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Introduction 1
About this toolkit and about us
What is VOCA? 3
Background - what are these funds and why should you apply?
How Do You Apply? 6
General Requirements 6
Making Your Case for VOCA Funds 8
What Types of Services Will VOCA Fund? 9
VOCA’s Eligible Core Services 10
What Types of Crime Survivors Are Eligible? 15
Importance of Relationship-Building With Your State’s VOCA Office 16
Getting Your Budget in Order 17
What Costs Can You Include in Your Budget? 18
Putting Everything into a Budget Document 21
Meeting Match Requirements 22
Special Note For New Programs 26
So You’ve Got the Grant, Now What? 28
Track and Measure Your Progress 28
Manage Your Finances 31
Maintain Compliance 32
Self-Assessment Worksheet 33
A planning tool to help you figure out if you’re eligible and help you get
ready for VOCA
INSIDE
ACTION GUIDE
www.ejusa.org
For a quick
tour of the
r
equirements,
start here
Connect with EJUSA 38
How to reach us with questions or follow our work
Appendix: Sample Materials and Resources 39
Sample VOCA RFP Announcement 40
Sample VOCA Application Budget 44
Sample Organizational Budget 45
Budget and Matching Funds Worksheet 46
Sample Client Tracking Spreadsheet 47
Sample Attendance/Timesheet 48
Sample Confidentiality Agreement 49
Sample Release Authorization Form 50
Sample Conflict of Interest Policy 53
Sample Equal Employment Opportunity Policy 55
Helpful Links and Acronyms 56
ACTION GUIDE
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ACTION GUIDE
About This Toolkit
So you’re thinking about applying for a VOCA grant. Congratulations! This
toolkit will give you the information you need to understand VOCA funding,
eligibility, and whether your organization is ready to apply for and sustain
a VOCA grant.
Who should use this toolkit?
This toolkit will be useful for any organization seeking its first VOCA grant.
But we wrote the toolkit with communities of color and other underserved
communities in mind.
Why? In 2015, the federal government more than tripled funding for victim
services. This infusion of funds presents a unique opportunity to advance
racial equity and extend the reach of victim services to include the full
range of survivors, all without having to draw a penny away from the
essential and life-saving services that are already funded.
This provides a great opportunity for communities and organizations
tirelessly supporting crime survivors who have been marginalized or face
barriers to accessing traditional victim services — often resulting in no
support at all. Communities like yours.
Changes to the guidelines:
On August 8, 2016, a new rule issued by the federal Office of Victims of
Crime (OVC) for VOCA assistance programs took effect. The new rule is
the result of public feedback and developments within victim services. This
toolkit reflects those changes.
Introduction
INTRODUCTION
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ACTION GUIDE
Skimmer’s tip:
Start with the
Self-Assessment
Worksheet on p. 33 to
get a quick snapshot
of what it will take for
your group to apply
for VOCA funding.
Check the state guidelines:
Although VOCA funds are federal funds, this toolkit addresses the funds
as they come through the states. Each state sets its own deadlines,
processes, and rules for applicants. This toolkit covers most of what you
need to know based on the national guidelines. But always refer to your
own state’s rules for the most up-to-date and accurate information.
If you’re looking to quickly assess whether or not you may be eligible, start
with the self-assessment worksheet on p. 33.
About EJUSA
Equal Justice USA (EJUSA) is a national organization that works to
transform the justice system from one that harms to one that heals.
We imagine a justice system that prevents violence, heals trauma,
helps people harmed by crime to rebuild their lives, creates genuine
accountability instead of mass incarceration, and treats everyone fairly in
the process.
EJUSA is best known for our work to end the death penalty, but we
have also increased funding for victims’ services, advocated for city
investments in trauma intervention, and provided capacity building
support to organizations serving crime survivors. Strengthening
grassroots organizations to deepen their impact is a core part of EJUSA’s
work, and we’re excited to help you to expand your reach and serve more
people — especially those who have been previously underserved.
EJUSA’s Latrina Kelly-
James speaks at the
National Center for
Victims of Crime about
the needs of crime
survivors in communities
of color.
INTRODUCTION
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ACTION GUIDE
What is VOCA?
VOCA stands for “Victims of Crime Act.”
The Victims of Crime Act (VOCA) was passed by Congress and signed
into law by President Ronald Reagan on October 12, 1984, establishing
the Crime Victims’ Fund. Millions of dollars are deposited annually
into the fund from criminal fines, penalties, forfeited bail bonds, and
special assessments collected by the federal government. Crime Victims
Fund dollars don’t come from taxpayers. They come from people or
corporations convicted of federal crimes.
The Crime Victims’ Fund releases a set amount each year based on a cap
set by the federal appropriations bill. States apply each year for these
funds via the VOCA Formula Grant Program. States then re-grant VOCA
Victim Assistance funds to eligible public and nonprofit organizations/
victim service providers within their state. These are the available funds
discussed in this toolkit.
WHAT IS VOCA
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ACTION GUIDE
My Organization Is Not a “Victim Service Provider,” Is It?
Historically, VOCA funding has been vital in its support of traditional victim
service providers, particularly within domestic violence, sexual assault, and
child abuse cases, and justice system-based Victim/Witness Assistance
Programs. That is what we mean by “traditional victim service providers.”
However, as you may know, many people who have been victimized do
not access services through traditional victim service providers. This is
especially true in communities of color, where people are at greater risk of
victimization, but may be less likely to have access to victim services or to
identify themselves as crime victims.
Organizations working with people of color across many areas typically
have the social and cultural competence to address the various immediate
and ongoing needs in the community, including victimization.
If you are supporting an underserved community, there’s a good chance
many of your clients are crime survivors. While VOCA will not fund services
to people who are not crime survivors, they can certainly fund the subset
of your work that provides direct services to those clients who are crime
survivors. If you can identify them, and you are serving them, you should
consider applying for VOCA funding.
If you are supporting
an underserved
community, there’s a
good chance many of
your clients are crime
survivors.
Hopeworks ‘N Camden (NJ) works with youth 14-23 to build their skills and find a safe pathway to their future.
WHAT IS VOCA
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ACTION GUIDE
At least 10% of all
VOCA assistance
funds must go
towards services
for “previously
underserved” violent
crime survivors.
Why Now?
In December 2014, the federal government increased VOCA funds.
That means there are additional funds that can support groups like
yours. There is a growing awareness that VOCA funds need to address
underserved crime survivors and families of victims. This is a perfect
opportunity for groups like yours to enhance your impact by funding your
services to crime survivors, expand your reach to more survivors, hire new
staff, and better address the challenges you and the community may face.
In addition, the new VOCA rule may impact many underserved
populations, including people of color, tribal/indigenous populations,
incarcerated survivors, and LGBTQ survivors.
Categories of Funding
By law, VOCA funds are very explicit in how they can be distributed. A
minimum of 10% of each state’s annual VOCA assistance grant must go to
victim services in three priority areas: domestic violence, child abuse, and
sexual assault. Another 10% or more must go to “previously underserved”
survivors of violent crimes other than domestic violence, child abuse, and
sexual assault. This category of “previously underserved” is defined by
each state. It includes certain types of crimes, like attempted homicide,
homicide, or robbery, and could potentially also include demographic
characteristics of communities that may be marginalized due to ethnicity,
race, age, sexual orientation, gender identification, geography, etc.
Your organization may be serving a community that you consider
underserved, but it may not fit the description of “underserved” as
defined by your state. That’s ok. There are funds that aren’t restricted
to priority areas that may cover other types of crime or demographics.
Talk with your VOCA Administrator about how your community fits your
state’s definition.
WHAT IS VOCA
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ACTION GUIDE
How Do You Apply?
General Requirements
Applying for VOCA funds is a process. At a minimum, you need to know the application deadline in
your state, the requirements, and your eligibility. Here is a quick cheat sheet of the general eligibility
requirements for all organizations interested in applying:
1. Be a public or non-profit organization (such as a 501(c)
(3)) that provides direct services to crime survivors and/or
victims’ families. (Again, this does not need to be the only
thing you do, but it is the only part of your work that can be
funded with VOCA funds.)
2. Have a record of providing effective direct services to
crime victims for a minimum of one year*, have the support
and approval of your services in the community, and have a
history of providing services in a cost-effective manner.
*If you have not provided victim services for more than one year (for example, your victims services project is
new), talk to your state’s VOCA office. There may be other ways to demonstrate that you are viable, sustainable,
and have community support.
If the VOCA office determines that you cannot meet this requirement, you must instead show at least 25% of
your budget comes from non-VOCA sources. It is important that organizations demonstrate a variety of funding
sources in order to ensure their financial stability.
See the section on budgeting below.
3. Contribute a minimum match (cash or in-kind) of 20% of the total project cost. In other words,
if the total project costs $100,000, you can ask VOCA to fund $80,000 of it, and you must find
$20,000 in cash or donated goods and services to cover the rest. (Tribal/Native American serving
groups are not required to fullfill the match requirement.) Match requirements may be reduced or
waived, in whole or in part.
4. Use volunteers as a component of the work you do, unless the state VOCA office determines there
is a compelling reason to waive this requirement. It is best to just go ahead and establish or enhance
your volunteer base.
Find out
how your
organization
stacks up
against the
requirements with our Self-
Assessment Worksheet on p. 33.
GENERAL REQUIREMENTS
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ACTION GUIDE
5. Promote a collaborative, coordinated approach for serving crime victims within the community. You
can demonstrate this in a number of ways, for example through being part of a coalition with other
victims service providers, or otherwise working together with other service providers. Essentially,
they are looking to see that you aren’t duplicating efforts and to ensure that you are demonstrating
strong working relationships with other community programs.
6. Assist crime survivors in applying for crime victim compensation benefits. This includes
informing survivors about compensation, distributing materials, and/or helping them fill out forms.
7. Offer services to victims of federal crimes on the same basis as victims of state crimes.
8. Register to obtain a Duns & Bradstreet (DUNS) number and with the federal grants system,
www.sam.gov.
9. If you are awarded a grant, you will need to track several items in order to report during the grant
period. These include:
f
Financial information: system in place to exclusively track VOCA funds, matching funds, and any
other non-VOCA funds.
f
Staff and/or volunteer time: system in place to track the time and attendance of any staff
and volunteers including actual hours worked on the VOCA project, and maintain accurate job
descriptions and duties for each staff and/or volunteer position.
f
Clients/Constituents: system in place to track the number of clients receiving victim services,
their demographics, and the actual activities and attendance for each client. Keeping this
information consistent across personnel and across multiple service types can be challenging and
might need ongoing training for your staff and volunteers.
10. State-specific requirements: Your state may have additional eligibility guidelines in order to apply
for a VOCA grant. Check with your state’s VOCA office for additional guidelines.
EJUSA’s Fatimah Loren
Muhammad meets
with a student at
Hopeworks ‘N Camden.
