Program Monitoring and Site Visits Purpose Of Program

Program Monitoring and Site Visits

Purpose Of Program Monitoring ü Ensure that services are delivered in accordance with contract terms and conditions ü Provide timely performance reports (financial and programmatic) ü Provide timely notification to VDSS of contractual issues and any obstacles effecting performance ü Ensure expenditures do not exceed budget ü Certain activities require advanced approval of VDSS -Changes in personnel, changes in budget, and changes in the scope of work and/or deliverables

What to Expect • • • Memo from Program Officer List of documentation to have available for site visit Wi-Fi available for site visit Office space for VDSS/Ameri. Corps staff to utilize during site visit If possible, scanner for case records/member information

Documentation Examples of Documentation to be reviewed

Documentation Ø Program Overview: Target population Projected number to be served Population served Localities served

Staffing Ø Staffing levels maintained Ø Staffing issues Ø How VDSS is notified of staffing changes that effect deliverables

Members Ø Review and record keeping techniques for criminal background checks for members Ø Documentation and reporting of MSYs and slots Ø Member retention rate Ø Member Compliance Ø Accompaniment Ø Time Sheets Records

Program Administration Ø Ameri. Corps Branding/Marketing/Logo Placement Ø Ameri. Corps Gear Ø Member Attendance Ø Member Development/ Member Training Plan Ø Member Benefits (Healthcare, Childcare) Ø Member Closeout/Educational Award Ø Member Interviews

Policy Compliance o Grievance Policy o Suspension/Termination Policy

Work plans and Outcomes

Conclusion Findings Concerns Recommendations Verbal and Written Site Monitoring Report