Correctional Services

OGMS CCCA/PSA FAQs

 

Primary Contact/Local Grant Approval
Is there an example letter for the County Manager to delegate grant signature authorization to our Director of Finance?
Our Project Administrator is changing next week, should the interim City Manager register and be associated with the grant or the current City Manager?
Can you select two or more individuals as primary contacts?
Will the project administrator sign hard copy documents or sign through the system? Usually city attorneys also need to see and approve the form.
Will acceptance of the award be an online process as well? Or will this be a form we will upload in the near future?
Our County Executive (Project Administrator) usually signs off on the acceptance of the SOGA agreement. So I would need our County Executive to sign up for an OGMS account?
Can the County Administrator/City Manager designate another person to sign for him or her?
Is the Primary Contact considered to be the person who actually signs the grant applications?
Grant Application
I have access as I registered to get my login access, but I am not the primary grant applicant. Can I still enter the grant and see how it progresses?
If our county administrator/city manager wants to sign hard copy, then we wouldn't fill out his name, would we? Or would we, and then attach signed copy somehow?
Once the application is filled out, you just save, then get your authorized approver to log in for that grant, then they can approve from there. No actual signatures are required?
If more than one grant is started, can they be merged?
Does only one person “start a new application?”
If you review your application and find items that need attention, do you email that person, or do we have to keep checking to see if it was approved?
Can the application title be changed prior to submission of the application?
Who can see the grant application pages?
Who would you recommend that we list as an additional grantee contact?
How many additional contacts can be added to a grant?
Can more than one person in my organization work on completing the application at the same time?
Performance Statement
What is the performance statement supposed to address?
Other
Is the programmatic Status Report the same as the current Quarterly Progress Report?
This is my first year participating in this grant process. Where do we put the data captured in PTCC? Referrals, completions, successful closure, etc. Or does that go on another report?
Goals & Objectives
Where are the goals & objectives?
Claims
If our county doesn't show the expenses of post trial and pretrial as two separate entities, but merges the two, how do we then show a split between them to report? Since in GMIS you would always show the expenses as one amount?
Will the budget still be set up so that once the grant is approved, you only report line items totaled together, (total travel or personnel pretrial and Post trial) like it is in GMIS?
You require the applicant to list all staff and benefits separately, but the claims will be grouped together?
Do we break down personnel expenses every quarter per employee instead of the total personnel spent on the grant like we did in GMIS?
Once I submitted the Request for Funds and Financial Reports in GMIS they had to be approved by my Finance Director. Will that still need to be done or is that now eliminated?
Will the claim auto populate the approved budget?
Primary Contact/Local Grant Approval

Is there an example letter for the County Manager to delegate grant signature authorization to our Director of Finance?


Please contact your grant monitor for additional guidance or send this question to OGMSsupport@dcjs.virginia.gov

Our Project Administrator is changing next week, should the interim City Manager register and be associated with the grant or the current City Manager?


You will have to submit a contract amendment change form with the new City Manager’s information and make sure the new person registers in OGMS.  After the contract amendment is approved and the person has registered, you can associate them with the grant. For detailed instructions contact your grant monitor.

Can you select two or more individuals as primary contacts?


You can only select one person as the primary contact. For CCCA/PSA grants, this individual is the project director. Other individuals can be listed under additional contacts.  

Will the project administrator sign hard copy documents or sign through the system? Usually city attorneys also need to see and approve the form.


Electronic signatures will be accepted in OGMS. However, initially, the statement of grant award process will remain the same and you will receive an emailed copy of the Statement of Grant Award (SOGA) for the Project Administrator to sign and email back to DCJS.

Will acceptance of the award be an online process as well? Or will this be a form we will upload in the near future?


Initially, the grant award will continue to be a manual process outside of the new system.  Once all DCJS grants transition to the new system, contracts (formerly known as award letters) will be issued in OGMS.

Our County Executive (Project Administrator) usually signs off on the acceptance of the SOGA agreement. So I would need our County Executive to sign up for an OGMS account?


Yes, your County Administrator or City Manager must sign up for an OGMS account.

Can the County Administrator/City Manager designate another person to sign for him or her?


To delegate authority to someone other than the Project Administrator, the project administrator must submit a letter to grantsmgmt@dcjs.virginia.gov with the applicable application grant numbers(s) and the name, position, and contact information.  Please be sure to copy the grant monitor.

