U.S. Department of Justice 

Office of Justice Programs

National Sex Offender Registry

 

Assistance Program

Fiscal Year 1998 

Program Announcement

A National Criminal History

Improvement Program

Bureau of Justice Statistics

NCHIP
National Sex Offender Registry

Assistance Program

Fiscal Year 1998

Program Announcement

A National Criminal History

Improvement Program

March 1998, NCJ 169273

 

U.S. Department of Justice 

Office of Justice Programs

Bureau of Justice Statistics
U.S. Department of Justice

Bureau of Justice Statistics

Jan M. Chaiken, Ph.D.

Director

Contents

Summary 1

Program goals 1

Background 1

 Appropriation and assistance program 2

Application and award process 2

 Timing 3

 Allocation of funds within the State 3

 Interface with the FBI's National 

 Sex Offender Registry system 3

Program narrative 3

 Background 3

 Identification of needs 3

 Program description 4

 Coordination 4

 Timetable 4

 Fund allocation and budget 4

Review and funding criteria 4

Funding and allowable costs 5

Appendixes 

A. Application and administrative 

 requirements 9 

B. Application forms 17

 

ii National Sex Offender Registry Assistance Program 
Summary

The Bureau of Justice Statistics (BJS) is publishing this notice to announce the establishment of the National Sex Offender Registry

Assistance Program (NSOR-AP) in Fiscal Year

(FY) 1998. The NSOR Assistance Program is a

component of the BJS National Criminal History

Improvement Program (NCHIP). Copies of this

announcement also can be found on the Internet at http://www.ojp.usdoj.gov/bjs/.

Program goals

The BJS National Sex Offender Registry Assistance Program (NSOR-AP) supports the President's goal of establishing an effective national

registry of convicted sex offenders. This will ensure that accurate and complete information

about sex offenders is appropriately made available to protect the public and prevent further

victimizations. Specifically, the program will

help States ensure that: 

(1) State sex offender registries identify, collect,

and properly disseminate relevant information

that is consistent, accurate, complete, and

up-to-date; 

(2) States establish appropriate interfaces with

the FBI's national system so that State registry

information on sex offenders can be obtained

and tracked from one jurisdiction to another. 

Background

Establishment of an effective national sex offender registry that is capable of providing instant access to data on sex offender location on

an interstate basis is a national priority. 

In his Order dated June 25, 1996, President

Clinton directed that Attorney General Reno 

develop a plan for a national sex offender registry by August 1996. In her response, submitted

to the President on August 22, 1996, the Attorney General stressed the DOJ commitment to

establishment of a sex offender registry and indicated that this goal would be achieved through

a coordinated effort involving the FBI (the

agency that will maintain and operate the National Sex Offender Registry), the National Law

Enforcement Telecommunications System

(NLETS) (the system through which States will

communicate registry information between and

among themselves and the FBI), and the States

(which have primary responsibility for gathering

data on sex offenders for use within the State

and input into the national system). In addition,

subsequent amendments to 42 U.S.C. 14072

require the establishment of such a registry and

amendments to 42 U.S.C. 14071 require States

to participate in the Registry as a condition of

eligibility for full Byrne grant funding.

The permanent National Sex Offender Registry

File will be developed as part of the FBI's

NCIC-2000 project and will include a fingerprint

and photo (mugshot) image of the registered

offender. The file will be a "hot file" and be 

accessible to authorized users without submitting fingerprints. As reported in the Attorney

General's August 1996 response to the 

President, the accelerated date for the permanent system to be in place is mid-1999. 

Pending establishment of the permanent system, an interim national pointer system has

been established by the FBI, that flags criminal 

history records of persons whom States identify

 

 

National Sex Offender Registry Assistance Program (NSOR-AP)

Fiscal 1998 Program Announcement

Fiscal Year 1998 Program Announcement 1
as being registered as sex offenders. This is

similar to the procedure used in the "Flash" 

system that identifies parolees and probationers. Inquiries that result in a "hit" identify the

State registry that holds the full information on

an offender. Inquiring criminal justice agencies

may use NLETS (or phone or paper) to request

more detailed information. Flags are set based

on input from each of the States. As of March

4, 1998, the FBI indicates that 23 States are

providing data to the interim system and that an

estimated 31,590 records are currently flagged. 

Available information indicates that all States

operate some type of sex offender registry at

this time. In order, however, for the national

system to permit law enforcement in each 

State to have information on offenders initially

released in other States, or traveling throughout

the Nation, these individual registries must be

automated, accurate, and interfaced with the

national system on a timely basis. 

The BJS National Sex Offender Registry Assistance Program (NSOR-AP) is designed to help

States ensure that State sex offender registries

identify, collect, and properly disseminate relevant information that is consistent, accurate,

complete and up-to-date. Additionally, the program will help States establish appropriate interfaces with the FBI's national system so that

State registry information on sex offenders can

be obtained and tracked from one jurisdiction to

another. 

