Department of Juvenile Justice and Delinquency Prevention
Support Our Students Program
Corrective Action Response Report
County
Grantee Agency Name
Address
Telephone
Date of Monitoring Visit
Preparer of Response Report
Date of Response Report
ORGANIZATION STRUCTURE
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
1. Grantee is sole administrator of DJJDP
contract.
2. Section 4A documentation of executed
contract adequately defines roles/
relationships if Grantee is not sole
administrator of DJJDP contract.
3. Articles of Incorporation and IRS
501(c)(3) status letter available.
4. Grantee’s Non-Profit Board of Directors
monitors/reviews financial transactions and
program operations.
5. Current list of Grantee’s Non-Profit
Board of Directors available.
6. Grantee maintains organization chart
for SOS operations. Chart delineates
relationship to Grantee and
subgrantees/subcontrators and employees
within SOS operation.
FINANCE & ACCOUNTING
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
1. Provider’s accounting records verify that
SOS funds/expenditures are not
commingled with other revenue sources.
Corrective Action Response Report
Page 1 of 8
Revised June 5, 2006
Department of Juvenile Justice and Delinquency Prevention
Support Our Students Program
Corrective Action Response Report
2. Provider maintains chart of accounts
and documented pro-ration schedule for
SOS expenditures.
3. Provider maintains budget file which
includes most current approved budget.
4. Provider prepares bank reconciliations
and utilizes documented reconciliation
process.
5. Provider maintains a list of authorized
check signers; checks contain dual
signatures.
6. Provider maintains documentation of
required insurance coverage including
worker’s compensation, general
comprehensive, vehicular insurance.
PROPERTY & INVENTORY
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
1. Provider maintains current equipment
list at each site including identification
number, description, location of
equipment, serial number, acquisition date
and cost.
2. SOS equipment is tagged individually
with permanent identification number.
3. Provider used competitive bidding
process to purchase or lease vehicles/other
equipment valued at over $1,000. Provider
secured at least 3 bids.
4. Provider complies with fixed asset
disposition procedure as outlined in SOS
Requirements for Program Operations.
5. Provider maintains daily log at program
detailing use of vehicles and documents
approval process for vehicle usage.
6. Provider maintains documentation of
Corrective Action Response Report
Page 2 of 8
Revised June 5, 2006
Department of Juvenile Justice and Delinquency Prevention
Support Our Students Program
Corrective Action Response Report
program space lease rental.
7. Provider received prior approval from
DJJDP for rehabilitation or renovation
exceeding the 4% cap.
PAYROLL & PERSONNEL
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
1. Provider maintains a process of hiring
employees and recruiting volunteers.
2. Provider maintains timesheets or
attendance records on site for all
employees/volunteers.
3. Provider has written personnel policies
and written job descriptions.
4. Provider maintains personnel files for
each employee/volunteer which includes
a. completed application for
employment and/or resume
b. information pertaining to the
hiring date and rate of pay,
including new hire letter.
c. signed, written job descriptions
d. background screening
e. performance appraisals
f. copy of driver’s license
g. copies of at least two (2)
professional references
h. acknowledgement of receipt of
policies/employee handbook
5. Volunteer records verify data reported
on Monthly 1037.
CONTRACTUAL AGREEMENTS
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
Corrective Action Response Report
Page 3 of 8
Revised June 5, 2006
Department of Juvenile Justice and Delinquency Prevention
Support Our Students Program
Corrective Action Response Report
1. Provider obtained prior written approval
from DJJDP for personal service contracts
greater than $1,000.
2. If provider utilizes an outside contractor,
provider must maintain all written
contracts for services. Subcontracts
contain:
a. Name, address, SSN of subcontractor
b. qualifications of subcontractor
c. service to be provided
d. hourly rate and duration of agreement
e. required approval signatures
PROGRAMMATIC
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
1. Provider maintains written program plan
designed to meet the needs of students in
attendance at each site.
2. Provider is serving minimum number of
students in accordance with approved grant
funding amount.
3. Services are being delivered as proposed
in Provider’s Program Plan/proposal.
