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DIVISION OF STATE SERVICE CENTERS Office of Community Services NUMBER: 700 Program: LIHEAP

DELAWARE ENERGY ASSISTANCE PROGRAM (DEAP) POLICIES AND PROCEDURES

Approved: Date:_________________ Director:______________________

SECTION 700 PROGRAM MONITORING

700. MONITORING The state agency will conduct an annual monitoring process designed to ensure consistency, accountability and regulatory compliance in the statewide implementation of the Energy Assistance Program. The monitoring will include an administrative review that looks at the sub grantees' overall program operations, systems and procedures. Additionally the state monitor will closely review a sample of case files for the accuracy of the eligibility determination and to note any trends in case errors. The monitoring process will result in a written monitoring report from the state agency to the sub grantee, within 30 days. The sub grantee will then have 30 days in which to respond to the requirements and recommendations of the state. 701. ADMINISTRATIVE MONITORING The administrative monitoring will be conducted by the Management Analyst on an annual basis. The review of the local administration of the program will be based on the sub grantee’s contractual obligation to comply with program regulations, policies and procedures. The sources of information for the administrative review will include interviews with the day-to-day program director, agency management and possibly the fiscal officer. The Management Analyst will also need to actually review sub grantee policy documents, as well as reports at the state level, to garner a comprehensive view of the sub grantee’s energy assistance program. The comprehensive administrative portion of the review will contain recommendations and requirements based on the Administrative Monitoring tool. (See Appendix 1800)