Site Visit Compliance Audit



ARKANSAS BETTER CHANCE-ARKANSAS BETTER CHANCE FOR SCHOOL SUCCESSABC Home Visiting Monitoring Audit Tool_______________________ ________________________________________ _________ Date & Time of Review Name of Reviewer # Slots ____________________________________ _________________________________________________________________ProgramSite (if program has more than one)ABC Coordinator/ ContactFunding: ABC ? ABCSS ? SECTION 04 – CHILD ELIGIBILITYITEMCOMMENTS4.05Does program obtain and verify documentation of eligibility prior to enrollment?Yes FORMCHECKBOX No FORMCHECKBOX 4.06Does every child’s file have a copy of their birth certificate/record?Yes FORMCHECKBOX No FORMCHECKBOX 4.10Are all children enrolled in ABC/ABCSS eligible for program?Yes FORMCHECKBOX No FORMCHECKBOX 4.11Does program obtain documentation of income exemption prior to enrollment?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX 4.13Were waivers requested and approved for children not meeting eligibility requirements?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX Section 07 - reportingITEMCOMMENTS7.01Is all required family and child data entered in COPA?Yes FORMCHECKBOX No FORMCHECKBOX 7.01Are home visits recorded in COPA at least monthly?Yes FORMCHECKBOX No FORMCHECKBOX 7.01Is all required staff information entered in COPA?Yes FORMCHECKBOX No FORMCHECKBOX 7.02Are ABC Financial Reports submitted by January 30 and July 30 of each year?Yes FORMCHECKBOX No FORMCHECKBOX N/R FORMCHECKBOX 7.04Was the final disclosure audit submitted within 120 days of the program’s fiscal year completions?Yes FORMCHECKBOX No FORMCHECKBOX N/R FORMCHECKBOX 7.05Does the program adhere to billing deadlines?Yes FORMCHECKBOX No FORMCHECKBOX 7.07Were changes to program reported to DESE/ABC within 5 working days of the change?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX SECTION 11 – PROFESSIONAL DEVELOPMENTITEMCOMMENTS11.09Did all returning ABC home visiting staff obtain 30 hours of professional development in the previous program year?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX 11.10Are all ABC staff attending mandatory trainings?Yes FORMCHECKBOX No FORMCHECKBOX 11.12Are all ABC staff registered in the PDR?Yes FORMCHECKBOX No FORMCHECKBOX 11.13Do all staff have an employee agreement in writing?Yes FORMCHECKBOX No FORMCHECKBOX SECTION 11 – STAFF QUALIFICATION PLANSITEMCOMMENTS11.07Has an SQP been approved and implemented for any staff not meeting minimum qualifications?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX 11.07Have progress reports been submitted for any staff on an SQP?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX Section 13 – child recordsITEMCOMMENTS13.09Does every child’s file have a completed and dated application?Yes FORMCHECKBOX No FORMCHECKBOX 13.09Does every child’s file have a current health screening?Yes FORMCHECKBOX No FORMCHECKBOX 13.09Does every child’s file have a current immunization record? Yes FORMCHECKBOX No FORMCHECKBOX 13.09Does every child’s file have a completed developmental screening?Yes FORMCHECKBOX No FORMCHECKBOX 13.09Is there a collection of each child’s work samples (a portfolio)?Yes FORMCHECKBOX No FORMCHECKBOX 13.09Are there summaries of parent/teacher conferences for each child?Yes FORMCHECKBOX No FORMCHECKBOX 19.06Is there documentation of income plus one other qualifying factor in each dual child’s file?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX 23.04.5Is there documentation that program has informed parents/guardians in writing that no religious activity will be paid or subsidized by public funds or occur in any manner suggesting governmental endorsement of any religion or religious message?Yes FORMCHECKBOX No FORMCHECKBOX 9.08Is a signed copy of parent handbook statement in each child’s file?Yes FORMCHECKBOX No FORMCHECKBOX SECTION 13 – PROGRAM STANDARDSITEMCOMMENTS13.06Is an approved curriculum used?Yes FORMCHECKBOX No FORMCHECKBOX 13.14Is there a transition plan for moving children to kindergarten?Yes FORMCHECKBOX No FORMCHECKBOX 13.17Does the program have a working email address which is checked daily?Yes FORMCHECKBOX No FORMCHECKBOX section 15 – assessments and screeningsITEMCOMMENTS15.02Is there a system of documenting the developmental assessment in place?Yes FORMCHECKBOX No FORMCHECKBOX 15.05Were developmental screenings completed within 45 days of enrollment?Yes FORMCHECKBOX No FORMCHECKBOX 15.05Were necessary referrals made within 7 calendar days?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX 15.08Were all health screenings completed within 45 days of enrollment?Yes FORMCHECKBOX No FORMCHECKBOX 15.09Were all children’s immunizations current or on a catch-up schedule?Yes FORMCHECKBOX No FORMCHECKBOX 15.10Does each HBE/PE have access to a computer with high speed internet access?Yes FORMCHECKBOX No FORMCHECKBOX SECTION 16 – parent and community involvementITEMCOMMENTS16.01Does the program have a plan for parental involvement that includes opportunities for parental input into program operation and design?Yes FORMCHECKBOX No FORMCHECKBOX 16.02Are there opportunities for at least 2 parent/teacher conferences?Yes FORMCHECKBOX No FORMCHECKBOX 16.03Does the program utilize a parent handbook specifically for the ABC program?Yes FORMCHECKBOX No FORMCHECKBOX 16.04Does the program have a collaboration plan with community/school district/education cooperatives, etc?Yes FORMCHECKBOX No FORMCHECKBOX SECTION 19 - hippy regulationsITEMCOMMENTS19.02Does the HIPPY Coordinator have a Bachelor’s degree in required field if serving more than 160 families?Yes FORMCHECKBOX No FORMCHECKBOX 19.02If the Coordinator holds a Bachelor’s degree in non-related area, do they have at least 12 college course hours in early childhood?