Grantee Monitoring Tool Guide Updated 7/13/16 · CT BOS Monitoring Tool & Guide– 2016 1 Grantee...

CTBOSMonitoringTool&Guide–2016

1

Grantee Monitoring Tool & Guide Updated 7/13/16

IMPORTANTNOTE:ThisguidewascompiledasaresourceforprojectsfundedthroughtheCTBOSCoCbasedontheHUDCPDMonitoringHandbook6509.2REV6andCTBOSPoliciesandProcedures.ThisguidecontainstheHUDmonitoringstandardsdeterminedbytheCTBOSteamtobethemostsignificantandrelevantforCTBOSprojects.AdditionalareasmaybereviewedbyHUDduringmonitoring.ForacompletelistingofallHUDmonitoringstandardssee:http://portal.hud.gov/hudportal/HUD?src=/program_offices/administraJon/hudclips/handbooks/cpd/6509.2ForCTBOSPoliciesandProceduresandarangeofresourcesandtoolstohelpsupportcompliancewithHUDandCTBOSrequirementssee:http://www.csh.org/csh-in-the-field/connecticut/2578-2/

IndicateInitialsofChartsSelectedand,ifapplicable,discharge/admissionstatus#1___________

� Discharge� Admission

#2___________


#3___________


#4___________


#5___________


#6___________


#7___________


#8___________


#9___________


#10___________


� Applications,dispositionrecords,andallrelateddocumentsfromatleastoneapplicantrecentlydeniedadmissionstotheprogram-pleasehaveavailablealistofallapplicantsdeniedinthepast12months.

IndicateInitialsofChartsSelected:

#1: #2: #3:

1. Visual Observation 1)Arefinancialrecordsandvaluablessecuredinlimitedaccessarea?

m Yes m No

Guidance:Recipientsshalladequatelysafeguardallsuchassetsandassuretheyareusedsolelyforauthorizedpurposes.

ReviewerComments:


2

2)Areclientfilesmaintainedinaconfidentialmanner?

m Yes m NoGuidance:Recipientsshalladequatelysafeguardchartsandassuretheyareusedsolelyforauthorizedpurposes.Reviewerwilllookforevidenceoflockedchartsandforpropersafeguardingofclientnamesandotherconfidentialmaterials.578.103(b)Confidentiality

ReviewerComments:

3)Drugfreeworkplacestatement

m Yes m No

Guidance:Agencymusthaveadrugfreeworkplacestatementthatcomplieswiththerequirementsof24CFR21.200andhasbeenpostedinanareavisibletoallemployeesengagedontheCoCaward.

ReviewerComments:

4)Physicalplant

A.Residentshaveadequatespacewithanacceptableplacetosleep

m Yes m No

B.Roomshavenaturalormechanicalventilation

m Yes m No

C.Residentshaveaccesstosufficientsanitaryfacilities

m Yes m No

D.Heatingandcoolingisadequate/inworkingcondition

m Yes m No

E.Electricity/Illuminationisadequate

m Yes m No

F.Space/equipmenttostoreandpreparefoodinasanitarymannerissuitable

m Yes m No

G.Smokedetectorispresentoneachoccupiedlevelofunit


3

m Yes m No

H.Publicareashavesufficientsmokedetectors

m Yes m NoI. Housingismaintainedinasanitarycondition

m Yes m No

Guidance:Itemsaboveareintendedtoinformabriefreviewofphysicalplantconditions.AllhousingassistedthroughleasingorrentalassistancewithCoCfundsMustbeinspectedpriortooccupancyandre-inspectedatleastannuallyusingHUDHousingQualityStandards(seeSectionE)

ReviewerComments:

2. Monitoring Checklist a. Match/Leverage Documentation

5) Requiredmatch.Istherequiredmatchmet?Allabovefundsmustbematchedbyatleast

25%offundsorin-kindcontributionsfromothersources.[578.53(a)]m Yes m NoGuidance:AgencymustdemonstratebycashreceiptinaccountingrecordsorMOUasspecifiedbelowforin-kindthattherequiredmatchwasmetfortheprogramyearbeingmonitored.

ReviewerComments:

6) In-KindMatchMOU.Ifthematchhasbeenmetinwholeorinpartbyservicesprovidedbyathirdparty,isthereaMOUthatindicates:thehourlyratefortheservices(mustbeconsistentwiththosepaidforsimilarservices);specificservicetobeprovided;andprofessionofpersonsprovidingtheservice[578.73(c)(3)] m Yes m No

ReviewerComments:


4

7) Eligibilityofmatch.Ifmatchismetbyin-kindcontributions,wouldtheservices,goods,equipment,realpropertythatisprovidingthematchhavebeenaneligibleexpenseunderSubpartDoftheHEARTHCoCprogram?[578.73(c)(1)] m Yes m NoGuidance:Foreachcomponenttype(e.g.RentalAssistance,SupportiveServices,Operating)eligibleactivitiesaredefinedinSubpartDoftheHEARTHInterimRule.Matchmustbeusedonlyforeligibleactivities)

ReviewerComments:

8) Valueofmatch.Dorecordsconfirmthatthevalueofeachmatchingcontributionwas

calculatedproperly?[24CFRPart84.23;24CFRPart85.24;24CFR578.73(b);24CFR578.73(c);24CFR578.103(a)(10)]

m Yes m No

ReviewerComments:

9) Operatingyearofmatch.Hastherecipientoritssubrecipientsdocumentedtheeligibilityandvalueofthecashandin-kindmatchcontributionsfortheoperatingyear(s)reviewed(e.g.,alleligibleconfirmationlettersforcashcontributions,realproperty,goods,equipment,volunteerservices,andmemorandumsofunderstanding(MOUs)forthird-partyserviceswereexecutedpriortograntagreementexecution)?[24CFRPart84.23;24CFRPart85.24;24CFR578.73(b);24CFR578.73(c)(3);24CFR578.103(a)(10)]

m Yes m No

ReviewerComments:

10) Documentationofin-kindmatch.Doesthegranteehavedocumentationoftheservicehoursprovidedwherethesehoursareusedasin-kindmatch?[578.73(c)(3)(ii)] m Yes m NoGuidance:Volunteerservicesshallbedocumentedand,totheextentfeasible,supportedbythesamemethodologyusedbytherecipientforemployees;thebasisfordeterminingthevalueofpersonalservicesmustbedocumented.