Is the Primary Contact considered to be the person who actually signs the grant applications?


Usually, the Primary Contact is the person with signature authority - The Project Administrator listed on the Statement of Grant Award (SOGA) has signatory authority on the grant.  For the CCCA/PSA grants, the primary contact is the person with the day-to-day responsibility for the grant, usually the Agency director. However, your City Manager or County Administrator must register in OGMS. If they are not registered, your application will not accepted.

Grant Application

I have access as I registered to get my login access, but I am not the primary grant applicant. Can I still enter the grant and see how it progresses?


Yes, you will have access to view and manage the grant if you are listed as an additional contact.

If our county administrator/city manager wants to sign hard copy, then we wouldn't fill out his name, would we? Or would we, and then attach signed copy somehow?


For the CCCA/PSA grants, the County Administrator/City Manager is required to register in OGMS and approve the submission with an electronic signature. If they also want to sign a hardcopy, you can print the application for their signature and keep it for your files.

Once the application is filled out, you just save, then get your authorized approver to log in for that grant, then they can approve from there. No actual signatures are required?


Correct. Electronic signatures are accepted for the grant application.

If more than one grant is started, can they be merged?


You cannot merge duplicate applications. You can cut and pasted from the duplicates and then withdrawal the applications that are not needed.

Please do not create more than one application.

Does only one person “start a new application?”


One person starts the application, but other registered users can edit the application before it is submitted.

If you review your application and find items that need attention, do you email that person, or do we have to keep checking to see if it was approved?


Once you submit your application, the grant monitor will review it for completeness and accuracy before accepting it as complete. If you know that you need to make corrections, use the OGMS “ask a question” function to let your monitor know you need to edit the application.

Can the application title be changed prior to submission of the application?


Yes, you can make edits until you submit the application.

Who can see the grant application pages?


All registered users in the Organization can see the application pages.

Who would you recommend that we list as an additional grantee contact?


List all staff who are responsible for managing the grant.  These users will have the ability to complete and submit reports, contract amendments, correspondence, and view grant information.

How many additional contacts can be added to a grant?


As many as you need, the system doesn't have a limit to the additional contacts.

Can more than one person in my organization work on completing the application at the same time?


Yes, if you allow others access to your application multiple users can edit and view the information.

Performance Statement

What is the performance statement supposed to address?


The performance statement is on the face sheet and is shared with the CJSB to demonstrate the accomplishments of the projects and supports continuation funding. For CCCA/PSA grants please include the following data elements in the following format:

Other

Is the programmatic Status Report the same as the current Quarterly Progress Report?


Yes. However, you must now upload it as a spreadsheet or word document. You are no longer required or allowed to convert it to a PDF.

This is my first year participating in this grant process. Where do we put the data captured in PTCC? Referrals, completions, successful closure, etc. Or does that go on another report?


That information is submitted in the quarterly status report (Quarterly Progress Report)

Goals & Objectives

Where are the goals & objectives?


The goals & objectives for the CCCA/PSA Grant are in the grant solicitation at https://www.dcjs.virginia.gov/grants/programs/fy-2022-comprehensive-community-corrections-act-pretrial-services-act

Claims

If our county doesn't show the expenses of post trial and pretrial as two separate entities, but merges the two, how do we then show a split between them to report? Since in GMIS you would always show the expenses as one amount?


This will be covered in a future training.

Will the budget still be set up so that once the grant is approved, you only report line items totaled together, (total travel or personnel pretrial and Post trial) like it is in GMIS?


This will be covered in a future training.

You require the applicant to list all staff and benefits separately, but the claims will be grouped together?


Today's session is for demonstration purposes only.  Instructions on how to submit claims will be posted on the OGMS Training & Resources page:  https://www.dcjs.virginia.gov/grants/ogms-training-resources

Claims require a detail list of expenditures.  This process is program specific.  Please follow up with the Program Coordinator after this session concludes for additional guidance.

Do we break down personnel expenses every quarter per employee instead of the total personnel spent on the grant like we did in GMIS?


Yes, the Detail of Expenditure form is asking for a line by line expense report.  You can contact your grant monitor for additional guidance.

Once I submitted the Request for Funds and Financial Reports in GMIS they had to be approved by my Finance Director. Will that still need to be done or is that now eliminated?


