We ain't one-at-a-timin' here. We ain't one-at-a-timin' here. We're MASS communicating!We're MASS communicating!

Successful Site VisitsSuccessful Site Visits2011-20122011-2012

Alabama Department of Child Abuse Alabama Department of Child Abuse and Neglect Preventionand Neglect Prevention

Children’s Trust FundChildren’s Trust Fund

Please silence cell phones.Please silence cell phones.

Questions?Questions?Staff will also be available for your questions Staff will also be available for your questions

following the presentation. following the presentation.

SAMPLE

SITE VISIT CONFIRMATION LETTER Re: GF 2011-250 (ABC Family Resource Center) Dear Mr. Doe: This letter is to confirm a site visit at your agency on April 21, 2010. CTF staff will arrive at approximately 2:30 p.m. (CST). To ensure an efficient site visit, please have the following documents ready for review:

Fully executed CTF contracts Copy of all program(s) files Client files Volunteer Sign-in sheets/In-kind documentation Background check forms and documentation Budget Expenditure/Revision Form(s) Copy of current IRS 501(c)(3) determination (Non-profits only) Current List of Board Members (Non-profits only) Minutes from Board Meetings Copy of materials printed utilizing CTF funds Copy of independently audited financial statement All receipts and other financial documentation for CTF-charged

expenditures Quarterly and/or Monthly Financial Reports Cash Match/In-kind documentation

It is very important that CTF staff see programs “in action”. If there is any reason a program cannot be visited, please contact me immediately. It is my understanding that we will conduct a home visit after completing the site visit paperwork. A copy of the Site Visit Report (SVR-1) was provided to all grantees during the PY 2010-2011 Grantee Training. (Enclosed is a blank SVR-1). If you have any questions, please contact me at (334) 353-5644 or via email at staff@ctf.alabama.gov.

Purpose of a Site VisitPurpose of a Site VisitObserve the DCANP funded program Observe the DCANP funded program “in action”“in action” to ensure effectiveness. to ensure effectiveness.Ensure the program is implemented Ensure the program is implemented as described in the PY 2011-2012 as described in the PY 2011-2012 Grant Application.Grant Application.Provide technical supportProvide technical support. . Provide feedback to funders, elected Provide feedback to funders, elected officials, Federal Government, and officials, Federal Government, and DCANP Board. DCANP Board.

Who needs to be there?Who needs to be there?

Grantee’s Program Manager and other Grantee’s Program Manager and other program personnel.program personnel.

Financial Personnel.Financial Personnel.

Executive Director for initial/exit conference.Executive Director for initial/exit conference.

Any interested Board Members.Any interested Board Members.

Person responsible for UA-SW data Person responsible for UA-SW data reporting. reporting.

Where does the Money Come From?Where does the Money Come From?

For 2011-2012 DCANP has four competitive funding streams:For 2011-2012 DCANP has four competitive funding streams:

Traditional FundsTraditional Funds – Education Trust Fund (ETF) – Education Trust Fund (ETF)

Children FirstChildren First - Tobacco settlement dollars from the - Tobacco settlement dollars from the Children First Trust Fund.Children First Trust Fund.

CBCAPCBCAP – U. S. Department of Health and Human – U. S. Department of Health and Human Services. Title II, Child Abuse Prevention & Treatment ActServices. Title II, Child Abuse Prevention & Treatment Act

Temporary Assistance to Needy Families (TANF)Temporary Assistance to Needy Families (TANF) – – Fatherhood and Healthy Relationship Programs, through a Fatherhood and Healthy Relationship Programs, through a partnership with State DHR. partnership with State DHR.

Traditional FundsTraditional Funds(ETF)(ETF)

These state dollars can be used to These state dollars can be used to fund all types of programs that are fund all types of programs that are allowed in the 2011-2012 RFP. allowed in the 2011-2012 RFP. (Primarily School-Based and Non-(Primarily School-Based and Non-school based/After-school programs).school based/After-school programs).

Children First FundsChildren First Funds(CFTF)(CFTF)

Tobacco Settlement DollarsTobacco Settlement Dollars

Funds primarily At-Risk Youth Funds primarily At-Risk Youth Programs and Family Support Programs and Family Support Programs. Programs.

These private dollars can be used These private dollars can be used to fund all types of programs that to fund all types of programs that are allowed in the 2011-2012 RFP.are allowed in the 2011-2012 RFP.