ReviewerComments:

11)Documentationofleverage.DoesthegranteehaverequireddocumentationofleveragingasdefinedintheNOFAunderwhichtheprojectwasfunded? m Yes m No


5

Guidance:Commitmentletter(s)onfilearedatedandmeetotherrequirementsaspertherelevantNOFAanddemonstrateaminimumof150percentleveraging.Awrittencommitmentmayincludesignedletters,memorandaofagreement,orotherdocumentedevidenceofacommitment.Allwrittencommitmentsmustbesignedanddatedbyanauthorizedrepresentative,andshouldincludethenameofthecontributingorganization,thetypeofcontribution(cash,childcare,casemanagement,etc.),thevalueofthecontribution,anddatethecontributionwillbeavailable.Itisalsoimportantthatthewrittencommitmentincludetheprojectnameandbeaddressedtotheprojectapplicantorsubrecipient.

ReviewerComments:

b. Administrative costs and requirements 12) Administrationfee.ReviewAPRandgrantapplicationforamountsrequestedfor

administrativeexpenses.Calculatethepercentagethatadministrativecostsrepresentofthetotalgrant.Percentofadministrativefunding:___________(CTBOSprojectsrestrictedto7%orless)m Yes m No

ReviewerComments:

13) EligibilityofAdministrativeCosts:Ifadministrativefundsareusedforgeneralmanagement,oversightandcoordination,hasthegranteeincludedtheentiresalary,wagesandrelatedcostsofpersonswhoseprimaryactivityisprogramadministrationorhasitpro-ratedtheshareoftimeofeachpersonwhosejobincludesanyadministrativefunction.Hasthegranteeusedonlyoneofthesemethodsforeachfiscalyeargrant? [578.89(a)(1)]

m Yes m No

ReviewerComments:

14) AllocationofAdministrativecosts.Haveadministrativecostsbeenallocatedtothefollowingeligibleactivities:generalmanagement,oversightandcoordinationincludingtravelcostsassociatedwithmonitoring;contractsforlegal,accountingorauditservices;costsforgoodsandservicesrequiredforadministrationoftheprogramincludingequipmentrentalandpurchase,insurance,utilities,supplies,rentalandmaintenanceofofficespace;TrainingonContinuumofCarerequirements(providingorparticipatinginHUDsponsoredtrainings);orEnvironmentalReview[578.59(a)] m Yes m No

Guidance:Reviewerswillrequestareportshowingadministrativeexpensesdrawndownandexpendedduringthecontractperiod.

ReviewerComments:


6

15)Staffeligibilityforadministrativecosts.DoesarandomlyselectedreviewofadministrativepersonnelcostsrevealthatstaffpaidfromCoCfundsareworkingoneligibleCoCfundedactivities?[578.59]

m Yes m NoGuidance:Ifpersonnelcostsareassignedtoadministration,reviewerswilllookforbackup(e.g.timesheets)thatshowsstaffwasworkingonadministrativeactivitiesforthetimebilledReviewerComments:

ReviewerComments:

16) HomelessParticipation.Doesthegranteemeettheparticipationrequirements?(Eachgrantee

andsub-granteemusthaveatleastonehomelessorformerlyhomelessindividualontheboardofdirectorsorequivalentpolicymakingentity.Eachgranteeandsub-granteemusttothemaximumextentpracticableinvolvehomelesspeoplethroughemploymentvolunteerservicesorothermeansinmaintaining,operating,andprovidingsupportiveservices.)[578.75(g)] m Yes m No

ReviewerComments:

17) Nondiscriminationrequirements.Doestheprojectcomplywiththenondiscriminationsetforthin24CFR5.105(a)?[578.93(a)],includingguidanceontheapplicationofFairHousingActStandardstotheUseofCriminalRecordsbyProvidersofHousingm Yes m No

Guidance:Recipients,subrecipientsandpartneragenciesaresubjecttofederalcivilrightslaws,includingFairHousingAct,Section504oftheRehabilitationActof1973,TitleVIoftheCivilRightsActof1964,theAgeDiscriminationActof1975,andtheAmericanswithDisabilitiesActof1990.Formoreinformationabouttheselaws,orwww.hud.gov/offices/fheo/FHLaws/index.cfm.ForguidanceontheapplicationofFairHousingActStandardstotheUseofCriminalRecordsbyProvidersofHousingsee:http://portal.hud.gov/hudportal/documents/huddoc?id=HUD_OGCGuidAppFHAStandCR.pdf

ReviewerComments:

18)Affirmativelyfurtheringfairhousing.Didtherecipientimplementitsprogramsinamannerthataffirmativelyfurthersfairhousing,meaningithasimplementedallofthefollowing:Therecipientaffirmativelymarketeditshousingandsupportiveservicestoeligiblepersonsregardlessofrace,color,nationalorigin,religion,sex,age,familialstatus,orhandicapwhowereleastlikelytoapplyintheabsenceofspecialoutreach,andmaintainedrecordsofthosemarketingactivities;Iftherecipientencounteredaconditionoractionthatimpededfairhousingchoiceforcurrentorprospectiveprogramparticipants,therecipientprovidedsuchinformationtothejurisdiction(s)thatprovidedtheCertificationofConsistencywiththeConsolidatedPlan?Therecipientprovidedprogramparticipantswithinformationonrightsandremediesavailableunderapplicablefederal,state,andlocalfairhousingandcivilrightslaws?m Yes m No


7

ReviewerComments:

C. Financial Management 19) Fiscalpolicies,procedures&records.Dotherecipientanditssubrecipientshavewrittenpolicies

andproceduresensuringthattheCoCprogramfundsareusedinaccordancewithrequirementsandsufficientrecordstoenableHUDandtherecipientstodeterminewhetherCoCrequirementsarebeingmet?[24CFR578.103(a)] m Yes m No

ReviewerComments:

20) Source&applicationoffunds.Dotherecipientanditssubrecipientsmaintainrecordsthat

identifyadequatelythesourceandapplicationoffundsforFederally-sponsoredactivities?

Guidance:TheserecordsshallcontaininformationpertainingtoFederalawards,authorizations,obligations,unobligatedbalances,assets,outlays,incomeandinterest.