GENERAL REQUIREMENTS
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ACTION GUIDE
Include some trends
or statistics in your
proposal to show that
you understand the
population of crime
survivors you’re
serving, and that
you’re filling a gap in
services for survivors.
Making Your Case For VOCA Funds
One of the most important factors in obtaining a VOCA grant involves
justifying the need for your work with crime survivors. You need to show
what the needs are in your community and how you’re meeting them. This
is often called the “Needs Justification.”
Begin thinking about how you will demonstrate this.
Get a snapshot of your community. When creating your case for receiving
VOCA funds, gather as much data as possible about the community in
which you do your work.
This data may involve the number of specific crimes committed,
accessible services (or lack thereof), the proximity of those services, the
demographics of the community you serve, and any trends prevalent in
your community. Document how the need for these services is not being
met (perhaps organizations to provide these services don’t exist at all or
they are too far away, not extensive enough, etc.). If you can, specify the
number of crime survivors who are unserved or underserved.
For example, if you work with survivors of gun violence, find out
how many shootings there were in the last few years. Is the number
increasing? How have you addressed the increasing number of
shooting victims through your work? What has prevented you from
serving these survivors?
In short, you must show that the services you provide fulfill one or
more unmet needs in your community:
f
Start with description of the problem that your project will address.
f
Back up that description with data and facts about the community.
f
Describe any past attempts that have been made to address the
problem or any roadblocks that exist.
f
Describe other programs in the community that address victimization
and what the relationship is to your project. Or describe the lack of
such similar programs.
You can keep it simple, but be as specific as possible. As a potential new
grantee, you will need to show that your services and activities fill one
or more gaps in services and resources in your community. The better
you can show the need and the urgency for your program, the better the
chance of getting funding.
MAKING YOUR CASE
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ACTION GUIDE
What Types Of Services Will VOCA Fund?
VOCA funds direct services to crime victims (referred to as “crime
survivors” in this guide).
Within the VOCA rule, a crime victim or victim of crime means a person
who has suffered physical, sexual, financial, or emotional harm as a result
of the commission of a crime.
VOCA defines direct services as those that:
1. respond to the emotional, psychological, and physical needs of crime
victims;
2. assist crime survivors to stabilize their lives after a victimization;
3. assist crime survivors to understand and participate in the criminal
justice system; and
4. restore a measure of safety and security to crime survivors, such as
boarding-up broken windows/doors and replacing or repairing locks.
You might not define your services as “victim services,” but if some or all
of the people you serve are crime survivors, and you are doing the work
as defined above to address their victimization, then your services can
probably fit within VOCA’s categories. The key is understanding how your
work corresponds to VOCA’s eligible services and then translating your
program narrative to ensure they align with VOCA’s priorities.
Think about the services and support you provide.
Then look at the list on the next page to find the link between VOCA
services language and how you currently label your services. Remember
that you must convey your services as victim-centered.
You might not define
your services as “victim
services,” but if some
or all of the people
you serve are crime
survivors, and you are
helping them with any of
these items, then your
services can probably fit
in VOCA’s categories.
}
TYPES OF SERVICES
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ACTION GUIDE
VOCA’s Eligible Services
Crisis Counseling: individual, in-person intervention, emotional support and guidance, or counseling,
usually provided by counselors, advocates, mental health professionals, and/or peers.
Follow-up contact: in-person contacts, telephone contact, and written communication with crime
survivors to offer emotional support, provide empathic listening, check in on a survivor’s progress, and
offer guidance for other-than-crisis reactions after victimization. This category is very broad, so you can
use it to cover a variety of ways that you provide services to crime survivors.
Therapy: professional psychological and/or psychiatric treatment for individuals, couples, and family
members related to counseling to provide emotional support in crisis arising from the occurrence of the
crime. This may include evaluation of mental health needs and actual delivery of psychotherapy. The
professional must be currently licensed in your state.
Some examples of crisis counseling:
f
Consoling and talking with the victim at the scene of a crime, immediately after the crime, or at
the first in-person contact
f
Meeting the crime survivor in the emergency room, police station, prosecuting attorney’s
office, etc.
f
Later in the process at moments when a survivor is experiencing extra distress, such as the
anniversary of the event, the first time the survivor or family members see the person who
harmed them in court, etc.
Consider the kinds of interactions you have with crime survivors in crisis. Do you help to de-
escalate the situation? Problem-solve? Come up with a plan so they can stay safe? Those are
all elements of crisis counseling.
TYPES OF SERVICES
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ACTION GUIDE
Group Treatment/Support: coordination and provision of supportive
group treatment activities. Examples of this include self-help, peer and
social support groups, drop-in groups, and community crisis intervention
in a group setting.
Crisis Hotline Counseling: operation of a 24-hour telephone service,
available 7 days a week that offers guidance, counseling, emotional
support, information and referral, etc. for crime survivors.
Information and Referral: in-person contact with the crime survivor
during which time you identify available services and support.
Emergency Legal Advocacy: attorneys or paraprofessionals assisting
survivors of domestic violence, child abuse, or stalking in filing personal
protection orders, or obtaining emergency custody/visitation rights when
such actions are directly connected to family violence cases and are taken
to ensure the health and safety of the crime survivor.
Emergency Safety Measures: emergency food, clothing, transportation,
and other emergency services that are intended to restore the crime
survivor’s sense of security. This includes services that offer an immediate
measure of safety to crime survivors such as boarding-up broken windows
and replacing or repairing locks. Depending on the state, you may also be
able to provide financial assistance to help with these emergency items.
Some states set time limits. Check with your state.
Assistance in filing compensation claims: making crime survivors
aware that crime victims’ compensation is available, and, with the
survivor’s request, assisting them in completing the required forms
and in gathering the needed documentation to file a claim. It may also
include follow-up contact with the Victim Compensation Office on behalf
of the crime survivor.
Personal advocacy and emotional support: assisting crime survivors
with securing rights, remedies, and services from other agencies,
locating emergency financial assistance, intervening with employers,
creditors, and others on behalf of a crime survivor, assistance with filing
for losses covered by public and private insurance programs including
workman’s compensation, helping survivors to apply for public assistance
such as unemployment benefits, welfare, Medicare, etc., assisting the
crime survivor to recover property that is retained as evidence, and
accompanying them to a hospital.
This service is a
grant eligibility
requirement. You
must help with
victim compensation
claims to receive
VOCA funding.
}
TYPES OF SERVICES
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ACTION GUIDE
Justice Support/Advocacy: support, assistance, and advocacy provided to crime survivors to help them
participate in any stage of the criminal justice process, including post-sentencing services and support, as
well as juvenile and civil proceedings that may arise as the result of a crime.
Telephone contacts: contact with crime survivors during which time you identify available services
and support.
Shelter/Safe House: offering short- and long-term housing and related support services to crime
survivors and non-offending members of their family following victimization.
Transitional Housing: generally for those who have a particular need for such housing, and who cannot
safely return to their previous housing, due to the circumstances of their victimization. This includes,
but is not limited to, travel, rental assistance, security deposits, utilities, and other costs incidental to the
relocation to such housing, as well as voluntary support services such as childcare and counseling.
Mental Health Assistance: including substance use treatment directly related to the victimization.
Legal assistance: services in both emergency and non-emergency situations where the need for those
services arises as a direct result of victimization.
Record Expunging: help for victims to expunge their records as part of victim services provided.
TYPES OF SERVICES
Some examples of justice support:
f
Accompaniment to criminal justice offices and court.
f
Transportation to court.
f
Child care or respite care to enable a crime survivor to attend court.
f
Notification to crime survivors regarding trial dates, case disposition information, and parole
consideration procedures.
f
Assistance with victim impact statements.
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ACTION GUIDE
A note on restorative justice:
Restorative justice is an allowable service under VOCA, but they are very particular about how this
service is defined and rendered.
VOCA defines restorative justice as opportunities for crime survivors to meet with the people who
harmed them, if those meetings are requested and voluntarily agreed to by the crime survivor and have
reasonably anticipated beneficial or therapeutic value. As important, VOCA does not fund restorative
justice processes that replace other criminal justice proceedings. If you plan to request funding for
restorative justice programs, discuss your procedures with your state administrator prior to submitting
an application.
They will look at the following criteria at a minimum when reviewing your process for conducting these
meetings:
1. the safety and security of the crime survivor;
2. the cost versus the reasonably anticipated benefit or therapeutic value to the crime survivor;
3. the procedures for ensuring that participation of the crime survivor and the person who harmed them
are voluntary and that everyone understands the nature of the meeting;
4. the provision of appropriate support and accompaniment for the crime survivor;
5. appropriate “debriefing” opportunities for the crime survivor after the meeting or panel;
6. the credentials of the facilitators; and
7. opportunity for a crime survivor to withdraw from the process at any time.
Examples of allowable restorative justice activities: Tribal community-led meetings, peace-keeping activities.
TYPES OF SERVICES
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ACTION GUIDE
Non-allowable services: A note on crime prevention and services to people who committed a crime.
VOCA has some categories of services that are not allowed.
Two non-allowed services that may be most relevant to non-traditional providers are:
f
Crime prevention: VOCA is explicit that it will not fund activities “exclusively related to crime
prevention.” If this describes a large portion of your work, think about the different components
involved in what you call prevention. Some of them may actually be victim services, and allowable
under VOCA! You just need to describe them the right way.
For example: A street team that reaches out to affected families in the immediate aftermath of a shooting
or homicide. Perhaps their goal is to prevent retaliation. But what does the immediate interaction with the
victim or victim’s family look like? Are you helping them to de-escalate the situation? Problem solve? Come
up with a plan for their immediate safety? That sounds a lot like what VOCA calls crisis counseling. Are you
providing support groups, mental health counseling, referring them to social services, acting as a liaison to
law enforcement? These are all victim services. You may have to describe them differently than you may be
used to, and be careful that you are only using VOCA funds to provide such services to the victims of these
crimes and their families.
f
Services to people who committed the crime: VOCA doesn’t allow what they call “Perpetrator
Rehabilitation and Counseling.” That means in any given crime, the services you provide with VOCA
funds can only go to the crime survivor in that instance. However, many people who commit a crime
may also be a crime survivor from a past crime, or may become a crime survivor in a future crime.
VOCA funds can be used to provide victim services to any crime survivor, including one who has also
committed a different crime in a different instance.
VOCA does allow victim services to anyone who is currently incarcerated, when the service
pertains to the victimization of that individual (separate from the crime for which they have been
charged or convicted).
Mothers in Charge rally
in DC. MIC provides
services to families of
homicide victims, people
incarcerated, and others.
TYPES OF SERVICES
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ACTION GUIDE
What Types of Crime Survivors Are Eligible?
A large portion of VOCA funds go towards services for survivors of
domestic violence, sexual assault, and child abuse. These three areas
are considered priority areas. Another 10% of funds are allocated to
“previously underserved” survivors of violent crimes. Additional funds
may also go to services outside of the priority or underserved areas.
