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National
Criminal History Improvement Program
Fiscal Year 2004 Program Announcement
Contents:
Quick-Start Guide to using the OJP online Grants Management System (GMS)
Application Checklist
PDF version of NCHIP 2004 announcement (321K)
Help for
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National
Criminal History Improvement Program
The Bureau of Justice
Statistics (BJS) is publishing this notice to announce the continuation
of the National Criminal History Improvement Program (NCHIP) in Fiscal
Year 2004, identify the program priorities, and provide information on
application requirements.
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the top
Electronic
Submission of NCHIP Application
The Office of Justice Programs (OJP) now requires that applications for funding be submitted through the OJP
Grants Management System (GMS). Access through the Internet to this online application system will expedite
and streamline the receipt, review and processing of requests for funding. Applications will only be accepted
through the GMS online application system.
To learn how to begin the online application process, please see the Quick Start Guide to Using the Office of
Justice Programs Online Grants Management System (see appendix). A toll-free telephone number (1-888-549-9901) has been established to provide applicants with technical assistance as they work through the online
application process.
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Message from the Director, BJS
I am pleased to have the opportunity to provide you with my thoughts for the upcoming year. First of all, I want to pass along my
appreciation for your unflagging willingness to provide us data on quality and content of record systems. We have conducted repeated surveys to learn about various aspects of the record holdings in your State, the ability to share information across States, and the accessibility of other records systems on mental health, sex offenders, and stalkers. Particularly exciting has been our
work on establishing the Record Quality Index (RQI). To date, 34 States have completed all RQI data submissions and another 10 have made partial submission and are moving rapidly toward completion. The Index will provide a level of insight into strengths and weaknesses of the records systems and background check capabilities within a State and provide a clear set of opportunities
to address Federal funds to very specific records problems and needs. Good performance measurement will take us to the next level of specificity in order to achieve a more comprehensive and accurate and complete check each time a background check is
conducted.
As a test of our performance, BJS recently sponsored research on the extent to which checks in Point-of-Contact States produce
similar rates of presale firearms denials to a NICS-only check. The research utilized about 40,000 applicants in two Point-of-Contact States. The study found agreement 98% of the time on who was an acceptable purchaser and who was a prohibited
purchaser. This is very good and important news about the integrity of the background checks being conducted either by NICS or
by the States.
As in previous years, BJS has utilized data from the States as a tool for directing the allocation of funds to priority areas. BJS has
identified the following key priorities and urges the States to consider these in planning their 2004 NCHIP activities -
- full participation in the III System;
- full participation in the National Protection Order File and the National Sex Offender Registry;
- automating and updating with disposition information older criminal history records;
- improving communication of dispositions and other case outcomes from courts and prosecutors to the repositories
housing criminal history records;
- incorporating mental health records into background check systems;
- supporting improvements which facilitate the identification of those records containing convictions for misdemeanor
domestic violence;
- implementing the National Crime Prevention and Privacy Compact which governs the interstate exchange of criminal
records which are needed for noncriminal justice purposes; and
- implementing new record-keeping requirements for checks conducted by the NICS.
I strongly encourage you to use the NCHIP funds to meet these priorities or facilitate the transmittal of relevant records to the
Denied Persons File in the NICS Index--it can be used for proactively identifying persons prohibited from purchasing a firearm
because of a history of domestic violence or mental health problems or whose records are not fingerprint-supported--it can help
avoid many, many hours of unneeded research of records.
I also want to continue to emphasize the need for courts and prosecutors to be major players in the development of and
improvements to criminal records systems. We are learning more and more each day about the distinct advantages of livescan
right in the courtroom for insuring the timely and accurate transmittal of disposition information. We are learning more and more
about the need to insure that non-prosecution outcomes are properly tagged to open arrest transactions. Since we know that
large numbers of those arrested are not prosecuted, it is imperative that such information make it into the repository and be
properly linked to the arrest charge.
In addition, it is important to stress the immense utility of the FBI's NIBRS system. If incident-level crime data could be linked to
perpetrators, the criminal record could become not just a chronology of justice system transactions and outcomes, but a biography
of the communal harm left behind by the offender. Such information would be of tremendous value in making pretrial release
decisions, preparing pre-sentence reports, assessing the appropriateness of aggravated sanctions, and helping to better
understand the sentencing outcome and the role of prior record in judicial sentencing decisions. I would encourage all of you to
learn more about NIBRS to enable you to build a crosswalk between records of crime and criminal records.
As always, BJS staff are available to assist you in planning for the upcoming year and preparing your application. Please feel free
to contact me with any comments or suggestions on NCHIP at Larry.Greenfeld@usdoj.gov.
Again, thank you for your continued support and participation in this very important national effort to improve public safety.
Lawrence A. Greenfeld
Director
Bureau of Justice Statistics
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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 the States to improve their
criminal records systems and other related
systems 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
to States needed to insure that records
systems are developed and managed to
conform to FBI standards and 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, the extent of progress in
implementing improvements in State-level
and national records holdings and
background check systems.
The NCHIP program serves as an umbrella for
various records improvements activities and
funding streams each of which has unique goals
and objectives. BJS strongly encourages States,
as a basic principle of this program, to ensure
the integrated functioning of records
improvements initiatives, regardless of the
funding source.
