10.003 - 1 Monitoring and Evaluation

Revised January 2020 X. Monitoring and Audits - State Monitoring of Local Agencies

PROCEDURE 10.003 Implementing Office: Community Health Administration (CHA) Revised 01/2020 Approved by:

_______________________ LaQuandra S. Nesbitt MD, MPH; Agency Director Review by Legal Counsel:

____________________ Phillip Husband, Esq.; General Counsel Effective 10/1/2019

I. Authority USDA

II. Reason for the Policy The State Agency may visit Local Agencies on a rolling basis to monitor the delivery of Program Services, competency of staff, and to provide technical assistance.

III. Applicability DC WIC State Agency and Local Agency Staff

IV. Policy Statement State Agency visits to WIC Local Agency sites may be announced for the purpose of technical assistance or corrective action plan reviews, or unannounced for candid Program monitoring.

V. Procedures 1. The State Agency shall monitor 20% of all Local Agencies on an annual basis to ensure adequate delivery of Program services by competent staff. 2. When monitoring the process of Certifications, State Agency staff shall refer to 10.003A (or 10.003B) to record observations of Local Agency staff performing the certification and the environment of the clinic. 3. When monitoring general Program procedures and customer service, the State Agency staff shall refer to appendix 10.003B to record observations and recommendations for corrective action. 4. When monitoring Local Agency sites for compliance with participant’s files, the staff performing the monitoring visit shall use a participant’s Household ID number to assess the presence of the Voter Registration Agency Certification form, as this form is meant to be stored in the youngest participant’s file (see policy 12.007 Voter Registration) and for that reason may not be found in a woman participant’s file. 5. The Local Agency staff shall return reports in conjunction with State Agency monitoring visits according to policy 10.001 - Reporting Procedures. VI. Appendix

10.003A Certification Monitoring Workbook 10.003B Certification Monitoring PDF 10.003C Local Agency Program Monitoring Form VII. Reference 10.001 Reporting Procedures 12.007 Voter Registration