A Resource for Victim/Witness Grant Program Funded
Advocates and Victims Services Providers to Ensure
VOCA (Victims of Crime Act) and Virginia's Crime Victim and
Witness Rights Act Compliance
This Victim/Witness Grant Program Codebook has been designed by the Virginia Department of Criminal Justice Services (DCJS) in accordance with the Office of Justice Programs Performance Measurement Tool requirements for federal Victims of Crime Act (VOCA) funded victim/witness programs. We hope that victim/witness staff will find it useful when completing the Quarterly Progress Report. This may also be a functional resource for newly created programs or project directors, or localities funded to start a victim/witness program.
New employees and volunteers of Victim Witness Programs will find that this Codebook provides a comprehensive explanation of the role of victim/witness programs and services provided under the Virginia Crime Victim and Witness Rights Act (§19.2-11.01).
Please reference the instructions to generate the quarterly progress report here: https://www.dcjs.virginia.gov/sites/dcjs.virginia.gov/files/publications/victims/vsdcssubgranteeexpandedinstructions.pdf
Program staff who need technical assistance with VSDCS to generate a quarterly progress report, should contact their assigned Grant Monitor as soon as possible.
We hope these materials are helpful and informative. If you have suggestions for corrections, additions, or deletions, please contact the Victim Witness Grant Program Coordinator or VictimsServicesTA@dcjs.virginia.gov for enhancement requests.
In 1984, the General Assembly created the victim/witness grant program and designated DCJS as the administering agency. The federal Victims of Crime Act (VOCA) was also enacted by Congress in 1984, and it established the Crime Victims Fund and authorized the Director of the federal Office for Victims of Crime (OVC) to make annual VOCA victim assistance and compensation grants to states. Currently, DCJS is using federal VOCA funds, as well as state Special Funds and General Funds, to support Victim/Witness Programs.
The Victim/Witness Grant Program is open to local units of government and certain state agencies. Local units of government may subcontract with private, non-profit service providers. Localities may submit joint applications to support regional victim/witness programs serving multiple localities.
Grantees must comply with grant award conditions including the applicable provisions of: the DCJS Victim/Witness Grant Program Guidelines, the federal Victims of Crime Act (VOCA) Final Rule, and the federal Department of Justice Grants Financial Guide. Grant funded Virginia Victim Witness Programs are also mandated under §19.2-11.01A to provide victim assistance services. Specifically, the Code of Virginia indicates:
Unless otherwise stated, it is the “responsibility of a locality’s crime victim and witness assistance program to provide the information and assistance required by this chapter,” including verification that the standardized form listing the specific rights has been received.
(Note: Links to the resources described are provided in the “Helpful Links” section)
A new rule addressing the use and administration of VOCA funds became effective in the summer of 2016. As appropriate the Codebook has been updated to incorporate applicable changes resulting from the new rule and changes in data collection and reporting required by the federal Office for Victims of Crime. Most provisions in this final rule are substantively the same as the corresponding provisions of the previous Guidelines. See the New OVC Performance Measure and Service Objectives section for further details.
DCJS is responsible for the monitoring of grant recipient awards to ensure compliance with applicable federal and state guidelines. Monitoring is conducted to determine if the grant recipient is adequately providing services outlined in their grant application and in accordance with the DCJS Grant Award Package. Accomplishing grant recipient monitoring objectives is achieved through a variety of monitoring techniques, including Grant Monitors’ review of progress reports, telephone interviews, desk audit/review, or on-site visits to the grant recipient’s local office.
The information you provide about your program provides DCJS with the information necessary to complete reports that are required by the state of Virginia and Federal Office for Victims of Crime. This information is also provided to state officials, the Secretary of Public Safety and Homeland Security and the General Assembly, upon request, and may prove useful to you as you work to keep local officials informed of the valuable services provided by your program. For these reasons, the accuracy and completeness of the reports are of the utmost importance.
Reports are due on the 15th calendar day following the close of the quarter covered in the report. Financial reports are required, even if no expenditures have occurred. DCJS requires all reports to be submitted using the On-line Grants Management Systems (OGMS). OGMS allows users to submit financial reports, progress reports, request funds, make amendments to current approved budgets, and view the status of all information submitted in OGMS. More information about OGMS can also be obtained from the DCJS website at: https://www.dcjs.virginia.gov/grants/ogms-training-resources.
Each project staff designated as the project director, project administrator, and finance officer must be registered in OGMS to gain access to managment functions of the grant. If any project staff has changed please send a program update form to your Grant Monitor. The new staff must register in OGMS at www.ogms.dcjs.virginia.gov/register.do to gain access to the grant and functions to manage the grant. For questions, technical assistance, and removal of project staff from OGMS, an authorized personnel listed on the facesheet of the grant should contact ogmssupport@dcjs.virginia.gov. Please include your grant number and grant program area in the subject line of the email to OGMS Support.
If victim/witness program staff are unable to submit the quarterly reports to DCJS by the required deadline, program staff must:
There must be a reasonable cause for this delay (e.g., computer problems, a staff vacancy, etc).
Even if an extension is approved by the Grant Monitor or by Grants Management staff, the locality cannot request funds until both the financial report and progress report have been received and approved. Additionally, all grant special conditions and a signed Statement of Grant Award acceptance must be received by DCJS Grants Management before funds can be requested by the locality.
DCJS grant funded programs are required to maintain grant related records which may include programmatic and financial documents for three years plus the year of the grant. Any records older than the required retention period may be stored or purged, at the discretion of the program director and sponsoring agency.
Grant Number: this is the number that identifies your grant-funded program. It is assigned annually by DCJS. The number can be found on the Statement of Grant Award. All correspondence to DCJS must include this number.
Program Name: indicate the name of the program. Please be sure to include the locality name and Victim/Witness in the title. For example, “Monroe County Victim/Witness Program”.
