Standar Operating Procedure Tab: Subgrantee Submission Procedures

First Aid/ CPR/ AED Certification

Prior to Due Date

  • Send a reminder email to the field.
  • Add each subgrantee as a separate checklist in the First Aid / CPR / AED Trello Card.
  • Add each site as a checklist item under the corresponding subgrantee list.
  • Review the site calendar and enter each checklist item's due date accordingly.
  • Set the Trello Card's due date to the latest checklist item due date. 

After Item Due Date

Review Submissions

  1. Access the subgrantee’s upload folder.
  2. Confirm that the subgrantee has uploaded certification evidence for each site.
  3. If there are multiple documents for a single site:
    • Use Adobe PDF to merge them into one file.
    • Delete any duplicate files.
  4. Rename the file using the Typinator shortcut .cpr.
  5. Include the actual site name in the document filename.
  6. Move the finalized file to:
    • Subgrantee > Shared Folders > Program Reports > First Aid | CPR | AED > SY00
  7. Check off the corresponding checklist item on the Trello card.

Update the Monitoring Question in the Dashboard

  1. Navigate to the subgrantee’s monitoring question:
    Prerequisite 02
  2. Click the info button in the top right corner to review the grading scale for the question.
  3. Update the monitoring rating:
    • Click the Admin menu > Monitoring Rating.
    • Select the appropriate rating based on the grading instructions.
    • If the rating is Yellow or Red:
      • Add a comment explaining the reason they are not receiving a Green rating.
      • A separate comment should be added for each issue or infraction noted.
      • If multiple sites have errors, include a comment specific to each site.
  4. If the subgrantee has entered all required data for each of their sites:
    • Click the Admin menu > Question Status.
    • Update the Question Status to Closed.

Risk Assessment

Steps to Prepare Risk Assessment

  1. Ensure that both Biannual Reports have been completed for the subgrantee.
  2. Move the subgrantee's Trello Card on the 21CCLC Risk Analysis Trello Board to the Doing list
  3. Make a copy of the Risk Assessment template.
  4. Use he Typinator shortcut .risk to rename the file.
  5. Save the copied Risk Assessment into the Subgrantee’s Private Folder.
  6. Link the document into the Trello Card.

Steps to Complete Risk Assessment

  1. Ensure that all fields in the Risk Assessment are completed accurately using the source documents.
  2. For any line item in the Risk Assessment that is marked Yellow or Red:
    • If the supporting document is stored in Google Drive, paste a direct link to the document in the corresponding Trello card.
    • If the supporting document comes from TransAct, upload a screenshot or PDF of the report directly into the Trello card as an attachment.
    • Be sure to label each link or upload clearly (e.g., “Form D – Attendance Discrepancy” or “TransAct Report – Family Engagement”).
  3. Summarize key takeaways, concerns, or follow-ups in the Trello card’s description or comments.
  4. Make internal notes or highlights for each subgrantee in Trello regarding:
    • Areas of concern
    • Any recurring issues across multiple sites
    • Items that require follow-up or additional documentation

Program Specialist Steps

Management Systems and Standards

  • Professional Development – Found in the Biannual Report.
  • Staff Training – Found in the Biannual Report.
  • Time & Effort – Found in the Biannual Report.
  • Data Tracking – Found in TransAct.
  • Safety – Found in the Biannual Report.
  • Program Amendments – Found in the Subgrantee's folders (Private and Shared).

History of Performance

  • Director Experience – Review Transition of Leadership protocols or Form A to determine how long the director has held their position. Perform the necessary calculation.
  • Director Status – Use Form A and Transition of Leadership documents to determine if the position is full-time and whether it is held by one or multiple individuals.
  • CPR Certification – Located in the Biannual Reports.

Audit Reports and Findings

  • Withdrawal or Termination of Past Grants – Research in CEB files to determine if any sites/schools have previously withdrawn from the grant.
  • Past Monitoring – Review previous monitoring reports to identify any corrective actions or follow-up plans.

Biannual Report

  • Attendance – Compare Form D with TransAct data.
  • Family Engagement – Compare Form D with TransAct data.
  • Hours of Operation – Compare Forms D and E with TransAct data.

Fiscal Steps

Audit Reports and Findings

  • Withdrawal or Termination of Past Grants – Research in CEB files to determine if any sites/schools have previously withdrawn from the grant.
  • Past Monitoring – Review previous monitoring reports to identify any corrective actions or follow-up plans.

Income/Expenditure

  • Award Amount – Found in the award notice or approved budget.
  • Overexpenditure – Review the Income/Expenditure Report.
  • Unexpended Funds – Review the Income/Expenditure Report.
  • Allowable Purchases – Review the Income/Expenditure Report.

