Monitoring

SITE VISITS

Site visits to WIOA funded service providers are conducted at least once per year.  The purpose of a site visit is to determine the level of service providers’ success in their delivery of WIOA services. 

The Administrative Review site visit consists of a list of questions intended to determine whether the program is delivering services according to their proposed plan.  

The File Review consists of reviewing the youth eligibility documentation, the Individual Service Strategy (ISS) forms, and to locate the posted Grievance Procedures and Equal Employment Opportunity (EEO) law information.  OWD may review a sample or all WIOA Youth Files, in hard copy and/or in MOSES.

A Classroom Observation may be requested.  The Classroom Observation could consist of speaking with the youth in the program regarding their opinion of the quality of the services delivered.  Youth may be asked to share and provide feedback about their experience in the program. 

Other site visits could include help with the MOSES database, other technical assistance as requested, and/or presence at program events such as graduations or special performances.  

DCS MONITORING

Each year the MA Department of Career Services (DCS) monitors local areas, including Boston. DCS staff meet with OWD staff to discuss policies and procedures. DCS staff also review youth hard copy and MOSES files. DCS creates a random list of a sample of youth files. OWD then requests a copy of those youth files from program staff. Program staff should verify that the youth’s file is complete and matches the MOSES file. DCS may request additional documents, and program staff are expected to comply in a timely manner. 

CORRECTIVE ACTION

Corrective Action is the process that occurs prior to contract suspension and/or termination and the de-obligation of funds, and after all other technical assistance efforts have proven to be ineffective in reaching a resolution.

Corrective action may occur in the following situations:

When a regulatory violation has occurred;

When participants’ health or safety is threatened;

When primary contracted services have not been delivered;

When funds have been improperly expended; or

In the event that performance is significantly below plan.