FY 2006 National Criminal History Improvement Program (NCHIP)
The U.S. Department of Justice, Bureau of Justice Statistics is pleased to announce that it is seeking applications for funding to administer the 2006 National Criminal History Improvement Program (NCHIP). This program furthers the Department's mission to enhance the crime fighting and criminal justice capabilities of State governments by improving the accuracy, utility, and interstate accessibility of criminal history records and enhancing records of protective orders involving domestic violence and stalking, sex offender records, automated identification systems and other State systems supporting national records systems and their use for criminal history background checks.
Eligibility
The NCHIP application must be submitted by the agency designated by the Governor to administer the NCHIP program. States may choose to submit applications as part of a multi-state consortium or other entity. In such cases, please contact your BJS program
manager for further information.
Tribal entities may apply for criminal record improvement grants under the Tribal Criminal History Record Improvement Program (T-CHRIP). For further information on the T-CHRIP program, contact the program manager,
Steven Perry at 202-307-0777.
(See "Who is Eligible to Apply")
Deadline
All applications are due by 8:00 p.m. eastern time on April 14, 2006.
(See "Deadline For Applications")
Contact Information
For assistance with the requirements of this solicitation, contact Gerard Ramker, NCHIP Branch Chief, at 202-307-0765 or Gerard.Ramker@usdoj.gov.
This application must be submitted through the Grants Management System (GMS) online application system. For technical assistance with submitting the application, call the GMS Helpdesk at 1-888-549-9901.
2006-BJS-1354
FY 2006 National Criminal History Improvement Program (NCHIP)
CFDA Number 16.554
Contents:
PDF version of NCHIP
2006 announcement (71K)
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Overview
BJS is publishing this notice to announce the continuation of the National Criminal History Improvement Program (NCHIP) in Fiscal Year 2006, identify the program priorities, and provide information on application requirements.
Program goals
The goal of the NCHIP grant program is to improve the Nation's
safety and security by enhancing the quality, completeness, and accessibility
of criminal history record information and by insuring the nationwide
implementation of criminal justice and noncriminal justice background
check systems. Achieving this goal is contingent upon accomplishing four
objectives:
- providing direct financial and technical assistance to States
to improve their criminal records systems and other related systems in an effort to
support background checks;
- ensuring the infrastructure is developed to connect each State's
records systems to FBI records systems and, in turn, to connect each State's
background check databases to one another;
- providing the training and technical assistance needed
to insure that records systems are developed and managed to conform to
FBI standards, as well as the most appropriate technologies and that States adhere
to the highest standards of practice with respect to privacy and confidentiality;
and,
- assessing and measuring through systematic evaluation and standardized
performance measurement and statistics, progress made implementing
improvements in State and national records holdings and background
check systems.
The NCHIP program serves as an umbrella for various record improvement
activities and funding streams, each of which has unique goals and objectives.
As a basic principle of this program, BJS strongly encourages States
to ensure the integrated functioning of record improvement initiatives,
regardless of the funding source.
Authorizing legislation
For 2006 the appropriation for the NCHIP program was made pursuant to
the Crime Identification Technology Act of 1998, and the procedures for
applying for NCHIP grants reflect the provisions of that Act. The NCHIP
program implements the grant provisions of
- the Crime Identification Technology Act of 1998 (CITA), Pub.
L. No. 109-162, 112 Stat. 1871 (1998), codified at 42 USC Section 14601
et seq.;
- the Brady Handgun Violence Prevention Act (Brady Act), Pub. L.
No. 103-159, 107 Stat.1536 (1993), codified as amended at 18 U.S.C. Section
921 et seq.;
- the National Child Protection Act of 1993 (NCPA), Pub. L. No.
103-209, 107 Stat. 2490 (1993), codified as amended at 42 U.S.C. Sections
3759, 5101 note, 5119, 5119a, 5119b, 5119c;
- those provisions of the Omnibus Crime Control and Safe Streets
Act of 1968 (Omnibus Act), Pub. L. No. 90 351, 82 Stat. 197 (1968), codified
as amended at 42 U.S.C. Section 3711 et seq., as amended; and the Violent
Crime Control and Law Enforcement Act of 1994 (Violent Crime Control Act),
Pub. L. No.103 322, 108 Stat. 1796 (1994), codified as amended at 42 U.S.C.