Reporting Period: this is the period of time that the Progress Report covers.
The “fiscal year” for victim/witness grants runs from July 1 through June 30. The fiscal year is labeled by the year in which the grant ends.
The “quarter” refers to the three-month period of time that the report covers. The quarters begin with the fiscal year on July 1. Consequently,
As mandated under the Government Performance and Results Act of 1993 (GPRA), the Office for Victims of Crime (OVC) is required to establish strategic planning, performance planning, and reporting as a framework to communicate progress in achieving its mission. The Performance Measurement Tool (PMT) collects information to determine whether a program achieved its goals and objectives. Information from PMT is used to improve the operation of the program. This data is not used to “evaluate” programs but to understand the progress that programs achieve on the state and national level toward meeting program objectives and the mission of the agency.
OVC’s intent is to use performance measurement data to understand the trends and changes grantees experience over time. With this practical understanding, OVC is better able to meet the requests of Congress, the Office of Justice Programs (OJP), the Department of Justice, the Office of Management and Budget, and other stakeholders and to offer insight into programmatic and policy considerations.
Virginia has developed the Victims Services Data Collection System (VSDCS) to comply with federal and state reporting guidelines. The VSDCS is inclusive of services outlined by the OVC Performance Management Tool. The performance measures indicate to what extent grant activities meet the following goals and objectives:
The Victim Assistance program performance measures are reported in two formats: quantitative (numeric responses) and qualitative (narrative responses).
Enter the count of individuals who received services based on each presenting victimization type during the reporting period. An individual MAY be counted in more than one victimization type. An individual MAY NOT be counted more than once within the same victimization. See the Office for Victims of Crime Performance Measure Dictionary and Terminology Resource for service category definitions. Because some individuals may receive muliple services, the total number of times that services were provided within a service category (Information & Referral, Personal Advocacy/Accompaniment, Emotional Support or Safety Services, Shelter/Housing Services, and Criminal/Civil Justice System Assistance) may be greater than the number of clients who received those services.
Enter individuals and services provided by VWGP-funded staff and or volunteers in the VSDCS only. The selection of charged offenses in VSDCS are mapped to Victimization Types defined by OVC performance measures. Please classify victimization using the charged offenses as often as possible. Subgrantees should apply a broad definition to charged offenses not listed in VSDCS and report to VictimsServiceTA@dcjs.virginia.gov for mapping updates.
VICTIM
According to Virginia’s Crime Victim and Witness Rights Act, “Victim” means a person who suffered physical, psychological or economic harm as a direct result of: the commission of any felony, or certain misdemeanors (Assault and battery; assault and battery against a family or household member; stalking; sexual battery; attempted sexual battery; or driving while intoxicated).
The definition of “victim” includes: spouses and children of all victims, and parents and guardians of minor victims, and parents, siblings or guardians of mentally or physically incapacitated victims and/or victims of homicide, and foster parents or other caregivers, under certain circumstances.
Note: The actual deceased victim of a homicide is never counted as a direct service victim.
Programs may continue to offer services to crime victims not included in the Act’s definition. For example, extended family and close friends of a victim can be counted as victims in CIMS if they receive the program’s services. Providing services to victims not specifically outlined in the Act is at the discretion of the staff, and largely depends on the available resources of the locality. VSDCS is only used to document individuals and services provided to those individuals with the use of VWGP funding.
Count all individuals served by your organization with the use of VOCA plus match state general or special funds during the reporting period.
Some organizations may be unable to track clients over time due to organizational capacity issues, legal restrictions (e.g., confidentiality laws that limit record-keeping), or the nature of the services they provide (e.g., an anonymous hotline). If you know that your agency is NOT able to provide a unique count of individuals served within the reporting period, report the number of individuals served to the best of your knowledge.
DIRECT SERVICES
Direct services are program services provided to victims which go beyond the provision of routine, or generic services (see definition of generic services below). Such services seek to alleviate problems or inconveniences arising from the commission of a particular crime. Examples of direct services include: crisis intervention, assistance with crime victims’ compensation claims, court accompaniment, etc. For example, with restitution, if a staff person helps a victim to determine the amount of restitution and then monitors payments, count that victim under “Direct Service”.
This includes Individuals, other than the person directly victimized, who also experience harm as the result of a crime. For example, a family member or close friend of a victim.
(B) GENERIC SERVICE VICTIM
A generic service victim receives only the services listed under the “Generic Services” category.
Routine contacts are brief, limited encounters with a victim. For example, with restitution, if a staff person mails a restitution check to a victim, and that is the only contact with that victim, count that victim under “Generic Service”.
This section provides the characteristics of new direct service victims served, by the categories identified.
Individuals who self-report in more than one race and/or ethnicity category should be counted in the "Multiple Races" category. Demographics include self-reported Race/Ethnicity, Gender Identity, Age, Type of Victimization, and Special Classification. The total number of individuals in each demographic category should equal the number of new individuals. This data is used for statistical purposes to comply with Federal regulations.
If no data is collected for a category, select the appropriate field in VSDCS to mark it as Not Tracked. In the “Not Tracked” category provided, report the number of individuals who did not have demographic data tracked. If no data is collected for an individual, count that individual in the Not Reported category.
Note: When working with an adult who was molested as a child, the age recorded should be the age at which (s)he was molested, not his or her current age.
*Special classifications of individuals effective April 2016:
*Special classifications demographic totals will not match the total number of individuals served each reporting period.
Count all individuals served by your organization with the use of VOCA plus match funds during the reporting period in the VSDCS. This number should be an unduplicated count of people served during a single reporting period, regardless of the number of services they received or victimization types with which they presented.
In this section, new direct service victims are counted only once each fiscal year. The tracking of individuals served each fiscal year and each reporting period is automated by the VSDCS. VSDCS counts the number of individuals who received services based on each presenting victimization type during the reporting period. An individual MAY be counted in more than one victimization type.
