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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 21, 2010September 21, 2010
Airport HotelAirport Hotel19/21/2010
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
29/21/2010
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 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 share the revised reports for State To share the revised reports for State EvaluationEvaluation
To answer/gather questions that sites To answer/gather questions that sites may have concerning 21may have concerning 21stst CCLC grant CCLC grant
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Hawaii’s 21Hawaii’s 21stst CCLC CCLC CohortsCohorts
Cohort 4 (5th year of funding)Cohort 4 (5th year of funding) Castle ComplexCastle Complex Kealakehe ComplexKealakehe Complex
Cohort 5 (3rd year of funding)Cohort 5 (3rd year of funding) Molokai ComplexMolokai Complex Leilehua ComplexLeilehua Complex Kalihi LearningKalihi Learning Central KauaiCentral Kauai
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Hawaii’s 21Hawaii’s 21stst CCLC CCLC CohortsCohorts
Cohort 6 (2nd year of funding)Cohort 6 (2nd year of funding) Kaimuki ComplexKaimuki Complex McKinley ComplexMcKinley Complex Campbell ComplexCampbell Complex Baldwin ComplexBaldwin Complex Kohala ComplexKohala Complex
Cohort 7 (1st year of funding)Cohort 7 (1st year of funding) Hilo ComplexHilo Complex Kau-Keaau-Pahoa Complex AreaKau-Keaau-Pahoa Complex Area Waianae ComplexWaianae Complex Waipahu ComplexWaipahu Complex
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Sharing by ComplexesSharing by Complexes
Cohorts 4, 5 and 6Cohorts 4, 5 and 6 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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Supporting Student Success Through Supporting Student Success Through 2121stst CCLC Opportunities CCLC Opportunities
Sharing by those who attended the summer instituteSharing by those who attended the summer institute
Review from May 11, 2010 Video Review from May 11, 2010 Video ConferenceConference
Will provide CD of video conference, if requestedWill provide CD of video conference, if requested
Federal ContextFederal Context
Every state has an Accountability Every state has an Accountability System (AYP)System (AYP)
Every state has State Standards (HSA Every state has State Standards (HSA and HCPS III)and HCPS III)
U.S. Department of Education U.S. Department of Education partners with every state to assure partners with every state to assure that all children have the opportunity that all children have the opportunity to achieve State Standards (NCLB)to 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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Historical Timeline for Historical Timeline for HawaiiHawaii 2002-20032002-2003
First competition conducted by statesFirst competition conducted by states Cohort 1 – Hamakua, Leilehua, and Waianae ComplexCohort 1 – Hamakua, Leilehua, and Waianae Complex Grant ended 2006-2007 – utilized ENC for 2007-08Grant ended 2006-2007 – utilized ENC for 2007-08
2003-20042003-2004 Revised Non-Regulatory Guidance – February, 2003 U.S. Department of Education funded final year of U.S. Department of Education funded final year of
discretionary USDOE grantsdiscretionary USDOE grants 2121stst CCLC contract to SEDL for technical assistance CCLC contract to SEDL for technical assistance Summer Institutes through SEDLSummer Institutes through SEDL Cohort 2 – Campbell and Kahuku ComplexCohort 2 – Campbell and Kahuku Complex Grant ended 2007-2008 – utilized ENC for 2008-09Grant ended 2007-2008 – utilized ENC for 2008-09
2004-20052004-2005 FY 2004 federal appropriation - $999 millionFY 2004 federal appropriation - $999 million Grantees complete Annual Performance Report (APR)Grantees complete Annual Performance Report (APR) Cohort 3 – Hana, Kekaulike, Waialua, and Waipahu Cohort 3 – Hana, Kekaulike, Waialua, and Waipahu
ComplexComplex Grant ended 2008-2009 – utilized ENC for 2009-2010Grant ended 2008-2009 – utilized ENC for 2009-2010
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Historical Timeline for Historical Timeline for Hawaii (cont.)Hawaii (cont.)
