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Frequently Asked Questions - COPS Non-Hiring Progress Reports

These questions are designed to provide explanations and guidance to assist in completing the COPS Non-Hiring Progress Report (CNHPR) for COPS non-hiring grants.  If you do not understand how to respond and cannot find the answer to your question in this FAQ document, then please do not hesitate to contact an Information Specialist at 800.659.7379.

The first portion of the CNHPR includes a summary of all the COPS non-hiring grants your agency has been awarded for which you must complete a report.  The information gathered in this report will be used to determine the progress your agency has made with your grant(s).

  1. What is a "non-hiring" grant?
  2. How can I complete a COPS Progress Report online?
  3. How do I obtain a user name and password?
  4. If I cannot complete the COPS Progress Report online, what do I do? Can I receive and submit a hard copy of my progress report by mail, fax or email?
  5. How do I obtain a copy of my progress report for my records?
  6. Will I receive confirmation after submitting a progress report online or over the phone?
  7. What should I do if I experience technical difficulties with the COPS online progress report?
  8. How do I update my contact information?
  9. Can I complete my progress report before the survey period officially opens?
  10. Can I see future surveys that I will be required to submit?
  11. How do I modify my progress report after it is submitted?
  12. What is the difference between an active (annual or quarterly) CNHPR Progress Report and a final CNHPR?
  13. How often are grantees required to submit COPS Non-Hiring Progress Reports?
  14. How long will I have to report on this grant?
  15. What does "as of the reporting period" mean?
  16. If I have never accepted the grant or have accepted it but plan to withdraw, do I still have to submit a report?
  17. Do I have to submit a report even if my agency has disbanded?
  18. How do I withdraw/decline a grant award?
  19. How do I get in touch with my Grant Program Specialist (GPS) or Program Manager?
  20. Can I submit a progress report in my agency’s format?
  21. Our agency has several grants with the COPS Office. We have received a notification that we need to submit a COPS Progress Report for our hiring grant, and then another notice stating that we need to submit a COPS Progress Report for our non-hiring grant as well. Do we need to complete both?
  22. Our agency completed a COPS Non-Hiring Progress Report for our grant, and then a few months later we received a final COPS Non-Hiring Progress Report for the same grant. Do we need to complete this report as well, since we just submitted our annual report?
  23. What if my agency does not maintain community policing data?
  24. Who should be responsible for completing the COPS Non-Hiring Progress Report?
  25. What happens if a grantee fails to file a progress report?

  1. What is a "non-hiring" grant?
    A non-hiring grant is a COPS grant that does not provide funding to hire sworn law enforcement personnel.  Instead, non-hiring grants fund things such as equipment, technology, and non-sworn civilian personnel.  Examples of non-hiring grant programs funded by the COPS Office include the following:
    • Methamphetamine Initiative (METH)
    • Technology Program (TECH)
    • Safe Schools Initiative (SSI)
    • Secure Our Schools (SOS)
    • Interoperable Communications Technology Program (ICTP)
    • Tribal Resources Equipment and Training Grant Program (TRGP-ET)
    • Community Policing Development (CPD) Cooperative Agreements and Grants - Research, Evaluation, and Training

    *A separate hiring report is sent to agencies that have been awarded grants under COPS hiring programs, such as COPS in Schools (CIS), the Universal Hiring Program (UHP), and the Tribal Resources Hiring Grant Program (TRGP-Hiring).


  2. How can I complete a COPS Progress Report online?
    Please access the COPS Office website at www.cops.usdoj.gov and click on Account Access at the top right-hand side of the page. Log in by typing your user name and password.  Once you are logged in, click on "COPS Progress Report (Non-Hiring)" and follow the instructions to complete your report.


  3. How do I obtain a user name and password?
    If you do not have your user name and/or password, please contact the COPS Office Response Center by phone at 800.421.6770 (from Monday through Friday between 9 AM and 5 PM Eastern time) or email the Response Center at egov.issues@usdoj.gov.


  4. If I cannot complete the COPS Progress Report online, what do I do? Can I receive and submit a hard copy of my progress report by mail, fax or email?
    All CNHPRs must be submitted online.  If you do not have Internet access, a hard copy may be faxed to you to help you formulate your response.  The progress report must then be completed by calling 800.659.7379 and requesting assistance with submission of your report.


  5. How do I obtain a copy of my progress report for my records?
    You may print it off of the website or call an Information Specialist at 800.659.7379


  6. Will I receive confirmation after submitting a progress report online or over the phone?
    Yes.  After submitting your progress report online, a confirmation page will appear informing you that your progress report has been received by the COPS Office.   If your progress report was completed over the phone by the COPS Office, a copy of the completed survey can be requested for confirmation.


  7. What should I do if I experience technical difficulties with the COPS online progress report? 
    Please contact an Information Specialist at 800.659.7379 or email the COPS Office at cops.cnhpr@usdoj.gov


  8. How do I update my contact information?
    If you would like to update your contact information, please access the COPS Office website at www.cops.usdoj.gov/Default.asp?Item=464 and click on Change Information from the menu.


  9. Can I complete my progress report before the survey period officially opens?
    No.  Annual progress reports become available for completion no sooner than 15 days after the end of the calendar year; quarterly reports become available for completion no sooner than 15 days after the end of the quarter; and final reports become available for completion no sooner than 15 days after the month in which the grant ended.  For more information regarding these different types of reports, see FAQ #12 and #13.


  10. Can I see future surveys that I will be required to submit?
    Not at this time.


  11. How do I modify my progress report after it is submitted?
    You may call an Information Specialist at 800.659.7379 for assistance.  If you made a mistake, you will be able to correct your answers over the phone for 30 days after submission.  After 30 days, no additional changes may be made until the next reporting period.


