After completing a visit, and before leaving the site, the monitors will provide an exit interview with appropriate representatives of the contractor. Monitors will prepare the exit agenda and submit it to the Quality Manager before the exit interview to allow the monitors time to discuss potential findings with the Quality Manager. In the exit interview, the monitors will share areas of non-compliance found and may offer comments and suggestions on operations. Monitors will not direct contractor staff, will not provide a preliminary rating and will not provide technical assistance. If a request for technical assistance is made by the contractor, monitors will notify the Quality Manager and the contractor’s assigned Contract Manager. Quality Improvement Reviews The quality improvement team will provide the information from the review to the Quality Manager. The information will be included in the annual report issued. Reporting and Corrective Action Section 10 of these Standards and Guidelines describes the reporting process. Section 11 describes the process for corrective action resulting from monitoring. Equal Opportunity and Accessibility Reviews H-GAC conducts equal opportunity and accessibility reviews in accordance with state and federal accessibility standards as well as guidelines issued by the applicable funding source and the Texas Workforce Commission. Scope At once a year H-GAC will evaluate service accessibility and physical accessibility for the following, as appropriate: H-GAC offices, contractor administrative offices, Workforce Solutions service points and support units, Adult Education providers, and special project contractor sites. Risk Assessment At the beginning of each program year, the Equal Opportunity Officer will perform an annual risk assessment to determine the scheduling order for equal opportunity and accessibility reviews. The risk assessment will take into consideration results from previous years’ reviews, facility additions or changes, and discrimination complaints.
Process Improvement The Quality Manager and/or Contract Manager, as appropriate will forward reports, findings and recommended actions to the contractor. Contractors are required to respond to the reports in writing within the timeframe given in the report (ten to fifteen working days). Responses must describe plans for corrective action with a timetable for accomplishing the changes and the staff person and position responsible for carrying out this action. The Contract Manager and the Quality Manager will review responses to monitoring findings and planned actions to determine the adequacy of the response and pending upon availability include the Grants Management Coordinator and Operations Manager. After review of the response and the determination of the adequacy of the response the assigned Contract Manager will notify the contractor of any additional information required. If an extension is needed, the Contract Manager will inform the Quality Manager of the extension dates. Monitoring reports, contractor replies, and action plans will be maintained on file for use in follow-up activities, future monitoring, and contract performance reviews. Resolution H-GAC Monitoring The Contract Manager will primarily be responsible for resolution of monitoring. After receipt of the response to monitoring the Contract Manager will have 10 working days to issue the final report that will include resolution and/or what needs to further be addressed or set up a date for a meeting to discuss the monitoring or establish a corrective action plan. Further action required must be implemented within 30 days of receipt of the response from the contractor. Copies of the resolution letter/report/meeting notes and any documentation must be maintained. The Contract Manager must include documentation in the resolution folder, when actions have been completed. After review of the documentation submitted and/or completion of the corrective action a follow up visit may be required. The Quality Manager will schedule a follow-up visit as appropriate, once corrective actions are complete. The monitor will write a report on each follow-up visit to document the contractor's progress in resolving findings. The transmittal of follow-up reports will follow the same path and timeline as the initial monitoring report.