Supporting Statement for Paperwork Reduction Act Submission
Semi-Annual Progress Report for the Services to Advocate for and Respond to Youth Program
A. Justification
1. Statutorily-Mandated Need for Information
The Consolidated Grant Program to Address Children and Youth Experiencing Domestic and Sexual Assault and Engage Men and Boys as Allies (hereafter referred to as the Consolidated Youth Program) was enacted in the FY 2012, 2013, 2014, 2015 and 2016 appropriation acts, which consolidated four previously authorized and appropriated programs into one comprehensive program, including the Youth Services Program1. The Consolidated Youth Program funds projects designed to provide coordinated community responses that support child, youth and young adult victims through direct services, training, coordination and collaboration, effective intervention, treatment, response, and prevention strategies. The Consolidated Youth Program provides a unique opportunity for communities to increase collaboration among non-profit victim service providers; violence prevention, and children (0-10), youth (11-18), young adults (19-24) and men-serving organizations; tribes and tribal governments; local government agencies; schools; and programs that support men’s role in combating sexual assault, domestic violence, dating violence and stalking. OVW is using the previously OMB approved form for the previously authorized Youth Services Program (as well as the previously authorized progress reporting form for the Engaging Men Grant Program 1122-0027) for grantees of the Consolidated Youth Program.
Currently, there are different statutory and regulatory reporting requirements that affect Consolidated Youth Program grantees. First, VAWA 2000 requires all VAWA grantees, including Youth Services Program grantees, to report on the effectiveness of their programs to the Attorney General who, in turn, must report to Congress every two years. Section 1003 of VAWA 2000 states that:
(a) REPORT BY GRANT RECIPIENTS.- The Attorney General or Secretary of Health and Human Services, as applicable, shall require grantees under any program authorized or reauthorized by this division or an amendment made by this division to report on the effectiveness of the activities carried out with amounts made available to carry out that program, including number of persons served, if applicable, numbers of persons seeking services who could not be served and such other information as the Attorney General or Secretary may prescribe.
(b) REPORT TO CONGRESS.- The Attorney General or Secretary of Health and Human Services, as applicable, shall report biennially to the Committees on the Judiciary of the House of Representatives and the Senate on the grant programs described in subsection (a), including the information contained in any report under that subsection.
42 U.S.C. 3789.
Second, OVW must also comply with the statutory reporting requirements of the Government Performance and Results Act of 1993 (GPRA), Pub. L. No. 103-62. GPRA was enacted to increase Congressional and Administrative focus on the results of government programs and activities. To meet its GPRA reporting obligations and elicit more meaningful information about grantee performance, OVW has recently developed performance measures, including output measures, regarding which the Youth Services Program grantees must report on a semi-annual basis.
2. Use of Information
OVW uses data from the information collection2 in different ways. OVW will use the information collected from Consolidated Youth Program grantees to monitor their grant-funded activities and qualitatively assess those activities. In particular, OVW is seeking data that includes baseline information to review activities supported with Consolidated Youth Program funds, including, for example, an increase in the number of trainings or an increase in the number of victims served. OVW will review each semi-annual progress report to monitor individual grantee’s performance, including the grant-funded activities and to ensure that the goals and objectives set forth in applications for funding and award documents are met.
The Consolidated Youth Program grantees collect information that addresses the following grant-funded activities (different sections on the reporting form): staff, statutory purpose areas, informational materials, and victim services. Narrative questions at the end of these different sections enable grantees to give more detailed qualitative information about their grant-funded activities. In addition, grantees must answer narrative questions on the most significant areas of remaining need with regard to improving services to victims/survivors of sexual assault, increasing victims/survivors safety, and enhancing community response, what has federal funding allowed the grantee to do that grantee could not do prior to receiving funding, additional information about the Consolidated Program grant and/or the effectiveness of the grant and any additional information about the data submitted.
In addition to the proposed information collection, OVW will continue to use a number of other techniques to assess the performance of Consolidated Youth grantees. These may include OVW staff attendance at site visits, grant-funded training and technical assistance events, staff review of products prior to dissemination, and ongoing consultation with OVW staff.
OVW will aggregate data from all grantees progress reports to assess the performance of the Consolidated Youth Program as a whole and to respond to Congressional, Department of Justice, and other inquiries about how Consolidated Youth Program funds are being used. In addition, information collected from grantees will support the following OVW GPRA measures:
Number of victims receiving requested services;
Percentage of victims requesting services who received them;
Number of policies developed/revised; and
Number of communities with improved CCR.
Information collected from Consolidated Youth Program grantees will enable OVW to respond to statutory requirements to report on the effectiveness of grant-funded activities. OVW has submitted the 2014 Measuring Effectiveness Report to Congress, which includes information about how funds were expended and an assessment of the effectiveness of funded programs. This report is based on data submitted by grantees reflecting Youth Services Program awards made and the Youth Services Program‐funded activities engaged in during calendar years 2011 and 2013.
The data that OVW collects on the semi-annual progress reporting forms is currently not used in connection with an evaluation of the Consolidated Youth Program. OVW is currently exploring the development of a multi-layered evaluation agenda for its grant programs.
It is important that OVW collect this information from Consolidated Youth Program providers on a semi-annual basis so that OVW can ensure that they are performing within the statutory limitations of the program in a timely manner. Because OVW is not able to perform site visits with every Consolidated Youth Program grantee, the review of progress reports every six months enables OVW to monitor grantees in timely manner. It is easier to identify a potential resolution for a matter that needs correction or modification if the issue is identified sooner rather than later. An annual report would increase the potential for grantees, unintentionally or intentionally, to spend grant funds inappropriately for a longer period of time. Semi-annual reporting periods allow for more frequent coarse corrections and interaction between the grantee and OVW. In addition, having a six-month reporting period enables OVW to determine whether Consolidated Youth Program grantees have successfully completed requisite activities necessary to advance to the next phase of implementation, i.e. completing planning meetings or instituting a coordinated community response by completing memoranda of understanding.