Section 13701 et seq., which pertain to the establishment, maintenance,
analysis, or use of criminal history records and criminal record systems;
- relevant requirements of the Jacob Wetterling Crimes Against Children
and Sexually Violent Offender Registration Act, Pub. L. No. 103-322, 108
Stat. 2038, Megan's Law, Pub.L. No. 104-145, 110 Stat. 1345, and the Pam
Lychner Sexual Offender Tracking and Identification Act of 1996, Pub.
L. No. 104-236, 110 Stat. 3093; and
- the Victims of Trafficking and Violence Protection Act of 2000,
Pub. L. No. 106-386, 114 Stat. 1464 (2000) and related laws pertaining
to the identification, collection, analysis and interstate exchange of
records relating to domestic violence and stalking (including protection
orders).
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Deadline: Registration
The GMS deadline registration is April 14, 2006.
Deadline: Application
The due date for applying for funding under this announcement is April 14, 2006. Awards are expected to be made by June 15, 2006.
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Eligibility
The NCHIP application must be submitted by the agency designated by the
Governor to administer the NCHIP program. States may choose to submit
applications as part of a multi-state consortium or other entity. In such
cases, please contact your BJS program manager for further information.
Tribal entities may apply for criminal record improvement grants under
the Tribal Criminal History Record Improvement Program
(T-CHRIP). For further information on the T-CHRIP, contact the program
manager, Steven Perry at 202-307-0777.
As required by the Crime Identification Technology Act of 1998 (CITA)
under 42 USC 14601(c), states must adhere to the assurances set by the
statute or they will not be eligible for CITA-based awards. Applicants
must review the statutory requirements and draft their assurances in accordance
therewith. For further details on the specific assurances required in
42 USC 14601, please review the statute at
GPO Access
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Project Specific Information
The NCHIP program was initiated in 1995 and has encompassed evolving
efforts to support State activities for the establishment of records systems
and the collection and use of criminal history and related records. Since
1995 direct awards under the basic NCHIP (including awards to "priority"
States and awards under the Advanced State Award program (ASAP)) have
totaled nearly $495 million. In addition, $6 million was transferred to
the FBI for implementation of the National Instant Criminal Background
Check System (NICS) and over $18 million was awarded to provide direct
technical assistance to States, to evaluate the program, and to collect
statistics and research data on presale firearm checks.
The National Sex Offender Registry Assistance Program (NSOR-AP) was added
to NCHIP in FY 1998, with a $25 million appropriation having the goal
of assisting States in upgrading sex offender registries consistent with
Federal and State standards and providing data to the FBI's National
Sex Offender Registry. Starting in FY 1999, funding for State sex offender
registries has been covered under the general NCHIP.
As part of the Violent Crime Control Act, the Violence Against Women
Act of 1994 authorized a total of $6 million for fiscal years 1996 through
1998 to improve processes for entering data on stalking and domestic violence
into local, State, and national databases. The funds were incorporated
into, and awarded under, the NCHIP program during those years. This program
was re-authorized by the Violence Against Women Act of 2000 (Pub. L. No.
106-386, Section 8) at $3 million per year for fiscal years 2001 through
2006 and funding was re-instituted in FY 2002.
To date, all States, the District of Columbia, and 5 U.S. Territories
have received funds under NCHIP.
Detailed information about the history of the NCHIP
program and its accomplishments are available on the BJS website.
NCHIP has provided support to States in the following areas:
- Record improvement and support for courts.
- Participation in the Interstate Identification Index (III).
- Automation of records and fingerprint data.
- National Instant Criminal Background Check System.
- Sex Offender Registries.
- Domestic violence records/protection orders.
To project specific information
Issues and needs to be addressed
Despite the tremendous progress made toward criminal record improvements
since 1995, several significant shortcomings remain, including the following:
- While the vast majority of States have joined the Interstate
Identification Index, several States and territories are not yet fully
III compliant.
