VAWA Annual Program Report Training December 2018 1 S .T.O.P. VAWA - PowerPoint Presentation

VAWA Annual Program Report Training December 2018 1

S .T.O.P. VAWA Measuring Effectiveness Initiative aka “The Muskie Report” Crime Victims’ Services DivisionOregon Department of JusticeAdapted from a PowerPoint created by the Oklahoma District Attorneys Council 2

The Muskie Report To meet this Congressional reporting requirement, OVW requires an Annual Progress Report for the STOP VAWA Grant.The Muskie School of Public Service developed the required report.Report submission:STOP subgrantee State STOP Administrator OVW Muskie – VAWA MEI Red flag reports generated 3

The Muskie Report IT IS IMPERATIVE THAT DATA BE COLLECTED THROUGHOUT THE REPORTING PERIOD IN ORDER FOR THIS REPORT TO BE COMPLETED AT THE END OF THE REPORTING PERIOD.2018 annual report for all joint DVSA subgrantees includes data from January – December 2018 4

The Muskie Report Be sure you are using the most current version of the report form; you can download from Muskie site:http://muskie.usm.maine.edu/vawamei/stopformulaform.htm. Only complete the section(s) based on the activities engaged in during the reporting period (Sections A1, A2, B, C2, F required). Each time when you save the document use “Save As” not “Save” because “Save” will enlarge the file and it may become too large to upload to E-grants. 5

The Muskie Report ANNUAL REPORT DUE DATES:For reporting period 1/1/18 – 12/31/18, the report is due January 31, 2019.For reporting period 1/1/19 – 12/31/19, the report is due January 31, 2020. 6

A1 - General Information (pages 1-2) Everyone must complete Next to each number in the Annual Progress Report form you can click on the and more instructions and/or examples will pop up. Question 1 – Date of Report Date actually submittedQuestion 2 – Current Reporting Period 2018 (for the period ending 12/31/18) 2019 (for the period ending 12/31/19)Enter the calendar year in which the services were provided. 7

A1 - General Information (pages 1-2) Everyone must complete Question 3 – Subgrantee Name Agency Name NOT Project Name.Question 4 – Enter your subgrant number(s)Only those active during the calendar year. Only those supporting reported activities.The subgrant number for the 2018 awards may be too long; if it is, delete/shorten agency name. For example:Joint-2017-00011VAWA-C-2018-00011Question 5 – Enter type of organization Classify funded organization in one existing category EVEN if it is not an exact match. Avoid the other category if at all possible. 8

A1 - General Information (pages 1-2) Everyone must complete Question 5B – Culturally-Specific Community Based OrganizationOnly check “Yes” if you are funded under this category.Question 7 – Tribal PopulationsOnly check “Yes” if the goals and objectives of your grant specifically identify that the project will be serving the Native American population. Question 8 – Percentage of Subgrant Funds Estimate the approximate % of funds/resources used to address each victimization area based on actual utilization. Make sure allocation matches the breakdown of victims served/partially served (DV, SA, stalking ) i n Section D, 25A+B. 9

A2 - Staff Information (page 3) Everyone must complete Question 9 - Staff Include grant-funded staff (full time, part time, temporary, partially funded), staff funded with grant required match, and grant-funded contractors and consultants. Do not include volunteers or interns.Staff must be reported in this section if you will be reporting services in a particular area (victim services, law enforcement, prosecution, courts). For example:Section D/Victim Services: report staff such as a victim advocate, victim assistant, or program coordinator.Section E1/Law Enforcement: report staff such as law enforcement officer. Section E2/Prosecution: report staff investigator, or prosecutor. Section E3/Courts: report staff such as court personnel. 10

A2 - Staff Information (page 3) Everyone must complete Classify staff in existing categories EVEN if it is not an exact match. Report by job function(s) rather than job title:Project Director = Administrator Court Advocate = Victim AssistantShelter Advocate = Victim AdvocateTraining Coordinator = Program CoordinatorDivide staff time into multiple functions, as appropriate. Other category – limit use and be specific:Data analyst Evaluator Refer to Guide to Staff Categories on Muskie website: http:// muskie.usm.maine.edu/vawamei/stopformularpttools.htm 11

A2 - Staff Information (page 3) Everyone must complete Report the total # of FTE (full time equivalent) FTE listed in the staff section should reflect the subgrant budget and activities (pro-rate budgeted FTE Jan-June and July-Dec if it changes between awards).One FTE = 2080 hoursInclude FTE for full time, part time, partially funded, temporary, consultants/contractors, overtime hours, and FTE funded with required match. Prorate FTE among appropriate functional categories.Use decimals, not percentages. 12

QUESTIONS? 13

B – Purpose Areas (page 4) Everyone must complete Question 10 – Statutory Purpose Areas Include the purpose area(s) under which you submitted your application. For Joint DVSA subgrantees only for the 2019 annual report, include purpose area(s) from both the 2017 – 2019 award (January – June 2019) and from the 2019 – 2021 award (July – December 2019). Check all purpose areas that apply to the activities that were supported with grant funds during the reporting period. 14

C1 – Training ( pages 5-7) Definition: Training for professionals or volunteers acting in the role of a professional to improve their response to victims/survivors as it relates to their role in the system.Do not count activities that support, inform, and outreach to victims about available services (such as media activities - TV, newspaper, radio) If an advocate is VAWA-funded and the advocate provides training, as defined above, to non-grant funded people, then complete this section, otherwise, check “No” and skip to C2. 15

C1 – Training ( pages 5-7) Question 11 – Training Events ProvidedA training event can be a conference, a workshop, or a short mini-session. Do count training provided by grant-funded staff to non-grant funded staff and non-grant funded staff attending a training using VAWA funds (if it meets training definition).Do not count training provided to VAWA-funded staff. Question 12 – Number of People TrainedReport professionals by discipline. Do NOT report non-professionals: students/community members/victims/survivorsUse existing categories when possible:Firefighter, child welfare staff, coroner = Government Agency Staff 911 Personnel = Law Enforcement 16

C1 – Training ( pages 5-7) Question 12 – Number of People TrainedReport an unduplicated count of people trained.If you can’t determine the disciplines represented at a training, use multidisciplinary, but use this category as a last resort.Avoid the other category if at all possible.Red Flag: If reported numbers are in the thousands then it might be suspected that media broadcasts are included.Red flag: If the individual or group reported in “other” is not typically thought of as a professional working with victims. Refer to Guide to Categories for People Trained on Muskie website: http ://muskie.usm.maine.edu/vawamei/stopformularpttools.htm. 17

C1 - Training ( pages 5-7) Question 13 – Training Content Areas Use existing categories even if not an exact match.Do not include staff development topics provided to VAWA-funded staff.Avoid the other category if at all possible (do not use to report the title of the training or the name of the conference).Question 14 – Additional InformationUse this section to report anecdotes or to highlight information about the training event(s). 18

C2 – Coordinated Community Response (page 8) Everyone must complete First Column – Victim/Survivor Referrals Victim/survivor referrals should include referrals made to agencies and referrals received from agencies. Check the usual frequency (daily/weekly/monthly); estimate the frequency during the year if the interaction is not regular.Second Column - Meetings Include meetings attended by staff who are only partially funded by the VAWA project.For meetings with multiple disciplines in attendance, check each type of agency in the appropriate frequency column (weekly, monthly, quarterly). 19

C2 – Coordinated Community Response (page 8) Everyone must complete How to choose daily/weekly/monthly frequency:Daily = at least 3 times a week Weekly = at least 3 times a monthMonthly = Less than 3 times a monthFor Task Force and MDT meetings count members individually.Question 16 – Additional Information (page 9)Use this section to report anecdotes or to highlight information about your community activities.If you had to use the Other category, explain your use of it here. 20