The BJS NSOR-AP program will also assist

States in meeting relevant requirements of current Federal legislation (The Jacob Wetterling

Crimes Against Children and Sexually Violent

Offender Registration Act, Megan's Law, and

the Pam Lychner Sexual Offender Tracking and

Identification Act (42 U.S.C. 14071,14072), as

amended by Section 115 of the general provisions of Title I of the Departments of Commerce, Justice, and State, the Judiciary and

Related Agencies Appropriation Act of 1998,

P.L. 105-119) and applicable State standards.

Appropriation and assistance program

The FY 1998 BJS appropriation includes $25

million to support the national sex offender 

registry. Funds will be awarded to States under

the BJS National Sex Offender Registry Assistance Program (NSOR-AP), which is a discretionary award component of the overall BJS

National Criminal History Improvement Program

(NCHIP). All States will be eligible for an award

under the NSOR-AP program. 

Application and award process

Only one application will be accepted from each

State. The application must be submitted by the

agency designated by the Governor to administer the NSOR assistance program. Where the

designated agency is the same as the designated NCHIP agency, a separate application

must be submitted for NSOR-AP funds and

NCHIP funds. A State may choose to submit its

application as part of a multistate consortium or

other entity. In such case, the application

should include a statement of commitment from

each State and be signed by an individual 

designated by the Governor of each participating State. The application should also indicate

specific responsibilities and include a separate

budget for each State. 

2 National Sex Offender Registry Assistance Program 
Timing

To be eligible for 1998 NSOR-AP funds, an 

application must be submitted to BJS by April

15, 1998. 

Awards normally will be for 12 months, although

a longer period can be approved with sufficient

justification. Project activity may be initiated after July 1, 1998, but no later than September

1998. In the event that an award is made before July 1, 1998, the applicant may request an

earlier start up date. Applications must contain

an end date no later than December 31, 1999. 

Allocation of funds within the State

The agency designated to apply for and receive

the NSOR-AP award may allocate the funds

within the State consistent with State policy and

goals. Although it is anticipated that the majority of funds will be utilized at the State level to

directly support development of the State registry and interfaces with the national system,

funds may be directed to local agencies requiring assistance in connection with, for example,

input of data. States should be particularly

aware of the key role played by courts in development of registry information and of special

needs of Indian tribes.

Interface with the FBI's National Sex 

Offender Registry system

Regular input to the FBI's national system is a

key goal of this assistance program. Accordingly, States that are not currently submitting

information to the FBI's national registry at the

time of their application for funding are encouraged to request funding to accomplish this goal

by September 30, 1998. All applications must

either indicate that the State is already

submitting information or specify the date(s) by

which data will be provided to the FBI's interim

and/or permanent system. 

Program narrative

In addition to the requirements set forth in 

Appendix A, the National Sex Offender Registry

Assistance Program (NSOR-AP) application

should include the following parts. 

Part I. Background

This section should include a short description

of the status of, and plans for, those aspects of

the State sex offender registry that are necessary for understanding the application. In particular, the discussion should indicate whether

the registry is automated in whole or in part and

describe the process for data input and dissemination to law enforcement agencies within the

State. The section should also indicate whether

data is being sent electronically to the FBI and

the categories of persons eligible to access registry data. Where funds are requested for fingerprint or mugshot equipment, the section

should indicate the status of fingerprint or mugshot capability at the registry and among local

agencies charged with data input. The applicant should also indicate whether any coordination arrangements exist with neighboring States

or Indian tribes.

Part II. Identification of needs

This section should identify those areas and

problems that the applicant State believes

should be addressed to upgrade the functioning

of the State registry and its interface with the

national system, consistent with Federal and

State legislative requirements. 

 

Fiscal Year 1998 Program Announcement 3
Part III. Program description

This section should describe specific tasks to be

undertaken with requested funds. Tasks to be

undertaken should be listed in priority order,

with intended impact, budget requirements, and

estimated dates of completion. The application

should indicate the means by which each task

will help the State achieve the goals of the

program.

Part IV. Coordination

To ensure that the NSOR-AP program fully supports the President's goals and furthers the

overall DOJ efforts to establish a national sex

offender registry, BJS will closely coordinate the

NSOR-AP program with relevant offices within

the Department of Justice, including the Office

of Justice Programs and the FBI. Similar coordination is expected between the State's agency

responsible for the State sex offender registry

and other interested State and local agencies

and Indian tribes. 

To ensure coordination of Federal funding 

efforts, the application should include information on current awards or pending applications

for Federal funding to support activities for

which funds are being requested in the current

NSOR-AP application. Where relevant, such

information should indicate the amount of the

other award, the grantor agency, and the 

program purpose. 