4. Provider maintains daily or weekly
lesson/activity plans for services rendered.
5. Each program site provides at least 4
days of after-school programming of at
least 3 hours per day or five days of
programming of at least 2.5 hours per day.
6. File/record is established for each
enrollee, containing the following
information:
a. referral documentation
Corrective Action Response Report
Page 4 of 8
Revised June 5, 2006
Department of Juvenile Justice and Delinquency Prevention
Support Our Students Program
Corrective Action Response Report
b. enrollment form
c. emergency contact information
d. authorized individuals for student
pick up
e. release authorizations including
medical, media, and
records/information
f. educational information
g. participant progress/regular
updates
h. documentation of family
communication and participation
i. acknowledgement of program
guidelines, code of conduct, and
student rights.
7. Each program site maintains daily
attendance records for youth enrolled.
8. Sample of attendance records at each
site verify data reported in Monthly 1037
Form
9. Provider maintains written policy to
protect the rights of students, including
student grievance procedures.
HEALTH & SAFETY
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
1. Provider’s fire/health/safety inspections
are current.
2. Provider maintains current emergency
preparedness plan.
3. Emergency procedures are posted and
visible. Provider maintains documentation
of practice drill activities.
4. At least one staff member on site is
certified in CPR/First Aid.
Corrective Action Response Report
Page 5 of 8
Revised June 5, 2006
Department of Juvenile Justice and Delinquency Prevention
Support Our Students Program
Corrective Action Response Report
5. Provider maintains daily log authorizing
parent/guardian pick-up and/or drop-off for
program participants.
COLLABORATION/SUSTAINABILITY
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
1. Provider has written outline of
philosophy, objectives, and goals of SOS
programs. Outline is comprehensive to
include array of services to youth.
2. Demonstrated availability of distribution
to interested public.
3. Provider maintains documentation of
collaboration with partners to promote
sustainability.
4. Marketing materials contain DJJDP
and/or SOS logo.
COMMUNICATION
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
1. Provider requested and gained approval
for modification to approved Program
Plans
2. Provider notified DJJDP of changes in
personnel listed on Form 1013, job
responsibilities, or separation from the
program.
3. Provider notified DJJDP of all email
changes or other contact information.
DATA & REPORTING
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
1. Provider has complied with all required
reporting, as specified in SOS Policy,
Requirements for Program Operations and
Corrective Action Response Report
Page 6 of 8
Revised June 5, 2006
Department of Juvenile Justice and Delinquency Prevention
Support Our Students Program
Corrective Action Response Report
DJJDP contract, including but not limited
to:
a. Monthly 1037 (due 10th of
month)
b. Cost Reports (January & August)
c. 3rd Quarter Accounting (April).
Verify that report was prepared
jointly by program director and
fiscal officer.
d. Program Plans and Annual
Reports.
e. Equipment Inventory Form (due
with contract renewal and August
31st)
f. Revenue Summary Form (due
with contract renewal and August
31st)
g. Provider submitted schedule of
receipts and expenditures, sworn
statement, and supplementary
information form by December
31st.
h. External evaluation data
submissions
i. Attendance at Mandatory
Functions
j. General communication/Follow-
Up with DJJDP
2. Provider maintains Board approved
record retention policy that complies with
DJJDP record retention policy as outlined
in contract.
PROFESSIONAL DEVELOPMENT
Compliance Indicators Required Corrective Action Provider Response/Action Plan Timeline for Completion
(copy from DJJDP Report)
Corrective Action Response Report
Page 7 of 8
Revised June 5, 2006
Department of Juvenile Justice and Delinquency Prevention
Support Our Students Program
Corrective Action Response Report
1. Personnel files contain certificate of
attendance and/or completion for all
required training in accordance with SOS
Requirements for Program Operations.
PROVIDER SIGNATURES
Executive/Program Director Printed Name Date
Fiscal Officer Printed Name Date
Chair, Board of Directors Printed Name Date
Corrective Action Response Report
Page 8 of 8
Revised June 5, 2006