C3 – Policies (page 10-12) Question 17 – Types of Protocols and/or PoliciesIf developing, revising, or implementing policies and protocols was not a component of the grant, check “No” and skip to C4.If responding to this section:Develop – is to create a new policy or protocol (do not count if a policy/protocol is still in development);Revise – is to make a significant change to an existing policy or protocol (do not count if policy/protocol is still in development);Implement – is to carry out a new or revised policy or protocol.Question 18 – Additional Information Use this section to discuss effectiveness of policies/protocols by providing examples, data or other information about your policy activities. 21

C4 – Products (page 13 ) Question 19 – Product DevelopmentIf developing, revising, or distributing products was not a component of the grant, check “No” and skip to C5.Reporting Products:Only report completed products that were developed or revised (do not report if still under development or revision). Do NOT report number of products that were printed or copied. DO report the number of products used or distributed.Do not report English in “Other languages.” 22

C5 – Data Collection Systems (page 14) Question 20 – Use of funds for data collection and/or communication systems Most grantees will check “No” and skip to section C6. However, this does include the purchase of computers/laptops. If you used VAWA funds to purchase computer equipment, check “Yes,” check “Purchase computers and other equipment,” and indicate all types of data collected with this equipment in Question 21. 23

C6–Specialized Units (page 15) Question 22 – Use of funds for specialized units Most grantees will check “No” and skip to section C7. Check “Yes” if VAWA funds were utilized for a prosecutor or law enforcement officer working in a specialized unit responsible for handling victimization cases and/or to directly support a specialized unit.Specialized units refer to units in the criminal justice system only.While a victim advocate/assistant may be a part of a specialized unit in a criminal justice agency or court, if the victim advocate/ assistant is the only staff person funded by VAWA in that agency, that unit would not be reported as a specialized unit. If “Yes”, check all categories indicating how funds were utilized (develop, support, train) and the type(s) of victimization addressed in Question 23. 24

C7 – System Improvement (page 16) Question 24 – Use of funds for system improvementMost grantees will check “No” and skip to Section D. If VAWA funds were used for any of the following activities, report in this section, even if the activity is reported elsewhere:Interpreters Language lines Translation of forms and documentsMeetings between tribal and non-tribal entitiesIf VAWA funds were used for system improvements, check all system improvement activities engaged in during the current reporting period and identify the system(s) in which the improvements occurred.25

QUESTIONS? 26

D – Victim Services (pages 17-23 )Do include victim services provided by legal services, victim services agency, staff providing victim services within law enforcement, prosecution, or the court system. Do not include criminal justice activities such as 911 calls, investigations, prosecutions, etc. (these will be reported in Section E). Do include services provided by all VAWA-funded hours for staff, contractors, consultants. Do include services provided by volunteers and interns if they were coordinated or supervised by VAWA-funded staff or if VAWA substantially supported their activities. Do include services provided by staff and/or volunteers supported by match on this grant. 27

D – Victim Services (pages 17-23) Question 25 – Number of Primary Victims Served, Partially Served, and Victims Seeking Services Not Served Unduplicated count: Count victim once during the reporting period. Victimization type: Count victim once under primary victimization.Victims Served: Received services they requested, if services provided under the VAWA grant. Victims Partially Served: Received some, but not all, of the services requested, if services are provided under the VAWA grant.Victims Not Served: Sought and did not receive services they requested, if offered by your project under the VAWA grant. 28 Red flag : When the ratio of total victims served and partially served is more than 500 to 1.0 FTE. Red flag : Number of victims served is less than the number of victims partially served. If correct, provide an explanation in Question 63.

D – Victim Services (pages 17-23) Question 25 – Number of Primary Victims Served, Partially Served, and Victims Seeking Services Not Served Notes to Victims Not Served :If a victim/survivor requested a service you do NOT provide under your VAWA grant, do NOT count the person in any category.If you contact a victim/survivor to offer services and they do not want services or you cannot locate them, do NOT count them in this section.If a victim/survivor chooses to discontinue services once they have begun receiving services, or moves before completing services begun, do report these victims/survivors as “served.” Red Flag: the total number of victims reported as not served is more than 20% of the total number of victims seeking services (served and partially served). Provide explanation if the numbers are correct in Question 63. 29

