Tips for Applying to COPS

Office Solicitations

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Objective

Tips for applying, preparing for application submission, and 

guidance on how to apply to COPS Office solicitations. 

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Tips for Applying 

TIPS FOR SUCCESS 

Start early 

Create a support team 

Read and follow all 

instructions 

Prepare 

Make the case 

Review 

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Tips for Applying

Tips while applying

 Start early.

 Register with SAM and Grants.gov well in advance of the JustGrants deadline.

 Applicants are strongly encouraged to complete the SF-424, section 1, and if

applicable, the SF-LLL on Grants.gov as quickly as possible. Any delays in

registering with Grants.gov or submitting the SF-424 may result in insufficient

time for processing your application through Grants.gov or JustGrants.

 Please note: The COPS Office requires two authorized representatives (Law

Enforcement Executive/Program Official and Government Executive/Financial

Official) for its grant applications. Confirm your two authorized representatives

completes the steps to create their account. If not, this delay may prevent

timely submission of your application.

 Do not wait until the application deadline date to begin the application

process. The application may take several days to complete, and if you wait

until the application deadline date, you may be unable to submit your

application by the deadline.
 

 

 

 

 

 

 

 

Tips for Applying 

Tips while applying 

 Prepare.

 Print out and refer to the Solicitation Guide. The solicitation guide

contains detailed information on how to complete your application.

Pay special attention to the Grants.gov and JustGrants deadlines

when planning your timeframe for application submission.

 Read instructions and review thoroughly.

 Please return to each application section page using the table of contents on

the right side of the page.

 When submitting your budget, make sure that every field is populated, using

zeroes in areas where an amount is not applicable.

 Before submitting your application, confirm that all required fields are

completed and that you have attached all required supporting documents.

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Tips for Applying 

Tips while applying 

 Read instructions and review thoroughly (cont.).

 Make sure to address the applications elements the COPS Office has

designated critical and submit the required additional application

attachments.

 Applications with errors or missing information may be disqualified or rated

accordingly.

 Save frequently while submitting your applications in JustGrants.

 To prevent the loss of information, save your information frequently as

the system does not auto save. The system times out and you will lose

unsaved information.

 Applications cannot be edited after submission.

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Preparing to Apply 

Preparing to Apply 

 Obtain or update a System for Award Management (SAM) ID 

 https://sam.gov/SAM/ 

 Acquire an Authorized Organization Representative (AOR) and a 

Grants.gov username and password and confirm registration 

 https://www.grants.gov/web/grants/applicants/organizationregistration.html 

 Acquire confirmation for the AOR from the E-Business Point of Contact 

(E-Biz POC). 

 The E-Biz POC will need the Marketing Partner Identification 

Number (MPIN) password obtained when registering with SAM to 

complete this step. Note that an organization can have more 

than one AOR. 

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Preparing to Apply 

Preparing to Apply 

 Grants.gov

 Search for the funding opportunity identifier found on our solicitation

web pages to apply for each solicitation.

 Select “Apply for Grants” under the “Applicants” column. Enter

your email address to be notified of any changes to the

opportunity package before the closing date.

 Complete the Standard Form (SF) 424 and if applicable

the SF-LLL Disclosure of Lobbying Form via Grants.gov.

 Within 48 hours after submitting the Grants.gov application, the

applicant should receive four email notifications: (1) a submission

receipt, (2) a validation receipt, (3) a grantor agency retrieval

receipt, and (4) an agency tracking number assignment.

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Preparing to Apply 

Preparing to Apply 

 JustGrants.gov

 Within 24 hours AFTER receiving confirmation emails from Grants.gov,

the individual identified in Section 8.F of the SF-424 will receive an

email from JustGrants with instructions for JustGrants login.

 The email is from DOJ’s secure user management system (DIAMD)

and will include instructions on how to create an account.

 To ensure that you receive these emails and that they are not

flagged as spam, we recommend adding “DIAMDNoReply@usdoj.gov” to the trusted sender list in your email

settings.

 The E-Biz POC at the applicant organization serves as the Entity

Administrator and must log-in to JustGrants to confirm the entity’s

profile, add users, and assign the two required Authorized

Representatives (Law Enforcement Executive/Program Official

and Government Executive/Financial Official).

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Preparing to Apply 

Who should be your Authorized Representatives 

For law enforcement agencies 

COPS Office awards require that both the top law enforcement executive (e.g., chief of police, 

sheriff, or equivalent) and the top government executive (e.g., mayor, board chairman, or 

equivalent) sign the application and (if awarded funding) accept the award package. Both 

the top law enforcement executive and the top government executive must be assigned the 

role of Authorized Representative in Just Grants. 

For non–law enforcement agencies (institutions of higher education, school 

districts, private organizations, etc.) 

COPS Office awards require that both the programmatic official (e.g., executive director, chief 

executive officer, or equivalent) and financial official (e.g., chief financial officer, treasurer, or 

equivalent) sign the application and (if awarded funding) accept the award package. These 

two officials must have the ultimate signatory authority to sign contracts on behalf of your 

organization. Both the programmatic official and the financial official must be assigned the role 

of Authorized Representative in Just Grants. 

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Preparing to Apply 

Preparing to Apply 

 JustGrants.gov

 The user who submitted the application in Grants.gov serves as the

Application Submitter. Within minutes of completing your JustGrants

account registration, the Application Submitter and the E-Biz POC

(Entity Administrator) users will receive an email from JustGrants with a

link to the application started in Grants.gov.

 Review and invite the two required Authorized Representatives in

JustGrants.

