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Monitoring Advisory

Updated November 2015

GHSA Monitoring Advisory cover page
Download File PDF icon
[40 pgs.]

State Highway Safety Offices (SHSOs) implement behavioral highway safety programs with federal grant funds largely by sub-allocating funding to other state and local agencies and nonprofits. SHSOs must monitor these grants to ensure that subrecipients are spending their funds in the manner intended.

GHSA developed this Monitoring Advisory to enhance the state monitoring processes. It was originally reviewed by the GHSA Executive Board and the National Highway Traffic Safety Administration (NHTSA) and adopted by the GHSA membership in September 2006. The Monitoring Advisory was updated in 2012. This new updated version, which includes sample State forms to address the FY 2016 Uniform Guidance pre-award risk assessment requirement, was completed in November 2015.

Appendices

Appendix A. State Monitoring Survey Word doc icon
Appendix B. Tabulation of Responses to GHSA Survey Questions Word doc icon
Appendix C. Policies and Procedures Samples
Illinois Word doc icon
Indiana Monitoring Guidelines Word doc icon
Iowa Contract Monitoring Policy for Law Enforcement Grants pdf icon
Iowa Contract Monitoring Policy for Non-Law Enforcement Grants pdf icon
Kentucky Word doc icon
Maryland pdf icon
Nebraska Word doc icon
Nevada Word doc icon
Ohio pdf icon
Oklahoma Word doc icon
Oregon On-Site Project Monitoring Process Word doc icon
Appendix D. Monitoring Form Samples
Alabama pdf icon
California Word doc icon
Illinois On-Site Monitoring Report Word doc icon
Illinois Project Monitoring Checklist and Report Word doc icon
Indiana Grant Monitoring Checklist and Report Excel icon
Iowa Administrative Review Report Word doc icon
Kentucky On-Site Monitoring Form Word doc icon
Maine On-Site or Telephone Contact Sub grant Monitoring Form Word doc icon
Maryland On-Site Project Monitoring Checklist and Report Form pdf icon
Massachusetts Site Visit / Desk Review Worksheet Word doc icon
Massachusetts Monitoring Form Word doc icon
Michigan Word doc icon
Mississippi Sub Grantee Monitoring Report Form Word doc icon
Nebraska On-Site Monitoring Form Word doc icon
Nevada On-Site Monitoring Report Excel icon
North Dakota Program and Financial On-Site Monitoring Report Word doc icon
North Dakota Program and Financial On-Site Monitoring Report for Law Enforcement Word doc icon
Oklahoma On-Site Project Review Checklist Word doc icon
Oregon On-Site Mid Year Monitoring Report Word doc icon
Rhode Island Monitoring Administrative Review Report Word doc icon
Tennessee Desk Monitoring Form including policy Word doc icon
Tennessee Monitoring Form Example (incomplete sample) pdf icon
Virginia Grantee Monitoring Form pdf icon
Virginia Grantee Monitoring Form for Law Enforcement Agencies pdf icon
Appendix E. SHSO In-House Preparation Samples
Kentucky Word doc icon
Massachusetts Monitoring Site Visit Compliance Guide Checklist Word doc icon
Massachusetts Monitoring Site Visit Compliance Guide Table of Contents Word doc icon
Massachusetts Monitoring Visit Introductory Form Letter Word doc icon
Minnesota Word doc icon
North Carolina Word doc icon
Rhode Island Monitoring Visit Explanation Letter for Subrecipients Word doc icon
Tennessee Program Manager Monitoring Checklist Word doc icon
Appendix F. Miscellaneous SHSO Forms, Checklists, and Practices
Alabama Sample Grantee Notification Letters pdf icon
Arizona Monitoring Guide for Sub Grantees pdf icon
Georgia PowerPoint Presentation On-Site Form Training PowerPoint icon
Hawaii Equipment Record pdf icon
Hawaii Record of Small Purchases pdf icon
Illinois Monitoring Contact Report Word doc icon
Indiana Year End Grant File Checklist Excel icon
Iowa Contract Deficiency Follow-up Report Word doc icon
Iowa Contract Deficiency Notification Word doc icon
Iowa Contract Cancellation Notice Word doc icon
Iowa Law Enforcement Performance Measures Review Form Word doc icon
Iowa Tracking Report Summary Word doc icon
Maryland Monitoring Tracking (in house) Work Sheet Excel icon
Maryland On-Site Monitoring Confirmation Email pdf icon
Maryland On-Site Monitoring Visit Email Reminder pdf icon
Maryland On-Site Visit Letter Template pdf icon
Mississippi Project Monitoring Schedule Word doc icon
Missouri Telephone Contact Monitoring Schedule Word doc icon
New Mexico Project File Review Checklist Word doc icon
New Mexico Site Visit Checklist / Selective Traffic Enforcement Word doc icon
North Carolina Project Tracking Form (file) Word doc icon
North Dakota Contract Execution Cover Letter Word doc icon
North Dakota FFATA Sub-Recipient Information Collection Form pdf icon
Ohio Grantee on Notice Letter Word doc icon
Ohio Grantee on Notice Policy Word doc icon
Oklahoma Contract Non-Compliance Procedure Word doc icon
South Carolina Financial Monitoring Form pdf icon
Tennessee Grant Equipment Surplus Release Letter Word doc icon
Tennessee Monitoring (Pre-Visit Notification) Letter Template Word doc icon
Tennessee Monitoring (Follow Up Notice) Letter Template (no findings) Word doc icon
Tennessee Monitoring Refresher Course Agenda Word doc icon
Tennessee Title VI Assessment Word doc icon
West Virginia Monitoring Report pdf icon
West Virginia Equipment Purchase / Use Report pdf icon
Appendix G. SHSO Pre-Award Risk Assessment Forms
Alabama Comprehensive Risk Assessment Form Word doc icon
Colorado Grantee Risk Assessment, Pre Assessment Signature Page Excel icon
Indiana Risk Assessment Form Excel icon
Iowa Program Selection Guidelines (page 7) Word doc icon
Kentucky Risk Assessment (manual tabulation) Excel icon
Kentucky Risk Assessment (electronic tabulation) Excel icon
Michigan Risk Assessment and Monitoring Checklist Excel icon
Minnesota Pre-Award Risk Assessment Form and Rating Scale Word doc icon
(modified version of Montana form)
Minnesota Medium and High Risk Grant, Subrecipient Follow-Up Form Word doc icon
(modified version of Montana form)
Minnesota High Risk Assessment Plan Word doc icon
(modified version of Montana form)
Montana Pre-Award Risk Assessment Form and Rating Scale Word doc icon
Montana Risk Assessment Subrecipient Follow-Up Form Word doc icon
Montana Post Award Risk Assessment Plan Word doc icon
Oklahoma Pre-Award Risk Assessment Form pdf icon
(modified version of Montana form)
Oklahoma Risk Assessment Applicant Follow-up Form pdf icon
(modified version of Montana form)
Pennsylvania Subrecipient Risk Assessment Form & Monitoring Scale Word doc icon
Pennsylvania Risk Assessment Summary Tracking List Excel icon
Rhode Island Risk Assessment Form Word doc icon
(Montana version)
Utah Risk Assessment Form Package pdf icon
(modified version of Montana forms in one package)
Vermont Policy for Grant Issuance and Monitoring pdf icon
(see pgs. 42-43 Grantee Risk-Based Assessment)