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 once a year, on October 30th (October 1st - September 30th).

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. The online reporting link to submit the report will be provided to the subgrantees at the beginning of the reporting period, at which time subgrantees may log in with their username and password to input data.

Associated Document(s)

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 requests. Please use only the SER below to request reimbursement of funds. CJCC will not grant reimbursement requests submitted on any other form.

If you have questions about whether your expenses or activities are allowable and reimbursable under the SASP formula grant, please see OVW's SASP FAQ's for guidance.

From time to time, subgrantees may also need to change or request 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 specialist for this document.

PROGRAM REPORTING

Quarterly Reports
SASP Formula Grant subgrantees submit quarterly reports to document their victim service provision activities. All SASP subgrantees must submit the 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:

Annual Reports

SASP Formula Grant subgrantees must also submit annual reports to CJCC so that we can forward data to the University of Maine Muskie School of Public Service's VAWA Measuring Effectiveness Initiative. Annual reporting forms are generally released at the end of the grant period and are due by February 15 of the next year. CJCC will send an email to all SASP subgrantees alerting them that the reporting form has been released and will also post the form on this website.

Reporting Tools