1 Virtual Office Hours Chat – February 26, 2014
Please find an amended transcript of the chat that occurred on February 26, 2014 below. The content was reorganized for clarity and consistency, with additional information gathered after the call to answer questions included as an addendum to the transcript. *Question sent in before the virtual office hours.
ALSO: Welcome to the initial session of ALSO's STAAR Project TA's virtual office hours! We appreciate you taking the time to join us today.
ALSO: We received a couple of questions ahead of time and will post those questions. After we chat about those, we will open up the floor to those of you who are here with us today.
*Diana Fleming: Documentation of Collaboration and how to best demonstrate compliance in the IP (Ex: Main chart included in the IP and all of the signed forms are kept in files. How to demonstrate the comprehensive body of work involved over 2.5 years with a large, diverse group of folks.
ALSO:
There are a couple of resources you can look to on this issue of documenting collaboration. The OVW FAQ on documenting collaboration that summarizes the overall requirements. Further, if the history of the collaboration is important and relevant, simply just that: E.g.: The planning group has
representation from all of the STOP funded sectors, from rural and urban areas and is comprised the following community based organizations. They have collaborated on the IP and have monitored it for the last 2.5 years. Additionally, this year, we have included the following as participants [name new persons/orgs.]?
STOP administrators can distribute the Implementation Planning Process Documentation of Collaboration (DOC) form that AVA produced or a comparable document to each individual that participated in the planning process. If a State or Territory opts to not use this form, another comparable form of documentation should be developed and utilized for the purpose of
documenting meaningful participation in the planning process. Supporting documentation that could show the participation of individuals in planning processes includes meeting agendas; meeting sign-in sheets; conference call or websign-inar recordsign-ings, notes, or transcripts; reviewer comments and tracked changes within draft IPs or other related materials; and email messages. Members of the
2 planning team do not have to be physically present during the process; documentation of
participation in webinars, conference calls or with on-line survey instruments can be used to show their participation. The STOP IP should reference the documentation, but the Documentation of Collaboration form, or a comparable document, should be included as an attachment to the IP. ALSO: Here's a question we thought administrators might have: What is the best way to implement the new requirement that we consult with the FVPSA, VOCA and RPE efforts in my state?
ALSO:
There's no single best way to say how to do this as every state and territory is different. There are a number of strategies you can explore: find out who is in charge of these programs and plans in your jurisdiction and introduce yourself. Read the most recent plans and see what might overlap with what the priorities are under STOP. Share this information with the STOP planning team. Knowledge of how these other programs allocate funds can help the IP and STOP dollars go further so you can leverage resources, better address gaps in funding, and ensure that efforts are not duplicated. Also note that not all states and territories have formal written plans. If not, you can look at the
application the program submitted for funding and see its priority areas and funding goals. Keep notes on your contacts and the information you garner and exchange so you can explain how the IP and planning process impacts AND is impacted by these other federally funded programs.
*Diana Fleming: Population specific organizations and meaningful input in process and review of implementation plan.
ALSO:
Answer: Population specific organizations and meaningful input (process and challenge of review of IP):
o In order to identify population specific organizations in your state, you may want to: - Ask your VOCA or FVPSA coordinators if they have ideas or are funding such organizations - Ask your Coalitions, as many will have a Communities of Color or Underserved Populations Committee
- Ask your Domestic Violence and/or Sexual Assault Coordinating Councils/Response Teams who they would suggest
- Ask your primary domestic/sexual violence programs if they can identify organizations o Meaningful Input of population specific organizations/underserved communities
3 Process
- Include in emails, conference calls, meetings
- May need to individually call or meet with organizations/communities initially to build rapport and investment
Documentation can include:
o Emails, Meeting Minutes, Meeting Sign-ins, IP Plan Review Comment Sheets, Letters of Support, etc. Meaningful Input of organization/population can consist of the following:
- Raises and discusses concerns and issues related to the discipline or community/population that he or she represented at the meeting(s);
- Sees and provides comments on the draft STOP IP; - Receives a final copy of the plan; and
- Comments on whether the IP adequately addressed the concerns that he or she had raised.