Federal FundsFederal Funds

Community Based Child Abuse Community Based Child Abuse Prevention (CBCAP)Prevention (CBCAP): : Section 201 of Title II of Section 201 of Title II of the Child Abuse Prevention and Treatment Act the Child Abuse Prevention and Treatment Act (CAPTA). (CAPTA).

TANFTANF: : Temporary Assistance to Needy Families, Temporary Assistance to Needy Families, US Dept. of Health and Human Services, in US Dept. of Health and Human Services, in partnership with State DHR (Fatherhood/AFP partnership with State DHR (Fatherhood/AFP Programs & Healthy Marriage). Programs & Healthy Marriage).

Please see Please see Site Visit Report Site Visit Report

(Form SVR-1)(Form SVR-1)

Page 1

ALABAMA DEPARTMENT OF CHILD ABUSE AND NEGLECT PREVENTION “Children’s Trust Fund”

Program Year 2011-2012

SITE VISIT REPORT (FORM SVR-1)

This form is an official internal document of the State of Alabama Department of Child Abuse and Neglect Prevention – “Children's Trust Fund” (DCAP). This form is to be completed by DCAP staff only in compliance with DCAP regulations. Once completed, copies may be distributed to DCAP grantees, DCAP Board of Directors, and DCAP staff. Date of Visit: Visit #: District: Contract #:

Date of Report: Grant Amount: Amount Requested:

Organization Name:

Program Name:

If applicable, Fiscal Organization’s Name:

Organization Address:

Phone Number: Fax Number:

Was previous year’s SVR-1 reviewed?: Yes No List all recommendations noted:

List all corrective actions:

DCAP Field Director: Please Select from Drop Down: Site Visit Conducted By: Please Select from Drop Down: New Program: Yes No Type of Program Funded: Parenting Home Visitation School-Based Mentoring

Public Awareness & Training Respite Non-School/After School Fatherhood (TANF) Healthy Relationship (TANF)

List Stipulations:

Have stipulations been met?: Yes No

Corrective Action Required

Yes No

Page 1Page 1

Contract number:Contract number: Obtain a copy of your Obtain a copy of your contract(s). Use contract number on contract(s). Use contract number on allall communications, especially email communications, especially email (subject (subject line).line).

Example: Example: ETF 2012-601ETF 2012-601 CFTF 2012-501CFTF 2012-501

CBCAP 2012-202CBCAP 2012-202 TANF 2012-101TANF 2012-101

Page 1 (continued)Page 1 (continued)

Fiscal Agent? Fiscal Agent? – The entity responsible for receiving and The entity responsible for receiving and

disbursing funds. (DCANP Board may limit use disbursing funds. (DCANP Board may limit use of fiscal agent for a specified number of years)of fiscal agent for a specified number of years)

Board StipulationsBoard Stipulations: Do you know your : Do you know your time frame to meet stipulation(s)? DCANP time frame to meet stipulation(s)? DCANP Board stipulations Board stipulations must bemust be met by met by deadline or within a time frame deadline or within a time frame approved approved in writingin writing. . (All grantees have contract (All grantees have contract stipulations!)stipulations!)

Program Types (page 1)Program Types (page 1)

Parenting Education and SupportParenting Education and SupportHome VisitingHome VisitingMentoringMentoringPublic Awareness and TrainingPublic Awareness and TrainingRespite CareRespite CareSchool - BasedSchool - BasedNon School – Based/ After SchoolNon School – Based/ After SchoolTANF: Fatherhood and Healthy TANF: Fatherhood and Healthy RelationshipsRelationships

Changes - Page 1Changes - Page 1

Division Director: Division Director: CORRECTIVE ACTION CORRECTIVE ACTION REQUIRED REQUIRED

Was previous year’s SVR-1 reviewed?:Was previous year’s SVR-1 reviewed?:Yes Yes No No

  List all recommendations noted: ______List all recommendations noted: ______

  List all corrective actions: ________List all corrective actions: ________

Page 2Page 2I. Program DescriptionI. Program Description– Program Goals:Program Goals:– Observation Comments: Observation Comments: – Compliance with Goals:Compliance with Goals:–   Proposed Number of Individuals Served:Proposed Number of Individuals Served:– Number of Individuals Served YTD:Number of Individuals Served YTD:

          B. If program implemented differs from the program B. If program implemented differs from the program proposed in the Grant Application, fully explain:proposed in the Grant Application, fully explain:

Any changes must be approved by DCANP Any changes must be approved by DCANP Division DirectorDivision Director

Pages 2 - 3Pages 2 - 3

Mandated participation (courts, DHR, Mandated participation (courts, DHR, JPO, etc.)JPO, etc.)