That is an internal process decision. If the locality wants the Finance Officer to review the requests and approve before its submitted then that is their decision.  The business flow of a person entering the request and sending for the finance officer to approve no longer exists in OGMS.

Will the claim auto populate the approved budget?


When completing the Reimbursement, OGMS will auto populate amounts from the approved budget and calculate the available balance. The system will not allow you to enter expenses in a category not approved in the budget.  For specific instructions on how to enter claims visit the OGMS Training & Resources page and/or contact your grant monitor.

PAPIS: Virginia Prisoner Reentry Program

Grant Program Information:PAPIS: Virginia Prisoner Reentry Program
Program Description:

This program, which is financed by a state appropriation and administered by the DCJS, supports prerelease- and post-incarceration professional services and guidance that increase the opportunity for, and the likelihood of, successful reintegration of adults upon release from prisons and jails into local communities. PAPIS programs are incorporating research-informed recidivism reduction services into service delivery, with specific focus areas of assessing clients for risk and needs related to recidivism, evidence-based cognitive-behavioral programming, and job readiness and employment services. As a key element for successful reintegration of returning clients, employment placement services are emphasized in the scope of service delivery by potential grant recipients.

Pre-release services are intended to prepare offenders for transition from incarceration life within the community. Jail pre-release services may include assessment, reentry and transition planning, training, counseling, mentoring, tutoring, information and referral. Training programs focus on job readiness and employment skills, budgeting, consumer skills, family relationships, transition expectations, and related areas of value to offenders soon to be released. Pre-release services in state correctional institutions include assisting prison staff in delivering the Department of Corrections’ Life Skills Program, developing reentry and transition plans for difficult placement cases, and connection with community services soon after release.

Post-Incarceration services are provided to clients that have been recently released from incarceration and are intended to address the specific needs of individual offenders after release from prisons or jails to support successful reintegration into the community and sustain crime-free lifestyles. Risk and recidivism reduction Sservices include assessment, training, counseling, mentoring, tutoring, information and referral, job readiness and employment services. Post-incarceration services also assist clients in obtaining stabilization and emergency services such as locating food, clothing, transportation, and shelter assistance.

Source of Funds:

State general funds

Amount Available:Amount varies
Purpose of Funds:This program, which is financed by a state appropriation and administered by the DCJS, supports prerelease and post-incarceration professional services and guidance that increase the opportunity for, and the likelihood of, successful reintegration of adults upon release from prisons and jails into local communities. PAPIS programs are incorporating research-informed recidivism reduction services into service delivery, with specific focus areas of assessing clients for risk and needs related to recidivism, evidence-based cognitive-behavioral programming, and job readiness and employment services. As a key element for successful reintegration of returning clients, employment placement services are emphasized in the scope of service delivery by potential grant recipients.
Eligibility Requirements:Applicants may be public or private nonprofit entities. There are currently nine reentry services providers supported by these funds. The state appropriation is stable at this time but, until the appropriation is expanded, this grant program is not open to any but the current service providers.
Contact Information:
Program Manager
Jennifer MacArthur
(804) 786-6534
Grant Coordinator
 
Grant Monitor(s)
 
DCJS Grants Administration
1100 Bank Street
Richmond, VA 23219
E-mail
Phone: 804.786.4000
Fax: 804.786.7231

 

Adult Justice Programs

The Virginia Department of Criminal Justice Services is involved with a broad range of adult corrections issues affecting state and federal prisons; local and regional jails; state probation and parole; local probation; and community-based corrections, pretrial services, and diverse correctional programs and services - public and private.

Correctional Law - Key Statutes Related to Adult Community Corrections

PSA/CCCA | Arrest/Bail Statutes | Primary Bail Statutes | Definitions Related to Adult Corrections | Alternatives to Incarceration - General |Penalties and punishment for offenses | Deferred proceedings authorized by statute | Confidentiality of Records | Access to Juvenile Records | Statewide Community-Based Corrections System for State Responsible Offenders | VASAP | Substance Abuse Screening & Assessment | Crime Victim & Witness Rights

PSA/CCCA

§ 8.01-226.8Civil immunity for public officials and volunteers related to community service for probationers
§ 9.1-173 et seq.Comprehensive Community Corrections Act For Local Responsible Offenders CCCA
§ 9.1-175Authority for DCJS to prescribe standards for Local Community-Based Probation Agencies
§ 9.1-176Mandated services for CCCA
§ 9.1-176.1Duties and Responsibilities of local community based probation officers
§ 9.1-177Oath of office for local probation officer
§§ 9.1-178 
and 9.1-180
Community Criminal Justice Boards (CCJB)