ALSO: Here's another question that we thought might come up for you all: If sexual violence experienced by DVdv victims, would that count toward meeting the 20% sexual DV dv programs address assault set aside?
ALSO:
It could but it might not. Remember the requirement says the IP must meaningfully address sexual assault. If there are specific programs, staff training efforts and expertise; support groups; or other aspects of a dv program that address sexual assault in the context of DV, those should be described in detail. While sexual violence is part of DV, it is important to acknowledge that SA also occurs in non-intimate partner situations. Remember that there are several new Program Purpose Areas related to SA that can guide you in funding programs that are SA-focused (e.g., creation of SARTs, improving SA investigations, and addressing backlogs of forensic exams).
Misty Kifer: When will the fees and costs certification be due? Rutha Chatwood: Fees and costs certification due for what purpose?
4 ALSO: Misty, are you wondering when compliance is required for this particular certification?
Misty Kifer: Yes, thank you
ALSO: Misty, are you wondering about the filing costs for criminal charges and protection orders? Jacquetta Al-Mubaslat: I believe states have to be in compliance by March 7, 2015, correct?
Misty Kifer: Yes, concerning the filing costs
Mary Dasovick: I understood it was after your next legislative session in laws needs to be changed.
ALSO: That particular certification is required at the time the application is submitted. The forensic exam compliance date is different.
ALSO: Misty, pages 27-32 of the new FAQ document provide detailed information about all certifications. The filing fee certification is required at the time the application is submitted.
Misty Kifer: Thank you
5 ALSO: The letter is available on ALSO's VAWA 2013 Resource page at this link: http://bit.ly/1qw1hMq
Debbie Rollo: If I understand correctly, we upload the IP with the FY2014 in GMS. Is it possible to upload the "participation documentation', certifications, support letters all as separate attachments within GMS (instead of adding them to the IP?)
ALSO: Debbie, this is a very GMS-specific question! That's fine, but that is something we would have to check into for you.
Debbie Rollo: Thanks, Mary. I just wanted to know if I have to include supporting IP documentation in the actual IP or if I can upload them as separate documents.
ALSO: Right; I will check into this for you! It's a great question.
Jacquetta Al-Mubaslat:
Well, to follow the application submission GMS question regarding the IP...in this year's solicitation we are required to submit a summary data sheet and of course the IP, and it appears that the IP is to be in lieu of application narratives that were previously required. Which makes sense, however I do wonder, does the font type specification also apply to the IP?
ALSO: In answer to your question, there is no font requirement for the STOP Implementation Plan, but we recommend no smaller than 11 point.
Mary Dasovick:
Legal Services - I need some clear guidance on what type of projects or programs and agencies to support with STOP funds. This seems like it could take a significant amount of funds. Can we narrow the legal assistance to support a portion of an attorney’s salary from a non-profit legal agency? Can we narrow the types of services offered, example having an attorney assist victims in protection orders during court where an victim advocate is not allowed by the judge to assist the victim? Or, can
6 we have an attorney assist victims in custody cases? Can the state choose not to support legal
services with the STOP funds?
ALSO: No, a state does not need to offer legal assistance to victims. The new definition of legal services simply expands the types of legal assistance that may be offered with the support of STOP funds. Rather, the definition of legal assistance is expanded.
ALSO: Another consideration is how legal assistance fits in with the priorities you set out in the IP for your state. This new definition allows you more flexibility for the provision of victim services should you choose to go there. You can limit it to protection orders, for instance.
Mary Dasovick: Can you give me an example of who can offer this legal assistance?
ALSO:
Examples are legal services organizations, Legal Aid, and community-based victim services that offer legal advocacy or representation. A victim services organization could also contract with one or more private attorneys to offer representation. A pro bono project could also offer representation by local attorneys.
