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Tiered Monitoring

Three‐Year Cohort Model Afterschool Programs – SAC & 21stCCLC

The Department is changing the way it conducts monitoring. All federal programs have joined together to conduct more consolidated monitoring efforts. As part of that process there will be a new electronic monitoring system coming in the future, it is not ready at this time. As part of this new tiered monitoring process, all schools (and our non‐school based programs) have been placed into a three‐year monitoring cohort model and have been assigned to one of three monitoring cohort groups (this does not change the grant cohort number we have you identified as; rather this monitoring cohort group number is another additional cohort number strictly for monitoring purposes).

Each monitoring cohort group will have a different monitoring process each of the three years, see the chart below. Please be advised that by the 2013‐14 school year the Department may have completed the electronic system and begun usage in whole or part (you will receive more information as that moves forward).

For those that are required to complete and submit the desk monitoring tool, we are currently using our On‐Site Monitoring tool which is located on the portal under the forms and procedures tab (there is a different tool for SAC and for 21stCCLC so be sure you go to the correct section). Please do not complete this tool for the desk monitoring until the end of your program year so we do not have to return it to you for updating. Due July 1.

Please review the monitoring cohort group list to determine which cohort group you have been placed in.

Note to 21stCCLC Grantees: this monitoring process does not replace the required annual federal reporting (PPICS/APR in Kids Care Center) that is due July 15.

MONITORING PHASE

2012‐13

2013‐14

2014‐15

2015‐16

Desk Audit (DESE’s internal reviews)

Cohorts 1, 2, 3

Cohorts 1, 2, 3

Cohorts 1, 2, 3

Cohorts 1, 2, 3

Desk Monitoring (complete and submit to DESE)*

Cohort 2

Cohort 3

Cohort 1

Cohort 2

On‐Site and/or Phone Monitoring**

Cohort 1

Cohort 2

Cohort 3

Cohort 1

*Desk Monitoring:  Complete the On-site Monitoring Tool **On-Site 10%  Phone Monitoring 10%:  Selection based on risk assessment levels