2005-20062005-2006 FY 2005 federal appropriation - $991 millionFY 2005 federal appropriation - $991 million No new RFP for this year; possible new RFP in No new RFP for this year; possible new RFP in
Spring for 2006-07Spring for 2006-07 Federal Monitoring April - Federal Monitoring April - Note: 21Note: 21stst CCLC was CCLC was
not monitored by the feds during this monitoring not monitored by the feds during this monitoring periodperiod
2006-20072006-2007 FY 2006 federal appropriation – $981 millionFY 2006 federal appropriation – $981 million Cohort 4 – Castle and Kealakehe ComplexCohort 4 – Castle and Kealakehe Complex State Monitoring by Nishihama & Kishida for State Monitoring by Nishihama & Kishida for
2005-06 and 2003-042005-06 and 2003-04 2007-082007-08
FY 2007 federal appropriation – $981 millionFY 2007 federal appropriation – $981 million No new grant applicationsNo new grant applications State Monitoring by Grant Thornton 2006-07State Monitoring by Grant Thornton 2006-07
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Historical Timeline for Historical Timeline for Hawaii (cont.)Hawaii (cont.)
2008-20092008-2009 FY 2008 federal appropriation – $981 millionFY 2008 federal appropriation – $981 million Title I monitoring April 16 - 20, 2009Title I monitoring April 16 - 20, 2009 Cohort 5 – Molokai, Leilehua, Kalihi Learning, and Cohort 5 – Molokai, Leilehua, Kalihi Learning, and
Central Kauai ComplexCentral Kauai Complex State monitoring by Grant Thornton 2007-08State monitoring by Grant Thornton 2007-08
2009-102009-10 FY 2009 federal appropriation - $800 million FY 2009 federal appropriation - $800 million
(about a 26% cut)(about a 26% cut) Cohort 6 – Kaimuki, McKinley, Campbell, Kohala Cohort 6 – Kaimuki, McKinley, Campbell, Kohala
ComplexComplex USDE monitoring (January 20, 2010) – desk auditUSDE monitoring (January 20, 2010) – desk audit
Participation of Private Non ProfitsParticipation of Private Non Profits Varied Evaluation CommitteeVaried Evaluation Committee
USDE summary of single audits 2006-07 to 2008-USDE summary of single audits 2006-07 to 2008-09 (August 26, 2010)09 (August 26, 2010) Earmarking Earmarking Equipment and Real Property Management Equipment and Real Property Management
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Historical Timeline for Historical Timeline for Hawaii (cont.)Hawaii (cont.)
2010-20112010-2011 Cohort 7 – Kau-Keaau-Pahoa Complex Area, Hilo Cohort 7 – Kau-Keaau-Pahoa Complex Area, Hilo
Complex, Waipahu Complex, Waianae ComplexComplex, Waipahu Complex, Waianae Complex Consolidated federal monitoring
Various federal programs – Title I, Title II, Title III, Various federal programs – Title I, Title II, Title III, 21st CCLC, , Special Education, Even Start, Migrant Education, Homeless Special Education, Even Start, Migrant Education, Homeless EducationEducation
Tentative ScheduleTentative Schedule USDE monitoring protocol Program Schedule
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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 PPICS Website is now open; reporting for 2009-10
school year.school year. Cohort 4, 5 and 6 are to revise their Grantee Profile Cohort 4, 5 and 6 are to revise their Grantee Profile
and input their APR into PPICSand input their APR into PPICS Cohort 7 does not need to input anything into PPICSCohort 7 does not need to input anything into PPICS
Deadline to have APR into PPICS is November 5, 2010Deadline to have APR into PPICS is November 5, 2010 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 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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Program Questions for Program Questions for Hawaii Local Evaluation Hawaii Local Evaluation
ReportReportTo evaluate implementation, the To evaluate implementation, the suggested outline included the suggested outline included the following list of implementation following list of implementation questions for sites to address in order questions for sites to address in order to obtain an understanding of program to obtain an understanding of program implementation. Narrative to be sent implementation. Narrative to be sent to Dan with evidence attached.to Dan with evidence attached.