[24CFR84.21(b)(2);24CFR85.20]

m Yes m NoReviewerComments:

21) Internalcontrols.Dothefiscalrecordsindicatethatthegranteehaseffectiveinternalcontrolover,andaccountabilityfor,allgrantfunds,propertyandotherassetsandfiscalrecordsthatareadequatelysafeguarded?[84.21(b)and85.20(b)]

m Yes m No

ReviewerComments:

22) Recordingofexpenses.Dothegranteesaccountingrecordsidentifyexpendituresaccordingtoeligibleactivities[578.37-578.59] m Yes m No

ReviewerComments:

23) Expenditureeligibility.Randomlyselectfinancialtransactions.DoesareviewofthesetransactionsrevealthatCoCexpenditureswereforeligiblecosts,thatthetransactionswere


8

supportedbyadequatesourcedocumentationanddemonstratethatprogramexpensesareallowable,allocable,andreasonable?[578.37-578.59;84.21(b);and85.20(b)] m Yes m NoGuidance:Foreachcomponenttype(e.g.RentalAssistance,SupportiveServices,Operating)eligibleactivitiesaredefinedinSubpartDoftheHEARTHInterimRule.Foradescriptionofwhatmakescostsallowable,allocableandreasonableseehttps://www.hudexchange.info/course-content/housing-counseling-webinar-understanding-indirect-cost-rates-and-cost-allocation-plans/Housing-Counseling-Webinar-Understanding-Indirect-Cost-Rates-and-Cost-Allocation-Plans-Slides.pdf

ReviewerComments:

24) Rentalassistanceexpenditureeligibility.Weregrantfundsexpendedforrentalassistanceonlyforsomeorallofthefollowingeligiblecosts,orthestaffandoverheadcostsdirectlyrelatedtocarryingouttheseeligiblecosts:rentalassistance,administeringrentalassistance,securitydeposits,first/lastmonths’rent,vacancypayments,anddamages?m Yes m No

ReviewerComments:

25) Supportiveservicesexpenditureeligibility.Weresupportiveservicespaidwithgrantfundsnecessarytoassistprogramparticipantstoobtainandmaintainhousing?[24CFR578.53(a)(1);24CFR578.103(a)(9)]

m Yes m No

ReviewerComments:

26) Operatingexpenditureeligibility-security.Ifgrantfundswereexpendedonbuilding

security,werepaymentsforastructurewheremorethan50percentoftheunitsorareawaspaidforwithgrantfunds?[24CFR578.55(a)(4);24CFR578.103(a)(17)]

m Yes m No

ReviewerComments:

27) Operatingexpenditureeligibility–maintenance,repair,utilities.Ifoperatingcostswereexpendedonthemaintenanceandrepairofhousingorutilities,dorecordsconfirmthat


9

suchcostsarenotincludedinthelease(ifaleasehasbeenexecuted)?[24CFR578.55(c);24CFR578.103(a)(17)]

m Yes m No

ReviewerComments:

28) Ineligibleexpenses.Doesareviewofprogramexpendituresindicatetheabsenceofanyunallowablecostsincludingentertainment,contributionsanddonations,finesandpenalties,orgeneralgovernmentalexpenditures,includingsalaryandexpensesofthechiefexecutiveofficeroftherecipient/subrecipient(s)?[24CFR578.99(e);OMBCircularA-87(forgovernments)orOMBCircularA-122(fornonprofitorganizations)]m Yes m No

ReviewerComments:

29) Lobbying.Doesareviewoftheexpendituresindicatethatcostsrelatedtolobbyingpoliticalactivitieshavenotbeenchargedtotheprogram?[24CFR578.99(e);OMBCircularA-87(forgovernments)orOMBCircularA-122(fornonprofitorganizations)]m Yes m No

ReviewerComments:

30) Payrolldocumentation.Arechargesforsalariesandwagesbasedonpayrollsdocumentedbyappropriatetimesheets(includingtimesheetsindicatingactualtimesworked)andapprovedbyresponsibleofficialofthegrantee?[OMBCircularA110&A122]m Yes m No

ReviewerComments:

31) Allocationofsalaries.IfsalariesinvolvepaymentsfrommorethanoneCoCactivityline(i.e.,RentalAssistance,Leasing,OperatingCosts,andSupportiveServices)canpaymentsforwagesbeclearlytrackedtotheeligibleCoCactivities?[84.21(b)and85.20(b)]m Yes m No

ReviewerComments:


10

32) ProgramIncome.HasprogramincomeearnedbygranteebeenaddedtofundscommittedtoprojectbyHUDandusedforeligibleactivitiesunder24CFRPart578[578.97(b)]m Yes m No

ReviewerComments:

33) Indirectcosts.Ifindirectcostshavebeencharged,doesthegranteehaveanindirectcostrateproposalthatisinaccordancewithOMBCircularsA-87orA-122,asapplicable?[578.63]

m Yes m No

ReviewerComments:

34) Separationofduties:isthereevidencethatfinancialdutiesareseparatedsothatnooneindividualhascompleteauthorityoverafinancialtransaction?[OMBCircularA110&A122]m Yes m No

ReviewerComments:

35) LOCCS.DoeswithdrawalinformationfromtheLineofCreditControlSystem(LOCCS)matchtheinformationfromtheCoCgrantee’sdrawdownvoucherrequestsandisprojectdrawingdownatleastquarterly?[OMBCircularA110&A122] m Yes m No

ReviewerComments:

36) Travel.Reviewasampleoftravelexpenditures.Weretheynecessaryandproper?WasreimbursementinaccordancewithGSApolicies?[OMBA-122]m Yes m No

ReviewerComments:

37)Cashpayments.Didareviewoftherecipient’sanditssubrecipients’financialrecordsdemonstratethatcashpaymentswerenotbeingprovideddirectlytotheprogrambeneficiaries?

m Yes m No

Guidance:GiftcardsareconsideredbyHUDtobecashpaymentsandarenotallowable.

ReviewerComments:


11

38) EquipmentRecords:Doesthegranteemaintainequipmentrecordsthatcontaininformationrequired(item,dateacquired,cost,serialnumber,Federalshareofacquisition)?[85.32&84.34] m Yes m No

ReviewerComments:

39) EquipmentInventory:Hasaphysicalinventoryoftheequipmentbeentakenandtheresultreconciledwiththepropertyrecordsinthepasttwoyears?[85.32and84.34]m Yes m No

ReviewerComments:

40) EquipmentDisposition:Dotherecipientandsubrecipientmeettherequirementforproceduresthatrequireeffortstoobtainthehighestpossiblereturnforsaleofequipment[24CFR84.34(f)(6);24CFR85.32(d)(5)]andIfgrant-fundedequipmentwassoldduringtheperiodunderreview,istheredocumentedevidencetodemonstratethateffortsweremadetoobtainthehighestpossiblereturn?[24CFR84.34(f)(6);24CFR85.32(d)(5)]m Yes m No

ReviewerComments:

41) Chartofaccounts.Doestherecipient’sanditssubrecipients’chartofaccountsincludeacompletelistingoftheaccountnumbersusedtosupportthecontrolsrequiredtoensurethatresourcesuseddonotexceedresourcesauthorized?[24CFR85.20] m Yes m No

ReviewerComments:

42) Organizationchart.Dotherecipientanditssubrecipientshaveanorganizationchartthat

illustratestheactuallinesofauthority/responsibility?[24CFR85.20]m Yes m No

ReviewerComments:


12

43) Employeeresponsibilities.Areprimarydutiesforkeyemployeesoftherecipientandits

subrecipientsdefined?[24CFR85.20]

m Yes m No

ReviewerComments:

44) Audit.IfSingleAuditsarerequired,doestherecipientanditssubrecipientshaveasystemor

methodologytoensurethatsuchauditsareconducted?CFR84.26(a)and24CFR85.26(b).AndIfsingleauditsarerequiredforanyrecipientoritssubrecipient(s),istheredocumentationthattheauditshavebeenreviewedforcomplianceandthattherecipientorsubrecipienthastakenappropriatefollow-upactions,ifnecessary?[24CFR84.25;24CFR85.26].Ifsingeauditsarenotrequired,hastherecipientanditssubrecipientsensuredthatastandardauditwasconducted(CTBOSBestPracticerecommendation).

m Yes m No

ReviewerComments:

45) Fiscalcontrols.Didtherecipientestablishfiscalcontrolsandaccountingprocedurestoassuretheproperdisbursalof,andaccountingfor,grantfundstoensurethatallfinancialtransactionswereconducted,andrecordsmaintained,inaccordancewithgenerallyacceptedaccountingprinciples?[24CFR578.23(c)(5);24CFR578.103(a)(17)]

m Yes m No

ReviewerComments:

46) Procurementprocedures.Dothenonprofitrecipientanditssubrecipientsuseestablished

writtenprocurementprocedures?[24CFR84.44(a)]m Yes m No

ReviewerComments:


13

47) Procurementstandardofconduct.Dotherecipientanditssubrecipientsmeettherequirementtohaveawrittenstandardofconductgoverningtheperformanceofitsemployeesengagedintheawardandadministrationofcontracts?[24CFR84.42;24CFR85.36(b)(3)]


48) Procurementfreecompetition.Didtherecipientanditssubrecipientsmeettherequirementthatallprocurementtransactionsareconductedinamannertoprovide,tothemaximumextentpractical,openandfreecompetition?[24CFR84.43;24CFR85.36]


49) Unnecessarypurchase.Didtherecipientanditssubrecipientsmeettherequirementtoestablishandfollowwrittenprocedurestoavoidpurchasingunnecessaryitems?[24CFR84.44(a)(1);24CFR85.36(c)(1)(ii)]


50) Conflictsofinterest.Doestherecipient/subrecipient,theiremployees,agents,consultants,officers,andelectedorappointedofficialsmeettheconflictofinterestrequirements(nofinancialinterestsorbenefitfromassistedactivityonpartofstaff(orpersonwithwhomthestaffmemberhasimmediatefamilyorbusinessties)duringhis/hertenurewithorganizationandoneyearfollowinghis/hertenure.Thisincludes,procurement,rentreasonablenessdeterminationsandhousingqualityinspectionsforapropertyownedbythegranteeorsub-grantee)?[578.95]m Yes m NoGuidance:Sample“RentReasonablenessChecklistandCertification”formavailableat:www.hud.gov/offices/cpd/affordablehousing/library/forms/rentreasonablechecklist.doc

ReviewerComments:


14

d. Reporting and Contract Requirements 51) APR.WasthemostrecentAPRsubmittedtoHUDnolaterthan90daysfromthedateofthe

endoftheproject’sgrantterm?[578.103(e)]m Yes m No

ReviewerComments:

52) HMIS.HastherecipientoritssubrecipentssubmittedclientdatatotheCoC-designatedHMIS(orcomparabledatabase,asapplicable)forallprogramparticipantsassisted?m Yes m No

ReviewerComments:

53) Close-out.WereallcloseoutreportsrequiredbyHUDsubmittednolaterthan90daysfromthedateoftheendoftheproject’sgranttermandasinstructedinthecloseoutcertificationissuedbyHUD? [578.109(b)]

m Yes m NoBalanceRemainingindicatedonCloseoutCertification:$_________________________

ReviewerComments:

54) Grantamendment.Iftherewasasignificantchangemadethatrequiredagrantamendment,isanexecutedamendmentonfile?Didthesub-CoCreviewandapproveanygrantamendmentspriortosubmissiontoHUDanddidthegranteenotifytheBOSSCofanyapprovedamendments?Significantchangesinclude,achangeofrecipient,ashiftinasingleyearofmorethan10percentofthetotalamountawardedunderthegrantforoneapprovedeligibleactivitycategorytoanotheractivityandapermanentchangeinthesubpopulationservedbyanyoneprojectfundedunderthegrant,aswellasapermanentproposedreductioninthetotalnumberofunitsfundedunderthegrant.[578.105(a)]m Yes m No

ReviewerComments:

55) NumberofParticipants.Isthenumberofparticipantscurrentlybeingservedconsistentwiththenumberintheapprovedapplication?m Yes m No

ReviewerComments:


15

e. Housing Assistance 56) HousingQualityStandards.Hasallhousingassistedthroughleasingorrentalassistancewith

CoCfundsbeeninspectedpriortooccupancyandre-inspectedatleastannually?[587.75(b)]m Yes m No

ReviewerComments:

57) HabitabilityStandards.HasallassistedhousingnotrequiredtobeinspectedusingHousingQualityStandardsbeeninspectedforhabitabilitypriortooccupancyandre-inspectedatleastannually?Guidance:CTBOSBestPracticerecommendation;seevisualobservationsectiononPhysicalPlantforsuggestedcriteria.m Yes m No

ReviewerComments:

58) OccupancyAgreements.Doesgranteehaveasignedoccupancyagreement/leasewithallprogramparticipantsresidinginhousing(permanenthousingmusthaveaninitialoneyearagreementrenewableforaminimumterof1monthandterminableonlyforcause;transitionalmusthaveatleastamonthlyagreement;Rentalassistanceprojectsmusthaveleasesbetweentheprogramparticipantandthelandownerorsublessor.Leasingprojectsmusthavealeasebetweentherecipientorsubrecipientandthelandowner.[578.77(a);578.51(l);578.49(b)(8)]).Agreement/leaseshouldprovideformaldueprocessrights.

m Yes m No

ReviewerComments:

PermanentSupportiveandTransitionalHousingCalculationofoccupancycharges/rent.59) A.Calculation.Ifgranteeimposesoccupancychargesisincomecalculatedinaccordancewith24

CFR5.609and5.611andistherentchargednotgreaterthan30%offamily’sadjustedincomeor10%ofgrossincome?[578.77(b)]mYes m No

