2011 Michigan Fitness Foundation (MFF)Walking School Bus (WSB) Essentials Training

Rosie Stern, M.A., SR2S Training Coordinator

Linda Patrick, M.S., SR2S Program CoordinatorApril Morrison-Harke, SR2S Contracts Coordinator

We look forward to serving you!

Congratulations MI WSB Award Recipient Schools!

Today’s training will:

Help your SR2S WSB team learn how toimplement WSB programs that align with your

work plan, and MFF WSB program goals.

MFF WSB program goals:It’s about building support for

Safer Routes to School!

• To increase in the number of students participating in, and adult volunteers assisting with WSB program activities, as measured by progress reports, surveys and WSB participation logs.

• To develop WSB programs that highlight innovative program development procedures and activities, as measured by MFF phone interviews, site visits and progress reports.

• To develop sustainable WSB programs, as measured by continued WSB route service at least one year beyond the term of the funding award. To provide communities the opportunity to access SR2S federal funds and learn more about the SR2S federal program.

Today you will:

Part 1: Learn how to complete the fiduciary reporting/invoicing packet for reimbursement

Part 2: Learn about program coordinator progress reporting guidelines

Part 3: Review a sample timeline to get a sense of what steps are needed for successful program completion and full award reimbursement

Part 4: Find answers to five frequent WSB questions/concerns

Part 5: Learn about a few additional WSB resourcesPart 6: Learn about ongoing communication

opportunities

Part 1

Walking School Bus Fiduciary Contract, Reporting and Invoicing Guidelines:

A.K.A. ‘Getting the Money’

Everyone Plays a Role!

Fiduciary

• Pays for WSB staff and program expenses

• Works with program coordinator to discuss spending procedures and payment schedules

• Ensures award money is spent in accordance with the contract

• Submits reports, invoices, and receipts to MFF for reimbursement in a timely manner

Fiduciary Do’s• Do expedite your contract (submit “form A133” and

“Request to Update or Add Vendor in CTRAK” forms)• Do reimburse staff and submit invoices in a timely

manner (quarterly at a minimum)• Do ask MFF for changes between budget line items• Do access saferoutesmichigan.org/wsbgrantee for

reporting documents• Do save original receipts and documentation • Do expect reimbursement to take 90 days from MFF’s

receipt of a complete reporting/invoicing packet• Do ensure MSU surveys are submitted for final

reimbursement (surveys are needed for final payout)

Fiduciary Don’ts

• Don’t spend award money until a signed contract is in place

• Don’t wait until the end of the year to spend or request reimbursements from MFF (contract ends 6/30/12)

• Don’t request changes to the budget for items not included in the award summary

• Don’t have the principal or program coordinator sign your contract or request line item changes

• Don’t hold off on contacting MFF• Don’t submit incomplete or incorrect documentation.

Payments will not be disbursed until complete documentation is submitted

Fiduciary Step 1: Review reporting requirements checklist before submitting reports

Submit invoices monthly, if preferred

Reports must be submitted by the following dates

Fiduciary Step 2: Review Invoice Document

Please note that the authorization

numberis always 7

First billing = Billing #1Second billing = Billing #2, etc.

Fiduciary Step 3: Complete Personnel Expense Detail

Please note that the work period

should not be more than a half-month

Fiduciary Step 4: Complete Non-Personnel Expense Detail

Allow one receipt per line item. Attach multiple pages, if

needed

Fiduciary Step 5: Attach Receipts

If items are not itemized, write in items

Specify reimbursable

items only

Does not show Payment-receipt needs to show payment

(credit card, cancelled check etc.)

Fiduciary Step 7: Complete Invoice Document

Please note that the authorization

numberis always 7

First billing = Billing #1Second billing = Billing #2, etc.

Part 2

Walking School Bus Program Coordinator Progress Reporting Guidelines:

Everyone Plays a Role!Progress reports are due 11/30, 2/28 and 6/30

Three are needed

Responsibilities of the Program Coordinator

• Champion and facilitate WSB involvement• Communicate with MFF through site visits, phone updates, conference calls and webinars• Implement awarded WSB activities• Volunteer recruitment and management• Student recruitment and management• Conduct student/adult pedestrian safety trainings• Conduct background checks• Conduct contests and other encouragement activities• Route development• Parent/guardian outreach for student participants

• Do check with fiduciary to ensure a signed contract exists• Do complete and submit quarterly progress reports and

WSB participation logs to your fiduciary• Do work with MFF as needed to solve problems if they

arise and do participate in WSB Webinars• Do work with the principal to complete end-of-year MSU

evaluation assessments • Do work with your principal to schedule and conduct WSB

activities well-in-advance.• Do follow fiduciary’s rules for the purchase of approved

items and payment of the program coordinator hours

Program Coordinator Do’s

• Don’t lose contact with your fiduciary (know the name and contact info for your fiduciary)

• Don’t forget to request money from fiduciary 1-2 months in advance of your program activities

• Don’t forget to turn in participation logs, progress reports and receipts to your fiduciary on a quarterly basis (in order to receive financial reimbursement, you must report your progress)

• Don’t fudge participation log numbers• Don’t wait to begin programming• Don’t forget about student pedestrian education• Don’t give up!

