Participant (or client) files are an important data source when monitoring Supportive Services activities. When reviewing participant
files during a site visit, grantee staff should carefully examine each file to ensure that all of the expected documents are present
and up to date. Participant files may be in paper or electronic form. A complete file for a Supportive Services
participant should contain, at a minimum: Intake forms with complete identifying information for the client, referral source,
and background of the client's history and housing situation; Verification of HIV-positive status; Income certification with supporting
documentation such as pay stubs and/or award or benefit letters for all household members, as well as affidavits of zero income
for adults in households without income; A completed individualized housing and services plan, and evidence that the plan
is updated at regular intervals, depending on the client's length of stay in the program; A signed client participation agreement,
indicating that the client agrees to comply with program rules and policies, as well as signed consents and releases of information
for electronic record systems and/or other providers with whom services are coordinated; Documentation of dates on
which the client received services, which services were provided and by whom, and associated case notes. It is important to
distinguish different types of supportive services provided, so that the number of clients, services, and expenditures can be
properly reported for each supportive service category; and copies of formal correspondence with the client and/or with
third parties on the client's behalf. Any deficiencies in the participant files should be noted as a concern or finding during on-site monitoring,
depending on the severity. The grantee should set a timeline for corrective action to address any deficiencies and obtain missing
information or documents. This concludes Unit 5, Supportive Services, and Module 2. Please proceed to Module 3 for
information and guidance on HOPWA Financial Management.