Part V. Timetable

This section should set forth a timetable for all

tasks proposed to be funded under the award.

The section should also include a statement 

assuring that the State currently is submitting

data to the FBI national sex offender registry

system, or set forth a timetable by which such 

a link will be effectuated.

Part VI. Fund allocation and budget

This section should identify the agencies or governmental components that will receive funds

under the award. In particular, the application

should specify the level of funds or other benefits which will be directed for the courts or Indian

tribes. The application should identify those

agencies to receive funds under the award and

indicate the fiscal arrangements to accomplish

fund transfer if the recipient agency is not the

implementing agency. The budget should provide details for expenses in required categories

(see Appendix A, Application Content). Please

note that allocation of funds to other State and

local agencies is considered a contractual arrangement under Federal budgeting categories.

Review and funding criteria

States should understand that full funding 

may not be possible for all proposed activities. 

Allocation of funds will be based on the amount

requested and the following factors:

1) the extent to which proposed tasks will 

ensure that the applicant State becomes a 

fully functional part of the FBI's National Sex 

Offender Registry;

2) the extent to which activities to be supported

under the award will, by virtue of the number of

sex offenders in the State, the level of technical

4 National Sex Offender Registry Assistance Program 
development in the State, geographic or demographic factors, current operating procedures

and requirements, or other related factors, be

expected to have a major impact on availability

of information about sex offenders, both within

the State and nationally;

3) the proposed use or enhancement of innovative procedures that may be of value to other

jurisdictions;

4) the technical feasibility of the proposal and

the extent to which the proposal appears reasonable in light of the State's current level of

system development and statutory framework;

5) reasonableness of the budget;

6) nature of the proposed expenditures;

7) the reasonableness of the relationship between the proposed activities and the current

status of the State system in terms of technical

development, legislation, current fiscal demands

and future operating costs.

Funding and allowable costs

Funds may be used for the following purposes:

1. Automate and enhance automation of 

registries. Funds may be used to automate

and/or upgrade the automation of the State sex

offender registry. Eligible costs also include

automating linkage between the registry and law

enforcement agencies within the State, and 

developing and implementing procedures to

transfer information to the FBI. Funds may only

be used for procedures that are compatible with

the FBI system. 

2. Improve online access for law enforcement across the State. Funds may be used to

create linkage with local radio dispatchers or

computerized methods of dissemination as a

mean of providing timely access to registry data

to officers in the field. Funds may not be used

for purchase of individual equipment to be used

by law enforcement officers in the field.

3. Support automated input from courts,

corrections, and other agencies and entities

responsible for transmitting registry data.

Funds may be used to automate and develop

procedures for automated transmission of data

from courts, correctional agencies, and other

responsible agencies and entities to the registry.

This may entail direct transfer of funds to these

components of the criminal justice system. Allowable costs may include in-house automation,

but only to the extent that such efforts are directly related to the transmission of sex offender

data to the registry. Where funds are requested

for automation of court, correctional, or other

records, the application should indicate the proportion of activity related to the identification

and/or transmission of records for use in the sex

offender registry.

4. Develop procedures and software 

to permit automated input to interim 

or permanent FBI system. Funds may be 

used for hardware, software, and development, 

implementation, and training in procedures 

to support automated input to the FBI's interim

or permanent sex offender registry system. 

5. Develop procedures and provide appropriate training to persons responsible for 

inputting data (including registrants). 

Funds may be used to purchase equipment 

and develop/implement technical procedures to

facilitate initial or subsequent registration of

 

Fiscal Year 1998 Program Announcement 5
offenders. Funds may also be used to develop

procedures and train personnel to ensure that

complete information is inputted to the system

on a timely basis. Funds may also be used to

develop procedures to advise registrants of reporting responsibilities and to establish and implement protocols for them to fulfill this

requirement.

6. Purchase automated fingerprint equipment and develop procedures and protocols. Funds may be used to purchase

equipment, develop procedures, and implement

protocols for fingerprinting registrants entering a

State system from another jurisdiction (or where

otherwise not identifiable within the State). 

This may include purchase of livescan equipment for local agencies. Where funds are to be

used for this purpose, the application should

demonstrate that funds can be justified on the

basis of geographic, population, traffic or other

related factors. Livescan can only be purchased where the State has established an

Automated Fingerprint Identification System

(AFIS) and either has implemented or is implementing procedures to ensure that the AFIS is

compatible with FBI standards.

7. Establish mugshot identification capability. Funds may be used for purchase of equipment and development/implementation of

procedures to include mugshots of registrants

for use either within the State or for transmission to the FBI at such time as that capability

becomes available. Mugshots support community notification and law enforcement use of the

registry as a tool for identification and apprehension of suspects. States requesting funds for

this use must justify the location of the equipment in terms of geography, population, traffic,

and demography and ensure that equipment to

be used at the local or county level includes the 

capability for transmission of images to the 

registry for use throughout the State. All 

equipment and software purchased or developed with funds under the award must be 

compatible with FBI standards. 

