Probationary status is a designation given to an organization that has exhibited a pattern of poor financial behavior or egregious programmatic performance. An organization may be placed on probationary status if:
- It demonstrates unsatisfactory administrative capacity. Examples include but are not limited to:
- CVAD program staff identify consistent high turnover of executive staff;
- CVAD program staff note consistent delinquent program claims, reports and/or contracts;
- CVAD program staff discover missing client files;
- Organization fails to address issues identified at a site monitoring visit;
- Organization has findings of discrimination; and/or
- Organization exhibits poor board governance that affects service delivery, etc.
- It is not financially competent/stable. Examples include but are not limited to:
- CVAD financial staff have reviewed an organization audit with findings;
- CVAD financial staff have determined an organization makes significant and continuous claim errors;
- CVAD financial staff identifies there are financial concerns after on-site monitoring or a desk review; or
- CVAD financial staff identifies any other issues giving concern regarding financial grant management.
- It is not/has not met the goals and deliverables outlined in grant contract.
After repeated efforts to assist an organization to improve performance with little to no progress, CVAD staff will consult and recommend to the VSS Administrator that an organization be placed on probationary status. CVAD staff will meet to outline factors to be incorporated in a corrective action plan and a desired timeline for completion, and/or they will direct the program to create a corrective action plan with a desired timeline and deadline to submit it to CVAD for approval.
Notification of Probationary Status
If CVAD places an organization on probation the organization will be notified in writing. CVAD may contact the organization prior to issuing the formal notification; however they are not required to call first. The notification will detail any special conditions placed upon the organization as well as the incident(s) which initiated the probationary status.
Release from Probationary Status
After CVAD determines an organization has fulfilled the terms and conditions of the probation notification, the organization will be released from probation. CVAD will notify the organization in writing stating they have satisfied the terms of the probation as detailed in the notification letter. If applicable, CVAD will also describe any new terms of agreement, or special conditions, such as an increased programmatic or financial risk designation for the remainder of the grant cycle.