PWS_Attachment_5-YCP-DSAs.pdf

160301 RM Director’s Self-Assessment

National Guard Youth ChalleNGe Program Director’s Self-Assessment

Program/State: Click here to enter text.

Date: Click here to enter text.

Functional Area

Resource Management

Program Director’s Contact Information Name: Click here to enter text.

Email: Click here to enter text.

Phone: Click here to enter text.

Complete the assessment tool using the following guidelines to respond to all questions:

a. Click on “GO” only if the Program meets all the requirements identified in the Question.

b. Click on “NO GO” if the Program does not meet all or only meets part of the requirements in the Question.

This requires a corrective action statement in the comments block.

c. Click on “N/A” if the question does not apply. This requires an explanation in the comments block.

d. It is highly recommended that the Program collaborate with United States Property and Fiscal Office, Grants Officer Representative, Federal Program Manager, and Grantee (State) to accurately complete this DSA.

1. Does the annual Program budget include all required documentation and was it submitted to NG-J1-AY within the required timeframe?

Ref: NGYCP-CA, Sections 305a, 402b-c, 406e, and Attachment 1, Sections 1-5 and 1-9a.

GO NO GO N/A

Requires comment

a. Budget submitted to NG-J1-AY not later than 90 days prior to the start of the Program Fiscal Year (PFY).

b. The budget included an updated annual goal-focused State Plan. ☐ ☐ ☐

c. The budget included certification of State funds. ☐ ☐ ☐

d. The budget included costs for food and equipment provided by the U.S.

Department of Agriculture through the School Lunch Program.

Comments: Click here to enter text.

2. Are funds for meals being tracked and expended per regulatory guidelines?

Ref: NGYCP-CA, Section 305(e), and Attachment 1, Section 1-5(1)(a)(c).

GO NO GO N/A

Requires comment

a. When the dining facility is operated by the State in a state owned or leased/contracted dining facility, meals consumed by visitors were tracked and treated as Program Income.

b. Reimbursement for food service costs does not exceed $20 or less per day per Cadet.

c. At Federally operated dining facilities, reimbursement to the State was only for meals provided to Cadets.

3. Is the budget being managed and maintained per regulatory guidelines?

Ref: NG Pam (AR) 37-1, paragraph 3-4d(5) and 3-5b; NGYCP-CA, Sections 201d(3), 305b(1), 305b(2), 305c(1), 306a, 401c, and 402a(3); Attachment 1, Sections 1-6a, e and 1-8a(3); NGR 5-1, paragraph 11-7a, DoDFMR Vol 14 Chapter 2 Section 020203, CP 3-1 Chapter 1, 3B, GCAPL 15-05 and State Regulations.

GO NO GO N/A

Requires comment

a. The Program maintains a master informal commitment ledger. ☐ ☐ ☐

b. Quarterly reports submitted to NG-J1-AY not later than 30 days after the end of each quarter.

c. Grantee may adjust the total budget up to 10%. Before moving funds, Grantee received prior written approval from NG-J1-AY when changes in the total budget exceeded 10%.

d. Federal reimbursement for public information and recruiting operations does not exceed $30,000 per PFY.

e. Program limits clothing and equipment costs to $500 per Cadet. ☐ ☐ ☐

f. Program limits Cadre uniform expenses to $300 per year. ☐ ☐ ☐

g. The Program pays terminated and graduated Cadets the living allowance balances remaining in their respective accounts.

h. The budget reflects that personnel costs do not exceed 80% of the total annual funding level or the approved Federal GS level salaries. ☐ ☐ ☐

i. The Program follows applicable State regulations when using a State debit/credit card.

j. The Program tracks funds used in support of In-Kind Assistance (using Federal purchasing rather than State purchasing).

k. The Program complies with the prohibition of purchasing vehicles. ☐ ☐ ☐

l. The Program has a process in place to ensure all costs associated with the host installation are being properly charged.

m. Field trip expenses are limited to no more than $25 per month, per cadet. ☐ ☐ ☐

Comments:

4. Does the Program manage a petty cash fund IAW applicable State regulations?

Ref: State Regulations.

NOTE: Petty cash fund includes but is not limited to money collected from Cadets/parents, cash/donations.

GO NO GO N/A

Requires comment

5. Does the Program have a system in place for property accountability?

Ref: NGR 5-1, paragraphs 8-2 and 8-4d; 32 CFR 33.32(d)(3), e(1)-(3) and f(2); AR 735-5, paragraph 2-8; and NGYCP- CA Section 1001.

NOTE: This is FEDERAL property/equipment.

GO NO GO N/A

Requires comment

a. The Program has a control system to prevent loss, damage, or theft of property. ☐ ☐ ☐

b. The Program conducts a physical inventory of all property at least once every two years.

c. The Program properly disposes of equipment. ☐ ☐ ☐

d. The Program conducts an annual inventory of Government Furnished Property/Equipment (GFP/GFE). ☐ ☐ ☐

e. The Program forwards the results of the inventory of GFP/GFE to the Grantor

(USPFO).

f. The Program reports and investigates damaged or lost Federal owned/leased equipment.

6. Unless prohibited by State law, has the Program properly managed and accounted for property purchased by the Grantee (State)?

Ref: NGR 5-1, paragraph 8-2c; NGYCP-CA, Attachment 1 Section 1-8a(1)(b); and CFR 33.32(d)(2).