D – Victim Services (pages 17-23 )Question 26 – Number of Secondary Victims Served Report an unduplicated count of secondary victims who sought or received VAWA-funded services. Secondary victims must be indirectly affected by the victimization; it is not enough that they are related to a victim/survivor who received VAWA services.Secondary victims should correspond to the type of victimization of the primary victim reported in Question 25.Question 27 – Reason Not Served/Partially ServedAvoid the other category if at all possible. Red Flag: Inappropriate Use of Other - “victim didn’t show”, “victim refused services”, “services not provided by program”, “could not locate victim”; victim probably should not be counted at all. 30

D – Victim Services (pages 17-23 ) Question 28 – DemographicsInclude data for both victims served and partially served (25A + 25B )RaceVictims may be counted in more than one category. The total should be equal to or greater than the sum of 25A & 25B.Gender The total should equal the sum of 25A & 25B. Red Flag: If male victims/survivors is >10% of the total number reported, confirm accuracy and provide additional information in narrative Question 63. 31

D – Victim Services (pages 17-23 )Question 28 – Demographics AgeThe total should equal the sum of 25A & 25B. The category of 0-17 has been changed to 0-12 and 13-17 (you will not be able to report primary victims in the age category of 0-12). Children should not be reported.Other DemographicsReport to the best of your ability.Red Flag: When numbers in the “unknown” categories total 25% or more of the total number of victims. If correct, provide an explanation in Question 63.Red flag: A high number in the 13-17 category may indicate the grantee is reporting children. 32

D – Victim Services (pages 17-23 )Question 29 – Relationship to Offender If a victim/survivor experienced more than one type of victimization and more than one perpetrator, report those multiple offender relationships & types of victimization. The total # of relationships in each victimization column must be at least the sum of victims/survivors reported in 25A and 25B. Do not report relationships to offenders for secondary victims.In the Domestic Violence column, the “Acquaintance” and “Stranger” categories are almost always zero.Red Flag: when the “Unknown” column is greater than 35% of the total victims served (25A + 25B). 33

D – Victim Services (pages 17-23 )Question 29 – Relationship to Offender Current or former spouse or intimate partner:Also includes a person similarly situated to a spouse of the offender under the laws of the jurisdiction.Other family member of household member: Family is defined to include both traditional and non-traditional family structures; also includes victims/survivors who shared a household or have/had a roommate relationship with the offender. Dating relationship:Determined by length and type of relationship, and frequency of interaction between the persons involved. 34

D – Victim Services (pages 17-23 )Question 29 – Relationship to Offender Acquaintance:Examples: neighbor, co-worker, friend, schoolmate, etc. Red Flag : When the total number of “relationships unknown” is 25% or more of the total number of primary victims served or partially served (25A + 25B). If the data is correct, provide an explanation in Question 63. 35

D – Victim Services (pages 17-23 )Question 30A – Types of Victim Services The total for each service provided should not be more than the sum of 25A & 25B. Count each victim/survivor only once for each type of service received – do not report the number of times that the service was provided.Do not report secondary victims receiving services.Forensic exam does not include accompaniment to hospital/clinic/medical office; report accompaniment services in the Hospital/clinic/other medical response category 36

D – Victim Services (pages 17-23 )Question 30A – Types of Victim Services Civil legal assistance is only provided by an attorney or paralegal; if you enter a number in this category you must have entered FTE for attorney or paralegal. If you refer victims to an attorney, report as Civil Legal Advocacy. Safety planning, information, and referral should not be written in “Other” as these are considered a part of other services in this section.Avoid the other category if at all possible.Refer to Guide to Victim Services on Muskie website:http://muskie.usm.maine.edu/vawamei/stopformularpttools.htm, 37

D – Victim Services (pages 17-23 )Question 30B – Shelter Services Report only if funded by VAWA.Unduplicated count: each victim and each family member who received shelter should be counted only once during the reporting period.To determine the number of bed nights add the number of victims and family members and multiply by the number of nights they were in emergency shelter and/or transitional housing.Question 30C – Hotline ServicesReport only if funded by VAWA.Report all hotline calls!!Total number of calls: business calls,informational calls, calls fromsecondary victims, calls from primaryvictims, etc. 38