8. Review existing records (both manual and

automated) to identify previously convicted

individuals for inclusion in the registry

and/or to develop flagging software to 

identify qualifying criminal history records.

Where consistent with State legislation, funds

may be used for review of existing records to

identify, flag, and transmit data from records of

previously released offenders who qualify for

inclusion in the registry. This may include a 

review of juvenile records where consistent with

State law or practice. 

9. Establish operating procedures to ensure

that data in the registries are accurate and

complete. In order for the national registry to

be reliable and beneficial to the law enforcement community, data submitted from States

must be both accurate and complete. Funds

may be used to 

 develop and implement procedures and

software

 provide relevant training

 ensure that changes in status are recorded

and transmitted to the FBI

 ensure that both the State data and the data

at the FBI are accurate, up to date and

complete. 

10. Evaluate, audit, provide training, and

participate at national/regional/local conferences and training sessions. Funds may 

be used to audit or evaluate current operations

or needs, in order to identify necessary system

enhancements and/or modifications. Funds

may also be used to prepare statistics on

6 National Sex Offender Registry Assistance Program 
transactions to and from the registry, utilization

patterns, or any related information. States

must agree to cooperate with BJS and DOJ

supported evaluation efforts and with statistical

analysis conducted pursuant to other awards

made by BJS. Where necessary, funds may be

used to meet this requirement. 

Funds may also be used to sponsor training 

programs to support registry operations and 

to send up to two representatives to two

workshops/meetings/conferences focusing on

operation of the State or national sex offender 

registry. Additional funds may be used to 

support additional participation at meetings 

with prior BJS approval.

11. Make registry data available for background checks or other authorized 

purposes. Funds may be used to purchase

equipment and develop software to permit the

disclosure of registry data in connection with

background checks or other purposes as

authorized by State or Federal legislation. 

The program does not require either "hard"

(cash) or "soft" (in-kind) matching funds. Indications of State support, however, may be interpreted as expressions of commitment by the

State to the program. Additionally, all applicants

must agree to participate in evaluations sponsored by the Federal Government. The NSORAP program is intended to support the national

sex offender registry by assisting States to develop and enhance State registries that feed

into the national system. Costs of regular operating expenditures are not, therefore, covered

under the program.

 

Fiscal Year 1998 Program Announcement 7
Application content

All applicants must submit:

 Standard Form 424, Application for Federal

Assistance 

 Budget Detail Worksheet (replaced the 

SF 424A, Budget Information) 

 OJP Form 4000/3 (Rev. 1-93), Program 

Narrative and Assurances 

 OJP Form 4061/6 Certification Regarding 

Lobbying; Debarment, Suspension, and Other

Responsibility Matters; Drug-Free Workplace

Requirements. 

 OJP Form 7120/1 (Rev. 1-93), Accounting

System and Financial Capability Questionnaire

(to be submitted by applicants who have not

previously received Federal funds).

Applicants are requested to submit an original

and two copies of the application and certifications to the following address:

Application Coordinator 

Bureau of Justice Statistics 

810 Seventh Street, N.W.

Washington, DC 20531 

Phone: (202) 616-3500

Standard Form 424 (SF-424). The SF-424, 

a one-page sheet with 18 items, serves as a

cover sheet for the entire application. This form

is required for every application for Federal 

assistance. NO APPLICATION CAN BE 

ACCEPTED WITHOUT A COMPLETED,

SIGNED ORIGINAL SF-424. Directions to 

complete each item are included on the back 

of the form.

Budget detail worksheet. Applicants must

provide a detailed justification for all costs, 

including the basis for computation of these

costs. For example, the detailed budget would

include the salaries of staff involved in the 

project and the portion of those salaries to be

paid from the award; fringe benefits paid to each

staff person; travel costs related to the project;

equipment to be purchased with the award

funds; and supplies required to complete the

project. 

Budget narrative. The budget narrative should

detail costs included in each budget category for

the Federal and the non-Federal (in-kind and

cash) share. The purpose of the budget narrative is to relate items budgeted to project activities and to provide justification and explanation

for budget items, including criteria and data

used to arrive at the estimates for each budget

category. The budget narrative should also indicate amounts to be made available to agencies other than the grant recipient (for example,

the agency with responsibility for Computerized

Criminal History (CCH) records, the courts, local

agencies.) The following information is provided

to assist the applicant in developing the budget

narrative. 

a. Personnel category. List each position by

title (and name of employee if available), show

annual salary rate and percentage of time to be

devoted to the project by the employee. Compensation paid for employees engaged in federally assisted activities must be consistent with

that paid for similar work in other activities of the

applicant.

b. Fringe benefits category. Indicate each type

of benefit included and explain how the total

cost allowable for employees assigned to the

project is computed.

