Printer Friendly

Frequently Asked Questions (FAQs) for CHRP

Getting Started

Q: How much time do I have before the application times out?

A:  The applications will time out after 20 minutes of non-activity. If your application times out, you will only lose the current page of data. It is advisable to click the save button once you complete each page of the application. This will prevent you from losing data in the event your application is timed out. You will only be able to save pages that are completely filled out.

Q: I do not know my agency's ORI number, how can I obtain my agency's number?

A:  Please contact the COPS Office Response Center at 800.421.6770 and a representative will be able to look up your ORI number.

Q: What is my username?

A: Your user name is your law enforcement agency's Originating Agency Identifier, assigned by the FBI and commonly referred to as the ORI number. The ORI number is the first two letters of your state abbreviation, the next three numbers are your county's code, and the final two numbers identify your jurisdiction within your county. When you contact the COPS Office with a question, you can use the ORI number, and we will be able to assist you. If you are a previous COPS grant recipient, you may have been assigned an ORI number through the COPS Office if the FBI had not previously assigned your agency this identifier number.

Eligibility

Q: What is a "start-up" agency?

A:  A start-up agency is an applicant that does not currently have its own established police department with sworn career law enforcement officers and intends to use grant funds to begin forming a law enforcement agency. Start-up agencies are not eligible for CHRP funding.

Q: How established does a "start up agency" need to be to apply for CHRP grant funds?

A:  The law enforcement agency must be established with locally-funded sworn career law enforcement officers at the time of grant application. CHRP does not fund start-up agencies.

Q: I answered YES to Question #3 "Is your agency a tribal law enforcement agency" but when I answered NO to Question #3a "Is your agency a Federally Recognized Tribe" it determined I was ineligible and would not let me continue filling out the application, what do I need to do to continue filling out the application? (Question 3, 3a)

A: The only tribal police departments that are eligible to apply under CHRP are those that are federally recognized. Therefore, a "no" response to Question #3a would deem the applicant ineligible to apply. If a NON-TRIBAL law enforcement agency erroneously answers "yes" to question #3, they should contact the COPS Response Center at 1-800-421-6770 immediately to have their eligibility reset.

Q: Is your agency applying for funds under this grant to contract for law enforcement services? How do I know if my agency is eligible? (Question 4)

A.  Some juridictions do not have their own law enforcement force and, by contract, use another law enforcement agency to provide services. Agencies that provide contract law enforcement services are eligible to apply, but jurisdictions agencies that want to use grant funds to pay on contract law enforcement services are not eligible to apply.

Q: How do I know if my agency has primary law enforcement authority? (Question 5)

A.  Applicants should consult state or local statutes governing law enforcement if there is doubt about whether they have primary law enforcement authority over a jurisdiction. As a general guideline, an agency with primary law enforcement authority is defined as the first responder to calls for service, having full police powers, and has ultimate and final responsibility for the prevention, detection, and/or investigation of crime within its jurisdiction.

Top of the page

Filling out the 424 Form

Once an applicant logs in to fill out the application, there are instructions for the 424 in the left Column. It is recommended that they view the instructions before filling out the SF424. Some answers are pre-filled on the online version that can not be seen on the PDF printed version

Q: Why am I not able to answer certain questions on the 424?

A: Some questions on the 424 form are pre-filled for the applicant, and some are not required. For example:

Q: What is the Catalog of Federal Domestic Assistance Number? (Question 11)

A:  The Number is 16.710. CFDA Title is Public Safety Partnership and Community  Policing Grants.

Q: What is the Funding Opportunity Number? (Question 12)

A: There is no Funding Opportunity Number for this program. You can leave this blank.

Q: What is the Competition Identification Number? (Question 13)

A:  There is no Competition Identification Number. You can leave this blank.

Q: What are the proposed project start and end dates? (Question 17)

A: The applicant can select estimated start and end dates based on when they anticipate they would begin and finish the project.

Q: What is the official start date of the COPS CHRP grant? Would it be the award date or when we hire the officers? Scenario: if the grant award date is for 10/1/2009 through September 31, 2012; but due to our hiring practices we do not fill the positions until January 1, 2010 will that be our start date and end 12/31/2013?

