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Reporting

OUTCOME PERFORMANCE:

The Criminal Justice Coordinating Council requires its victim services sub-grantees to collect outcome data from their clients who receive direct services. CJCC requires the collection of outcome performance data to improve grant monitoring and technical assistance efforts, and to provide sub-grantees with information they can use for improving their programs and reporting to other funding agencies.

Frequently Asked Questions:

Which programs are affected?
This requirement applies only to sub-grantees delivering direct services to clients who are victims of crime, and whose contact with clients is more extensive than a single telephone call or other distribution of information (hotlines).

When are outcome performance measures due?
Outcome data reports are submitted twice a year, on May 30 for the first six months (November 1-April 30) and again on November 30 for the annual summary (May 1- October 31).

What tools are needed to report?
CJCC and Performance Vistas worked with direct service victim agencies to develop survey tools. Each agency type (CASA, CAC, VWAP, Domestic Violence etc.) has a survey tool which specifically targets the needs of those clients. Agencies should use summary sheets to collect outcome data and the web-based reporting tools to report all their outcome data online.

Reporting Sites:

Subgrantees will have to report the outcome survey data they have collected on May 30th and on November 30th,  2013.


FISCAL REPORTING:

Recipients may request reimbursement for expenses incurred during the grant period on either a quarterly or a monthly basis. To request reimbursement, the recipient must submit a financial report within 15 days of a months end date or thirty days of the quarters end date. Download the Subgrant Expenditure Report (SER) form below to submit any and all expenditure request. Please use only the SER below to request reimbursement of funds. CJCC will not grant reimbursement requests submitted on any other form.
VOCA subgrantees who use volunteer hours as in-kind match must document those hours and submit the documentation with their request for reimbursement. The time record reporting form is included below.

From time to time, subgrantees may also need to change any of the following on a grant:

  • the point of contact on a grant;
  • request a budget modification within currently approved budget categories;
  • to request a no-cost extension; and
  • to notify CJCC of personnel changes (either changes in the persons funded or the percent of time spent on the grant).

To request any of these, subgrantees must submit a Subgrant Adjustment Request (SAR). Refer to your grant auditor/specialist for this document.

PROGRAM REPORTING:

Quarterly Reports
VOCA subgrantees submit quarterly reports to document the number of new and existing victims served, the demographics of new victims, and the number and types of services they provided. All VOCA subgrantees must complete the online Victim Services Statistical Report (VSSR). The link to submit these quarterly reports will be activated at the beginning of the reporting period, at which time subgrantees may log in with their username and password to input data. The link will shut down on the last day of the reporting period.

Quarterly Reports Timetable:

Quarter 1:

 October 1 - December 31

Due: January 30

Quarter 2:

 January 1 - March 31

Due: April 30

Quarter 3:

 April 1 - June 30

Due: July 30

Quarter 4:

 July 1 - September 30

Due: October 30

Reporting Tools

VIDEO 2014 VSSR Webinar

powerpoint file  2014 VSSR Webinar

pdf file  2014 VSSR Guide

pdf file  2014 VSSR Instructions

pdf file  Core Services by Agency Type