EXHIBIT 2 Ohio DYS PREP Administrative Site Monitoring Form.pdf

Ohio-PREP Personal Responsibility Education Program (PREP)

Program Monitoring

Scharron Kane Director of Federally Funded Grant Programs, PREP Program Manager Central Office | Division of Facilities, Programs, and Operations 30 W. Spring St, 5th floor Columbus, Ohio 43215 P: 614.674.4030 Scharron.Kane@dys.ohio.gov

State Level Monitoring of Subgrantees

Ohio DYS conducts an administrative monitoring visit to examine current year compliance with PREP funding requirements. The goals of the monitoring visit are to ensure subgrantee contract compliance and to provide on-going technical assistance in an effort to develop high quality and effective PREP programs.

A. Administrative Site Monitoring Visit (Announced) – Ohio DYS will conduct an announced administrative site visit to monitor contract compliance inclusive of accounting controls, record-keeping, and program administration. The Administrative Site Visit form will be used to document visits by Ohio DYS. All documentation for the past year (fiscal and programmatic) pertaining to the grant should be readily accessible for the review, including electronic or printed copies of all reports submitted. Example: Personnel Services should have copies of payroll records, travel expense reports, etc.

B. Program Observation - Ohio DYS will conduct an announced program visit arranged by the subgrantee to monitor the quality of curriculum implementation.

C. Ohio DYS will also conduct monthly subgrantee team calls to discuss program progress and updates. Conference/video call information will be shared prior to each meeting. All subgrantees are expected to participate on the monthly calls.

Administrative Site Monitoring Form Report Prepared By

GENERAL INFORMATION

Subgrant Number

Agency Project Director

Telephone and Email

VISIT INFORMATION

Indicate in-person or virtual Date Time

Address Agency Participants and

Positions

Recordkeeping Observation Please complete the checklist below as you conduct the administrative monitoring visit

GRANTS MANAGEMENT

Documents On File at

Agency Comments

APPLICATION

Copy of the approved application ___ Yes ___ No ___ N/A

Copy of any application revisions ___ Yes ___ No ___ N/A

AWARD DOCUMENTS

Copy of current contract/award letter

___ Yes ___ No ___ N/A

DISTRIBUTION

All subgrantee related distribution of newsletters, brochures, PowerPoints, etc.

___ Yes ___ No ___ N/A

PERFORMANCE REPORTS

Performance reports up to date (check for last 4 quarterly reports)

___ Yes

GRANT ADJUSTMENTS

Request for programmatic changes

Request for budget revisions

PERSONNEL

Are staff duties consistent with approved grant activities?

___ Yes

State and local background checks completed

___ Yes

Documentation of time worked and payment for same

___ Yes

SUB-CONTRACTORS

Agreements and MOUs

Contracts

Payment receipts

FINANCIAL REPORTS

Subgrantee financial management reconciliation forms (check for last year)

BUDGET

Documents

On File at Agency

Comments

GENERAL

Fund balance is accurate

Expenditures match approved budget

___ Yes

PERSONNEL AND BENEFITS

Does the organization chart/staffing pattern support the project?

___ Yes

Is the program fully staffed?

TRAVEL

Mileage and other travel expenditures documented

___ Yes

Expenditures consistent with approved budget

___ Yes

EQUIPMENT

Equipment has been purchased

If equipment was purchased, is there written documentation of permission to purchase?

Status of permission to purchase

___ Approved ___ Denied ___ See Comments

Equipment purchased is consistent with

___ Yes

SUPPLIES

Supplies have been purchased

Supplies purchased are consistent with approved budget

___ Yes

TRAINING

Provider training was provided and attendance documented

___ Yes

Training costs are consistent with

___ Yes

PROGRAM

QUESTION

Evidence Provided:

Interview and/or documents

COMMENTS

COMMUNITY PARTNERS

Has the subgrantee identified community partners that serve youth in the approved target populations?

___ Yes

Has the subgrantee identified potential partners that serve all counties in the district?

___ Yes

Does the subgrantee have a process for tracking and following up with potential partners?

___ Yes

Does the subgrantee have a process for recruiting, developing, supporting, and retaining community partners?

___ Yes

Promising Practices being used or suggested by subgrantee:

Areas of Concern:

Technical Assistance Needed:

TRAINING/PROGRAM FIDELITY

Does the subgrantee have a training plan, calendar, and tracking system to ensure community partners have the training and materials needed to implement the program?

Does the subgrantee maintain a list of facilitators and their contact information, including organization?

___ Yes

Have all facilitators received formal training in the program they are implementing?

___ Yes

Does the subgrantee conduct program fidelity checks and adheres to the DYS approval process for ensuring any program adaptations are in keeping with fidelity requirements?

Does the program have a tracking system to ensure the fidelity monitoring reports are completed and submitted timely?

Promising practices being used or suggested by subgrantee:

COALITION MEETINGS/COMMUNITY COMMUNICATION

Are quarterly meetings scheduled, promoted, held, and attendance documented?

___ Yes

Does the subgrantee produce and distribute quarterly newsletters?

___ Yes

Promising Practices being used or suggested by Subgrantee:

DATA COLLECTION

Does the subgrantee have a plan to ensure community partners track attendance, and administer entry/exit surveys?

___ Yes ___ No ___ N/A

Promising practices being used or suggested by subgrantee:

Areas of Concern:

Assistance Needed:

QUALITY IMPROVEMENT

Does the subgrantee have a work plan with quarterly targets?

___ Yes ___ No ___ N/A

Is there evidence of activities being undertaken to reach work plan goals?

___ Yes ___ No ___ N/A

Promising practices being used or suggested by Subgrantee:

EXIT INTERVIEW

SUMMARY:

RECOMMENDATIONS:

CORRECTIVE ACTION PLAN:

SIGNATURES

Project Director: Date:

Agency Representative: Date:

Other: Date:

Other: Date: