CGA CGA Data Management & Reporting Systems 1 — Questions and Answers
Question 1: Which federal regulation governs the protection of personally identifiable information (PII) collected as part of a federally funded education program?
- The Freedom of Information Act (FOIA)
- The Family Educational Rights and Privacy Act (FERPA) (Correct answer)
- The Health Insurance Portability and Accountability Act (HIPAA)
- The Americans with Disabilities Act (ADA)
Correct answer: The Family Educational Rights and Privacy Act (FERPA)
FERPA governs the privacy of student education records and applies to programs receiving federal education funding.
Question 2: A CGA needs to select a data collection tool for tracking grant performance measures. Which factor should be weighted most heavily?
- The tool's visual appeal
- Alignment with the performance indicators specified in the grant agreement (Correct answer)
- The tool's social media integration features
- The number of pre-built report templates
Correct answer: Alignment with the performance indicators specified in the grant agreement
The data collection tool must align with the grant's required performance indicators to ensure reportable, compliant data.
Question 3: What is the purpose of a data dictionary in grant data management?
- To store raw survey responses
- To define variables, data types, and collection protocols for consistent data use (Correct answer)
- To summarize the grant budget
- To replace the performance measurement plan
Correct answer: To define variables, data types, and collection protocols for consistent data use
A data dictionary standardizes variable definitions, data types, and collection protocols so all team members collect and interpret data consistently.
Question 4: Under 2 CFR Part 200.333, federal grantees are required to retain financial records, supporting documents, and other pertinent records for:
- 1 year after the grant period ends
- 3 years after the submission of the final financial report (Correct answer)
- 5 years after the grant award date
- 10 years after program closeout
Correct answer: 3 years after the submission of the final financial report
2 CFR Part 200.333 requires grantees to retain records for 3 years after the submission of the final expenditure report.
Question 5: A CGA notices that program data entered by two different staff members for the same client contains conflicting information. What process should be implemented to prevent this?
- Allow each staff member to maintain separate records
- Establish data quality protocols including entry standards and validation checks (Correct answer)
- Delete one set of records arbitrarily
- Report the discrepancy to the funder immediately
Correct answer: Establish data quality protocols including entry standards and validation checks
Data quality protocols with entry standards and validation checks prevent duplicate or conflicting records and ensure data integrity.
Question 6: When a grant program uses a federal reporting system such as GrantSolutions or OLDC, the CGA is responsible for ensuring:
- The system is used only by the grant director
- Accurate and timely data submission meeting all federal reporting deadlines (Correct answer)
- Data is entered only at program closeout
- User access is unrestricted across the organization
Correct answer: Accurate and timely data submission meeting all federal reporting deadlines
Federal reporting systems require accurate and timely submissions, and the CGA is accountable for meeting all federal deadlines and data standards.
CGA CGA Data Management & Reporting Systems 1
Which federal regulation governs the protection of personally identifiable information (PII) collected as part of a federally funded education program?