Non-mandated participation.Non-mandated participation.

Attendance – current and historical (sign-Attendance – current and historical (sign-in sheets).in sheets).

C. Recruitment, Retention and Follow-up.C. Recruitment, Retention and Follow-up.– Follow-up from 2010-2011 Site Visit Report Follow-up from 2010-2011 Site Visit Report

((Corrective Action Plan Corrective Action Plan signed by Board signed by Board Chair)Chair)

Page 3 continuedPage 3 continued

II. II. Program InformationProgram Information

A. Program Name: ________________A. Program Name: ________________

B. Curriculum/Curricula Used: _____B. Curriculum/Curricula Used: _____– Is the curriculum evidence-based? Is the curriculum evidence-based?

Yes Yes No No – Is the curriculum the same as listed in the original Is the curriculum the same as listed in the original

application?application? Yes Yes No No – Is the curriculum age appropriate for the identified Is the curriculum age appropriate for the identified

target population?target population? Yes Yes No No

  Recommendations:     Recommendations:     

Page 3 continuedPage 3 continued

III. Program locationIII. Program locationConsistent with contracted locationConsistent with contracted location

What day/time is the program What day/time is the program conducted?conducted?

Changes? Notify your field directorChanges? Notify your field director

Page 4 -5 Page 4 -5

ConfidentialityConfidentiality – written policies – written policies– Files/RecordsFiles/Records– Participants Participants

Mandatory ReportingMandatory Reporting Statute 26-14-3 Mandatory Reporting: Any mandatory Statute 26-14-3 Mandatory Reporting: Any mandatory reporter or other person called upon to render aid or medical reporter or other person called upon to render aid or medical assistance to any child, when the child is known or suspected assistance to any child, when the child is known or suspected to be a victim of child abuse or neglect, shall be required to to be a victim of child abuse or neglect, shall be required to report, OR cause a report to be made of the same, orally, report, OR cause a report to be made of the same, orally, either by telephone or direct communication immediately, either by telephone or direct communication immediately, followed by a written report, to a duly constituted authority. followed by a written report, to a duly constituted authority. Contact DCANP for Technical TrainingContact DCANP for Technical Training You are a mandated reporter!You are a mandated reporter!

Parental consent/minorsParental consent/minors - attach copy of policy to SVR-1 - attach copy of policy to SVR-1

Page 5Page 5VII. VolunteersVII. Volunteers

Duties/assignmentsDuties/assignments

In-kind Services (RFP Page 14)In-kind Services (RFP Page 14)::–$20.85 $20.85 non-professional worknon-professional work

–Professionals contribute time at their Professionals contribute time at their local market rate (example: local market rate (example: Psychologist at $80/hr.)Psychologist at $80/hr.)

Sign-in sheetsSign-in sheets (what to include - (what to include - date, signatures, total hours, etc.)date, signatures, total hours, etc.)

Pages 5 - 6Pages 5 - 6

VIII. Non-profit StatusVIII. Non-profit Status

IRS Form 501 (c) (3)IRS Form 501 (c) (3)::– Does the address on the letter reflect current location? Does the address on the letter reflect current location? – Is copy legible?Is copy legible?– 1 (877) 829-5500 1 (877) 829-5500 (must be officer and know FEIN, address, (must be officer and know FEIN, address,

and organization name)and organization name)

Board Information:Board Information:– minutesminutes– when are meetings held?when are meetings held?– board attendanceboard attendance– paid members? relatives?paid members? relatives?– Current Board List and contact informationCurrent Board List and contact information

Page 6Page 6IX. PR/Marketing/FundraisingIX. PR/Marketing/Fundraising

DCANP logosDCANP logos: include on all printed : include on all printed materials paid by DCANP Grant.materials paid by DCANP Grant.– available on DCANP web site (Kite Guy, available on DCANP web site (Kite Guy,

PCA, DHR logo for TANF programs)PCA, DHR logo for TANF programs)– Official COA available. Written request Official COA available. Written request

required.required.