- Most arrest records available through III - excluding those
for the seven States participating in the National Fingerprint File (NFF)
- are missing case outcome information in the FBI's Criminal
History File. The FBI reports that as of October 2004, dispositions were
available for only about 43% of the arrest records. It remains vitally
important that the courts and prosecutors be major players in the development
of improvements to criminal records systems. The involvement of these
officials is key to helping insure the timely and accurate transmittal
of disposition information, including non-prosecution outcomes, to criminal
record repositories.
- Several States and territories are not yet submitting records
to the NCIC Protection Order File, and the FBI reports continued problems
with the flagging of protection orders regarding the prohibition for firearm
purchases.
- Few States and territories submit records to any of the files
contained in the NICS Index.
This program announcement is intended to target the limited FY 2006 NCHIP
resources on these specific needs as identified in the following priorities.
To project specific information
Funding
The Congressional appropriation for NCHIP in FY 2006 is $10 million.
Also, $2.9 million was appropriated for efforts specifically targeted
to improve the automation, reporting, completeness, and availability of
restraining/protection orders and/or domestic violence misdemeanor convictions.
To project specific information
Priority areas for grant funding
Through this competitive solicitation, BJS invites applications from
States that (1) have demonstrated a need for and the ability to expend
NCHIP funds in a timely fashion; and (2) propose projects that directly
address one or more of the priority areas identified below:
- 1. Updating and automating case outcomes from courts and prosecutors
in State records and the FBI's Criminal History file.
Allowable costs
may include activities such as:
- a. automating the interface between the record repository and prosecutors,
courts, and corrections;
b. implementing improved criminal history record capture procedures,
including complete arrest reporting and researching missing dispositions,
provided that the captured data are subsequently included in the permanent
automated database;
c. establishing more effective accuracy and information quality controls;
d. ensuring that records of all criminal events that start with an arrest
or indictment are included in the database;
e. capturing data on domestic violence misdemeanor convictions;
f. capturing data on persons convicted of abuse of children, the elderly,
and the disabled and/or stalking and domestic violence offenses (including
protection orders and violations thereof);
g. implementation of, or upgrades to, record systems which facilitate
immediate identification of disposition records, provided the records
are accessible for State- or Federal-level criminal history inquiries;
h. conversion of manual or other non-automated records to electronic
records;
i. conversion of juvenile records to the adult system - Federal regulations
allow the FBI to accept juvenile records if submitted by the State or
local arresting agency;
j. reducing any backlog of missing dispositions;
k. submitting disposition information to the FBI via Machine Readable
Data (MRD) format for supplying records on cartridge, tape and other available
electronic means;
l. upgrading equipment where directly related to improving availability
of data and where appropriate given the level of data completeness and
participation in national records systems (the ongoing and/or maintenance
costs associated with any such equipment are allowable only for the
first twelve-month period);
m. purchasing livescan equipment for local agencies where the funds
can be justified on the basis of geographic, population, traffic, or other
related factors, and only where the State has established an AFIS and
either has implemented or is implementing procedures to ensure that the
AFIS is compatible with FBI standards (the ongoing and/or maintenance
costs associated with any such equipment are allowable only for the first
twelve-month period);
o. ensuring compatibility with Federal record systems, such as III,
and to implement statewide integrated system strategies which interface
all components of the criminal justice system, including law enforcement,
prosecutors, courts, and corrections, to the extent that such expenditures
improve the availability of criminal record data, including protection
orders, and provided that any systems funded are compatible with FBI standards
for national data systems, such as NIBRS, NCIC-2000, NICS, IAFIS, the
NCIC Protection Order File, and the National Sex Offender Registry. However,
funds may not be used to support studies, analysis, design, or development
of State integrated systems strategies.
To priorities
- 2. Full participation in the Interstate Identification Index
(III).