Authorizing legislation
In 2004 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. In particular, State
matching funds are required for NCHIP
applications. The NCHIP program implements
the grant provisions of --
- the Crime Identification Technology Act
of 1998 (CITA), Pub. L. No. 105-251, 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).
Program history
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)) totaled
over $438 million. In addition, $6 million was
transferred to the FBI for implementation of the
National Instant Criminal Background Check
System (NICS) and nearly $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 2005 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.
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Accomplishments
NCHIP has provided support to States for --
- Record improvement and support for
courts. All States have received funds
under NCHIP to upgrade the quality of
criminal history record systems. Funds have
been awarded for acquisition of advanced
equipment, development of software, and
conversion of manual records to an
automated format which permits instant
access and linkage. Automated criminal
records permit immediate access for law
enforcement and other purposes such as
background checks. BJS conducts surveys of
criminal record holdings within the States
every two years. The 2001 BJS survey
indicated that States held approximately 64
million records on individuals. About 9 out of
10 of these records were automated and 3 out
of 4 automated records were accessible for
conducting presale firearms and other
background checks. Trend data from prior
surveys show that record quality and access
to records has substantially increased as a
consequence of NCHIP. Since the inception
of NCHIP, the number of criminal history
records held nationwide grew 29% while the
number of automated records increased 35%.
Over the same period, the number of records
available for sharing under the FBI's Interstate
Identification Index (III) climbed 75%.
- Participation in the Interstate Identification
Index (III). To ensure compatibility, all record
enhancements funded under NCHIP are
required to conform to FBI standards for III
participation. III participation is critical since it
constitutes the primary system through which
the FBI accesses state-held data for NICS
checks. In 1989 only 20 States were
members of the FBI's III system which permits
instant access to out-of-state data. By
yearend 1993, 26 States were participants.
As of March 2004, 47 States are members of
III meeting the rigorous standards of the FBI
for participation.
- Automation of records and fingerprint
data. Funds have been used by States to
establish automated fingerprint identification
systems (AFIS) and to purchase livescan
equipment for State and local agencies. AFIS
systems enable States to conduct automated
searches for records based on fingerprint
characteristics and to interface with the FBI's
Integrated Automated Fingerprint
Identification Systems (IAFIS). As of March
2004, 47 States, the District of Columbia,
and 3 territories (American Samoa, Guam,
and the U.S. Virgin Islands) participate in
IAFIS, which became operational in July
1999. In addition to ensuring that records
are properly matched to the correct offender,
AFIS minimizes the time and manpower
required for searching fingerprint databases,
which facilitates matching of latent prints
obtained at a crime scene. Livescan
equipment permits law enforcement to take
fingerprints without use of inkpads or other
similar procedures and to electronically
transfer fingerprints to the State's AFIS for
comparison and matching against State- and
FBI-held prints. Almost all States have
received NCHIP funds to use in connection
with fingerprint automation systems.
- National instant background check. The
Brady Act requires that a background check
be conducted using the FBI's NICS to
identify potential purchasers who are
prohibited from purchasing firearms. The
effectiveness of the system is dependent on
the extent to which complete records are
available in response to system inquiries.
NCHIP funds have been used to increase
the number of records which are accessible
to the system and to fund the development
of court systems to ensure that records
include final dispositions.
The NICS is now supporting nearly 8 million
checks annually at the presale stage of
firearms purchases. From the inception of
the Brady Act on March 1, 1994 to
December 31, 2002, nearly 46 million
applications for firearm transfers were
subject to background checks.
Approximately 976,000, or 2.1% of all
applications, were rejected, primarily for the
presence of a prior felony conviction history
but also, in a growing proportion of checks,
for non-felony prohibiting background factors
enumerated in the 1968 Gun Control Act as
amended. State and local agencies maintain a
significant role in background checks, having
conducted checks on almost half of the
applications for firearm transfers or permits in
2002, while the FBI was responsible for the
remainder. NCHIP funds have facilitated the
integration of databases within States - the
number of rejections for reasons other than
felony convictions increased 294% from the
first year of the Brady Act to 2002.
- Sex Offender Registry. Beginning in FY
1998, NCHIP funds have been provided to
assist States in developing and enhancing the
operation of State sex offender registries that
include information on convicted sex
offenders. These funds have been used for
purchase of equipment, training, and
development of procedures required to ensure
that released offenders are registered with
proper authorities and that State systems are
capable of interfacing with the FBI's National
Sex Offender Registry system. The FBI's
permanent National Sex Offender Registry
became operational in July 1999. As of March 2004, all 50 States, the District of
Columbia, Guam, Puerto Rico, and the U.S.
Virgin Islands were contributing to the system
which has more than 329,000 records.
- Domestic violence records/protection
orders. NCHIP has put special emphasis on
ensuring that domestic violence-related
offenses are included in criminal records. The
Federal Gun Control Act as amended
prohibits sales of firearms to persons subject
to a qualifying domestic violence related
protection order or convicted of a qualifying
domestic violence misdemeanor. Funds have
specifically been awarded for development of
State protection order files that are compatible
with the FBI's national file so as to permit
interstate enforcement of protection orders
and the denial of firearm transfers to
prohibited persons subject to a protection
order. As of March 2004, 45 States, the
District of Columbia, and the U.S. Virgin
Islands submit data to the National Crime
Information Center (NCIC) Protection Order
File, which became operational in May 1997
and includes nearly 846,000 records of
protection orders.
