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2121stst Century Century Community Community
Learning Center Learning Center ProgramProgram
Supporting Student Supporting Student Success Through 21st Success Through 21st CCLC OpportunitiesCCLC Opportunities
September 2011September 2011
Airport HotelAirport Hotel19/20/2011
Welcome Welcome Introduction Introduction HousekeepingHousekeeping
By Daniel Williams By Daniel Williams [email protected]
808-203-5520808-203-5520
Special Programs Special Programs Management SectionManagement Section
29/20/2011
AgendaAgendaTimeTime ActivityActivity By WhomBy Whom
8:00 – 8:308:00 – 8:30 Registration and RefreshmentsRegistration and Refreshments AllAll
8:30 – 8:458:30 – 8:45 Welcome and Introductions; HousekeepingWelcome and Introductions; Housekeeping Dan WilliamsDan Williams
8:45 – 10:008:45 – 10:00 Sharing by Complexes (5 – 7 min. max) - Cohort 4, Cohort 5 and Cohort 6Sharing by Complexes (5 – 7 min. max) - Cohort 4, Cohort 5 and Cohort 6Lessons learnedLessons learnedChallenges faced in implementing the programChallenges faced in implementing the program
All ComplexAll Complex
10:00 – 10:2010:00 – 10:20 BreakBreak
10:20 – 11:4510:20 – 11:45 Sharing from Summer InstituteOverview and Updates of 21st CCLC program Monitoring (United States Department of Education and Special Programs Management Section) Performance and Profile Information Collection System (PPICS) Timeline Budget ProcessSupplement, not SupplantStudent Engagement Grant Thornton Findings
SitesSitesDanDan
11:45 – 12:4511:45 – 12:45 Working LunchWorking Lunch AllAll
12:45 – 2:0012:45 – 2:00 Continue Morning DiscussionContinue Morning Discussion DanDan
2:00 – 3:002:00 – 3:00 Table Discussion •How does your 21st CCLC program align to the Race to the Top initiative?•How can your 21st CCLC program support the Race to the Top initiative?•Can we build towards sustainability? What efforts is each of the sites doing to address this? What type of support/commitment are you getting from your partner to build sustainability? •Does this program make a difference? How do the efforts of the 21st CCLC program align to the school’s efforts to improve student achievement?
AllAll
3:00 – 3:303:00 – 3:30 Reflection, Articulation, Next Steps, and Evaluation of MeetingReflection, Articulation, Next Steps, and Evaluation of Meeting AllAll
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Desired OutcomesDesired Outcomes
Participants will …Participants will …
Receive information from the current Receive information from the current funded sitesfunded sites
Receive updates from the state office Receive updates from the state office
Be able to dialogue with other sites Be able to dialogue with other sites
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PurposePurpose To share with the sites the updates to To share with the sites the updates to
the 21the 21stst CCLC program both at the CCLC program both at the federal and state levelsfederal and state levels
To introduce and review Sub-grantee To introduce and review Sub-grantee and site handbooksand site handbooks
To share with the sites what is required To share with the sites what is required to input into Profile and Performance to input into Profile and Performance Information Collection System (PPICS)Information Collection System (PPICS)
To answer/gather questions that sites To answer/gather questions that sites may have c concerning 21may have c concerning 21stst CCLC CCLC grantgrant
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Hawaii’s 21Hawaii’s 21stst CCLC CCLC CohortsCohorts
Cohort 5 (4th year of funding)Cohort 5 (4th year of funding) Molokai ComplexMolokai Complex Leilehua ComplexLeilehua Complex Kalihi LearningKalihi Learning Central KauaiCentral Kauai
Cohort 6 (3rd year of funding)Cohort 6 (3rd year of funding) Kaimuki ComplexKaimuki Complex McKinley ComplexMcKinley Complex Campbell ComplexCampbell Complex
Baldwin ComplexBaldwin Complex Kohala ComplexKohala Complex
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Hawaii’s 21Hawaii’s 21stst CCLC CCLC CohortsCohorts
Cohort 7 (2nd year of funding)Cohort 7 (2nd year of funding) Hilo ComplexHilo Complex Kau-Keaau-Pahoa Complex AreaKau-Keaau-Pahoa Complex Area Waianae ComplexWaianae Complex Waipahu ComplexWaipahu Complex
Cohort 8 (1Cohort 8 (1stst year of funding) year of funding) Aiea-Moanalua-RadfordAiea-Moanalua-Radford Castle ComplexCastle Complex
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Sharing by ComplexesSharing by Complexes
Cohorts 5, 6, 7 Cohorts 5, 6, 7 Lessons learnedLessons learned Challenges faced in implementing Challenges faced in implementing
the programthe program SuccessesSuccesses 5 – 7 minute presentations5 – 7 minute presentations
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Summer Institute and Summer Institute and May 21May 21stst CCLC Video CCLC Video
ConferenceConference
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A Network of Partners Supporting A Network of Partners Supporting Increased Learning in 21st CCLC Increased Learning in 21st CCLC