A: The official start and end dates of your 36-month grant award period will appear on your CHRP Award Document. We realize that agencies may not be able to fill all awarded officer positions on the official grant award start date. Therefore, grantees may request a no-cost time extension of the grant award period to complete the full 36 months of federal funding. Such extensions do not provide additional funding, just additional time to implement the grant. Only grantees that can provide reasonable justifications for delays will be granted no-cost time extensions. Reasonable justifications may include delays due to the agency's recruitment and hiring process, officer turnover, availability of police academy classes, etc. Extension requests must be received prior to the award end date.

Q: Is the Application Subject to Review by State under Executive Order 12372 process? (Question 19)

A: Some states require you to submit your application to a State "Single Point of Contact" (SPOC) to coordinate applications for Federal funds. If your State requires a copy of your application, indicate the date submitted. If a copy is not required, indicate the reason. The SPOC is not responsible for forwarding your application. To determine if your state uses this process, please go to: http://www.whitehouse.gov/omb/grants_spoc/

Top of the page

COPS Application Attachment to SF-424

Q.  How do I find my GNIS feature ID number?

A.  To determine your jurisdiction's Feature ID number, go to http://geonames.usgs.gov/ and click on "Search Domestic Names." From this screen, you can enter the name of your jurisdiction (for example, "Cleveland"), and select your state ("Ohio") before clicking on "Send Query." The results will show that Cleveland, Ohio is a populated place with a Feature ID of 1066654. Enter this 7-digit number into your application form. Directions to assist COPS CHRP applicants are also available on the search screen.

Q.  More than one GNIS number appears when I search on my jurisdiction name and state. How do I know which one to enter?

A.  Schools, parks, rivers, and even some buildings may also have unique feature IDs. Use the one that best represents your jurisdiction - for municipal, county, tribal, and state agencies this will be the one with the description "populated place".

Q.  The application requires 7 digits, but my GNIS number is only 6 digits long. What do I do?

A.  Some jurisdictions may have Feature IDs less than 7 digits; however given that the CHRP application will accept GNIS numbers less than 7 digits, you should not have a problem proceeding to the next section of the application.

Q:  What is a SPOC?

A:  The word SPOC is an acronym for Single Point Of Contact. There is usually a designated point of contact if a state has established such a process. To find your SPOC, click on the following link of the designated State Single Points of Contact (SPOCs). http://www.whitehouse.gov/omb/grants_spoc/

Q: Can I print out a blank form so I can see it on paper first?

A: Yes. The COPS Website has provided a link to a PDF version of the application for agencies to use for reference only. To access the PDF version of the application, please go to the COPS website at www.cops.usdoj.gov and click the funding tab. Once you access the funding page, a link titled "CHRP Application PDF" will be located on the left side of the web page. As a reminder applications are accepted online via the COPS website. The PDF version of the application serves as a reference document only and should not be used to submit your application. Note that not all fields in the printed version of the application are required, the required fields will be specified in the online application.

Q:  My agency does not currently report to the UCR. How do I convert my NIBRS incident data to UCR format?

A:  In addition to the UCR guidelines document referenced in the CHRP Application Guide, the FBI also offers a guide to converting NIBRS incident data to UCR Summary data, which can be found at http://www.fbi.gov/ucr/nibrs/manuals/conversion.pdf. Generally, when converting NIBRS data to Summary data, only one offense is taken from each NIBRS incident. The offense to be reported is selected based on the Hierarchy Rule, which ranks Index offenses from high to low as follows:

(NIBRS offense code) 09A - Murder and Nonnegligent Manslaughter
                                    11A - Forcible Rape
                                    120 - Robbery
                                    13A - Aggravated Assault
                                    220 - Burglary/Breaking and Entering
                                    23A-23H - Larceny-theft
                                    240 - Motor Vehicle Theft

Q: Can a sheriff's department include budget and UCR data in their application of smaller local townships with whom they are contracted with to provide police services, but has since gone under due to financial crisis?

