Common use of Administrative Documents Clause in Contracts

Administrative Documents. Contractors must retain the following for six years after expiration (see ECEAP Contract):  Audit report.  Fiscal records.  Proof of insurance.  Property records (inventory).  Subcontracts. Contractors must retain the following for three years after their completion:  Documentation of complaints and resolution (A-10). Contractors must retain the following for two years after their completion:  Health Advisory Committee minutes (A-5).  Parent Policy Council minutes (A-6). Contractors must maintain current:  Community assessment (A-7).  Confidentiality policy and procedures (A-13).  Conflict of interest policy.  Corrective Action Plans, if any (A-9).  ECEAP Performance Standards, at each service site (A-1).  Exceptions to Standards approved by the State ECEAP Office (A-2).  Fiscal management policies.  Parent and community complaint resolution procedures (A-10).  Personnel policies (attendance, conduct, pay, benefits, professional development, and performance evaluation).  Program Self-Assessment (A-8).  Service delivery plan (A-3).  Travel policies, unless state travel regulations are followed (see ECEAP Contract). G-3 Eligibility, Recruitment, Selection, Enrollment, and Attendance Documents Contractors must retain the following for three years after their completion:  Attendance records (B-1112). Contractors must maintain current: Contractors must maintain the following documentation from this section of the Performance Standards for at least the current and previous school year.  B-102 Parent signatures verifying eligibility information is accurate  B-102 Signed statement from staff who verified eligibility  B-107 Parent statement of no income (if applicable) Contractors should consult their ECEAP contract and follow their agency’s record retention schedule for longer retention requirements. The above list does not include electronic documentation in ELMS.

Administrative Documents. Contractors must retain the following for six years after expiration (see ECEAP Contract):  • Audit report.  • Fiscal records.  • Proof of insurance.  • Property records (inventory).  • Subcontracts. Contractors must retain the following for three years after their completion:  • Documentation of complaints and resolution (A-10). Contractors must retain the following for two years after their completion:  • Health Advisory Committee minutes (A-5).  • Parent Policy Council minutes (A-6). Contractors must maintain current:  • Community assessment (A-7).  • Confidentiality policy and procedures (A-13).  • Conflict of interest policy.  • Corrective Action Plans, if any (A-9).  • ECEAP Performance Standards, at each service site (A-1).  • Exceptions to Standards approved by the State ECEAP Office (A-2).  • Fiscal management policies.  • Parent and community complaint resolution procedures (A-10).  • Personnel policies (attendance, conduct, pay, benefits, professional development, and performance evaluation).  • Program Self-Assessment (A-8).  • Service delivery plan (A-3).  • Travel policies, unless state travel regulations are followed (see ECEAP Contract). G-3 Eligibility, Recruitment, Selection, Enrollment, and Attendance Documents Contractors must retain the following for three years after their completion:  • Attendance records (B-1112). Contractors must maintain current: Contractors must maintain the following documentation from this section of the Performance Standards for at least the current and previous school year.  • B-102 Parent signatures verifying eligibility information is accurate  • B-102 Signed statement from staff who verified eligibility  • B-107 Parent statement of no income (if applicable) Contractors should consult their ECEAP contract and follow their agency’s record retention schedule for longer retention requirements. The above list does not include electronic documentation in ELMS.