MICHIGAN 21ST CENTURY COMMUNITY LEARNING CENTERS



[pic] DELAWARE 21ST CENTURY COMMUNITY LEARNING CENTERS

SUBGRANTEE COMPLIANCE MONITORING PROTOCOL

Overview

The Delaware Subgrantee Compliance Monitoring Protocol is intended to assist the Monitoring Team as they meet with subgrantee personnel of the local 21st Century Community Learning Center (21st CCLC) program in determining compliance with Federal statutory and regulatory requirements and support for ongoing quality improvement.

|Basic Information |

|Subgrantee:       |Date of Site Visit:       |

|Subgrantee Address:       |

|Fiscal Year of Award:       |Cohort:       |

|Feeder School(s):       |

|Person(s) Interviewed:       |

|DDOE Staff and Other Member(s):       |

*The approved subgrant application and any approved amendments will be used throughout the monitoring process.*

DDOE will bring the latest copies for use during the review.

| Program Administration |

| |Requirements |Evidence Documentation |Requirement Status |Improvement Plan/Timeline |

|1 |The subgrantee is recruiting and serving the target students and their | Recruitment plans and activities | Met requirements |      |

| |families as identified in the approved subgrant application and/or approved |Participation eligibility data |Needs improvement with findings | |

| |amendment and is reaching or exceeding the projected number of students to be |Protocol for selection of students |Noncompliance with findings | |

| |served. |Documentation of outreach activities (fliers, school | | |

| | |staff meeting minutes / agenda, etc.) | | |

| | |Enrollment and attendance records | | |

| | |Other:       | | |

|2 |The program implements an attendance policy that encourages participation on a| Written policies/handbooks | Met requirements |      |

| |regular, consistent basis. |Attendance records |Needs improvement with findings | |

| | |Contact log |Noncompliance with findings | |

| | |Other:       | | |

|3 |The subgrantee is providing the number of days and hours of programming and | Program calendar and schedule of activities | Met requirements |      |

| |the program is held in an accessible location as described in the approved |Parent handbooks and promotional materials |Needs improvement with findings | |

| |application and/or approved amendment. |Other:       |Noncompliance with findings | |

|4 |The subgrantee is implementing parent/family activities as described in the | Meeting agendas and minutes, including list of attendees| Met requirements |      |

| |approved application and/or amendment. |Program calendars/Schedule |Needs improvement with findings | |

| | |Sign-in sheets |Noncompliance with findings | |

| | |Other:       | | |

|5 |The subgrantee is addressing the transportation needs of students as described| Transportation logs | Met requirements |      |

| |in the approved application and/or amendment. |Notices to parents/caregivers |Needs improvement with findings | |

| | |Other:       |Noncompliance with findings | |

| | | |Not applicable | |

|6 |The subgrantee provides equitable services to private school students, and | Correspondence to private schools | Met requirements |      |

| |their families. Comparable opportunities for the participation of both public-|Record of response from private school |Needs improvement with findings | |

| |and private-school students in the area served by the subgrant are provided. |Other:       |Noncompliance with findings | |

| |The subgrantee has consulted with private school officials. | | | |

|7 |The program has a formal process for regular and effective communication with | Communication plan | Met requirements |      |

| |students’ teachers to provide individualized assistance in academic areas and |Meeting schedules/agendas/minutes |Needs improvement with findings | |

| |to inform and receive information from in-school teachers on students’ |Correspondence |Noncompliance with findings | |

| |academic and behavioral progress. |Survey of classroom teachers | | |

| | |Other:       | | |

|8 |The project director and site coordinators communicate regularly and | Correspondence | Met requirements |      |

| |effectively with the school principal(s) and administration to coordinate |Activity logs |Needs improvement with findings | |

| |resources, use of school facilities, and progress of program and activities. |Surveys of school administrator(s) |Noncompliance with findings | |

| | |Meeting agendas/minutes | | |

| | |Other:       | | |

|9 |Subgrantee staff members have attended the required state, regional or | Training registration | Met requirements |      |

| |national meetings. |Training materials |Needs improvement with findings | |

| | |Other:       |Noncompliance with findings | |

|10 |The program and partner(s) collaborate to implement services according to the | Agreements/MOUs/Contacts | Met requirements |      |

| |approved application and/or amendment. |Documentation of services |Needs improvement with findings | |

| | |Meeting agendas/minutes |Noncompliance with findings | |

| | |Other:       | | |

|11 |The program advisory committee meets to address program strengths and needs. | Meeting agendas/minutes | Met requirements |      |

| | |Meeting attendance list |Needs improvement with findings | |

| | |Other:       |Noncompliance with findings | |

|12 |The program has developed written policies and procedures to effectively | Handbook | Met requirements |      |

| |manage the programs that are made available to all partners. |Written/policies and procedures |Needs improvement with findings | |

| | |Other:       |Noncompliance with findings | |

|13 |The program enters into formal written agreements with subcontractors | Agreements/MOUs | Met requirements |      |

| |(partners/vendors). |Other:       |Needs improvement with findings | |

| | | |Noncompliance with findings | |

| | | | | |

|14 |The program sites are licensed by Office of Child Care Licensing (OCCL), | Copy of license | Met requirements |      |

| |unless the school is the primarily fiscal partner and the entire program is |Other:       |Needs improvement with findings | |

| |housed in the school. | |Noncompliance with findings | |

| | | |Not applicable | |

|15 |All staff members have qualifications, credentials, and expertise appropriate | Employment records | Met requirements |      |

| |for the positions described and there are sufficient numbers of staff planned |Credentials, certifications, etc. |Needs improvement with findings | |

| |for the numbers of students. |Staffing plan |Noncompliance with findings | |

| | |Other:       | | |

|16 |Program staff members participate in ongoing professional development that | Professional development agendas | Met requirements |      |

| |addresses the diverse needs of the students and families. |Certificate of completion |Needs improvement with findings | |

| | |Individualized professional development plan |Noncompliance with findings | |

| | |Other:       | | |

|17 |Staff and volunteers are evaluated on a regular basis and given feedback for | Staff handbook | Met requirements |      |

| |continuous performance improvement. |Staff/volunteer rating criteria/format |Needs improvement with findings | |

| | |Other:       |Noncompliance with findings | |

|18 |The program accommodates students with special needs as required by local, | Documentation of accommodations provided | Met requirements |      |

| |state, and Federal statutory requirements. |Attendance record of students with special needs |Needs improvement with findings | |

| | |Other:       |Noncompliance with findings | |

|19 |The subgrantee has begun to implement the required Sustainability Plan on how | Sustainability Plan | Met requirements |      |

| |the program will continue after 21st CCLC funding has ended. |Description of resources the program has secured or |Needs improvement with findings | |

| | |attempted to secure |Noncompliance with findings | |

| | |Other:       | | |

|20 |Site observation reports and internal evaluation findings are regularly | Meeting agendas/minutes | Met requirements |      |

| |communicated to program and school staff, families, community, and other |Annual reports |Needs improvement with findings | |

| |stakeholders. |Newsletters |Noncompliance with findings | |

| | |Other:       | | |

|21 |Program activities and services are advertised in the targeted schools and | Postings/announcements | Met requirements |      |

| |community through a variety of methods and forums. All materials include |Press releases/articles |Needs improvement with findings | |

| |recognition of 21st CCLC funds. |Outreach activities |Noncompliance with findings | |

| | |Website | | |

| | |Other:       | | |

|22 |Information is transmitted to families with limited English proficiency in | Correspondence | Met requirements |      |

| |modes that are appropriate and easily understood. |Translation/assistive materials |Needs improvement with findings | |

| | |Event/meeting announcements |Noncompliance with findings | |

| | |Activity log | | |

| | |Other:       | | |

|23 |The subgrantee expends 21st CCLC funds appropriately, and has accounting | Financial summary reports | Met requirements |      |

| |records that are complete and accurate. |Budget change requests/amendments |Needs improvement with findings | |

| | |Purchase orders/invoices/receipts |Noncompliance with findings | |

| | |Time and effort worksheets | | |

| | |Other: | | |

|24 |The subgrantee uses 21st CCLC funds to supplement rather than to supplant | Financial/program documents | Met requirements |      |

| |funds from other sources. |Program funding history |Needs improvement with findings | |

| | |Other:       |Noncompliance with findings | |

|25 |The subgrantee tracks and reports any generated income annually and validates | Financial summary reports | Met requirements |      |

| |that generated program income is spent within the performance period in which |Purchase orders/invoices/receipts |Needs improvement with findings | |

| |they are generated from. |Time and effort worksheets |Noncompliance with findings | |

| | |Other:       | | |

|26 |The subgrantee maintains annual inventory records for materials and equipment | Purchase orders/invoices | Met requirements |      |

| |purchased with 21st CCLC funds, including location, price, and item condition.|Inventory list with location, price, and item condition |Needs improvement with findings | |

| | |Other:       |Noncompliance with findings | |

|27 |The program maintains on-going documentation of contributions (in-kind or | In-kind contribution list | Met requirements |      |

| |resources) from partnering agencies or other sources. |Volunteer log |Needs improvement with findings | |

| | |Partner agreements |Noncompliance with findings | |

| | |Other:       | | |

Additional Comments:      

No further action required Compliance plan and documentation required:      

We certify that this On-Site Monitoring Visit was conducted on (date) and was reviewed with representatives of the program/agency subgrantee at the exit interview. The subgrantee, if identified for improvement, will complete the required improvement plan and submit documentation for each item within the specified timeline.

State 21st CCLC Representative: Date:

(Signature)

State 21st CCLC Representative: Date:

(Signature)

Program/Agency Representative: Title: (Print)

Date:

(Signature)

Program/Agency Representative: Title: (Print)

Date:

(Signature)

Program/Agency Representative: Title: (Print)

Date:

(Signature)

Program/Agency Representative: Title: (Print)

Date:

(Signature)

................
................

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

Google Online Preview   Download