Allowable costs may include activities such as:
- a. automating criminal record databases;
b. synchronizing records between the State and the FBI;
c. developing software and hardware necessary to enable electronic access
to State records on an intrastate or interstate basis;
d. paying reasonable costs associated with the adoption and implementation
of the National Crime Prevention and Privacy Compact, including those
associated with State review and enactment of the Compact, and the development
and implementation of procedures (including purchase of equipment and
development of software) necessary to facilitate operations pursuant to
Compact protocols including those relating to participation in the FBI's
National Fingerprint File.
To priorities
- 3. Automating access to information concerning persons prohibited
from possessing or receiving a firearm, including persons who: have been
adjudicated as a mental defective or have been committed to a mental institution;
are unlawful users of or addicted to any controlled substance; are the
subject of protection or restraining orders; and/or have been convicted
of a misdemeanor crime of domestic violence.
Allowable costs may include
activities such as:
- a. identifying and developing access to data on persons prohibited from
firearm purchases under the Gun Control Act (18 U.S.C. Section 922), as
amended by the Brady Act; and
b. enabling the State to serve as a Point of Contact (POC) under the NICS
system (including costs of equipment, software, personnel training,
and development and implementation of related operating and administrative
procedures). However, funds may not be used to cover ongoing costs of
presale firearm background checks, but may be used to pay costs associated
with capturing dispositions in response to a specific NICS inquiry,
provided that the captured data are entered into the automated State
and FBI system and serves to upgrade the permanent quality of the record
systems.
To priorities
- 4. Transmitting relevant State records to: (1) files in the NICS
Index particularly including the Denied Persons file; (2) the NCIC's
Protection Order file; and/or (3) the NCIC's National Sex Offender
Registry file.
Allowable costs may include activities such as:
- a. programming or operational changes in records management necessary
to comply with the requirements for NICS record-keeping and the reporting
of transaction statuses;
b. participating in the NCIC Protection Order File, including assisting
States to develop and enhance State registries that feed into the national
database. Allowable expenditures may include costs of equipment, software,
personnel training, and development and implementation of related operating
and administrative procedures. Costs of regular operating expenditures
are not covered under the program. State registry files supported with
NCHIP funds must be compatible with the FBI file. Funds are only allowable
to support development of local registries where data in such files are
or will become directly accessible throughout the State and available
to the FBI's national system. Funds may be used to purchase equipment
and develop software to permit the disclosure of registry data in connection
with background checks or other purposes as authorized by State or Federal
legislation. Funds may not be used to purchase equipment for use by individual
law enforcement officers;
c. participating in the NCIC National Sex Offender Registry, including
assisting States to develop and enhance State registries that feed into
the national system to ensure compliance with requirements set forth in
State and Federal legislation (the Wetterling Act, Megan's Law, and the
Lychner Act). Allowable expenditures may include costs of equipment, software,
personnel training, and development and implementation of related operating
and administrative procedures. Costs of regular operating expenditures
are not covered under the program. Sex offender registry files supported
with NCHIP funds must be compatible with the FBI file. Funds are only
allowable to support development of local sex offender registries where
data in such files are or will become directly accessible throughout the
State and available to the FBI's national system. Funds may be used to
purchase equipment and develop software to permit the disclosure of registry
data in connection with background checks or other purposes as authorized
by State or Federal legislation. Funds may not be used to purchase equipment
for use by individual law enforcement officers;
d. establishing interfaces between criminal history records, sex offender
registry, and civil protection order files to ensure that, consistent
with State law, a complete data review is possible in connection with
background checks for child care or other authorized purposes. Funds may
be used to develop software to establish protocols to permit interface
between the criminal history record system, the State sex offender registry,
and related protection order files including files of civil protection
orders.
Note: A State seeking funds to carry out efforts specifically targeted
to improve the automation, reporting, completeness, and availability of
restraining/protection orders, and/or domestic violence misdemeanor convictions
must certify that it has or intends to establish a program that enters
the following records into the National Crime Information Center:
- warrants for the arrest of persons violating protection orders
intended to protect victims from stalking or domestic violence;
- arrests or convictions of persons violating protection orders
or charged with domestic violence; and
- protection orders for the protection of persons from stalking,
domestic violence, or other reasons.
Finally, all applications must be responsive to this Program Announcement.