D – Victim Services (pages 17-23 )Question 30D – Victim-witness notification/Outreach Formerly, it was only possible to refer to outreach activities in the narrative. Now, you can report victim witness notification and outreach activities to victims/survivors. Count each unsolicited letter, phone call, visit, event, etc. This is a duplicated count.Outreach activities can be counted here, but you cannot count the victims/survivors unless a service was actually requested (served, partially served, not served). 39

D – Victim Services (pages 17-23 ) Question 31 - Protection OrdersOnly report protections order activity when VAWA-funded staff assisted victims/survivors. Initial restraining orders are issued ex parte, without a formal court hearing, allowing the respondent 30 days to request hearing – report order as temporary. If no hearing is requested, order is upheld – report order as final. If hearing is requested, order is either dismissed, upheld, or modified; if order is modified or upheld – report order as final. Remember to report on both the number requested and the number granted for each category.Red Flag : the number of protection orders granted should not exceed the number of orders requested. 40

D – Victim Services (pages 17-23 )Question 32 – Additional Information USE THIS SECTIONTo discuss the effectiveness of victim services funded by STOP VAWA funds. To provide an anecdotal situation without revealing the victim. To provide results! 41

ANY QUESTIONS? 42

E1 – Law Enforcement (pages 24-26) If you report under this section, you must list staff (Law Enforcement Officer) under A2 - Staff Information. If an advocate is employed by or located at a law enforcement agency, report activities only in Section D.Only report activities that are grant funded. 43

E1 – Law Enforcement (pages 24-26) Question 33 - Activities Each incident is one activity and may involve one or more offenses, one or more victims, and one or more offenders. Each time a law enforcement officer responds to a DV call, it is counted as one incident or activity. If an activity relates to a incident involving more than one type of crime, the activity is counted only once under the primary victimization. 44

E1 – Law Enforcement (pages 24-26) Question 33 – Examples: Officer responds to 911 call that involves single victim who has been sexually assaulted and beaten by husband. Officer writes report and collects evidence. This is one case even though it involves more than one crime.If brother of husband participated in the assault, it is still one incident even though there are multiple perpetrators.Using same example, brother was not present during first incident but assaulted the victim later that day. Officer responds again. This is now two separate incidents because they did not occur at the same time. 45

E1 – Law Enforcement (pages 24-26) Question 33 – ActivitiesLaw enforcement must report activities by sexual assault, domestic violence/dating violence, or stalking.Only report protection orders for which VAWA-funded law enforcement staff provided assistance to victims.Forensic medical evidence (cases in which rape kits were processed) has been added as an activity. 46

E1 – Law Enforcement (pages 24-26)Question 34 – Referrals to victim servicesReport number of victim referrals: to governmental victim services agencies (criminal justice agencies: law enforcement, prosecution, courts, parole and probation) to non-governmental victim services agencies (community-based). 47

E1 – Law Enforcement (pages 24-26) Question 35 - Protection Orders Only report protection orders for which VAWA-funded law enforcement staff provided assistance to victims. Report number Requested/Temporary and FinalReport number Granted/Temporary and FinalReport by victimization type (sexual assault, domestic violence/dating violence, stalking)Red flag: the number of protection orders granted should not exceed the number of protection orders requested. 48

E1 – Law Enforcement (pages 24-26) Question 36 – Additional Information USE THIS SECTION To discuss the effectiveness of law enforcement services funded by STOP VAWA funds.To provide an anecdotal situation without revealing the victim. To provide results! 49

E2 – Prosecution (pages 27-31) If you report under this section, you must list staff (Investigator, Prosecutor) under A2 - Staff Information. If an advocate is employed by or located at a prosecutor’s office, report activities only in Section D.Only report activities that are grant funded.All data reported by prosecution will be based on cases rather than charges. 50

E2 – Prosecution (pages 27-31) If you report under this section, you must list staff (Investigator, Prosecutor) under A2 - Staff Information. If an advocate is employed by or located at a prosecutor’s office, report activities only in Section D.Only report activities that are grant funded.All data reported by prosecution will be based on cases rather than charges. 51

