Session Materials – 2015 STOP Administrators Meeting

Thank you for attending the 2015 STOP Administrators Meeting! Your participation in this meeting and in Denim Day, to commemorate Sexual Assault Awareness Month, is captured in OVW's announcement to promote justice and support survivors.

Thank you for visiting the materials page for the upcoming 2015 STOP Administrators Meeting. Our time together in Jacksonville, Florida will provide opportunities to connect with OVW staff, peer-to-peer resources, and TA providers. By highlighting resource sharing through presentations as well as facilitated discussions, there will be various formats for you and your state or territory to access meaningful and relevant programmatic and administrative information. Denim Day will also be celebrated on Day 2 of the meeting, Wednesday, April 29. All session descriptions and materials for the upcoming meeting will be listed below in they order the will appear on the agenda. Check back frequently as all materials will be uploaded a week prior to the meeting. This page will serve as the primary access point for materials. We encourage participants to bring printed versions or their personal tablets for access to materials during the meeting. In addition, you can access reimbursement forms on this page.


Monday, April 27th, 2015 - Territories' Meeting
Michelle Brickley & Paule Tessier, Office on Violence Against Women, U.S. Department of Justice; Condencia Brade & Sopheak Tek, National Organization of Sisters of Color Ending Sexual Assault (SCESA); Jean Bessette and Tara Wheeler, VAWA Measuring Effectiveness Initiative, Muskie School of Public Service

Tuesday, April 28th, 2015 - STOP Administrators Meeting Day 1

Program Manager Meetings
STOP Administrators who signed up in advance will have the opportunity to participate in individual meetings with their Program Manager.

Welcome Remarks
Office on Violence Against Women, U.S. Department of Justice's Leadership; Marilyn Roberts, Office for Victims of Crime
OVW staff will provide information and updates about the two-day meeting and the STOP Formula Grants Program. Marilyn Roberts will offer remarks and answer questions about recent unprecedented legislation increasing VOCA funds to an amount 3.5 times its previous cap.
VAWA 2013: New & Required Elements as related to the STOP Formula Grants Program - Five Parts
Marnie Shiels, Office on Violence Against Women
PowerPoint Handout

VAWA 2013 Part One: 20% Sexual Assault Set-Aside and New Purpose Areas
This session is the first of four plenaries focusing on provisions of the Violence Against Women Reauthorization Act of 2013 (VAWA 2013) that affect the STOP Formula Grants Program. In Part One, OVW Attorney Advisor Marnie Shiels explains and provides interpretation of the 20% sexual assault set-aside requirement. Administrators will learn about how the effective date of March 7, 2015 impacts current and future STOP subgrants, how the set-aside is calculated, and the definition of “meaningful.” Participants will learn more about the four new STOP purpose areas that focus on sexual assault.  

VAWA 2013 Part One Table Discussions
In the four small group sessions, participants will be assigned to tables with a combination of newer and more experienced STOP administrators. A set of discussion questions will address the application of information shared by presenters. In Part One, small groups will focus on the 20% set-aside requirement and share information about how their State or Territory is meaningfully addressing it, how PREA will be addressed through STOP, and how they are ensuring that the set-aside reaches at least two allocations.  

VAWA 2013 Part Two: Domestic Violence Homicide Reduction
Nadine Neufville, Office on Violence Against Women

In part two, OVW staff will explain and discuss the provision requiring STOP implementation plans to contain goals and objectives aimed at reducing domestic violence homicides within the State or Territory, supporting them with data, incorporating the issue into planning discussions, and overcoming challenges to goals and objectives. OVW will also provide information about the multi-site Domestic Violence Homicide Initiative

VAWA 2013 Part Two Table Discussions
Participants will discuss questions related to domestic violence homicide reduction including the ways that their State or Territory is addressing the problem through individual disciplines and collaborative work.

VAWA 2013 Part Three: Implementation Planning and Allocations Guidance
The third session covering new STOP requirements focuses on specific elements that must be described in a State or Territory implementation plan including: documentation of collaboration; letters from law enforcement, prosecution, victim services, and courts; consultation with victim services; demographic data on underserved populations; equitable distribution of funds; DV homicide reduction; work with other State or Territory agencies; and the meaningful incorporation of input from Tribes. Financial topics will also be addressed including awarding funds to courts, consequences of failure to spend down; and shifting funds between funding categories.

VAWA 2013 Part Three Table Discussions
Participants will discuss STOP implementation planning and fiscal requirements and share ideas, challenges, strategies, and promising practices about a number of topics covered in the part three plenary including coordinating with other agencies, working with Tribes, how to recruit and retain key planning committee members, and maintaining connections and engaging in ongoing planning.