So what is a “previously underserved” crime survivor?
This category can include certain crime types (other than domestic
violence, sexual assault or child abuse), such as survivors of homicide
victims, victims of assault, robbery, or other violent crime in high crime
areas that have been previously underserved. States may also identify
certain demographics as underserved, for example tribal, boys and men
of color, LGBTQ, non-English speaking residents, persons with disabilities,
members of one or more racial or ethnic groups, or residents of rural
or remote areas or “inner cities.” However, a victim population, such as
LGBTQ sexual assault victims, cannot be counted as both a “priority” crime
type category and a “previously underserved” demographic category.
Each state has flexibility to define “previously underserved” priorities.
Check with your particular state to learn how they define this category.
Special note for those working with immigrants:
Victims assistance programs CANNOT deny services to undocumented
immigrants. If you are serving undocumented populations, you can
provide VOCA-funded assistance.
TYPES OF CRIME SURVIVORS
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ACTION GUIDE
The Importance of Relationship-Building With Your State’s VOCA Office
Relationship building plays a key part in seeking any kind of funding. This helps make sure funders know
your organization, what you do, and how you benefit the community.
Get to know your state’s VOCA Administrator. Your first contact with the VOCA office should NOT be your
grant application. When the office opens your application, their reaction should be “Oh yes, that’s (your
organization) in (your city). I had a good conversation with them last month.”
Many VOCA Administrators are open to talking with organizations about their programs and how they fit
into VOCA’s guidelines. Here are some outreach tips to get you started:
f
Set up a meeting or phone call with a VOCA Administrator to talk about your program. The National
Association of VOCA Assistance Administrators maintains a list of each VOCA contact by state. You
can get more details in the Appendix.
f
If you already have a good relationship with another victim service provider that receives VOCA
funding, ask if they are willing to make an introduction to the VOCA office for you.
f
Prepare for the call. Jot down a few talking points about your organization’s mission, work in the
community, the population you serve, and the direct services you provide. Remember to highlight the
services you provide to crime survivors specifically, even if you serve many other types of people as well.
f
Conduct a mock call. Practice your talking points with a colleague, family member, or friend.
f
When you’re ready to call, relax. If you feel nervous talking about funding, remember: you’re calling
a regular person who cares about helping crime survivors. You’re on the same side.
What do I say when I call my VOCA Administrator?
f
Introduce yourself and your organization. Create a short synopsis (a few sentences) of your
organization’s mission and work with crime survivors.
f
Know the goal of your call. Explain that you want to discuss your work supporting crime survivors
and how your work fits into VOCA’s guidelines.
f
Stand out. Talk about how your services with crime survivors fill unmet
needs in your community.
f
Share how VOCA funding will enhance the great work you already do.
f
Listen at least as much as you talk. This is your chance to seek help and
information from your state. Explicitly ask for advice and feedback on how your
program fits. VOCA Administrators are open to new ideas and talking through
challenges. Don’t be afraid to ask any and every question. This may be your
best shot to show them that you’re serious and thoughtful about your work.
f
End the call with an action. Ask for their email address, if you can contact
them with further questions, and if they can provide guidance during the
VOCA application process.
Follow up, follow up: at
the end of call, make
sure you have all of their
contact information. A
quick thank you email
goes a long way. Make
sure you’re on their
contact list for updates,
RFPs, trainings, etc.
They may even reach
out to you with more
questions or curiosity
about your program.
RELATIONSHIP-BUILDING
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ACTION GUIDE
Getting Your Budget in
Order
One of the major factors in getting and maintaining VOCA funding
involves how well you manage your finances.
In addition to a proposal narrative, you will need to submit a budget for
your program. The budget must show both the income and expenses for
your VOCA project.
f
The income includes the amount you are requesting from VOCA and
any other sources of funds you will use to pay for the project. (VOCA
requires you to raise 20% of the budget from other sources, called
a “match,” but these can be donated goods and services as well as
actual cash. More on that later.)
f
The expenses include all of the costs of carrying out the project,
but you must identify all of the expenses that will be attributed
specifically to VOCA.
Sound finances are a
key thing that funders
look for. Don’t skimp
on this part. If
you’re not familiar
with budgeting, find
someone who can
help you.
EJUSA board
member Lisa
Good shares her
experience as a
victim advocate in
urban communities
of color.
BUDGET
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ACTION GUIDE
What Costs Can You Include in Your Budget?
Navigating the allowable costs can feel overwhelming at first. VOCA is very specific about what they will
and will not fund. If you have questions about a specific expense not listed below, we encourage you to
call your state’s VOCA office and ask about it.
Here’s what VOCA will allow:
f
Salaries and fringe benefits for staff positions that provide direct services to crime survivors.
V
This can include the salaries and benefits that cover supervision of direct service providers
(such as a volunteer coordinator), as long as you can show that it is necessary and essential to
providing direct services to crime survivors.
V
This can also include administrative staff time to complete VOCA-required time and attendance
sheets and documentation, reports, and statistics and to maintain crime survivors records.
Tip: If you have a staff person who provides services to crime survivors and to others, you can include a pro-
rated portion of his or her time in the budget. For example, let’s say you have a counselor who spends half
of her time leading support group for families of murder victims and half of her time working with students
who are not crime survivors. You can include half of her salary and benefits (50%) in your budget.
Remember, you’ll need to maintain adequate records to document that the staff costs you request are for
the exclusive use of the program supported with the VOCA grant.
f
Operating expenses essential to providing direct victim services, such as pro-rated costs of supplies,
rent, copying, printing, postage, brochures, equipment, travel, etc.
Tip: If you rent space at a community center and 25% of the time that you rent the space it’s used to hold
intake meetings with crime survivors in order to refer them to external services, then you can include that
25% of the rent as an operating expense needed to provide direct services.
f
Direct costs of implementing the core eligible services (for example, transportation costs for victims
to receive services, local travel expenses to accompany a crime survivor to a hearing, food or
clothing to provide immediate health and safety services, etc.).
Understanding Direct Costs
f
Direct costs are those that are directly used and charged to the program. For example, if you need to buy
four pencils for a victim support group, those four pencils are a direct cost.
f
If you have a reasonable way to allocate an expense, then it is a direct cost.
f
There is a new federal rule that allows for indirect costs. Speak to your VOCA Administrator about how to
calculate this for your group.
f
When in doubt, it’s safest to try and justify the expense as a direct cost instead of an indirect one.
ELIGIBLE COSTS
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ACTION GUIDE
f
Training for staff and volunteers who provide victim services, if you
show that it is necessary to provide victim services and there is no
other source of support for them. These costs can include training
fees, costs of training materials, and costs of travel to trainings. This
is a great opportunity to adequately train new and existing staff so
they can do an even better job serving crime survivors. An example
of a relevant training is one focused on how to respond to a victim
in crisis. Staff that participate in VOCA-funded training do not need
to be funded under VOCA as long as they provide direct services to
crime survivors.
f
Furniture and equipment if it is used to facilitate the delivery of direct
services to crime victims, for example computers, video cameras for
interviewing children; or furniture for shelters, work spaces, victim
waiting rooms, or children’s play areas.
f
Public awareness and presentation costs only if those presentations
are designed to identify crime survivors and provide or refer them
to needed services. These costs can include printing presentation
materials or advertising the event.
f
Transportation costs for victims to access services and to participate
in criminal justice proceedings.
Remember, if an item
is not used exclusively
for the VOCA project,
the grant funds can
only cover the pro-
rated portion of that
item (say, 50% of
a shared computer
that is used half and
half by a VOCA staff
member and another
program).
Tamika Darden-Thomas, a
member of EJUSA’s crime
survivor network, with a
photo of her father, Greg.
He was killed when she
was just five years old.
“No one talked about my
father,” she says. “His
name wasn’t mentioned.
It was too painful. If we
had a chance to talk about
the issues, it would have
helped us so much.” As an
adult, Tamika has become
a powerful advocate for
young people and those
who are incarcerated.
“There are so many young
people who need to hear
from other survivors who
have actually experienced
the kind of victimization
they are going through.”
ELIGIBLE COSTS
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ACTION GUIDE
f
Prescription and non-prescription medicine, prophylactic or other treatment to prevent HIV/
AIDS infection or other infectious disease, durable medical equipment and other healthcare items
needed on an emergency basis, when a state’s compensation program, the victim’s (or in the case
of a minor child, the victim’s parent’s or guardian’s) health insurance plan, Medicaid, or other
health care funding source, is not reasonably expected to be available quickly enough (typically
within 48 hours of the crime) to meet the emergency needs of a victim.
f
Technology-related costs, including such things as grant management systems, social media
platforms, victim notification systems, and other automated systems, as well as hardware such as
computers, copy machines, cell phones, etc. For technology purchases, you must describe how the
equipment will enhance services to crime victims.
f
The costs of evaluating specific project in order to determine their effectiveness, subject to any state
limitations.
f
Leasing or purchasing vehicles essential to providing direct services. Maintenance, repair
or replacement of essential items that contribute to the maintenance of a healthy or safe
environment for victim services.
Here’s what VOCA will NOT allow:
f
Supplantation: VOCA funds may not be used to replace state, local or other public funds that would
otherwise be available for the same purpose. Instead, grant funds must be used to increase the total
amount of public funds used to support services to crime victims. That means that any public funds
you currently use to provide services to crime survivors may not be reallocated to other purposes so
you can use a VOCA grant to pay for those same services. In other words, if you are currently providing
services to crime victims that are paid for by another funding source, you cannot use VOCA funds to
pay for these same services UNLESS the current funding source is being reduced or ending.
f
Crime prevention activities (Some prevention activities may be allowable because they are also
victim services. See p. 14 for more information.)
f
Lobbying and administrative advocacy for legislation
f
Fundraising activities
f
Activities directed at investigating or prosecuting someone accused of a crime
f
Supplementing of crime victim compensation awards
f
Development of training manuals or extensive training materials (VOCA will, however, pay the costs
to print training materials.)
f
Any activities involving systems/policy improvement (VOCA is explicitly for direct services to victims.)
f
Services to people who committed the crime
Again, if you are unsure of a cost, talk with your VOCA Administrator.
ELIGIBLE COSTS
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ACTION GUIDE
Putting Everything into a Budget Document
Once you know what costs you can include and not include, you need to calculate these costs and put
them into a budget template. Most states will include a budget template in the application process, so
make sure to use the template that they give you.
If you’re not experienced with budgeting, take each cost one at a time and write it down in a list. Use
Excel if you have it and are comfortable using it. It will make some of the calculations easier.
Here’s an example:
1. Start with the staff costs. Let’s say your project will have one full-time counselor and half the time of
a full-time volunteer coordinator. In addition, 10% of your office manager’s time will be spent directly
managing crime survivor records and other reporting requirements.