GO NO GO N/A

Requires comment

a. The Program maintains property records for State-owned property.

b. The Program conducts a physical inventory of State-owned property at least once every two years. ☐ ☐ ☐

c. The Program reconciles the inventory with the previous inventory and reports the results to the Grantor (United State Property and Fiscal Officer). ☐ ☐ ☐

d. The Program collects issued clothing items from non-graduating Cadets.

Comments: a

7. Does the Program properly manage travel funds?

Ref: ChalleNGe Publication 1, Chapter V, Section 4, paragraph B4.

GO NO GO N/A

Requires comment

a. The Program uses travel funds solely for staff training and conducting Program-specific special projects. ☐ ☐ ☐

b. The Program ensures lodging and per diem rates for staff travel do not exceed JTR limits. ☐ ☐ ☐

8. Does the Program have all volunteers sign a waiver against any and all claims against the Government?

Ref: NGR Pam (AR) 37-1, Chapter 3, paragraph 3-4c(8).

GO NO GO N/A

Requires comment

9. Did the Program adequately respond to the last Report of Inspection?

Ref: NGYCP-CA, Section 1-2, paragraph b(5) and Section 1-3, and Report of Inspection Memorandum from Chief, NG-J1-AY

GO NO GO N/A

Requires comment

a. The Corrective Action Plan developed and submitted on time.

b. The Corrective Action Plan addresses each area of non-compliance from the Report of Inspection with specific strategies, updated policies, and detailed procedures. ☐ ☐ ☐

c. The Corrective Action Plan addressed each area of non-compliance from the Report of Inspection with specific strategies, updated policies, detailed procedures, etc., along with strategies to address all performance indicators rated as “Unsatisfactory” in the Performance Checklist.

10. Is the Program in compliance with internal control reporting procedures?

Ref: NGR 5-1, paragraph b(4), and AR 11-2, paragraph 2-7e.

GO NO GO N/A

Requires comment

a. The Program submits a written report to the USPFO, the AUM, or ICA when weaknesses in management controls have the potential to impact Federal reimbursements.

b. The Program includes corrective actions taken with milestone dates identifying when corrective actions shall be completed in the reports stated in 10a above. ☐ ☐ ☐

11. Is the Grantee (State) providing all necessary budgetary requirements to the Program?

Ref: NGYCP-CA, Sections 201b(1)(a-c) and 201b(2), and NGR 5-1, paragraphs 5-5c and 11-10b-c.

GO NO GO N/A

Requires comment

a. The Grantee (State) provided certification of cash and non-cash contribution.

b. If any portion of the Grantee’s (State) contribution was from sources outside the respective Grantee’s State appropriation, the source and dollar amount was identified in the certification.

c. If the Grantee’s (State) contribution is entirely cash, the contribution equals the minimum funding contribution of 25%. ☐ ☐ ☐

d. If the Grantee’s (State) contribution includes In-Kind Contribution, the contribution was valued per the conditions specified in the NGYCP-CA and was less than 10% of the total State matched contribution.

e. Centralized Personnel Plan (CPP) is used to seek reimbursements for incremental, direct, and personnel costs that are compensation for staff positions that would not exist if CAs did not exist.

f. The Grantee (State) properly executed close outs by providing a final accounting of all funding and disbursements for the entire FY within 90 days after the end of the Program Fiscal Year.

g. If the agreement cannot be closed out within 90 days, the Grantee (State) requested an extension from the USPFO. ☐ ☐ ☐

h. If an extension was requested, it included a detailed listing of uncleared obligations as well as a projected timetable for their liquidation/disbursement. ☐ ☐ ☐

12. Are the Federal Program Manager (PM), the Grant Officer Representative (GOR), and the Internal Review (IR) Supervisor providing necessary oversight and administration of the Program?

Ref: NG PAM (AR) 37-1, Chapters 5-3c and 5-4; NGR 5-1, paragraphs 1-4h(2)(3), 2-2g, 4-2b(1), 4-3c, and 10-2c; and NGYCP-CA, Section 620c.

GO NO GO N/A

Requires comment

a. The Federal PM received the required cooperative agreement and fiscal law training courses in the timeframe required. ☐ ☐ ☐

b. The GOR received the required cooperative agreement, fiscal law, and GOR training courses in the timeframe required. ☐ ☐ ☐

c. The GOR reported the award of the Program’s agreement and any modifications issued into the DoD Assistance Award Action (DAADS) Report System within 15 days of the modification.

d. The USPFO conducted joint reviews no less than tri-annually with the YC Program Director, Federal Program Manager, Grants Officer Representative, and Grantee (State) Financial Representative to ensure contractual and financial compliance.

e. The USPFO-IR conducted a full or partial audit of the Program at least once every three years. ☐ ☐ ☐

f. The USPFO and the Adjutant General (Grantee) conducted a risk assessment.

13. Federal Dollar Cost Per Cadet

TASK: Assess the federal and state dollar cost per cadet.

CONDITION: Using the final closeout modification for a program fiscal year (PFY) and the associated graduation data for that year, the dollar cost per cadet will be determined for the three most recently closed cooperative agreements. The dollar cost per cadet metric measures the average federal and state dollar cost share required to support a cadet from recruitment to graduation. The cost is calculated by first dividing the total federal and state dollars approved by the Program Office (NG-J1-AY) for a PFY by the Program Office approved cadet graduation target for that (PFY). Next, to produce the actual cadet cost, divide the amount of expended federal and state dollars reported in the PFY closeout modification by the number of cadets reported as actually having graduated. The actual cadet cost is then divided by the Program Office cadet targeted cost to determine a percent. This same calculation is used for the past three closed out Cooperative Agreements and the three percentages are then averaged to determine the final result.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory system with 100% being the goal.

