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Monitoring Visits

Based on a state or organization's risk-based monitoring strategy, a programmatic site visit may be made to every grantee or site one time per grant cycle, one time per year, or more often as may be appropriate.

Typical site visit activities include the following:

ACTIVITY INDIVIDUALS INVOLVED
Interview AmeriCorps Program/Site Director
Member File Checks (other types of files?) AmeriCorps Program/Site Director
Multi-Site Observation of Member Activities AmeriCorps Members
Field Interviews Site Supervisor, AmeriCorps Members
Mid Year/Close-Out Interview AmeriCorps Program/Site Director and Staff

All AmeriCorps programs will receive a monitoring site visit during each program year. The purpose of the visit is to assess the program's compliance with federal regulations and to help the program improve systems to pass a formula OIG audit. Member files, program policies and fiscal records will be reviewed during the visit. The AmeriCorps Program Review Instrument will be used to assess program compliance. (Please see AmeriCorps Program Review Instrument at the end of this chapter).

The results of the visit will be reviewed with program staff at the end of the day. The site visit feedback letter sent to the program should include only those issues discussed during the visit.

The modules of the AmeriCorps Program Review Instrument to be completed are as follows:

Module A:
Reporting and Communication Compliance and Early Issue Detection

This Module will be completed before the visit. Results will be reviewed with the program and important issues or concerns will be discussed. A program may only receive a "Yes - Appears OK" rating if it has been in compliance with the item being reviewed 100% of the time. Programs that are not performing in this area must show improvement and demonstrate a commitment to improving. Any concerns in this area will be addressed in the site visit feedback letter and a corrective action plan to improve future performance will be required.

Module B:
Financial Compliance

The majority of this module will be completed with the assistance of the program's fiscal staff, but some questions will most likely be answered by program staff. Programs should have copies of their expenditure forms and the Financial Status Reports submitted via WBRS available for review. A copy of the program's original budget should also be available. In general, a program must have all required documentation for each item and every cost sampled to receive a "Yes - Appears OK" rating.

Module C:
Policies and Procedures Compliance

All programs should be in compliance with all of these issues. Written documentation and/or proof of compliance is necessary in case of an audit and should be provided here. Programs should have written documentation readily accessible, such as training agendas or memos. Programs must have written documentation to receive a "Yes - Appears OK" rating.

Module D:
Member Documentation Compliance

Member files will be reviewed to determine if required documentation is being kept by the program. Program Officers will randomly select the member files to be reviewed. All member files reviewed must contain required documentation for a program to receive a "Yes - Appears OK" rating. A program may receive a "Needs Improvement" rating if one file is missing required documentation. If more then one file is missing documentation, the program will receive a "Does Not Meet Requirement" rating. Programs that do not meet a requirement must submit documentation showing full compliance and improve future performance to ensure continued funding.

*See attached file:

Review Outcome

After the monitoring visit is complete, the Program Officer will provide written feedback relating to the review. It is expected that all programs will receive "acceptable" in all categories. The monitoring review will be used to determine if additional site visits are necessary and may impact a program's renewal application and ability to access additional training funds.

* See attached file: