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.

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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 MORETIME 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:

Tribal Resource Grant Program (TRGP) CTAS.TRGP@usdoj.gov

Fax:

202.514.1335

Mail:

U.S. Department of Justice

Office of Community Policing Services

ATTN: TRGP/CTAS 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
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shown on your award document, even if it needs to be updated. Simply complete a Change of Information form

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.