National Sex Offender Registry Assistance Program 11

Appendix A

Application and administrative requirements
c. Travel category. Itemize travel expenses of

project personnel by purpose (e.g., faculty to

training site, field interviews, advisory group

meetings, etc.) and show basis or computation

(e.g., "Five trips for x purpose at $80 average

cost--$50 transportation and two days per diem

at $15" or "Six people to 30-day meeting at $70

transportation and $45 subsistence.") In training projects where travel and subsistence for

trainees is included, this should be separately

listed indicating the number of trainees and the

unit costs involved.

 (1) Identify the tentative location of all 

training sessions, meetings, and other travel.

 (2) Applicants should consult such references as the Official Airline Guide and the Hotel

and Motel Redbook in projecting travel costs to

obtain competitive rates.

d. Equipment. List each type of equipment to

be purchased or rented with unit or monthly

costs.

e. Supplies. List items within this category by

major type (office supplies, training materials,

research forms, postage) and show basis for

computation. Provide unit or monthly estimates.

f. Contractual category. State the selection 

basis for any contract, subcontract, prospective

contract, or prospective subcontract (including

construction services and equipment). Please

note applications that include noncompetitive

contracts for the provision of specific services

must contain a sole source justification for any

procurement in excess of $100,000.

For individuals to be reimbursed for personal

services on a fee basis, list by name or type of

consultant or service, the proposed fee (by day,

week, or hour) and the amounts of time to be

devoted to such services. 

For construction contracts and organization (including professional associations and education

institutions performing professional services),

indicate the type of service to be performed and

the estimated contract cost data.

g. Construction category. Describe construction or renovation that will be accomplished 

using grant funds and the method used to calculate cost. 

h. Other category. Include under "other" such

items as rent, reproduction, telephone, and janitorial or security services. List items by major

type with basis of computation shown. (Provide

square footage and cost per square foot for rent

 provide local and long distance telephone

charges separately.)

I. Indirect charges category. The Agency may

accept an indirect cost rate previously approved

for an applicant by a Federal agency. Applicants must enclose a copy of the approved rate

agreement with the grant application.

j. Program income. If applicable, provide a detailed estimate of the amount of program income to be generated during the grant period

and its proposed application (to reduce the cost

of the project or to increase the scope of the

project). Also, describe the source of program

income, listing the rental rates to be obtained,

sale prices of publications supported by grant

funds, and registration fees charged for particular sessions. If scholarships (covering, for example, registration fees) are awarded by the

organization to certain conference attendees,

the application should identify the percentage of

 

12 Fiscal Year 1998 Program Announcement 
all attendees that are projected as "scholarship"

cases and the precise criteria for their selection.

Program narrative. All applications must include a program narrative that fully describes

the expected design and implementation of the

proposed program. OJP Form 4000/3 (Rev.

1-93) provides additional detailed instructions

for preparing the program narrative. 

The narrative should include a time line of activities indicating, for each proposed activity, the

projected duration of the activity, expected completion date, and any products expected.

The application should include a description of

the roles and responsibilities of key organizational and/or functional components involved in

project activities; and a list of key personnel responsible for managing and implementing the

major elements of the program. 

Assurances. OJP Form 4000/3 (Rev 1-93)

must be included in the application submission.

If submitting this form separate from the

SF-424, the applicant must sign and date the

form to certify compliance with the Federal statutes, regulations, and requirements as cited. 

Certification Regarding Lobbying; Debarment, Suspension, and Other Responsibility

Matters; and Drug-Free Workplace. Applicants should refer to the regulations cited in

OJP Form, 4061/6 to determine the certification

to which they are required to attest. A copy of

OJP Form 4061/6 can be obtained from the BJS

Application Coordinator. Applicants should also

review the instructions for certification included

in the regulations before completing this form.

Signature of this form provides for compliance

with certification requirements under 28 C.F.R.

Part 69, "New Restrictions on Lobbying," and 28

C.F.R. Part 67, "Government-wide Debarment

and Suspension (Nonprocurement) and

Government-wide Requirements for Drug-Free

Workplace (Grants)." The certifications shall be

treated as a material representation of fact upon

which reliance will be placed when the U.S. 

Department of Justice determines to award the

covered transaction, grant, or cooperative

agreement.

Financial and administrative requirements

Discretionary grants are governed by the provisions of OMB Circulars applicable to financial

assistance. The circulars, in addition to the OJP

Financial Guide, are available from the Office of

Justice Programs. This guideline manual is intended to assist grantees in the administration

of funds and includes information on allowable

costs, methods of payment, Federal rights of

access to records, audit requirements, accounting systems, and financial records. 

