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,