§ 9.1-185.4 B.7 
and 9.1-186.4 B.8

Employees of local pretrial and community based probation services agencies not authorized to be licensed as bondsmen or bail recovery agents
§§ 9.1-900 , 9.1-901,
9.1-9029.1-903,
9.1-9049.1-905,
9.1-9069.1-907
Laws related to sex offender registry for local probation agencies
§ 16.1-284Adult sentenced for juvenile offense/sentenced as Class I misdemeanor
§ 18.2-55Bodily injury caused by prisoners, defendants, probationers and parolees to jail officers, pretrial officers, juvenile probation officers, and local and state adult probation officers
§ 18.2-57.3Deferred Proceeding for first offense domestic assault and battery
§ 18.2-64.2Penalty for carnal knowledge of probationer/pretrial defendant
§ 18.2-67.4Penalty for sexual battery of probationer/pretrial defendant
§ 18.2-472False entries or destruction of records by officers
§ 19.2-81.5Public agency cooperation with a law-enforcement officer
§ 19.2-152.2 et seq.Pretrial Services Act PSA
§ 19.2-152.3Authority for DCJS to prescribe standards for Pretrial Services Agencies
§ 19.2-152.4Mandated services for pretrial agencies
§ 19.2-152.4:1Oath of office for/authority to seek capias by pretrial services officer
§ 19.2-152.4:3Duties and Responsibilities of pretrial services officers
§ 19.2-152.5Community Criminal Justice Boards
§ 19.2-303.3Sentencing procedures for CCCA/authority to seek capias by local probation officer
§ 33.2-231VDOT Landscaping Program for misdemeanant probationers
§ 53.1-150$50 Supervision Sentencing Fee for Misdemeanor Offenders
§§ 63.2-1509 
and 63.2-1510
Requirements for probation officers and others to report suspected child abuse or neglect
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Arrest/Bail Statutes

§ 19.2-3.1Personal appearance for bail by video/audio communications
§ 19.2-74Summons in lieu of arrest Criminal Misdemeanors
§ 19.2-80Duty of arresting officer with warrant or capias/bail
§ 19.2-80.2Arresting officer or pretrial services agency to provide CHRI
§ 19.2-82Procedures for arrest w/o warrant/bail


Primary Bail Statutes

§ 19.2-11.01Crime Victim & Witness Rights
§ 19.2-119Definitions related to bail
§ 19.2-120Admission to bail
§ 19.2-121Fixing terms of bail
§ 19.2-123Release on bail/terms and conditions
§ 19.2-130Bail in subsequent proceeding
§ 19.2-131Bail for person held in jurisdiction other than that of trial
§ 19.2-132Motion to increase bond
§ 19.2-135General conditions for recognizance
§ 19.2-158Arraignment
§ 19.2-159Determination of indigency


Definitions Related to Adult Corrections

§ 9.1-101Definitions - administration of justice, criminal justice agency, criminal history record information CHRI, ...etc.
§ 19.2-389Dissemination of CHRI
§ 19.2-389.1Dissemination of Juvenile Record Information
§ 19.2-392.2Expungement
§ 19.2-392.3Penalty for disclosure of expunged records
§ 53.1-1Definitions - adult corrections


Alternatives to Incarceration - General

§ 19.2-303Suspended sentence/probation
§ 19.2-303.1Fixing period of suspension of sentence
§ 19.2-303.2Deferred proceeding/probation
§ 19.2-303.4Payment of costs in deferred proceeding cases
§ 19.2-304Increasing/decreasing period of probation
§ 19.2-305Fines, costs, restitution
§ 19.2-305.1Restitution for property damage
§ 19.2-306Revocation of suspended sentence/probation
§ 19.2-354Deferred payment/community service in lieu of fines and costs
§ 53.1-131.2Home Electronic Incarceration


Penalties and punishment for offenses

§ 18.2-8Felonies, misdemeanors, traffic offenses defined
§ 18.2-10Felonies, penalty
§ 18.2-11Misdemeanors penalty
§ 18.2-12Misdemeanor, other
§ 18.2-12.1Minimum mandatory defined
§ 18.2-13Misdemeanor, other
§ 18.2-14Unclassified penalty
§ 18.2-15Place of punishment
§ 18.2-16Common-law offenses


Deferred proceedings authorized by statute

§ 4.1-305Possession of alcohol
§ 15.2-1812.2Willful and malicious damage to or defacement of public/private facilities
§ 18.2-57.3First offense of assault and battery against a family or household member
§ 18.2-251First offense, drug
§ 19.2-303.2Any crime against property constituting a misdemeanor, under Articles 5, 6, 7 and 8 of Chapter 5 (§ 18.2-119 et seq.) of Title 18.2.