Use of Information Technology
The collection of information will involve the use of automated, electronic, mechanical or other technological collection techniques or other forms of information technology. OVW grantees are required to submit semi-annual progress reports through the Grants Management System (GMS).
Duplication of Information Request
There is no other mechanism by which OVW collects information about grant funded activities number of victims served, victims seeking services who could not be served, or persons trained.
Impact on Small Entities
There is no impact on small entities as the collection of this type of information is routinely kept by most grantees receiving funds under the Consolidated Youth Program.
Consequences to Federal Programs or Policy
Through the VAWA statutory reporting requirements, Congress has mandated that Consolidated Youth Program grantees report to the Attorney General on the effectiveness of their activities funded under VAWA. If OVW was not able to collect the information necessary to complete these reports on behalf of the Attorney General, not only would it be failing to meet a statutorily required reporting mandate, but also the existence of this important and necessary grant program could be jeopardized.
Special Circumstances
There are no special circumstances as identified in the specific instructions for a supporting statement for Paperwork Reduction Act Submissions.
Federal Register Publication
OVW has consulted with persons outside the agency who have advised that the data proposed to be collected is available, the semi-annual collection of such data is not burdensome, the form is clear, and that the information is routinely kept by most grantees receiving funds under the Consolidated Youth Program. OVW has solicited public comment on this form in accordance with the requirements of the Paperwork Reduction Act. A 60 day notice was published in the Federal Register on September 20, 2016 (Federal Register, Volume 81, page 64511) and a 30-day was notice was published in the Federal Register on January 30, 2017 (Federal Register, Volume 82, page 8764). OVW did not receive any public comments.
Payment or Gift to Respondents
There will no payment or gift to respondents.
Confidentiality
Although this information is needed for a public report to Congress, it will not involve any personal information about victims that could identify them as specific individuals. However, anecdotal, non-identifying information about the effectiveness of individual programs may be included in the report. There is no assurance to confidentiality.
Specific Questions
The annual progress report will not contain any questions of a personal, sensitive nature such as sexual behavior and attitudes, religious beliefs, and other matters that are commonly considered private.
Hour Burden of the Collection of Information
This semi-annual progress report is not overly burdensome. The data collection tool will be completed by approximately 45 Consolidated Youth Program grantees twice a year. There will be 90 semi-annual responses and it is estimated that it will take grantees no more than 1 hour to complete the progress report form. Thus, the annual reporting and recordkeeping hour burden is 90 hours. Consolidated Youth Program grantees are informed about the reporting requirements during the grant solicitation process and during the grant award process.
OVW is seeking basic information that is routinely kept by the grantees in the normal course of their operations. Thus, the requirement that grantees complete this progress report within a period of less than 30 days after receipt of it is not overly burdensome. OVW estimates that it will take approximately 1 hour for a grantee to complete the form. OVW developed this estimate based on the fact that information of this nature is already kept by grantees receiving funds under the Consolidated Youth Program and that the grantees have been apprized of these reporting requirements during the solicitation process and reminded throughout the grant award process. The progress report is divided into sections that pertain to the different types of activities that grantees may engage in, i.e. training, product development, victim services. Grantees will only have to complete the sections of the form that relate to their specific activities.
13. Cost Burden of the Collection of Information
OVW does not believe that there is any semi-annual cost burden on respondents or recordkeepers resulting from the collection of this information.
Annualized Costs to the Federal Government
The annualized costs to the Federal Government resulting from the OVW staff review of the progress reports submitted by grantees are estimated to be $5040.
Program Changes or Adjustments
There are no program changes or adjustments for the estimates identified in Section 13 and in Section 14. This is an information collection that is necessary for OVW and its Consolidated Youth Program grantees to comply with the statutory reporting requirements of 42 U.S.C. 3789 and the Government Performance and Results Act of 1993 (Pub. L. 103-62).
Published Results of Information Collections
There will be no complex analytical techniques used in connection with the publication of
information collected under the request. Information will be gathered twice a year at the end of the reporting periods. OVW is statutorily required to submit a report on the effectiveness of grant-funded activities on a biennial basis.
Display of the Expiration Date of OMB Approval
OVW will display the Expiration Date of OMB Approval in the upper right hand corner of the progress report.
18. Exception to the Certification Statement
OVW is not seeking any exception to the certification statement identified in Item 19, Certification for Paperwork Reduction Act Submissions, of OMB Form 83-I.
1 The four programs included in the FY 2012, FY 2013, FY 2014, and FY 2015 consolidations were: Services to Advocate for and Respond to Youth (Youth Services), Grants to Assist Children and Youth Exposed to Violence (CEV), Engaging Men and Youth in Preventing Domestic Violence (EMY), and Supporting Teens through Education and Prevention (STEP).
2 Under a cooperative agreement between OVW and the University of Southern Maine’s Muskie School of Public Service, data collected from OVW grantees on all of OVW’s progress report forms is transmitted to the Muskie School for analysis. For the analysis of the data, standard descriptive statistics (frequency, sum, percentage, mean, etc.) are used to describe the characteristics of the grantees and report basic findings. All analyses are conducted in SPSS 13.0.
| File Type | application/msword |
| Author | Cathy Poston |
| Last Modified By | Poston, Catherine M (OVW) |
| File Modified | 2017-02-28 |
| File Created | 2017-02-28 |