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Program priorities
(1) Commitment to establishing the
infrastructure to support full implementation
of the National Instant Criminal Background
Check System (NICS), including commitment
to full participation in the Interstate
Identification Index (III)
Consistent with the Brady Act, the FBI's NICS
became operational in November 1998 and
provides instant background checks to
determine if a potential firearm purchaser is a
convicted felon or otherwise prohibited from
purchasing a firearm under Federal or State
statute. The effectiveness of NICS depends on
the extent to which the most accurate and
complete records of Federal and State criminal
offenses and records in other prohibiting
categories are instantly available in response to
inquiries from firearms dealers.
To ensure that checks are made against the
most current and complete records, the NICS
configuration encourages States to serve as a
"Point of Contact" (POC) interfacing between
firearm dealers and the FBI's national record
system. NCHIP recognizes the national benefits
which accrue from States serving as POC's and
encourages States to serve in this role by
allowing funds to be used to cover costs
associated with establishment of the capability
to serve as a POC.
Since inception, and as currently authorized
under CITA, NCHIP is designed to assist States
in developing the infrastructure which will support
operation of the NICS. Accordingly, the program
does not cover operating costs associated with
NICS participation. States are encouraged,
however, to use NCHIP funds to develop
systemic solutions to minimize delays in instant responses
to NICS inquiries (for details, see Allowable costs
section below). Use of funds to enhance the
database by including missing dispositions would,
for example, be appropriate in pursuing this
priority funding topic as described in the following
section, Commitment to support court efforts.
The underlying system supporting FBI responses to NICS inquiries is the III. At present, 47 States participate in the system. Full participation in III is a key goal of NCHIP, and States which are not participating must include in their NCHIP applications a discussion of their III status and plan for future participation.
To the top of program priorities list
(2) Commitment to support court efforts
relating to development of record systems
Whenever a criminal history record shows an
arrest without a disposition, there is the potential
for delay in responding to presale firearm
inquiries under the NICS, since disqualification, in
most cases, is dependent upon a finding of a
conviction rather than a simple arrest. In addition,
immediate access to protection orders on an
interstate basis is vital for protection of victims of
domestic violence.
For this reason, all applications are required to
demonstrate that court needs have been
considered. If no funds for upgrading court
systems capable of providing disposition data are
requested, applicants must include a letter from
the State court administrator or Chief Justice
indicating that the courts have been consulted in
connection with the application. The category of
allowable costs has been expanded to cover
costs of implementing all court system
enhancements which will result in improved
disposition availability and linkage with the State
criminal history record system.
In addition, all States must specifically
discuss the technical and policy issues
which limit the State's ability to provide
disposition data in response to NICS
inquiries within the required NICS
timeframe. The application should also
describe procedures which will be
followed to ameliorate this problem both
in the long term and within the current
grant period and the extent to which
NCHIP funds will be used for this
purpose, including, where appropriate,
the allocation of some portion of NCHIP
funds to court or county clerks, or other
relevant agencies, to cover costs of
accessing dispositions and adding such
dispositions to the State automated
database. (For further guidance, refer to sections, Allowable costs and Application
requirements, below.)
To the top of program priorities list
(3) Including mental health records in
background check systems
The 1968 Gun Control Act as amended
indicates that persons who are
adjudicated as mentally defective or have
been involuntarily committed to a mental
institution are ineligible to purchase a
firearm. Some POC States include a
check of such records during the course
of a presale background check.
NCHIP encourages applicants to consider
incorporating mental health data checks
into their own background check systems.
NCHIP also encourages applicants to
transmit such records, or a notice of the
existence of such records, to the FBI
NICS Index. This will ensure that
prohibiting mental health records are
available when the FBI is conducting
background checks regardless of the
State in which the record originated.
BJS recognizes the privacy implications
associated with access to mental health
records and is willing to assist States in
developing solutions that address privacy
and confidentiality concerns.
To the top of program priorities list
(4) Facilitating NICS checks
Denied persons files
Another potential area for funding is the
development and transmittal of records to the
NICS Index Denied Persons File. The
Denied Persons File is a file of federally
disqualifying records that are not otherwise
entered into NCIC, III, or the NICS Index.
This includes misdemeanor crimes of
domestic violence, warrants that do not meet
the criteria for entry into NCIC, active
protection orders not available in NCIC, and
non-fingerprint supported criminal history
records. If under State law, a criminal justice
agency is prohibited from providing mental
health records to the NICS mental health file,
NCHIP funds may be used to enter the
names of persons prohibited under the
mental health prohibition into the Denied
Persons File. This file is an important
resource for improving both the timeliness of
NICS checks and the efficiency that comes
from avoiding unneeded record research.
Addressing "open arrests" in older records
Researching open arrests has become a very
time-consuming and burdensome activity for
localities. A more coordinated approach to
building the national identification
infrastructure will help rectify this problem.
The FBI conducted a study of a week's worth
of failed instant checks to learn more about
the characteristics of the problem of open
arrests. The study demonstrated that about
three-quarters of the problem records had
the last arrest prior to the initiation of NCHIP
and more than half had the last arrest
occurring before 1984. In other words, open
arrest problems are most often occurring
when an older record is being checked.