A: Agencies should include UCR data regarding the total number of offenses that were reported to them during calendar year 2008, regardless of the status of the cities/townships to which they provide services. If the township no longer exists and the land and services have been wholly taken over by the county, then the county should include this township in their jurisdictional budget and other (i.e. layoffs, furloughs, hiring freeze) data, but only for the period(s) in which the township ceased existing as a separate entity. If the townships are still in existence as a separate entity from the county, the agency should not include the township's information in its calculations.

Q: What if my jurisdiction does not maintain data regarding an estimated foreclosure rate?

A: If your jurisdiction does not maintain data regarding an estimated foreclosure rate, then you may provide the next best level of reportable data, for example from the surrounding city or county, or check the box indicating that the information is unavailable.

Q: Should an agency include federal and state reimbursable grants (grant and county's match) to their budgetary and jurisdictional operating budget?

A: The operating budget includes all of the budget for the agency and jurisdiction and should include the entire budget, which should include Federal and state grants.

Q: When answering the "jurisdictional budget questions", should an agency include the budgets that are administered by a board OR should the agency only include budgets administered by county commissioners or county elected officials?

A: Ultimately, the applicant should provide budget figures for the entire jurisdiction for which they provide law enforcement services. In the case of a county, we would need to know about the county's budget.

Q: Section 4, Question 1 of the COPS Application Attachment requests the law enforcement agency’s total operating budget for the current AND Previous two fiscal years. Should I just list my agency’s operational budget, or should I include the entire budget in which law enforcement is included?

A: This question applies only to the law enforcement agency’s budget. The answer should not include funding for any other departments.

Q: Section 4, Question 1 of the COPS Application Attachment requests the law enforcement agency’s total operating budget for the current AND Previous two fiscal years. How should I enter my agency’s total operational budget if my agency is under a larger public safety agency (including fire, ems, etc.)?

A: You should enter the part of the budget that directly impacts and accounts for your entire law enforcement agency.

Q: Section 4, Question 2 of the COPS Application Attachment requests the total jurisdictional operating budget for the current AND Previous two fiscal years. Does this include the entire budget (all general funds, special revenue, debt service, and enterprise fund) or just the general fund in which the law enforcement is included in?

A: This includes the entire operating budget for the jurisdiction, not just the law enforcement budget. The total jurisdictional operating budget should indeed encompass your entire budget such as debt service, enterprise fund, etc.

Q: Section 4, Question 3 of the COPS Application Attachment requests the total jurisdictional (city, county, state, tribal) locally generated revenues for the current AND previous two fiscal years. What are considered “locally generated” revenues?

A: Applicants should consult with their jurisdiction’s budget office for advice in completing this answer. Generally speaking, “locally generated” revenues are those revenues that are generated locally (taxes, for example) as opposed to revenue coming from outside sources such as state or federal grants.

Q: Section 4, Question 4 of the COPS Application Attachment requests the total jurisdictional (city, county, state, tribal) general fund balance for the current AND previous two fiscal years. What is meant by a “general fund balance”?

A: Applicants should consult with their jurisdiction’s budget office for advice in completing this answer. Generally speaking, the “general fund balance” is your jurisdiction’s “savings account” of funds that have not been committed to specific line items in your jurisdiction’s operating budget.

Q: Section 4, Question 4 of the COPS Application Attachment requests the total jurisdictional (city, county, state, tribal) general fund balance for the current AND previous two fiscal years. If my agency has a negative general fund balance, what is the appropriate answer to this question?

A: Please do not report a negative balance. The answer in your case would be “0.”

Q: Does the CHRP grant have a time limit on the amount of time a police dept can spend recruiting and hiring police officers?

A: No. CHRP grantees should follow their standard recruiting and hiring procedures to fill any grant positions. Grantees will be able to request a no-cost extension of time at the end of their original award period to provide any additional time necessary to implement the grant based on initial delays in filling the positions during the recruiting and hiring process.

Q: What is the formula for disbursing these CHRP grant funds?

A: CHRP is not a “formula” grant program. All applications will be reviewed based on their answers to the fiscal health questions, crime statistics, community policing plan, and other relevant factors determined by the COPS Office. Awards will be made on a competitive basis.

Q: When should I expect notification if awarded CHRP grant funds?