  12. What is the difference between an active (annual or quarterly) CNHPR Progress Report and a final CNHPR?
    An "active" grant is one in which the award end date has not yet passed.  You must complete an active (annual or quarterly) CNHPR covering all active non-hiring grants your agency was awarded.  Similarly, you must complete a "final" CNHPR if your agency has any expired (but not officially closed) non-hiring grants.   Both reports are used to determine the progress your agency has made with its non-hiring grant(s) during the reporting period.


  13. How often are grantees required to submit COPS Non-Hiring Progress Reports?
    Notification of the annual progress report collection will be sent to grantees in January.  It will cover activities for the previous calendar year, with the report due 30 days thereafter.  The COPS Office requires grantees that have been provided Community Policing Development funding to complete the progress report on a quarterly basis.  Notification of quarterly progress report collection will go to recipients of Community Policing Development funding in January/April/July/October, covering activities for the preceding calendar quarter, with the report due 30 days thereafter.  Notification of the final progress report collection will be sent monthly to grantees with recently expired grants or cooperative agreements, with the report due 30 days thereafter.


  14. How long will I have to report on this grant?
    The COPS Office tracks progress of grant activities for non-hiring grants until the award end date.  The final CNHPR will be sent to grantees following grant expiration.  The official closeout of your grant(s) may not take place immediately following the end date.  For information about the closeout process, please visit the COPS website:  www.cops.usdoj.gov/Default.asp?Item=104.


  15. What does "as of the reporting period" mean?
    For the annual CNHPR, December 31 is the date on which you should base your answers.  For the quarterly CNHPR (only for Community Policing Development funding), grantees should report on activities from the preceding calendar quarter.  For the final CNHPR, grantees should report on all grant activities up to the award end date.


  16. If I have never accepted the grant or have accepted it but plan to withdraw, do I still have to submit a report?
    Yes.  If you have been contacted to complete a CNHPR, the COPS Office has not officially withdrawn your grant and you must complete the report.   Please complete the report and contact your Grant Program Specialist or Program Manager by calling the COPS Office Response Center at 800.421.6770 to ensure that you have submitted the proper paperwork to withdraw from the grant.


  17. Do I have to submit a report even if my agency has disbanded?
    Yes.  If you have been contacted to complete a CNHPR, the COPS Office has not officially withdrawn your grant and you must complete the report.   Please complete the report and contact your Grant Program Specialist or Program Manager by calling the COPS Office Response Center at 800.421.6770 to ensure that you have submitted the proper paperwork notifying COPS that your agency has disbanded.


  18. How do I withdraw/decline a grant award?
    You must notify the COPS Office of your intention to withdraw. Please contact your Grant Program Specialist or Program Manager for specific instructions or visit the COPS Office website at www.cops.usdoj.gov/Default.asp?Item=101.   A letter signed by the law enforcement executive and/or government executive detailing why your agency wishes to withdraw or decline the grant must be received by the COPS Office before your grant can be withdrawn. Additionally, if your agency originally accepted the grant, then you must also submit a final Federal Financial Report (SF-425) along with the letter requesting the withdrawal.


  19. How do I get in touch with my Grant Program Specialist (GPS) or Program Manager?
    Your GPS is listed on the COPS website at www.cops.usdoj.gov/default.asp?Item=487, or you can reach your Grant Program Specialist or Program Manager by contacting the COPS Response Center at 800.421.6770.


  20. Can I submit a progress report in my agency’s format?
    No.  For data analysis purposes and to ensure consistency of reporting, COPS requires that progress reports be submitted in our standardized format.


  21. Our agency has several grants with the COPS Office. We have received a notification that we need to submit a COPS Progress Report for our hiring grant, and then another notice stating that we need to submit a COPS Progress Report for our non-hiring grant as well. Do we need to complete both?
    Yes, if your agency has both hiring and non-hiring grants, then your agency must submit both types of progress reports because they cover and refer to specific types of grants. When completing these respective progress reports, be sure to refer to the grant numbers listed on the front page of each report and provide the responses to the questions as they relate to the grant program or project under those specific grant numbers.


  22. Our agency completed a COPS Non-Hiring Progress Report for our grant, and then a few months later we received a final COPS Non-Hiring Progress Report for the same grant. Do we need to complete this report as well, since we just submitted our annual report?
    Yes, your agency will need to complete the final COPS Non-Hiring Progress Report regardless of how recently your agency submitted an annual version of this report. The annual report documents the progress made on the grant project during the previous calendar year. The final report provides information regarding the completion of the entire grant project that may span several years. Additionally, the final progress report is used by the COPS Office to ascertain whether your grant is ready for the closeout process.


  23. What if my agency does not maintain community policing data?
    As explained in the grant application materials, COPS grants must promote or enhance community policing If your agency has not engaged in a specific activity identified in the Community Policing Capacity section of the progress report, please check the box "Not Applicable" for that activity. If you need additional assistance in responding to the Community Policing Capacity questions, please contact your Grant Program Specialist or Program Manager by calling the COPS Response Center at 800.421.6770.


  24. Who should be responsible for completing the COPS Non-Hiring Progress Report?
    The progress report should be completed by the person most responsible for the overall management of the grant and/or the funded program or project.  However, in some instances, the person responsible for completing the progress report may not be the person responsible for implementing the grant.  Therefore, it may be necessary to solicit answers to the progress report questions from those individuals who have the appropriate knowledge.


  25. What happens if a grantee fails to file a progress report?
    If attempts to obtain voluntary grantee compliance do not produce the progress report, the COPS Office will take the necessary enforcement actions to resolve the compliance issue.  Enforcement actions may include suspending current grant funds, terminating the grant, and barring the grantee from receiving any new COPS grant awards for one year.

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