Complete and accurate information is required

relative to the application, expenditure of funds,

and program performance. The consequences

of failure to comply with program guidelines and

requirements will be determined at the discretion of the Department.

Civil rights obligations

All applicants for Federal financial assistance

must sign Certified Assurances that they are in

compliance with the Federal laws and regulations which prohibit discrimination in any program or activity that receives such Federal

funds. Section 809(c), Omnibus Crime Control

& Safe Streets Act of 1968, provides that 

 No person in any State shall on the ground 

 of race, color, religion, national origin, or 

National Sex Offender Registry Assistance Program 13
 sex be excluded from participation in, be

 denied the benefits of, or be subjected to

 discrimination under, or denied employment

 in connection with any program or activity

 funded in whole or in part with funds made

 available under this title.

Section 504 of the Rehabilitation Act of 1973,

and Title II of the Americans With Disabilities

Act prohibit discrimination on the basis of

disability. 

The applicant agency must discuss how it will

ensure nondiscriminatory practices as they relate to:

(1) Delivery of services or benefits  to ensure

that individuals will not be denied access to

services or benefits under the program or activity on the basis of race, color, religion, national

origin, gender, age, or disability; 

(2) Employment practices  to ensure that its

personnel in the program or activity are selected

for employment without regard to race, color,

religion, national origin, gender, age, or disability; and

(3) Program participation  to ensure members of any planning, steering or advisory board,

which is an integral part of the program or activity, are not excluded from participation on the

basis of race, color, religion, national origin,

gender, age or disability; and to encourage the

selection of such members who are reflective of

the diversity in the community to be served.

Audit requirement

In October 1984, Congress passed the Single

Audit Act of 1984. On April 12, 1985, the Office

of Management and Budget issued Circular

A-128, "Audits of State and Local Governments"

which establishes regulations to implement the

Act. OMB Circular A-128, "Audits of State and

Local Governments," outlines the requirements

for organizational audits which apply to BJS

grantees.

Disclosure of Federal participation

Section 8136 of the Department of Defense Appropriations Act (Stevens Amendment), enacted

in October 1988, requires that, "when issuing

statements, press releases for proposals, bid

solicitations, and other documents describing

projects or programs funded in whole or in part

with Federal money, all grantees receiving Federal funds, including but not limited to State and

local governments, shall clearly state 

(1) the percentage of the total cost of the 

program or project which will be financed 

with Federal money, and 

(2) the dollar amount of Federal funds for the

project or program."

 

14 Fiscal Year 1998 Program Announcement
Intergovernmental review of Federal programs

Federal Executive Order 12372, "Intergovernmental Review of Federal Programs," allows

States to establish a process for reviewing Federal programs in the State, to choose which programs they wish to review, to conduct such

reviews, and to make their views known to the

funding Federal agency through a State "single

point of contact." 

If the State has established a "single point of

contact," and if the State has selected this program to be included in its review process, the

applicant must send a copy of its letter or application to the State "single point of contact" at

the same time that it is submitted to BJS. The

letter or application submitted to BJS must indicate that this has been done. The State must

complete its review within 60 days. The review

period will begin on the date that the letter or 

application is officially received by BJS. If BJS

does not receive comments from the State's

"single point of contact" by the end of the review

period, this will be interpreted as a "no comment" response.

If the State has not established a "single point of

contact," or if it has not selected the BJS statistics development or criminal history improvement programs in its review process, this must

be stated in the letter or application.

National Sex Offender Registry Assistance Program 15
 

Appendix B

Application forms
Application content

All applicants must submit:

 Standard Form 424, Application for Federal

Assistance 

 Budget Detail Worksheet (replaced the 

SF 424A, Budget Information) 

 OJP Form 4000/3 (Rev. 1-93), Program 

Narrative and Assurances 

 OJP Form 4061/6 Certification Regarding 

Lobbying; Debarment, Suspension, and Other

Responsibility Matters; Drug-Free Workplace

Requirements. 

 OJP Form 7120/1 (Rev. 1-93), Accounting

System and Financial Capability Questionnaire

(to be submitted by applicants who have not

previously received Federal funds).

Applicants are requested to submit an original

and two copies of the application and certifications to the following address:

Application Coordinator 

Bureau of Justice Statistics 

810 Seventh Street, N.W.

Washington, DC 20531 

Phone: (202) 616-3500

Standard Form 424 (SF-424). The SF-424, 

a one-page sheet with 18 items, serves as a

cover sheet for the entire application. This form

is required for every application for Federal 

assistance. NO APPLICATION CAN BE 

ACCEPTED WITHOUT A COMPLETED,

SIGNED ORIGINAL SF-424. Directions to 

complete each item are included on the back 

of the form.