Program Coordinator Don’ts

Program Coordinator Step 1: Complete participation logs

Each sheet covers two

weeks of WSB activities

For a weekly WSB

include 12 sheets by November

Program Coordinator Step 2: Complete progress reports

When possible, photos, videos, and social

media are appreciated!

Please provide as much detail as possible!

Email material as much as possible

Once the activity is complete there is no

need to include additional

information

Start at the beginning of the month

Include information about long term

goals

Activities taken from your application

Part 3

Walking School Bus Timelines :August - June

A.K.A. Keeping busy year-round

Timeline sample available on our website(saferoutesmichigan.org/wsb grantees)

Please print!

Sample WSB Timelines July-Sept.

Program coordinators plan one month ahead,

lots of work to do in August in order to hit the ground running!

Mostly provides permission/event location and staff

updates

Fiduciaries make sure contract

includes signed vendor, CTRAK and

A-133 forms

Sample WSB Timelines Oct.-Feb.

Fiduciaries: 1st progress report due in November -work with program coordinator early

November to ensure materials are complete by 11/30

Contact MFF if registration

numbers are still low by November

Holiday events/parent teacher conferences and PTO/PTA meetings are great opportunities to

discuss the WSB

Sample WSB Timelines March-June

Please prioritize completing MSU surveys/travel tallies in May/June

Program Coordinators: Don’t forget about

spring studentpedestrian safety training

• Holidays• Parent meetings• Availability of resources• Inclement weather• Parent support • Program coordinator hours • Activity ordering and promotion

Timeline Planning Considerations

Part 4

5 Frequent WSB Questions

What if enrollment levels are lowerthan our projected goals?

• It’s OK, this is a pilot, but we hope your efforts will generate outcomes. Use the sample timeline to stay on track with recruitment activities.

• Call Linda or Rosie (your team leads) at MFF to discuss barriers and brainstorm possible solutions

• Shift line items to increase encouragement activities that seem successful

• Evaluate viability of routes and make adjustments, if needed

Question 1

What if we are having difficulty maintaining a consistent core group of walkers and volunteers?

• It’s OK!• Determine if communication is frequent enough, as

volunteers can fall off without constant (even weekly) contact

• Increase low/no cost recognition strategies• Anticipate that 20% of volunteers do 80% of the work• Think outside the box to connect with new volunteers

at local universities (interns/service learning projects), seniors or other community groups

Question 2

What steps should be taken if an accident occurs along the route?

• Meet with the school principal to discuss an emergency plan in advance

• Determine if student route participants have medical conditions in advance

• Always carry a first aid kit• Always keep a cell phone on hand• Call 911 first and the school second

Question 3

What if a problem arises between adult volunteers and/or student walkers?

• Involve the school principal/school support system in identifying strategies to address potential behavioral concerns among student/adult participants

• Never air concerns between adults in front of children

• Address ‘what-ifs’ in volunteer training session to anticipate community needs/expectations

Question 4

Question 5

What if school closures or public pressure, such as lack of crossing guards, threatens to cancel our

program?

• Meet with school transportation director frequently to discuss progress, goals and next steps

• Review SR2S liability tip sheet to respond to parent/PTO/PTA or community concerns (http://www.saferoutesinfo.org/program-tools/10-tips-safe-routes-school-programs-and-liability)

• Contact MFF immediately for guidance/suggestions

Part 5

Resources

WSB Presentation Resources

• Columbia PedNet: Confessions of a WSB Mom (5 min.)• Click on the link in the “questions” section of the panel

on the right hand side of your screen. But do not log out of the webinar!

Map Development Resources

Communitywalk.comBatchgeocode.com

Pedestrian Safety Resources

=Knowledge Skill-Based+

Nhtsa child pedestrian safety curriculumhttp://www.nhtsa.gov/ChildPedestrianSafetyCurriculum

Encouragement Freebies

• Extra credit• “Line leader” privileges • Priority “VIP” seating at assemblies• Extra recess/early lunch/lunch with a guest• Morning bell ringers/announcement makers/healthy

tip of the day readers• Open gym, art class or computer lab• Crossing guard/safety opportunities• Coverage in the local paper• Reward ongoing participation• Use Michigan SR2S logo

Personal Safety Resources

Safety Resources• Community Safety Patrols• Neighborhood revitalization programs

Bullying Resources: • The National School Safety Center:

www.schoolsafety.us• The Stop Bullying Now! Campaign:

www.stopbullyingnow.hrsa.gov/adults/

Make sure to anticipate questions about these issues at your first parent recruitment event.

Part 6

Next Steps

MFF Contact Calendar

WSB Program Contacts

SR2S Program Contacts

Questions?

Thank you, we look forward to working with you!Please don’t disconnect from the internet until you

have taken the Webinar survey