Outstanding: ≤102%, Excellent: >102 - 102.7%, Satisfactory: >102.7 - 103.3%, Marginal: >103.3 - 104%, Unsatisfactory: >104%

EXAMPLE: Program Office federal PFY dollar share: $2,700,000.00

State PFY certified dollar share: $900,000.00

Program Office approved graduation target for the PFY: 200

$2,700,000.00.00 + $900,000.00 ÷ 200 = $18,000.00 (target dollar cost per cadet)

Actual federal dollars expended and reported in the PFY closeout modification (MOD): $2,653,000.00

Actual state dollars expended and reported in the PFY closeout MOD: $884,333.33

Actual number of cadet graduates: 195

$2,653,000.00 + 884,333.33 ÷ 195 = $18,140.18 (actual dollar cost per cadet)

$18,140 ÷ $18,000 = 100.77% or 100.8% after rounding

Assuming that the percentages for the other two closed out years are 100.5% and 98.5% then the overall calculation would be (100.8 + 100.5 + 98.5) ÷ 3 = 99.9% making the program OUTSTANDING in this standard.

CALCULATION: Compute for the last three closed out program fiscal years.

FY:

NGB Class#: Start Date: End Date:

NGB Class#: Start Date: End Date:

1. Program Office federal dollar share:

2. State dollar share:

3. Program Office approved/funded number of cadets targeted to graduate:

4. Program Office federal dollar/state dollar cost per cadet (1+ 2)÷3: $0.00

5. Actual federal dollars expended per final closeout modification (MOD):

6. Actual state dollars expended per final closeout MOD:

7. Number of actual cadets graduated:

8. Actual Federal/State dollar cost per cadet (5+6) ÷7: $0.00

FY:

NGB Class#: Start Date: End Date:

NGB Class#: Start Date: End Date:

1. Program Office federal dollar share:

2. State dollar share:

3. Program Office approved/funded number of cadets targeted to graduate:

4. Program Office federal dollar/state dollar cost per cadet (1+ 2)÷3: $0.00

5. Actual federal dollars expended per final closeout MOD:

6. Actual state dollars expended per final closeout MOD:

7. Number of actual cadets graduate:

8. Actual Federal/State dollar cost per cadet (5+6) ÷7: $0.00

FY:

NGB Class#: Start Date: End Date:

NGB Class#: Start Date: End Date:

1. Program Office federal dollar share:

2. State dollar share:

3. Program Office approved/funded number of cadets targeted to graduate:

4. Program Office federal dollar/state dollar cost per cadet (1+ 2)÷3: $0.00

5. Actual federal dollars expended per final closeout MOD:

6. Actual state dollars expended per final closeout MOD:

7. Number of actual cadets graduate:

8. Actual Federal/State dollar cost per cadet (5+6) ÷7: $0.00

Calculation of Dollar Cost Per Cadet:

1. Total the percentages for the three closed out Fiscal years.

2. Manually enter the total in the Three Year Average field.

3. Exit the field to update the overall rating.

4. Click on “Choose an item” and select the appropriate rating.

Percentage for FY: = 0.00

Three Year Average: / 3 = 0.00

Your Program is Choose an item. in this standard.

14. Budget Execution

TASK: Assess budget execution.

CONDITION: NG PAM 37-1, paragraph 5-3a, identifies an annual budget execution benchmark rate of 99.9%. This rate will be used for the Youth ChalleNGe Program’s execution target. Measurement of the budget execution metric will be determined by dividing the total dollars (75% federal share, 25% State match and 100% federal travel) obligated/reserved, as stated on the final year end close out modification, by the total dollar amount approved in the State’s certification of cash contributions memorandum, signed by the Adjutant General. State overmatch funds will not be considered in this calculation. Any additive funding that changed the federal share will be included in the calculation. This same calculation is used for the past three closed out Cooperative Agreements and the percentages are then averaged to determine the final result.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory system with 99.9% being the benchmark.

Outstanding: ≥99%, Excellent: 98.3 - <99%, Satisfactory: 97.7 - <98.3%, Marginal: 97 - <97.7%,Unsatisfactory: <97%

EXAMPLE: A program receives $4,200,000.00 in Federal funding and the Adjutant General signs a memorandum certifying that the State match will consist of all cash in the amount of $1,400,000.00. The Program received $50,000.00 in travel funds (Formerly known as Appendix 3). Year-end documentation for the last closed out Cooperative Agreement (FY11) shows that a vendor was supposed to provide $25,000.00 in office furniture, but the contract was terminated by the contracting office and no goods were delivered. The cancellation occurred at the end of the program fiscal year and the unspent funds were returned to the National Guard Bureau. The calculation for this closed out year’s execution rate follows:

The total budget for FY11 = $4,200,000.00 Federal dollars + $1,400,000.00 State match + $50,000.00 Travel funds= $5,650,000.00

The total dollars executed for FY11 = $5,650,000.00 - $25,000.00 = $5,625,000.00

The execution rate = $5,625,000.00 ÷ $5,650,000.00 = 0.9955, converted to a percentage = 99.6%

Assuming the program had an execution rate of 99.9% in FY09, 98.0% in FY10 and 99.6% in FY11 the overall rating for this standard is: 99.9 + 98 + 99.6 = 297.5 ÷ 3 = 99.16 rounded = 99.2%

In this example the program is rated as OUTSTANDING in this standard.