Budget detail worksheet. Applicants must

provide a detailed justification for all costs, 

including the basis for computation of these

costs. For example, the detailed budget would

include the salaries of staff involved in the 

project and the portion of those salaries to be

paid from the award; fringe benefits paid to each

staff person; travel costs related to the project;

equipment to be purchased with the award

funds; and supplies required to complete the

project. 

Budget narrative. The budget narrative should

detail costs included in each budget category for

the Federal and the non-Federal (in-kind and

cash) share. The purpose of the budget narrative is to relate items budgeted to project activities and to provide justification and explanation

for budget items, including criteria and data

used to arrive at the estimates for each budget

category. The budget narrative should also indicate amounts to be made available to agencies other than the grant recipient (for example,

the agency with responsibility for Computerized

Criminal History (CCH) records, the courts, local

agencies.) The following information is provided

to assist the applicant in developing the budget

narrative. 

a. Personnel category. List each position by

title (and name of employee if available), show

annual salary rate and percentage of time to be

devoted to the project by the employee. Compensation paid for employees engaged in federally assisted activities must be consistent with

that paid for similar work in other activities of the

applicant.

b. Fringe benefits category. Indicate each type

of benefit included and explain how the total

cost allowable for employees assigned to the

project is computed.

National Sex Offender Registry Assistance Program 11

Appendix A

Application and administrative requirements
c. Travel category. Itemize travel expenses of

project personnel by purpose (e.g., faculty to

training site, field interviews, advisory group

meetings, etc.) and show basis or computation

(e.g., "Five trips for x purpose at $80 average

cost--$50 transportation and two days per diem

at $15" or "Six people to 30-day meeting at $70

transportation and $45 subsistence.") In training projects where travel and subsistence for

trainees is included, this should be separately

listed indicating the number of trainees and the

unit costs involved.

 (1) Identify the tentative location of all 

training sessions, meetings, and other travel.

 (2) Applicants should consult such references as the Official Airline Guide and the Hotel

and Motel Redbook in projecting travel costs to

obtain competitive rates.

d. Equipment. List each type of equipment to

be purchased or rented with unit or monthly

costs.

e. Supplies. List items within this category by

major type (office supplies, training materials,

research forms, postage) and show basis for

computation. Provide unit or monthly estimates.

f. Contractual category. State the selection 

basis for any contract, subcontract, prospective

contract, or prospective subcontract (including

construction services and equipment). Please

note applications that include noncompetitive

contracts for the provision of specific services

must contain a sole source justification for any

procurement in excess of $100,000.

For individuals to be reimbursed for personal

services on a fee basis, list by name or type of

consultant or service, the proposed fee (by day,

week, or hour) and the amounts of time to be

devoted to such services. 

For construction contracts and organization (including professional associations and education

institutions performing professional services),

indicate the type of service to be performed and

the estimated contract cost data.

g. Construction category. Describe construction or renovation that will be accomplished 

using grant funds and the method used to calculate cost. 

h. Other category. Include under "other" such

items as rent, reproduction, telephone, and janitorial or security services. List items by major

type with basis of computation shown. (Provide

square footage and cost per square foot for rent

 provide local and long distance telephone

charges separately.)

I. Indirect charges category. The Agency may

accept an indirect cost rate previously approved

for an applicant by a Federal agency. Applicants must enclose a copy of the approved rate

agreement with the grant application.

j. Program income. If applicable, provide a detailed estimate of the amount of program income to be generated during the grant period

and its proposed application (to reduce the cost

of the project or to increase the scope of the

project). Also, describe the source of program

income, listing the rental rates to be obtained,

sale prices of publications supported by grant

funds, and registration fees charged for particular sessions. If scholarships (covering, for example, registration fees) are awarded by the

organization to certain conference attendees,

the application should identify the percentage of

 

Fiscal Year 1998 Program Announcement 12
all attendees that are projected as "scholarship"

cases and the precise criteria for their selection.

Program narrative. All applications must include a program narrative that fully describes

the expected design and implementation of the

proposed program. OJP Form 4000/3 (Rev.

1-93) provides additional detailed instructions

for preparing the program narrative. 

The narrative should include a time line of activities indicating, for each proposed activity, the

projected duration of the activity, expected completion date, and any products expected.

The application should include a description of

the roles and responsibilities of key organizational and/or functional components involved in

project activities; and a list of key personnel responsible for managing and implementing the

major elements of the program. 

Assurances. OJP Form 4000/3 (Rev 1-93)

must be included in the application submission.

If submitting this form separate from the

SF-424, the applicant must sign and date the

form to certify compliance with the Federal statutes, regulations, and requirements as cited. 