ProgramsProgramsSharing by those who attended the summer instituteSharing by those who attended the summer institute
Review from Review from May 11, 2010 Video Video ConferenceConference
Federal ContextFederal Context
Every state has an Accountability Every state has an Accountability System (AYP)System (AYP)
Every state has State Standards (HAS, Every state has State Standards (HAS, Common Core Standards and HCPS III)Common Core Standards and HCPS III)
U.S. Department of Education partners U.S. Department of Education partners with every state to assure that all with every state to assure that all children have the opportunity to children have the opportunity to achieve State Standards (NCLB)achieve State Standards (NCLB)
Under NCLB as Title IVUnder NCLB as Title IV
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2121stst CCLC Program CCLC Program Plays an important role in helping Plays an important role in helping
students learnstudents learn Targeted to students most at-risk and in Targeted to students most at-risk and in
need of support to achieve State need of support to achieve State StandardsStandards
Focus of Program:Focus of Program: Tutoring in the areas of Reading and Tutoring in the areas of Reading and
MathMath RemediationRemediation EnrichmentEnrichment Family EngagementFamily Engagement
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Overview of 21Overview of 21stst CCLC CCLC EvaluationEvaluation
H-5: What are the State evaluation H-5: What are the State evaluation requirements?requirements?States must conduct a comprehensive evaluation States must conduct a comprehensive evaluation (directly, or through a grant or contract) of the (directly, or through a grant or contract) of the effectiveness of programs and activities effectiveness of programs and activities provided with 21st CCLC funds.provided with 21st CCLC funds.
H-6: What are the evaluation requirements H-6: What are the evaluation requirements
for local grantees?for local grantees?Each grantee must undergo a periodic Each grantee must undergo a periodic evaluation to assess its progress toward evaluation to assess its progress toward achieving its goal of providing high-quality achieving its goal of providing high-quality opportunities for academic enrichmentopportunities for academic enrichment
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Learning Points Associates; Profile Learning Points Associates; Profile and Performance Information and Performance Information Collection System (PPICS) and Collection System (PPICS) and
Annual Performance Report (APR)Annual Performance Report (APR) PPICS Website is now open; reporting for 2009-10 school PPICS Website is now open; reporting for 2009-10 school
year.year. Cohort 5 , 6 and 7 are to revise their Grantee Profile and Cohort 5 , 6 and 7 are to revise their Grantee Profile and
input their APR into PPICSinput their APR into PPICS Cohort 8 – newly awarded sub-grantees - does not Cohort 8 – newly awarded sub-grantees - does not
need to input anything into PPICSneed to input anything into PPICS Deadline to have APR into PPICS is November 4, 2011Deadline to have APR into PPICS is November 4, 2011 All grantees has a designee whose name was given to All grantees has a designee whose name was given to
Learning Points Assoc who created a password to enter Learning Points Assoc who created a password to enter the system. Web site: the system. Web site: http://www2.learningpt.org/ppicsUser names and passwordsUser names and passwords
For technical assistance and troubleshooting for PPICS, For technical assistance and troubleshooting for PPICS, please contact: please contact: 21st CCLC Technical Assistance21st CCLC Technical Assistance E-mail:E-mail: [email protected]
Toll-free:Toll-free: (866) 356-2711 (866) 356-2711
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Purpose of PPICS and Purpose of PPICS and APRAPR
The purpose of the Grantee Profile module is to The purpose of the Grantee Profile module is to collect basic information about your granteescollect basic information about your grantees
The purposes of the APR are:The purposes of the APR are:(1) to collect data from 21(1) to collect data from 21stst CCLC grantees on CCLC grantees on
progress;progress;(2) to collect data on what elements characterized (2) to collect data on what elements characterized
center operation during the reporting periodcenter operation during the reporting period(3) to collect data that addresses the GPRA (3) to collect data that addresses the GPRA
performance indicators for the 21performance indicators for the 21stst CCLC CCLC programprogram
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Hawaii Local Evaluation Hawaii Local Evaluation ReportReport
(Handbooks Tab 12 – Evaluations)(Handbooks Tab 12 – Evaluations)
To evaluate implementation, the suggested To evaluate implementation, the suggested outline included the following list of outline included the following list of implementation questions for sites to implementation questions for sites to address in order to obtain an address in order to obtain an understanding of program implementation. understanding of program implementation.