A: The COPS Office will make CHRP grant award announcements no later than September 30.

Q: CHRP states it will provide "100 percent of funding for approved entry level salaries and fringe benefits of full time officers. How does this apply in cases were law enforcement agencies have various base pay rates dependant on the prior education level of the officer?

A: In the limited cases of agencies who offer more than one entry-level salary and benefit package based on prior education for new officers with no prior law enforcement experience, you may average those salaries and benefits to report your entry-level salary and benefits. Please note, however, that any higher salaries and benefits that are paid to compensate for prior law enforcement experience are not considered entry-level and should not be included in this average or otherwise reported as entry-level.

Q: What is my Congressional District?

A: To find your Congressional District, please visit: www.house.gov and enter your zip code (on the top left hand side) and click “go”. You will receive the name of your local Representative followed by your state and a number. This number represents your Congressional District. The Congressional District number is the same for the applicant and for the program/project.

Q: Is there any way to print the finished application prior to submission for review by the Chief and City Manager?

A: No, the completed application can not be printed. It must be reviewed online.

Q: The COPS statute defines a career law enforcement officer as an officer hired on a permanent basis who is authorized by law or by a state/local public agency to engage in or supervise the prevention, detection or investigation of criminal law violations.

A: Sworn jail/correctional officers are not funded through this program. Sworn deputies/officers who are first responders to calls for service are positions funded through this grant program.

Q: Are there any restrictions on using CHRP grant funds to hire School Resource Officers?

A: No. Deploying officers in a School Resource Officer capacity is acceptable under CHRP.

Q: If awarded funding from the CHRP grant program, will our agency be obligated to keep the total number of officers on staff at the time the grant was awarded, or are we only required to keep the grant position at the end of the three year program?

A: To comply with the non-supplanting of the CHRP grant, the grantee must maintain its locally-funded sworn force baseline of officer positions during the grant award period through the retention period. To comply with the retention requirement of the CHRP grant, the grantee must add all awarded officer positions to its law enforcement budget with state and/or local funds for at least 12 months at the conclusion of 36 months of federal funding for each position, over and above the locally-funded sworn force baseline. The purpose of CHRP is to increase the total number of sworn officer positions that would have otherwise existed in the absence of the grant.

Top of the page

Budget-Related Questions

Q. What are allowable fringe benefits?

A.  The following are allowable fringe benefits

  1. Dental Insurance
  2. Vision Insurance
  3. Prescription Drugs
  4. Sick Days
  5. Vacation Days
  6. Holiday Pay
  7. Retirement Pension
  8. Worker's Compensation
  9. Unemployment
  10. Disability Insurance
  11. Accidental Death and Disability
  12. 401K Plan
  13. Liability Insurance
  14. Night Differential Payments
  15. Accident Insurance
  16. Bonding Insurance
  17. Police Trust
  18. State Funded Retirement System
  19. Professional Liability Insurance
  20. FUTA
  21. Survivor Benefit

Q: How do I determine the healthcare and fringe benefits costs for my agency?

A:  An agency should contact its Human Resources/Benefits Office to help determine their costs for healthcare and fringe benefits.

Q: How should an agency calculate the first year salary and benefit package of officers who will be recruits promoted to sworn officer positions, given that a recruit and sworn officer fall under different pay and benefit levels?

A:  The first-year salary & benefits package should cover the "blend" of both the recruit school and the post-graduation amounts, and the sworn officer amount would be used for the remainder of that year.

Q: My agency has officers that are exempt from Social Security benefit deductions. How should I address this in the CHRP application?

A:  Agencies who have officers that are exempt from Social Security benefit deductions should check the exempt option on the application. By checking exempt, the agency is not required to submit additional information.

Q: Are Indirect Costs allowable under the CHRP grant?

A:  No, CHRP does not pay for any indirect costs. CHRP only pays for approved salaries and fringe benefits of entry-level full-time sworn officers over three years.

Q: May CHRP grant funds be used to pay the salary and benefits of officer recruits while they are in the academy, prior to being sworn in?