Crime categories are based on federal program requirements.
The OVC (Office of Victims of Crime) lists victimization experiences in the Office for Victims of Crime Performance Measure Dictionary and Terminology Resource. See Page 7 of Section IV. Victimization Experienced.
This section notes the source from which program staff first found out about the new direct service victim and is indicated in the VSDCS.
When entering the Program Source of Knowledge for a victim, please be sure to designate whether a victim’s information was obtained from the Commonwealth’s Attorney, Commonwealth’s Attorney report or case file, court docket, court services unit, magistrate, medical/hospital, mental health, police, police report, sheriff, sheriff’s report, social services or other (specify).
“Victim-Initiated” contact occurs when the victim, without any outreach efforts by the staff (e.g., contact letters), calls or visits the program. If a victim calls or visits the program after receiving a contact letter, do not count this as “victim-initiated”. The origin of the program’s information (i.e., how the program learned of the victim and the victim’s address) is marked as the program source of knowledge. If a criminal justice agency refers the victim to the program, and the victim contacts the program, it is still a victim-initiated contact because the victim chose to make contact. However, if that same agency refers the victim to the program, but also contacts the program to alert staff and to give them information about the victim, then mark the referring agency as the program source of knowledge.
As stated in the Victim Witness Grant Program Guidelines, Eligible Applicants for VWGP funding must assist victims of crime in seeking crime victim compensation benefits. This includes maintaining a supply of victim compensation brochures and applications, establishing procedures to identify clients who may be eligible for victim compensation, ensuring that all grant-funded staff are familiar with the compensation program, assisting clients with the application process, and checking on claim status. Grant recipients must provide services to victims beyond compensation referral.
The following are service/expense types identified in the OVC Victim Compensation performance measures.
Crime Scene Clean-Up: Expenses related to cleaning a crime scene.
Dependent Care: In-home or at-agency care, that is not medical, provided to any individual (of any age) including children and older people.
Economic Support: Payments made to cover lost wages, loss of support, education benefits, annuities, and other related subsistence payments.
Funeral/Burial: Payments for funeral, burial, and all other related expenses.
Medical/Dental (except mental health): Expenses including doctors, dentists, hospitals, physical therapy, ambulance, and other medically related expenses such as transportation costs, prosthetic devices, and pharmaceuticals.
Mental Health: Mental health treatment, both in-patient and out-patient, including psychiatric care, counseling, therapy, and medication management.
Relocation: Victims who need immediate assistance to move may receive financial assistance to relocate that is consistent with state law.
Replacement Services: Costs for clothing, bedding, or property seized as evidence or rendered unusable as a result of the investigation.
Sexual Assault Forensic Exams: Costs for sexual assault forensic exams. These include all amounts paid regardless of whether each payment is part of a compensation claim or paid through a separate process.
Travel: Travel-related costs to seek medical treatment or other services consistent with state law.
Pre-printed information is any type of pre-printed material designed to provide general information to victims and witnesses of crime. Record the date the brochures, pamphlets, or other materials were distributed to victims and witnesses in the quarter being reported.
If the program does not use the brochure designed by DCJS entitled “A Summary of Virginia’s Crime Victim and Witness Rights Act,” a local brochure may be substituted, if that brochure reflects all the information contained in the Act.
“Local Brochures” are defined as any materials from local victim services agencies, including victim/witness programs, domestic violence programs, and sexual assault crisis centers. “Other” brochures may include initial contact letters, informational packets, Channing-Bete pamphlets, etc.
Example: A victim is sent a contact letter, a local domestic violence program brochure, and a brochure outlining the rights of crime victims. Select Summary of Virginia's Crime Victim and Witness Rights Act: Pre-printed Materials in the VSDCS.
Separate Waiting Areas Available: indicate if there are designated places for victims to wait during court proceedings to afford them privacy and protection from intimidation (this includes a witness room, the victim/witness program office, etc.). This is a requirement for all grant-funded victim/witness programs.
Directory of Services Developed: indicate whether the victim/witness program has a compilation of social services and community resources available to crime victims. The directory must be current (updated within the last two years). This is a requirement for all grant-funded victim/witness programs.
Continuance Notification Process Established: indicate whether the program maintains a system that is used to assist victims in minimizing unnecessary trips to court (e.g., a 24-hour docket line, procedures that encourage victims to call the day before trial, or criminal justice professionals who notify victims personally). This is a requirement of all grant-funded victim/witness programs.
Percentage of Grant-Funded Staff Hours Devoted to the Provision of Services to Witnesses: state the percentage. Grant-funded programs must keep this figure under five percent.
Campus Sexual Assault Services: provide the service provision number of hours to primary, secondary, college or university students, faculty, and or staff.
Client Feedback Surveys: provide the number of formal client surveys distributed and completed.
Note: If “No” is marked for any of the first three categories, describe in the narrative, under “Plans For Next
Quarter,” the steps the program will take to meet the requirement.
Record the number of hours contributed by volunteers during the quarter to the provision of services to victims. Volunteers include students and unpaid interns.
All grant-funded victim/witness programs are required to have volunteer hours during the fiscal year.
This section records the number of victims (new and carry-over) that received each of the listed services in the current quarter. Services will be provided at the request of a victim, or when a staff person makes a determination that services would be beneficial to the victim.
(In this section, count the number of victims who received a specific service; therefore, count the victim the first time a particular service is provided. A service may be provided more than once to the victim, but once the victim is counted, do not count the victim for that particular service again.)
An ® before or after the service objective indicates that the service is required by Virginia’s Crime Victim and Witness Rights’ Act.
For a description of victim service objectives, please refer to page 14 (OVC Required Service Objectives- Victims).
Annual Victim Target: every quarterly report should indicate the number of victims receiving services for that particular quarter, for the year to date, as well as the annual target.
