250 E Street SW

Washington, D.C. 20525

 Office of Monitoring

Remote Monitoring at a Glance

This resource provides AmeriCorps awardees that have been selected by the Office of 

Monitoring with a summary of the monitoring lifecycle. Timeframes for each procedural step 

are subject to change, based on approved flexibilities and extensions. This document 

provides estimates of the targeted duration of monitoring activities.

Initial Grantee Notifications

The Authorized Representative and Project Director on file in eGrants will receive an email 

notification that your organization’s grant has been selected for monitoring. This notification 

describes your monitoring assignment, the assessment period, and grantee resources.

Grantee Notification of Document Submission Requests

Grantees will submit all requested documents via the OM system within 15 business days. 

Multiple files can be uploaded for each document request.

• An established deadline for responding to this first documentation request and 

instructions on using the system (online document sharing platform).

• The list of requested documents is only visible in in the system. We recommend 

logging in as soon as the request is received to view the documents so you can 

prepare to meet the deadline.

Grantee Pre-Monitoring Consultation

Monitoring Officers (MO) will conduct a pre-monitoring call with grantees to review 

monitoring activities, required documents, and answer questions. 

Document Review by Office of Monitoring

The MO assigned to your grant will review the document submission. This process can take 

15 business days.

Pre-Monitoring

Initial Grantee 

Notifications

Grantee 

Notification of 

Documentation 

Requests

Grantee PreMonitoring 

Consultation

Document Revies 

& Supplemental 

Document 

Request
2

Supplemental Document Request to Awardee

You will be asked to submit clarifications or supplemental documentation based on your 

initial submission. These supplemental documentation requests are related to sample 

records selected from the initial submission. Log in to the system to review and respond to 

the supplemental documentation request. For most monitoring assignment types, 

document submission is due within 10 business days.

• For NSCHC assignments, you will receive a separate letter with instructions, and the 

timelines may vary. Due to the sensitive nature of these items, we use a secure 

transfer system to receive NSCHC documentation.

Interviews and Monitoring Assessment

The Financial and Operational Fitness Assessment (FOFA), Prohibited Activities, and 

Programmatic assignments include interviews with staff and/or members/volunteers.

• Interviews are arranged using our scheduling tool and additional details will be 

provided with this request. For Prohibited Activities and Programmatic interviews, 

participants are randomly selected from the list provided in the initial documents.

The MO will then complete the assessment of all submitted documents, including the results 

of the interviews. This process can take 20 business days.

Monitoring Report Submitted to Awardee

You will receive an email with instructions to download your Monitoring Report (Excel) from 

the system. Download the Monitoring Report to save it as a grant record.

• If applicable: Individual-level record results of the NSCHC review will be provided in 

your assigned Secure Folder.

If your monitoring activity results do not include findings of noncompliance, then no further 

action is required. 

Monitoring

Compliance 

Assessment

Monitoring 

Summary 

Report to 

Grantee
3

Corrective Action Planning (CAP) Submission from Awardee

If your monitoring results in findings, you will be required to complete a Corrective Action 

Plan (CAP) for each non-compliant item, and you will receive instructions to complete the 

CAP in the system. You will have 20 business days to complete and submit your CAP.

• If applicable: If your NSCHC monitoring review included non-compliant records, you 

will receive instructions on how to respond to each identified issue within your 

assigned Secure Folder.

CAP Review by Office of Monitoring

After submitting your CAP, the MO will review responses for each non-compliant item and 

select one of the following statuses: 

• Resolved - The proposed corrective action has been fully implemented.

• Approved In-Progress - A plan is in place, but corrective action has not yet been fully 

implemented.

• Insufficient - The proposed corrective action does not address all elements of the 

finding of the plan submission is incomplete and requires rework. 

If any items are marked as Insufficient you will receive an email instructing you to revise your 

response. You will have 10 business days to submit the revised CAP. All items must be 

deemed Resolved or Approved In-Progress for your CAP to be considered complete.

CAP Approval by Office of Monitoring

Once your CAP is approved, you will receive an email informing you of the completion of 

the monitoring activity. 

• If all CAP items are marked as Resolved, no further action is required. 

• If there are any CAP items marked as Approved In-Progress, it is the expectation that 

you will implement your CAP actions, as planned. You will be assigned a Corrective 

Action Planning Specialist to ensure all Approved In-Progress actions are completed

within six months of the CAP approval. Some specific findings may have shorter 

completion timelines, and will be identified in the CAP is that is the case. If the Office 

of Monitoring does not receive updates that your planned corrective actions are

completed, you may be subject to additional monitoring and enforcement.

Post - Monitoring & Closeout

Grantee 

Corrective 

Action 

Planning, if 

applicable

Grantee 

CAP 

Submission 

to OM

CAP Review 

& Approval

Grantee 

Notifications