Confidentiality of Records

§ 2.2-3706 F.8Disclosure of criminal records; limitations
§ 9.1-133 BInformation not subject to review or correction
§ 9.1-177.1Confidentiality of information and reports of local community-based probation agencies
§ 19.2-152.4:2Confidentiality of information and reports of pretrial services agencies


Access to Juvenile Records

§ 16.1-301

Confidentiality of juvenile law-enforcement records

§ 16.1-305Confidentiality of court records
§ 16.1-307Circuit court records regarding juveniles


Statewide Community-Based Corrections System for State Responsible Offenders

§ 19.2-295.2Post release supervision/probation
§ 19.2-316.1 / § 53.1-67.1Boot Camp 17 weeks confinement + 1 YR probation
§ 19.2-316.2 / § 53.1-67.8Detention center 4 to 6 months residential detention + 1 YR probation
§ 19.2-316.3 / § 53.1-67.7Diversion Center 4 to 6 months residential diversion > ISP + 1 YR probation
§ 53.1- 67 et seq.Statewide Community-Based Corrections System For State Responsible Offenders
§ 53.1-141 & 145State probation and parole services
§ 53.1-177Halfway Houses little used since 1980
NO SPECIFIC STATUTEDay Reporting Centers
NO SPECIFIC STATUTEDrug Court Programs


VASAP

§ 18.2-271.1VASAP
§ 18.2-266DWI 18.2-266
§ 18.2-270.1Ignition Interlock
§ 46.2-357DWI-Commercial


Substance Abuse Screening & Assessment

§ 16.1-69.48:3Offender Fees for General District Court/Misdemeanor Drug Offenses
§ 17.1-275 (A 10 & A 11)Offender Fees for Circuit Court/Felony Drug Offenses
§ 18.2-251.01Screening & Assessment of Offenders Convicted of Felony Drug Offenses
§ 18.2-251Screening & Assessment of Deferred Proceeding/ Probation for First Offense Possession of a Controlled Substance
§ 18.2-251.4Defeating drug and alcohol screening and assessment tests
§ 18.2-252Substance Abuse Screening/Assessment, Testing, Treatment or Education Required for Suspended Sentence in Any Drug Offense
§ 18.2-254Commitment For Treatment of Drug Abuse or Alcoholism in Lieu of Incarceration
§ 18.2-254.1Drug Treatment Control Act
§ 18.2-251.02Drug Offender Assessment Fund
§ 18.2-258.1Obtaining drugs, procuring administration of controlled substances, etc., by fraud, deceit or forgery - plea agreement for conviction of misdemeanor if successful on probation
§ 19.2-299.2Screening & Assessment of Offenders Convicted of Misdemeanor Drug Offenses


Crime Victim & Witness Rights

§ 19.2-11.01Crime Victim & Witness Rights
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Residential Substance Abuse Treatment (RSAT)

 

The Virginia Department of Criminal Justice Services (DCJS) is accepting applications for the federal Residential Substance Abuse Treatment (RSAT) for Prisoners Grant Program. These RSAT grant funds will provide evidence-based residential Medication-Assisted Treatment (MAT) services in local and regional jails. MAT is the use of medications such as Buprenorphine, Methadone, or Naltrexone, coupled with counseling and behavioral therapies to treat substance use disorders. MAT is primarily used to treat addiction to opioids such as heroin and prescription pain relievers that contain opiates. More information on MAT can be found at https://www.samhsa.gov/medication- assisted-treatment/treatment.

Click here to access technical asssistance for substance abuse treatment professionals.

Contact Information:

Jennifer MacArthur
Program Manager
(804) 786-6534
email

Grant Coordinator(s)

Grant Monitor(s)

DCJS Grants Administration
1100 Bank Street
Richmond, VA 23219
E-mail
Phone: 804.225.4129
Fax: 804.786.7231