The annual target refers to the number of direct service victims the program anticipates serving during the current grant year by each service objective. These targets are submitted with the grant application. Transfer these numbers from the program’s approved grant application. They should be entered into CIMS during the first quarter and should not be changed throughout the fiscal year.
The goal of all training is to enhance services to crime victims.
Training Received: this section records the number of hours of skills training received by paid staff and volunteers. Compute the number of training hours by each staff person (i.e., if two staff persons attended an eight-hour workshop, the total number of training hours is 16).
Training Provided: this section also records training provided to others by victim/witness staff. Community education activities that are designed to identify crime victims, or to inform the public about available program services and how to obtain this assistance, are allowable. General public awareness efforts designed to raise the public’s consciousness of victims’ issues do not qualify as direct services to crime victims and are not to be included as training activities.
This section states the number of new direct and generic witnesses with whom initial contact was made during the quarter being reported.
(A) DIRECT SERVICE WITNESS: a direct service witness receives any or all of the required and optional services listed in section XII, or a service that goes beyond the provision of routine, or generic services (see definition of generic services below).
(B) GENERIC SERVICE WITNESS: a generic service witness receives only pre-printed information or routine contact related to case dispositions.
This section records the number of witnesses (new and carry-over) who received each of the listed services in the current quarter. Grant funded staff hours devoted to the provision of services to witnesses must be limited to 5% or fewer.
(In this section, count the number of witnesses who received a specific service; therefore, count the witness the first time a particular service is provided. A service may be provided more than once to the witness, but once the witness is counted, do not count the witness for that particular service again.)
For a description of witness service objective, please refer to page 22 (Required Service Objective-Witness).
Complete narrative questions for the reporting period based on activities and services provided to enhance services to crime victims. Note: If there has been no activity in the narrative section, respond accordingly. The N/A designation should not be used as a narrative category description.
Assistance to Campus Sexual Assault Victims
Report how the provision of the Act (§23-9.2:15. Reporting of acts of sexual violence) impacted the overall workload of your program. (Please describe the types of services provided, the amount of time spent providing services, the impact of the services provided, and the response of the institution and collaboration efforts).
Case Studies
Describe two noteworthy cases, or cases requiring a large amount of staff time; letters from crime victims may be included. Case studies should focus on the services provided to victim(s). Discuss services provided in cases (i.e., child abuse, domestic assault, sexual assault, and underserved) in which VOCA funds were used to assist crime victims during the reporting period. Additional materials may be submitted as an upload to OGMS (Online Grants Management System).
Note: Victims' real names should not be used.
Coordinated Efforts
Describe any coordinated responses/services for assisting crime victims during the reporting period. Discuss any attempts to promote coordinated public and private activities within the community to aid victims: for example, task forces, SART teams, and multidisciplinary teams. Please describe ways that your agency promoted the coordination of public and private efforts within the community to help crime victims during the reporting period.
DCJS Assistance Needs
Request training, consultations, technical assistance, or other resources needed; if there is an immediate need, please contact your Grant Monitor.
Organizational Capacity Issues
Please list the number of requests for services that were unmet because of organizational capacity issues. Explain how the program staff addressed the requests.
Plans for Next Quarter
Describe anything the program hopes to accomplish in the next reporting period: e.g., first meeting of a multi-disciplinary team, Victims’ Rights week activities, etc.
Program Accomplishments & Changes
Report any projects, tasks, or initiatives which show the program’s success: e.g., new court procedures enacted, the adoption of new policies, increased media attention (attach copies of newspaper articles), etc. Describe any materials that were created for the program: e.g., brochures, forms, cooperative agreements, etc.
Please discuss some of the challenges your victim assistance program faced during the reporting period.
Please briefly outline any staffing retention issues that your victim assistance program has and why these issues may occur during the reporting period (e.g., high turnover due to insufficient salary, insufficient benefits, and heavy workload).
Explain anything that may benefit or impede service delivery to victims in your locality: for example, new resources, personnel, procedures, or equipment.
Training Received
Report the training staff has received, including content and evaluative remarks. Describe any changes that may have been implemented as a result of the training during the reporting period.
Trends
Identify any emerging issues or trends affecting crime victims' services in your locality: for example, new protective order laws increase the number of victims the program must serve.
Victim Compensation
Relate any successes or problems encountered in assisting clients in obtaining awards from the Virginia Victims Fund (formerly Criminal Injuries Compensation Fund).
Attachments to the narrative should be e-mailed to your Grant Monitor, or uploaded as an attachment (i.e., pdf) to OGMS. (e.g., a new brochure, or a newspaper article). All attachments should be standard size—8 ½" X 11"), except brochures. Please include your program name in all attachments.
The Office of Justice Programs (OJP) Office of Victims of Crime (OVC) adopted new data collection and performance measures for Victim Assistance Programs in the United States in 2016. The Virginia Department of Criminal Justice Services performed a Gap Analysis on victimization types and service objectives. The types of services provided by your organization during the reporting period may fall into the following (5) categories:
Information & Referral
Personal Advocacy/Accompaniment
Emotional Support or Safety Services
Shelter/Housing Services
Criminal/Civil Justice Assistance
The total number of individuals who received services in the above categories and the number of times each service was provided during the reporting period are documented in the Victims Services Data Collection System. Because some individuals may receive multiple services, the total number of times that services were provided within a category may be greater than the number of clients who received those services.
All printed information given to victims must be documented as a service in VSDCS.
VICTIMS’ RIGHTS INFORMATION (PRE-PRINTED)
Any written materials—such as brochures, forms, pamphlets, flyers, and applications—that provide information regarding the following: victims’ compensation, restitution, financial assistance and social services, victim impact statements, confidentiality of address and telephone numbers, interpreter services, employer services, protection, advanced notification of judicial proceedings, notification of a prisoner’s custody status, victims’ responsibilities in being notified, parole process and parole input forms, support person for minor circuit television in certain offenses, and an explanation of the steps in the criminal justice process.
