340:105-10-43. Monitoring and evaluation of Title III projects
(a) Policy. The Area Agency on Aging (AAA) monitors and evaluates all funded Title III projects to ensure services are provided in accordance with federal and state policy and objectives of the service grant or contract are met.
(b) Authority. The authority for OAC 340:105-10-43 is Part 1321.65 and Section 1321.53(a) of Title 45 of the Code of Federal Regulations.
(c) Procedures. Except on specific projects where the State Agency has agreed with the AAA to provide a service, the AAA fulfills its responsibility to monitor and evaluate Title III projects by carrying out the activities described in this subsection. The AAA:
(1) develops a policy and procedures manual for Title III projects that includes all federal and state mandates;
(2) monitors the program and fiscal reports of Title III projects;
(3) conducts quarterly on-site program assessments with each Title III project that include evaluation of the extent to which:
(A) the proposed service output, as outlined in the project grant or contract, is met, such as numbers of persons served, units of each service provided, and expenditures by source and service;
(B) each objective, and related action steps, are completed by the targeted dates as indicated in the grant or contract;
(C) provider responsibilities regarding general Title III service standards, outlined in OAC 340:105-10-51, are met;
(D) service specific standards are being met; and
(E) federal, state, and local laws and regulations, such as Civil Rights Act and Americans with Disabilities Act, are followed;
(4) conducts semi-annual on-site fiscal assessments with each Title III project during the first year of operation, and annually thereafter if funding is continued. OAC 340:105-10-114 through 340:105-10-116 describe rules on financial management, procurement, and property management standards for Title III projects;
(5) forwards written results of all assessments and monitoring visits to projects in a timely fashion, with remedial actions and due dates for compliance outlined;
(6) follows up with projects on remedial action compliance; and
(7) utilizes termination, suspension of funding, or other appropriate action when a project fails to achieve compliance with outlined requirements.
(d) Cross references. See OAC 340:105-10-31(a)(9), 340:105‑10-36(c)(5) through (8), 340:105-10-51, and 340:105-10-114 through 340:105-10-116.