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Monitoring Advisory

Updated August 2012

GHSA Monitoring Advisory cover page
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[500 KB, 38 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 be monitor these grants to ensure that sub-grantees are spending their funds in the manner intended.

GHSA developed this Monitoring Advisory to enhance the state monitoring processes. It was reviewed by the GHSA Executive Board and the National Highway Traffic Safety Administration (NHTSA) and adopted by the GHSA membership in September 2006. This new updated version was posted in 2012.

Table of Contents - Appendices

Except where otherwise noted, all documents are in Word Word doc icon format.

File File Size
Appendix A. State Monitoring Survey 43 KB, 3 pgs.
Appendix B. Tabulation of Responses to GHSA Survey Questions 53 KB, 4 pgs.
Appendix C. Policies and Procedures Samples
Illinois 31 KB, 10 pgs.
Iowa Contract Monitoring Policy for Law Enforcement Grants pdf icon 307 KB, 11 pgs.
Iowa Contract Monitoring Policy for Non-Law Enforcement Grants pdf icon 203 KB, 6 pgs.
Kentucky 46 KB, 5 pgs.
Maryland 66 KB, 9 pgs.
Nebraska 178 KB, 8 pgs.
Nevada 295 KB, 3 pgs.
Ohio pdf icon 971 KB, 29 pgs.
Oklahoma 22 KB, 6 pgs.
Oregon On-Site Project Monitoring Process 35 KB, 4 pgs.
Texas 32 KB, 1 pg.
Appendix D. Monitoring Form Samples
Alabama pdf icon 142 KB, 6 pgs.
California 101 KB, 5 pgs.
Indiana Grant Monitoring Checklist and Report Excel icon 72 KB, 4 pgs.
Iowa Administrative Review Report 68 KB, 1 pg.
Kentucky On-Site Monitoring Form 25 KB, 4 pgs.
Maine On-Site or Telephone Contact Sub grant Monitoring Form 88 KB, 2 pgs.
Maryland On-Site Visit Form 775 KB, 6 pgs.
Massachusetts Site Visit / Desk Review Worksheet 24 KB, 3 pgs.
Massachusetts Monitoring Form 140 KB, 9 pgs.
Michigan 450 KB, 6 pgs.
Mississippi Sub Grantee Monitoring Report Form 94 KB, 4 pgs.
Nebraska On-Site Monitoring Form 70 KB, 1 pg.
Nevada On-Site Monitoring Report Excel icon 30 KB, 2 pgs.
North Dakota On-Site Monitoring Report 23 KB, 3 pgs.
Oklahoma On-Site Project Review Checklist 203 KB, 1 pg.
Oregon On-Site Mid Year Monitoring Report 118 KB, 2 pgs.
Tennessee Desk Monitoring Form including policy 25 KB, 2 pgs.
Tennessee Monitoring Form Example (incomplete sample) pdf icon 25 KB, 5 pgs.
Virginia Grantee Monitoring Form pdf icon 429 KB, 4 pgs.
Virginia Grantee Monitoring Form for Law Enforcement Agencies pdf icon 442 KB, 4 pgs.
Appendix E. SHSO In-House Preparation Samples
Kentucky 21 KB, 1 pg.
Massachusetts Monitoring Site Visit Compliance Guide Checklist 30 KB, 4 pgs.
Massachusetts Monitoring Site Visit Compliance Guide Table of Contents 24 KB, 1 pg.
Massachusetts Monitoring Visit Introductory Form Letter 119 KB, 2 pgs.
Minnesota 27 KB, 5 pgs.
North Carolina 35, 2 pgs.
Tennessee Program Manager Monitoring Checklist 34 KB, 2 pgs.
Appendix F. Miscellaneous SHSO Forms, Checklists, and Practices
Alabama Sample Grantee Notification Letters pdf icon 54 KB, 2 pgs.
Arizona Monitoring Guide for Sub Grantees pdf icon 492 KB, 6 pgs.
Georgia PowerPoint Presentation On-Site Form Training PowerPoint icon 1.7 MB, 11 pgs.
Hawaii Equipment Record pdf icon 24 KB, 1 pg.
Hawaii Record of Small Purchases pdf icon 24 KB, 1 pg.
Illinois Monitoring Contact Report 37 KB, 2 pgs.
Indiana Year End Grant File Checklist Excel icon 33 KB, 1 pg.
Iowa Contract Deficiency Follow-up Report 43 KB, 1 pg.
Iowa Contract Deficiency Notification 167 KB, 1 pg.
Iowa Contract Cancellation Notice 165 KB, 1 pg.
Iowa Law Enforcement Performance Measures Review Form 107 KB, 2 pgs.
Iowa Tracking Report Summary 30 KB, 1 pg.
Maryland Monitoring Tracking (in house) Work Sheet Excel icon 25 KB, 2 pgs.
Maryland Sample Site Visit Letter Template 32 KB, 2 pgs.
Mississippi Project Monitoring Schedule 32 KB, 2 pgs.
Missouri Telephone Contact Monitoring Schedule 44 KB, 1 pg.
New Mexico Project File Review Checklist 70 KB, 2 pgs.
New Mexico Site Visit Checklist / Selective Traffic Enforcement 66 KB, 3 pgs.
North Carolina Project Tracking Form (file) 81 KB, 3 pgs.
North Dakota Contract Execution Cover Letter 18 KB, 1 pg.
North Dakota FFATA Sub-Recipient Information Collection Form pdf icon 214 KB, 3 pgs.
North Dakota FFATA Sub-Grantee Cover Letter 13 KB, 1 pg.
Ohio Grantee on Notice Letter 109 KB, 2pgs.
Ohio Grantee on Notice Policy 55 KB, 3 pgs.
Oklahoma Contract Non-Compliance Procedure 22 KB, 2 pgs.
South Carolina Financial Monitoring Form pdf icon 195 KB, 7 pgs.
Tennessee Grant Equipment Surplus Release Letter 43 KB, 1 pg.
Tennessee Monitoring (Pre-Visit Notification) Letter Template 40 KB, 1 pg.
Tennessee Monitoring (Follow Up Notice) Letter Template (no findings) 73 KB, 4 pgs.
Tennessee Monitoring Refresher Course Agenda 38 KB, 2 pgs.
Tennessee Title VI Assessment 26 KB, 4 pgs.
West Virginia Monitoring Report pdf icon 15 KB, 1 pg.
West Virginia Equipment Purchase / Use Report pdf icon 19 KB, 1 pg.