CENTER FOR EDUCATION STATISTICS
OFFICE OF EDUCATIONAL RESEARCH AND IMPROVEMENT 
U.S. DEPARTMENT OF EDUCATION


                                     
SUBJECT:   STANDARD FOR MONITORING SURVEY CONTRACTS              
                                     
EFFECTIVE DATE: 02/09/87   CES STANDARD 87-02-02
                                     
PURPOSE:   To ensure that contracts for CES surveys are performed as written, Project Officers have the following responsibilities.      
                                     
  o ADMINISTRATIVE RESPONSIBILITIES:                            
                                     
    - Maintain a current contract file.                      
                                     
      Provide technical direction to contractors, as necessary and appropriate, depending on the type and terms of the contract.              
                                     
      Review and make recommendations to the Contracting Officer as to the approval, disapproval, or other action to take concerning a contractor's submission of (or failure to submit) payment requests, deliverables, interim or final progress or financial reports, or any other requirements of the contract.  
                                     
      Notify CES officials of developing problems, in a timely manner.          
                                     
      Assure that the contractor has access to or use of government property or services as agreed to in the contract.              
                                     
      Make recommendations on contract modifications, if necessary, and ensure that changes are made only after notification by contracts officer.        
                                     
    - Prepare closeout documentation.                          
                                     
  o QUALITY ASSURANCE RESPONSIBILITIES:                        
                                     
    - Hold meetings with the contractor and advisory panels which the contractor must attend.            
                                     
      Insure that OERI peer review policy and guidelines with reference to quality control are followed.  
                                     
      Monitor critical stages in the development and implementation of the survey to ensure that the objectives of the survey are met. Critical stages include sample selection, questionnaire development, training of data collectors, coding of responses and preparation of data documentation. Project Officer should also monitor the overall response rates and, where appropriate, critical item response rates.
                                     
      Provide written reviews of contract deliverables for completion, quality and accuracy. Reviews should be completed within two weeks of receipt.    
                                     
    - Prepare summary of project history and results.                  
             
RELATED STANDARDS:          
             
  o CES Standard for Maintaining Contract Files, 87-02-03 
o CES Standard for Survey Documentation 87-04-01
   
  o CES Standard for Maintaining Confidentiality, 87-04-03 
o OERI Peer Review Policy
 
             
RELATED CHECKLISTS, FORMS AND DOCUMENTS:      
             
  o Contract Monitoring for Program Officials, Departmental Directive, U.S. Education Department, 1987.
   Statistical Policy Working Paper 9: Contracting for Surveys, Office of Management and Budget, June, 1983.
  o The Negotiated Contracting Process: A Guide for Project Officers. U.S. Department of Health, Education and Welfare, 1977.