Applicants are strongly encouraged to review the evaluation criteria BJS
will use in making funding decisions before deciding whether to submit
an application for this competitive solicitation.
To project specific information
Match Requirements
Please note there is a 20% cash or in-kind match requirement in connection
with the FY 2006 NCHIP program. The narrative should include a description
of cash contributions, in-kind services, or activities, with accompanying
fiscal implications, which will serve as the match for activities funded
under NCHIP.
To project specific information
Award Period
FY 2006 NCHIP awards will be "new" awards as opposed to supplemental
awards, and will be made for up to 12 months. Since the program builds
on long term NCHIP activity, States will have the flexibility to begin
funded activities immediately upon award or as late as October 1, 2006.
All activities must be scheduled to be completed by September 30, 2007.
FY 2006 projects may overlap with FY 2005 projects or may run consecutively.
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Performance Measures
To ensure compliance with the Government Performance and Results Act
(GPRA), Public Law 103-62, this solicitation notifies applicants that
they are required to provide performance data used to measure the results
of the programs implemented with this grant, as well as contribute to
the achievements of BJS's overall statistical program. BJS's
mission is to produce and disseminate accurate, objective, and independent
national statistics. OJP/BJS is responsible for measuring the relevance,
utility, and accessibility of its information by the following outcomes:
(1) demand for statistical data, and (2) utilization of the data. To ensure
accountability of these data, for which OJP is responsible, the following
performance measures are provided:
Program Objective |
Performance Measures |
Indicators to Assess Performance |
Improve criminal history
record systems in the States and territories to support background
checks for the purposes of identifying ineligible firearms purchasers,
as well as persons ineligible to hold positions involving the children,
the elderly, or the disabled. |
Improve the quality, timeliness, and immediate accessibility of
criminal history and related records. |
Number of criminal history
records, manual and automated, in the State's criminal history
file .
|
Number of fully automated
records (records for which the master name index and entire criminal
history are automated) in the State's criminal history database. |
Improve
operations and processes of State criminal history records systems,
including automation of information transition to repository, timeliness
of case processing, and completeness of disposition reporting. |
Number of records available through
the Interstate Identification Index (III) System (including arrests
and case outcomes). |
Number of arrests reported to
the repository by mail, fax, electronic and other means of submission;
of these number communicated by automated interface. |
Number of court dispositions reported
to the repository by mail, fax, electronic and other means of submission. |
Average elapsed time between arrest
and final court disposition. |
Enhance
validity and accuracy of the identification of ineligible firearms
purchasers. |
Number of applications for firearms
transfers rejected for the presence of a prior felony conviction or
other ineligibility factors. |
Number of appeals and outcomes
of appeals. |
Number of retrievals by ATF and/or
State and local law enforcement authorities |
Ensure that the infrastructure
is developed to connect each State's records systems to national records
and in turn, to connect each State's background check databases to
one another. |
Increase
State participation in FBI records system to improve completeness
of records submission and achieve full reporting. |
Number of records submitted to
the FBI's Integrated Automated Fingerprint Identification System
(IAFIS) . |
Number of records in the FBI's
National Sex Offender Registry (NSOR). |
Interface between State sex offender
registry and other systems/agencies. |
Number of records submitted to
the FBI's protection order file (POF). |
Number of records submitted to
the Denied Persons File and/or other NICS Index Files (by type). |
In developing proposed programs, applicants are strongly urged to review
their State's Records Quality Index (RQI) report. The report is available
at www.sdcorp.net/RQI/cycle2results.jsp
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How to Apply
Grants Management System Instructions. Applications must be submitted through the online Grants Management System (GMS). We suggest that you begin the process early, especially if this is the first time you have used the system. Each application requires a separate GMS registration. To learn how to begin the online application process, refer to the GMS Application Procedures Handbook: a step-by-step guide for applying online. For additional information, please call the GMS Help Desk at 1-888-549-9901.
CFDA Number: The Catalog of Federal Domestic Assistance
(CFDA) number for this solicitation is 16.554, titled "National Criminal
History Improvement Program," and the funding opportunity number is 2006-BJS-1354.