VAWA 2013 Part Four: Population-Related Definitions
In the final of four VAWA 2013 plenary sessions, OVW Attorney Advisory Marnie Shiels will cover and distinguish terms and definitions related to culturally specific services, population specific services, and underserved populations; and offer guidance on related considerations for implementation planning, RFPs, awards, monitoring, and other grant processes.  

VAWA 2013 Part Four Table Discussions
Participants will discuss meeting the culturally specific set-aside requirement including strategies for outreach and collaboration with culturally specific and underserved populations, and how the new definitions may have affected subgrant awards and funding processes.  

VAWA 2013 Part Five: VAWA Civil Rights
Debra Murphy, Office for Civil Rights, Office of Justice Programs, U.S. Department of Justice
OCR Attorney Debra Murphy will explain the new nondiscrimination provision in VAWA 2013. Participants will learn the answers to questions including:

  • Who is protected from discrimination by recipients of VAWA funds?
  • Must you serve male victims?
  • When may you provide sex-segregated or sex-specific services?
  • How do you determine when services for male and female clients are “comparable?”
  • Where can you get more training on serving LGBT victims?

Participants will discuss responses to subgrantees that ask for technical assistance on civil rights provision-related topics including service provision to male victims, sex-segregated or sex-specific services, and serving transgender victims. 
PowerPoint Handout
Table Discussion Handout

Prison Rape Elimination Act (PREA)
Tara Graham, National Council on Crime and Delinquency – National PREA Resource Center & Marnie Shiels, Office on Violence Against Women
This session will provide an overview of PREA including the standards and the audit process. Presenters will review the statutory language regarding STOP Formula Grant funds as they relate to the PREA 5% penalty. Available resources to assist with PREA implementation will be highlighted along with examples of allowable uses of STOP funds specific to PREA. Finally, the session will break down the differences between external and third-party reporting and support services as described in the PREA standards.
PowerPoint Handout
PRC Overview
Community Funding Fact Sheet
Victim-Center Responses to Reports of Corrections-Based Sexual Assault
Safe Guide for Corrections
STOP PREA Reallocation

Day 1 Breakout Sessions (4 total)
To be repeated on Days 1 & 2

1. OVW Q & A
Bea Hanson, Marnie Shiels & OVW STOP Unit, Office on Violence Against Women
OVW staff will answer questions about VAWA 2013, STOP Grants, federal grantee requirements, and other topics related to STOP administration.

2. Language Access Spotlights
Mary Ellen Garcia, New Mexico Crime Victims Reparation Commission; Cannon Han. Asian Pacific Islander Institute on Domestic Violence
All OVW grant recipients must comply with Title VI of the Civil Rights Act of 1964, which prohibits discrimination on the basis of national origin in the delivery of services or benefits. This means that grantees must take reasonable steps to ensure that limited English proficiency (LEP) individuals have meaningful access to the funded programs or activities. Additionally, OVW encourages States and Territories to allocate grant funds to support activities that help to ensure that limited English proficiency can receive meaningful services from STOP-funded programs. This workshop will highlight the ways in which one State incorporates language access into its STOP program; what other jurisdictions are doing to ensure language access; and available technical assistance. Participants will engage in critical thinking and dialogue about topics including how to: develop funding priorities that ensure accessibility, leverage resources within the State or Territory to maximize the impact of LEP-specific projects, and monitor subgrantee compliance with Title VI language access requirements. 
PowerPoint Handout
2014 - 2016 Implementation Plan, State of New Mexico Crime Victims Reparation Commission
New Mexico Crime Victims Reparation Commission STOP VAWA Contract"I speak only" Title VI Example
LEP Accessibility Project
"Point to" Card Example
New Mexican Sample LEP Plan
New Mexico STOP Formula Grant Request for Proposals
Promising Practices for Creating Language Accessible Services

3. Improving Your Outreach and Resourcing of Underserved Populations and Culturally-Specific Organizations
Zoe Flowers, Women of Color Network
Since 2011, WOCN has been engaged in a series of site visits, webinars and teleconferences with STOP Administrators across the country. The goal of these interaction is to deepen organizational commitment to underserved communities and to identify innovative strategies and action steps for improving their STOP implementation plans. WOCN’s upcoming workshop is an opportunity for STOP Administrators to hear about this exciting work and to provide STOP Administrators with the opportunity to:

  • Define the program challenges they are facing in their states with regard to better reaching and resourcing underserved populations
  • Hear what their colleagues are doing to address program challenges
  • Brainstorm new process, and procedures for outreach 

PowerPoint Handout

4. Meaningfully Including Sexual Assault
Condencia Brade, SCESA & Tara Graham, PREA Resource Center 
The presenters will discuss strategies for meeting the STOP 20% sexual assault set-aside requirement, including options for effectively utilizing the 4.75% for PREA standard implementation purposes.