In addition to the required information, other pre-printed materials may include initial contact letters, referral lists, maps, directions to court, or local food and lodging establishments.
Pre-printed materials may be distributed in person or by mail. They also may be made available through literature displays where victims may congregate (e.g., outside courtrooms).
® Denotes required by Virginia’s Crime Victim and Witness Rights Act.
The categories of victim services listed below, and their associated subcategories, are identified in the Office for Victims of Crime performance measures. The definitions/examples below are intended to offer high-level guidance as to how services might be provided; however, they are not the only methods for providing services.
Count all individuals served by your organization with the use of VOCA plus match (state general or special) funds during the reporting period. This number should be an unduplicated count of people served during a single reporting period, regardless of the number of services they received or victimization types with which they presented.
Available services can be communicated in-person, virtually, or by telephone, social media, or email with crime victims to identify available services and support.
Subgrantees can contact the DCJS Victims Services technical assistance mailbox at VictimsServicesTA@dcjs.virginia.gov if you are unsure how to report on specfic services delivered.
Explain to victims their options with respect to the criminal justice process. This information may include their rights in proceeding with criminal charges, civil avenues for redress, college/university judicial system, and informing victims about the criminal justice system and process. This could also include information on how to file a police report, request a protective order, or how a case might progress through the legal system. This service includes explanation of legal terminology. In addition, this includes post-sentencing services and information regarding assistance with property return.
As appropriate to a victim’s individual needs, program staff should provide explanations of the services available to a victim. These explanations can be made in person or by telephone. The service can only be counted once regardless of delivery type.
Victims and Witness Rights Explanation:
Appeals/ Habeas Corpus Services: provide information to victims of their right to receive notification from the Office of the Attorney General of the filing and disposition of any appeals or habeas corpus proceedings involving the defendant(s) in their case.
Courtroom Assistance: inform victims that they may request that their addresses and telephone numbers not be disclosed. Explain to victims that they have the right to use the services of an interpreter if needed. Inform minor victims that an adult of their choosing may be present during court proceedings. Advise victims that there may be a closed preliminary hearing for certain sexual offenses, and that closed circuit television may be used in cases involving certain criminal offenses with victims who are 14 years of age or younger at the time of offense or 16 years of age or younger at the time of trial.
Financial Assistance and Social Services: inform victims of financial assistance (beyond crime victims’ compensation) and social services available to them on both a state and local level as a result of their victimization and provide appropriate referral information. Additionally, advise victims of their right to restitution.
Notices: provide information to victims on their right to receive employer intercession services. Provide information to victims on their right to receive advance notification of judicial proceedings relating to their cases and any changes in court dates from the local Commonwealth’s Attorney. Provide information to victims on their right to be notified by the Department of Corrections or the local sheriff or jail superintendent in whose custody an escape, change of name, transfer, release, discharge, or parole of a prisoner occurs. Advise victims that in order to receive notices and offer input, all agencies and persons having such duties must have current victim addresses and telephone numbers given by the victims.
Protection: provide information on levels of protection available to victims of crime when harm or threats of harm are present. This may include an explanation of the availability of orders of protection, “no contact” restrictions on bonds, police patrol ride-bys, etc. Inform victims about the availability of protective orders and no contact orders, and the action needed to obtain them. This would include victims of domestic violence, child physical abuse, child sexual abuse, elder abuse, stalking, sexual assault, assault, and harassment.
Victim Input: advise victims that they may submit to the court a written impact statement or may be given an opportunity to testify about the impact of the crime on the victim and his or her family. Provide explanations to victims about the parole process and victim input for crimes occurring before January 1, 1995. Advise victims that they may remain in the courtroom, during all court proceedings, unless the court finds that their presence would impair the conduct of a fair trial. Advise victims of felonies, that given their written requests, Commonwealth’s Attorneys must consult with them, either verbally or in writing, regarding the contents of proposed plea agreements and their views concerning plea negotiations. Additionally, advise victims of felonies, that given their written requests, Common- wealth’s Attorneys are to provide victims advance notice of any proceedings in which plea agreements will be offered to the courts. Finally, advise victims that Commonwealth’s Attorneys direct the prosecution and can enter into a plea agreements, whether or not victims agree with such agreements, and that the courts can accept plea agreements, about which victims were not consulted, given good cause.
Provide victims with referral(s) to services, supports and resources including other Victim Witness Assistance Programs or community based nonprofit victim service programs. This can include legal, medical, faith based organizations, protection programs, address-confidentiality programs, etc. Referrals to the federal witness protection program also fall in this category.
A. Crisis Referrals: provide victims the names, addresses, and telephone numbers of appropriate agencies that offer crisis intervention (including hotlines), follow-up counseling (private and public mental health providers), and support groups. These referrals can be made in person or by telephone.
B. Crime Prevention: direct victims to law enforcement agencies for the purpose of obtaining crime prevention services (includes emergency cell phone coordination, and safety planning).
C. Emergency Assistance: refer victims to emergency assistance agencies, such as those that provide shelter, food, clothing, etc. You can count this service for a victim even if the victim does not follow through with the referral. For example, if you refer a victim of domestic violence to a shelter and the victim does not go to the shelter, you can still count this service as Emergency Assistance-Referral.
Assist victims who received assistance with completing a victim compensation application during the reporting period, even if they did not submit the application. Simply providing an individual with an aplication does NOT qualify as assistance.
Services may include:
Assisting victims in securing rights, remedies, and services from other agencies; locating emergency financial assistance and intervening with employers, creditors, and others on behalf of the victim; assisting in filing for losses covered by public and private insurance programs, including workers' compensation, unemployment benefits, and public assistance; and accompanying the victim to the hospital.
