Grants Administration

1. Grants Administration

2. You Have Just Been Named As Grants Administrator!!

3. NOW WHAT!! CONGRATULATIONS!!

4. Annual Program Reports!! Youth Outcome Tracking!! Grant Amendments! Grant Applications!! ATTACHMENT A!! Program Narratives!! Budget Pages!! Monthly Bed Day Reports!! FISCAL STATUS REPORTS! Program Quality Assurance Youth Tracking!! RECLAIM MEETINGS!!

5. Grants Administration Purpose: Grant Administration is the process of overseeing the court’s fiscal and programmatic operations of the Subsidy Grant in compliance with the terms of the Grant Agreement. The juvenile court should identify one individual to be the Grant Administrator whose responsibilities, whether funded out of the grant or not, includes: • Acting as the primary point of contact between DYS and the juvenile court regarding Subsidy Grant programmatic and fiscal matters. • Ensuring that all grant programs and budgets are focused on providing services or programming to youth. • Ensuring the accurate and timely submission of required information to DYS: • Grant Applications • Grant Amendments • Fiscal Reports • Youth Tracking Data • Attend Quarterly RECLAIM Meetings

6. Grants Administration (cont.) • All juvenile courts are required to submit a Subsidy Grant Administration Narrative even if the court is not funding any positions or activities under Grants Administration. • Grant allows for the court to provide reasonable funding for staff positions, trainings, services, and supplies for Grants Administration. • Staff positions must be DIRECTLY related to the programmatic and administrative operation of the Grant and should be appropriate for the number of programs and activities funded by the Grant. • Depending upon the size and number of programs funded by the court, separate individuals can be identified as contacts for various functions but the court should establish one primary grant administrator to be the main contact and Grant Administrator.

7. PROGRAMATIC • Ensure the timely and accurate submission of the court’s Grant Agreement and Funding Application. • Ensure the program narratives submitted accurately describe the court’s programming. • Oversee the gathering and proper reporting of required youth tracking data to DYS. • Responsible for ensuring and documenting that quality assurance processes are being followed as described in the court’s documentation.

8. FISCAL • Ensure that all required fiscal documents, Attachment A pgs. 1 & 2 and proper program budget pages, are submitted for the court’s Grant Agreement and Funding Application and any appropriate amendments. • Ensure that all budget requested line items are appropriate and relative to the program the budget is assigned too. • Ensure that proper ledgers, documentation, and processes are maintained documenting grant revenues and expenditures. • Ensure that required fiscal reporting for the grant is submitted in an accurate, timely, and appropriate manner. • Act as the primary contact for audit related correspondence and information.

9. Tools • Monthly Bed Day reports • RECLAIM Resources Page • Monthly Dashboard (NEW) • RECLAIM Meetings • DYS Sponsored trainings • Your Program Monitor/Analyst