Your staff costs might look like this:
Counselor
(100% time)
$_______ {fill in the full cost of that person’s salary for one year}
Vol coordinator
(50% time)
$ ______ {fill in half the cost of that person’s full-time salary for one year}
Office Manager
(10% time)
$______ {fill in 10% of that person’s salary for one year}
2. Next, think about the specific services and their cost. Will there be meetings with crime survivors and
where will they take place? Does that location have a cost? Write that down as a new line item in your
list. Do you have chairs for the meeting space or will you need to buy new ones? The chairs are a cost.
BUDGET DOCUMENT
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ACTION GUIDE
3. Walk through all the activities you will carry out and write down the costs of each for a full year. When
you’re done, group them together under major headings provided by the VOCA budget form (such as
travel, supplies, facilities, etc.) and then fill them in on the form.
A sample budget document is included in the Appendix.
Budget narratives:
VOCA grants will also ask for what’s called a budget justification or budget narrative. This may be
separate from the actual budget. It is a written document that describes each of the budget lines and how
you arrived at those costs. For example, for the travel line, you would explain which trips are included in
the project. For the furniture and equipment line, you can explain what items you are buying and how
much each of them will cost.
Meeting Match Requirements
VOCA requires you to include a 20% non-federal match of the total project cost in your project budget.
That means if you need $100,000 from VOCA, this must be 80% or less of your total project budget
($125,000). The other $25,000 can come from other funding or the in-kind value of donated time and
goods.
The important thing is to keep documentation of each matching item. In your budget narrative, you will
need to explain each matching item. See the sample VOCA Application Budget in the Appendix for a
detailed explanation.
Remember, there is no match requirement for federally recognized American Indian or Alaskan Native Tribes, or
projects that operate on tribal lands and U.S. Territories (except for Puerto Rico).
MATCHING FUNDS
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ACTION GUIDE
Examples of in-kind matching items:
If your VOCA project includes any of the items below, but you are getting
them donated instead of buying them with VOCA funds, the donated value
can be counted towards the match. For clarity, a donated item can be an
item donated from another program within your organization, or paid for
with non-federal funds instead of VOCA funds.
Quick tips on determining the value of donated items:
f
If the items are donated during the grant period, count the full value
of the donated item.
f
If the items were purchased or donated prior to the grant period,
count their current value, not the original price paid.
Donated equipment: telephones, printers, computers used for the
program.
Example: If you purchased a laser printer three years ago for $600 (with
non-federal funds), but a new VOCA-funded staff person will use it 50% of the
time, you can estimate the current value of the printer ($300 for example)
and count 50% of that (or $150) as a VOCA in-kind match.
Donated office supplies and furniture: Paper, staplers, notepads, chairs,
tables, desks etc. Anything directly needed and used for the program.
Example: If you have a staff person that handles victim compensation claims,
and another staff person that assists with emergency food services, and both
share a donated desk (50% each), then 50% of the value of the desk and
chair can be used as a VOCA in-kind match.
Donated printing and materials: classroom or workshop materials,
information guides, pamphlets etc., and the costs to print those materials,
if you are not using VOCA funds to pay for them.
Donated space: If you use a free room in a church or community center
to hold a group therapy or counseling session, for example, then the value
of that room can count towards the match as many times as you use it.
The value of the space may not exceed the fair rental value of comparable
space as established by an independent appraisal of comparable space
and facilities in privately-owned buildings in the same area. For more info
on determining fair rental value, go to www.huduser.gov.
MATCHING FUNDS
Tips:
Think outside of the
box. Many of the
materials, supplies,
space, and volunteers
you use in other
programs may
directly serve clients
within your victim
services program,
too. If they are
already paid for with
other sources, they
count to the match.
The requirements
vary by state. Due to
the increase in VOCA
funds and the need
to provide resources
to underserved
crime survivors,
some states are
offering funding to
new initiatives and
programs without the
match requirements.
Check with your state
VOCA Administrator.
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ACTION GUIDE
Volunteers: Since volunteers are an eligibility requirement for VOCA, the time spent by volunteers who
are providing direct victim services as part of the VOCA project can be used as a matching item.
There are two ways you can determine volunteer time:
1. Using the Independent Sector Rate (http://www.independentsector.org/volunteer_time): The 2015
estimated value of volunteer time is $23.56 per hour according to Independent Sector, a coalition of
charities, foundations, corporations and individuals that publishes research on the nonprofit sector. If
you have “non-professional” volunteers, you can use this rate to calculate volunteer time.
Example: Your organization has two volunteers who each contribute 20 hours per month to assist victims of
crime. You can include an in-kind match of $11,308.80.
2 volunteers x 240 hours each =480 annual volunteer hours @$23.56/hour= $11,308.80
2. Professional Volunteer Time: The “salary” rate you use to calculate volunteer time must be consistent
with rates paid for similar professional work in the labor market in which the project operates (within
victim services) or the current minimum wage.
Example: A volunteer licensed clinical therapist volunteers 10 hours per week every week for a year to
counsel crime survivors within your VOCA project. If you would normally pay a therapist $40/hour to do that
job, then the value of that volunteer’s time is $20,800 ($40/hour x 10 hours x 52 weeks). That full $20,800
counts towards your in-kind match.
Contributed services: Monetary value of time contributed by professionals and technical personnel and
other skilled and unskilled labor, if the services they provide are an integral and necessary part of the
funded victim services program.
Example: You have partnered with another non-profit organization that has a licensed therapist on staff. This
therapist provides group therapy to crime survivors within your program as part of their community-based
work. They are paid by the organization to do this work. Because they are contributing their services at no cost
to your organization, this is can be calculated as a match.
MATCHING FUNDS
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ACTION GUIDE
Examples of purchased matching items:
In addition to in-kind donations, if you pay for any of the above items with
non-VOCA funds, those costs can count toward the match. Let’s see how
this works using a few examples from above:
Example 1 - Rent: If you have other sources of income to pay your rent, then
the portion of your rent that is used to provide new VOCA-funded services
can be considered part of the match. Let’s say you pay $100/month for rent
or $1,200 for the year. But you already pay that rent with other funds, so you
don’t need VOCA funds to pay for any of your rent. Now let’s say that your
new VOCA-funded staff positions will use 50% of your space, so 50% of your
rent is allowable under VOCA. That means $600 counts towards your match.
Example 2 - Furniture: Remember that desk that was shared 50/50 between
the VOCA-funded staff person and the emergency food services staffer? Let’s
say instead of getting the desk donated, you need to buy it. The funds for your
emergency food services program can pay for the whole desk instead of just
half of it. The half of the desk’s cost that was allowable under VOCA becomes
part of your in-kind match.
Examples of income matches:
In addition to donated or purchased items, you can try to raise cash for
your victim services program. Some examples include:
Grants: Any non-federal awarded grants (such as a United Way or private
foundation grant) that will be used to fund a part of the victim services
described in your application, no matter the amount. A combination
of small grants can potentially add up to that 20%. Special exception:
Federal Community Development Block Grants can be used as a source of
matching funds.
Individual Donations: Do community members make donations to support
your work? Make sure you are tracking who gave, the amount, when, and
for what purpose. If you can use any of those donations to cover part of
your victim services project, then they count for the match.
Earned income: Do you sell t-shirts or any other items or materials to
generate income? Do you have a fee-for-service for some programs (not
victim services) where a portion of proceeds can go towards funding the
victim services program? Any income generated by the VOCA funded
project needs to be approved In advance by the State VOCA agency and is
subject to special requirements.
All of these can be counted as a match.
Check with your state before you prepare your budget. Some states may
request OVC to waive some or the entire match requirement.
MATCHING FUNDS
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ACTION GUIDE
How to show the match in the budget:
Each state’s budget form is a little different, but most of them will be a
variation of this basic idea. Here is a simplified version with just a few line
items to show what it looks like.
Item VOCA
request
Match Total
Victim Advocates - 100% of
time
$50,000 $5,000 $55,000
Executive Director - 10% of
time
$7,000 $7,000
Administrative Victim Services $5,850 $5,850
Phones $400 $400
Rent $2,000 $2,000
TOTAL $57,000 $14,250 $70,250
In this example, your total VOCA request is $57,000. That means you also
need $14,250 in matching funds, or 20%. In the example, you have $5,000
worth of volunteer victim advocates, $5,850 worth of administrative
volunteers who will provide allowable VOCA record keeping services, and
you can pay for the VOCA advocate’s portion of your phones and rent with
non-federal funds. That adds up to $14,250.
A more detailed example is included in the Appendix.
Special Note for New Programs
While not part of the budgeting, you may remember from the eligibility
requirements that you must have provided direct services to crime victims
for at least one year, or provide evidence that your organization has
strong, sustainable support from the community. If you can’t, then you
must demonstrate 25-50% financial support from non-VOCA sources.
This is different than the 20% match required for all grant applicants,
but it can include more than just the VOCA-funded project. The exact
percentage between 25% and 50% will be set by your state.
MATCHING FUNDS
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ACTION GUIDE
How can I show that I have a strong, sustainable program in my
community?
You may be able to avoid demonstrating the non-VOCA source support in
your budget if you provide evidence that you have community support.
This can include:
f
Letters of support from other community organizations, churches
or criminal justice agencies (law enforcement, prosecutor’s office,
district attorney’s office, coalitions, etc.)
f
News clippings documenting your work in the community
Build a relationship with your state’s VOCA Administrator. This is critically
important especially given the amount of discretion administrators retain
at the state level in the absence of more specific guidelines from the
federal office on what types of documentation can or should be accepted.
The administrator can make case-by-case decisions.
If the administrator is familiar with your organization and track record
in the community, he or she can determine that you have a record of
providing effective services so you wouldn’t be subject to the higher
financial threshold.
If you do need to show higher financial support:
If you simply cannot do any of the above or the VOCA Administrator does
not accept it, you will have to show 25% non-VOCA sources within your
agency’s victim assistance budget. All of the above cash matching items
and income sources can count towards this threshold.
Talk to your VOCA administrator about which parts of your organization
can count towards the 25% financial support requirement. If you can
include your full organization, the requirement will be easier to meet.
Example: Let’s say your organization provides emergency food services to
victims and you want to add a grief support component with new VOCA funds.
Your organization’s total food services program costs $20,000, and the new
grief support portion would cost another $10,000. Your total budget would be
$30,000 with the new VOCA project ($20,000 for the food program + $10,000
for the VOCA program). If food service is already funded with non-VOCA
sources, you already meet the requirement! Why? Because that $20,000 in
income for the food program is more than half of your total budget of $30,000.
MATCHING FUNDS
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ACTION GUIDE
After all of your hard work, here you are. You’ve got the grant.
Congratulations!
What do you need to do to maintain this wonderful funding that will
enhance your work?
There are three key components to successfully managing your VOCA
grant: track and measure your progress, manage your finances, and
maintain compliance. (These are also great activities for any successful
organization, VOCA-funded or not.) Implementing these measures before
you get the grant will make the transition much easier, and will also make
it easier to raise money from other funders and sustain your program in
the future.
