TANF (Fatherhood and Healthy Marriage) Grantee TrainingAugust 30, 2011

Alabama Department of Child Abuse and Neglect Prevention

Children’s Trust Fund

SAMPLE

SITE VISIT CONFIRMATION LETTER Re: GF 2011-250 (ABC Family Resource Center) Dear Mr. Doe: This letter is to confirm a site visit at your agency on April 21, 2010. CTF staff will arrive at approximately 2:30 p.m. (CST). To ensure an efficient site visit, please have the following documents ready for review:

Fully executed CTF contracts Copy of all program(s) files Client files Volunteer Sign-in sheets/In-kind documentation Background check forms and documentation Budget Expenditure/Revision Form(s) Copy of current IRS 501(c)(3) determination (Non-profits only) Current List of Board Members (Non-profits only) Minutes from Board Meetings Copy of materials printed utilizing CTF funds Copy of independently audited financial statement All receipts and other financial documentation for CTF-charged

expenditures Quarterly and/or Monthly Financial Reports Cash Match/In-kind documentation

It is very important that CTF staff see programs “in action”. If there is any reason a program cannot be visited, please contact me immediately. It is my understanding that we will conduct a home visit after completing the site visit paperwork. A copy of the Site Visit Report (SVR-1) was provided to all grantees during the PY 2010-2011 Grantee Training. (Enclosed is a blank SVR-1). If you have any questions, please contact me at (334) 353-5644 or via email at staff@ctf.alabama.gov.

Purpose of a Site VisitObserve the DCANP funded program “in action” to ensure effectiveness.Ensure the program is implemented as described in the PY 2010-2011 Grant Application/ 2011-2012 Continuation.Provide technical support. Provide feedback to funders, elected officials, Federal Government, and DCANP Board.

Who needs to be there?

Grantee’s Program Manager and other program personnel.Financial Personnel.Executive Director for initial/exit conference.Any interested Board Members.Person responsible for UA-SW data reporting.

Federal Funds

TANF: Temporary Assistance to Needy Families, US Dept. of Health and Human Services, in partnership with State DHR (Fatherhood/AFP Programs & Healthy Marriage).

Please see Site Visit Report

(Form SVR-1)

Page 1

ALABAMA DEPARTMENT OF CHILD ABUSE AND NEGLECT PREVENTION “Children’s Trust Fund”

Program Year 2011-2012

SITE VISIT REPORT (FORM SVR-1)

This form is an official internal document of the State of Alabama Department of Child Abuse and Neglect Prevention – “Children's Trust Fund” (DCAP). This form is to be completed by DCAP staff only in compliance with DCAP regulations. Once completed, copies may be distributed to DCAP grantees, DCAP Board of Directors, and DCAP staff. Date of Visit: Visit #: District: Contract #:

Date of Report: Grant Amount: Amount Requested:

Organization Name:

Program Name:

If applicable, Fiscal Organization’s Name:

Organization Address:

Phone Number: Fax Number:

Was previous year’s SVR-1 reviewed?: Yes No List all recommendations noted:

List all corrective actions:

DCAP Field Director: Please Select from Drop Down: Site Visit Conducted By: Please Select from Drop Down: New Program: Yes No Type of Program Funded: Parenting Home Visitation School-Based Mentoring

Public Awareness & Training Respite Non-School/After School Fatherhood (TANF) Healthy Relationship (TANF)

List Stipulations:

Have stipulations been met?: Yes No

Corrective Action Required

Yes No

Page 1Contract number: Obtain a copy of your contract(s). Use contract number on all communications, especially email (subject line).

Example: TANF 2012-101

Page 1 (continued)

Fiscal Agent? – The entity responsible for receiving and

disbursing funds. (DCANP Board may limit use of fiscal agent for a specified number of years)

Board Stipulations: Do you know your time frame to meet stipulation(s)? DCANP Board stipulations must be met by deadline or within a time frame approved in writing. (All grantees have contract stipulations!)

