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Catholic Charities National Mentoring Program

Reporting Requirements

Agenda
• • • • • • OJJDP programmatic requirements CCUSA programmatic requirements CCUSA financial reporting DAP Implementation Supporting Documents Sub-Recipient Support

• Questions

Objectives
• Provide guidance on programmatic reporting requirements for the Catholic Charities National Mentoring Program • Introduce DCTAT Log-in

OJJDP Outcomes I
Performance Measure % increase in the number of program mentors recruited Applicant’s Understanding Funding is provided to expand mentoring services Data Collection Methods Maintain a roster of mentors including the date of recruitment, completion of background checks and training; report baseline and growth periodically

% of program mentors successfully Before being assigned to youth each mentor must undergo a completing training criminal background check and training in youth development and mentoring % of trained program mentors with increased knowledge in program area Mentor retention rate Program must demonstrate initial and ongoing training provided for mentors Youth have better outcomes when the mentoring relationship lasts at least 12 months or an entire school year Funding is provided to expand mentoring services

Record pre- and post-test scores for all mentor training Dates for the beginning and ending of each mentoring relationship is recorded Maintain a roster of participating youth; report baseline & growth periodically

% increase in youth enrolled since the beginning of the program period

OJJDP Outcomes II
Performance Measure % of mentoring programs with active partners Applicant’s Understanding Mentoring programs require active community partners committed to the program’s offering resources to achieve optimal success. Programs will engage, retain and document active partners and the services they provide to participating youth Each youth enrolled in the program will undergo an intake/assessment process that results in a formal record. A service plan developed with the participation of the youth, the mentor, and the youth’s family, if appropriate, will document goals and objectives. Program staff will regularly record participation and progress toward goals, as well as setbacks, should they occur. Data Collection Methods Each agency will develop MOUs with community partners and will send a PDF of each to CCUSA Maintain spreadsheet of partners’ services and resources utilized

# of program youth served % of program youth successfully completing program requirements % of program youth who offend or reoffend % of program youth exhibiting desired change in targeted behaviors

Maintain electronic and/or hard copy client charts and aggregate rosters Reason for termination will be recorded for all youth and % of successful completion tabulated Maintain spreadsheet with roster of participating youth including main goals, milestones and setbacks

OJJDP Programmatic Reporting
• https://www.ojjdp-dctat.org

– Scroll down and click the plus next to - Juvenile mentoring and ARRA Mentoring Grant Programs
• Open Performance Measures Grid • Under Training • Read FAQs • Review DCTAT Overview – Go here first!
– Open Data Collection Form – Juvenile Mentoring Sub-grantee

• Log-in using provided user id and password

OJJDP Programmatic Reporting #4
• Please enter the amount of your award
– This should include the amount that was awarded t o you for travel – The finance contact should have the most up-to-date budget

OJJDP Programmatic Reporting #7
• • Project Title - CCUSA National Mentoring Program Project Description - Catholic Charities USA (CCUSA) aims to provide evidence-based mentoring services to at least 500 youth over a period of two years through a network of 41. Catholic organizations representing 38 states. CCUSA will act as fiscal agent and provide program monitoring, reporting, and technical assistance to its subgrantees. The program's purpose is to prevent delinquency, truancy, drug use, gang involvement, pregnancy and other high risk activities while improving school performance. Targeted to at risk youth, including the children of military families, between the ages of 9 and 17 who live in areas of significant community disadvantage, the program will use trained adult volunteers matched one to one with at risk youth to form nurturing relationships lasting no less than twelve months. Built on weekly two hour individual meetings, the program will include periodic group recreational activities as well as case management and other assistance provided by professional social service or service learning staff. The CCUSA National Mentoring Program has three goals: 1) to establish a network of CCUSA member organizations equipped to provide evidence based youth mentoring services; 2) to reduce delinquency, drug abuse, truancy, gang involvement and other high-risk behaviors through increasing the availability of youth mentoring; and 3) to improve school performance of participating youth. CCUSA will support the local organizations as they develop community partnerships and recruit, train and sustain volunteer mentors in service to the enhanced well-being of youth. Program data will be collected and contribute to a final report illustrating the methods and outcomes of the program.

