34 C.F.R. Subpart E—What Post-Award Conditions Must Be Met by a Designated Agency?
Title 34 - Education
(a) If the designated agency is a State or local government agency, the designated agency shall apply the cost principles in accordance with 34 CFR 80.22(b). (b) If the designated agency is a private nonprofit organization, the designated agency shall apply the cost principles in accordance with subpart Q of 34 CFR part 74. (c) In addition to those allowable costs established in EDGAR, and consistent with the program activities listed in §370.4, the cost of travel in connection with the provision to a client or client applicant of assistance under this program is allowable. The cost of travel includes the cost of travel for an attendant if the attendant must accompany the client or client applicant. (d) The State and the designated agency are accountable, both jointly and severally, to the Secretary for the proper use of funds made available under this part. However, the Secretary may choose to recover funds under the procedures in 34 CFR part 81 from either the State or the designated agency, or both, depending on the circumstances of each case. (Authority: 29 U.S.C. 711(c) and 732(c)(3)) (a) Except as permitted by paragraph (b) of this section, an employee of a designated agency, of a center under contract with a designated agency (as permitted by §370.2(f)), or of an entity or individual under contract with a designated agency, who carries out any CAP duties or responsibilities, while so employed, may not— (1) Serve concurrently as a staff member of, consultant to, or in any other capacity within, any other rehabilitation project, program, or community rehabilitation program receiving assistance under the Act in the State; or (2) Provide any services under the Act, other than CAP and PAIR services. (b) An employee of a designated agency or of a center under contract with a designated agency, as permitted by §370.2(f), may— (1) Receive a traineeship under section 302 of the Act; (2) Provide services under the PAIR program; (3) Represent the CAP on any board or council (such as the SRAC) if CAP representation on the board or council is specifically permitted or mandated by the Act; and (4) Consult with policymaking and administrative personnel in State and local rehabilitation programs, projects, and community rehabilitation programs, if consultation with the designated agency is specifically permitted or mandated by the Act. (Authority: 29 U.S.C. 732(g)(1)) The CAP must be afforded reasonable access to policymaking and administrative personnel in State and local rehabilitation programs, projects, and community rehabilitation programs. One way in which the CAP may be provided that access would be to include the director of the designated agency among the individuals to be consulted on matters of general policy development and implementation, as required by sections 101(a) (18) and (23) of the Act. (Authority: 29 U.S.C. 721(a) (18) and (23) and 732(g)(2)) (a) Each designated agency shall implement procedures designed to ensure that, to the maximum extent possible, good faith negotiations and mediation procedures are used before resorting to formal administrative or legal remedies. In designing these procedures, the designated agency may take into account its level of resources. (b) For purposes of this section, mediation may involve the use of professional mediators, other independent third parties mutually agreed to by the parties to the dispute, or an employee of the designated agency who— (1) Is not assigned to advocate for or otherwise represent or is not involved with advocating for or otherwise representing the client or client applicant who is a party to the mediation; and (2) Has not previously advocated for or otherwise represented or been involved with advocating for or otherwise representing that same client or client applicant. (Authority: 29 U.S.C. 732(g)(3)) In addition to the program and fiscal reporting requirements in EDGAR that are applicable to this program, each designated agency shall submit to the Secretary, no later than 90 days after the end of each fiscal year, an annual report on the operation of its CAP during the previous year, including a summary of the work done and the uniform statistical tabulation of all cases handled by the program. The annual report must contain information on— (a) The number of requests received by the designated agency for information on services and benefits under the Act and title I of the ADA; (b) The number of referrals to other agencies made by the designated agency and the reason or reasons for those referrals; (c) The number of requests for advocacy services received by the designated agency from clients or client applicants; (d) The number of the requests for advocacy services from clients or client applicants that the designated agency was unable to serve; (e) The reasons that the designated agency was unable to serve all of the requests for advocacy services from clients or client applicants; and (f) Any other information that the Secretary may require. (Authority: 29 U.S.C. 732(g) (4) and (5)) A designated agency may not bring any class action in carrying out its responsibilities under this part. (Authority: 29 U.S.C. 732(d)) In designating a client assistance agency under §370.2, redesignating a client assistance agency under §370.10(a), and carrying out the other provisions of this part, the Governor shall consult with the director of the State vocational rehabilitation agency (or, in States with both a general agency and an agency for the blind, the directors of both agencies), the head of the developmental disability protection and advocacy agency, and representatives of professional and consumer organizations serving individuals with disabilities in the State. (Authority: 29 U.S.C. 732(c)(2)) (a) Any funds appropriated for a fiscal year to carry out the CAP that are not expended or obligated by the designated agency prior to the beginning of the succeeding fiscal year remain available for obligation by the designated agency during the succeeding fiscal year in accordance with 34 CFR 76.705 through 76.707. (b) A designated agency shall inform the Secretary within 90 days after the end of the fiscal year for which the CAP funds were made available whether the designated agency carried over to the succeeding fiscal year any CAP funds that it was unable to obligate by the end of the fiscal year. (Authority: 29 U.S.C. 718) (a) All personal information about individuals served by any designated agency under this part, including lists of names, addresses, photographs, and records of evaluation, must be held strictly confidential. (b) The designated agency's use of information and records concerning individuals must be limited only to purposes directly connected with the CAP, including program evaluation activities. Except as provided in paragraphs (c) and (e) of this section, this information may not be disclosed, directly or indirectly, other than in the administration of the CAP, unless the consent of the individual to whom the information applies, or his or her parent, legal guardian, or other legally authorized representative or advocate (including the individual's advocate from the designated agency), has been obtained in writing. A designated agency may not produce any report, evaluation, or study that reveals any personally identifying information without the written consent of the individual or his or her representative. (c) Except as limited in paragraphs (d) and (e) of this section, the Secretary or other Federal or State officials responsible for enforcing legal requirements are to have complete access to all— (1) Records of the designated agency that receives funds under this program; and (2) All individual case records of clients served under this part without the consent of the client. (d) For purposes of conducting any periodic audit, preparing or producing any report, or conducting any evaluation of the performance of the CAP established or assisted under this part, the Secretary does not require the designated agency to disclose the identity of, or any other personally identifiable information related to, any individual requesting assistance under the CAP. (e) Notwithstanding paragraph (d) of this section and consistent with paragraph (f) of this section, a designated agency shall disclose to the Secretary, if the Secretary so requests, the identity of, or any other personally identifiable information (i.e., name, address, telephone number, social security number, or any other official code or number by which an individual may be readily identified) related to, any individual requesting assistance under the CAP if— (1) An audit, evaluation, monitoring review, State plan assurance review, or other investigation produces reliable evidence that there is probable cause to believe that the designated agency has violated its legislative mandate or misused Federal funds; or (2) The Secretary determines that this information may reasonably lead to further evidence that is directly related to alleged misconduct of the designated agency. (f) In addition to the protection afforded by paragraph (d) of this section, the right of a person or designated agency not to produce documents or disclose information to the Secretary is governed by the common law of privileges, as interpreted by the courts of the United States. (Authority: 29 U.S.C. 711(c) and 732(g)(6))
Title 34: Education
PART 370—CLIENT ASSISTANCE PROGRAM
Subpart E—What Post-Award Conditions Must Be Met by a Designated Agency?
§ 370.40 What are allowable costs?
§ 370.41 What conflict of interest provision applies to employees of a designated agency?
§ 370.42 What access must the CAP be afforded to policymaking and administrative personnel?
§ 370.43 What requirement applies to the use of mediation procedures?
§ 370.44 What reporting requirement applies to each designated agency?
§ 370.45 What limitation applies to the pursuit of legal remedies?
§ 370.46 What consultation requirement applies to a Governor of a State?
§ 370.47 When must grant funds be obligated?
§ 370.48 What are the special requirements pertaining to the protection, use, and release of personal information?
