A Way of WorkThe Quality Assurance section of the Bureau of Grants Administration and Compliance is responsible for the design, development, implementation and evaluation of a comprehensive system of quality assurance including monitoring. The role of the Quality Assurance System is to assure financial accountability, program quality and regulatory compliance. As stewards of federal and state funds, it is incumbent upon the Division to monitor the use of federal funds and regulatory compliance of providers on a regular basis. With over 200 agencies and over 400 grants and contracts, the focus of the Quality Assurance System is the programs operating under the Adult Education and Family Literacy Act of 1998 (AEFLA) and the Perkins Act of 2006 (Perkins IV). An integral part of the Quality Assurance Process is to identify internal systems changes that may contribute to more effective and efficient operations.
Quality Assurance Resources
- Quality Assurance Policies, Procedures, and Protocols (PDF)
- Provider Training 2013-2014 (PDF)
- Provider Training Fall 2014 (PDF)
- New! Provider Training Spring 2015 (PDF)
Quality Assurance System
Purpose of Monitoring
The purpose of monitoring is to identify the specific areas in which a provider is in compliance or non-compliance with federal law and regulations, state statutes and rules, and OMB Circulars. The timely identification of non-compliance provides a framework to make changes that are expected to result in programs becoming more efficient and effective. However, a comprehensive and multi-dimensional Quality Assurance System is a foundation for continuous improvement of services and systems both internally and externally. Our commitment to excellence supports accountability, collaboration, targeted technical assistance, continuous improvement and positive systemic change.
A Quality Assurance Advisory Council was established for Career and Technical Education and Adult Education and Family Literacy programs. The Advisory Councils participated in the review of the Quality Assurance System. The two separate entities addressed the systems, program content and fiscal protocols. Stakeholder involvement will also be solicited through focus groups by conducting periodic conference calls with statewide representatives to address single topics.
Research State and National Trends
Staff conducted a comprehensive review of various monitoring systems to identify current trends and models for compliance monitoring for career and technical and adult education programs. A review of the following systems was completed: Arizona, California, Colorado, Connecticut, Georgia, Kentucky, Massachusetts, Michigan, New York, Pennsylvania, Vermont, and the U.S. Department of Education. Additional Florida monitoring systems are consistently reviewed.
Risk assessment is a process used to evaluate variables associated with workforce education grants and assign a rating for the level of risk to the Florida Department of Education and the Division of Career and Adult Education associated with each provider. The risk assessment is conducted by the Quality Assurance Team to determine the monitoring strategy appropriate for each provider. A range of monitoring strategies includes conference calls, improvement plans, full or partial self-assessment, grant reviews, etc., with the more comprehensive strategy such as an onsite visit, designated for providers deemed to be at higher risk.
Protocols have been developed for Perkins IV, Adult Education and Family Literacy and Fiscal components. The protocols include interview questions aligned with the regulatory requirements; forms and checklists to be used for the on-site visits and other monitoring strategies are included; additional documents addressing the individual processes are also developed.