Changes - Page 1

Division Director: CORRECTIVE ACTION REQUIRED Was previous year’s SVR-1 reviewed?:Yes No  List all recommendations noted: ______ List all corrective actions: ________

Page 2I. Program Description– Program Goals:– Observation Comments: – Compliance with Goals:–  Proposed Number of Individuals Served:– Number of Individuals Served YTD:

     B. If program implemented differs from the program proposed in the Grant Application, fully explain:

Any changes must be approved by DCANP Division Director

Pages 2 - 3Mandated participation (courts, DHR, JPO, etc.)Non-mandated participation.Attendance – current and historical (sign-in sheets).C. Recruitment, Retention and Follow-up.– Follow-up from 2010-2011 Site Visit Report

(Corrective Action Plan signed by Board Chair)

Page 3 continued

II. Program InformationA. Program Name: ________________B. Curriculum/Curricula Used: _____

– Is the curriculum evidence-based? Yes No

– Is the curriculum the same as listed in the original application? Yes No

– Is the curriculum age appropriate for the identified target population? Yes No

 Recommendations:     

Page 3 continued

III. Program locationConsistent with contracted locationWhat day/time is the program conducted?Changes? Notify your field director

Page 4 -5 Confidentiality – written policies– Files/Records– Participants

Mandatory Reporting Statue 26-14-3 Mandatory Reporting: “Any mandatory reporting or other person called upon to render aid or medical assistance to any child, when the child is known or suspected to be a victim of child abuse or neglect, shall be required to report, OR cause a report to be made of the same, orally, either by telephone or direct communication immediately, followed by a written report, to a duly constituted authority. “· Contact DCANP for Technical Training· You are a mandated reporter!

Parental consent/minors - attach copy of policy to SVR-1

Page 5VII. Volunteers

Duties/assignmentsIn-kind Services (RFP Page 14):–$20.85 non-professional work–Professionals contribute time at their

local market rate (example: Psychologist at $80/hr.)

Sign-in sheets (what to include - date, signatures, total hours, etc.)

Pages 5 - 6VIII. Non-profit StatusIRS Form 501 (c) (3):– Does the address on the letter reflect the current location?– Is copy legible?– 1 (877) 829-5500 (must be officer and know FEIN, address,

and organization name)Board Information:– minutes (where are they secured?)– when are meetings held?– board attendance– paid members? relatives?– Current Board List and contact information

Page 6IX. PR/Marketing/Fundraising

DCANP logos: include on all printed materials paid by DCANP Grant.– available on DCANP web site (DHR logo for

TANF programs)– Official COA available. Written request

required.Grantee participation in child abuse and neglect awareness programs (Blue Ribbon Campaign, Shaken Baby Syndrome/AHT, CTF/Realtors tag, Pinwheels for Prevention, etc.)Fundraising (funds other than Government grants)

Page 7

Page 7 Required Background Checks

All employees and volunteers having direct contact, care/treatment, or custodial responsibility with children eighteen years of age or younger, as per Alabama Department of Child Abuse and Neglect Prevention (DCANP) – Children’s Trust Fund policy, must have a national criminal background investigation completed prior to working directly with a child under the age of eighteen.  Minimum requirements include:     -National Criminal Search     -National Sex Offender Report     -OFAC Report     -Alabama Statewide Search     -Social Security Trace Hawk

The estimated fee for the national criminal background check is $14.00 - $16.00 per individual.  A grant applicant will include funding for each background check in the proposed budget under the line of “Background Check”. 

Background Checks continued

Copy of background check results reviewed during site visit.The fee for the nationwide criminal background check is approximately $15.00 per individual.You select the companyCash and In-Kind Match

Page 8

Cash and In-kind Match

Pages 9-10

Please complete and sign before the site visit.

REALTORS® For ChildrenTask Force

Public Awareness and Fundraising I-65, Exit 205

Need additional information?

CHECK THE WEBSITE

WWW.CTF.ALABAMA.GOV

Remember…

..include your contract number on ALL correspondence.

Finally

All Programs MUST start within 30 days after contract execution unless a later date has been approved in writing by your DCANP Division Director.

How to Contact DCAP:EMAIL:

staff@ctf.alabama.gov

Phone: (334) 242-5710Fax: (334) 242-5711www.ctf.alabama.gov

Questions