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HomeMy WebLinkAboutAccepting Grant AwardCOPS COMMUNITY ORIENTED POLICING SERVICE■ U.E. DEPARTMENT OF JUSTICE ACCEPTING YOUR GRANT AWARD Frequently Asked Questions (Reil. August 2009) HOW DO I ACCEPT THIS AWARD? Accepting your COPS award is a simple and straightforward process. The award document to accept your new grant can be found in the award packet. Other important information about your award can be found online at www.cops.usdoj.gov. You should carefully read all award information prior to signing the award document and accepting your grant. ■ COPS Grant Award Document — To accept your award, this document must be signed by the top law enforcement and government executives or agency executives as indicated on your award document, and then returned to the COPS Office. WHERE CAN I FIND THE SUPPORTING PAPERWORK FOR MY AWARD, SUCH AS THE GRANT OWNER'S MANUAL? For your convenience, we have several supporting documents available online at www.cops.usdoi.gov to. assist you in implementing your grant. These resources include a Grant Owner's Manual, Financial Status Report (SF -269A), "Helpful Hints" Guide for Completing an SF -269A, Change of Information Sheet, COPS --Publication Request Form, and letter regarding federal civil rights laws. WHO MUST SIGN THE AWARD DOCUMENT? The law enforcement and government executives (as indicated on your award document) that have ultimate financial and programmatic authority for the grant must sign the award document. They are generally the highest-ranking officials within your jurisdiction (e.g., Chief of Police, Sheriff, or equivalent for law enforcement executives, and Mayor, City Administrator, or equivalent for government executives). For non -law enforcement agencies (universities, private organizations, etc.), the authorized officials are the programmatic and financial officials who have the ultimate signatory authority to sign contracts on behalf of your organization. Typically, these are the same executives who signed the forms located in your application package. ARE PHOTOCOPIED OR STAMPED SIGNATURES ACCEPTABLE ON THE AWARD DOCUMENT? No. All signatures on the award document must be original. Stamped or photocopied signatures will not be accepted. MAY I RETURN A SIGNED PHOTOCOPY OF THE AWARD DOCUMENT? No. Only a signed, original award document (i.e., the actual document mailed to you by the COPS Office) will be accepted. HOW LONG Do 1 HAVE TO RETURN THE SIGNED AWARD DOCUMENT? Your agency has 90 days from the date listed on the award congratulatory letter to return your signed award document to the COPS Office. Failure to return your signed award document within the 90 -day time frame will result in your inability to access grant funds, and may result in your agency being withdrawn from your COPS grant program. THE GOVERNING BODY IN MY JURISDICTION NEEDS MORE TIME BEFORE GIVING FINAL APPROVAL TO ACCEPT THIS GRANT. WHAT DO I DO? If your agency needs more than 90 days to sign and return the award document, please contact your Grant Program Specialist at 1.800.421.6770 to request an extension of the return period. All time extensions for purposes of returning the award document will be considered on a case-by-case basis. WHERE DO I MAIL THE SIGNED AWARD DOCUMENT? Your signed award document should be mailed to the following address: For the Technology Program, Methamphetamine Initiative, or Safe Schools Initiative (SSI): U.S. Department of Justice, COPS Office ATTN: [Grant Program Name] Control Desk, 9`h Floor 1100 Vermont Ave, NW Washington, DC 20530 (20005 for overnight delivery) For the COPS Hiring Recovery Program (CHRP), Child Sexual Predator Program (CSPP), Tribal Resources Grant Program. (TRGP), or Secure Our Schools (SOS): U.S. Department of Justice, COPS Office ATTN: [Grant Program Name] Control Desk, 8h Floor 1100 Vermont Ave, NW Washington, DC 2053.0 (20005 for overnight delivery) Before you can draw down these grant funds, the COPS Office must receive the signed award documenffrom your agency: To ensure that we receive your signed award in---a--timely manner, we encourage you to submit your signed award by express or overnight delivery service. WHAT IF THE GOVERNMENT AND/OR LAW ENFORCEMENT EXECUTIVE INFORMATION ON THE AWARD DOCUMENT HAS CHANGED? Please review the information on your award document carefully. If a change in information (address, phone number, etc.) has occurred, do not change or correct that information on the award document. Rather, a Change of Information form should be submitted to our office. You may submit a Change of Information online through Account Access at www. cops.usdoj.go_v or you may print a fillable form to submit via fax or mail. Complete the relevant part(s) of that document and submit it to the COPS Office. The COPS Office will then update our records to reflect any changes. If the actual law enforcement or government executive listed on the award document has changed, the new executive in that position should simply sign the award document. Again, do not alter any executive information shown on your award document, even if it needs to be updated. Simply complete a Change of Information form as described above in order to reflect the new executive. WHERE CAN i FIND A LIST OF CONDITIONS THAT APPLY TO MY GRANT? Roginning inn the reverse side of your award dor-,unrunl, yoi, will r►id pooh award's grant terms and conditions. The same conditions can also be found in the Grant Owner's Manual, which is available on online at www.cops.usdQ gov. Please read and familiarize yourself with these conditions. I STILL HAVES ESTIONS ABOUT MY AWARD. WHAT DO I DO? If you still have questions, please feel free to call the COPS Office Response Center at 1.800.421.6770 and ask to speak with your Grant Program Specialist.