Better development and use of denied
persons files should avert recurring
checks of the same person.
To the top of program priorities list
(5) Developing record systems for
protection order files and records of
domestic violence
The Federal Gun Control Act prohibits
sales of firearms to persons subject to a
qualifying protection order related to
domestic violence and persons convicted
of a qualifying domestic violence
misdemeanor. Complete records in each
of these categories must promptly be
made accessible to the POC and the FBI
to ensure that NICS checks identify
persons covered by these prohibitions.
The time-sensitivity and differences of
protection orders issued by different
courts increase the complexity of
developing a protection order system
which is complete and up-to-date.
Establishment of accessible files of
domestic violence related misdemeanors
is also difficult since misdemeanor data
have not traditionally been maintained at
the State-level and domestic violence
related offenses may be difficult to
distinguish from misdemeanors classified
as assaults. In light of the complexity
associated with efforts in this area, and
the importance of these data to protecting
public safety, NCHIP strongly encourages
States to focus on the development of
these record systems and to ensure that
such systems meet the needs of those
agencies which have been charged with
responsibility relating to domestic
violence.
To the top of program priorities list
(6) Strengthening records to improve
national security standards and avert
terrorism
The need to ensure the security of
government facilities and records has put
substantial strain on the manpower and
resources of most States. As the Nation
develops strategies to prevent future terrorist
events, it is clear that access to accurate and
complete records and the availability of
automated fingerprint identification systems
are critical to support the wide variety of
background checks necessary to protect
public safety.
NCHIP will focus on initiatives, using criminal
records, to support anti-terrorism. Concerns
about the adequacy of redundant and backup
records systems, building better ties between
immigration and criminal records, and better
coordination with homeland defense and
emergency management agencies within the
States are all matters on which States may
wish to focus interest. However, it is
important to reiterate that all of these efforts
must center on the development of better
records systems or towards the improvement
of accessibility or utility of records systems.
To the top of program priorities list
(7) Promoting enhanced access to
criminal records for noncriminal justice
purposes, including implementation of the
National Crime Prevention and Privacy
Compact
The demand for criminal record background checks on persons seeking positions
involving national security, fiscal
responsibility, and responsibility for children,
the elderly, the disabled and other vulnerable
populations has increased markedly in recent
years, reflecting changes in technology and
the increased dependence on available
information wherever it may be held. In
keeping with the provisions of CITA, NCHIP
recognizes the need to facilitate such
background checks, consistent with
applicable limitations of State and Federal
law and policy.
To support the accessibility of information on
an interstate basis, the Interstate Crime
Control and Privacy Compact was enacted in
1998 as part of CITA. As of January
2004, 21 States have enacted the
compact. Seven States (as of March
2004) have started implementation of the
National Fingerprint File (NFF) which constitutes the
technological basis for implementation of
the Compact.
The Compact provides the framework for
exchange of criminal record data, using
the III system, in response to fingerprint-based inquiries for noncriminal justice
purposes. NCHIP supports State efforts
to establish the technology and policies
necessary for participation in the Compact
and encourages States to consider
protocols, including funding for necessary
equipment, training, and outreach, to
assist organizations engaged in activities
involving vulnerable populations to meet
the requirements for interstate
background checks.
To the top of program priorities list
(8) Implementing new record-keeping
requirements for checks conducted by
the National Instant Criminal
Background Check System
The Consolidated Appropriations Act of
2004 (Pub. L. No. 108-199), Section 617,
requires the National Instant Criminal
Background Check System (NICS) to
destroy "any identifying information
submitted by or on behalf of any person
who has been determined not to be
prohibited from possessing or receiving a
firearm no more than 24 hours after the
system advises a Federal firearms
licensee that possession or receipt of a
firearm by the prospective transferee"
would not violate Federal or State law.
The law requires the implementation of
this provision by July 21, 2004, 180 days
after January 23, 2004, the day the bill
was signed into law.
The FBI is consulting with State agencies
that act as a Point of Contact (POC) for the
NICS about changes in requirements for
POC participation in the system that will be
necessary to comply with this new legal
requirement. Specifically, the FBI anticipates
that implementation of this new requirement
will necessitate that State POC's provide
additional information to the FBI on the status
of POC transactions. State POC's may apply
for NCHIP funds to cover expenses for
necessary changes in programming or
operations to enable the NICS to comply with
this provision of Pub. L. No. 108-199. BJS
will ensure the timely processing of
applications by States seeking funds for this
purpose.
To the top of program priorities list
Appropriation
The NCHIP appropriation under CITA is
$29.7 million, with an additional $2.95 million
appropriated for the purposes described in
the Violence Against Women Act of 1994 and
the Violence Against Women Act of 2000.
Consistent with the legislative goal of CITA,
and with the ongoing NCHIP policy, NCHIP
allows States to determine task areas they
expect will most improve operations of the
criminal justice system and will result in
maximum benefits to the citizens of the
applicant State.
To the top of program priorities list
Eligibility requirements
An award will be made to each eligible
applicant State with funds from the FY 2004
appropriation. 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.