A:  Yes if it is the standard practice of the agency for locally-funded officer recruits. This assumes, of course, that the agency hires the recruits post-award (i.e., non-supplanting). If the recruits are in the academy pre-award, they would not qualify as CHRP officers unless specifically as rehires (scheduled to be laid off on a future known date). And then we'd only pay as of the lay-off date.

Frequently Asked Questions (FAQs) for CHRP

Taken from the Non-Supplanting, Retention FAQ sheets and CHRP Podcast FAQs available via COPS website

Q:  As a law enforcement agency, what purposes can I use the CHRP funding?

A:  You may use CHRP funding to hire new officers, rehire officers that have been laid off due to state and local funding cuts and to etain officers that are scheduled to be laid off at a future date.

Q:  How do I know whether I should apply for funds to hire new officers or rehire officers?

A:   If your agency has recently laid off officers and wishes to rehire those individuals, you should apply for funds to rehire the officers who were laid off before you submitted the application - that is one funding option.  If you haven't laid off officers yet, but you have a lay-off scheduled for a specific future date (for example, the officers have already been notified that they will be laid off on October 1), you should apply for funds to rehire officers who are scheduled for a future lay-off - that is another funding option. 

If you do receive funding in the latter category, you'll be able to use the COPS Hiring Recovery Program funds to "rehire" the officers on October 1, after using the full amount of local funding that is already budgeted for them until the date of the lay-off.  You also will not be required to formally lay the officers off through your administrative lay-off procedures, but may transfer them to the COPS Hiring Recovery Program funding as of the lay-off date - in this example, October 1. 

Finally, if your agency has not or does not plan to lay-off officers, but wishes to increase its current locally-funded sworn officer trength, it should apply for funds to hire new officers.  That category of funding - new hires - includes hiring new officers to fill existing vacancies that are no longer funded in your budget due to local budget cuts.

Q: My agency hasn't laid off officers, but we have reduced our force through attrition. Can we apply to COPS Hiring Recovery Program to fill those vacancies?

A: Yes, COPS Hiring Recovery Program funds may be used to hire new officers to fill vacancies that  are no longer funded in your agency's budget with local funds.  As long as your budget no longer contains funding for those positions, you may apply to COPS Hiring Recovery Program to fill them.

Q: What do you mean by an "unfunded vacancy"?

A: A sworn position that has been frozen or unfilled because of budget cuts. For example if you have an authorized strength of 10 officers, but only have funding for 8, you can apply for two officers under CHRP to fill those unfunded vacancies. 

Q: My city hasn't reduced the police force yet, but we are currently going through our budget process and may be cutting officer positions before the COPS Hiring Recovery Program grants are awarded.  Can we apply for COPS Hiring Recovery Program funding to restore those positions?

A: Your agency cannot cut its sworn officer budget just because COPS Hiring Recovery Program (CHRP) funds are now available for officer hiring.  First, that would be risky to your agency, because the COPS Hiring Recovery Program is going to be very competitive and there is just no guarantee that your agency will receive CHRPfunding.  Second, that would create a potential supplanting violation that could be identified through an audit or monitoring, if it appears that the only reason your jurisdiction cut its police officer budget is because it anticipated receiving COPS Hiring Recovery Program funding (your agency would be using CHRP funds to replace local funds that it  otherwise would have spent on those officer positions). 

Your agency must make its local budget decisions about sworn officers as if it had never heard of the CHRP grant program, and then if your agency is still planning to cut officer positions, it may apply for CHRP funds to rehire any officers who have been laid off, or to prevent lay-offs that are scheduled to occur in the future, or to hire new officers to fill vacancies that are no longer funded in your agency's budget. 

In this case, where the timing of the budget decisions is happening all around the same time that your agency applies for CHRP funds, it is especially critical to document the reason for any budget cuts that eliminate sworn officer positions to show that the cuts are not being made because of the CHRP.  It is particularly helpful if your agency  can document that other city departments are facing similar personnel cuts (through lay-offs or attrition) in the same time frame and same amounts - if it is audited in the future and can show that the school system laid off 20 teachers at the same time the police department laid off 10 officers, that goes a long way to proving that the police department cuts were not related to the anticipated receipt of CHRP grant funds. 

