OAR 461-197-0040: Monitoring and Reporting Requirements

(1) The Department (see OAR 461-197-0010) will conduct reviews, audits, and other compliance monitoring as it deems appropriate to verify compliance with grant agreements. Grant recipients must cooperate fully with the Department in its compliance monitoring. (2) Grant recipients shall: (a) Allow Youth Experiencing Homelessness Program (YEHP) staff access to the grant recipient’s facilities and to speak with staff and youth experiencing homelessness (see OAR 461-197-0010) enrolled, or previously enrolled, in grant funded services. (b) Submit semiannual progress reports to the Department in the format specified by the grant agreement. Progress reports must include a description of: (A) Major activities and accomplishments; (B) Challenges, barriers, and service gaps; (C) Steps taken to address challenges, barriers, and service gaps; (D) Success in service delivery or development; and (E) Any future plans or major activities. (c) Submit Homeless Management Information System (HMIS) reports and data as specified in the grant agreement. (d) Maintain and provide access to financial records associated with the grant activities for a period of six years following final disbursement or termination of a grant agreement. (e) Comply with all other data collection and reporting requirements outlined in the grant agreement. (3) On an annual basis, the Department and the grant recipient shall jointly review semiannual progress reports to determine how allowable activities are being provided and if improvements or changes are needed to achieve identified goals and desired outcomes outlined in grant agreements. (4) In the event a grant recipient is not in compliance with all applicable laws, rules, or the grant agreement, the Department will remedy noncompliance per terms outlined in grant agreement or may engage with grant recipients to discuss and remedy situations in which the grant recipient is: (a) Not providing the allowable activities identified in the grant agreement; (b) Not in communication with YEHP; (c) Unwilling, or unable to, comply with reporting requirements; (d) Unwilling to engage in monitoring requests; or (e) Unwilling to explore implementing recommendations from YEHP. (5) At its sole discretion, the Department may terminate any agreement with any grant recipient as per terms outlined in the grant agreement.