Front CoverFront Cover Executive SummaryExecutive Summary Conclusions and RecommendationsConclusions and Recommendations The evaluation report The evaluation report needs to beneeds to be used as used as
one of many means for meaningful program one of many means for meaningful program improvement improvement
The evaluation report The evaluation report needs to beneeds to be disseminated to the stakeholders, disseminated to the stakeholders, community, general publiccommunity, general public
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Reporting GradesReporting Grades Use the Use the
following guidelines which were adapted which were adapted from the state’s from the state’s guidelines for Priority guidelines for Priority Ranking.Ranking.
Elementary standards-Elementary standards-based report card based report card schools will use the schools will use the following reading and following reading and math strands:math strands: For Language Arts: For Language Arts:
Reading and Reading and Literature proficiency Literature proficiency grade is to be used.grade is to be used.
For Mathematics: For Mathematics: The lowest The lowest proficiency grade in proficiency grade in any of the 5 any of the 5 mathematic strand is mathematic strand is to be used.to be used.
KindergarKindergartenten
GradeGrades 1-5 s 1-5 or 6or 6
Grades Grades
6 or 7-6 or 7-1212
MPMP MEME AA
DPDP MPMP BB
NYNY DPDP CC
// WBWB D/FD/F
SCSC NANA SS
SCSC UUME = Meets with Excellence ; MP = MP = Meets with Proficiency
DP = DP = Developing Proficiency; WB = Well Below ProficiencyWB = Well Below Proficiency
NY = Not Yet ; / = Not Applicable; SC = See Teacher NY = Not Yet ; / = Not Applicable; SC = See Teacher CommentsComments 169/20/2011
Program Measures Program Measures (Handbook Tab 3 – Program Implementation and Plan)(Handbook Tab 3 – Program Implementation and Plan)
2009-2010 Programs MeasuresTarget versus ActualTarget versus Actual
Areas for Improvement Areas for Improvement Objective 1. Objective 1. Participants will demonstrate educational Participants will demonstrate educational
and social benefits and exhibit positive behavioral and social benefits and exhibit positive behavioral changes.changes.
Objective 2. Objective 2. 21st Century Community Learning Centers 21st Century Community Learning Centers will offer a range of high-quality educational, will offer a range of high-quality educational, developmental, and recreational services.developmental, and recreational services.
Centers that offer services at least 15 hours a week – 13% - not Centers that offer services at least 15 hours a week – 13% - not meeting the needs of the studentsmeeting the needs of the students
Objective 3. Objective 3. 21st Century Community Learning Centers 21st Century Community Learning Centers will serve children and community members with the will serve children and community members with the greatest need for expanded learning opportunities.greatest need for expanded learning opportunities.
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Procedures for an Procedures for an Extension at No Cost after Extension at No Cost after
funding has endedfunding has ended Submit Extension at No Cost Justification Submit Extension at No Cost Justification
How much monies do you have remaining and want to How much monies do you have remaining and want to carry over?carry over?
What activities are you planning to do that you were not What activities are you planning to do that you were not able to complete in your grant?able to complete in your grant?
What centers will be involved in this extension?What centers will be involved in this extension? Timeline of when your activities will be completed. Timeline of when your activities will be completed.
