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Title VI Record Keeping

Floyd Godfrey & Leslie Green Office for American Indian, Alaskan Native and Native Hawaiian Programs. Title VI Record Keeping. Today’s Discussion. Things to know before you begin record-keeping Forms used in record-keeping. Also:. Your suggestions and discussion. Record-keeping.

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Title VI Record Keeping

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  1. Floyd Godfrey & Leslie Green Office for American Indian, Alaskan Native and Native Hawaiian Programs Title VIRecord Keeping

  2. Today’s Discussion Things to know before you begin record-keeping Forms used in record-keeping

  3. Also: Your suggestions and discussion

  4. Record-keeping Confidentiality Who has access? “Need to Know” Release of records How long to keep records

  5. Record-keeping Tribal policies Activity: Draft a confidentiality policy.

  6. Record Keeping & Reporting 1. Client Intake Form 2. Unduplicated Count List 3. Daily Services Sheet 4. Summary Services Sheet 5. Program Performance Report

  7. Record Keeping: Step 1 What information to collect? Elders name and information (housing situation, health problems). How often? Only once per elder. Where to record it? The Client Intake Form

  8. Record Keeping: Step 1

  9. Record Keeping: Step 2 What information to collect? If participating in congregate meals, home-delivered meals, and supportive services, you will record the elder’s name once on each separate list. How often? Once per project period (ex: Project period = 04/01/05-03/31/06) Where to record it? Unduplicated Count List

  10. Record Keeping: Step 2

  11. Record Keeping: Step 3 What information to collect? The name of the elder using the service A tally under their name describing what service they used. How often? Every day that you provide meals, supportive services, or caregiver services. Where to record it? Daily service sheets

  12. Record Keeping: Step 3

  13. Record Keeping: Step 4 What information to collect? Using the daily service record sheets, tally the amount of services you provided that day. How often? As often as necessary: daily, weekly, monthly, quarterly, or all of the above. Where to record it? Summary of services form

  14. Record Keeping: Step 4

  15. Record-keeping How did you come up with the unduplicated count on your application? Activity: What forms do you use?

  16. Today’s Discussion Financial record-keeping Completing the circle: Reporting to AoA

  17. Financial record-keeping SF-269

  18. Financial record-keeping Allowable costs Indirect cost rate Activity: How do you interact with your finance office?

  19. Reporting Completes the circle of accountability

  20. The Final Step to Record Keeping: Reporting What information to collect? Meals data (unduplicated elder count AND total meals) Total supportive service units provided Caregiver data (unduplicated elder count AND total units provided) How often? Once per year; no later than April 30. Where to record it? Use the paper PPR form (updated version) or use the online form (www.aoa.gov/title_vi)

  21. The Final Step to Record Keeping: Reporting

  22. Difference in application and PPR If in the application the program plans to provide a service, the service must be provided and number of units provided must be documented in the PPR. If a service is planned, but not actually carried out, please provide an explanation of why no one received the service. Common Problems & Mistakes

  23. Common Problems & Mistakes If no congregate meals or no home-delivered meals are served, an explanation must be provided in the “Remarks” section of the Part A online PPR. If using the paper form, attach a page explaining why no meals were served.

  24. Common Problems & Mistakes The unduplicated number of persons who receive one or more meal CANNOT be the same as the total number of meals served.*

  25. Common Problems & Mistakes 1,796 meals served to 208 elders = only 8 meals per elder for an entire year

  26. For more information, Record Keeping All forms are editable and available for download at www.olderindians.org under the “Resources” section Your Title VI Resource Manual

  27. Contact Information Leslie Green: (202) 357-0148 leslie.green@aoa.hhs.gov Floyd Godfrey: (202) 357-3504 floyd.godfrey@aoa.hhs.gov

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