Sponsor Monitoring Requirements and Forms

VISIT AND REVIEW REQUIREMENTS

Sponsors must ensure that they meet the minimum monitoring requirements. Sponsors must visit all new and problem sites prior to operation and complete the Pre-Operational Visit Form for each. The purpose of this type of pre-operational visit is to determine that the site(s) have the appropriate facilities and, if possible, to meet with the site personnel.

During the first week of operation, sponsors must conduct first week visits of sites. The First Week Visit Form must be completed for each visit.

The sponsor must conduct a more thorough review of all sites at least once during the first four weeks of program operations. The sponsor must complete the Monitor Site Review Form for each site reviewed. If a site operates for less than four weeks, the Monitor Site Review must be completed prior to the site's closure.

Regulations require monitoring continue throughout the summer at a level sufficient to ensure that sites comply with program regulations. Sponsors must be able to document these monitoring requirements are met.

Table Summarizing Minimum Site Visit/Review Requirements

 

All Sites

New Sites

Problem Sites

Sites with New, Inexperienced, or Unskilled Staff

 Pre-Operational Visit

 

X

X

X

 First Week Visit

X

 

 

 

 Monitor Site Review

  • Within the first 4 weeks of site operation

X

 

 

 

 Racial Ethnic Data

  • Once per site, per summer
  • Once per session for camps

X

 

 

 

Pre-Operational Visit and First Week Visit Form

The Pre-Operational and First Week Site Visit forms must be used to document site visits.

Monitor Site Review Form

This form must be used by sponsor monitors to conduct a thorough review of each site's operation. The sponsor should leave a copy indicating any corrective action with the site supervisor or representative and conduct a follow-up visit to ensure corrective action has been completed.

Racial Ethnic Data Form

This form must be used by the sponsor to monitor the participating population of children by ethnic and racial categories. Monitors are not required to use this form if the ethnic and racial data collection is completed on the Monitor Site Review Form.

 

MONITORING FORMS

Pre-Operational Visit Form

First Week Visit Form

Monitor Site Review Form

Racial Ethnic Data Form