GranteeGrantee participation in child abuse and participation in child abuse and neglect neglect awarenessawareness programs (Blue programs (Blue Ribbon Campaign, Shaken Baby Ribbon Campaign, Shaken Baby Syndrome/AHT, CTF/Realtors tag, Syndrome/AHT, CTF/Realtors tag, Pinwheels for Prevention, etc.)Pinwheels for Prevention, etc.)FundraisingFundraising (funds other than (funds other than Government grants)Government grants)

Page 6 continuedPage 6 continued

Advocacy with civic and elected Advocacy with civic and elected officials officials (RFP Page 10):(RFP Page 10):

Elected Official Written Notification, Press Release Elected Official Written Notification, Press Release and Media Events, Page 10and Media Events, Page 10– Each program is required to notify their respective members of the Legislature in Each program is required to notify their respective members of the Legislature in

their District of all grant awards, car tag and income tax promotions and special their District of all grant awards, car tag and income tax promotions and special events. Invite your State Senator and Representative to visit your program and events. Invite your State Senator and Representative to visit your program and be recognized for his/her support of DCANP funding for your prevention program. be recognized for his/her support of DCANP funding for your prevention program. Coordinate the media event with all other DCANP Grantees in the service area, Coordinate the media event with all other DCANP Grantees in the service area, county and/or Congressional District. Mail a copy of the letter of invitation and county and/or Congressional District. Mail a copy of the letter of invitation and press releasepress release to the assigned DCANP Division Director and DCANP Director. If to the assigned DCANP Division Director and DCANP Director. If the Legislator(s) accepts, DCANP will make every effort to have a DCANP Board the Legislator(s) accepts, DCANP will make every effort to have a DCANP Board or Staff member join you to recognize the Legislator(s), and make or Staff member join you to recognize the Legislator(s), and make photographs for the Media. (In July, DCANP will also notify members of the photographs for the Media. (In July, DCANP will also notify members of the Alabama Legislature of grant awards immediately following the Board’s approval Alabama Legislature of grant awards immediately following the Board’s approval of Program Year 2011-2012 grants.)of Program Year 2011-2012 grants.)

Press/Media Event- Press/Media Event- Not just a check presentation.Not just a check presentation.     

Page 7

Page 7 Page 7 Required Background ChecksRequired Background Checks

RFP Page 4RFP Page 4

All employees and volunteers having direct contact, care/treatment, or custodial All employees and volunteers having direct contact, care/treatment, or custodial responsibility with children eighteen years of age or younger, as per Alabama responsibility with children eighteen years of age or younger, as per Alabama Department of Child Abuse and Neglect Prevention (DCANP) – Children’s Trust Department of Child Abuse and Neglect Prevention (DCANP) – Children’s Trust Fund policy, must have a national criminal background investigation completed Fund policy, must have a national criminal background investigation completed priorprior to working directly with a child under the age of eighteen.  Minimum to working directly with a child under the age of eighteen.  Minimum requirements include:requirements include:

          -National Criminal Search-National Criminal Search

          -National Sex Offender Report-National Sex Offender Report

          -OFAC Report-OFAC Report

          -Alabama Statewide Search-Alabama Statewide Search

          -Social Security Trace Hawk-Social Security Trace Hawk

The estimated fee for the national criminal background The estimated fee for the national criminal background check is $14.00 - $16.00 per individual.  A grant check is $14.00 - $16.00 per individual.  A grant applicant will include funding for each background applicant will include funding for each background check in the proposed budget under the line of check in the proposed budget under the line of “Background Check”.“Background Check”.   

Page 7 Page 7 : Background Checks : Background Checks continuedcontinued

Copy of background check results Copy of background check results reviewed during site visit.reviewed during site visit.

The fee for the nationwide criminal The fee for the nationwide criminal background check is approximately background check is approximately $15.00$15.00 per individual. per individual.

You select the companyYou select the company

Page 8

Cash and In-kind MatchCash and In-kind Match

Pages 9-10

Please complete and sign before the site visit.

Public Awareness and FundraisingPublic Awareness and FundraisingDo Do YOUYOU have one? have one?

Need additional Need additional information?information?

CHECK THE WEBSITECHECK THE WEBSITE

WWW.CTF.ALABAMA.GOVWWW.CTF.ALABAMA.GOV

Remember…Remember…

..include ..include your your contract numbercontract number on on ALLALL correspondence.correspondence.

FinallyFinally All Programs All Programs MUSTMUST start within 30 days start within 30 days

after contract execution unless a later date after contract execution unless a later date has been has been approved in writingapproved in writing by your by your DCANP Division Director.DCANP Division Director.

How to Contact DCANP:How to Contact DCANP:

EMAIL: EMAIL:

staff@ctf.alabama.gov

Phone: (334) 242-5710Phone: (334) 242-5710

Fax: (334) 242-5711Fax: (334) 242-5711

www.ctf.alabama.govwww.ctf.alabama.gov

QuestionsQuestions