Section 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:
- (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.