A program service provider assists victims in seeking medical care to treat injuries and be tested and treated by emergency care personnel.
Accompany victim to forensic medical exam. Provide assistance to victims with processing vouchers for payment by the Virginia Supreme Court or the Virginia Victims Fund (formerly Criminal Injuries Compensation Fund) of all certified costs relating to the gathering of evidence in forensic medical examinations of a crime victim.
Grant funded staff perform medical forensic exam or interview, or medical evidence collection or services related to performance and/or collection of forensic evidence.
Assist in scheduling and/or accompanying victims to a law enforcement interview. This includes referring victims to law enforcement if they are in need of an escort after court, or if they want increased monitoring of their residence. This can include accompanying victims to law enforcement agencies for photographing injuries.
Assisting victims in securing rights, remedies, and services from other agencies. This can include assisting victims in retrieving any property being held for evidentiary purposes, unless there is a compelling law enforcement reason for retaining it. Staff can accomplish this through coordination between the Commonwealth’s Attorney’s Office and law enforcement. If the property is released, advise the victim where and how it may be picked up.
This service does not include: Emergency Medical Care, Medical Forensic Exam Accompaniment, Medical Forensic Performance/Collection, Law Enforcement Interview, Advocacy, Accompaniment, Immigration Assistance, Intercession (Employer/Other), Child Dependent Care, Transportation Services, and Interpreter Services.
Provide assistance to person that are not natives of the United States or where they do not possess citizenship (in order to settle or reside). Services can include assistance with special visas, continued presence application, and other immigration relief.
Transportation Assistance (includes coordination of services) Coordinating and/or providing transportation service so that a victim may attend court hearings or medical appointments, or access agency services. Staff members transporting victims, taxis or rideshare (Uber, Lyft, etc.), and public transportation are included.
Transportation Services listed in VSDCS include the following:
Program staff are discouraged from providing transportation with their personal vehicles, due to liability concerns.
Act as a liaison between the victim and criminal justice agencies to obtain the services of a qualified interpreter and to avoid any conflict of interest that may arise through the use of that interpreter. Please see Code Section 19.2-164 regarding interpreters and reimbursement. Note: Pre-court interviews with the prosecutor qualify for reimbursement
Crisis is defined as a state of emotional distress (often characterized by crying or being irate). Provide crisis/emergency counseling, emotional support, and guidance when a victim is in crisis. This could occur at the scene of a crime, immediately following a crime, preceding/during/following a court hearing, or on an ongoing basis.
Provide hotline services and operation of a 24-hour telephone service, seven days a week, which provides counseling, guidance, emotional support, and information and referral.
Provision of criminal justice services are conducted on-scene of the crisis. This includes GCI (Group Crisis Intervention) response by certified trained NOVA (National Organization for Victim Assistance) responders. (e.g., community crisis response). This service includes response at the scene of a crime by victim advocate.
Individual Counseling to include: Therapy and Mental Health Services: Providing psychological, psychiatric, and/or other counseling-related treatment for individuals, couples, and family members. This service must be provided by a person who meets professional standards to provide these services. Services may include assessment and treatment.
Provide or organize support groups for victims (e.g., homicide survivors group). Including coordination of supportive group activities, such as self-help, peer, and social support. This is more than a referral to a support group (see crisis referrals above), and is only counted in this category if your program sponsors the group.
Provide or coordinate victims’ access to traditional, cultural, or alternative healing; art, writing, or play therapy, etc.
Provide or furnish emergency assistance: payment for items such as food and/or clothing, changing windows and/or locks, taxis, prophylactic and nonprophylactic medications, durable medical equipment, etc.). This can include directly providing a victim with food, clothing, etc. If you refer a victim to shelter (whether or not they end up staying at the shelter), this is counted as Referral to Other Victim Services Programs® (#3) and should not be counted under Emergency Financial Assistance.
Short and long term housing and related support services for victims and families following victimization. This can include providing the service or arranging the service.
Provide or assist with short term housing and related support services for victims and families following a victimization that is an emergency. (Ex. 24-hour shelter to escape domestic violence).
Provide or assist with short- and long-term housing and related support services for victims and families following victimization that are transitioning from violent situations or victim assistance shelters/facilities.
Provide or assist with short- and long-term housing and related support services for victims and families following victimization. This service includes assistance with obtaining housing support from local, state, and/or federal resources to relocate victim(s).
Assist victims in the preparation of victim impact statements or coordinate this service with the probation and parole office. Staff may offer dictation service to illiterate victims, or translation service to non-English speaking victims. This also includes preparing victims to give oral statements.
Assist victims in seeking and securing restitution. As appropriate, victim/witness program staffs are required to assist victims in seeking and securing restitution by providing information about local procedures and referrals to appropriate personnel. These responsibilities are in accordance with §19.2-11.01 A2c which requires that victims “…be advised that restitution is available for damages or loss resulting from an offense and shall be assisted in seeking restitution in accordance with §§ 19.2-305, 19.2-305.1 …”
Nothing in these statutes places a responsibility on victim/witness program staff to collect restitution. To the extent possible, program staff are encouraged to limit restitution services to the provision of information about local procedures and referrals to appropriate personnel. Compliance with the Crime Victim and Witness Rights Act requires that programs address a broad range of service objectives. Allocation of staff time and resources cannot be unreasonably focused on a few services, such as restitution, to the detriment of other services
Assist businesses in seeking and securing restitution. As appropriate, victim/witness program staff are required to assist victims in seeking and securing restitution by providing information about local pro- cedures and referrals to appropriate personnel. These responsibilities are in accordance with §19.2-11.01 A2c which requires that victims “…be advised that restitution is available for damages or loss resulting from an offense and shall be assisted in seeking restitution in accordance with §§ 19.2-305, 19.2-305.1 …”
Nothing in these statutes places a responsibility on victim/witness program staff to collect restitution. To the extent possible, program staff are encouraged to limit regular restitution services to the provision of information about local procedures and referrals to appropriate personnel. Compliance with the Crime Victim and Witness Rights Act requires that programs address a broad range of service objectives. Consequently, the allocation of staff time and resources cannot be unreasonably focused on a few services, such as restitution, to the detriment of other services.