OJJDP Programmatic Reporting #9 & #10
• 9. Non-profit community based organization • 10. If your program is evidenced-based click ‘yes.’

• 11. Choose Hamilton Fish Institute or Other • 12. If other - Rhodes, J. E. (2005). A Model of Youth Mentoring. In D.L. DuBois & M.J. Karcher (Eds.), Handbook of Youth Mentoring, (p. 32). Thousand Oaks, CA: Sage Publications. • 13. Model of youth mentoring (Rhodes, 2005)

– Evidence-based programs and practices are those that have been shown, through rigorous evaluation and replication, to be effective at preventing or reducing juvenile delinquency or victimization, or related risk factors. Evidence based programs or practices can come from many valid sources (e.g., Blueprints for Violence Prevention, OJJDP’s Model Programs Guide). Evidence based practices may also include practices adopted by agencies, organizations or staff which are generally recognized as “best practice” based on research literature and/or the degree to which the practice is based on a clear, well-articulated theory or conceptual framework for delinquency or victimization prevention and/or intervention.

OJJDP Timeframes
Reporting Periods • January 1 – June 30 • July 1 – December 31
Reminders will be sent out: • 15 days prior to the end of the reporting period • The end of the reporting period • Five days prior to the end of the data input deadlines • One day prior to the end of the data input deadlines

Data Input Deadlines • July 10 • January 10

Catholic Charities Programmatic Reporting
• Programmatic Form
– Same workbook used previously

• Comments from Q2 Reporting

– If you have not begun, please note that under the reporting period – Please ensure that you are entering information into the correct quarter (if a mistake was made last quarter, please correct it) – MOUs for NEW relationships are required

Catholic Charities Timeframes
Reporting Periods
• • • • January 1 – March 31 April 1 – June 30 July 1 – September 30 October 1 – December 31

Reporting Deadlines
• • • • April 10 July 14 October 10 January 10

Reminders will be sent out:

• 15 days prior to the end of the reporting period • The end of the reporting period • Five days prior to the end of the data input deadlines • One day prior to the end of the data input deadlines

CCUSA Financial Reporting • Financial Form

• Comments from Q2 Reporting

– Does not need signatures – Approver name required – Fill in budget – For most, if not all, agencies – ignore Column 5 – Training travel resolved – For those who submitted after 5/13 – pay Q3

– Same workbook used previously

Developmental Asset Profile Survey – 1st DAP Implementation

• Pre-mentoring DAP implementation
• http://surveys.searchinstitute.org/dap/survey.php?surv=466
– Between initial match and third meeting – Administered with the mentor – Flexible administration

Developmental Asset Profile Survey – Referencing Assets • Reference assets throughout match

– Design activities that directly impact assets – Explain how developing assets leads to program goals – Encourage real-life examples of utilizing assets

Developmental Asset Profile Survey – 2nd DAP Implementation • Post-mentoring DAP implementation
– Second to last meeting – Administered with mentor – Flexible administration

• Will send the link to the 2nd DAP implementation April 2014 or sooner by request.

ID Convention for DAP
• Items captured in ID – Agency state abbreviation – (NY, WY) – Agency diocese – three letters (Roc, Che) – Special population • None - 0 • Pregnant and Parenting - 1 • Military Family - 2 • Refugee – 3 • Pregnant and Parenting AND Military Family – 4 • Pregnant and Parenting AND Refugee – 5 • Military Family and Refugee – 6 • All 3 – 7 – Youth ID number – two numbers (01, 14) – Pre/Post test – letter (a or b) Examples: NYRoc001a, MABos303a, WASea205a, KSSal110b

Sub-Recipient Support
• Support activities include but not limited to

– Reporting and reviewing of programmatic performance data and reports – Site visits and follow up on policies and procedures – Inquiries and feedback regarding all aspect of program activities – Training & technical assistance

Questions?

Out of Office

June 22 – July 7