To the top of program priorities list
Review criteria
States should understand that full funding
may not be possible for all proposed
activities. Allocation of funds will be
based on the amount requested and the
following factors:
-
the extent to which funds will
support/enhance participation in
NICS, III, the National Sex
Offender Registry, the NCIC
Protection Order File, the National
Crime Prevention and Privacy
Compact, and other related
Federal and State systems;
-
the extent to which improvements
in the State system, by virtue of
record numbers, levels of technical
development, or operating
procedures, will have a major
impact on availability of records
throughout the national system;
-
the proposed use or enhancement
of innovative procedures which
may be of value to other
jurisdictions;
-
the technical feasibility of the
proposal and the extent to which
the proposal appears reasonable in
light of the State's current level of
system development and statutory
framework;
-
the total amount already awarded
under previous NCHIP and
NSOR-AP program
announcements;
-
the extent to which the State has
fulfilled goals of previous NCHIP
awards, including NSOR-AP
awards, expended funds in
previous awards, and
demonstrated a commitment to
criminal history record
improvement through activities
under the program;
-
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 history
records and the National Sex Offender
Registry;
-
reasonableness of the budget;
-
evidence of State progress in meeting
record improvement and background
check goals as measured in terms of
audits, and meeting data collection
goals relating to presale firearm
checks and background checks on
persons seeking positions involving
children, the elderly, and the disabled;
-
appropriate focus on criminal history
data improvement regarding protection
orders and crimes against children,
the elderly, and the disabled;
-
nature of the proposed expenditures;
-
the extent to which the application
recognizes the role of the courts in
ensuring complete records; and
-
the reasonableness of the relationship
between the proposed activities and
the current status of the State system,
in terms of technical development,
legislation, current fiscal demands,
and future operating costs.
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Allowable costs
Allowable expenses are detailed below. All
expenses are allowable only to the extent
that they directly relate to programs
described in the application's program
narrative.
- (1) Participation in III. This is a key goal.
Covered costs include, but are not
limited to, costs associated with
automation of the database,
synchronization of records between
the State and the FBI, and
development of necessary software
and hardware enabling electronic
access on an intrastate or
interstate basis.
To the top of allowable costs
(2) Database enhancement.
Improving the quality,
completeness, and accuracy of
criminal history and sex offender
and protection order records is a
key goal of the NCHIP effort with
particular focus on automating the
interface between the record
repository and prosecutors, courts,
and corrections.
Allowable costs include the costs
associated with 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),
establishing more effective
accuracy controls, and ensuring
that records of all criminal events
that start with an arrest or
indictment are included in the
database. BJS anticipates that in
many cases accomplishing this
goal will entail direct transfer of
funds from the designated NCHIP
agency to the courts.
Funds may be used to capture
data on domestic violence
misdemeanor convictions and to
ensure that 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) are
included in the database.
Funds may also be used to
automate and/or upgrade accuracy
and completeness of the State sex
offender registry. Eligible costs
include automating linkages between
the registry and law enforcement
agencies within the State, and
developing and implementing
procedures to transfer information to
the FBI. Funds may be used to
develop and implement procedures,
software and training and to ensure
that changes in status and offender
location are accurately captured and
recorded. Funds may only be used for
procedures that are compatible with the National Sex Offender Registry and related
systems.
States may also use funds to identify
and develop access to data on other
categories of persons prohibited from
firearm purchase under amendments
to the Gun Control Act (18 U.S.C.
Section 922), as incorporated in the
Brady Act. States proposing use of
funds for these purposes must
demonstrate in the application that
necessary protections for individual
privacy will be incorporated in the
proposed procedures.
Funds provided to courts or
prosecutors are allowable where the
function to be supported can be
expected to improve the capture of
dispositions or other data relating to
the offender record. (See
Commitment to support court efforts
relating to development of record
systems section, above.) This would
include implementation of, or
upgrades to, record systems which
facilitate immediate identification of
disposition records, provided the
automated disposition records are
accessible for State- or Federal-level
criminal history inquiries.
NCHIP funds may be used to establish
operational back-up systems for use in
the event of failure of the
primary criminal history
record system.
To the top of allowable costs
(3) Flagging of records. Funds may
be used to upgrade the
accessibility of records through
flagging for presale firearms and
pre-employment checks. Allowable
costs include costs of flagging or
algorithms used for flagging of
felony records and records of
persons with convictions for crimes
involving children, the elderly,
and/or the disabled, as well as
records of persons convicted of
crimes involving domestic violence
and/or stalking. Costs may include
the cost of technical record
flagging and the costs associated
with identification of records to be
flagged (see [17] below regarding
interface with NIBRS).
In support of the National Sex
Offender Registry, funds may also
be used for review of existing
records to identify, flag, and
transmit data on previously
released offenders who qualify for
inclusion in the National Sex
Offender Registry. This may
include a review of juvenile records
where consistent with State law or
practice.
To the top of allowable costs
(4) Participation in the NICS. NCHIP
funds may be used to enable the
State to participate in the NICS
consistent with the provisions of 18
U.S.C. Section 922 (t) and funds
may be used to undertake activities
to improve or ameliorate any
problem that is delaying instant
responses to NICS inquiries.