Provide and assist victims with obtaining protective orders (Emergency, Preliminary, and Permanent). This would include victims of domestic violence, child physical abuse, child sexual abuse, elder abuse, stalking, sexual assault, assault and harassment.
Note: Under §16.1-253.2(d) victims have the right to a new protective order not exceeding two years upon the conviction of Violation of Protective Order.
A civil legal attorney provides assistance in obtaining protection or restraining order and family law issues (e.g., custody, filing for temporary restraining orders, injunctions, visitation, or support). This can include an advocate arranging services with a civil legal attorney, Legal Aid, and or pro bono assistance programs for civil services. Does not include criminal prosecution or the employment of attorneys for such nonemergency purposes as custody disputes and civil suits.
Other protection services include advising victims where they may file a warrant for criminal offenses, sitting in a courtroom so as to obstruct the defendant’s view of the victim, etc. Also, assisting victims in
obtaining available protection options (i.e., no contact orders or instructions, stop mail, and blocked phone calls), from the appropriate authorities when harm or threats of harm arise from the victims’ cooperation with law enforcement or prosecution efforts. Appropriate authorities may include law enforcement, state police, jail or prison staff, court service units, general district courts, magistrates, and Commonwealth’s attorneys. Also, includes utilizing the Lethality Assessment Program or lethality assessment tools to assess danger. Providing advocacy services to victims in emergency situations only; not routine.
An attorney providing assistance with special visas, continued presence application, and other immigration relief. This includes an advocate arranging services with immigration attorneys and or advocacy programs that specialize in immigration services.
Provide advocacy/accompaniment with the prosecuting attorney(s). Provide descriptive or guided tours of the courtroom in which the victim’s case will be heard. Examples of descriptive tours are Kids Court, working through the “Going To Court” coloring book with a child victim, or providing a detailed description of the layout of the courtroom (i.e., courtroom tours, court waiting rooms, and post disposition conferences with prosecuting attorney(s).
Closed Preliminary Hearing: coordinate with the appropriate court personnel to arrange closed preliminary hearings, or make arrangements to have the case held until the end of the court docket.
Closed Circuit TV: coordinate with appropriate court personnel to arrange closed circuit television testimony.
List any other services provided to victims by your grant program that does not fit in an above category. Please keep the number of "Other” to a minimum. It is required that you be able to identify the service listed in “Other”.
Written materials—such as brochures, forms, pamphlets, flyers, and applications—provide information regarding the following: protection, employer services, confidentiality of address and telephone numbers, and interpreter services.
Transfer the number for the Current Quarter box from section VI. “An Informational Guide to Virginia’s Crime Victim and Witness Rights’ Act”– Witnesses.
In addition to the required information, other pre-printed materials may include initial contact letters, referral lists, maps, directions to court, or local food and lodging establishments.
Pre-printed materials may be distributed in person or by mail as well as in literature displays where witnesses may congregate (e.g., outside of court rooms, magistrate offices, law enforcement waiting areas, etc).
As appropriate to a witness’ individual needs, provide explanations of each of the services listed below. These explanations can be made in person or by telephone.
Assist witnesses in obtaining available protection from the appropriate authorities when harm or threats of harm arises from the witnesses’ cooperation with law enforcement or prosecution efforts.
Witnesses should be referred to law enforcement if they are in need of a deputy escort after court, or if they want increased monitoring of their residence. Other protection services may include: advising witnesses where they may file a warrant for criminal offenses, escorting witnesses to waiting rooms, etc.
Intercede to ensure that employers of witnesses cooperate with the criminal justice process in order to minimize the employee’s loss of pay and other benefits due to court appearances. This may include written confirmations or phone contacts. For example, a staff person may provide witnesses with written confirmations of their appearance in court that they can present to their employers to show their compliance with subpoenas.
Act as a liaison between the witness and the criminal justice agencies involved to obtain the services of a qualified interpreter and to avoid any conflict of interest that may arise through the use of that interpreter.
Provide witnesses with the final dispositions of their cases within 30 working days.
Provide explanations of the overall criminal justice process, as well as detailed explanations of each hearing or step in the process (e.g., bond hearings, motions, preliminary hearing, continuances, grand jury, trial, sentencing, etc.).
Provide descriptive or guided tours of the courtroom in which the witness’ case will be heard.
Annual Victim Target: The annual target refers to the number of direct service victims the program anticipates serving during the current grant year by each service objective. These targets are submitted with the grant application each year.
Child: A child is a person under the age of 18.
Continuance Notification: Any system used to assist victims in minimizing unnecessary trips to court (e.g., a 24- hour docket line, procedures that encourage victims to call the day before trial, or criminal justice professionals who notify victims personally).
Crime: An act committed in violation of a law.
Crisis: Crisis is defined as a state of emotional distress (often characterized by crying or being irate).
Direct Services: Direct services are program services provided to victims which go beyond the provision of generic services. Such services seek to alleviate problems or inconveniences arising from the commission of a particular crime. Examples of direct services include: crisis intervention, assistance with compensation claims, court accompaniment, etc. For example, with restitution, if a staff person helps a victim to determine the amount of restitution and then monitors payments, count that victim under “Direct Service”.
Direct Service Victim: A direct service victim receives the services described in the “Direct Services” category.
Direct Service Witness: A direct service witness receives any or all of the required and optional services listed in section XII.
Directory of Services: A compilation of social services and community resources available to crime victims.
Elder: An elder is a person aged 60 and over.
