Guidance: Subgrantee Monitoring Information

Subgrantees of The Corps Network’s AmeriCorps Programs must be in compliance with this Policy

AmeriCorps Monitoring

The Corps Network (TCN) recognizes and accepts responsibility to provide oversight to its AmeriCorps Subgrantees and monitoring is an essential aspect of carrying out that responsibility. It is the policy of The Corps Network to provide monitoring that is guided by careful analysis of risk associated with each Subgrantee.

The purpose of monitoring Subgrantees is twofold:

  • To ensure compliance with the legal and funding requirements of AmeriCorps, the Agency and The Corps Network; and
  • To stimulate continuous improvement of program quality

Site Visits/Desk Audits

Over the course of each three-year grant cycle TCN staff will conduct site visits or desk audits for some Subgrantee sites. As the staff is small and time limited, the some of these will be Desk Audits. Site visits/desk audits will include the following:

Prior to the in-person Site Visit or a Desk Audit

TCN will send the Subgrantee an email outlining the visit protocol and timeline. Subgrantee should pull the requested documents email them to TCN one-two weeks prior to a visit/audit. These include but are not limited to:

  • Subgrantee Agreement with The Corps Network (we need to see your copy but do not need to take it back with us from a site visit as we have our copy on file)
  • Full Members Files for specified members – all member files must include all documents noted on the Member File Checklist (Member Service Agreement, Position Description, Timesheets, etc.)
  • Organizational Chart
  • Member Disciplinary Action Policy
  • Member and Staff Handbooks
  • Staff Timesheets and other financials (not required for EAP)

Desk Audits

Subgrantees will be required to upload requested documents in Dropbox to secure private information is submitted safely. You may be asked to submit docs in advance of site visits as well.

During the Visit

In Person – The Corps Network staff will:

  • Tour the Corps facility
  • Speak with the AmeriCorps Program Administrator, staff responsible for eGrants and other appropriate staff
  • Visit crews and speak with Supervisors and Members
  • Discuss any compliance issues regarding program management with appropriate staff
  • Check Individual Member Files – The Corps Network staff conducting the site visit will choose member files to review on-site so make sure all of required documents are in the individual member files and compliant. If criminal history check results are kept in a different location (not in the member’s file) have those available as well.

After the Visit – Feedback and Follow – up

Within 30 days of the visit, The Corps Network staff conducting the visit will send a letter to the Subgrantee identifying any compliance issues and suggest ways to remedy them. Subgrantees will then have 30 days to respond to the visit/audit feedback and submit any missing items or revised materials/documents as noted in the letter.

Note: Subgrantees should conduct their own document/file reviews throughout the program year to ensure compliance. Self‐reporting any Criminal History Check findings to TCN in advance of a site visit/desk audit will result in a lower disallowance cost. Once a Subgrantee is notified of an upcoming visit/audit, reporting non‐compliance is no longer considered “self‐reporting”.