250 E Street SW

Washington, D.C. 20525

Office of Monitoring

On-Site 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.

Figure 1: An image of the AmeriCorps Office of Monitoring Activities Lifecycle.
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Initial Notification and Document Request to Awardee

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

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

• This notification describes your monitoring assignment. You will be provided a 

timeframe to choose three on-site monitoring dates.

• Following this notification, you will receive an initial document request and 

instructions on using the OM-designated system for sharing documents, which may 

include logging in to an online platform.

Initial Document Submission from Awardee

Submit all requested documents via the designated system. Multiple files can be uploaded 

for each document request.

Document Review and Supplemental Document Request 

The Monitoring Officer (MO) assigned to your grant will review the document submission.

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

initial submission.

Draft Agenda to Awardee

You will receive a draft agenda for your review and interviewee selections. 

• 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, called OneDrive Secure Folders, to receive NSCHC documentation.

On-Site Monitoring Assessment

An on-site visit usually spans over 2-3 business days but timelines may be adjusted as 

needed. The following will be completed as applicable to specific monitoring activity 

assignments: 

- Interviews will be conducted on-site with members/volunteers, site supervisors, 

financial staff, and the project director. 

- Volunteer/member files, possibly including NSCHC records, and financial 

documentation will be reviewed. 

- Cost testing will be performed. 

Monitoring Report Submitted to Awardee

Post-visit, you will receive an email with instructions to download your Monitoring Report 

(Excel) from the designated system. Download the Monitoring Report to save as a grant 

record.

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

your assigned Secure Folder.
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If your monitoring activity results do not include findings of noncompliance, then no further 

action is required. 

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 noncompliant item, and you will receive instructions to complete the CAP 

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

• If applicable: If your NSCHC monitoring review included noncompliant records, you 

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

assigned OneDrive Secure Folder.

CAP Review by Office of Monitoring

After submitting your CAP, the MO will review responses for each noncompliant 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 or 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 instructed to notify the 

MO when the 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.