Elder Abuse: The abuse of vulnerable adults the age of 60 and over. “Vulnerable adults” are those individuals who do not have the mental and/or physical capacity to manage their daily needs, and who are subjected to abuse by a guardian or caretaker.
Family or Household Member: Family or household member means the persons: spouse, former spouse, parents, stepparents, children, stepchildren, siblings (includes half-siblings), grandparents and grandchildren, regardless of whether such persons reside in the same home with the person. Family or household member also means the persons: In-laws who reside in the same home with the person, any individual who has a child in common with the person, whether or not the person and that individual have been married or have resided together at any time, or any individual who cohabits or who, within the previous 12 months, cohabited with the person, and any children of either of them then residing in the same home with the person.
“Cohabit” in this section means a couple who resides together in an intimate relationship (includes same-sex couples).
Generic Services: Generic services include, and are limited to, the provision of pre-printed information, routine contact related to the advanced notice of judicial proceedings, restitution, and case dispositions. Routine contacts are brief, limited encounters with a victim. For example, with restitution, if a staff person mails a restitution check to a victim, and that is the only contact with that victim, count that victim under “Generic Service”.
Generic Service Victim: A generic service victim receives only the services described in the “Generic Services” category.
Generic Service Witness: A generic service witness receives only pre-printed information or routine contact related to case dispositions.
Separate Waiting Areas: Designated places for victims to wait during court proceedings to afford them privacy and protection from intimidation (this could include a jury room, the victim/witness program office, etc.)
Victim: According to Virginia’s Crime Victim and Witness Rights Act, “Victim” means a person who suffered physical, psychological or economic harm as a direct result of: the commission of any felony, or certain misdemeanors (Assault and battery; assault and battery against a family or household member; stalking; sexual battery; attempted sexual battery; or driving while intoxicated).
The definition of “victim” includes: spouses and children of all victims, and parents and guardians of minor victims, and parents, siblings or guardians of mentally or physically incapacitated victims and/or victims of homicide, and foster parents or other caregivers, under certain circumstances.
Note: The actual deceased victim of a homicide is never counted as a direct service victim.
Programs may continue to offer services to crime victims not included in the Act’s definition. This is at the discretion of the staff, and largely depends on the available resources of the locality. Any victim served by the program should be counted in the Quarterly Progress Report.
“American Indian or Alaska Native” refers to a person having origins in any of the original peoples of North and South America (including Central America) and who maintains tribal affiliation or community attachment. This category includes people who indicated their race(s) as “American Indian or Alaska Native” or reported their enrolled or principal tribe, such as Navajo, Blackfeet, Inupiat, Yup’ik, or Central American Indian groups or South American Indian groups.
“Asian” refers to a person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. It includes people who indicated their race(s) as “Asian” or reported entries such as “Asian Indian,” “Chinese,” “Filipino,” “Korean,” “Japanese,” “Vietnamese,” and “Other Asian” or provided other detailed Asian responses.
“Black or African American” refers to a person having origins in any of the Black racial groups of Africa. It includes people who indicated their race(s) as “Black, African American, or Negro” or reported entries such as African American, Kenyan, Nigerian, or Haitian.
“Hispanic or Latino” refers to an individual who self-reports in one of the specific Spanish, Hispanic, or Latino categories listed on the Census 2010 questionnaire: “Mexican,” “Puerto Rican,” or “Cuban.” This also refers to those who indicate that they are “another Hispanic, Latino, or Spanish origin.” People who do not identify with one of the specific origins listed on the questionnaire but indicate that they are “another Hispanic, Latino, or Spanish origin” are those whose origins are from Spain, the Spanish-speaking countries of Central or South America, or the Dominican Republic. The terms “Hispanic,” “Latino,” and “Spanish” are used interchangeably.
“Multiple Races” refers to a person who may self-identify in more than one race or ethnicity category. “Native Hawaiian or Other Pacific Islander” refers to a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. It includes people who indicated their race(s) as “Pacific Islander” or reported entries such as “Native Hawaiian,” “Guamanian or Chamorro,” “Samoan,” and “Other Pacific Islander” or provided other detailed Pacific Islander responses.
“White” refers to a person having origins in any of the original peoples of Europe, the Middle East, or North Africa. It includes people who indicated their race(s) as “White” or reported entries such as Irish, German, Italian, Lebanese, Arab, Moroccan, or Caucasian.
“Some Other Race” includes all other responses not included in the White, Black or African American, American Indian or Alaska Native, Asian, and Native Hawaiian or Other Pacific Islander race categories described above.
FY 2025 Victim Witness Grant Program Guidelines: fy-2025-victim-witness-grant-program-guidelines.pdf (virginia.gov)
DOJ Grants Financial Guide: DOJ Grants Financial Guide (ojp.gov)
OGMS Training and Resources: https://www.dcjs.virginia.gov/grants/ogms-training-resources
DCJS Publications Directory: Publications | Virginia Department of Criminal Justice Services
Victims Services Training Opportunities: https://www.dcjs.virginia.gov/victims-services/training
Virginia Office of the Attorney General Victim Services: Victim Notification Program (state.va.us)
Virginia Victim Assistance Network: http://vanetwork.org/
Virginia Victims Fund: Home | Virginia Victims Fund
Virginia Sexual and Domestic Violence Action Alliance: www.vsdvalliance.org/#/member-services
Virginia’s Judicial System: www.courts.state.va.us
Virginia Parole Board: https://vpb.virginia.gov/victim-services
Virginia Department of Corrections: Victim Services — Virginia Department of Corrections
VOCA Rule: www.federalregister.gov/documents/2013/08/27/2013-20426/voca-victim-assistance-program
Federal Victim Assistance:
Subscribe to DCJS updates: Click on the “DCJS UPDATES” link on the DCJS website (www.dcjs.virginia.gov) to create a personal account. Once the account is made, use the “Subscriptions” and then “Categories” links to select the topics you wish to receive updates via email.