Front Cover (1 page)Front Cover (1 page)
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Executive Summary (no more Executive Summary (no more than 4 pages)than 4 pages)
A brief overview of the evaluation, A brief overview of the evaluation, explaining why it was conducted and listing explaining why it was conducted and listing its major conclusions and recommendations its major conclusions and recommendations
Although the summary is placed first, it is Although the summary is placed first, it is the section that you write the section that you write lastlast
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Additional Information to Additional Information to Conclusion and Conclusion and
RecommendationsRecommendations It may be more compelling to present this It may be more compelling to present this
section in the form of a list rather than as a section in the form of a list rather than as a narrativenarrative
The recommendations or options can be the The recommendations or options can be the most influential part of the evaluation reportmost influential part of the evaluation report
Emphasize what is important, and to make Emphasize what is important, and to make clear which conclusions have been clear which conclusions have been tentatively rather than firmly drawntentatively rather than firmly drawn
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State Reporting State Reporting – PREL– PREL Implementation – State profile of 21CCLC programmingImplementation – State profile of 21CCLC programming
Operations, Activities, ParticipantsOperations, Activities, Participants PREL reports by complex and aggregates State totalsPREL reports by complex and aggregates State totals
Program Measures – Did the Complexes/State meet performance Program Measures – Did the Complexes/State meet performance targets?targets? Outcomes are a combination of federally mandated GPRAs Outcomes are a combination of federally mandated GPRAs
and HIDOE-establishedand HIDOE-established PREL reports by complex and aggregates State totalsPREL reports by complex and aggregates State totals
Data Sources – PPICS, Local Evaluation Reports, HIDOEData Sources – PPICS, Local Evaluation Reports, HIDOE
Chuck Giuli and Andrew SahalieChuck Giuli and Andrew SahaliePacific Resources for Education and Learning (PREL)Pacific Resources for Education and Learning (PREL) Telephone: 441-1388Telephone: 441-1388 Fax: 441-1385Fax: 441-1385 Email: Email: [email protected]; ; [email protected]
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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.
KindergartKindergartenen
Grades Grades 1-61-6
GradeGrades 7-12s 7-12
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
239/21/2010
Grant Updates and Grant Updates and TimelineTimeline Level funding for the first three years of the Level funding for the first three years of the
grantgrant Fourth year of the grant, funds reduced by Fourth year of the grant, funds reduced by
25%25% Fifth year of the grant, funds reduced by 50%Fifth year of the grant, funds reduced by 50% Allocation for this year should have come Allocation for this year should have come
down to existing grantees/programs by late down to existing grantees/programs by late September 2010 – allocation approved by Mr. September 2010 – allocation approved by Mr. Hamada - September 17, 2010 (approximately Hamada - September 17, 2010 (approximately 10 days to drop into account)10 days to drop into account)
New grantees (Cohort 7) should have their New grantees (Cohort 7) should have their allocations shortly after submitting revised allocations shortly after submitting revised budgets and having them approvedbudgets and having them approved
Grantees with $50,000 or more of unspent Grantees with $50,000 or more of unspent funds need complete a carryover justificationfunds need complete a carryover justification
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Program MeasuresProgram Measures2008-2009 Programs Measures
Target versus ActualTarget versus Actual
Areas for Improvement Areas for Improvement Percentage of regular program participants with teacher-Percentage of regular program participants with teacher-
reported improvement in attending class regularlyreported improvement in attending class regularly Percentage of centers that offer enrichment and support Percentage of centers that offer enrichment and support
activities such as nutrition and health, art, music, activities such as nutrition and health, art, music, technology, and recreationtechnology, and recreation
Percentage of centers that offer services to parents, senior Percentage of centers that offer services to parents, senior citizens, and other adult community memberscitizens, and other adult community members
Percentage of centers that offer services at least 15 hours Percentage of centers that offer services at least 15 hours per week on average and provide services when school is per week on average and provide services when school is not in session, such as during the summer and holidaysnot in session, such as during the summer and holidays
Proportion of schools “In Good Standing” Proportion of schools “In Good Standing”
259/21/2010
2007-08 Changes to the RFP 2007-08 Changes to the RFP (Options for Cohort 1 and (Options for Cohort 1 and
beyond)beyond) Inquiry about funding programs whose Inquiry about funding programs whose
funding has ended after 5 years.funding has ended after 5 years. Presentation done to the Title I Committee Presentation done to the Title I Committee
of Practitioners (COP) in February, 2007 of Practitioners (COP) in February, 2007 on options to consider. The COP role is to on options to consider. The COP role is to provide recommendations to programs and provide recommendations to programs and state policies as related to the programs state policies as related to the programs managed in the SPMS office.managed in the SPMS office.
