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ISD Administration of GSRP
Closure Procedures
Closure procedures guide the ISD when a former subrecipient declines to participate in GSRP or in the event a subrecipient contract is terminated. A previous subrecipient that no longer chooses to implement the program must provide written notification to the ISD. Notification must include an inventory of the equipment and supplies purchased with GSRP funds that are remaining, this includes any food service equipment and supplies. The subrecipient must arrange to return all remaining equipment and materials to the ISD. The returned materials should be passed on to a new subrecipient that will serve children in the same area or distributed for use within other GSRP classrooms as needed. Excess materials can be sold to non-GSRP providers, and the funds utilized by the ISD to support GSRP after a determination is documented that use is not needed within the ISD. Materials that are well worn or aged may also be donated as appropriate.
There are instances where a program may close during the school year. Every effort should be made to minimize closures after programming has begun. In the event of a closure mid-year, the ISD would still report that site in the PIP and notify their assigned consultant. Details on terminated contracts must be written in a policy and procedure by the ISD, including reduction/proration of funding if closure occurs The ISD will lead transitioning activities with the goal to prevent a break in service to children and to minimize distress to the children and families.
Considerations include:
- Agreement between parties of what is a reasonable amount of time needed to finalize the closure;
- Confirmed personnel contacts before agency closure, regarding who the ISD will work with for final invoice and payment structure pieces;
- Possible proration of the funding;
- Transfer of child files;
- Transfer of subrecipient administrative files;
- Final expenditure report;
- Transfer of inventory and supplies purchased with GSRP funds; and
- All remaining reports covering the period of time for which the subrecipient participated.