Allowable expenditures include, but
are not limited to, costs necessary
to enable the State to serve as a
POC under the NICS system
(including costs of equipment,
software, personnel training, and
development and implementation of
related operating and administrative
procedures).
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 is entered into the
automated State and FBI system and serves to upgrade the
permanent quality of the record
systems.
To the top of allowable costs
(5) Firearm permits. NCHIP funds may
be used to comply with Brady Act
provisions pursuant to an
ATF-approved firearm permit system
and to develop and implement
procedures to review the currency of
firearm permits and/or to provide
appropriate notification when permits
are revoked.
To the top of allowable costs
(6) Prosecution of firearm sale denials.
NCHIP funds may be used to study
the extent to which persons denied a
firearm pursuant to a presale
background check are prosecuted at
the State or local level. Allowable
costs include both costs associated
with the design and implementation of
a research/statistical study and costs
associated with establishing and
implementing a protocol for regular
collection of data on this issue. Funds
may also be used to develop software
to enable States to transfer records of
denied firearm purchasers to the FBI
or to State or local offices for
prosecution.
To the top of allowable costs
(7) Record enhancement and support
of anti-terrorism and national
security systems. Support for the
national effort to improve
homeland security is a
critical goal of NCHIP and
record managers are
encouraged to develop
appropriate liaisons with
State homeland security
leaders. To support these
efforts, funds may be used
to coordinate State criminal
records with other record
systems, including
immigration records, and to
develop protocols for record
exchange and linkage.
Funds may also be used to
enhance the utility of
criminal records by
facilitating access to records
for purposes of background
checks on persons seeking
sensitive positions. Funds
may only be used, however,
for activities which focus on
improving the development
of complete, accessible, and
useful records which provide
support for the national
systems administered by the
FBI.
To the top of allowable costs
(8) Protection order file. Costs
(including equipment, software,
training, and procedural
development) associated with
development and enhancement of
protection order files and with
interface with the FBI's NCIC
Protection Order File are covered.
Protection order files supported
with NCHIP funds must be
compatible with the FBI file, and
the application must indicate that
records are presently being
submitted to the FBI or indicate the
date upon which that submission
will commence. Funds are only
allowable to support development
of local protection order files where
data in such files are or will become
directly accessible throughout the
State and available to the FBI's
national system.
To the top of allowable costs
(9) Interface 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.
To the top of allowable costs
(10) Uniform RAP sheet format. The FBI
has recently endorsed a format and
standards for transmission of a
uniform RAP sheet (text version of a
person's criminal history record)
among States. The format reflects
efforts initiated under the
BJS/SEARCH Task Force on Uniform
RAP Sheet Standards. Funds are
available to assist States in converting
State criminal history records to the
FBI standard interstate RAP sheet
format or for developing electronic
interchange capabilities related
thereto.
To the top of allowable costs
(11) Compatibility with State and
Federal systems. Funds may be
used to ensure 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.
Systems funded under NCHIP
must be 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.
NCHIP funds may not be used to
support studies, analysis, design,
or development of State integrated
systems strategies.
To the top of allowable costs
(12) Record automation. Allowable
costs include conversion of manual
or other nonautomated records to
electronic records. Records
automated to include court
dispositions, using NCHIP funds,
must be accessible to State- and
Federal-level criminal history
inquiries.
To the top of allowable costs
(13) Privacy. The advance of criminal
record technology increases the
availability of identifiable records
and raises significant issues of
privacy. NCHIP funds may be used
to cover costs associated with the
analysis of privacy issues and the
development and implementation
of privacy protocols.
To the top of allowable costs
(14) AFIS/livescan. Funds may be
used to purchase equipment,
develop procedures, and
implement protocols related to
activities involving the AFIS,
repository, and the operation of the
registry. This may include
purchase of livescan equipment for
local agencies. Where funds are to
be used for this purpose, the
application should demonstrate
that funds can be justified on the
basis of geographic, population,
traffic, or other related factors.
Livescan can only be purchased
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.
To the top of allowable costs
(15) Participation in the NSOR. The
NCHIP program is intended to support
the National Sex Offender Registry
(NSOR) by 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
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.
NCHIP funds are available to create a
linkage between the State data file
and systems accessed by local law
enforcement officers. Funds may not
be used to purchase equipment for
use by individual law enforcement
officers.
To the top of allowable costs
(16) Establish mugshot identification
capability. In support of sex
offender registry operations, funds
may be used for the purchase of
equipment and the
development/implementation of
procedures to include mugshots of
registrants for use either within the
State or for transmission to the FBI
at such time as that capability
becomes available. Mugshots
support community notification and
law enforcement use of the registry
as a tool for identification and
apprehension of suspects.
States requesting funds for this use
must justify the location of the
equipment in terms of geography,
population, traffic, and demography
and ensure that equipment to be
used at the local or county level
include the capability of
transmitting images to the registry
for use throughout the State. All
equipment and software purchased
or developed with funds under the
award must be compatible with FBI
standards.
To the top of allowable costs
(17) Interface with NIBRS. Funds may
be used to interface with any State
data system that is compatible with
NIBRS for purposes of identifying
persons convicted of crimes
against children, the elderly, or the
disabled; sex offenses; crimes
involving domestic violence and/or
stalking; and/or identification of
records involving firearm crimes for
operational or research purposes.