CALCULATION: Compute for the last three closed out Federal fiscal years. Totals include Federal (75%) and State (25%) dollars. (Do not include State overmatch.)

FY: Federal Share State Match Travel (100%) Total

Budget $0.00 $0.00 $0.00 $0.00

Executed $0.00 $0.00 $0.00 $0.00

Execution percentage rate: 0.00

Budget $0.00 $0.00 $0.00 $0.00

Note: Enter your Travel dollars before you enter your State Match in order for the calculation to work properly.

Budget $0.00 $0.00 $0.00 $0.00

Three-Year Average: 0.00

Your Program is in this standard.

By signing below, I certify that the above information is true and accurate to the best of my knowledge.

Signature:

Additional Comments:

160301OPS Director’s Self-Assessment

National Guard Youth ChalleNGe Program Director’s Self-Assessment (DSA)

Program/State:

Functional Area

Operations

Program Director’s Contact Information Name:

Email:

Phone:

Complete the assessment tool using the following guidelines to respond to all questions:

a. Select “GO” only if the Program meets all the requirements identified in the Question.

b. Select “NO GO” if the Program does not meet all or only meets part of the requirements in the Question. This requires a corrective action statement in the comments block.

c. Select “N/A” if the question does not apply. This requires an explanation in the comments block.

1. Do Cadet files contain documentation reflecting the required eligibility requirements?

Ref: DoDI 1025.8 Para 4.10, CP 3-1 Chapter II Para 6 A, and NGYCP-CA Section 201 Para e(3)

GO NO GO N/A

Requires comment

a. Participant is sixteen to eighteen years of age at entry. ☐ ☐ ☐

b. Participant is a high school dropout. ☐ ☐ ☐

c. Participant is a citizen or legal resident of the U.S. ☐ ☐ ☐

d. Participant is a resident of the state in which the program is operated or with whom the program has a MOA.

e. Participant is underemployed or unemployed. ☐ ☐ ☐

f. Participant is not currently on parole or probation for other than juvenile status offenses, not awaiting sentencing, not under indictment, charges, or convicted of a crime that is considered a felony if charged as an adult.

g. Participant is free from use of illegal drugs or substances. ☐ ☐ ☐

h. Participant is physically and mentally capable of participating in the program. ☐ ☐ ☐

2. Does the Program meet the mandatory minimum staffing levels?

Ref: NGYCP-CA Section 1-26 Para a, Note 17

GO NO GO N/A

Requires comment

a. Mandatory minimum staffing levels shall be determined by taking the authorized staffing by graduation target totals, subtracting the discretionary support staff authorized for that graduation target total, and multiplying that number by 0.8.

b. If the Program does not meet the mandatory minimum staffing levels, prior written approval from the Program Office (NG-J1-AY) was obtained. ☐ ☐ ☐

3. Does the Program’s staff structure meet the Program Staffing Model in the NGYCP-CA?

Ref: NGYCP-CA Section 1-9 Para b and Section 1-26; CNGBI 9350.01 National Guard Youth ChalleNGe Program paragraph 9.k.

GO NO GO N/A

Requires comment

a. Staffing is in full time direct support of the ChalleNGe Program mission and requirements.

b. Personnel filling Staffing Model positions are performing the stated job function. ☐ ☐ ☐

c. Has the Program Director verified that all State Youth ChalleNGe Program employees undergo a background check IAW NGB PARC Guard Knowledge Online?

NOTE: <https://gkoportal.ng.mil/ngb/STAFF/D01/D01/S02/SitePages/Home.aspx>

4. Has the Program Director attended the required training within the time constraints and is evidence of such reflected in his/her personnel file and a data management system?

Ref: NGYCP-CA Section 1-9 Para g

GO NO GO N/A

Requires comment

a. Director has attended the New Director’s Workshop within the first year of assuming the position. ☐ ☐ ☐

b. Director has attended the Winter Program Directors Workshop. ☐ ☐ ☐

5. Has the Program Staff attended NGB-required training within the specified time constraints and is evidence of such reflected in his/her personnel file and a data management system?

Ref: NGYCP-CA Section 1-11 Para b

GO NO GO N/A

Requires comment

a. All staff members have attended the Basic Course within the first year of hire. ☐ ☐ ☐

b. All cadre have attended the Cadre Course within the first two years of hire. ☐ ☐ ☐

6. Has the Program Staff completed in-house training?

Ref: CP 3-1, Chapter II, paragraph 8.D., and Recruiting, Placement and Mentoring Operations Manual, Page 26

GO NO GO N/A

Requires comment

a. All Staff members have completed CPR/first aid training. ☐ ☐ ☐

b. All Staff members have completed gang awareness training. ☐ ☐ ☐

c. All Staff members have completed conflict resolution training.

NOTE: Completion of Non-Violent Crisis Intervention Training fulfills this requirement.

7. Is the Program in compliance with State policies regarding mandated reporting requirements?

NOTE: Because the laws on these issues vary from state to state, it is critical for Programs to consult with their State’s servicing legal authority to develop policy and training in these areas.