1. Track and Measure Your Progress
Client tracking:
VOCA wants to know that the funding they gave you is accomplishing
something. You will need to track data to show them “how well” you are
doing – whom you are serving, how, how often, and how effectively. To
that end, VOCA established performance measures to assess your work.
Some states also have free software to help you track the information.
Number of crime survivors/victims’ families you are serving: you must
keep track of every person and/or family served by date and activity.
For example, if you provided victim compensation assistance to a crime
survivor, and also enrolled the survivor in a group therapy session, you
need to document both services and track the attendance of the crime
survivor at each group therapy session.
This can be a bit tricky. You cannot duplicate clients in your count. So if
So You’ve Got the VOCA
Grant. Yay! Now What?
TRACKING PROGRESS
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ACTION GUIDE
a client received three separate services, you can only count the client
once in your total quarterly client count, but you can separately track how
many times you offered a specific service. The actual number of services
provided may be significantly higher than the number of crime survivors
served, if people are receiving multiple services.
Remember, VOCA only funds victim services. So if some of your clients are
not crime survivors, you wouldn’t include them in your reporting to VOCA,
even if they are receiving the same types of services.
Number of new clients served for the first time during the quarterly
reporting period: VOCA wants to know not only the number of clients, but
how well your program is accessible to the larger community.
Civil Rights/Demographic statistics: VOCA requires tracking of these
demographics for each crime survivor served during the reporting period:
Race, national origin, age, sex, disability
Types of victimization: document each victimization type. If one person
has experienced multiple victimizations (sexual assault and homicide of a
family member for example), include all of the types in your tracking.
Types of services: document each service that you provide to each crime
survivor. For example, if you have one client that received crisis counseling,
assistance with filing a compensation claim, and they participated in a bi-
weekly support group, you must track each service provided.
Other Special Classification: This includes other specific populations
in which you work, such as deaf/hard of hearing, homeless, LGBTQ,
immigrants, etc.
Keeping this
information in a
consistent manner
across all personnel
and across many
service types can
be challenging. You
may need ongoing
training of staff and
volunteers to make
sure it’s done right
every time.
TRACKING PROGRESS
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How to track this?
Create or edit an existing intake form that captures all of the information
you will need about each client. Keep each client’s form in a different
client file and make sure the information is protected (for example in a
locked drawer).
Client Database: If you already have a client database for your
organization, add custom fields that will reflect the VOCA performance
measures listed above.
What if I don’t have a database? No worries. There are many low-cost
client databases that may help you manage client activities. Look into your
options. Two commonly used options are Salesforce and Apricot.
If a database is not affordable right now, you can create an excel
spreadsheet that will help you track each item. The spreadsheet could
include a tab for each performance measure, with columns that will tally
services provided, demographics, types of victimization, etc. You can enter
the data from your client intake forms on a regular basis.
A sample client tracking spreadsheet is included in the Appendix.
Volunteer and/or Staff Tracking:
For every volunteer and/or staff position funded under VOCA, you must
keep accurate records of all job descriptions, hiring documents, and
attendance records. For volunteers, if you are utilizing their mileage
as matching funds or incorporating it into the VOCA budget, you must
maintain accurate records for that also. Set up a file for each staff
member and volunteer so you can house copies of these documents in one
place for each person.
A sample attendance sheet is included in the Appendix.
TRACKING PROGRESS
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2. Manage Your Finances
You will absolutely need to track every VOCA grant dollar and all matching funds once you are awarded
a grant. These records will be used by VOCA Administrators to justify and balance your budget and
expenses.
There are many ways to track your expenses.
Quickbooks:
This is the most popular accounting software for easily tracking and streamlining your expenses. If you
already have and use this, that’s great. If you are using Quickbooks but not tracking expenses against
different funding sources, there are many ways to set this up. One common way is to use Customers and
Jobs. Create a Customer called “VOCA” and a job with the year of the grant, such as 2016. Every time you
enter an expense that VOCA pays for, add the VOCA:2016 job to the expense line (there’s a field for this in
Quickbooks).
If you don’t have Quickbooks, that’s ok! There are many ways you can track your expenses.
For example, create a simple Microsoft Excel Spreadsheet:
Create a spreadsheet that shows your VOCA budget, including every line item and amount. Then create
another column where you’ll enter actual expenses.
Create a second spreadsheet with all of the matching funds you plan to track. The spreadsheet should
include the item you are tracking, the date, the calculation for tracking (ex. tracking staff mileage in cents
per mile), and actual value.
TRACKING FINANCES
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Tip: You can use the budget worksheet you’ve already created in your
application and add columns that will track actual expenses against your
budget.
A sample budget tracking sheet is included in the Appendix.
3. Maintain Compliance
Part of grants management will involve complying with federal laws and
regulations. You must keep the following compliance documents on file
and up to date:
f
Confidentiality Agreement
f
Conflict of Interest Agreement
f
Document regarding compliance with federal equal employment
opportunity guidelines
If you don’t have these readily available, see the sample versions in the
Appendix. Alter to fit your organization’s needs.
MAINTAIN COMPLIANCE
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ACTION GUIDE
REQUIREMENT Yes No Not
sure
If yes If no, what changes need to be
made?
ORGANIZATION TYPE
Are you a public or non-profit
organization?
VOCA eligible You’re not currently eligible. Consider
collaborating with another applying
organization or becoming a nonprofit.
Are you one of the following?
a. Victim services organization
b. Faith-based organization
c. Child advocacy center
d. Hospital/emergency medical facility
e. Legal assistance organization
f. Mental health service organizations
(note in-patient treatment facilities are
NOT eligible)
g. State/local child and adult protective
services
h. Housing authority with components
specifically trained to serve crime
victims
i. Other community-based organization
that provides services to crime victims
VOCA eligible.
Note if you are
not solely a
victim services
organization, you
can only receive
VOCA funds for
the parts of your
work that deliver
direct services to
crime victims.
If you are a different kind of
organization that provides direct
services for crime victims, your
program is new, or you are unsure of
the type of organization, you may still
be eligible for VOCA funds. Contact
EJUSA with questions.
COMMUNITY ENGAGEMENT
Do you do any of the following activities to
promote community efforts to aid crime
victims?
a. Host forums or panels to increase
awareness
b. Serve on commissions, taskforces,
coalitions, or working groups that
promote efforts to aid crime victims
c. Have written agreements or MOUs
with other organizations to more
comprehensively aid crime victims
VOCA eligible Join a local coalition or develop
relationship with another victim
service provider to demonstrate
coordination in your community
Use this self-assessment tool to see if your organization meets the criteria to be eligible for VOCA
funding, and if your organization has the systems in place needed to manage a VOCA grant if you
receive one. At the end of the chart, you’ll find a worksheet to help you create an action plan for any
changes needed to be VOCA eligible and VOCA ready.
Step 1: VOCA Eligibility (these requirements must be in place for you to apply for VOCA)
Are you ready for VOCA?
Self-Assessment Worksheet
SELF-ASSESSMENT WORKSHEET
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ACTION GUIDE
REQUIREMENT Yes No Not
sure
If yes If no, what changes need to be
made?
FUNDRAISING
Do you have other non-federal monetary
or in-kind sources of income that you can
use or raise to cover the required 20%
match for your VOCA project?
VOCA eligible Create a plan to identify/secure these
sources. Can include cash and/or
donated goods or services.
Inability to meet the match may not
necessarily exclude you from VOCA.
Check with your state.
Are you registered with www.sam.gov, and
do you have a DUNS number?
VOCA Eligible Register at www.sam.gov at least
45 days before submitting a funding
application. You’ll need a DUNS
number, which you can apply for at
https://fedgov.dnb.com/webform
VICTIM SERVICES PROGRAM
Do you provide any of the following
victims’ services?
a. Crisis intervention
b. Accompaniment to hospitals for
medical examinations
c. Hotline counseling
d. Emergency food, clothing, transport,
and shelter
e. Emergency safety measures (boarding
up broken windows, repairing/replacing
broken locks, etc.)
f. Emergency legal assistance such as
filing restraining orders or obtaining
emergency custody/visitation rights in
family violence cases
g. Other emergency services intended to
restore a victim’s sense of security
h. Mental health counseling
i. Group treatment and/or therapy
j. Accompaniment, transportation, or
child care so victims can attend court
proceedings
k. Notification of court dates
l. Assistance with victim impact
statements
m. Forensic exams for sexual assault
victims when they can’t be covered by
other funding sources
n. Helping recover property held as
evidence
o. Acting on behalf of the victim to
manage practical problems created
by the victimization with service
providers, creditors, or employers
p. Helping victims apply for public
assistance
q. Locating external resources to help
victims with relocation expenses (but
not providing those expenses directly)
VOCA eligible If you perform other kinds of direct
services for crime victims, these may
still be eligible for VOCA funds. Call
the VOCA office in your state to find
out.
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ACTION GUIDE
REQUIREMENT Yes No Not
sure
If yes If no, what changes need to be
made?
Do you have a record / history of
providing services to crime victims and
their families?
VOCA eligible Demonstrate a history of providing
effective services or show that 25-
50% of your funding comes from
non-VOCA sources (exact percentage
varies by state).
Do you utilize volunteers to assist with
victim services?
VOCA eligible Create opportunities and recruit
volunteers
Do you help crime victims apply for
compensation benefits (i.e. notifying
victims about compensation, helping
them with forms and documentation, or
checking on claim status)?
VOCA eligible Learn about the compensation
process in your state so you can
incorporate this into your program.
Do you provide victim services free of
charge?
VOCA eligible Eliminate fees for services funded
by VOCA or discuss the need for
program income with your state VOCA
Administrator.
Do you, or will you provide services to
victims of federal crimes on same basis as
local/state victims?
VOCA eligible Required. Create a written policy
that indicates you will provide such
services equally to victims of federal,
state, and local crimes.
If you are a faith-based organization, do
you ensure that services are offered to all
victims regardless of religious affiliation
and without requiring participation in any
religious activity or event?
VOCA eligible
(ensure a written
policy is in place
before applying)
Write and implement a policy that
VOCA-funded services will be
provided without regard to religious
affiliation and are not contingent on
participation in religious activities.
SELF-ASSESSMENT WORKSHEET
Step 2: VOCA Readiness (these systems must be in place for you to successfully track and report on your
VOCA grant and to maintain eligibility for future funding)
REQUIREMENT Yes No Not
sure
If yes If no, what changes need to be
made?
FINANCES
Do you have an operating budget? VOCA Ready Create budget
Do you audit your financials at the end of
the fiscal year?
VOCA Ready If your revenues are more than a
certain amount (varies by state), you
will need to hire an auditor.
Do you track your income and expenses
through Quickbooks, Excel or any other
method?
VOCA Ready Set up a system for tracking income
and expenses.
Do you document all of your expenses? VOCA Ready Set up a system for keeping receipts
and approvals on file for every
expense.
Do you track all of your income and
expenses against specific funding
sources?
VOCA Ready Keep documentation of income
(grant letters, check copies for large
donations, etc.) and set up your
financial tracking system to charge
each expense to a specific income
source.
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ACTION GUIDE
SELF-ASSESSMENT WORKSHEET
What is my state’s VOCA application deadline? __________
(Go to your state’s VOCA website to find your deadline. This will help you determine the timeline you need to
fill out your action plan on the next page. Find your state’s VOCA website at http://www.ovc.gov/map.html)
REQUIREMENT Yes No Not
sure
If yes If no, what changes need to be
made?
RECORD KEEPING
Do you keep files for each of your clients? VOCA Ready Develop client files for any crime
victims who will participate in the
VOCA-funded project.
Do you track statistics/demographics on
crime victims served (by race, national
origin, sex, age, and disability)?
VOCA Ready Begin collecting data on victims
served, in compliance w/ federal civil
rights data requirements
Do you keep copies of all vendor contracts
on file?
VOCA Ready Keep contracts on file for all services
providers who will be delivering VOCA-
funded services
Do you have job descriptions on file for all
your staff and/or volunteer positions?
VOCA Ready Create job descriptions for all victim
services staff and/or volunteers
Do you keep daily time and attendance
records and track activities for staff?
VOCA Ready Create timesheets for staff to
document the time spend on VOCA
activities
Do you keep daily time and attendance
records and track activities for
volunteers?
VOCA Ready Create timesheets for volunteers to
document the time spent on VOCA
activities. This will also allow you to
count your volunteer hours towards
your match requirement.
Do you have a confidentiality policy? VOCA Ready Create and implement a policy to
ensure client-counselor confidentiality,
as required by state and federal law.
Do you have a conflict of interest policy? VOCA Ready Create a policy.
Do you comply with federal laws regarding
equal employment opportunity?
VOCA Ready Create a policy for equal employment
opportunity.
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ACTION GUIDE
Step 3: Action plan
For every item where you checked “No,” circle the to-do item in the last column and transfer those items
to the chart below. On the left hand side, fill in the to-do item from the chart above, and on the right hand
side, determine the specifics about who, when, and how you will get it done. Feel free to add as many
rows as you need.
SPECIFIC TO DO ITEM DETAILS OF STEPS WE NEED TO
TAKE TO MAKE THIS HAPPEN
WHO WILL
DO IT?
BY WHEN?
SELF-ASSESSMENT WORKSHEET
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Connect With EJUSA
Or sign up, spread the word, and learn more about how you
can join EJUSA to transform our justice system.
ejusa.org
ejusa.org/signup
facebook.com/EqualJusticeUSA
twitter.com/EJUSA
We hope this toolkit has been helpful in explaining VOCA,
the process of eligibility, how to apply, and how to manage
the funds.
Do you have other questions? Do you want to keep in touch
or learn more about what EJUSA is up to? We’d love to hear
from you and welcome you to the EJUSA community.
Thank you for everything you do to expand resources for
crime survivors in your community.
Send your VOCA-related questions to:
Latrina Kelly-James
Grassroots Capacity Building Specialist
✆
latrinakj@ejusa.org
718 801 8940
You can download this toolkit and sample
worksheets at ejusa.org/voca/toolkit
CONNECT WITH EJUSA
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ACTION GUIDE
Appendix: Sample Materials and
Resources
1. Sample VOCA RFP Announcement 40
2. Sample VOCA Application Budget 44
3. Sample Organizational Budget 45
4. Budget and Matching Funds Worksheet 46
5. Client Tracking Spreadsheet 47
6. Sample Attendance/Timesheet 48
7. Confidentiality Agreement 49
8. Sample Release Authorization Form 50
9. Conflict of Interest Policy 53
10. Equal Employment Opportunity Policy 55
11. Helpful Links and Acronyms 56
APPENDIX
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ACTION GUIDE
Sample VOCA RFP Announcement
Here is an example of the VOCA Request for Proposals from New Jersey. Every state’s RFP will be
different, but this will give you an idea of what they look like.
a) Name of the Program: New Jersey Victim Assistance Grant (VAG) Program. is program is supported by
the Federal Victims of Crime Act (VOCA) Victim Assistance Grant Program.
b) Purpose: e purpose of the NJ VAG program is to support the delivery of services to crime victims. Services
are dened as those eorts that: respond to the emotional and physical needs of crime victims; assist crime victims
stabilize their lives; assist crime victims understand and participate in the criminal justice system; provide crime
victims with a measure of safety and security; and provide specialized services to domestic violence and/or sexual
assault victims. Types of projects that may be considered for funding include, but are not limited to:
1. Crisis intervention, 24-hour hotlines, emergency shelter, transportation, food and clothing, or other services
that respond to the immediate emotional and physical needs of crime victims.
2. Emergency legal assistance, such as ling restraining orders and obtaining emergency custody/visitation rights,
when such actions are directly connected to family violence cases and would help in maintaining the health and
safety of crime victims.
3. Information, referral, and community education programs.
4. Services and activities that assist crime victims stabilize their lives and understand the dynamics of their
victimization through the use of support groups, individual and group counseling session, and therapy by a
qualied professional mental health provider.
5. Criminal justice system assistance, including accompaniment to court, transportation to court dates, and child
care during a crime victim’s court attendance.
6. Planning, development, and implementation of new projects or initiatives for underserved populations.
7. Special consideration will be given to the following underserved victims and service areas:
a. Underserved Victims: developmentally disabled victims, elderly victims, urban and rural youth, military
service members and PTSD suerers, non-English speaking victims, minority victims, and LGBT victims.
b. Service Areas: housing, transportation, legal services, long term counseling and mental health services,
bilingual/multicultural services, and child-victims’ services.
SAMPLE VOCA RFP ANNOUNCEMENT
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i. ADA Compliance: Complying with the requirements of the Americans with Disabilities Act of 1990,
Pub. L. No. 101-336, 104 Stat. 328 (1990) and the ADA Amendments Act of 2008 (“ADAAA”) Pub. L.
No. 101-325, 122 Stat. 3553 (2008) to ensure victims with developmental stabilities have equal access to
critical services.
c) Available Funding: Pending the ocial Federal VOCA award to the Division of Criminal Justice, it is
anticipated that approximately $54 million will be available to support this program, a signicant increase from
last year’s allocation of approximately $12 million. Funds will be awarded on a competitive basis. Awards will be
made based on the quality of the application submitted and the pending availability of Federal funding. Funding
decisions will be made to ensure the broadest and deepest level of service coverage practicable, taking into account
the type of services to be delivered, the types of victims to be served, and the geographic distribution of the project.
Applicants may apply for a maximum of $150,000 per project for a 12-month grant period. e project period will
be from January 1, 2016 until December 31, 2016. Only one application per project will be accepted. Continuation
funding may be available for one (1) additional year, contingent upon the availability of Federal funding and the
subgrantee’s compliance with grant conditions and performance of its goals and objectives. A 20 percent match,
cash or in-kind, is required by all applicants. For example, a $150,000 award requires a $37,500 match for a total
grant award of $187,500.
Please note that if you are unable to fulll the match requirement, the Federal Oce for Victims of Crime
(OVC) may grant a full or partial waiver on a case-by- case basis. A match waiver form will be included in the
application package.
Please also note that your inability to meet the full match amount will not negatively bear upon the strength of
your grant application.
d) Organizations which may apply for funding under this program: Private, nonprot organizations
and public agencies that provide crime victim services are eligible to apply. Public agencies must provide services
to crime victims and cannot be part of a law enforcement agency or a prosecutor’s oce. Private, nonprot
organizations must be organized under Title 15A of the New Jersey Revised Statutes or be qualied for a nonprot
tax exemption under the Internal Revenue Code 26 U.S.C. Section 501(c)(3).
Preference will be given to victim assistance agencies that have longstanding and proven track records of
service to their communities. Additionally, agencies that pursue projects tailored to serve underserved
populations and/or promote innovative projects new in the state of New Jersey will be given preference.
e) Qualifications needed by an applicant to be considered for funding: Applicants must be in good
standing with all State and Federal agencies with which they have had an existing grant or contractual relationship.
Where appropriate, all applicants must hold current professional and State licenses and certications.
Charitable organizations and professional fund raisers based, operating, or soliciting within New Jersey must
SAMPLE VOCA RFP ANNOUNCEMENT
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ACTION GUIDE
register with the Division of Consumer Aairs Charities Registration Section, unless specically exempted under
the provisions of the Charitable Registration and Investigation Act, N.J.S.A. 45:17A-18 et seq. Proof of charity
registration compliance or proof of exemption shall be submitted to the State Oce of Victim Witness Advocacy
with the organization’s application.
e Federal Funding Accountability and Transparency Act (FFATA) of 2006 requires a Data Universal
Numbering System (DUNS) number and registration with the System for Award Management (SAM), formerly
the Central Contractor Registration (CCR), as unique identiers for each entity receiving a Federal award or
subaward. Applications without a completed FFATA Form, including a current DUNS number(s) and SAM
registration, will be considered incomplete.
To be considered for funding, an eligible applicant must le a completed application, in accordance with the
requirements of the program, by the submission deadline. e following scored components must be included in
the application:
a. Agency Background, Mission, Experience, and Capability. 10 points
Please describe in detail the agency’s mission, background and experience as it relates to the purpose and
objectives of the proposed project. Explain the agency’s knowledge and capability to carry out the project based
on demonstrated experience in providing victim services to the target population. Public agencies must cite
their statutory and/or local governing authority.
b. Problem Statement/Needs Assessment. 15 points
Please identify the specic problem(s), target population, and geographic area that the proposed project will
address. Describe the needs and characteristics of the target population; local needs and conditions; describe
existing services and identify gaps and/or barriers in services. Include current statistics and relevant facts to
substantiate the need and selection of the proposed project.
c. Project Description, including Goals, Objectives, and Work Plan (Action Strategy). 30 points
Please specify clear, realistic goals for the proposed project. Identify objectives that are concise, measurable and
clearly relate to the goals, problem statement/needs assessment, and target population. Measurable objectives
shall include, but are not be limited to, the level of service to be provided. Describe in detail the project’s
approach or strategy for attaining each objective. Include a project work plan that species each objective along
with the major activities, responsible sta and feasible time frames for each objective and activity.
Please note that OVC and the State Oce for Victim Witness Advocacy (SOVWA) will place a strong
emphasis on the use of evidence-based programs and practices and the use of data and evidence in
policymaking and program development. Agencies that strive to improve the quantity and quality of evidence
and integrate that evidence into program, practice, and policy decisions will be looked upon more favorably
than those agencies that do not employ evidence-based practices.
