This webpage is intended to identify common conditions concerning reporting requirements, as well as some significant additional conditions that OJP may include in FY 2025 awards, in order to address various matters that are not readily categorized. These additional conditions are used as appropriate to supplement the "General Conditions" included on virtually all OJP awards made in this Federal fiscal year.
- Performance reports (quarterly, semi-annual, and final)
- Financial status reports
- Conference cost reporting under cooperative agreements (if applicable)
- Compliance with the National Environmental Policy Act and related federal laws
- Rights in intellectual property
- DOJ Information Technology Standards (if applicable)
- Reporting of information on certain civil, criminal, and administrative proceedings to SAM and FAPIIS
- Telecommunications equipment or services; video surveillance equipment or services
- Unmanned Aircraft Systems (UAS) and Counter-UAS
Performance reports (quarterly, semi-annual, and final)
Recipients of OJP awards are required to submit performance reports throughout the period of performance. In most cases, award conditions require recipients to submit quarterly or semiannual progress reports no later than 30 days after the end of the reporting periods during the life of the award. OJP recipients submit progress reports through JustGrants. Recipients may address questions to JustGrants Support at 1- 833-872-5175.
In most cases, award conditions also require recipients to submit a final report no later than 120 days after the end of the period of performance for the award. This final report is to document all relevant project activities during the entire period of the award.
Financial status reports
Each recipient must submit financial status reports to OJP in JustGrants using the web-based Federal Financial Report that is modeled after the structure of the SF-425 "Federal Financial Report" form. In most cases, award conditions require recipients to submit these reports on a quarterly basis during the period of performance, no later than 30 days after the end of each calendar quarter. In addition, recipients must submit a final financial status report no later than 120 days after the end of the period of performance.
Conference cost reporting under cooperative agreements
Cooperative agreements typically will require compliance with additional reporting requirements regarding conferences, meetings, retreats, seminars, symposia, training activities, or similar events funded under this award.
Compliance with the National Environmental Policy Act and related federal laws
All OJP awards are subject to the National Environmental Policy Act (NEPA), and to other related federal laws, if applicable. 42 U.S.C. 4321, et seq. DOJ's procedures to implement NEPA are set out at 28 C.F.R. Part 61. The regulations state that "all federal agencies are required to give appropriate consideration to the environmental effects of their proposed actions in their decision-making and to prepare detailed environmental statements on … major federal actions significantly affecting the quality of the human environment." 28 C.F.R. 61.1. Under the regulations, DOJ, among other things, is required to "[c]onsider from the earliest possible point in the process all relevant environmental documents in evaluating proposals for Department action[.]" 28 C.F.R. 61.6.
OJP is responsible for compliance with NEPA and 28 C.F.R. Part 61, including Appendix D. For many projects that are funded by OJP, NEPA may require no action on the part of the OJP award recipient. However, if OJP funds will be used, for example, to pay for renovation projects or new construction, programs involving the use of chemicals, or any other activity (including research and technology development) that may have an effect on the environment, at a minimum, the recipient must provide a full description of proposed project activities to OJP. In such cases, OJP will determine whether an Environmental Assessment must be prepared for the project. Prior to allowing a recipient to use OJP funds for such a project, OJP must ensure that all applicable environmental reviews are complete.
Rights in intellectual property
By regulation and by award condition(s), DOJ reserves certain rights with respect to data, patentable inventions, works subject to copyright, and other intellectual property associated with an award of federal funds. See, e.g., the Part 200 Uniform Requirements as set out at 2 C.F.R. 200.315.