Ref: Recruiting, Placement and Mentoring Operations Manual, Mandated Reporters, Page 26

GO NO GO N/A

Requires comment

a. All Staff members have been trained in mandated reporter requirements. ☐ ☐ ☐

b. All volunteers are trained on the responsibilities that arise when they become aware of abuse or similar concerns. ☐ ☐ ☐

8. Did the Program adequately respond to the last Report of Inspection?

Ref: NGYCP-CA, Section 1-2, paragraph b(5), Section 1-3 and Report Of Inspection Memorandum from Chief, NG-J1-AY

GO NO GO N/A

Requires comment

a. A Corrective Action Plan was developed and submitted on time. ☐ ☐ ☐

b. The Corrective Action Plan addressed each area of non-compliance from the Report of Inspection with specific strategies, updated policies, detailed procedures, etc., along with strategies to address all performance indicators rated as “Unsatisfactory” in the Performance Checklist.

c. Each strategy from the Corrective Action Plan resolved each issue of non-compliance.

9. Does the Program meet the requirement for State Plan submission?

Ref: NGYCP-CA Section 201 Para d.1, and CP 3-1 Chapter I Para 5; CNGBI 9350.01 National Guard Youth ChalleNGe Program paragraph 9.g.(2)

GO NO GO N/A

Requires comment

a. State Plan is updated annually. ☐ ☐ ☐

b. State Plan contains all required elements as specified in NGYCP-CA and CP 3-1. ☐ ☐ ☐

c. The Annual Plan includes the detailed annual budget, graduation targets, and recommended sanctions if graduation targets are not met in three consecutive residential classes.

10. Are all Standard Operating Procedures current?

Ref: CNGBI 9350.01, National Guard Youth ChalleNGe Program paragraph 9.j.

GO NO GO N/A

Requires comment

a. The Program Director reviewed and updated standard operating procedures biennially to align with current guidance. ☐ ☐ ☐

11. Are Serious Incident Reports (SIR) properly utilized?

Ref: NGYCP-CA, Section 1-13 and Section 1-26, paragraph b. (CP-Serious Incident Report); NG-J1-AY ChalleNGe Program Hands-Off Leadership Policy dated 8 May 2015

GO NO GO N/A

Requires comment

a. SIRs submitted via email in the required format to the Chief, NG-J1-AY for any occurrence of a serious nature, including bodily harm requiring professional medical treatment, police intervention for any activities, or issues that would bring media attention (i.e., riot, etc.).

b. Deaths or critical injuries to Staff member or Cadets reported immediately to the Program Office (NG-J1-AY) with a telephonic report, followed up with an email using the SIR form, and continuously updated as the incident develops.

c. The Program Director notified NG-J1-AY via a SIR anytime an investigation was conducted regarding an alleged Hands-Off Leadership violation. ☐ ☐ ☐

12. Is the privacy of individuals (mentors, Cadets, families of Cadets, and staff) protected?

Ref: Recruiting, Placement and Mentoring Operations Manual Standard 9 Page 25, and NGYCP-CA, Section 1-2, paragraph a(4)

GO NO GO N/A

Requires comment

a. Confidential files are locked at all times. ☐ ☐ ☐

b. Only authorized people are allowed to have access to confidential materials. ☐ ☐ ☐

c. A written policy is in place and posted about how and the conditions information will be released. ☐ ☐ ☐

d. A written policy is in place and posted about who is authorized to have access to files. ☐ ☐ ☐

e. Staff, mentors, and volunteers have been trained on the specifics of the Confidentiality SOP. ☐ ☐ ☐

f. Program documentation is maintained for three years or longer, if required by state law, before being disposed. ☐ ☐ ☐

13. Does the Program adhere to the NGYCP-CA Hands-Off Leadership Guidance, DoD/NGB drug free policy for ChalleNGe participants, and Smoke-Free Workplace policy?

Ref: NGYCP-CA Section 1-12, Section 1-16 Para a, and Section 1-17; NG-J1-AY ChalleNGe Program Hands-Off Leadership Policy dated 8 May 2015

GO NO GO N/A

Requires comment

Hands-Off Leadership

a. ChalleNGe staff is trained on the Hands-Off Leadership policy prior to supervising Cadets with training results entered in the Data Management System. ☐ ☐ ☐

b. The Commandant informed ChalleNGe candidates that the Program is a Hands-Off Leadership program on Day 1 of the Acclimation Period. ☐ ☐ ☐

c. Staff and cadets handbooks were revised to reflect the parameters outlined in the policy letter from NG-J1-AY. ☐ ☐ ☐

d. Staff members comply with the proper manner to adjust a Cadet’s uniform or touch a Cadet to teach a skill. ☐ ☐ ☐

e. Staff members do not use unprofessional language, including profanity, vulgarity, or off-color jokes, when interacting with, correcting, or motivating Cadets.

f. Reports of alleged policy violations are impartially investigated and facts are gathered under the direction of the senior staff.

g. All investigations are appropriately documented and forwarded to the Director for action.