A DUNS number is required: The Office of Management
and Budget requires that all businesses and nonprofit applicants for Federal
funds include a DUNS (Data Universal Numeric System) number in their application
for a new award or renewal of an award. Applications without a DUNS number
are incomplete. A DUNS number is a unique nine-digit sequence recognized
as the universal standard for identifying and keeping track of entities
receiving Federal funds. The identifier is used for tracking purposes
and to validate address and point of contact information. The DUNS number
will be used throughout the grant life cycle. Obtaining a DUNS number
is a free, simple, one-time activity. Obtain one by calling 1-866-705-5711
or by applying online at http://www.dunandbradstreet.com.
Individuals are exempt from this requirement.
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What an Application Must Include
Applicants must submit the following:
- Standard Form 424;
- Program Attachment #1: Budget Detail Worksheet and descriptive
narrative;
- Program Attachment #2: Program Narrative - including background
and identification of needs, description of tasks to be funded, unexpended
funds, and coordination activities;
- Program Attachment #3: Other Program Attachments - including documentation
relating to court participation, one-year timeline, notification letter
to the State Information Technology Point of Contact, and other written
certifications; and
- Indirect Cost Rate Agreement (if applicable).
Application for Federal Assistance (SF 424). The SF 424 is a standard
form used by most Federal agencies. It contains 18 items that are to be
completed online in the Overview, Application Information, and Project
Information sections of the OJP GMS.
- Assurances and Certificates. Applicants are required
to review, accept, and "sign off" on these assurances and
certifications electronically through GMS. Please verify that the name,
address, phone number, fax number, and e-mail address of the authorizing
official on these online forms are correct.
- Assurances. The applicant must comply with assurances
in order to receive Federal funds under this program. It is the responsibility
of the recipient of Federal funds to fully understand and comply with
these requirements. Failure to comply may result in withholding of funds,
termination of the award, or other sanctions.
Certifications Regarding Lobbying: Debarment, Suspension,
and Other Responsibility Matters; and the Drug-Free Workplace Requirement.
Applicants are required to review and check off the box on the certification
form included in their online application process. This form commits
the applicant to compliance with the certification requirements under
28 CFR Part 69, "New Restrictions on Lobbying," and 28 CFR
Part 67,"A Government-Wide Debarment and Suspension (Nonprocurement)
and Government-Wide Requirements for Drug-Free Workplace (Grants)."
-
Budget Detail Worksheet and Budget Narrative (Attachment #1)
The Budget Detailed Worksheet (34K) may be found through the Internet in
OJP Standard Forms & Instructions. The OJP Financial Guide, which
governs the administration of funds, contains information on allowable
costs, methods of payment, audit requirements, accounting systems, and
financial records, is available on the OJP website.
If you have any questions, please contact the Office of the Comptroller's
Customer Service Center at 1-800-458-0786.
- Match. There is a 20% cash or in-kind match requirement
in connection with the FY 2006 NCHIP program. The narrative should include
a description of cash contributions, in-kind services, or activities,
with accompanying fiscal implications, which will serve as the match
for activities funded under NCHIP. BJS will consider all documented
efforts underway in the State which are designed to contribute to or
meet NCHIP program goals to be allowable in support of the 20% match
requirement. BJS will work with the States to insure that they properly
identify and quantify all records improvement activities being undertaken
within the State so as to include, where appropriate, these improvement
efforts within the match definition. A waiver of the increased match
requirement may be sought from the BJS director.
- Budget Detail Worksheet. The budget should provide
details for expenses in required categories (including match) and by
individual task. A summary should be included with the 20% match clearly
indicated as non-Federal match. The application should identify those
agencies to receive direct funding and indicate the fiscal arrangements
to accomplish fund transfer. Applicants seeking supplemental funds in
connection with protection order initiatives must also include additional
documentation showing that State or local funding does not already cover
these operations.
Budget Narrative. The budget narrative should detail
costs included in each budget category for the Federal and the non-Federal
(in kind and cash) share. The purpose of the budget narrative is to
relate items budgeted to project activities and to provide justification
and explanation for budget items, including criteria and data used to
arrive at the estimates for each budget category. The budget narrative
should also indicate amounts to be made available to subrecipient agencies
(under Contractual/Contracts category) other than the direct award recipient.