 The Entity Administrator will need to log in to JustGrants to review

and assign the required two Authorized Representatives. (Law

Enforcement Executive/Program Official and Government

Executive/Financial Official).

 If you need assistance adding users and assigning roles for

your entity, please refer to the Entity Management Job Aid

Reference Guide.

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Preparing to Apply 

Preparing to Apply 

 JustGrants.gov

 The Entity Administrator will need to invite the two required authorized

representatives to set up a JustGrants account. These actions are

required before an application can be submitted.

 Within minutes of being invited to be an Authorized Representative,

the individual will receive an email from DIAMD-NoReply@usdoj.gov

with instructions on how to create an account in DOJ’s secure user

management system.

 Once the Authorized Representatives receives the email and

completes the steps to create an account, the Authorized

Representative will be available in JustGrants.

 Confirm your two authorized representatives completes the steps to

create their account.

 Delayed account creation for the two authorized representatives

may prevent timely submission of your application. 12
How to Apply 

Solicitation Open and Close Dates 

Opening and closing dates are located on each 

solicitation page on cops.usdoj.gov/grants. 

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How to Apply 

Starting an Application 

 cops.usdoj.gov/grants 

 Find the open COPS Office solicitations you are eligible to apply for and that could be used to meet your 

local needs. 

 Grants.gov 

 Search for the funding opportunity identifier found on our solicitation web pages to apply for each 

solicitation. 

 JustGrants 

 You will receive an email to complete your solicitation application in JustGrants. 

 Complete the application by entering data into web-based forms, uploading attachments, and 

accepting assurances and certifications. Before you submit your application, each section much 

be completed and free of validation errors. 

 Applicant will need to confirm to the two Authorized Representatives to submit their application. 

The entity administrator and the two authorized representatives will receive an email from 

JustGrants confirming application submission. 

 The Application Submitter should closely monitor their email and JustGrants accounts for any 

notifications from Grants.gov or JustGrants about a possible failed submission. The user who is 

authorized to submit applications on behalf of the organization is the one who will receive these 

notifications. The COPS Office does not send out these notifications, nor does the COPS Office 

receive a copy of these notifications. It is the applicant’s responsibility to notify the COPS Office of 

any problems with the application submission process. 

 Submitting the application components at least 48 hours prior to the solicitation deadline will 

enable the applicant to receive notice of a failed submission and provide an opportunity to 

correct the error before the applicable deadline. 14 
 

 

 

 

Additional Information 

COPS Office Resources 

COPS Office Grants page: https://cops.usdoj.gov/grants 

• Check out the list of OPEN SOLICITATIONS

 Each solicitation page contains the following:

• Grants.gov and JustGrants deadlines

• Funding Opportunity Number/Title

• Solicitation Guide

• Program Pre-Award Fact Sheet

• Reference materials, if applicable

• Link to the supplemental materials

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Additional Information 

COPS Office Resources 

How to Apply webpage: https://cops.usdoj.gov/How-to-apply 

 Frequently asked questions

 Informational webinars

 Additional application materials

• Program appendices

• Project Narrative template

• Budget Narrative template

• JustGrants DOJ application submission checklist

• COPS Office compliance, programmatic, and financial report

guidance

• Navigating Solicitation Surveys in JustGrants

 Technical assistance contacts

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Additional Information 

COPS Office Resources (cont.) 

 Program Fact Sheets

• Background Screening

• Grant Adjustment Modifications – Budget Modification

• Consultant Contractor Rates

• Indirect Costs

• Program Income

• Sole Source Justification

• Training

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Additional Information 

COPS Office Resources 

 Community Policing Defined:

https://cops.usdoj.gov/RIC/ric.php?page=detail&id=COPS-P157

 Freedom of Information Act (FOIA): https://cops.usdoj.gov/foia

 Training resources: https://cops.usdoj.gov/training

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Additional Information 

JustGrants Resources 

JustGrants page: https://justicegrants.usdoj.gov/ 

 Frequently Asked Questions

 Training

 User Support

 Getting Started

 Resources

 Announcements

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Additional Information 

Grants.gov 

Grants.gov: https://www.grants.gov 

 Grants.gov Organization Applicant User Guide:

https://www.grants.gov/help/html/help/index.htm

 Standard Form-Application for Federal Assistance(SF-424):

https://www.grants.gov/web/grants/forms.html

 Standard Form- Disclosure of Lobbying Activities Form (SF-LLL):

https://www.grants.gov/web/grants/forms/r-r-family.html

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Additional Information 

Helpful Online Resources 

 System for Award Management (SAM): https://www.sam.gov

 DOJ Grants Financial Guide:

https://ojp.gov/financialguide/doj/index.htm

 Uniform Guidance: https://www.ecfr.gov/cgi-bin/textidx?tpl=/ecfrbrowse/Title02/2cfr200_main_02l

 Automated Standard Application for Payments (ASAP)

https://fiscal.treasury.gov/asap/

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Availability of Funds 

ALL AWARDS ARE SUBJECT TO THE AVAILABILITY OF 

APPROPRIATED FUNDS AND ANY MODIFICATIONS OR 

ADDITIONAL REQUIREMENTS 

THAT MAY BE IMPOSED BY LAW. 

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DOJ Priorities 

PRIORITIES TO KEEP IN MIND 

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

committed to advancing work that promotes civil rights and racial equity, 

increases access to justice, supports crime victims and individuals 

impacted by the justice system, strengthens community safety and 

protects the public from crime and evolving threats, and builds trust 

between law enforcement and the community. 

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THANK YOU! 

Email your questions to AskCopsRC@usdoj.gov. 

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