The below standard award conditions require additional documentation post-award. Please consult your award conditions, as not all awards will have the following conditions:
- The recipient will coordinate its efforts with other similar OVC-funded programs within the relevant jurisdiction in order to enhance the project and avoid duplication of efforts.
- Submit a signed memo on letterhead about how your OVC-funded program is coordinating or will coordinate with other OVC-funded programs in your community to satisfy this condition. Please consult the grantee map to identify any other OVC human trafficking grantees in your jurisdiction.
- Submit a signed memo on letterhead about how your OVC-funded program is coordinating or will coordinate with other OVC-funded programs in your community to satisfy this condition. Please consult the grantee map to identify any other OVC human trafficking grantees in your jurisdiction.
- Within 90 days of an OVC written request, the recipient must submit for OVC review and approval, the policies, procedures, and rules governing the provision of program services supported with award funding or provided as a match. These documents should include, but are not limited to, those used for program eligibility, intake, working with participants, and program protocols. The recipient further agrees to work with OVC-sponsored technical assistance providers to develop or enhance rules, policies, and procedures that OVC determines are needed to ensure they reflect best practices for serving survivors of human trafficking.
- Submit a copy of your organization’s policies and procedures to your OVC grant manager and appointed technical assistance provider to satisfy this condition. Please discuss this with your OVC grant manager, as award condition language varies across fiscal years.
- Submit a copy of your organization’s policies and procedures to your OVC grant manager and appointed technical assistance provider to satisfy this condition. Please discuss this with your OVC grant manager, as award condition language varies across fiscal years.
- The recipient (and any "subrecipient" at any tier) must have written policies and procedures in place that address how it will maintain the confidentiality of victims' names, addresses, telephone numbers, or any other identifying information, including how this information will be protected when there is information sharing between partners. In addition, the recipient must submit a signed, written certification that data privacy and sharing protocols comport with the confidentiality and privacy rights and obligations of federal law or the grantee jurisdiction's laws, court rules, or rules of professional conduct applicable to the work performed by the recipient. The recipient agrees to provide to OJP all documentation as required for grant monitoring purposes.
- Submit a copy of your organization’s policies and procedures regarding client privacy and confidentiality practices, as well as a signed memo on letterhead certifying that the organization’s data privacy and sharing protocols comport with the confidentiality and privacy rights and obligations of federal law or the grantee jurisdiction’s laws, court rules, or rules of professional conduct to satisfy this award condition.
Information about grantee performance measures can be located on the OVC Human Trafficking Performance Measures website. If you have questions about the performance measures and reporting requirements, please contact the OVC PMT Helpdesk via email at [email protected] or call 844-884-2503. If you have questions about JustGrants, please consult the JustGrants Resource website or contact the JustGrants Helpdesk via email to [email protected] or call 833-872-5175.
Performance reports are submitted semiannually in JustGrants and due within 30 days after the end of the reporting periods, which are June 30 and December 31, for the life of the award. While grantees are strongly encouraged to gather performance data quarterly, it is only uploaded to JustGrants on a semiannual basis. Performance reports submitted in JustGrants must include both program narrative question responses and performance measures/data. The performance reports submission schedule is:
|
Reporting Period |
Data Required |
Upload to JustGrants |
Due no Later Than |
|
October 1 – December 31 |
Quarter 1 Performance Measures and Narrative Question Responses |
Yes |
January 30 |
|
January 1 – March 31 |
Quarter 2 Performance Measures |
No |
N/A |
|
April 1 – June 30 |
Quarter 3 Performance Measures and Narrative Question Responses |
Yes |
July 30 |
|
July 1 – September 30 |
Quarter 4 Performance Measures |
No |
N/A |
|
Last Reporting Period of Award |
Performance Measures, Narrative Question Responses, and Closeout Question Responses |
Yes |
120 days after end of reporting period |
The final report should document all relevant project activities during the entire period of award funding. The report should include detailed information about the project(s) funded, including, but not limited to, information about how the funds were actually used for each purpose area, data to support statements of progress, and data about individual results and outcomes of funded projects reflecting project successes and impacts. The final report is due in JustGrants no later than 120 days following the close of the award project period or the expiration of any extension periods.
If a training was not developed using award funds, but is being provided as part of an OVC-funded award, please provide the following language to any slides or materials: “The opinions, findings, and conclusions or recommendations expressed in this presentation are those of the contributors and do not necessarily represent the official position or policies of the U.S. Department of Justice.”
If you are aware of any fraud, waste, abuse, misconduct, or whistleblower reprisal relating to a Department of Justice employee, program, contract, or grant, you may report it to the OIG Hotline.
Persons who have been subjected to a “severe form of trafficking in persons,” as defined in 22 U.S.C. § 7102(11).
(A) sex trafficking in which a commercial sex act is induced by force, fraud, or coercion, or in which the person induced to perform such act has not attained 18 years of age; or
(B) the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery.
An individual does not need to currently be in a trafficking situation to be eligible for victim services, or have recently exited their trafficking situation. Grantees should remove barriers that prevent individuals currently experiencing trafficking from accessing services, such as policies related to where a client lives, works, etc.
OVC acknowledges that the amount of time and the process for determining if a person meets the definition of a victim of human trafficking may differ for every client and situation. OVC considers an individual to be a "potential” when the grantee has reason to believe that the person is or might be a trafficking victim and is providing support or services tailored to that individual. This may occur at an initial intake or screening interview, or upon completion of victim needs assessment.
When the information needed to determine eligibility is not immediately available, and the person is not clearly ineligible, a grantee may use OVC funds for a reasonable period of time to provide services until sufficient information to make a determination has been gathered and a determination has been made. If the client is not eligible, they should be referred to other appropriate services and providers.
Your solicitation will outline client eligibility and any specific age range limitations, if any exist.
Yes. OVC encourages grantees to coordinate their efforts with other similar OVC-direct funded human trafficking programs within the relevant jurisdiction to enhance the projects and avoid duplication of efforts. Grantees are expected to work together to determine whether OVC discretionary award funds have been, are being, or are to be used (in whole or in part) for one or more of the identical services for the same person or family member (cost items) included in the each of their grant award budgets.
If duplicative costs and services are identified, each grantee must notify their OVC grant manager(s) in writing of the potential duplication and, if requested by OVC, submit a Financial or Programmatic GAM to eliminate any inappropriate duplication of funding.
Yes. As long as there is no duplication in costs or activities, OVC funds may be used to provide services to a client who is already receiving services through another federal funding stream. For example, an OVC grantee could provide legal services to an individual client receiving housing services funded through a different federal award. However, please consult requirements for other funding sources, as they may differ.