Md. Code Regs. 16.17.01.04

Current through Register Vol. 51, No. 12, June 14, 2024

Section 16.17.01.04 - Monitoring and Evaluation

A. Eligibility for State Funding. In order to be eligible for funding from the State, a bureau shall meet the requirements set out in this regulation.

B. Bureau Requirements. Each bureau shall:

(1) Have a valid organizational structure, including a board of directors or an advisory board;

(2) Follow sound personnel practices and maintain complete personnel files that include for each bureau staff member:

(a) A job description,

(b) A completed criminal background check,

(c) Evidence of the staff person's educational credentials and experience, and

(d) Annual staff evaluations;

(3) Provide insurance coverage, as appropriate for the services provided;

(4) Establish and maintain such fiscal control and fund accounting procedures as may be necessary to assure prudent use, proper disbursement, and accurate accounting of funds;

(5) Meet the program requirements set out in Regulation .03 of this chapter, the information reporting and confidentiality requirements set out in Regulation .05 of this chapter, and, if the bureau charges its clients a fee for services, the fee requirements set out in Regulation .06 of this chapter;

(6) Conduct criminal background checks for all employees and, as required by Department policy, volunteers;

(7) Comply with the Department policy on reporting critical incident reports; and

(8) Submit to the Department an annual budget at the time the Department specifies.

C. Monitoring Generally. The Department may monitor the bureau by:

(1) Conducting scheduled and unscheduled site visits;

(2) Attending bureau board of directors or advisory board meetings;

(3) Inspecting bureau fiscal, client case, and staff and volunteer files;

(4) Reviewing bureau policies and procedures; or

(5) Meeting with and interviewing bureau staff, volunteers, and clients.

D. Compliance and Effectiveness Reports.

(1) The Department shall issue reports which:

(a) Determine the bureau's compliance or noncompliance with the bureau requirements; and

(b) Evaluate annually the bureau's effectiveness.

(2) The Department shall provide the bureau with a copy of the compliance and effectiveness reports.

(3) If a compliance or effectiveness report indicates that the bureau's performance does not comply with the statute or these regulations, or that the bureau is ineffective, the bureau shall within 15 days of receipt of the report:

(a) File with the Department a plan of corrective action which addresses the concerns raised by the report and provides a timetable for compliance; or

(b) File with the Secretary or the Secretary's designee a protest of the report or reports, providing in the protest a detailed explanation of why the report of noncompliance or ineffectiveness is unsubstantiated.

(4) If a bureau is determined to be ineffective or if a bureau fails to meet these eligibility guidelines for 2 years, the Department shall stop funding the bureau.

E. Nonexclusivity. This regulation does not limit the ability of any State or local government or agency that provides funds to a bureau from reviewing the bureau's program for compliance with the terms of the bureau's grant or contract with the State or local government or agency, and from taking any appropriate action.

Md. Code Regs. 16.17.01.04

Regulations .04 adopted effective December 6, 1993 (20:24 Md. R. 1865)