the updated data and returns the user to the Budget Summary modifications page (figure 3d). 

If the user has no more modifications to make, the user can skip to step 12D on page 28. 

Processing Modifications, Withdrawals, Extensions, and Declines 25 
 

 

 

 

 

 

Step 10D.	 When the user selects the Modify button displayed beside budget category item G on the Budget 

Summary modifications page (figure 3d), the system displays the Other Costs modifications page 

(figure 10d). 

Figure 10d. Other Costs modifications page 

From the Other Costs modification page, the user can make three types of modifications: 

•	 Add. To enter a new line item, the user selects Add New and fills in all appropriate fields. Some fields such as the 

item name are required; if the user leaves required fields incomplete, the system will display an error message. 

•	 Edit. To edit an existing line item, the user selects Edit to make changes to the number of items or unit cost. The 

Item Name and Description fields cannot be edited once an item has been added. Once the user has made all edits, 

the user selects the Update button. 

•	 Delete. To remove an item, the user selects Delete. 

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When the user has finished adding, editing, or deleting a line item, the user selects the Save to Budget Summary button. 

The system saves the updated data and returns the user to the Budget Summary modifications page (figure 3d). 

If the user has no more modifications to make, the user can skip to step 12D on page 28. 

Step 11D.	 When the user selects the Modify button displayed beside budget category item H on the Budget 

Summary modifications page (figure 3d), the system displays the Indirect Costs modifications page 

(figure 11d). 

Figure 11d. Indirect Costs modifications page 

From the Indirect Costs modifications page, the user can make three types of modifications: 

•	 Add. To enter a new line item, the user selects Add New and fills in all appropriate fields. Some fields such as the 

item name are required; if the user leaves required fields incomplete, the system will display an error message. 

•	 Edit. To edit an existing line item, the user selects Edit to make changes to the number of items or unit cost. The 

Item Name and Description fields cannot be edited once an item has been added. Once the user has made all edits, 

the user selects the Update button. 

•	 Delete. To remove an item, the user selects Delete. 

When the user has finished adding, editing, or deleting a line item, the user selects the Save to Budget Summary button. 

The system saves the updated data and returns the user to the Budget Summary modifications page (figure 12d). 

If the user has no more modifications to make, the user can proceed to step 12D on page 28. 

Processing Modifications, Withdrawals, Extensions, and Declines 27 
 

Step 12D.	 After modifying all of the desired budget categories, the user selects the Validate button located at the 

bottom of the Budget Summary modifications page (figure 12d). 

Figure 12d. Budget Summary modifications page 

28 Agency Portal Grants Management User Manual 
Step 13D. The user compares the current and modified data for all Budget Summary items(see figure 13d). 

Figure 13d. Modified and Current Budget Summary comparison page 

Processing Modifications, Withdrawals, Extensions, and Declines 29 
 

 

 

 

 

 

 

 

 

 

 

 

 

If the user needs to make further modifications, the user selects Cancel, and the system returns to the Budget Summary 

modifications page (see step 3D on page 17), which retained all previous modifications, and the user repeats steps 4– 

12D until the user has finished making all changes. 

If the user agrees with all modifications, the user enters an explanation for the modifications in the provided text field 

and may choose to upload additional support documents. The user then selects the Submit button to submit the 

modifications to the COPS Office. 

Step 14D. The COPS Office staff reviews the modifications and either approves or rejects them. 

In the case of a rejection, the COPS Office will send a notification via email, and the grant’s status changes to the green 

“No Action Required” icon within the Grants Management list (figure 1c), from which the user can initiate another 

request for a modification, extension, or withdrawal. 

In the case of an approval, the COPS Office will send a notification via email, and the system may need to regenerate and 

submit the award document package to the user for signing (see step 15D, figures 14d and 15d on pages 31 and 32). 

Step 15D. If the COPS Office approves the user’s request for a grant modification, the user needs to provide the 

law enforcement executive (LE) and government executive (GE) signature, or the program official (PO) 

and financial official (FO) for CPD awards, whichever is applicable. 

Within the Grants Management list (figure 1c), the red “Action Required” status icon will appear next to the modified 

grant. When the user hovers a mouse over the icon, text will appear indicating which signature is required. 

Note: At this time, the mouseover will display only LE- and GE-type signatures. Therefore, for CPD awards, the LE is the 

program official (PO), and the GE is the financial official (FO). 

When the icon indicates that signatures are required, the Sign Award button within the Action menu (figure 2c) 

becomes available. 

When the user selects this button, the system will open the updated award document, to which the LE (PO) and GE (FO) 

users can apply their electronic signatures in the expandable fields, provided they have the appropriate permissions (see 

figure 14d on page 31). For CPD awards, the PO should sign in the LE signature field, and the FO should sign in the GE 

signature field. 

Note: For TRGP-E/T grants, the LE (PO) and GE (FO) users must also apply their electronic signatures to a 28 CFR 

Special Condition box (figure 15d), which the system will add to the updated Award Document page (figure 14d). 

Once the signatures have been captured, the grant’s status will change to the blue “Processing by COPS” icon. 

30 Agency Portal Grants Management User Manual 
Figure 14d. Updated Award Document 

Processing Modifications, Withdrawals, Extensions, and Declines 31 
 

 

 

 

 

Figure 15d. Special Condition 28 CFR signature box for TRGP-E/T grants 

If the user wishes to view the documents associated with this grant, the user can select the Click Here hyperlink on the 

Award Document (figure 14d), which will open a pop-up listing of all available document titles. If the user selects any of 

the titles, the document will appear in another pop-up window. Closing all of these windows will return the user to the 

updated Award Document (figure 14d on page 31). 

Once the user completes the signature process, the grant’s status changes to the blue “Processing by COPS” icon 

within the Grants Management list (figure 1c). 

Once the COPS Office approves the grant, the status changes to the green “No Action Required” icon within the 

Grants Management list, from which the user can initiate another request for a modification, extension, or withdrawal. 

If the award document package was not regenerated as part of the COPS Office review process, the signature steps are 

not needed, and the grant status changes to the green “No Action Required” icon within the Grants Management list 

as soon as the COPS Office approves the modification. 

32 Agency Portal Grants Management User Manual 
Grant extension process
 

Step 1E. After completing steps 1–3C, the user initiates an extension by selecting the Extend option from the 

Action menu, as discussed in step 4C. 

Step 2E. After the system opens a notification page (figure 1e), the user selects the Continue button to close the 

notification. 

Figure 1e. Grant extension notification 

Processing Modifications, Withdrawals, Extensions, and Declines 33 
 

 

Step 3E.	 After the system opens section I of the Grants Management Extension form (figure 2e), the user must 

complete parts A through C. 

Figure 2e. Grants Management Extension form, section I
 

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To update the contact information displayed in part B, the user selects the Click Here hyperlink, which will open the 

agency’s Contact Information form in a pop-up window (figure 3e on page 35). 

After completing the Contact Information form, the user clicks the Update button, and the system closes the pop-up 

window, returning the user to the Grants Management Extension form (figure 2e). The changes made to the contact 

information will immediately appear in the Grants Management Extension form, section I. 

Figure 3e. Contact Information pop-up window 

Step 4E. After completing parts A through C on the Grants Management Extension form, the user selects the 

Save and Continue button (see figure 2e). 

Processing Modifications, Withdrawals, Extensions, and Declines 35 
 

 

Step 5E.	 After the system opens section II of the Grants Management Extensions form (figures 4e and 5e), the 

user completes parts A and B and proceeds to step 6E. 

Figure 4e. Extension Section II for nonhiring grants 

36 Agency Portal Grants Management User Manual 
Figure 5e. Extension Section II for hiring grants 

Processing Modifications, Withdrawals, Extensions, and Declines 37 
 

 

 

 

 

 

Step 6E.	 The user selects the Submit button, and the system submits the form to the COPS Office for processing. 

After the user submits an extension request, the system sends the grant to the COPS Office, and the grant’s status 

changes to the blue “Processing by COPS” icon. 

If the COPS Office approves or denies an extension request, the COPS Office will send a notification via email, and the 

grant's status changes to the green “No Action Required” icon within the Grants Management list (figure 1c), from 

which the user can initiate another request for a modification, extension, or withdrawal. 

Grant withdrawal process
 

Step 1F.	 After completing steps 1–3C, the user initiates a withdrawal by selecting the Withdraw option from the 

Action menu, as discussed in step 4C. 

Note: For CPD awards, the law enforcement executive (LE) is the program official (PO), and the government executive 

(GE) is the financial official (FO). 

Step 2F.	 After the system opens a notification page (figure 1f), the user selects the Continue button to close the 

notification. 