Q: We understand that we must commit to retain any COPS Hiring Recovery Program funded positions after the grant ends, but what will happen if our city's financial situation has not improved by then - or is even worse - and we can't retain?

A: As with past COPS programs that required retention, the COPS Office will work with grantees facing severe fiscal distress at the time that the grant period is ending to evaluate whether they might qualify for a retention exemption.  If a grantee does prove that its financial situation is so distressed that it cannot afford to retain the positions, the COPS Office has the authority to exempt the grantee from the retention requirement and the grantee is then ineligible for new COPS grants that have retention requirements for one year.  If the grantee's fiscal distress is not so severe that it qualifies for a retention exemption, and the grantee still does not retain, then the COPS Office may bar that agency from receiving any new COPS grants (even those that don't have a retention requirement) for three years.

Q: What kind of documentation can prove that the lay-off(s) are not related to the receipt of CHRP funds?

A: Any records showing that the lay-off(s) occurred as a result of state, local or tribal budget cuts.  To show that the lay-offs did not occur as a direct result of the availability of CHRP funds, it is especially helpful to demonstrate that budget cuts occurred in the entire (or at least additional) municipal or tribal governmental departments, not just the law enforcement department.  Or if budget cuts just occurred in the law enforcement agency's budget that they were across all categories not just for sworn officer positions. Documents might include:

  1. council meeting minutes discussing the budget cuts and lay-offs;
  2. budget orders directing municipal departments to reduce their operating budgets;
  3. personnel directives given to the officers who are scheduled for lay-off(s);
  4. any other local documents explaining why the lay-offs occurred; and/or
  5. notices provided to the individual officers regarding the date(s) of the lay-offs.

Q: If my agency received CHRP funding to rehire officers who were already laid off at the time of application do we need to maintain documentation in the CHRP grant file regarding the lay-offs?

A: Yes.  Your agency should keep a record of the date(s) of their lay-off(s) and the
date(s) the positions were rehired in your grant file for future monitoring or audit
purposes.

Q: How does the CHRP program create and save jobs?

A: The CHRP program creates jobs by offering funding for newly hired officers, including providing funding for new officers to fill existing officer vacancies that are no longer funded as a result of state, local or tribal budget cuts. The CHRP program saves sworn officer jobs by allowing the rehiring of laid off officers or those who would be laid off without the grant.

Q: Does the non-supplanting requirement apply to the CHRP grant program?

A: Yes. The non-supplanting requirement is a legal requirement in the Public Safety and Community Policing Act, which is the COPS Office's authorizing statute.
The non-supplanting requirement means COPS grant funds must be used to supplement (not replace) state, local or Bureau of Indian Affairs (BIA) funds that would have been dedicated toward law enforcement if federal funding had not been awarded. As it applies to your agency's CHRP grant, grantees must not reduce the level of state, local or BIA funding that would have been dedicated toward sworn officer positions as a result of receiving federal funding.

Q: The officers we plan to rehire are experienced officers who are paid a higher than entry-level salary and benefit package. May we use the CHRP funds to pay their salaries?

A: Yes, but only for the entry-level portion of their salary and benefits package. CHRP funds are awarded based on your agency's current entry-level sworn officer salary and benefits package over a three-year period.  You can rehire experienced officers and use CHRP funding, but any additional costs higher than entry-level that your agency pays the rehired officers must be paid with local agency funds, not CHRP funds. 

Q: Can CHRP grant funding be used to pay for officer overtime and/or eliminate officer furloughs?

A: No. CHRP funding may only be used to hire and rehire full-time law enforcement officers in order to create and preserve jobs and to increase law enforcement agencies' community policing capacity and crime prevention efforts.

Q: Can CHRP funding be used to fill sworn officer positions that are vacant at the time we apply for CHRP funding? 

A: Yes, if the vacancies are no longer funded in your agency's budget. CHRP funding may be used to fill vacant sworn officer positions if the positions are included in your agency's law enforcement budget but are unfunded (state, local or tribal funding has not been budgeted to pay for the salary and benefits costs of the positions) because of a hiring freeze or budget cuts due to local fiscal distress.