NCHIP funds are not available,
however, to develop the NIBRS
database.
To the top of allowable costs
(18) Research, evaluation,
monitoring, and audits. Costs
associated with research or
evaluation efforts are allowable to
the extent that they are directly
associated with a project approved in
the application. Costs associated with
monitoring State compliance with
legislative or programmatic goals
through ongoing or periodic audits or
other procedures are allowable and
encouraged. The purchase of
equipment such as modems and the
necessary communications and data
software for storing and transmitting
evaluative data between States and to BJS or other
designated Federal agencies is an
allowable expense.
To the top of allowable costs
(19) 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.
Expenditures to interface juvenile and
adult records are allowable if
consistent with relevant State law and
undertaken to further the goals of the
NCHIP program.
To the top of allowable costs
(20) Missing dispositions backlog
reduction. These costs are allowable
to improve the level of disposition
completeness including older arrest
records. States must also propose a
strategy to prevent future backlogs
from developing.
To the top of allowable costs
(21) Equipment upgrades. Upgrade
costs are allowable where related to
improving availability of data and
where appropriate given the level of
data completeness and participation in
national records systems.
Replacement costs will be considered,
but States are encouraged to
contribute some portion of the total
costs.
To the top of allowable costs
(22) Training and participation in
seminars and conferences. Limited
funds may be used to cover costs of
training and participation in
State, regional, or national
meetings (including travel,
where necessary).
To the top of allowable costs
(23)
Reducing cost of background
checks. States may use funds to
develop and implement
technologies that lower costs of
conducting background checks.
These funds may also be used to
pay all or part of the State's cost of
conducting background checks on
persons who are employed by or
volunteer with a public,
not-for-profit, or other voluntary
organization to reduce the amount of fees charged for such
background checks, consistent
with 42 U.S.C. 5119(b).
To the top of allowable costs
(24) Adoption and implementation of
the National Crime Prevention
and Privacy Compact. The
Compact was enacted as Title II of
CITA. Funds may be used to
cover costs associated with State
review and enactment of the
Compact and with development
and implementation of procedures
(including purchase of equipment
and development of software)
necessary to facilitate operations
pursuant to Compact protocols,
including efforts relating to
participation in the FBI's NFF.
To the top of allowable costs
(25) Records of approved sales. The
Consolidated Appropriations Act of
2004 (Pub. L. No. 108-199),
Section 617, established new
record-keeping requirements for
NICS transactions in which the
dealer has been given a "proceed"
response by the system.
Consistent with FBI procedures
established to comply with this Act,
POC States may utilize NCHIP
funds to implement programming or
operational changes in records
management necessary to comply
with these new requirements.
To the top
Application submission due date
Applications may be submitted at any time
after publication of this announcement.
Applications must be received by April 30,
2004, to be eligible for funding in FY 2004.
Awards are expected to be made by August
30, 2004. As these will be new awards this
year, please check the Initial Award box
when completing your application on the OJP
Grants Management System (GMS).
Award period
Awards 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, 2005. All
activities must be scheduled to be completed
by September 30, 2006. FY 2004 projects
may overlap with FY 2003 projects or may
run consecutively.
Performance measurement
The NCHIP program is continually assessing
the status of State record-holdings and State
participation in national records systems.
BJS requires applicants to provide
performance data which are used to measure
the progress and achievements of the
program.
Applicants agree to-- (1) provide information, quantitative where
available, as part of the program narrative on
results achieved under the program (see
Attachment #2 for details); (2) provide data
to the Records Quality Index (RQI)
performance monitoring system; (3) provide
Brady Act related data to the Firearm Inquiry
Statistics Program (FIST) in a prescribed
format; and (4) respond in a timely
manner to informational requests and
formal evaluations sponsored by BJS
and/or the FBI.
To the top
Application Requirements
The Office of Justice Programs (OJP)
requires that funding applications be
submitted through the OJP Grants
Management System (GMS). Access
through the Internet to this online
application system will expedite and
streamline the receipt, review, and
processing of funding requests.
Applications will only be accepted through
the GMS online application system.
Applicants must submit the following --
Attachment #1: Budget Detail Worksheet
with budget narrative
Attachment #2: Program Narrative (including accomplishments, current
status of program goals, description of
tasks to be funded, unexpended
funds, and coordination activities)
Attachment #3: Other Program
Attachments (including
documentation relating to court
participation, notification letter to the
State Information Technology Point of
Contact, and other written
certifications)
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, Applicant 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)."
To the top of application requirements
Budget Detail Worksheet (Attachment
#1)
Applications must provide a detailed
justification for all costs, including the
basis for computation of these costs. For
example, the detailed budget would
include the salaries of staff involved in the
project and the portion of those salaries to
be paid from the award; fringe benefits
paid to each staff person; travel costs
related to the project; equipment to be
purchased with the award funds; and
supplies required to complete the project.
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. The
following is provided to assist in
developing the budget narrative:
-
a. Personnel category. List each
position by title (and name of
employee if available), show annual
salary rate and percentage of time to
be devoted to the project by the
employee. Compensation paid for
employees engaged in Federally-assisted activities must be consistent
with that paid for similar work within
the applicant organization.
-
b. Fringe benefits category. Indicate
each type of benefit included and
explain how the total cost allowable for
employees assigned to the project is
computed.