Figure 1f. Grants withdrawal notification 

38 Agency Portal Grants Management User Manual 
 

 

Step 3F.	 On the Grants Management Withdrawal form (figure 2f), the user completes questions 1–3 and 

attaches any supporting documents by selecting the Browse... and Add buttons located within the 

gray box. 

Figure 2f. Grant Management Withdrawal form 

Processing Modifications, Withdrawals, Extensions, and Declines 39 
 

 

 

 

 

 

 

 

Step 4F.	 When done, the user selects the Submit Withdrawal button, and the system submits the form to the 

COPS Office for processing. 

After the user submits a withdrawal request, the system sends the grant to the COPS Office, and the grant’s status 

changes to the blue “Processing by COPS” icon within the Grants Management list (figure 1c). 

If the COPS Office approves a withdrawal request, the COPS Office will send a notification via email that the grant has 

been withdrawn, and the process ends. 

If the COPS Office cancels a withdrawal request, the COPS Office will send a notification via email, and the grant’s status 

changes to the green “No Action Required” icon within the Grants Management list, from which the user can initiate 

another request for a modification, extension, or withdrawal. 

Grant decline process
 

Step 1G.	 After completing steps 1–3C, the user initiates a decline by selecting the Decline option from the Action 

menu, as discussed in step 4C. 

Note: For CPD awards, the law enforcement executive (LE) is the program official (PO), and the government executive 

(GE) is the financial official (FO). 

Step 2G.	 After the system opens a notification page (figure 1g), the user selects the Continue button to close the 

notification. 

Figure 1g. Grants decline notification 

40 Agency Portal Grants Management User Manual 
 

Step 3G. On the Grants Management Decline form (figure 2g), the user completes question 1 and provides a 

reason for the decline. 

Figure 2g. Grant Management Decline form 

Step 4G.	 When done, the user selects the Decline button, and the system submits the form to the COPS Office for 

processing. 

After the user submits a decline request, the system sends the grant to the COPS Office, and the grant is removed from 

the Agency Portal. 

When the COPS Office approves a decline request, the COPS Office will send a notification via email that the grant is 

declined, and the process ends. 

Processing Modifications, Withdrawals, Extensions, and Declines 41 

 

 

 

 

 

 

 

 

 

 

 

 

About the COPS Office
 

The Office of Community Oriented Policing Services (COPS Office) is the component of the US Department of Justice 

responsible for advancing the practice of community policing by the nation’s state, local, territorial, and tribal law 

enforcement agencies through information and grant resources. 

Community policing begins with a commitment to building trust and mutual respect between police and communities. It 

supports public safety by encouraging all stakeholders to work together to address our nation’s crime challenges. When 

police and communities collaborate, they more effectively address underlying issues, change negative behavioral 

patterns, and allocate resources. 

Rather than simply responding to crime, community policing focuses on preventing it through strategic problem-solving 

approaches based on collaboration. The COPS Office awards grants to hire community policing officers and support the 

development and testing of innovative policing strategies. COPS Office funding also provides training and technical 

assistance to community members and local government leaders, as well as all levels of law enforcement. 

Since 1994, the COPS Office has invested more than $14 billion to add community policing officers to the nation’s 

streets, enhance crime fighting technology, support crime prevention initiatives, and provide training and technical 

assistance to help advance community policing. Other achievements include the following: 

•	 To date, the COPS Office has funded the hiring of approximately 129,000 additional officers by more than 13,000 of 

the nation’s 18,000 law enforcement agencies in both small and large jurisdictions. 

•	 Nearly 700,000 law enforcement personnel, community members, and government leaders have been trained 

through COPS Office–funded training organizations. 

•	 To date, the COPS Office has distributed more than eight million topic-specific publications, training curricula, white 

papers, and resource CDs and flash drives. 

•	 The COPS Office also sponsors conferences, roundtables, and other forums focused on issues critical to law 

enforcement. 

COPS Office information resources, covering a wide range of community policing topics such as school and campus 

safety, violent crime, and officer safety and wellness, can be downloaded via the COPS Office’s home page, 

www.cops.usdoj.gov. This website is also the grant application portal, providing access to online application forms. 

43 
US Department of Justice 

Office of Community Oriented Policing Services 

145 N Street NE 

Washington, DC 20530 

To obtain details about COPS Office programs, call 

the COPS Office Response Center at 800-421-6770. 

Visit the COPS Office online at www.cops.usdoj.gov. 

e031315557 

Revised November 2017