Monitoring and Special Reviews

The Area Agency on Aging has the responsibility to ensure that all agencies receiving Older Americans Act or other Area Agency-administered funds operate effectively and in compliance with the terms and conditions of their award documents. As a result, the Area Agency has a system for monitoring and conducting special reviews of funded agencies.

Monitoring is the ongoing process by which the Area Agency on Aging systematically gathers provider program and fiscal data.  Monitoring will be conducted through the use of on-site visits and/or desk reviews. Activities include (but are not limited to) the following:

1. Review of provider reports submitted to the Area Agency, audit reports, financial statements, cost allocation plans, and other written documentation, as appropriate.
2. Review of Illinois Department on Aging performance monitoring and evaluations reports, including discussion and follow-up with IDOA staff regarding provider performance.
3. Telephone/email/online discussion between the Area Agency on Aging’s staff and providers.
4. Periodic joint meetings with providers.
5. Periodic on-site monitoring.

The Area Agency on Aging will use the information gathered during monitoring to:

1. Ensure that each provider performs the activities and outcomes for which the funding award was made, consistent with all terms and conditions.
2. Identify significant deficiencies in performance that must be corrected.
3. Determine if Area Agency technical assistance is needed.
4. To determine if Area Agency immediate follow-up is required.
5. Establish a basis for initiating action against a provider when serious problems are not resolved.

Given the ongoing nature of monitoring, providers will not be notified of the results of every monitoring activity.  However, when the Area Agency monitoring indicates significant issues, the provider will receive written notice within a reasonable time period of the monitoring results and any actions needed to achieve compliance.


Special Reviews are on-site visits in response to specific Area Agency on Aging concerns or issues. The results of a Special Review will be formalized in a report and will be issued to the provider within a reasonable time period. The report will detail the findings and actions necessary to resolve the concerns.