STOP Quality Assurance Onsite Monitoring Tool for Center Name FY

Transcription

1 STOP Quality Assurance Onsite Monitoring Tool for FY Revised June 2014

2 TABLE OF CONTENTS Section Area 1 Review 2 Supplemental Review Items 3

3 : Sec.tion Requirements 1. Does the Provider maintain administrative offices located at the address specified in the contract? Sec. 11.b 2. Is the facility where the STOP-funded employee is located accessible? Sec Does the Provider allow public access to records in accordance with Florida Statutes except records made confidential by law? Sec. 12.e 4. Does the Provider maintain, with respect to each employee, either in the employee's personnel file or in a separate file, a Department of Homeland Sec.urity Form I-9? Sec. 12.c 5. Does the Provider use the E-verify system established by the U.S. Department of Homeland Sec.urity to verify the employment eligibility of all newly-hired employees? Sec. 12.c 6. Does the Provider retain client records, financial records, and supporting documents, including electronic storage media, for a 6-year time period? How does the Provider store the documents and media? Sec. 12.e 7. Does the Provider report abuse, neglect or exploitation as required by Florida law? Sec. 13.c 4

4 : Sec.tion 8. Did the Provider provide data Sec.urity training to all staff, direct-service volunteers and subcontractors who have access to any of the Provider's participant or administrative data within 90 days of hire and annually within each state fiscal year thereafter? Sec. 11.a.ii 9. Does anyone on the Provider project have access to DCF information/data? If yes, has the data Sec.urity agreement form been completed and signed (CF 0114) and has Sec.urity awareness training been completed? Sec. 11.a.ii 10. Is the Provider aware that the Provider and its subcontractors, where direct services are provided, must comply with Sec.tion 504 of the Rehabilitation Act of 1973, 29 U.S.C. 794, as implemented by 45 C.F.R. Part 84 (hereinafter referred to as Sec.tion 504), the Americans with Disabilities Act of 1990, 42 U.S.C , as implemented by 28 C.F.R., Part 35 (hereinafter referred to as ADA), and the Children and Families Operating Instruction (CFOP), 60-10, Chapter 4, entitled "Auxiliary Aids and Services for Persons Who Are Deaf or Hard-of-Hearing"? Sec. 18 5

5 : Sec.tion 11. In this contract period, is the Provider aware that it needs to comply with the following civil rights requirements: Federal civil rights/nondiscrimination requirements including the Omnibus Crime Control and Safe Streets Act of 1968 (42 U.S.C. 3789d); VOCA (42 U.S.C (e)); the Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. 5672(b)); the Civil Rights Act of 1964 (42 U.S.C. 2000d); the Rehabilitation Act of 1973 (29 U.S.C. 794); the Americans with Disability Act of 1990 (42 U.S.C ); the Education Amendments of 1972 (20 U.S.C. 1681, 1683, ); the Age Discrimination Act of 1975 (42 U.S.C ); 28 C.F.R. pt. 42 (U.S. Department of Justice Regulations-Nondiscrimination; Equal Employment Opportunity; Policies and Procedures); 28 C.F.R. pt. 38 (U.S. Department of Justice Regulations - Equal Treatment for faith-based organizations); and Ex. Order (equal protection of the laws for faith-based and community organizations)? Sec If the Provider or any of its subcontractors employs 15 or more employees (agency-wide), did the Provider designate a Single-Point-of-Contact (one per firm) to ensure effective communication with deaf or hard-of-hearing customers or companions in accordance with Sec.tion 504, the ADA, and CFOP 60-10, Chapter 4? Sec. 19.a.ii 13. In reference to the previous question, did the Provider furnish the name and contact information to the FCADV's contract manager within 14 calendar days of the effective date of this requirement (the date the contract was executed), if applicable? Sec. 19.a.ii 6

6 : Sec.tion 14. Within 60 days of the effective date of the current contract, did the Provider contractually require that its direct-service employees and subcontractors complete the Serving Our Customers Who Are Deaf or Hard-of-Hearing online training and sign the attestation form? Sec. 19.a.viii 15. With regard to the requirements of Sec.tion 504, the ADA, and CFOP 60-10, Chapter 4, did employees of the Provider and/or its subcontractors have in their personnel files (If using the DCF Support to the Deaf or Hard-of-Hearing Attestation Form the same signed attestation form will fulfill the requirements of 15a and 15b below): Sec. 19.a 15a. Signed attestations regarding the employee's understanding of Sec.tion 504, the ADA, and CFOP 60-10, Chapter 4? Sec. 19.a.iv 15b. Signed attestations for the "Serving Our Customers Who Are Deaf or Hard-of-Hearing" training? Sec. 19.a.viii 15c. Certificates of Completion for the "Serving Our Customers Who Are Deaf or Hard-of-Hearing" training? Sec. 19.a.viii 16. Did the Provider's Single-Point-of-Contact ensure that conspicuous notices which provide information about the availability of appropriate auxiliary aids and services, at no cost to the deaf or hard-of-hearing customers or companions, were posted at locations where participants enter the Provider facilities? (3 posters located at Sec. 19.a.v 7

