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Site Monitoring

Frequency of on-site monitoring
Pre-Site Monitoring
On-Site Monitoring 
Site Monitoring Tools and Checklists

GVS Monitoring Instructions for Grantees 

VSS monitoring update: Letter to all grant funded agencies

Preparing for your site visit 

Site Monitoring Tools and Checklists

There are three  pre-site monitoring tools:

  1. Victim services and VOCA Projects
  2. Prosecution and victim witness coordinator
  3. Law enforcement

List of documents to upload prior to a site visit

Policies and Procedures Guidance

Frequency of on-site monitoring 

A full on-site programmatic and fiscal monitoring of an organization will be determined by the results of the financial risk assessment. Subrecipients designed as low or medium risk will receive at least one full financial and programmatic on-site monitoring visit every three years, or more often as determined by CVAD. Subrecipients designated as high risk will receive at least one full financial and programmatic on-site monitoring visit every two years, or more often as determined by CVAD. New organizations will receive at least one full financial and programmatic on-site monitoring visit within the last two years of the grant. 

Pre-site monitoring

Each organization will complete a Pre-Site Monitoring Tool prior to CVAD conducting an on-site monitoring visit. The pre-site monitoring tool provides CVAD an update on the organization’s financial and programmatic administration, as well as an update on funded projects. This will assist CVAD in determining what should be reviewed or focused on at the site monitoring visit.

To prepare for the site monitoring, CVAD will review the subrecipient's updated policies and procedures, relevant board of director information, the current CVAD grant application (goals and objectives), previous monitoring reports, program reports and claims.

On-site monitoring 

CVAD staff will review the subrecipient’s personnel and volunteer files, interview staff, review professional services contracts, review property and equipment purchased with CVAD funds, review redacted client files and review financial information, including time and activity logs. Shelters will also be monitored for safety and accessibility. CVAD will discuss best practices and offer assistance where needed to improve services to crime victims.

CVAD may opt to conduct a virtual site monitoring visit in lieu of an on-site monitoring visit when unforeseen circumstances require (i.e. a pandemic, low CVAD staffing levels), at their discretion. CVAD will notify the program and provide instructions ahead of the virtual site monitoring visit.

After the site visit, CVAD will issue an on-site monitoring report based on the on-site monitoring visit. The monitoring report will include any required corrective actions or recommendations for improvement. The monitoring report is sent to key personnel such as the executive director, board chair, police chief, sheriff or county attorney.



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