**Does not apply – there are no year 5 Sub-**Does not apply – there are no year 5 Sub-grantees**grantees**
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Updates Updates 2011-2012 School Year2011-2012 School Year
State Auditing of ProgramState Auditing of Program Payroll CertificationsPayroll Certifications Personnel FormsPersonnel Forms ContractsContracts Purchase OrdersPurchase Orders Program implementationProgram implementation
Student transportation – to and from siteStudent transportation – to and from site Facility is safe and accessibleFacility is safe and accessible
PPICS UpdatesPPICS Updates Reporting of HSA scoresReporting of HSA scores Updating of Grantee ProfileUpdating of Grantee Profile
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Credit Recovery and Credit Credit Recovery and Credit AccrualAccrual
2121stst CCLC can be used for Credit CCLC can be used for Credit RecoveryRecovery
Credit Recovery versus Credit Credit Recovery versus Credit AccrualAccrual Credit Recovery is to gain credits loss Credit Recovery is to gain credits loss
due to failure of class or transferring due to failure of class or transferring from the mainlandfrom the mainland
Credit Accrual is to gain credit for Credit Accrual is to gain credit for advancementadvancement
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Payroll Certification Payroll Certification (Handbooks (Handbooks Tab 7 – Personnel)Tab 7 – Personnel)
DOE Memos and Notices (July 11, 2011 and (July 11, 2011 and revised August 3, 2011)revised August 3, 2011) a. a. Single-Cost Personnel (Payroll Certification Form PC-1 (Payroll Certification Form PC-1
Revised July 2011)Revised July 2011) b. b. Multi-Cost Personnel (Payroll Certification Form PC-2 – (Payroll Certification Form PC-2 –
Revised July 2011)Revised July 2011) Send copies of completed forms via scan/email to Sharon Hiramoto, Office of Send copies of completed forms via scan/email to Sharon Hiramoto, Office of
Fiscal Services (OFS), Accounting Section, on Lotus Notes, or via fax to OFS Fiscal Services (OFS), Accounting Section, on Lotus Notes, or via fax to OFS Accounting Section at 808-586-3374.Accounting Section at 808-586-3374.
The original of the payroll certification form(s) must be The original of the payroll certification form(s) must be maintained in the school or office.maintained in the school or office.
Time sheets need align with payroll need align with payroll certification dates (1certification dates (1stst and last day listed on and last day listed on timesheet needs to be the “to” and “from” date timesheet needs to be the “to” and “from” date on the payroll certification form)on the payroll certification form)
Payroll certification form FAQs and Standards Payroll certification form FAQs and Standards of Practiceof Practice
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Personnel Issues Personnel Issues (Handbooks Tab (Handbooks Tab
7 – Personnel)7 – Personnel) Temporary Contract Employees (TCE)Temporary Contract Employees (TCE) TCE are used to temporarily hire someone with unique set TCE are used to temporarily hire someone with unique set
of skills to perform duties for a set amount of timeof skills to perform duties for a set amount of time Description of duties needs to be uniqueDescription of duties needs to be unique
Hiring IssuesHiring Issues Hiring and Termination questions – District PROHiring and Termination questions – District PRO Part-Time Teacher (PTT) and Paraprofessional Tutor (PPT) Part-Time Teacher (PTT) and Paraprofessional Tutor (PPT)
are casual employeesare casual employees paid for instruction only paid for instruction only PTT and PPT designation is determined by documented PTT and PPT designation is determined by documented
educational experience educational experience Planning time is not an allowable expense under the grantPlanning time is not an allowable expense under the grant 2121stst CCLC funds are not to be used to pay for substitute CCLC funds are not to be used to pay for substitute
teachers during the regular school dayteachers during the regular school day
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Procurement Procurement (Handbooks Tab 5 – (Handbooks Tab 5 –
Resource Management)Resource Management)
Procurement – procurement of Procurement – procurement of goods and/or servicesgoods and/or services Quick Reference Matrix for Procurement of Quick Reference Matrix for Procurement of
GoodsGoods Quick Reference Matrix for Procurement of Quick Reference Matrix for Procurement of
ServicesServices
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Equipment and Real Equipment and Real Property Management Property Management