SAMPLE VOCA RFP ANNOUNCEMENT
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ACTION GUIDE
d. Partnership, Collaboration, and Coordination of and Linkages to Services. 10 points
Partnerships, collaboration and/or coordination of services are strongly encouraged for all projects. Describe the
agency’s partnership and/or coalition building strategy and use of volunteers. Applications for projects which
require coordination of services among two or more agencies must contain a signed aliation agreement. An
aliation agreement must dene roles, responsibilities, referral mechanisms, collaboration, and coordination
eorts necessary for successful implementation of the project and must be signed by all aliating agencies.
At least three letters of support for the specic project are required to be submitted with the application; and
applicants are encouraged to have one letter of support from the County Prosecutor’s Oce of Victim Witness
Advocacy.
e. Project Management and Sta. 10 points
Please identify all project management and sta. Describe how personnel are uniquely qualied to manage and
implement the project. Provide current resumes along with job descriptions for each position for which grant or
matching funds are. e job description should detail the title and job responsibilities, as well as the education
and experience necessary for the position.
Additionally, state if the position is full-time or part-time and the number of hours and percentage of time
devoted to the project. Indicate if you will use existing sta or if you will recruit new sta for each position
requested in the budget. Public agencies cannot use grant funds to supplant State and Federal funds otherwise
available for crime victim services.
f. Data Collection, Performance Measures, and Evaluation. 10 points
Please list all data that will be collected. Describe the methods that will be used to measure the progress and
impact of the project. (Subgrantees will be required to collect and report specic data relating to their project
to DCJ). Client feedback is strongly encouraged, so if your measurements do not include client feedback, an
explanation must be provided.
Please note that awarded applicants will be required to enter VOCA-required data via quarterly performance
metrics through OVC’s online Performance Measurement Tool (PMT) located at https://www.ovcpmt.org.
g. Budget and Budget Narrative. 15 points
Please provide a detailed narrative justication for both the requested funds requested and match funds
itemized on the Budget Detail Form by Budget Category. Costs must be specic and tied to the project
objectives. Applicants should refer to the Program Guidebook for a description of budget categories, allowable
expenses and match requirements.
SAMPLE VOCA RFP ANNOUNCEMENT
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ACTION GUIDE
Sample VOCA Application Budget
The budget form in your state’s VOCA application may look something like this,
although with more lines and more subtotals. The example entries below give you
an idea of how you might enter some of your expenses in your budget form.
Personnel % of time
spent on
project
% of salary
paid with
VOCA funds
and/or
match
Annual
salary or
hourly
rate
VOCA
funds
Match Project
total
Victim Advocate 100% 100% $40,000 $40,000 $40,000
Victim Advocate 100% 100% $23.07 $23,992 $23,992
etc.
Benefits VOCA
funds
Match Project
Total
FICA @ 7.6% $3,600 $3,600
Health Insurance @ $6,000 annually $6,000 $6,000
Workers Comp @ $500 annually $500 $500
etc.
Purchase of
Services
Name of Provider Services
provided
Unit Cost/
Hourly Rate
Units/
Project
Hours
VOCA
funds
Match Project
Total
Verizon Cell
phone
$75/mo 12 $900 $900
etc.
Travel, Transportation,
Subsistence
Purpose / Location Item (ex #
of miles)
Calc. (ex
$.31 per
Mile)
VOCA
funds
Match Project
Total
Accompany victims to
medical appts
10 miles 3
times per
week
$.31 per
mile
$483.60 $483.60
etc.
List each
benet and
total. In
the budget
narrative, list
the benets by
each individual
staff position.
Paid staff
Volunteer
}
In this example,
your new victim
advocate’s cell
phone is paid
for by another
donor, so it
counts towards
the match.
SAMPLE VOCA APPLICATION BUDGET
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ACTION GUIDE
Current Year
Budget
Current YTD
Actual
Previous Year
Budget
Previous FY
Actuals
REVENUE
Government grants &
contracts
Foundations
Corporations
Religious institutions
United Way, combined federal
& other federated campaigns
Individual contributions
Fundraising events & products
Membership & program income
TOTAL CASH REVENUE
Donated goods
Donated services/volunteers
TOTAL IN-KIND REVENUE
TOTAL REVENUE
EXPENSES
Personnel
Salaries
Director
Victim Advocate
Clerical Support
PERSONNEL TOTALS
Benefits
FICA
Workers Compensation
Insurance
Benefits totals
etc...
TOTAL EXPENSES
Sample Organizational Budget
Download
the complete
excel file at
http://ejusa.org/voca/toolkit
Add and
subtract
lines as you
need to
Compare last
year’s budget
& actuals to
this year’s to
see if your
numbers are
realistic
Use a budget document like this to figure out the budget for your full organization,
including your VOCA-funded project and all your other programs combined, and then
track the actual income and expenses against your projections to see how you’re doing.
SAMPLE ORGANIZATIONAL BUDGET
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Budget and Matching Funds
Worksheet
Actuals
Projected Oct-
15
Nov-
15
Dec-
15
Jan-
16
etc... Jun-
16
Jul-
16
Aug-
16
Sep-
16
TOTAL
Remain-
ing
Revenue
Donations 3,000 100 0 100 2,900
etc.
Expenses
Salaries
Director 7,000 583 583 1,166 5,834
Victim
advocate
Volunteer
Victim
Advocate
10,000 1000 200 1,200 8,800
etc
TOTAL 20,000 1,683 783 2,466 17,534
Download the complete excel file at
http://ejusa.org/voca/toolkit
One
column for
each month
This worksheet lets you track how you are doing each month against your budget and your match. Create
a separate sheet for your full budget and another one for your match. Fill in the amount you budgeted
for each category, and then each month fill in the actual amount for that month. The last column will
calculate how much you have left to spend, or how much matching you have left to raise for the year.
Let’s say you need
$20k in match funds.
You projected you’d
get $3,000 in regular
donations, you’re
director’s supervision
time would be donated
by your org, and you’d
have $10k worth of
volunteer hours
Each month,
enter the
real amount
of donations
you got in,
and the
amount your
director and
volunteers
worked.
This column
tells you that
after your rst
two months,
you need
$2,900 more in
donations and
$8,800 more
in volunteer
hours.
}
BUDGET AND MATCHING FUNDS WORKSHEET
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Sample Client Tracking Spreadsheet
Client
Name
Date of
Svc
Type of
victim-
ization
Speicial
Classifi-
cations
Services
Provided
Assisted
w/Victim
Compen-
sation
Y/N
Race/
Ethniciy
Gen-
der
Iden-
tity
Age Internal
Program
Assign-
ment
Re-
ferred
Y/N
Addl
Notes
Barbara
Smith
10/15/16 Robbery Therapy N Black F 25
Juan
Thomas
10/15/16 Robbery Home-
less
Shelter/
Housing
Y Black M 35
Michael
Barnes
10/25/16 Shooting Crisis
Counsel-
ing
Y Black M 24
Chris
Garcia
10/25/16 Survi-
vor of
Homicide
Victim(s)
Group
therapy
N Latino M 27 Broth-
er was
mur-
dered
etc
Download the complete excel file at
http://ejusa.org/voca/toolkit
SAMPLE CLIENT TRACKING SPREADSHEET
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Sample Attendance/Timesheet
Agency Name - Timesheet
Name:
5/25/14 - 6/5/14
Date Day Description VOCA Hours Total Hours
5/25/2015 Monday assited 4 clients with victim compensation 6 8
5/26/2015 Tuesday Led group therapy session 5 8
5/27/2015 Wednesday 8 8
5/28/2015 Thursday 8 8
5/29/2015 Friday 8 8
6/1/2015 Monday 8 8
6/2/2015 Tuesday 10 10
6/3/2015 Wednesday 7 7
6/4/2015 Thursday 7 7
6/5/2015 Friday 8 8
Total 75 80
Bi-weekly
Earnings
Salaried rate of pay for 5/25/14-6/5/14
@$15 per hour
$1,125 $1,200
Signature: ____________________________ Date: ________
Approval: _____________________________ Date: ________
Download the
complete excel
file at
http://ejusa.org/voca/toolkit
SAMPLE ATTENDANCE/TIMESHEET
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Confidentiality Policy for Employees, Volunteers and Board Members of
[Organization Name]
Respecting the privacy of our clients, donors, members, sta, volunteers and of the [Organization Name] itself is a
basic value of [Organization Name]. Personal and nancial information is condential and should not be disclosed
or discussed with anyone without permission or authorization from the [executive director]. Care shall also be
taken to ensure that unauthorized individuals do not overhear any discussion of condential information and that
documents containing condential information are not left in the open or inadvertently shared.
Employees, volunteers and board members of [Organization Name] may be exposed to information that is
condential and/or privileged and proprietary in nature. It is the policy of [Organization Name] that such
information must be kept condential both during and after employment or volunteer service. Sta and volunteers,
including board members, are expected to return materials containing privileged or condential information at the
time of separation from employment or expiration of service.
Unauthorized disclosure of condential or privileged information is a serious violation of this policy and will
subject the person(s) who made the unauthorized
disclosure to appropriate discipline, including
removal/dismissal.
I hereby certify that I have read, understand and
agree to the Organization’s policies as described in this
statement, with respect to condential information
and conict of interest, and that the information given
in this statement is complete and accurate to the best of
my knowledge.
_______________________________
Signature
________________
Date
Sample Confidentiality Agreement
Copy and paste this
text or download
the Word file at:
http://ejusa.org/
voca/toolkit
Condentiality Policy for Employees,
Volunteers and Board Members of
[Organization Name]
Respecting the privacy of our clients,
donors, members, sta, volunteers and of the
[Organization Name] itself is a basic value of
[Organization Name]. Personal and nancial
information is condential and should
not be disclosed or discussed with anyone
without permission or authorization from the
[executive director]. Care shall also be taken
to ensure that unauthorized individuals do
not overhear any discussion of condential
information and that documents containing
condential information are not left in the
open or inadvertently shared.
Employees, volunteers and board members
of [Organization Name] may be exposed
to information that is condential and/or
privileged and proprietary in nature. It is
SAMPLE CONFIDENTIALITY AGREEMENT
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ACTION GUIDE
Release and /or Exchange of Information
Authorization
Condentiality Statement:
[Organization Name] provides condential crisis
intervention, advocacy, and support services to adults,
youth, and children who have experienced sexual and/
or domestic violence. [Organization Name] will not
disclose any personally identifying information or
individual information (name, date of birth, social
security number, address, phone number, email, etc.)
collected in connection with services requested, used,
or denied without the client’s permission. Exceptions
may include:
1. When a person is a danger to self or others;
2. When a person discusses the abuse or suspected
abuse of a child, elderly person, or person with a
disability;
3. When the agency is court ordered to release
information.