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX 19.02Do programs serving more than 250 children have at least one part-time coordinator who meets qualificaitons?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX 19.03Do HBE’s have at least a CDA and adhere to workload requirements?Yes FORMCHECKBOX No FORMCHECKBOX SECTION 20 - pat regulationsITEMCOMMENTS20.02Has PAT Coordinator attended Institute Training and obtained either a Parent Educator Certificate of Administrator’s Certificate?Yes FORMCHECKBOX No FORMCHECKBOX 20.03Does the program have a certified Parent Educator?Yes FORMCHECKBOX No FORMCHECKBOX 20.04Do part-time PE’s serve at least 30, but less than 40, children?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX 20.05Does program operate 12 months per year, offering 12 visits and 3 monthly meetings?Yes FORMCHECKBOX No FORMCHECKBOX 20.08Does the PAT program coordinate services with HIPPY programs in areas where both exist to avoid duplication of services?Yes FORMCHECKBOX No FORMCHECKBOX NA FORMCHECKBOX ACTION PLANFor each “NO” checked on the compliance list, the program reviewer must complete the information below. After completing the information, program reviewer and site contact must sign and the site director must receive a copy of the checklist and Action Plan. #AREAS OF IMPROVEMENTPLAN OF ACTIONCOMPLIANCE DATECOMPLIANCE METPlease upload all documentation of compliance to COPA eDocs by the deadline.I certify that the above named program and site was evaluated in accordance to the Arkansas Department of Education Rules governing the Arkansas Better Chance Program._________________________________________________________________________________________________Program ReviewerDateThe signature below indicates the ABC Monitoring Audit was reviewed with the appropriate individuals of this program. I agree that the local program team will address any items identified in need of improvement and will comply with the Action Plan within the negotiated timeframe. I understand that positive results of the Monitoring Audit and/or the fulfillment of an Action Plan are essential to participate in future funding opportunities (i.e. summer services, renewal, expansion, etc.)._________________________________________________________________________________________________Site Contact/Authorized OfficialDateAction Plan page ______ of ______COMPLIANCE PLANFor each “NO” checked on the compliance list, the program reviewer must complete the table below. After completing the information, program reviewer and site contact must sign and the site director must receive a copy of the checklist and Compliance Plan. If you are requesting technical assistance, a copy of the checklist and Compliance Plan must be forwarded to ASU Childhood Services. #AREAS OF CONCERNPLAN OF ACTIONCOMPLIANCE DATECOMPLIANCE METPlease fax or mail all documentation of compliance by the deadline.Failure to complete the Compliance Plan may result in immediate termination from the ABC Program, denial of future ABC funds, repayment of funds and exclusion from participation in any DHS program.I certify that the above named program and site has been evaluated in person and is true to the best of my knowledge. I will conduct follow-up as necessary to ensure compliance and to take additional action and request technical assistance, if appropriate._________________________________________________________________________________________________Program ReviewerDateThe items listed in this checklist have been reviewed with me. I agree to follow any Compliance Plan listed above and will comply with instructions given me by Division ABC staff or any authorized representative. I understand that this information will be used to evaluate applications for renewal funding and that adverse action could result if the program does not comply with this Compliance Plan. A copy of this checklist has been provided to me._________________________________________________________________________________________________Site Contact/Authorized OfficialDateCP page ______ of ______COMPLIANCE PLANFor each “NO” checked on the compliance list, the program reviewer must complete the table below. After completing the information, program reviewer and site contact must sign and the site director must receive a copy of the checklist and Compliance Plan. If you are requesting technical assistance, a copy of the checklist and Compliance Plan must be forwarded to ASU Childhood Services. #AREAS OF CONCERNPLAN OF ACTIONCOMPLIANCE DATECOMPLIANCE METPlease fax or mail all documentation of compliance by the deadline.Failure to complete the Compliance Plan may result in immediate termination from the ABC Program, denial of future ABC funds, repayment of funds and exclusion from participation in any DHS program.I certify that the above named program and site has been evaluated in person and is true to the best of my knowledge. I will conduct follow-up as necessary to ensure compliance and to take additional action and request technical assistance, if appropriate._________________________________________________________________________________________________Program ReviewerDateThe items listed in this checklist have been reviewed with me. I agree to follow any Compliance Plan listed above and will comply with instructions given me by Division ABC staff or any authorized representative. I understand that this information will be used to evaluate applications for renewal funding and that adverse action could result if the program does not comply with this Compliance Plan. A copy of this checklist has been provided to me._________________________________________________________________________________________________Site Contact/Authorized OfficialDatePlP page ______ of ______ ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download