To expedite the grant assessment process, please have the following materials available on-site for the Assessment Team:

Program successes: In an effort to provide information on how grants have assisted your agency, NIJ has requested that you supply any success stories that have resulted from the use of grant funding.  The information provided should be in an electronic format that the assessment team can insert into the report.

Suggestions for improvement: In an effort to obtain information on how the NIJ grant programs could better serve the agencies, NIJ has requested that you supply any suggestions for improvement to the grant programs.  The information provided should be in an electronic format that the assessment team can insert into the report.

Where applicable to each of your awards:

All Awards/Contracts

• Final Application Proposal
• Final Budget narrative and budget detail worksheets
• Award Letter from NIJ
• OJP 4000/2 Award form
• Required Progress Reports and Final Report (if applicable) submitted to NIJ
• Quarterly financial Reports submitted to NIJ
• Grant expenditures by NIJ approved budget category.
• Examples of correspondence with NIJ
• A printout of the most recent Grant Adjustment Notice (GAN) table from GMS
• All Grant Adjustment Notices
• Employee time records
• Spread sheets or Invoices for supplies, e.g. kits and consumables
• A list of equipment purchased with grant funds that includes equipment name, serial number, state asset number and location
• Invoices for equipment > $5,000.00
• Invoices for computer and/or photographic equipment > $1,000.00
• Invoices or records of travel, training, education and certification
• Invoices/records for consultant/contractor(s)
• Invoices/records related to facility renovation/construction
• List of cases/samples sent to and returned from a Vendor
• Invoices from Vendor(s) conducting casework/convicted offender analysis
• List of cases/number of samples worked in house using grant funds
•  Performance measurement data, per solicitation requirement

DNA Backlog Reduction, Convicted Offender

• Number of DNA profiles generated, reviewed and entered into NDIS
• Estimation of number of days between receipt of data from Vendor and entry of qualified profiles into NDIS
• Estimation of number of days between completion of in-house data generation and entry of qualified profiles into NDIS
• Documentation of problems with Vendor/worked in house samples/cases and CORRECTIVE actions
• If in house casework/database sample analysis was funded utilizing grant funds, a copy of the laboratory DNA interpretation guidelines for case/database sample review will need to be available on site
• If casework/database sample analysis was outsourced using grant funding, a copy of the vendor contract technical specifications for data analysis will need to be available on site. 

OJP Contracts for CO – Outsourcing

• Copy of Statement of Work for the Agency’s samples
• Copy of OJP Delivery Order/contract issued to the vendor
• Copies of any approved modifications to the original SOW or OJP contract
• The .cmf files created by a contract vendor 

Paul Coverdell

• Records documenting the monitoring of sub-recipient financial operations, records, systems and procedures (for any grantee providing funds to sub-grantee(s)
• Project budget prepared by each sub-recipient (for any grantee providing funds to sub-grantee(s)
• Summaries of sub- recipient award contact obligation, cash advances and other financial activities (for any grantee providing funds to sub-grantee(s)
• Records documenting sub-recipient expenditures (for any grantee providing funds to sub-grantee(s)

Cold Case

• Number of cases to be evaluated
• Number of cases evaluated
• Number of cases in which potential DNA evidence was located
• Number of cases sent to a laboratory
• Number of DNA profiles entered into CODIS
• Number of CODIS hits
• Number of CODIS hits followed up Number of indictments
• Number of convictions

Note:  Access to Grant Management System (GMS) may be required and should be available to the Assessment Team.

Upon completion of the grant assessment process, the lead assessor will provide a short summary of any potential issues to be reported to the NIJ.  The lead assessor is available throughout the process for consultation and information. Follow-up for any potential issues is the sole responsibility of the NIJ and will be handled subsequent to the completion of the assessment process.

Questions?  Please contact assessment@nfstc.org