Generally speaking, a recipient (or subrecipient, as appropriate) may, to the extent permitted by law, copyright any work that is subject to copyright and that was developed, or for which ownership was acquired, under a federal grant or cooperative agreement. DOJ reserves a royalty-free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the work (in whole or in part, including in connection with derivative works) for federal purposes, and to authorize others to do so. This includes the right to require recipients and subrecipients to make such works available through DOJ-designated public access repositories. DOJ reserves the right to (1) obtain, reproduce, publish, or otherwise use the data first produced under an award or subaward; and (2) authorize others to receive, reproduce, publish, or otherwise use such data for Federal purposes. ("Data" includes data as defined in Federal Acquisition Regulation (FAR) provision 52.227-14.)
With respect to patents and inventions, recipients (and subrecipients, as appropriate) are subject to the clauses governing patents and inventions set out in the regulations at 37 C.F.R. Part 401, appropriately modified by OJP for OJP grants and cooperative agreements.
DOJ Information Technology Standards (if applicable)
Awards under certain OJP solicitations may include conditions that require all equipment and software developed under the award to comply with DOJ information technology standards, such as the Global Standards Package and the Prescription Monitoring Information Exchange (PMIX) Architecture. Certain other standards that may be pertinent to particular awards can be found at the Justice Standards Clearinghouse.
Reporting of information on certain civil, criminal, and administrative proceedings to SAM and FAPIIS
OJP grants and cooperative agreements that exceed $500,000 typically will include a condition that requires the recipient -- if the total value of its currently active grants, cooperative agreements, and procurement contracts from all federal agencies exceeds $10 million, as set out in the condition -- to report particular information on civil, criminal, and administrative proceedings connected with (or connected to the performance of) either its OJP award or any other grant, cooperative agreement, or procurement contract from the federal government. Reports are submitted to the federal designated integrity and performance system (currently, "FAPIIS") within the System for Award Management ("SAM").
Telecommunications equipment or services; video surveillance equipment or services
All applicants should be aware that under federal law, OJP may not award grant funds to procure or obtain any equipment, system, or service that uses “covered telecommunications equipment or services” as a substantial or essential component of any system, or as critical technology as part of any system. In general, with limited exceptions, “covered telecommunications equipment or services” includes telecommunications and video surveillance equipment or services produced or provided by a foreign entity that is specifically designated by statute, or designated by the federal government pursuant to statute. (See, e.g., section 889 of Public Law 115-232 (codified at a statutory note preceding 41 U.S.C. 3901), any designations associated with that section made by the Secretary of Defense, and any related statutes currently in effect or subsequently enacted.)
Unmanned Aircraft Systems (UAS) and Counter-UAS
Applicants should be aware that OJP will permit the use of award funds for unmanned aircraft systems (UAS) and counter-unmanned aircraft systems (C-UAS), with express prior approval after the submission of a written certification.
In general, the required certification states that any UAS purchased with award funds will be included on the Blue UAS Cleared List published by the Defense Contract Management Agency of the Department of Defense. In addition, any UAS purchased with award funds may not be manufactured by an entity listed on the Consolidated Screening List published by the International Trade Administration of the Department of Commerce, nor may they be used to transmit federal information. Also, award recipients must have sufficient policies and procedures in effect regarding privacy, civil liberties, and information technology cybersecurity relating to the operation of UAS. These policies and procedures must be made available to OJP upon request. Generally speaking, the certification requirement does not apply to purchases of UAS for the purposes of research, evaluation, testing, or analysis.
With respect to C-UAS, the required certification generally requires that any C-UAS purchased with OJP award funds will only be procured and used in compliance with all applicable federal, state, and local laws and regulations, including criminal, surveillance, aviation, and communications laws. Any C-UAS purchased with award funds will be included on the list of technologies established by subsection (d)(2)(A)(iii) section 210G of the Homeland Security Act of 2002 (6 U.S.C. 124n(d)(2)(A)(iii) to exercise the authority granted under subsection (a)(2) of such section. The certification also requires the award recipient to consult qualified legal counsel to review the proposed purchase and operation of C-UAS, to obtain all required certifications, approvals, licenses, and authorizations prior to deployment, and to coordinate with relevant authorities as required.
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