Written Agreements

A written agreement is required between the ISD and its subrecipients. The agreement must contain the components that form a binding agreement between two or more parties, including an offer, acceptance of that offer and consideration of what each party gives of value that each would not normally be legally obligated to provide.

Agreement for Services

1. Each document must clearly state that it is a contract/agreement between the ISD and each subrecipient to meet the need for GSRP services.

2. Agreements must address impasse or default for parties that do not complete any portion of the agreement and identify the entity providing the dispute arbiter.

3. The contract will reflect GSRP requirements including:

1. a plan for how the ISD and subrecipients will partner to ensure high-quality implementation of the GSRP (e.g., monitoring, auditing, orientation, mentoring, and hiring and professional learning of staff);
2. a list of the developmental screening tool, curriculum, child assessment tool used, and how staff will receive training on the full implementation of each of the tools;
3. a plan showing partnership in conducting annual program evaluation using the applicable program evaluation tool, with expectations that each program develops annual plans toward earning a high-quality score (as defined for the applicable tool); 
4. an explanation of how the subrecipient will be involved in ISD advisory group(s) and local family participation group(s), how often the local family participation group(s) will meet each year and how the subrecipient will ensure family participation at the local level.

4. The contract will include a general timeline for required GSRP reports and who will be responsible for completion of each report, including any systems subrecipients are required to utilize such as Michigan Student Data System (MSDS), MiRegistry, etc.

5. The contract will describe the ISD’s system to seek information from the subrecipient about, provide oversight on, and evaluate the effectiveness of each of the itemized features in the local contracts.

6. The contract will ensure that administrative funds are not exceeded. It must include a statement regarding the administrative cap for the ISD.

7. The contract must specify whether the ISD will keep the two (2) percent for a shared outreach and recruitment campaign or allow the funds to be split with subrecipients. If split, the ISD must provide guidance on how the funds may be used. If retaining 2% from Head Start Partners, a collaborative recruitment process must be in place, outlining each parties responsibilities. 

8. The contract must report the process for flow of funding; e.g., state the process for the ISD to make monthly payments or reimbursements to the subrecipients and how the ISD will track both revenue and expenses.

9. The contract must state which financial records the subrecipient is required to submit to the ISD and which it must retain for monitoring purposes. The ISD will also affirm its responsibility to maintain financial records necessary for MiLEAP audit.

10. The contract must specify the program option(s) to be implemented.

11. The contract must specify the number of spaces to be filled and the process for notifying of final funding amounts. Any modification to this number must be noted in an addendum or within the contract.

12. The contract must outline each entities responsibilities regarding MSDS upload and submission. 

13. The contract must identify if the ISD is retaining additional funds to support program quality.

14. The contract must be signed and dated by both parties. Complete titles, including agency name, must accompany each signature. Addendums or changes to the contract warrant additional signatures and dates. 

15. Contracts between the ISD and subrecipients that are continuing from previous years must be in place by October 1, the start of the grant year.

16. Contracts with new subrecipients must meet this deadline if the program starts at the beginning of the grant year.