Guidance:IfgranteehasusedtheCPDincomecalculatorandthisisdocumentedbysystemprintouts,thennofurtherassessmentisrequired.IfthegranteeisusingsomethingotherthantheCPDincomecalculator,reviewcalculationsinselectedclient’schartstobesureHUDrequirementsarefollowed.HUDCPDIncomeCalculatoravailableat:

https://www.hudexchange.info/resource/2079/cpd-income-eligibility-calculator/

ReviewerComments:

B.Adjustment.Isrentadjusteduponnotificationofchangeinincome?[578.77(c)]


16

m Yes m No

ReviewerComments:

C.Review.Isincomereviewedannuallyorwhenthereisachangeinincomeandisdocumentationofthereviewonfile?[578.77(c)]

m Yes m No

ReviewerComments:

RRHCalculationofoccupancyrent

60) A.Calculation.Isincomecalculatedinaccordancewith24CFR5.609and5.611andistherentchargednotlessthan30%offamily’sadjustedincome?Istotalrentalassistancereceivedbyeachparticipantnotmorethan$2500intheinitial3monthperiod,$2000formonths4to6,$1500formonths7to9,and$1000formonths10to12orhastheprogramdocumentedapprovalforahigheramountofassistancebytheCANor,asnecessary,theCTBOSchairsifrelevantCANisnotoperational?

m Yes m No

ReviewerComments:

OnlyforcompliancewithHUDregs,notBOSreqs

B.Adjustment.Isrentadjusteduponnotificationofchangeinincome?[578.77(c)]

m Yes m No

ReviewerComments:

C.Review.Isincomereviewedatleastevery90daysorwhenthereisachangeinincomeandisdocumentationofthereviewonfile?

m Yes m No

ReviewerComments:

61) Incomedocumentation.Whereanoccupancychargeorrentwaschargeddoparticipantfilesdocument:incomeevaluationformcompletedbytherecipient[24CFR578.103(a)(6)(i)];sourcedocumentsfortheassetsheldbytheprogramparticipantandincomereceivedbeforethedateoftheevaluation(e.g.,mostrecentwagestatements,unemploymentcompensationstatement,publicbenefitsstatements,bankstatement)[24CFR578.103(a)(6)(ii)];ifsourcedocumentswereunavailable,awrittenstatementbytherelevantthirdpartyorthewrittencertificationbytherecipient’sintakestaffoftheoralverificationbytherelevantthirdpartyof


17

theincometheprogramparticipantreceivedoverthemostrecent3-monthperiod;24CFR578.103(a)(6)(iii)];orifsourcedocumentsandthird-partyverificationwereunavailable,thewrittencertificationbytheprogramparticipantoftheamountofincomethattheprogramparticipantwasreasonablyexpectedtoreceiveoverthe3-monthperiodfollowingtheevaluation?24CFR578.103(a)(6)(iv)mYes m No

ReviewerComments:

62) RentReasonableness.Ifgrantfundsareusedtoleaseindividualunitsorifrentalassistanceis

provided,hasthegranteeconductedarentreasonablenessdetermination?[578.49(b)and578.51(g)] m Yes m NoGuidance:Whengrantsareusedtopayrentforallorpartofastructureorstructures,therentpaidmustbereasonableinrelationtorentsbeingchargedintheareaforcomparablespace.Inaddition,therentpaidmaynotexceedrentscurrentlybeingchargedbythesameownerforcomparableunassistedspace.Therecipientorsubrecipientmustdeterminewhethertherentchargedfortheunitreceivingrentalassistanceisreasonable,takingintoaccountthelocation,size,type,quality,amenities,facilities,andmanagementandmaintenanceofeachunit.

ReviewerComments:

63) FMRCeilings.IfCoCgrantfundsareusedtoleaseindividualunits,hasthegranteeobservedthelimitationthatrentsmaynotexceedFairMarketRents?[578.49(b)]m Yes m No

ReviewerComments:

64) SecurityDeposits.IfthegranteeusesCoCfundsforsecuritydeposits,aretheamountsofthedepositsnotinexcessoftwomonths’rent?[578.49(b)and578.51(a)] m Yes m No

ReviewerComments:

65) Rentalassistancedamages.Forpropertydamagespaid,wereexpendituresforaone-timecostperprogramparticipantANDnotexceeding1-month’srenttopayforanydamagetohousingduetotheactionofaprogramparticipant?[24CFR578.51(j);24CFR578.103(a)(17)]m Yes m No

ReviewerComments:


18

66) Limitationontransitionalhousing.Hasthegranteeobservedthe24monthtimelimitfortransitionalhousing?[578.79] m Yes m NoGuidance:Ahomelessindividualorfamilymayremainintransitionalhousingforaperiodlongerthan24months,ifpermanenthousingfortheindividualorfamilyhasnotbeenlocatedoriftheindividualorfamilyrequiresadditionaltimetoprepareforindependentliving(shouldbedocumentedinclientchart).However,HUDmaydiscontinueassistanceforatransitionalhousingprojectifmorethanhalfofthehomelessindividualsorfamiliesremaininthatprojectlongerthan24months.

ReviewerComments:

67) Leadbasedpaintvisualinspection.Hasthegranteeconductedavisualassessmentofallunitsreceivingfinancialassistanceiftheunitwasconstructedpriorto1978andiftherewillbeachildunder6yearsofageorapregnantwomanresidingintheunit?HavestaffconductingtheassessmentcompletedtheHUDweb-basedtraining?[578.99(f)]

m Yes m NoGuidance:Unitsmustbeinspectedtoidentifydeterioratedpaint(i.e.,chipping,cracking,chalking,damaged,separatedfromsubstrate).Formoreinformationsee:http://www.hud.gov/offices/lead/training/visualassessment/h00100.cfm

ReviewerComments:

68) Leadbasedpaintinformation.DoprojectfilesconsistentlydocumentreceiptbyapplicantsandoccupantsoftheLeadHazardInformationPamphlet?[24 CFR 35.1010(b)]

m Yes m No

Guidance:Pamphletavailableat:http://www.hud.gov/offices/lead/library/enforcement/pyf_eng.pdf

ReviewerComments:

69) Leadbasedpaintwarning,disclosure,acknowledgement-leasingDoleasingparticipantfilesincludetheleadwarningstatement,disclosureofknowninformationonlead-basedpaint,andacknowledgementofreceiptofthisinformation?https://www.hudexchange.info/resources/documents/MakingItWorkSampleForms.pdfL

m Yes m No


19

Guidance:Formsavailableat:https://www.hudexchange.info/resources/documents/MakingItWorkSampleForms.pdfL

ReviewerComments:

70) Leadbasedpaintdatasharing–TBRA.Doestheprogramsharehousingdatawiththelocalhealthdepartmentonaquarterlybasisinanattempttomatchassistedunitaddresseswithlead-poisonedchildren?[24CFR35.1225(f)]

m Yes m No

ReviewerComments:

71) EnvironmentalReview.Hasthegranteecompliedwithenvironmentalreviewrequirements(Granteewillnotacquire,rehabilitate,convert,lease,providesponsororprojectbasedrentalassistance,repair,disposeof,demolishorconstructpropertyorexpendHUDfundsuntilanEnvironmentalReviewunder24CFRpart50hasbeencompletedandthegranteehasreceivedHUDapprovaloftheproperty)?[578.31] m Yes m No

Guidance:MonitorswillreviewfilesforevidenceofenvironmentalreviewandnoticeofHUDapproval.Formoreguidancesee:http://portal.hud.gov/hudportal/documents/huddoc?id=DOC_8698.pdfhttps://www.hudexchange.info/environmental-review/

ReviewerComments:

72) Dwellingsize.Doesthedwellingunithaveatleastonebedroomorliving/sleepingroomforeachtwopersonsANDthatchildrenoftheoppositesex,otherthanveryyoungchildren,werenotrequiredtooccupythesamebedroomorliving/sleepingroom?

[24CFR578.75(c)(1);24CFR578.103(a)(8)]m Yes m No

Chart#1 Chart#2 Chart#3 Chart#4 Chart#5 Chart#6 Chart#7Initials #People #Bedrms

ReviewerComments:


20

73) Householdcompositionchanges.Ifhouseholdcompositionchangedduringthetermofassistance,didtherecipientoritssubrecipientsrelocatethehouseholdtoamoreappropriatelysizedunitandcontinueaccesstoappropriatesupportiveservices?[24CFR578.75(c)(2);24CFR578.103(a)(8)]m Yes m No

ReviewerComments:

74) RetentionofassistanceinPSH.Hasafamilybeenabletoretainrentalassistanceuntilthe

expirationoftheleaseineffectwhenqualifyingmemberdied,wasincarcerated,orinstitutionalized?[578.75(i)] m Yes m No

ReviewerComments:

75) Programfees.Granteemaynotchargeprogramparticipantsanyfeesotherthanrent.Hasthegranteecompliedwiththisrequirement?[578.87(d)]

m Yes m No

ReviewerComments:

76) Restrictiononcombiningfunds.DoestheprojectcomplywithHUD’srestrictiononcombiningfunds(i.e.,Inasinglestructureorhousingunit,thefollowingtypesofassistancemaynotbecombined:Leasingandacquisition,rehabilitation,ornewconstruction;Tenant-basedrentalassistanceandacquisition,rehabilitation,ornewconstruction;Short-ormedium-termrentalassistanceandacquisition,rehabilitation,ornewconstruction;Rentalassistanceandleasing;orRentalassistanceandoperating)?[578.87(b)]m Yes m No

ReviewerComments:

f.Participanteligibility

ChronicHomelessness

77) A.Designated.Iftheprojecthasdesignated/prioritizedchronicallyhomelessbeds,doesthecorrectportionofhouseholdsassistedmeetthedefinitionofchronichomelessnessandhasthegranteemaintaineddocumentationthatapplicablehouseholdsservedmeetHUD’sdefinitionofchronichomelessness?[578.3]

m Yes m No


21

Guidance:HUDNotice:PrioritizingPersonsExperiencingChronicHomelessnessinPSH&RecordkeepingRequirementsforDocumentingChronicHomelessStatusandHUDfinaldefinitiononchronichomelessness

https://www.hudexchange.info/resource/3897/notice-cpd-14-012-prioritizing-persons-experiencing-chronic-homelessness-in-psh-and-recordkeeping-requirements/

https://www.federalregister.gov/articles/2015/12/04/2015-30473/homeless-emergency-assistance-and-rapid-transition-to-housing-defining-chronically-homeless

ReviewerComments:

78) Minimum commitment. Does every household newly admitted meet the definition ofchronically homeless and does the project use the order of priority established in HUDNotice CPD-14-012: Prioritizing Persons Experiencing Chronic Homelessness and OtherVulnerable Homeless Persons, which defines which chronically homeless people getpriorityaccesstoPSHbeds,[CTBOSPoliciesandProcedures–AppliestoPSHonlybeginningJanuary2015]m Yes m No

Guidance:(Fullnoticeavailableat:

https://www.hudexchange.info/resource/3897/notice-cpd-14-012-prioritizing-persons-experiencing-chronic-homelessness-in-psh-and-recordkeeping-requirements/

ReviewerComments:

79) Homelessstatus.HasthegranteemaintaineddocumentationthatindicatesthatallhouseholdsservedmeetHUD’sdefinitionofhomelessness?HavetransitionalhousingprojectscompliedwiththeCTBOSrequirementtoserveliterallyhomelessparticipantscomingfromemergencysheltersandunshelteredlocationsonly?[578.3;CTBOSPoliciesandProcedures]

m Yes m No

ReviewerComments:

80) Disabilitystatusforpermanentsupportivehousing.DoallhouseholdsservedinpermanentsupportivehousingmeetHUD’sdefinitionofadisabledhousehold?[578.37(a)]

m Yes m No

ReviewerComments:


22

81) RapidRehousing.AreCoCgrantsprovidingrapidrehousingandfundedthroughthe2013-2014competitiononlyservingfamilieswhowereinemergencyshelterorwereunshelteredpriortoreceivingrapidrehousingassistance?[2013NOFAI,II,A,3b“Rapidrehousingprojectsmustservehouseholdswithchildrenlivingonthestreetsorinemergencyshelter.”]

m Yes m No

ReviewerComments:

82) RapidRehousing.Istheprogramonlyservingclientswith1)incomeinitiallyatorbelow50%ofAMI,2)incomeatorbelow30%ofAMIateach90dayre-evaluation,and3)whohavecompletedaVI-SPDATduringtheircurrentepisodeofhomelessness?[CT.BoSPoliciesandProcedures] m Yes m No

Guidance:AsperCTBOSP&P,householdswithnoincomeatinitialorre-evaluationareeligible.AsperHUD,householdswhoareeligibleforPSHandawaitingPSHplacementmayreceiveRRHassistanceandwillretaintheirhomelessand,ifapplicable,chronichomelessstatus.

ReviewerComments:

83) Rapidrehousing.IstheprogramprioritizingallunshelteredhouseholdsregardlessoflengthoftheircurrentepisodeofhomelessnessandshelteredhouseholdswhosecurrentepisodeofliteralhomelessnesshasbeenatleastsevendaysindurationandistheprogramdocumentingwhetherhouseholdsmeetthiscriteriausingHMISdataand,asnecessary,permissiblewrittendocumentationofunshelteredhomelessness?(CTBoSPoliciesandProcedures)m Yes m No

Guidance:DocumentationstandardsareavailableinHEARTHHomelessDefinitionFinalRuleathttps://www.hudexchange.info/resource/1928/hearth-defining-homeless-final-rule/

ReviewerComments:

84) Rapidrehousing.HastheprojectcompliedwiththefollowingHUDandCTBOSlimitationsonrentalassistanceandsupportiveservices:1)rentalassistancemaynotbeprovidedforlongerthan24months2)supportiveservicesmaynotbeprovidedforlongerthan6monthsafterrentalassistanceended3)supportiveservicesalone(i.e.,providedwithoutrentalassistance)maybeprovidedfornomorethan6monthsafterhomelessnesshasended4)ParticipantsmayreceiverentalassistanceofnomorethanthefollowingpercentagesofFMRforeachoftheindicatedtimeframes(securitydepositsareexcludedfromtheselimits):months1-3100%ofFMR,months4to6:80%ofFMR,months7to9:60%ofFMR,


23

months10to12:40%ofFMR?[578.37(a)][24CFR578.37(a)(1)(ii)(D);24CFR578.103(a)(17)];HUDAAQQuestionID29873)m Yesm No

ReviewerComments:

85) Transitionalhousing.Householdsaremovedtopermanenthousingwithin24months.[578.37(a)];

m Yes m No

ReviewerComments:

86) TransitionalHousing..Haveservicesbeenprovidedtoparticipantsforaperiodnotinexcessofsixmonthsaftertheyhavebeenplacedinpermanenthousing(TH)orafterrentalassistancestops(RRH)[578.53(b)]

m Yes m No

ReviewerComments:

87) TransitionalHousing.Istheprogramonlyservingclientswithincomeatorbelow30%ofAMI?[CT.BoSPoliciesandProcedures] m Yes m No

ReviewerComments:

88) TransitionalHousing.Areallhouseholdsscreenedfordiversionpriortoadmissionandonlyadmittedifnootheroptionsareavailable?[CT.BoSPoliciesandProcedures]

m Yes m No

ReviewerComments:

89) UseofCAN.Didtherecipient/subrecipientusethecentralizedorcoordinatedassessmentsystemestablishedbytheCoC?24CFR578.(a)(8)?

m Yes m No

ReviewerComments:


24

90) Writtenintakeprocedures.Dotherecordsdemonstratethat1)therecipienthadwrittenintakeproceduresinplacetoensurethatdocumentationofprogramparticipants’homelessanddisability(ifapplicable)statusismaintainedinaccordancewiththeprogramrequirements2)thatthoseproceduresrequireobtainingdocumentationatprojectintakeoftheevidencereliedupontoestablishandverifyhomelessstatus,3)thattheproceduresestablishtheorderofpriorityforobtainingevidenceofhomelessnessasfirstthird-partydocumentation,secondintakeworkerobservations,thirdself-certification,andthattherecipient/subrecipientfollowingtheprocedures?[24CFR578.103(a)(3)-(4);24CFR576.500(b);24CFR576.500(c)]

m Yes m No

Guidance:SampleWrittenIntakeproceduresavailableathttp://www.csh.org/csh-solutions/community-work/housing-development-and-operation/2578-2/(PENDING)

ReviewerComments:

91) EqualAccess.DoesprogramcomplywithHUDFinalRuleonEqualAccess?m Yes m No

Guidance:FinalRuleavailableathttps://www.hudexchange.info/resource/1991/equal-access-to-housing-final-rule/

ReviewerComments:

92) Religiousdiscrimination.InprovidingservicesandoutreachactivitiesrelatedtosuchservicessupportedinwholeorpartwithCoCProgramfunds,dorecordsdocumentthattherecipientdidnotdiscriminateagainstaprogramparticipantorprospectiveprogramparticipantonthebasisofreligion,areligiousbelief,arefusaltoholdareligiousbelief,orarefusaltoattendorparticipateinareligiouspractice?[24CFR578.87(b)(1);24CFR578.87(b)(ii);24CFR578.103(a)(13]m Yes m No

ReviewerComments:

93) Religiousactivities.Forrecipientsthatengageinexplicitlyreligiousactivities,dorecordsdocumentthattherecipientperformedsuchactivitiesandofferedsuchservicesoutsideofprogramsthataresupportedwithfederalfinancialassistanceseparately,intimeorlocation,ANDindicatedthatparticipationinsuchreligiouslyexplicitactivitieswasvoluntaryforprogramparticipantsANDdidnotuseCoCProgramfundstosupportorengageinexplicitlyreligiousactivitiesANDifaprogramparticipantobjectedtothereligiouscharacterofa


25

recipientthatprovidedservices,dorecordsdocumentthattherecipientundertookreasonableeffortstoidentifyandrefertheprogramparticipanttoanalternativeproviderwithinareasonablyprompttime?[24CFR578.87(b)(2);24CFR578.103(a)(13)]m Yes m No

ReviewerComments:

94) Referralsfromothersystemsofcare.BeforeacceptingparticipantsintoCoCprogramsfromthe

MentalHealth,FosterCare,CorrectionalorPublicHealthSystems,providerswillworktoensurethatallotherdischargeoptionshavebeenexhausted.Acceptingapersondirectlyfrompublicly-fundedinstitutionsshouldonlybeconsiderediftherearenootherviablehousingoptionsandthepersonmeetstheeligibilitycriteriaforthebedorunit.[CT.BoSPoliciesandProcedures]Doesprogrambeingmonitoredmeettheseconditions?

m Yes m No

ReviewerComments:

g.Services

95)RapidRehousing:Assessmentofneedforrapidrehousingservices.Hasthegrantere-evaluatedallparticipantsreceivingrentalassistanceand/orcasemanagementatleastevery90daystodeterminethattheparticipantlacksresourcesandsupportnetworksnecessarytoretainhousingandthatthecontinuationofassistanceisnecessarytoavoidliteralhomelessness?[578.37(a)andCTBOSPoliciesandProcedures–HUDrequiresannualassessment,CTBOSrequiresat90dayintervals).mYes m No

ReviewerComments:

96)RapidRehousing:Hasthegranteedemonstrateduseofaprogressiveengagementmodel(i.e.,startingwithasmallamountofassistancefortheshortestperiodoftimepossibletohelpresolvehomelessnessthenaddingmoreresources,onlyasnecessary,ifthelessintensiveinterventionisunsuccessful.)?HasthegranteelimitedassistancetothemaximumamountsallowablebytheCTBOSCoC?(CTBOSPoliciesandProcedures)m Yes m No