(Handbooks Tab 6 – Fixed Assets)(Handbooks Tab 6 – Fixed Assets) Equipment and property must be Equipment and property must be
acquired in accordance with state lawacquired in accordance with state law Property equipment records are Property equipment records are
maintained for equipment maintained for equipment All equipment acquired with federal All equipment acquired with federal
dollars is used in the program for dollars is used in the program for which it was acquiredwhich it was acquired
A physical inventory of all federal A physical inventory of all federal equipment is taken and properly filed equipment is taken and properly filed
249/20/2011
Equipment and Real Equipment and Real Property Management Property Management
(Handbooks Tab 6 – Fixed Assets)(Handbooks Tab 6 – Fixed Assets) Items purchased with 21Items purchased with 21stst CCLC funds with an CCLC funds with an Inventory Inventory
Threshold of $1,000.00 or moreThreshold of $1,000.00 or more and theft - sensitive items, (i.e. and theft - sensitive items, (i.e. computers, printers, video cameras/equipment, TVs, flash computers, printers, video cameras/equipment, TVs, flash drives/USB, iPods, or cellular phones) need to be properly drives/USB, iPods, or cellular phones) need to be properly tagged with 21tagged with 21stst CCLC grant information and stored in the CCLC grant information and stored in the proper location (It is best to attempt to tag all items purchased proper location (It is best to attempt to tag all items purchased with 21with 21stst CCLC funds if possible) CCLC funds if possible)
Information to be written on items purchased with 21Information to be written on items purchased with 21stst CCLC funds – use labels, CCLC funds – use labels, Permanent Marker or engraving pen:Permanent Marker or engraving pen:
2121ststCCLC Program -18050 and Fiscal Year PurchasedCCLC Program -18050 and Fiscal Year Purchased
Purchase Order NumberPurchase Order Number
Property NumberProperty Number
Decal NumberDecal Number
Serial NumberSerial Number
All items purchased with 21All items purchased with 21stst CCLC funds that are loaned out or CCLC funds that are loaned out or borrowed need to have a sign in/sign out system or logging borrowed need to have a sign in/sign out system or logging system in placesystem in place
Borrower and LocationBorrower and Location Teacher and Room/Bldg. #Teacher and Room/Bldg. #
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DateDate EventEvent Other InfoOther InfoFriday, October 21st Cohorts 4, 5 and 6 - All data for state
report is dueSend in appropriate sections
Friday, November 4th Last day to enter data into PPICS for Hawaii
Data entered to validate it for feds and reporting.
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PPICS DatesPPICS Dates
OBM Circular A-87 OBM Circular A-87 (Attachment B 1-42)(Attachment B 1-42)
(Handbooks Tab 13 – References)(Handbooks Tab 13 – References) Establishes principles and standards for Establishes principles and standards for
determining costs for Federal awards carried determining costs for Federal awards carried out through grants, cost reimbursement out through grants, cost reimbursement contracts, and other agreements with State contracts, and other agreements with State and local governments and federally-and local governments and federally-recognized Indian tribal governments recognized Indian tribal governments (governmental units).(governmental units). http://www.whitehouse.gov/omb/http://www.whitehouse.gov/omb/
circulars_a087_2004circulars_a087_2004 http://www.whitehouse.gov/omb/http://www.whitehouse.gov/omb/
circulars_a087_2004#attbcirculars_a087_2004#attb
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Supplement not SupplantSupplement not Supplant(Handbooks Tab 3 and 5 – Program Implementation and (Handbooks Tab 3 and 5 – Program Implementation and
Plan and Resource Management)Plan and Resource Management)
The term “supplement” is defined as “to The term “supplement” is defined as “to add to” while the term “supplant,” add to” while the term “supplant,” means "to replace or take the place of.” means "to replace or take the place of.”
Both federal and state law require that Both federal and state law require that 2121stst CCLC funds be used to supplement CCLC funds be used to supplement (increase), but not supplant (replace), (increase), but not supplant (replace), the existing level of federal, state, local the existing level of federal, state, local and other non-federal or state funds that and other non-federal or state funds that have been available to conduct before have been available to conduct before and after school program activities.and after school program activities.