Q: If my agency is awarded CHRP funding to rehire officers laid-off before we receive the grant, when can we rehire those officers?
A: Your agency may rehire the officers on or after the official grant award start date.  In addition, your agency should maintain documentation showing the date(s) that the positions were laid off and rehired. [ Please keep in mind that CHRP grant funds will cover only an entry-level sworn officer salary and benefits package over a three-year period.  Any additional funding higher than entry-level that  your agency pays the rehired officers must be paid with local funds.]

Q: Our agency received CHRP funding to rehire officers who are scheduled to be laid-off in the future.  Do we need to actually lay off officers before using COPS funds and then rehire them?

A: No, the rehired officers do not need to have a break in service.  As long as your agency can document the date the lay-off(s) would occur if the CHRP funds were not available, it may transfer the officers to the CHRP funding on or after the date of the lay-off without formally completing the administrative steps associated with a lay-off for each individual officer. However, it must continue to fund the officers with its own funds from the grant award start date until the date of the scheduled lay-off (for example, if the COPS award start date is September 1 and the lay-off is scheduled for November 1, then the COPS funds may not be used to fund the officers until November 1, the date of the scheduled lay-off).

Q: If our agency's economic conditions change after receiving a CHRP grant and we want to change the hiring categories from what we identified in our CHRP application, what should our agency do?

A: If your agency receives a CHRP grant and after receiving the grant, your agency needs to change the hiring category(s) it received funding under, your agency must request a post-award grant modification and must receive prior approval before spending CHRP funding.  To obtain information on modifying a CHRP grant award please contact the COPS Response Center at 1-800-421-6770.

Q: May our agency apply for a CHRP grant if we have an active COPS Universal Hiring Program (UHP) grant for sworn officer positions?

A: Yes.  Agencies with expired or active COPS hiring grants are not disqualified from applying for a CHRP grant, but the CHRP-funded position must be over and above the number of officer positions the agency is required to retain under other COPS hiring grants.

Q: Can CHRP funding be used to retain a UHP-funded position?

A: No. CHRP grant funding may not be used to comply with the retention requirement of your UHP grant.  Instead, your agency must use state, local or tribal funding to retain the UHP-funded positions for one full local budget cycle following the conclusion of the grant period.  In addition, the retained officer position(s) must be over and above your agency's locally-funded sworn force and any full-time sworn positions awarded under the CHRP grant.  

Q: Is our agency required to retain the CHRP-funded positions following the conclusion of the 36 months of grant funding?

A: Yes.  At the conclusion of federal funding, CHRP grantees are required to retain all officer positions awarded - including positions awarded to rehire laid off officers or to prevent lay-offs - for a period of 12 months.  The additional officer positions should be added to the grantee's law enforcement budget with state and/or local funds, over and above the number of locally-funded officer positions that would have existed in the absence of the grant. Absorbing CHRP-funded officers through attrition, rather than by adding the extra positions to your budget with additional funding, does not meet the retention requirement.

Q: How will the COPS Office monitor my agency's use of CHRP funds for rehiring laid off officers?

A: The COPS Office monitors grantee compliance with all grant requirements in a variety of ways.  For example, your agency may receive an on-site monitoring visit from the COPS Office during the grant period, an on-site financial monitoring visit from the Office of Justice Programs, Office of the Comptroller, or it may be audited by the Office of the Inspector General Audit Division. Your agency also may be asked to submit written documentation demonstrating its compliance with the grant conditions or in response to evaluations by outside organizations.

Q: How long must we keep copies of all of these records to demonstrate when and why we rehired laid off officers?

A: Your agency is required by law to maintain grant records to demonstrate your proper use of grant funds throughout the active grant period and then for at least an additional three years after the grant is officially closed out by the COPS Office.

Top of the page

Stay Connected
Icon Twitter Logo Icon Facebook logo RSS logoGovDelivery logo
Button Image: Director's Corner
Button Image: Smart on Crime
Button Image: Resource Center
Button Image: Supporting Safe Schools
Button Image: Dispatch COPS E-Newsletter
Button Image: The Beat Podcast
Button Image: Contact Us