DoD/NGB Drug Free Policy

h. The Program has an SOP reflecting the policies and procedures for its drug program. ☐ ☐ ☐

i. The Program SOP contains the circumstances warranting a For-Cause and Reasonable-Suspension drug test. ☐ ☐ ☐

j. The Program SOP, to include the time frame for the Initial Drug Test (Screening Tests), is contained in the Program’s State Plan. ☐ ☐ ☐

k. Required Initial Drug Tests (Screening Tests) are conducted within the first forty days of the residential phase. ☐ ☐ ☐

l. Drug testing standards for drug types, baseline screening, and cut-off concentrations comply with Substance Abuse and Mental Health Services Administration (SAMHSA).

m. All drug test results are entered into a data management system. ☐ ☐ ☐

n. All drug tests utilize urine-based strip tests. ☐ ☐ ☐

o. All positive drug tests result in immediate dismissal. ☐ ☐ ☐

Comments:

Smoke-Free Workplace

p. The Program prohibits staff from consuming tobacco products while in the vicinity or view of Cadets. ☐ ☐ ☐

q. Visitors are informed of the prohibition of consuming tobacco products while in the vicinity of Cadets. ☐ ☐ ☐

r. The Program prohibits Cadets from using any tobacco products or possessing smoking paraphernalia. ☐ ☐ ☐

s. The Program handles Cadet violations through the Program’s disciplinary system. ☐ ☐ ☐

14. Does the Program follow the regulatory requirements for the Acclimation Period?

Ref: NGYCP-CA Section 1-15 Para a(6)

GO NO GO N/A

Requires comment

a. The Acclimation Period consists of two consecutive weeks and not less than eleven days.

b. The Acclimation Period consists of 16-hour days. ☐ ☐ ☐

c. Wake-up is NLT 0600 hours, lights out is NLT 2200 hours, and all sleep hours are uninterrupted.

d. The Acclimation Period includes instruction on drill and ceremonies, military courtesy, and leadership/followership.

e. The training schedule includes the time, location, uniform, equipment, and department lead for each activity.

f. No community or conservation projects are scheduled during the Acclimation Period.

g. Physical fitness is conducted every day and the President’s Challenge fitness program is included. ☐ ☐ ☐

h. A team leader/assistant team leader assesses each Cadet daily by documenting his/her ability to handle Program organizational structure, propensity for gang activity, propensity for bullying, his/her desire to succeed, and his/her ability to complete the ChalleNGe residential phase.

i. The environment of the Acclimation Period does not subject the Cadets to harassment or the performance of demeaning tasks.

15. Does the Program follow the regulatory requirements for the Residential Phase?

Ref: NGYCP-CA Section 1-14 Para a and Section 1-15 Para a

GO NO GO N/A

Requires comment

a. The Residential Phase is 22 weeks with a minimum total of 147 days per cycle. ☐ ☐ ☐

b. The number of passes during the Residential Phase is limited to seven days. ☐ ☐ ☐

c. If offsite activities are counted toward the 147 minimum class session days, the details are contained in the State Plan. ☐ ☐ ☐

d. TABE (Tests of Adult Basic Education) are performed to standard, on schedule, and recorded in an accurate manner. ☐ ☐ ☐

e. The physical fitness program is based on the President’s Physical Fitness Challenge. ☐ ☐ ☐

f. The curriculum includes the eight core components, along with associated tasks. ☐ ☐ ☐

g. Cadets have developed their Post-Residential Action Plan (P-RAP) in conjunction with the core component curriculum within the Residential Phase. ☐ ☐ ☐

h. The P-RAP contains realistic goals, necessary resources, and intended placement activity. ☐ ☐ ☐

i. Waivers of performance are documented by memoranda of record stating the specific circumstances forming the basis for the waiver. ☐ ☐ ☐

j. Certificates of Attendance are granted to Cadets who do not qualify for a Certificate of Completion. ☐ ☐ ☐

k. The Program terminates all Cadets receiving Certificates of Attendance, does not include them in the graduation numbers, and has documented the termination date in a management information system.

16. Does the Program’s Recruiting SOP and Marketing Plan meet all requirements?

Ref: CP 3-1 Chapter II Para 6 B and Para 7

GO NO GO N/A

Requires comment

a. The Recruiting Plan contains selection procedures that, to the fullest extent possible, reach educationally and/or economically disadvantaged groups.

b. The Recruiting and Marketing Plans are evaluated and updated as necessary. ☐ ☐ ☐

17. Does the Program follow the regulatory requirements for the Post-Residential Phase?

Ref: CP 3-1 Chapter II Para 12, Recruiting, Placement and Mentoring Operations Manual Standards 1,2, 3, 4, 7, and 8, NGYCP-CA Section 1-6 Para f, Section 1-14 Para a, and Section 1-25 Para c

GO NO GO N/A

Requires comment

a. 80% of prospective mentors are recruited by the end of Week 2 of the Residential

Phase. ☐ ☐ ☐

b. 95% of prospective mentors are recruited by the end of Week 6 of the Residential Phase. ☐ ☐ ☐

c. 100% of prospective mentors are recruited and matched with a Cadet by the end of Week 13 of the Residential Phase. ☐ ☐ ☐

d. Mentors meet the qualification requirements: 21 years of age, same gender as their match (unless approved by the Program Director), within the same geographical proximity to their match, not of the same household or immediate family, and not a ChalleNGe staff or spouse.

e. Mentors are appropriately screened (with MARI collected prior to criminal record check): written application, two reference checks completed, mentor interview by program staff, criminal record check from credible and reputable source, sex offender screening, criminal background check includes five years for felony convictions and any alcohol or substance convictions (including DWIs/DUIs) within five years.

f. Mentor screening is completed before the Cadet and Mentor are matched. ☐ ☐ ☐

g. Mentors have completed the pre-match training using the NG Youth ChalleNGe Program Mentorship curriculum. ☐ ☐ ☐

h. Beginning at Week 14 of the Residential Phase, weekly contact is made between the Mentor and Cadet. ☐ ☐ ☐

i. Case managers verify placement activities using one or more of the following: mentor or parent contact/report; employment supervisor; school registration/registrar; military paperwork/recruiter; or, other documents verifying placement.

j. Programs providing a graduation allowance require that Cadets meet all regulatory requirements. ☐ ☐ ☐

k. The RPM Coordinator, Case Manager, and Mentor coordinate to ensure graduation stipend funds are used to support Cadet’s graduation objectives and Post-Residential goals.

l. When mentors do not fulfill the requirements or terminates the formal mentoring relationship during the Post-Residential Phase, the case managers (or other Program Staff) verified the Cadets’ placement activities.