ReviewerComments:

97)RapidRehousing:FrequencyofCaseManagement.Haveparticipantsmetwithcasemanagersnotlessfrequentlythanonce/month?[578.37(a)]


26

m Yes m No

ReviewerComments:

98) On-goingassessmentofsupportiveservicesneeds.Hasthegranteeconductedon-goingassessmentsofparticipant’ssupportiveservicesneedsincludingtheservicesneeded,theavailabilityofsuchservices,andthecoordinationofservicestoensurelong-termhousingstability?Isthisdocumentedinsampledclientcharts?[578.75(e)]m Yes m No

Guidance:Recipientsandsubrecipientsshallconductanannualassessmentoftheserviceneedsoftheprogramparticipantsandshouldadjustservicesaccordingly.Sampleassessmentavailableat:http://www.csh.org/csh-solutions/community-work/housing-development-and-operation/assuring-quality-in-connecticut

ReviewerComments:

99) ServicesforPermanentSupportiveHousing,SSO,TH.Hasthegranteemadesupportiveservicesavailabletomeettheneedsofprogramparticipantsandmadeadjustmentsasnecessarybasedonassessments,ANDdidparticipantsreceivesupportiveservicesforthedurationoftheirstay?([578.37(a)]requiredbyHUDforPSH,CTBOSBestPracticesRecommendationforSSO/TH)m Yes m NoGuidance:Monitorswilllookforevidencethatservicesareprovidedwithafrequencythatisresponsivetoparticipantneeds(e.g.evidenceofappropriateandtimelyinterventiononidentifiedissuesthatthreatenhousingstabilityorhealth/wellbeing;evidencethat,ingeneral,contact/attemptsoccuratleasttwotimes/month;contact/attemptsthatarelessaresupportedbyanassessmentindicatingalowerlevelofserviceneed);Sampleserviceplanavailableat:http://www.csh.org/csh-solutions/community-work/housing-development-and-operation/assuring-quality-in-connecticut

ReviewerComments:

100) Ineligiblecosts.Servicesprovidedunder‘supportiveservices’mustbespecificallyidentifiedunder578.53(e).Servicesprovidedmaynotexceedthescopeofallowableservicesspecifiedin578.53.Hastheprojectcompliedwiththeserequirements?m Yes m No

ReviewerComments:


27

101) Disability-relatedservicesGranteesmaynotrequireprojectresidentstoparticipateindisability-relatedservices(thisdoesnotincludesubstanceabusetreatmentservices)[578.75(h)].Hastheprogramcompliedwiththisrequirement?m Yes m NoGuidance:Examplesofdisability-relatedservicesinclude,butarenotlimitedto,mentalhealthservices,outpatienthealthservices,andprovisionofmedication,whichareprovidedtoapersonwithadisabilitytoaddressaconditioncausedbythedisability.(Note:CTBOSPSHprojectsarerequiredtofollowHousingFirstPrinciples–seebelow)

ReviewerComments:

102) HousingFirst.AllpermanentprojectsmustfollowHousingFirstprinciples,including:housingisnotcontingentoncompliancewithservices;tenantsmayonlybeterminatedforleaseviolationsorfailuretocarryoutobligationsunderConnecticut’sLandlordandTenantActandmanyonlybeevictedfromtheirunitsbasedonavalidcourtorder;andservicesareprovidedpost-housingplacementtopromotehousingstability.[CTBoSPoliciesandProcedures].DoesprojectfollowHousingFirstprinciples?m Yes m No

Guidance:HUDHousingFirstBriefavailableat:

https://www.hudexchange.info/resource/3892/housing-first-in-permanent-supportive-housing-brief/

ReviewerComments:

103.Confidentiality

A.Procedures.Hasthegrantee/sub-granteedevelopedwrittenprocedurestoensure:allclientrecordscontainingidentifyinginformationarekeptsecureandconfidential;addressofanyfamilyviolenceprojectwillnotbemadepublic;addressorlocationofanyhousingorprogramparticipantwillnotbemadepublic?[578.103(b)]m Yes m No

ReviewerComments:

B.Releases.Isinformationsharingevidencedinchartauthorizedbyacurrentreleaseofinformation?[578.103(b)]m Yes m No

ReviewerComments:

104) EducationalAssurances:DesignatedStaff.Ifthegranteeprovideshousingorservicestofamilies,hasthegranteedesignatedastaffpersontoberesponsibleforensuringthatchildren


28

beingservedareenrolledinschoolandconnectedtoappropriateservicesinthecommunityincludingearlychildhoodprograms?[578.23(c)]m Yes m No

ReviewerComments:

105) EducationalAssurances:PoliciesandPractices. Aretheproject’spoliciesandpracticesconsistentwiththelawsrelatedtoprovidingeducationservicestoindividualsupto24yearsofageandfamilies?[578.23(c)] m Yes m No

ReviewerComments:

106) TerminationofAssistance.ReviewfilesofparticipantswhohavebeenterminatedfromtheCoCprogram.HasthegranteemetHUDrequirementsforterminatingassistance(provideformaldueprocessbeforeapersonotherthantheperson(orsubordinateofthatperson)whomadeorapprovedtheterminationdecision,writtencopiesofrules,writtennoticeofterminationwithclearstatementofreasonsforterminating,opportunitytoappealdecision,andreceivingwrittennotificationoffinaldecision)?[578.91]

m Yes m No

ReviewerComments:

107)VAWA.HastheprojectcompliedwiththeViolenceAgainstWomenAct(VAWA),whichprohibitsevictionorterminationofassistanceifthegroundsforsuchactionisaninstanceofdomesticviolence,datingviolence,orstalking.

m Yes m No

ReviewerComments:

108)ClientBillofRightsHastheprojectdocumentedreceiptoftheCTBOSClientBillofRightsbyallapplicantsandparticipants?.[CTBoSPoliciesandProcedures].

m Yes m No

ReviewerComments:


29

109)Unitretention–institutionalstaysBriefperiodsofstaysininstitutions,nottoexceed90daysforeachoccurrence,arenotconsideredvacancies(578.51).Hastheprojectcompliedwiththisprovision?m Yes x No

ReviewerComments:

Grantee Monitoring Tool Guide Updated 7/13/16 · CT BOS Monitoring Tool & Guide– 2016 1 Grantee...

Documents

Transcript of Grantee Monitoring Tool Guide Updated 7/13/16 · CT BOS Monitoring Tool & Guide– 2016 1 Grantee...