See memo that has been posted on DOE See memo that has been posted on DOE Memo’s and Notices (Memo’s and Notices (Date: 3/27/07))
269/21/2010
Change in Request for Change in Request for Proposal (RFP) Process for Proposal (RFP) Process for
21st CCLC:21st CCLC: Priority will be given to new grantees provided they Priority will be given to new grantees provided they
meet the specifications of the grantmeet the specifications of the grant
Cohorts whose funding has ended after their five Cohorts whose funding has ended after their five years of funding may reapply for the grantyears of funding may reapply for the grant
If a grantee is in a cohort whose funding cycle is If a grantee is in a cohort whose funding cycle is ending and decides not to reapply for the funds for ending and decides not to reapply for the funds for next year, but has carryover monies, the cohort may next year, but has carryover monies, the cohort may request an extension from the State Program request an extension from the State Program ManagerManager
This change was added to the “Competitive This change was added to the “Competitive Priorities Section” of the 21st CCLC request for Priorities Section” of the 21st CCLC request for proposal beginning SY 2007-08proposal beginning SY 2007-08
279/21/2010
Procedures for an Procedures for an Extension at No Cost after Extension at No Cost after
funding has endedfunding has ended Submit Submit Extension at No Cost Justification by by
June 16June 16thth:: How much monies do you have remaining and want to carry How much monies do you have remaining and want to carry
over?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. Funds Timeline of when your activities will be completed. Funds
can be extended up to June 1, 2011. can be extended up to June 1, 2011. Castle and Kealakehe complex – if applicable – need to Castle and Kealakehe complex – if applicable – need to
submit by June 1, 2011.submit by June 1, 2011.
Email response on whether or not your Email response on whether or not your extension has been approved.extension has been approved.
289/21/2010
Changes to be aware of Changes to be aware of for for
2010-2011 School Year2010-2011 School Year State Auditing of ProgramState Auditing of Program Payroll CertificationsPayroll Certifications
All should be using the All should be using the 100% funded form Personnel FormsPersonnel Forms ContractsContracts Purchase OrdersPurchase Orders Summer School Fee Summer School Fee
Exemption but don’t charge higher than Exemption but don’t charge higher than normal summer school feenormal summer school fee
Make sure you have a sliding scale - this Make sure you have a sliding scale - this includes the regular school year as wellincludes the regular school year as well
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PPICS ConcernsPPICS Concerns
Reporting of HSA scoresReporting of HSA scores Updating of Grantee ProfileUpdating of Grantee Profile
309/21/2010
Credit Recovery and Credit Credit Recovery and Credit AccrualAccrual
Credit Recovery and Credit Accrualand Credit Accrual 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
319/21/2010
Payroll CertificationPayroll Certification DOE Memos and Notices (8-7-09) – Dr. (8-7-09) – Dr.
Bob Campbell (Now taken over by Office Bob Campbell (Now taken over by Office of Fiscal Services Accounting Section, of Fiscal Services Accounting Section, Sharon Hiramoto) - shall be completed Sharon Hiramoto) - shall be completed and signed by the employee or supervisor and signed by the employee or supervisor twice a year for employees working solely twice a year for employees working solely on a single federal funded program. on a single federal funded program. Certifications shall be:Certifications shall be:
a.a. Signed and dated within 30 days after the Signed and dated within 30 days after the end of the reporting period, andend of the reporting period, and
b.b.For the six months ending December 31 For the six months ending December 31 (July 1 to December 31) and June 30 (July 1 to December 31) and June 30 (January 1 to June 30) of each year.(January 1 to June 30) of each year.