7 : Sec.tion 17. Did the Provider and its subcontractors document the customers' or companions' preferred methods of communication, and any requested auxiliary aids/services provided, in the customers' record? Sec. 19.a.vi 18. In reference to the previous question, did the Provider document, with supporting justification, the reason any request was not honored? Sec. 19.a.vi 19. Did the Provider submit compliance reports monthly (by the 3rd calendar day following the reporting month) to the FCADV's contract manager? Sec. 19.a.vi 20. Did the Provider distribute Customer Feedback forms to customers or companions, and provide assistance in completing the forms as requested by the customers? Sec. 19.a.vi 21. If customers or companions were referred to other agencies, did the Provider ensure that the receiving agency was notified of the customers' or companions' preferred methods of communication and any auxiliary aid/services needs? Sec. 19.a.vii 22. Has the Provider been made aware of any legal action taken against it related to this contract? If so, did the Provider notify the FCADV within 10 calendar days of becoming aware of the action or from the day of the legal filing, whichever came first? Sec. 13.d 23. Did the Provider meet the requirement associated with the Projected Output Statement? Sec. 10.c.i 8

8 : Sec.tion 24. Does the Provider maintain records sufficient to calculate the performance measure outlined in this contract? How? Sec. 10.c.ii 25. Did the Provider report the results of the calculation (from the previous question) on the monthly invoice? Sec. 10.b.vi 26. Does the Provider provide meaningful access to their programs and activities for persons with limited English proficiency in accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.C. Sec.tion 2000d? How? 27. In reference to the previous question, how was the meaningful access accomplished? Sec. 18.b Sec. 18.b 28. Is the contract representative listed on the contract still in that position? If not, has the name of the new contact been forwarded to the FCADV contract manager? Sec. 13.b 29. Does the Provider use subcontractors? If so, did the Provider obtain subcontract approval as required in the FCADV contract? Sec. 11.c 30. If the Provider purchased equipment under this contract, was a Quarterly Inventory report submitted to the FCADV regardless of whether or not new equipment was purchased? Sec. 12.g 31. Has the Provider purchased any Information Technology Resources (ITR), including software and training, with contract funds? If so, did the Provider receive prior written approval from FCADV? Sec. 12.h 9

9 : Sec.tion 32. Did the Provider identify and track activities and demographics of survivors served under this contract in compliance with requirements of the Federal Annual Progress Report? Sec. 10.b.v 33. With regard to the Federal Annual Progress Report, has the Provider submitted a report to the contract manager in accordance with the 's Periodic Reporting Schedule? Sec. 14.b 34. Did the Provider submit, or is the Provider on schedule to timely submit, its Federal Annual Progress Report on January 15, 2015 and July 15, 2015? Sec. 14.b 35. Did the Provider designate one staff person to attend an FAPR Data Collection web conference during the contract period? If so, what is the name and position (title) of the designated person? Sec. 10.b.vii 36. Has the Provider timely submitted to the contract manager Monthly Financial Reports (Exhibit G)? Sec. 14.b 10

10 : Sec.tion 37. If published on or after July 1, 2014: In regard to publications using STOP funding, has the Provider, in accordance with STOP Violence Against Women (STOP) federal funding requirements, submitted to the FCADV for review one copy of all reports and proposed publications resulting from STOP funding at least 45 days prior to public release? Did they contain the following statements: This project was supported by contract No. LN967 awarded by the state administering office for the STOP Formula Grant Program. The opinions, findings, conclusions, and recommendations expressed in this publication/program/exhibition are those of the author(s) and do not necessarily reflect the views of the state or the U.S. Department of Justice, Office on Violence Against Women. Sec. 12.l 38. Does the Provider, in publicizing, advertising, or describing the sponsorship of the program state: "Sponsored by [Provider's name], the Florida Coalition Against Domestic Violence and the State of Florida, Department of Children and Families"? Sec. 12.l 39. If the sponsorship reference is in written material, do the words "State of Florida, Department of Children and Families" appear in at least the same size letters or type as the name of the Provider? Sec. 12.l 40. Did the Provider submit to FCADV for review a copy of all reports and proposed publications resulting from STOP funding at least 45 days prior to public release? Sec. 12.l 11

11 : Sec.tion 41. Is the agency aware of any civil rights complaints made during this contract period? If the complaint resulted in a finding of discrimination, was a copy of the finding forwarded to the Office for Civil Rights (OCR), Office of Justice Programs, and the Department of Children and Families? Sec. 18.b.iii 42. Does the agency comply with Florida Statutes Sec.tions and (Audit Requirements), Sec.tion (Travel Expenses), Chapter 119 (Access to Records) and Chapter 287 (State Procurement Regulations) for the state expenditure limitation? Sec. 12.I.vi 43. Did the Provider expend, during its previous fiscal year, more than $500,000 in federal or state funds and obtain an OMB A-133 audit? Sec. 12.n.vi 44. Has the agency timely submitted to the contract manager required reports and deliverables? Sec. 14.b 45. Did the provider submit any inaccurate reports, to date? If yes, explain. Sec. 14.b 12

12 Section 2: SUPPLEMENTAL REVIEW ITEMS : Date Completed Fiscal Review Completed on Center's Fiscal/Administrative Tool STOP Employee Payroll Review VOCA Compliance Checklist To be included on the Payroll Worksheet See VOCA Compliance Checklist in the VOCA & Attachments Folder VOCA Requisite Attachments See VOCA Attachments in the VOCA & Attachments Folder Service File Review Completed by Program Monitor - Service File Checklists Equipment Verification Civil Rights Deliverables and Required Reports Reviewed Completed on Center's Fiscal/Administrative Tool Completed by Program Monitor - Civil Rights Compliance Checklist & Maggie Cveticanin - Civil Rights & Attachments Folder Program Deliverables Status from Program Staff