Certification Regarding Lobbying; Debarment, Suspension, and Other Responsibility

Matters; and Drug-Free Workplace. Applicants should refer to the regulations cited in

OJP Form, 4061/6 to determine the certification

to which they are required to attest. A copy of

OJP Form 4061/6 can be obtained from the BJS

Application Coordinator. Applicants should also

review the instructions for certification included

in the regulations before completing this form.

Signature of this form provides for compliance

with certification requirements under 28 C.F.R.

Part 69, "New Restrictions on Lobbying," and 28

C.F.R. Part 67, "Government-wide Debarment

and Suspension (Nonprocurement) and

Government-wide Requirements for Drug-Free

Workplace (Grants)." The certifications shall be

treated as a material representation of fact upon

which reliance will be placed when the U.S. 

Department of Justice determines to award the

covered transaction, grant, or cooperative

agreement.

Financial and administrative requirements

Discretionary grants are governed by the provisions of OMB Circulars applicable to financial

assistance. The circulars, in addition to the OJP

Financial Guide, are available from the Office of

Justice Programs. This guideline manual is intended to assist grantees in the administration

of funds and includes information on allowable

costs, methods of payment, Federal rights of

access to records, audit requirements, accounting systems, and financial records. 

Complete and accurate information is required

relative to the application, expenditure of funds,

and program performance. The consequences

of failure to comply with program guidelines and

requirements will be determined at the discretion of the Department.

Civil rights obligations

All applicants for Federal financial assistance

must sign Certified Assurances that they are in

compliance with the Federal laws and regulations which prohibit discrimination in any program or activity that receives such Federal

funds. Section 809(c), Omnibus Crime Control

& Safe Streets Act of 1968, provides that 

 No person in any State shall on the ground 

 of race, color, religion, national origin, or 

National Sex Offender Registry Assistance Program 13
 sex be excluded from participation in, be

 denied the benefits of, or be subjected to

 discrimination under, or denied employment

 in connection with any program or activity

 funded in whole or in part with funds made

 available under this title.

Section 504 of the Rehabilitation Act of 1973,

and Title II of the Americans With Disabilities

Act prohibit discrimination on the basis of

disability. 

The applicant agency must discuss how it will

ensure nondiscriminatory practices as they relate to:

(1) Delivery of services or benefits  to ensure

that individuals will not be denied access to

services or benefits under the program or activity on the basis of race, color, religion, national

origin, gender, age, or disability; 

(2) Employment practices  to ensure that its

personnel in the program or activity are selected

for employment without regard to race, color,

religion, national origin, gender, age, or disability; and

(3) Program participation  to ensure members of any planning, steering or advisory board,

which is an integral part of the program or activity, are not excluded from participation on the

basis of race, color, religion, national origin,

gender, age or disability; and to encourage the

selection of such members who are reflective of

the diversity in the community to be served.

Audit requirement

In October 1984, Congress passed the Single

Audit Act of 1984. On April 12, 1985, the Office

of Management and Budget issued Circular

A-128, "Audits of State and Local Governments"

which establishes regulations to implement the

Act. OMB Circular A-128, "Audits of State and

Local Governments," outlines the requirements

for organizational audits which apply to BJS

grantees.

Disclosure of Federal participation

Section 8136 of the Department of Defense Appropriations Act (Stevens Amendment), enacted

in October 1988, requires that, "when issuing

statements, press releases for proposals, bid

solicitations, and other documents describing

projects or programs funded in whole or in part

with Federal money, all grantees receiving Federal funds, including but not limited to State and

local governments, shall clearly state 

(1) the percentage of the total cost of the 

program or project which will be financed 

with Federal money, and 

(2) the dollar amount of Federal funds for the

project or program."

 

14 Fiscal Year 1998 Program Announcement
Intergovernmental review of Federal programs

Federal Executive Order 12372, "Intergovernmental Review of Federal Programs," allows

States to establish a process for reviewing Federal programs in the State, to choose which programs they wish to review, to conduct such

reviews, and to make their views known to the

funding Federal agency through a State "single

point of contact." 

If the State has established a "single point of

contact," and if the State has selected this program to be included in its review process, the

applicant must send a copy of its letter or application to the State "single point of contact" at

the same time that it is submitted to BJS. The

letter or application submitted to BJS must indicate that this has been done. The State must

complete its review within 60 days. The review

period will begin on the date that the letter or 

application is officially received by BJS. If BJS

does not receive comments from the State's

"single point of contact" by the end of the review

period, this will be interpreted as a "no comment" response.

If the State has not established a "single point of

contact," or if it has not selected the BJS statistics development or criminal history improvement programs in its review process, this must

be stated in the letter or application.

National Sex Offender Registry Assistance Program 15
 

Appendix B

Application forms

The Application forms are not included in this

file. Applications for NCHIP grants are 

accepted only from the single State agency

that is designated by the Governor to coordinate the distribution of funds within the State.

The due date is April 15, 1998