To What an Application Must Include
Program Narrative (Attachment #2)
The program narrative must include the following three sections.
- Section 1: Background and identification of needs
- Accomplishments. Applicants must provide a detailed summary of the accomplishments
achieved with funding under NCHIP. This section should describe, in quantifiable
terms if possible, results achieved and advances made since the inception
of NCHIP. Specifically address accomplishments relating to participation
in each of the national databases and initiatives (i.e. III, NICS, NCIC
Protection Order File, National Sex Offender Registry, IAFIS, mental health
records, and livescan/AFIS capability). Where relevant, reference should
be made to surveys and data quality audits. Reference must be made to
the State's Records Quality Index (RQI).
- Current status of program goals. This section should include a short
update of current efforts relating to improvement of criminal history
records, protection order data, or sex offender registries (including
efforts supported under OJP and other Federal or State funded programs)
and should discuss any evaluative efforts undertaken to identify the key
areas of weakness in the State's criminal record system since submission
of previous NCHIP applications. The applicant should specifically describe
the status of State participation in the NICS, the III, the National Sex
Offender Registry, and the NCIC Protection Order File.
Please address each of the following subject areas in your application
and include current number of records in each system, where applicable.
Interstate Identification Index (III). States that are not members of
III at the time of application must identify the tasks remaining to permit
III participation and indicate whether available funding is adequate and
the planned month and year of participation in III. If available funding
is not adequate, the State is expected to apply for NCHIP funding that
will permit the State to participate in III.
Mental health records availability. States should indicate whether their
mental health records are checked, either by the State POC or the FBI,
during a NICS check. Where mental health records are accessible, please
include the number of records currently available and any plans to improve
availability. If mental health records are not currently accessible at
the time of a background check, please describe factors which limit or
prohibit exchange of mental health records.
Protection order files. States should indicate whether they submit information
for inclusion in the FBI's NCIC Protection Order file. States that submit
protection orders should indicate the number of active protection orders
provided to the FBI. States that do not submit protection orders should
describe the prohibiting factors and any plans to overcome them.
Sex offender registry. State applications should discuss the extent to
which the State provides information to the FBI's NCIC Sex Offender Registry.
States that do not submit sex offender information should describe the
prohibiting factors and any plans to overcome them.
Denied persons file. State applications should discuss the extent to
which the State provides information to the FBI's Denied Persons File
in the NICS Index. States that do not submit information to this file
should describe the prohibiting factors and any plans to overcome them.
NICS inquiries. The application must also discuss the extent to which
dispositions requested in connection with a NICS inquiry have not been
provided within the required time frame, and must identify any problems
that are delaying instant responses to NICS inquiries and identify proposed
solutions to these problems. Particular attention should be directed at
needs of courts in connection with capture of disposition data.
To What an Application Must Include
Section 2: Description of tasks to be funded under NCHIP
Please describe the activities to be conducted with NCHIP funds over
the project period and specifically address each of the priority areas
(identified under Program priorities). Dollar amounts must be included
for each funded task.
Courts. In recognition of the importance of court reporting to the development
of complete and accurate criminal records, all applications must describe
tasks and indicate the level of funds that will be made directly available
to the courts. Where no funds are provided for court-directed disposition
reporting activities, a certification by the appropriate State court official
declining participation must be included with this section.
Unexpended funds. The application should describe the specific reasons
that previously awarded NCHIP funds remain unexpended.
Compatibility with other systems. The application should describe the
extent to which proposed activities are compatible with NIBRS, NCIC 2000,
NICS, IAFIS, and other applicable statewide or regional criminal justice
information sharing standards or plans, including State anti-terrorism
plans.
To What an Application Must Include
Section 3: Coordination
The administering NCHIP agency should coordinate efforts with relevant
emergency management task forces and agencies to ensure that records development
activities are compatible with security measures for preventing acts of
terrorism. NCHIP activities will be coordinated with other OJP efforts
authorized and funded under CITA.
