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West Virginia WIC Policy & Procedure 9.01 Date: 04/23/2012 9.01 State Agency Review of Local Agency Program ● Food Package Tailoring ● Farmers’ Market Nutrition Program ● Participant Services C. Written Notification 1. The State Agency will send written notification to the Local Agency Director a minimum of thirty (30) days in advance of a review to assure that appropriate personnel and records are available. If at all possible, nutrition and operations functional area reviews will occur at the same time. 2. Written notification will include a description of records or files that the Local Agency must have available for review. This may take the form of the monitoring tool(s) but additional documentation may be requested in the written notification. Written notification will include the name of the clinic(s) to be reviewed but will not include an announcement of the clinic on-site review dates, or the individual participant records that will be reviewed. D. On-Site Review of Local Agency Headquarters The State Agency will conduct a mandatory entrance interview with the Local Agency Director at the beginning of each Local Agency Review to discuss the upcoming clinic site reviews and any issues which the Local Agency may wish to share. The monitor will review documents that may be stored at the Local Agency Headquarters if not otherwise accessible, and discuss performance indicators and/or statistical reports at a Local Agency level with the Director. 1. The State Agency will use both 9.01 Attachment #1 for the nutrition portion of the review with the Local Agency Director and 9.01 Attachment #2 for the operations portion of the review with the Local Agency Director. E. On-Site Review of WIC Clinics 1. The State Agency will designate the WIC clinic(s) for the on-site review. 2. The number of WIC clinics to be reviewed will be twenty (20) percent of the total Local Agency WIC clinics. 3. The date of the on-site review of clinics will be unannounced, but within the timeline specified in the Crossroads tracking system as to when the review must be completed. 2 of 5