Preparation for on-site monitoring visits and off-site review

On-site monitoring visits will typically be scheduled at least 30 days in advance, and timed to ensure that all key stakeholders are available. Site visits may involve observation of program activities and interviews with a variety of stakeholders. Grantees can ensure successful execution of site visits by facilitating meetings with relevant staff, program participants, and partners.

Document review is another key component of both on-site monitoring visits and off-site reviews. HUD will review documentation to determine whether grantees are implementing the ROSS program as required and as designed by the grantee. Precise record-keeping and thorough preparation will help to ensure these reviews go smoothly, and will also lay the groundwork for a successful audit. For on-site visits, grantees are encouraged to pull files and provide copies of documents likely to be reviewed by the HUD grants evaluation specialist.

Specific documentation that may be requested for on-site monitoring visits or off-site review includes:

  • Files and documents related to the ROSS funding match, including match letters with information on how the match was provided and calculated (e.g., cash, in-kind, services), a tracking sheet, and other evidence that the required match was secured and used.
  • Participant sign-in sheets for regular meetings between the resident and the ROSS Service Coordinator and for other programming, such as on-site activities and educational sessions hosted by service providers.
  • The grantee’s ROSS Action Plan, or other documentation of procedures and expectations for program operations and staffing.
  • A sample of client files.

Additional documentation that may be requested for off-site review includes:

  • Administrative files related to program staffing, grant and financial management (including the grantee’s application package and grant agreement), grantee reporting, and closeout documentation.
  • Financial information, including the program budget, tracking of expenditures and corresponding invoices, and financial reports such as the e-LOCCS report.
  • Staff reports, including job descriptions and Service Coordinator time sheets, staff résumés, trainings attended, and any annual reports.