NOTE: A Memorandum for Record describing a placement activity, written by a ChalleNGe staff member, documenting a contact with a mentor, employer, school official, or individual supervising a cadet, is considered proof or validation of a placement activity.

18. Graduation Target

TASK: Assess the Program’s achievement of Graduation Target for the last four classes to graduate.

CONDITION: The National Guard Youth ChalleNGe Cooperative Agreement (NGYCP-CA), Section 201, paragraph a(1) requires programs to operate two residential classes within each fiscal year with a minimum graduation target of 75 Cadets per class.

NGYCP-CA, Section 1-9 warns Programs that they are in danger of termination if they do not meet graduation totals of 75 Cadets per class or 150 Cadets per year. Specific Program target graduation numbers are contained in individual Program Cooperative Agreements. IAW NGYCP-CA, Section 205, paragraph a(3), Program performance will be measured against Program funding and graduation metrics.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory system.

Outstanding: ≥98%, Excellent: 95 - <98%, Satisfactory: 93 - <95%, Marginal: 90 - <93%, Unsatisfactory: <90%

NOTE: Valid documentation reflecting actual graduation numbers by class and by Cadet name is necessary to verify compliance with this standard.

Graduation Target Calculation:

To determine a Program’s level of performance in meeting the graduation target, calculate the average graduation rate for the 4 most recent Residential classes to have completed the Residential Phase.

1. Take the sum of the number of graduates reported for the last four graduated classes.

2. Divide the result from step 1 by the sum of the Graduation Targets assigned by the Cooperative Agreement for those classes.

3. Click on “Choose an item” and select the appropriate rating.

This calculation provides an aggregate rating of all four classes, expressed as a percentage of graduation target.

Graduation Target Performance Calculation

Last 4 Graduated Classes Class Start Date Class End Date Actual # of

Graduates Target Graduates

NGB - - -

NGB - - -

NGB - - -

NGB - - -

Total

Calculation (Total Graduates ÷ Total Target Graduates) x 100

( ÷ ) x 100 = %

Outstanding: ≥98%, Excellent: 95 - <98%, Satisfactory: 93 - <95%, Marginal: 90 - <93%, Unsatisfactory: <90%

Click on “Choose an Item” below to select your rating.

19. Placement at Month 6 of the Post-Residential Phase

TASK: Assess Graduate Placement at Month 6 of the Post-Residential Phase

CONDITION: The Post-Residential Phase is a ChalleNGe graduate’s opportunity to apply program strategies and learning in transition to serving as a productive member of society. The Post-Residential Phase is an indicator of the values, skills, education, and self-discipline necessary to succeed as adults, placement during this Phase is the measure used to gauge success. Not only does graduate placement demonstrate success at the individual and Program levels, it also validates the Federal and State governments “return on investment.” A Cadet who is geographically separated from his/her mentor because of schooling, and training, job, or active duty military is considered placed. A Memorandum for Record describing a placement activity, written by a ChalleNGe staff member, documenting a contact with a mentor, employer, school official, or individual supervising a cadet, is considered proof or validation of a placement activity. Program staff is required to verify placement as needed and entered in the data management system. The case files must provide source documents to validate these placements.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory system.

Outstanding: ≥85%, Excellent: 71 - <85%, Satisfactory: 57 - <71%, Marginal: 43 - <57%, Unsatisfactory: <43%

Calculation of Placement at 6 Months:

Note: Only use the last four classes which have completed the 12-month Post-Residential Phase when determining the Placement Rate. Do not use current Post-Residential Phase classes as the data will be incomplete. Valid documentation reflecting individual graduate names and supporting source document(s) are required to verify compliance with this standard.

To determine a Program’s level of performance in graduate placement at the 6-month point of the Post-Residential Phase:

1. Add the total number of Cadets placed at Month 6 of the Post-Residential Phase in each of the last 4 completed classes.

2. Divide the result from step 1 by the total number of Graduates for each of the completed classes.

3. Multiply the result from step 2 by 100 to arrive at a percentage.

Placement at Month 6 of the Post-Residential Phase Calculation

Last 4 Classes Class Start Date Class End Date # of Cadets placed at Month 6 (See Note above)

Actual # of Graduates

NGB – - -

NGB - - -

NGB - - -

NGB - - -

Total

Calculation (Total Placed ÷ Total Graduates) x 100

20. Placement at Month 12 of the Post-Residential Phase

TASK: Assess Graduate Placement at Month 12 of the Post-Residential Phase

CONDITION: The Post-Residential Phase is a ChalleNGe graduate’s opportunity to apply program strategies and learning in transition to serving as a productive member of society. The Post-Residential Phase is an indicator of the values, skills, education, and self-discipline necessary to succeed as adults, placement during this Phase is the measure used to gauge success. Not only does graduate placement demonstrate success at the individual and Program levels, it also validates the Federal and State governments “return on investment.” A Cadet who is geographically separated from his/her mentor because of schooling, and training, job, or active duty military is considered placed. A Memorandum for Record describing a placement activity, written by a ChalleNGe staff member, documenting a contact with a mentor, employer, school official, or individual supervising a cadet, is considered proof or validation of a placement activity. Program staff is required to verify placement as needed and entered in the data management system. The case files must provide source documents to validate these placements.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory

Outstanding: ≥86%, Excellent: 73 - <86%, Satisfactory: 59 - <73%, Marginal: 46 - <59%, Unsatisfactory: <46%

Calculation of Placement at 12 Months:

Note: Only use classes which have completed the 12-month Post-Residential Phase when determining the Placement Rate.