E2 – Prosecution (pages 27-31) Question 37A – Number of Cases Received, Accepted, Declined, or Transferred Report new cases during the current reporting period.Report cases by victimization type; jurisdiction may use other names for these offenses (assault, battery, harassment, criminal threatening, gross sexual misconduct, rape, etc.).A case may include numerous charges; characterize by most serious offense.Referrals Received: Allows grant-funded prosecutors to report all domestic/dating violence, sexual assault, stalking cases received, regardless of source of referral and regardless of whether charging decision was made by law enforcement, prosecutor, or another entity. Report a case one time only in either (b), (c), or (d). 52

E2 – Prosecution (pages 27-31) Question 37B – Reasons for declining cases Of those cases reported as declined in 37A(c), report only the primary reason for declining by victimization type. Question 38 – Disposition of cases Report the disposition of listed types of cases that occurred during the current reporting period.Red flag: Reported number of case dispositions is either extremely low (10% or less) or extremely high (300-400%) when compared to the cases reported for prosecution. 53

E2 – Prosecution (pages 27-31) Question 39 – Other Issues present in cases that reached disposition Asks you to discuss the extent to which cases that were characterized as domestic violence, dating violence, sexual assault, stalking also included additional charges or elements. Purpose is to gather info on how often multiple crimes were present in cases reported. Question 41 – Victim ReferralsReport number of victim referrals made whether to governmental victims service agencies (prosecution, courts, law enforcement, parole and probation) or non-governmental victim service agencies (community-based). These services may be provided by subgrant-funded advocates who are reporting this information in Section D.Count the number of referrals (duplicatedin reporting period), not the number of victims/survivors. 54

E2 – Prosecution (pages 27-31)Question 42 – Protection Orders by Domestic Violence, Stalking and Sexual Assault Only report protection orders requested and granted for which grant-funded prosecutors provided assistance to victims/survivors. Report number Requested/Temporary and FinalReport number Granted/Temporary and Final55

E2 – Prosecution (pages 27-31 )Only four projects fund staff for prosecution activities. All other grantees, check “No” and skip to Section E4. 56

E2 – Prosecution (pages 27-31) Question 43 – Additional Information USE THIS SECTION T o discuss the effectiveness of prosecution services funded by VAWA funds.To provide an anecdotal situation w/o revealing the victim. To provide results! 57

E3 – Courts (pages 32-35) Only the Oregon Judicial Department fund court staff. All other projects fund court staff, so check “No” and skip to Section E4. 58

E4– Probation and Parole (pages 36-38) No projects fund parole and probation staff, so check “No” and skip to Section E5. 59

E 5 – Batterer Intervention Program (page 39)No projects fund batterer intervention staff, so check “No” and skip to Section F. 60

F – Narrative (pages 40-48) Everyone must complete Questions 60 & 61 All subgrantees must answer these questions. Questions 62 & 63 These questions are optional.Use this section to provide clarification on any of the statistics in questions 25A, 25B, 26, 27, 28, 29, or 30. 61

Narrative Questions - Required Question 60 and 61 – Most significant area of need along with what the VAWA funded project accomplished during the calendar year. Question 62 and 63 are optional.All of the narrative responses are important and provide detail to CVSSD which helps with our response to the federal solicitation each year; providing a broad overview to statewide need with the annual administrators report to OVW and the ongoing planning process with the CVSSD VAWA Implementation Planning Subcommittee meetings. 62

REMINDERS Review PowerPoint and instructions.Use the icon in the report form.Use the “other” category only as a LAST resort; the descriptive fit does not have to be perfect – if an existing category is similar, use that category.Use optional information sections to capture unique successes of your program, clarify data, provide more details.Do not use acronyms or abbreviations. 63

Validation – The End! At the end of the form is a Validate button. V alidate Everyone must validate their form! Click on it and it will tell you where your errors are. Once complete, use the “Save As” function to save the most current version and upload in E-grants. 64