To encourage coordination and information sharing among criminal justice
systems, all OJP awards supporting information technology development
are being special conditioned to require that a description of the project
be submitted to the State Information Technology POC, if one has been
designated. The name and address of the State POC can be obtained at the
OJP Executive Council webpage. A copy
of the correspondence can be submitted as an attachment (see below) or
sent directly to BJS prior to fund drawdown. There is no requirement that
the point of contact concur with the information technology project. The
intent of this condition is to facilitate communication within the State.
To What an Application Must Include
Other Program Attachments
The following required documents should be submitted as file attachments:
- letter of support/commitment from the courts (if no funds are
going to the courts);
- statement/memo indicating that funds are going to the courts (including
amount of funds);
- letter to the State Information Technology POC describing the
current application request, as referenced above;
- as required by CITA, the authorizing legislation for the NCHIP
program, a statement certifying that: (1) the State is either currently
participating in the Interstate Identification Index (III) or actively
working toward such membership; and (2) has initiated, or will initiate,
a comprehensive strategy for statewide information sharing which emphasizes
the integration of all criminal justice system components, including law
enforcement, courts, prosecution, corrections, and probation and parole;
- NCHIP funds may be supplemented for a State that certifies that it
has or intends to establish a program that enters the following records
into the National Crime Information Center: (a) warrants for the arrest
of persons violating protection orders intended to protect victims from
stalking or domestic violence; (b) arrests or convictions of persons
violating protection orders or charged with domestic violence; and (c)
protection orders for the protection of persons from stalking or domestic
violence. The Program Narrative must include documentation showing the
need for grant funds and that State or local funding does not already
cover these operations; intended use of supplemental grant funds including
a plan of action to increase record input; and an estimate of expected
results from the use of the funds, and
- A 1-year project timeline outlining each activity, completion
time, and responsible party.
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Selection Criteria
- States should understand that applications must respond to priorities
identified and that full funding may not be possible for all proposed
activities. For FY 2006, NCHIP grants will be made on a competitive basis.
Completeness of the application in terms of all required information will
be a key consideration for BJS. Awards will also be based on the following
review criteria:
- (1) the application proposes to address one or more of the priorities
identified;
(2) the extent to which the State has fulfilled goals of previous NCHIP
awards, including consideration of the total funds already awarded and
expended funds from previous awards, and the State's cooperation
with BJS-sponsored NCHIP evaluation efforts;
(3) the extent to which proposed project(s), by virtue of the State's
record numbers, levels of technical development, or operating procedures,
will have a significant impact on availability of records throughout the
national system;
(4) the technical feasibility of the proposal and the extent to which
it appears reasonable in light of the State's current level of system
development and statutory framework;
(5) the State commitment to the national record system as evidenced by
membership in III and participation in the FBI's NFF, and the current
status of development of its criminal records;
(6) the reasonableness of the budget, including the nature of the proposed
expenditures and their relation to the priorities identified herein;
(7) evidence of State progress in record quality improvement efforts;
and
(8) the extent to which the application recognizes the role of the courts
in ensuring complete records.
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Review Process
Applications will be reviewed competitively with the final award decision
made by the Director or designee of BJS. The application will be evaluated
based on the requirements mentioned under the Selection Criteria.
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Additional Requirements
We strongly encourage you to review the information pertaining to these
additional requirements prior to submitting your application. Additional
information for each requirement can be found at http://www.ojp.usdoj.gov/funding/other_requirements.htm.
- Civil Rights Compliance
- Confidentiality and Human Subjects Protections regulations (if applicable)
- Anti-Lobbying Act
- Financial and Government Audit Requirements
- Funding to Faith-Based and Community Organizations
- Non-supplanting of State and Local Funds
- National Environmental Policy Act (NEPA) compliance
- DOJ Information Technology Standards
- Criminal Penalty for False Statements
- Suspension or Termination of Funding
- Single Point of Contact Review
- Rights in Intellectual Property
- Compliance with Office of the Comptroller Financial Guide
An NCHIP Application Checklist is available on BJS website.