289/20/2011
Travel (In-state and out Travel (In-state and out of state)of state)
Allowable and approvedAllowable and approved Unapproved travel taken with 21Unapproved travel taken with 21stst CCLC funds CCLC funds
– funds need to be AC-4 back into 21– funds need to be AC-4 back into 21stst CCLC CCLC program account – is considered a violationprogram account – is considered a violation
Needs to be reflected in application, Needs to be reflected in application, budgeted for and approved by CAS budgeted for and approved by CAS DOE Memos and Notices (2-25-10)DOE Memos and Notices (2-25-10)
21st CCLC can pay for registration 21st CCLC can pay for registration fees, lodging and rental cars, along fees, lodging and rental cars, along with a few per diems – all costs must with a few per diems – all costs must be reasonable, necessary and allocablebe reasonable, necessary and allocable
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Budget ProcessBudget Process Budget PlanningBudget Planning
Level funding for the first three years; 25% less Level funding for the first three years; 25% less year 4; 50% less year 5year 4; 50% less year 5
Distribution of fundsDistribution of funds Program ID 18050Program ID 18050 Check the Org ID that funds were distributed toCheck the Org ID that funds were distributed to Do not let the funds lapse – create spreadsheet to Do not let the funds lapse – create spreadsheet to
help determine year funds are used- funding help determine year funds are used- funding cycle examplecycle example
11stst year - 2009-2010 year - 2009-2010 funds must be spent by 6-1-11 funds must be spent by 6-1-11 22ndnd year - 2010-2011 year - 2010-2011 funds must be spent by 6-1-12 funds must be spent by 6-1-12 33rdrd year - 2011-2012 year - 2011-2012 funds must be spent by 6-1-13 funds must be spent by 6-1-13 44thth year - 2012-2013 year - 2012-2013 funds must be spent by 6-1-14 funds must be spent by 6-1-14 55thth year - 2013-2014 year - 2013-2014 funds must be spent by 6-1-15 funds must be spent by 6-1-15
Allowed a carryover of one year for each funding Allowed a carryover of one year for each funding year (First In First Out - FIFO). However, be year (First In First Out - FIFO). However, be careful on thiscareful on this
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Resources for 21Resources for 21stst CCLC CCLCUnited State Department of EducationUnited State Department of Education http://www.ed.gov/programs/21stcclc/index.htmlhttp://www.ed.gov/programs/21stcclc/index.html
SEDL Advancing Research, Improving EducationSEDL Advancing Research, Improving Education http://www.sedl.org/http://www.sedl.org/ http://www.sedl.org/afterschool/toolkits/http://www.sedl.org/afterschool/toolkits/
Afterschool AllianceAfterschool Alliance http://www.afterschoolalliance.org/http://www.afterschoolalliance.org/ http://www.afterschoolalliance.org/loa.cfmhttp://www.afterschoolalliance.org/loa.cfm
You for YouthYou for Youth http://y4y.ed.gov/y4y-pdm/http://y4y.ed.gov/y4y-pdm/
Please see list of websites in Sub-grantee handbook – Please see list of websites in Sub-grantee handbook – Tab 13 - ReferencesTab 13 - References
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Table DiscussionTable Discussion How can your 21How can your 21stst CCLC program support struggling CCLC program support struggling
schools?schools? Does this program make a difference? How do the Does this program make a difference? How do the
efforts of the 21efforts of the 21stst CCLC program align to the school’s CCLC program align to the school’s effort to improve student achievement?effort to improve student achievement?
Can we build towards sustainability? What efforts is Can we build towards sustainability? What efforts is each of the sites doing to address this? What type of each of the sites doing to address this? What type of support/commitment are you getting from your support/commitment are you getting from your partner(s) to build sustainability? partner(s) to build sustainability?
329/20/2011
Next StepsNext Steps
Questions and AnswersQuestions and Answers Special Programs Management Special Programs Management
Section (SPMS) Personnel Update Section (SPMS) Personnel Update EvaluationEvaluation
339/20/2011
Aloha and MahaloAloha and Mahalo
Daniel WilliamsDaniel Williams
808-203-5520 – phone808-203-5520 – phone
808-735-8229 - fax808-735-8229 - fax
[email protected][email protected]
475 22nd Avenue 475 22nd Avenue Room 126Room 126
Honolulu, Hawaii 96816Honolulu, Hawaii 96816349/20/2011