7 ALSO:
o From FAQ: In VAWA 2013, Congress added a new purpose area for developing, enhancing, or strengthening prevention and educational programming to address domestic violence, dating violence, sexual assault, or stalking? However, no more than 5 percent of the state's total STOP award for the year may be used for this purpose. The goal of prevention is to stop or reduce
domestic violence, dating violence, sexual assault, and stalking. By contrast, an outreach initiative is linked to a specific set of services and the goal is to increase awareness about the services, so that victims know where to go for the services. Prevention awards will come out of discretionary allocation.
o Things to consider when funding prevention : - Is the programming evidenced-based?
- Is the prevention strategy comprehensive? Does it include multiple components impacting multiple settings to address a wide range of risk and protective factors of the target problem?
- Will the strategy provide sufficient dosage? - Is the strategy socio-culturally relevant?
- Will the strategy being implemented include an active skills-based component? o www.crimesolutions.gov
- The Office of Justice Programs' CrimeSolutions.gov uses rigorous research to determine what works in criminal justice, juvenile justice, and crime victim services including prevention programming. This website provides information on programs that have been found effective, promising or have shown no effect.
ALSO: Does anyone have any other questions or comments about prevention? Or are there other questions that are coming up for you as you develop your Implementation Plan?
Mary Dasovick: We have had numerous discussions with the local victim service agencies and the state coalition on what "comparable" services meant for sheltering male or transgender victims?
ALSO: To help answer this, what is going on now regarding providing services to male victims, for instance?
8 ALSO:
This is a good place to start the conversation about what constitutes "comparable" - we need to get back to you because that raises civil rights questions as well - are these services "comparable" to what is offered to others? We will check and get back. I wonder if we might include some of these follow-ups in an addendum to the transcript.
Debbie Rollo: Just to clarify, under the IP Team's required membership it lists state AND local courts. We assumed it was OR rather than AND?
ALSO:
Debbie that's a really interesting question because the Implementation Plan Checklist indeed says state AND local. We will check on that. Here's a consideration: does the state level court
representative to the planning team represent the local courts in their work at the state level? Or, is the local court rep. appointed by the State's Office of state courts administrator? If so, both levels could be covered in the form of a single rep. We will check this out further and get back!
Misty Kifer: Do all of the tribal governments in your state have to be represented on the planning committee? If so, what if they are not?
ALSO:
Great question Misty. Here's what the FAQ on STOP from OVW says: All state and federally recognized tribes should be invited to the table. This could mean that they are sent a written document (which can be via email) to comment on or that they are invited to a meeting or
conference call. Regardless of format, states should make sure to give sufficient notice to tribes and should keep records of who was invited, how they were invited (e.g. email), and whether and how they participated. Many states have intertribal councils, or related groups which can facilitate communication with the tribes in the state.
9 Rutha Chatwood:
I am in contact with 1 tribe and they are receiving STOP funds for the first1st time this year. If I did not know of the requirement to invite all federally recognized Tribes to a meeting or conference call for this IP, can it be said that we plan to invite all Tribes to a meeting? It took me 3 years to get to the Tribal Chief to implement their STOP funded program.
ALSO:
Rutha it sounds like you have worked hard to engage tribal communities. As for collaborating with all tribal communities for the 2014 Implementation Plan, you still have some time. You could send them a draft of the plan, explaining the process, and ask for comment or ideas. You could hold a conference call for discussing the plan and soliciting their feedback.
ALSO:
Rutha, you can also include in your plan what you have done so far in this area, as well as what you plan to do in the future as far as including Tribes in this process. Additionally, the National
Indigenous Women Resource Center (NIWRC) provides TA and can help with ideas for connecting and maintaining relationships with Tribes, and ways to think about offering STOP funds to tribal entities, as well. We can help with a connection to NIWRC, if you would like us to assist you with that.
ALSO: Thank you for participating in today’s virtual office hour’s session. Please contact us at [email protected] with any questions or concerns you have while finalizing your Implementation Plan.