-
c. Travel category. Itemize travel
expenses of project personnel by
purpose (e.g., faculty to training site,
field interviews, advisory group
meetings) and show basis of
computation. For example, "Five trips
for x purpose at $80 average cost $50
transportation and two days per diem
at $15" or "Six people to 3-day
meeting at $70 transportation and $45
subsistence." In training projects
where travel and subsistence for
trainees is included, this should be
separately listed indicating the number
of trainees and the unit costs involved.
-
(1) Identify the tentative location of all
training sessions, meetings, and other
travel.
-
(2) Travel costs are allowable as
expenses by employees who are in
travel status on official business.
These costs must be in accordance
with the Federal or an
organizationally-approved travel
policy.
-
(3) Recipients may follow their own
established travel rates. If a recipient
does not have an established
travel policy, the recipient must
abide by the Federal travel policy.
Subrecipients of States must follow
their State's established travel
policy. If a State does not have an
established travel policy, the
subrecipient must abide by the
Federal travel rates.
-
d. Equipment. List each type of
equipment to be purchased or
rented with unit or monthly costs.
-
e. Supplies. List items within this
category by major type (office
supplies, training materials,
research forms, postage) and show
basis for computation. Provide unit
or monthly estimates.
-
f. Contractual category. State the
selection basis for any contract,
subcontract, prospective contract
or prospective subcontract. Please
note, applications that include
noncompetitive contracts for the
provision of specific services must
contain a sole source justification
for any procurement in excess of
$100,000. For individuals to be
reimbursed for personal services
on a fee basis, list by name or type
of consultant or service, the
proposed fee (by day, week, or
hour) and the amounts of time to
be devoted to such services. For
construction contracts and
organization (including professional
associations and education
institutions performing professional
services), indicate the type of
service to be performed and the
estimated contract cost data.
-
g. Other category. Includes items
such as rent, reproduction,
telephone, and janitorial or security
services. List items by major type with
basis of computation shown. (Provide
square footage and cost per square
foot for rent. Provide local and long
distance telephone charges
separately.)
-
h. Indirect charges category. The
Agency may accept an indirect cost
rate previously approved for an
applicant by a Federal agency.
Applicants must enclose a copy of the
approved rate agreement with the
grant application.
-
i. Program income. If applicable,
provide a detailed estimate of the
amount of program income to be
generated during the grant period and
its proposed application to reduce the
cost of the project or to increase the
scope of the project. Also, describe
the source of program income, listing
the rental rates to be obtained, sale
prices of publications supported by
grant funds, and registration fees
charged for particular sessions. If
scholarships (covering, for example,
registration fees) are awarded by the
organization to certain conference
attendees, the application should
identify the percentage of all
attendees that are projected as
"scholarship" cases and the precise
criteria for their selection.
To the top of application requirements
Program Narrative (Attachment #2)
The program narrative must include the
following three sections:
(1) Background and identification of
needs, including accomplishments and
current status of program goals
(2) Description of tasks to be funded
(3) Coordination activities
States may, at their option, satisfy
requirements noted below by referencing
or summarizing previous NCHIP
applications.
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 audits.
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 the top of program narrative
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). States not requesting
money in priority areas must indicate in
the application that alternative efforts are
being undertaken to achieve overall
priority goals. (Reference may be made to
accomplishments or current status to
alleviate duplication.)
NICS. To support operation of the NICS,
each application must also indicate those
activities which are designed to improve
the effective operation of the NICS,
including in particular, the ability to
capture dispositions associated with
arrests identified in NICS inquiries and to
promptly enter such dispositions in the
appropriate automated State and FBI
records. States which do not propose
funding for this purpose should justify that
decision by demonstrating alternative
means which are, or will be, followed to
ensure rapid responses to NICS inquiries.
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. (See preceding
discussion under Priorities.) 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.
Performance measures. To permit
assessment of State progress in meeting
program goals, this section should set forth
measurable benchmarks or goals for each
proposed activity and describe audits or
other evaluative efforts such as statistical
analysis or comparison between
computerized criminal history records and
NIBRS or Uniform Crime Reporting (UCR)
data. Studies relating to handgun sales or
prosecution of persons rejected for firearm
purchase based on a NICS check, if
proposed, should be described in this
section.
Budget. The budget should provide details
for expenses in required categories (including
match) and by individual task. The
application should identify those agencies to
receive direct funding and indicate the fiscal
arrangements to accomplish fund transfer.
Match. The authorizing legislation of NCHIP
requires a 10% match. This section should
include a description of activities, with
accompanying fiscal implications, which the
State indicates will serve as the match for
activities funded under NCHIP. BJS will
consider all efforts which are designed to
meet program goals, as set forth in the
Program Announcement to be allowable in
support of the 10% match requirement.
Unexpended funds. The application should
describe the specific reasons that 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.
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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 Point of
Contact (POC), if one has been
designated.
The name and address of the State POC
can be obtained at 1-800-421-6770.
A copy of the
correspondence can be submitted as part
of Attachment #3 (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.
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Other Program Attachments (Attachment
#3)
The following required documents should be
submitted as a single file attachment:
- 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; and
- 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 --
law enforcement, courts, prosecution,
corrections, and probation and parole.
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