Recommendations from the National Coordinating Council on American Indian/American Native SANE/SART Initiative’s Report to the Attorney General
Bea Hanson, Office on Violence Against Women

Panel: Working with Tribes 
Desiree Coyote, Confederated Tribes of the Umatilla Indian Reservation (Facilitator); Paula Julian, National Indigenous Women’s Resource Center; Diana Fleming, Crime Victims’ Services Division, Oregon Department of Justice; Debi Cain, Michigan Domestic and Sexual Violence Board & Lori Jump, Uniting Three Fires Against Violence
VAWA 2013 requires that States applying for a STOP Grant must consult and coordinate with Federally- and State-recognized Tribes located within State borders. This moderated panel discussion features the ways that two States approached their planning work with Tribes, including challenges and lessons learned, and how they are partnering with and incorporating the voices of Tribal Nations into programming beyond STOP implementation plans. The panel will also examine the historical context of consultation with Tribes and offer a national perspective on this critical work.
Letter to Trival Leaders from Associate Attorney General Tony West
US. Department of Justice, Office on Violence Against Women 2013 Tribal Consultation Report
Tribal Nations and the United States: An Introduction
Safety for Native Women: VAWA and American Indian Tribes
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     NIWRC Store (purchase large quantity)
Additional Recommended Resource: Diplomats in Buckskins, A History of Indian Delegations in Washington City by Herman J. Viola

Action Planning
Robin H. Thompson, ALSO
This session will be a guided discussion to help participants focus on how they can turn the day’s work into actions to help with administering the STOP Program. We will pay particular attention to the VAWA 2013 changes that participants have identified as posing the biggest challenges. This will be a brainstorming session to help attendees resolve questions and issues as well as think about their next steps in applying what they have learned.
PowerPoint Handout

Closing Remarks 

Conferral Session
Office on Violence Against Women, U.S. Department of Justice
STOP administrators will have an opportunity to engage in conversation with OVW about the following questions:

  • What unmet needs are you seeing?
  • Are there promising practices you’re excited about?
  • What emerging trends are you seeing?
  • What can be improved about OVW’s administration of grants?

Wednesday, April 29th, 2015 - STOP Administrators Meeting Day 2 & Denim Day

Program Manager Meetings
STOP Administrators who signed up in advance will have the opportunity to participate in individual meetings with their Program Manager.
Welcome Remarks
PowerPoint Handout
New Uniform Guidance
Donna Simmons & Suheyla Lasky, Grants Financial Management Division
The Office of Management and Budget “Uniform Guidance” (also referred to as the “Omni Circular”) provides new uniform administrative requirements, cost principles, and audit requirements for federal awards. The presenters will explain changes that affect STOP awards and how to ensure compliance at the state and subgrantee levels.
PowerPoint Handout

STOP Reporting: How to Use Supports and Resources to Improve Data Quality
Jean Bessette & Tara Wheeler, VAWA Measuring Effectiveness Initiative, Muskie School of Public Service
This session will examine key sections of the administrator and subgrantee reporting forms, highlight the most common red flags, and point out the resources available to support administrators and subgrantees in the reporting process.
PowerPoint Handout
Guidance from OVW for Reporting VAWA 2013 Changes
STOP Administrators GMS Sample Form
STOP Subgrantees GMS Samples Form
Muskie Web Resources
STOP Administrator Instructions
STOP Subgrantee Instructions

Forensic Exams
Kim Day, International Association of Forensic Nurses; Marnie Shiels, Office on Violence Against Women
This session will provide information about requirements regarding payment for and access to sexual assault forensic exams, including new requirements from VAWA 2013; challenges to full compliance, and ideas for overcoming barriers.  
PowerPoint Handout

Day 2 Breakout Sessions - To be repeated on Days 1 & 2 – please refer to session descriptions and materials on Day 1

Action Planning
Robin H. Thompson, ALSO
This session will be a guided discussion that will help participants focus on how they can turn the information learned during day one and day two into actions to help with administering the STOP Program. This will be a brainstorming session to help attendees resolve questions and issues as well as think about their next steps in applying what they have learned.
PowerPoint Handout
Closing Remarks – System Responses
Tonier “Neen” Cain
Ms. Cain, a survivor of multiple victimizations and trauma, will speak about her experience as an incarcerated victim, and how the advocacy and services she received while in custody allowed her to begin the process of healing and recovering power over her own life. 
Heeling Neen Book - Pre Sale:
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It is not necessary to submit receipts for meal expenses. However, to be reimbursed for taxis, shuttles, baggage check-in and parking, you must submit original receipts along with your reimbursement form. In addition, you must include map directions for mileage verification. Reimbursement forms and receipts must be returned no later than May 29, 2015 to ensure payment.
STOP Administrator Reimbursement Form
Speaker Reimbursement Form