Final Review

Program Specialist Steps

  1. Ensure that all fields in the Risk Assessment are completed accurately using the source documents.
  2. Summarize all areas of concern, items to monitor, and important notes directly in the Trello card description so that all relevant information is easily visible without needing to search through comments or attachments.
  3. Move card to Risk Analysis Form Complete list and schedule a 15 minute meeting with the entire 21CCLC team to review.

21CCLC Team Meeting

  1. Open subgrantee's Trello Card
  2. Review card descriptions for key concerns and missing items.
  3. Report ratings and risks to the Institutional Analyst.
  4. Note any follow-ups requested during the meeting.

Subgrantee Signatures

Program Specialist Steps

  1. Save the completed Risk Assessment as a PDF.
  2. Email the PDF to the subgrantee's executive team for signature.
  3. In the email, provide a deadline for review and signature (within 3–7 days).
  4. Move the corresponding Trello card to the "Sent to Subgrantee" list on the Trello board.
  5. Set a due date on the Trello card matching the deadline provided in the email.
  6. Once the signed PDF is returned, save it in the Subgrantee > Shared Folders > Monitoring > SYXXXX folder.
  7. Use the Typinator shortcut .risk to rename the file correctly.
  8. Delete any working documents from the Subgrantee’s Private Folder.
  9. Move the Trello card to the "Complete" list on the Trello board.

Program Amendment Request

Program Amendment Request Submission

Step 1: Watch for the Automatic Notification

Step 2: Start Review Within 3 Business Days

  • The Program Specialist and the Account Clerk must:
    • Review the submission within 3 business days.
    • Communicate via email if more information is needed.
    • Wait until all required and approved documents are submitted.

Approved Program Amendment Requests

Step 3: Create a Clean Final PDF

  • Once all materials are approved, use Adobe Acrobat or macOS Preview to combine the approved portions only into one single PDF file.
  • Do NOT include any duplicate, resubmitted, or unapproved documents.
  • Organize the pages in a way that makes logical sense to the person reviewing the document (e.g., cover page, narrative, budget, attachments).

Step 4: Save the Final PDF to the Correct Folder

  • Navigate to:
    Subgrantee Folder > Shared Folders > Applications & Amendments
  • Use the Typinator shortcut .application to name the file properly.

Step 5: Save the Updated Budget Page

  • Extract and save only the single page of the updated approved budget.
  • Save to:
    Subgrantee Folder > Shared Folders > Budget
  • Use the Typinator shortcut .budget to name the file.

Step 6: Clean Up Private Files

  • Go to the Google Drive Private folders.
  • Delete any files that:
    • Were already consolidated into the final PDF
    • Were unapproved or unnecessary
  • Only the final PDF and budget page should remain.

Step 7: Update the Budget Spreadsheet

  • Open the corresponding Income/Expenditure Report.
  • Update the "Approved Budget" column with the new budget total.

Step 8: Notify the Subgrantee

  • Email the subgrantee and inform them:
    • Their program amendment has been approved
    • The updated file can be found on the 21CCLC Support Site. They can locate it by:
      • Clicking the menu icon in the top left corner to access their Subgrantee Profile
      • Or finding it in the sidebar of a Monitoring Question

Unapproved Program Amendment Requests

Step 3: Save Files Directly To Trello Card

  • Download all files from the Subgrantee’s Private Folder in Google Drive.
  • Save those files directly into the corresponding Trello card as attachments.
  • Once the files are saved into the Trello card, delete all of them from the Subgrantee’s Private Folder to keep things clean and avoid confusion.

Step 4: Notify and Close Out

  • Send an email to the subgrantee letting them know their program amendment request has been denied.
  • Copy and paste the email message into the comments section of the Trello card.
  • Archive the Trello card to close out the request.

Annual Evaluation

Complete the following tasks as Annual Evaluations are emailed into 21CCLC.

  1. Review the document to make sure that all the fields are completely filled out.

  2. Save the pdf into the Subgrantee Shared Folders > Annual Evaluation.

    1. If you are using Typinator the shortcut is .eval

    2. If you are not using Typnator the template is: SY24|25 - Annual Evaluation - Digit-L Concepts

  3. Check off subgrantee submissions on the Master 21CCLC Deadline & Inventory sheet with appropriate color

  4. Use 21CCLC email account to send submission confirmation email to subgrantee

Complete the following tasks when the Annual Evaluation is due.

  1. Review the Trello Card and email each subgrantee that did not turn in their evaluation

    1. Assign a due date with the subgrantee to follow up and ensure their evaluation is complete and turned in.

Complete the following task when all (or the majority) of the evaluations have been received.

  1. Email each subgrantee’s evaluation to the Communications Department. They will upload and add to the HIDOE public facing website.

  2. Close the loop a week later and ensure that the documents have been uploaded before closing out the Trello Card.

Form D & E

Form D
Title 1 Eligibility Released November
Form D is Complete and Turned In Jun 13, 2025
Review of Form D is Complete Jul 4, 2025
Allocation Jul 18, 2025

 

Form 
Form E is Complete and Turned In First Friday in March
Review of Form E is Complete Second Friday in March

 

Handbook needs to include these things. 

  • Due date
  • Why they 
  • are completing the form again 
  • If their numbers are lower than the original proposal their allocation will be decreased accordingly to stay within the $1500 per student cap. (Or $1000 for Cohort 15 and below.)
  • Need to state that they will upload in the monitoring dashboard.(More details can be added later when the calendar event is made

SOP article 

  • Grade band percentage is being met when compared to the eligibility Title 1 table. 
  • Check to make sure start date is within 2 weeks of school start date. 
  • Check to make sure end date is within 2 weeks of school end date
  • Checking the amount of days open. (Find this in RFA)
  • Check the amount of hours open each day. (Find this in RFA)

Fixed Assets

Purpose

To monitor inventory of equipment valued at $250+ and will last multiple years purchased with 21CCLC funds.

Prior to Due Date

Send out reminder email one week (5 business days) prior to due date.

Collecting Fixed Assets Inventory

  1. Subgrantees submit the Fixed Assets Inventory with a signature from the Authorizing Agent via email
  2. CEB reviews for any unapproved or unusual items
  3. CEB files the document in the OST 21CCLC Google Drive under ~Subgrantees > [Project/Site] > Shared Folders > Program Reports > Fixed Assets

Biannual Report

Program Specialist Steps

Prior to Due Date

3 Days before send a reminder email.

After Due Date

Jotform Steps

  1. Log Into Jotform
  2. Navigate to the 21CCLC Folder
  3. Find the Biannual Fiscal Reports Form > Click the Submissions Link
  4. Check the boxes for the submissions you want to download
  5. Click the Green Download Button in the top right corner > 2025 Spring.
  6. Jotform will process all the files at one time and email to the 21CCLC email.

Steps to Complete With the Download Files

  • Find the downloaded folder and uncompress if needed.
  • Rename the files to match the biannual report title.
    • If you are using Typinator, use the shortcut .bi
    • If you do not have Typinator installed, the name should follow the format below.
      • SY24|25 - Biannual Report Fall - Digit-L Concepts
  • Moving the document into the Subgrantee > Shared Folder > Program Reports > Biannual Reports Folder
    • Be sure to check off subgrantees in the Trello card as you move their files.
    • Start the Risk Assessment Process for each subgrantee as they are completed.

Steps to Complete in Trello

  1. Create Subgrantee Checklist - Click the Corresponding Cohort buttons in the right hand sidebar of the card.
  2. Once all subgrantees have been added, rename the checklist Biannual Form Submission.
  3. Check off on the list the subgrantees that have turned in the documents.
  4. Mark on the Master Deadlines and Inventory Sheet: Green, Yellow, or Red.

Steps to Follow-Up with Subgrantees

  1. Send follow up emails to each of the subgrantees that did not turn in the document. Be sure to assign a new due date in the email.
  2. Assign a due date to each trello checklist subgrantee to follow-up on the new due date.
  3. Repeat the steps above again when the documents are due.

Review the Submissions

  1. Review and read through the submissions.
    1. Note: It is easier to review them in Jotform in the Table view as you can easily view all the submissions at one time.
  2. Make note on the Trello Card of any recurring themes, or challenges. Are there any items that we can address as a team to the entire field.
  3. Make note of any strengths that stand out so we can acknowledge them.
  4. Make note of any changes in Leadership
    1. Confirm that they have a change of leadership form completed for the new staff.
      1. If no leadership form is submitted - Create a new trello card to track the leadership for the subgrantee and send them an email to complete the form.

Archive Jotform Submissions

  1. Check all the submission in the left hand corner.
  2. Click the button with 3 dots in the top right corner and select Archive Entries

Fiscal Steps

Steps to Complete in Trello

  1. Create Subgrantee Checklist - Click the Corresponding Cohort buttons in the right hand sidebar of the card.
  2. Once all subgrantees have been added, rename the checklist Expenditure Report Submission.
  3. Review each Expenditure Report and ensure that the subgrantee has completed the form and typed their name into the correct signature line.
  4. Check off on the list the subgrantees that have turned in the documents
  5. Review each Expenditure Report for any overexpenditures.
    • Cohort 15 and Below have a 10% buffer for each line item.
    • Cohort 16 and Above does not have a buffer.
  6. Make a new Trello Card for each Subgrantee that has an overexpenditure.