Do not use current Post-Residential Phase classes as the data will be incomplete. Valid documentation reflecting individual graduate names and supporting source document(s) are required to verify compliance with this standard.

To determine a Program’s level of performance in graduate placement at the conclusion of the Post-Residential Phase:

1. Add the total number of Cadets placed at Month 12 of the Post-Residential Phase in each of the last 4 completed classes.

2. Divide the result from step 1 by the total number of Graduates for each of the completed classes.

Placement at Month 12 of the Post-Residential Phase Calculation Last 4 Classes

(use same class numbers s as 2 above)

Class Start Date Class End Date # of Cadets placed at Month 12 (See Note above)

Actual # of Graduates

NGB - - -

NGB - - -

NGB - - -

NGB - - -

Total

Calculation

21. Contact Rate at Month 6 of the Post-Residential Phase

TASK: Assess the Contact Rate at Month 6 for each of the four most recent classes to have completed the Post-Residential Phase.

CONDITION: The Recruitment, Placement, and Mentoring Operations Manual states that mentor and mentee contact is the heart of the mentoring program. Therefore, beginning at graduation, a minimum of four contacts, four hours of contact, or a combination of both occur each month between the Mentor and Cadet, including two face-to-face contacts if possible.

Monthly mentor communication is defined as a receipt of a monthly report from the mentor which can include e-mail, telephone, text or face-to-face contact with Program Staff. Cadets on active duty military are exempt from the mentor contact reporting requirements. Contact can be considered any communication between the Cadet and his/her mentor and/or the Program staff. Program staff is required to enter all contacts in the data management system. The case files must provide source documents to validate these contacts.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory

Outstanding: ≥95%, Excellent: 81 - <95%, Satisfactory: 67 - <81%, Marginal: 53 - <67%, Unsatisfactory: <53%

Calculation of Contact at 6 Months:

Note: Only use classes which have completed the 12-month Post-Residential Phase when determining the Contact Rate.

Do not use current Post-Residential Phase classes as the data will be incomplete. Valid documentation reflecting individual graduate names and contact document(s) are required to verify compliance with this standard.

To determine a Program’s level of performance in graduate contact rate at the six-month point of the Post-Residential Phase:

1. Add the total number of Cadets contacted in Month 6 of the Post-Residential Phase in each of the last 4 completed classes.

2. Divide the result from step 1 by the total number of Graduates for each of the completed classes.

Contact Rate at Month 6 of the Post-Residential Phase Calculation

(use same class numbers s as 2 above)

Class Start Date Class End Date # of Cadets contacted at Month 6 (See Note above)

Actual # of Graduates

NGB - - -

NGB - - -

NGB - - -

NGB - - -

Total

Calculation

16XXXX OPS Director’s Self-Assessment

22. Contact Rate at Month 12 of the Post-Residential Phase

TASK: Assess the Contact Rate at Month 12 for each of the four most recent classes to have completed the Post-Residential Phase.

CONDITION: The Recruitment, Placement, and Mentoring Operations Manual states that mentor and mentee contact is the heart of the mentoring program. Therefore, beginning at graduation, a minimum of four contacts, four hours of contact, or a combination of both occur each month between the Mentor and Cadet, including two face-to-face contacts if possible.

Monthly mentor communication is defined as a receipt of a monthly report from the mentor which can include e-mail, telephone, text or face-to-face contact with Program Staff. Cadets on active duty military are exempt from the mentor contact reporting requirements. Contact can be considered any communication between the Cadet and his/her mentor and/or the Program staff. Program staff is required to enter all contacts in the data management system. The case files must provide source documents to validate these contacts.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory

Outstanding: ≥94%, Excellent: 80 - <94%, Satisfactory: 66 - <80%, Marginal: 52 - <66%, Unsatisfactory: <52%

Calculation of Contact at 12 Months:

Note: Only use classes which have completed the 12-month Post-Residential Phase when determining the Contact Rate.

Do not use current Post-Residential Phase classes as the data will be incomplete. Valid documentation reflecting individual graduate names and contact document(s) are required to verify compliance with this standard.

To determine a Program’s level of performance in graduate contact rate at the conclusion of the Post-Residential Phase:

1. Add the total number of Cadets contacted in Month 12 of the Post-Residential Phase in each of the last 4 completed classes.

2. Divide the result from step 1 by the total number of Graduates for each of the completed classes.

Contact Rate at Month 12 of the Post-Residential Phase Calculation

(use same class numbers s as 2 above)

Class Start Date Class End Date # of Cadets contacted at Month 12 (See Note above)

Actual # of Graduates

NGB - - -

NGB - - -

NGB - - -

NGB - - -

Total

Calculation

16XXXX OPS Director’s Self-Assessment

By signing below, I certify that the above information is true and accurate to the best of my knowledge.

Signature:

Additional Comments: