1. A proposed annual schedule of on-site monitoring visits will be prepared no later than the end of the second quarter of the fiscal year.  The schedule will be reviewed and modified, as appropriate.  The ED will review and approve the schedule and any modifications thereto.
2. Each DSP will receive an on-site monitoring visit annually.  If the ED approves less frequent monitoring of any DSP, the basis for the decision must be reasonable and documented.
3. The DSP will be notified, in writing, no less than 10 business days prior to the scheduled monitoring visit.  This notification may be waived in the event of unusual circumstances, as determined by the ED.  The reason for waiving or reducing notice should be documented in the monitoring records.  Typically, all site visits are announced, but unannounced visits may also occur.
4. Monitoring will be performed using the monitoring program approved by the ED.  The monitoring steps performed and results noted during the monitoring visit will be documented.  The monitor will observe the actual delivery of services by each DSP in order to make recommendations to enable the DSP to continually improve the quality of services.
5. A draft of the monitoring report, to include the scope of testing, any issues, and recommendations will be provided to the DSP within 45 business days after the site visit.  The DSP will be required to return the draft report with responses.
6. The DSP’s responses will be reviewed and, if possible, the disputed issues will be resolved.
7. When the draft report process is complete, a final report will sent to the DSP contract administrator.
8. For DSPs that are not meeting performance outcomes or contractual requirements, an action plan to address the issues will be developed in collaboration with the DSP.  The plan will include a deadline for the correction of issues.  The ED may waive the action plan requirement if only minor issues are noted during the monitoring visit.
9. The DSP will be required to sign and return a copy of the completed action plan to the ED.
10. A follow-up visit may be conducted, as deemed appropriate by the ED, to assess DSP compliance with the action plan and/or other recommendations.
11. If it is determined that a DSP has failed to adequately correct the issues reported in the action plan, the continuing noncompliance will be reported to the Board for a decision on additional action(s) to be taken.

Downloads:

• Record of Initial Visit Form
• Observation of Service Delivery Form
• Monitoring Tool Sample
• Monitoring Visit Report Sample

SubContracted Grants Monitoring
All Service Providers with subcontracted grant components will be monitored on their grants administration.  The purpose is to ensure that the grants are given out and spent in accordance with polices and procedures, current NCPC requirements, and legislation.  This monitoring takes place once a year, typically, in the fourth quarter, in accordance with auditor recommendations. Working together, the Finance Director and the Program Coordinator review a minimum of 20% of client files.