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Payroll CertificationPayroll Certification
Payroll certification formsPayroll certification forms Working solely on a Working solely on a single program – –
most likely form to be usedmost likely form to be used Working in Working in multiple programs
Payroll certification form Payroll certification form FAQs Time sheets need align with payroll need align with payroll
certification dates (1certification dates (1stst and last day listed and last day listed on timesheet needs to be the “to” and on timesheet needs to be the “to” and “from” date on the payroll certification “from” date on the payroll certification form)form)
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Personnel IssuesPersonnel Issues Temporary Contract Employees (TCE)Temporary Contract Employees (TCE)
TCE are used to temporarily hire someone with unique set 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
349/21/2010
ProcurementProcurement
Procurement – procurement of Procurement – procurement of goods and/or servicesgoods and/or services Quick Reference Matrix for Quick Reference Matrix for
Procurement of Goods Quick Reference Matrix for Procurement of Quick Reference Matrix for Procurement of
ServicesServices
359/21/2010
Equipment and Real Equipment and Real Property ManagementProperty Management
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
369/21/2010
Equipment and Real Equipment and Real Property ManagementProperty Management
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 InfoTuesday, September 21th Meeting for all 21st CCLC grantees;
new and returning8:30 – 3:30; Honolulu Airport Hotel
By late September 2010-11 monies are released to current grantees; new grantees will have funds disbursed as soon as budget is approved
Date is depended upon when state receive the funds
Friday, October 22nd Cohorts 4, 5 and 6 - All data for state report is due
Send in appropriate sections
Friday, November 5th Last day to enter data into PPICS for Hawaii
Data entered to validate it for feds and PREL reporting.
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PPICS DatesPPICS Dates
OBM Circular A-87 OBM Circular A-87 (Attachment B 1-42)(Attachment B 1-42)
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
399/21/2010
Supplement not SupplantSupplement not Supplant The term “supplement” is defined as The term “supplement” is defined as
“to add to” while the term “supplant,” “to 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 and other non-federal or state funds that have been available to conduct that have been available to conduct before and after school program before and after school program activities.activities.
409/21/2010
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 21funds 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)
Fund raising for travel Fund raising for travel Funding for travel comes from private and Funding for travel comes from private and
outside sources outside sources Use 21st CCLC in the past to pay for registration Use 21st CCLC in the past to pay for registration
fees and rental cars, along with a few per diems fees and rental cars, along with a few per diems
419/21/2010
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 - 2006-2007 year - 2006-2007 funds must be spent by 6-1-08 funds must be spent by 6-1-08 22ndnd year - 2007-2008 year - 2007-2008 funds must be spent by 6-1-09 funds must be spent by 6-1-09 33rdrd year - 2008-2009 year - 2008-2009 funds must be spent by 6-1-10 funds must be spent by 6-1-10 44thth year - 2009-2010 year - 2009-2010 funds must be spent by 6-1-11 funds must be spent by 6-1-11 55thth year - 2010-2011 year - 2010-2011 funds must be spent by 6-1-12 funds must be spent by 6-1-12
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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Table DiscussionTable Discussion How does your 21st CCLC program align to the Race How does your 21st CCLC program align to the Race
to the Top initiatives?to the Top initiatives? How can your 21st CCLC program support the Race How can your 21st CCLC program support the Race
to the Top initiative?to the Top initiative? 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 to build sustainability? partner to build sustainability?
Does this program make a difference? How do the Does this program make a difference? How do the efforts of the 21st CCLC program align to the efforts of the 21st CCLC program align to the school’s efforts to improve student achievement? school’s efforts to improve student achievement?
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Next StepsNext Steps
Questions and AnswersQuestions and Answers Special Programs Management Special Programs Management
Section (SPMS) Personnel Update Section (SPMS) Personnel Update EvaluationEvaluation
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Resources for 21Resources for 21stst CCLC CCLCCouncil of Chief State School OfficersCouncil of Chief State School Officers http://www.ccsso.org/projects/extended%5Flearninghttp://www.ccsso.org/projects/extended%5Flearning
%5Fopportunities/%5Fopportunities/ http://www.ccsso.org/publications/details.cfm?http://www.ccsso.org/publications/details.cfm?
PublicationID=333PublicationID=333
United State Department of EducationUnited State Department of Education http://www.ed.gov/programs/21stcclc/index.htmlhttp://www.ed.gov/programs/21stcclc/index.html
VideosVideos http://www.begreatamerica.org/video.asphttp://www.begreatamerica.org/video.asp http://www.whitehouse.gov/photos-and-video/video/http://www.whitehouse.gov/photos-and-video/video/
2010/09/14/president-s-back-school-speech2010/09/14/president-s-back-school-speech
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/
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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 96816469/21/2010
