currently revising oru collection of documents to make their organization more
coherent to any visitor unfamiliar with our project. In addition to the
requisite financial stuff (monthly and annual budget figures, monthly time and
effort forms), we've collected materials on workshops and seminars (attendance,
evaluations, agenda), required faculty receiving release time to write three
separate reports on their activities, and assembled any publicity materials
(write ups from newspapers and university publications about the grant).
There's a procedures manual and at least two drawers of odds and ends (e.g.
sales brochures for products we were considering but rejected, materials
collected at meetings, etc).
main system of organization is a series of annual binders, divided into three
parts: official communications (e.g. letters informing us that we've been
recertified for another year of funding, or accepting proposals to move funds
from one area to another), a section listing the grant's objectives for the year
accompanied by a narrative describing activities and progress toward those
goals, and a thick appendix of items documenting the activities. Finally,
we've collected e-mail communications and other electronic documents (e.g.
minutes from meetings) on CD and included one for each year of the
honest, while we accumulated a great many documents and bits of information,
they weren't as well organized as they could be, which is why we're now spending
time reorganizing it all.
Department of Education Title III List Server
[mailto:[log in to unmask]]On Behalf Of McLain,
Sent: Wednesday, January 12, 2005 4:19 PM
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How are others keeping a “paper
trail” for documentation of program activities? I have kept a somewhat
informal folder of major events, but wonder what exactly may be requested if
we receive a monitoring visit. I will appreciate your advice.
Title III Program
Iowa Valley Community
3700 S. Center
(641) 752-7106 ext.
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