Ch. 2, § 6. Monitoring, Assessing, Evaluating of and Technical Assistance to Grantees and Contractors

(a) The Division shall monitor, assess, evaluate and provide technical assistance to grantees/contractors as specified below: (i) Monitoring: The Division will review and analyze required monthly and quarterly program performance reports and fiscal reports. (A) The Division staff will periodically conduct an on-site review of each grantee to evaluate individual client records and reports, and to ensure that: (I) Services to individual clients are being provided as requested on the intake form; (II) Services are received according to each client's functional status; (III) Each client's physical and emotional well-being and safety are being taken into consideration; (IV) Care plans, contracts, and service agreements are followed as specified; and (V) Quality of life and of care is assured in each individual case, consistent with an approved plan and funding. (ii) Assessing: The Division will annually conduct an on-site review of each grantee to compare objectives and budgets with performance reports and annualized expenditures, in compliance with the terms of the grant. (A) A written report will be sent to the grantee within thirty (30) days of the on-site review. (iii) Evaluating: The Division will annually evaluate program and fiscal year- end performances of each contract by: (A) Requiring a written close-out report of each objective in the grant sixty (60) days after the end of the fiscal year; and (B) Reviewing the fiscal reports for the year with the close-out report, to ensure that they are in compliance with the terms of the grant. (iv) The Division will provide expertise to grantees/contractors through on-site visits, telephone calls, written correspondence or other material, in-office visits, referrals, training or research if: (A) Requested; or (B) Compliance issues indicate corrective action is needed; or (C) Deficiencies are found. (b) If deficiencies or non-compliances are found, the Division will: (i) Work with the grantee to determine the corrective steps and/or plan of action to be taken by the grantee; (ii) Develop a written plan of action and/or corrective steps to be completed by a mutually agreed upon date, not later than ninety (90) days from the date of the agreed upon plan of action; and (iii) Reassess or re-evaluate the grantee by at least the next annual assessment or evaluation, whichever comes first, for compliance with the plan of action.