If court ordered to release information and/or records,
[Organization Name] will use the following guidelines
to protect the safety and privacy of individuals
receiving services:
f
Notify the client(s) aected by the disclosure
f
Discuss possible consequences of the release
f
Discuss client’s wishes regarding authorizing release
f
Seek legal council regarding legal options, such as quashing the subpoena, limited review of records, etc.)
Sample Release Authorization Form
Important elements for a release form include:
f
Summary of agency confidentiality policy
f
Circumstances when information is released
without permission
f
Process for responding to court orders to
release information
f
Purpose of the release
f
Name of client/victim/survivor
f
Information to be released
f
Person and/or Agency to whom information
is to be released
f
Reasonably time-limited length for the
consent to be valid
f
Signature of client/victim/survivor
f
Signature of staff person
f
Date of signature
f
Process for canceling and/or changing the
release.
Release and /or Exchange of
Information Authorization
Condentiality Statement:
[Organization Name] provides
condential crisis intervention, advocacy,
and support services to adults, youth,
and children who have experienced
sexual and/or domestic violence.
[Organization Name] will not disclose
any personally identifying information
or individual information (name, date of
birth, social security number, address,
phone number, email, etc.) collected in
connection with services requested, used,
or denied without the client’s permission.
Exceptions may include:
1.
When a person is a danger to self
or others;
2.
When a person discusses the abuse
Copy and paste this
text or download the
Word file at:
http://ejusa.org/
voca/toolkit
SAMPLE RELEASE AUTHORIZATION FORM
www.ejusa.org
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ACTION GUIDE
If/when a persons wants to give permission to have information communicated (verbally, in writing, or through
other means) with another individual or agency the following information must be completed and signed by the
person receiving services and/or the appropriate guardian (if the information is about a child or other person under
a legal guardian’s care receiving services).
Person Authorizing the Release of Information:_______________________________
Information to Be Released:
Please be specic—for example: acknowledgement that you’re a client at the program, dates of service, number of
children, etc):
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Purpose for Release of Information:
____________________________________________________________________________
____________________________________________________________________________
Person/Agency To Whom the Information Is to Be Released:
___________________________________________________
___________________________________________________
Method of Exchanging Information:
____Verbal ____Written ____Other form of communication
Date this Consent Expires: __________________
I understand I have a right to cancel or change this consent at anytime, but must notify
______________________________ [Organization Name] in writing to cancel or change the release.
SAMPLE RELEASE AUTHORIZATION FORM
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ACTION GUIDE
I have been advised about and understand the following:
1. e specic information that is going to be released;
2. e risks and benets of releasing the condential information;
3. at [Organization Name] and I may not be able to control what happens to the information once it has been
released to __________________________________, and that the agency to whom the information is
released may be required by law or practice to share it with others;
4. at a limited release of information can potentially open up access to others to all of my condential
information held by [Organization Name] ; and
5. e method by which the information will be released (e.g., phone, copied documents sent by mail, e-mail, etc.)
and the risks of such a method of communication.
Signature: __________________________ Date: _________________________
(Person Authorizing the Release)
Advocate Signature: _______________________ Date: ________________________
Revoke/Cancel Consent
I revoke any release of information consent given prior to this date.
Signature: __________________________ Date: _________________________
(Person Authorizing the Release)
Advocate Signature: _______________________ Date: ________________________
Sample Provided by Virginia Sexual and Domestic Violence Action Alliance
SAMPLE RELEASE AUTHORIZATION FORM
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ACTION GUIDE
is Conict of Interest Policy governs the activities of the board and sta of [Name of Organization]. Questions
about the policy should be directed to the [Executive Director] [Chair of the Board] [Compliance Ocer]. It is the
duty of all board members and sta to be aware of this policy, and to identify conicts of interest and situations
that may result in the appearance of a conict and to disclose those situations/conicts/or potential conicts to (i)
the employee’s supervisor (ii) the executive director, (iii) the Chair of the Board or (iv) the Compliance ocer, or
other designated person, as appropriate. is policy provides guidelines for identifying conicts, disclosing conicts
and procedures to be followed to assist [Name of Organization] manage conicts of interest and situations that may
result in the appearance of a conict.
1. What is a conflict of interest? A conict
of interest arises when a board member or sta
member has a personal interest that conicts
with the interests of [Name of Organization]
or arise in situations where a board/sta
member has divided loyalties (also known
as a “duality of interest”). e former can
result in situations that result in inappropriate
nancial gain to persons in authority at [Name
of Organization] which can lead to nancial
penalties and violations of IRS regulations.
Similarly, situations or transactions arising
out of a conict of interest can result in either
inappropriate nancial gain or the appearance of a lack of integrity in [Name of Organization’s] decision-
making process. Both results are damaging to [Name of Organization] and are to be avoided.
f
Example #1: a person in a position of authority over the Organization may benet nancially from a
transaction between the Organization and the board/sta member; or others closely associated with the
board/sta member may be aected nancially. Family members, or their businesses, or other persons
or the businesses of persons with whom the board/sta member is closely associated, could benet from
similar transactions.
f
Example #2: A conict of interest could be a direct or indirect nancial interest such as those described
above, or a personal interest such as the situation where a board member of [Name of Organization] is
also a board member of another nonprot or for-prot entity in the community with which [Name of
Organization] collaborates or conducts business.
Sample Conflict of Interest Policy
Copy and paste this
text or download
the Word file at:
http://ejusa.org/
voca/toolkit
Conict of Interest Policy
is Conict of Interest Policy governs the
activities of the board and sta of [Name of
Organization]. Questions about the policy
should be directed to the [Executive Director]
[Chair of the Board] [Compliance Ocer].
It is the duty of all board members and sta
to be aware of this policy, and to identify
conicts of interest and situations that may
result in the appearance of a conict and to
disclose those situations/conicts/or potential
conicts to (i) the employee’s supervisor (ii)
the executive director, (iii) the Chair of the
Board or (iv) the Compliance ocer, or other
designated person, as appropriate. is policy
provides guidelines for identifying conicts,
disclosing conicts and procedures to be
followed to assist [Name of Organization]
manage conicts of interest and situations
that may result in the appearance of a conict.
1. What is a conict of interest? A conict of
SAMPLE CONFLICT OF INTEREST FORM
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ACTION GUIDE
2. Who might be affected by this policy? Typically persons who are aected by a conict of interest policy
are the Organization’s board members, ocers, and senior sta. In some cases a major donor could also be in
a conict situation. [Name of Org] takes a broad view of conicts and board/sta are urged to think of how a
situation/transaction would appear to outside parties when identifying conicts or possible conicts of interest.
3. Disclosure of Conflicts. Board members and senior sta will annually disclose and promptly update any
disclosures previously made [Board Chair] on an Annual Conict Disclosure Questionnaire form provided by
the Organization that requests them to identify their interests that could give rise to conicts of interest, such
as a list of family members, substantial business or investment holdings, and other transactions or aliations
with businesses and other organizations or those of family members as well as other nonprot organizations.
Board and sta are also urged to disclose conicts as they arise as well as to disclose those situations that are
evolving that may result in a conict of interest. Advance disclosure must occur so that a determination may
be made as to the appropriate plan of action to manage the conict. Sta should disclose to their supervisor/
Executive Director and board members should disclose to the board/Chairperson of the board as soon as they
person with the conict is aware of the conict/potential conict or appearance of a conict exists.
4. Procedures to manage conflicts. For each interest disclosed, the full board, or the Executive Director
or the Chairperson of the board, as appropriate, will determine whether the organization should: (a) take no
action or (b) disclose the situation more broadly and invite discussion/resolution by the full board of what action
to take, or (c) refrain from taking action and otherwise avoid the conict. In most cases the broadest disclosure
possible is advisable so that decision-makers can make informed decisions that are in the best interests of the
organization.
f
When the conict involves a decision-maker, the person with the conict (“interested party”): (i) must fully
disclose the conict to all other decision-makers; (ii) may not be involved in the decision of what action to
take (e.g., may not participate in a vote) but may serve as a resource to provide other decision-makers with
needed information.
f
In some cases the person with the conict may be asked to recuse him/herself from sensitive discussions so
as not to unduly inuence the discussion of the conict.
f
In all cases, decisions involving a conict will be made only by disinterested persons.
f
e fact that a conict was managed and the outcome will be documented in the minutes of board
meetings if the conict was related to a board member, and reported by the Executive Director to the
board/Chair of the board/other appropriate committee of the board (e.g., Audit committee) if the conict
was related to a sta member.
f
e Chair of the board/Executive Director will monitor proposed or ongoing transactions of the organization
(e.g., contracts with vendors and collaborations with third parties) for conicts of interest and disclose them to
the Board and sta, as appropriate, whether discovered before or after the transaction has occurred.
SAMPLE CONFLICT OF INTEREST FORM
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ACTION GUIDE
[Name of Organization]
Equal Employment Opportunity Policy
[Name of Organization] provides equal employment opportunities (EEO) to all employees and applicants for
employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition
to federal law requirements, [Name of Organization] complies with applicable state and local laws governing
nondiscrimination in employment in every location in which the company has facilities. is policy applies to all
terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layo, recall,
transfer, leaves of absence, compensation and training.
[Name of Organization] expressly prohibits any form of workplace harassment based on race, color, religion,
gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or
veteran status. Improper interference with the ability of [Name of Organization]’s employees to perform their job
duties may result in discipline up to and including discharge.
Adopted on [insert date] by the Board of Directors of
[Name of Organization]
Sample Equal Employment
Opportunity Policy
Copy and paste this
text or download
the Word file at:
http://ejusa.org/
voca/toolkit
Equal Employment Opportunity Policy
[Name of Organization] provides equal
employment opportunities (EEO) to all
employees and applicants for employment
without regard to race, color, religion, sex,
national origin, age, disability or genetics.
In addition to federal law requirements,
[Name of Organization] complies with
applicable state and local laws governing
nondiscrimination in employment in every
location in which the company has facilities.
is policy applies to all terms and conditions
of employment, including recruiting,
hiring, placement, promotion, termination,
layo, recall, transfer, leaves of absence,
compensation and training.
[Name of Organization] expressly prohibits
any form of workplace harassment based
on race, color, religion, gender, sexual
orientation, gender identity or expression,
SAMPLE EEO POLICY
www.ejusa.org
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ACTION GUIDE
Helpful Links and Acronyms
Additional Resources
f
Find Your State’s VOCA office and contact information: http://www.navaa.org/statedirectory.html
f
Crime Victimization Glossary: http://ojp.gov/ovc/library/glossary.html
f
System for Award Management: http://www.sam.gov
f
Office of Justice Programs (OJP) Financial Guide: http://ojp.gov/financialguide/DOJ
f
Office of Victims of Crime: http://www.ovc.gov
Useful Federal Acronyms
f
OVC: Office for Victims of Crime
f
OJP: Office of Justice Programs
f
OMB: Office of Management & Budget
f
VOCA: Victims of Crime Act
HELPFUL LINKS AND ACRONYMS
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