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FY 2019 Program Monitoring

This program monitoring and reporting initiative will schedule visits from October 2018 to June 2019 to ensure compliance with grant guidelines and program standards. The monitoring process will be similar to FY 2018 with a few changes, and courts should expect follow-up regarding report recommendations from the previous year. The FY 2020 monitoring will focus on evidence of resource probation interventions, relevant documentation, and quality assurance activities. Smaller courts may need to implement a peer review or regional process.

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FY 2019 Program Monitoring

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  1. FY 2019 Program Monitoring

  2. FY 2019 Subsidy Grant Monitoring • Monitoring visits will be scheduled beginning in October 2018 through June 2019. • In most cases, courts will have the same DYS monitor as they had for FY 2018. Some courts may be reassigned to a different monitor for FY 2020. • Wherever possible, the court should have a representative of each grant vendor/contractor available to be interviewed as part of the monitoring visit.

  3. FY 2019 Subsidy Grant Monitoring • Monitoring process will be similar to FY 2018, with a few changes. • In some cases there may be more time allotted for reviewing program data and grant reports. • If at all possible, the court should try to include an observation of a grant funded program activity as part of the monitoring schedule. • Court should provide a tentative monitoring schedule to the DYS monitor prior to the day of the visit.

  4. FY 2019 Subsidy Grant Monitoring Report • Required actions are typically due to missing reports or data, or possibly a program not complying with specific grant guidelines or program standards. • Recommendations are suggestions for program improvements. These are not required, but should be reviewed and considered by the court. • Courts should expect that there may be some follow-up regarding report recommendations from FY 2018.

  5. FY 2020 Subsidy Grant Monitoring • DYS monitors will expect to see evidence of the implementation of resource probation interventions (i.e. EPICS, Carey Guides, or Motivational Interviewing). • Court should maintain relevant documentation (completed assignments, case notes, etc.) that can be reviewed by the DYS monitor. • Court also needs to maintain documentation of relevant quality assurance activities, such as observation coding or rating sheets, checklists, etc. • Smaller courts may need to implement a peer review process or perhaps join with neighboring courts to develop a regional review process.

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