Q & A With The Fab ThreeQ & A With The Fab Three

Session Agenda

Grant Management Review- Claims and Budget-related Issues- Carryover Policy- Evaluation- Annual Renewal of Grant

Session Agenda

Program Management Review- Program Requirements- Staffing- Recruitment and Retention of Students- Sustainability- Technical Assistance/Training- Common Compliance Issues- Further Guidance and Resources

Claims for Reimbursement

- DPI Program Fiscal Report (PI 1086) - Available on-line (Resources and

Forms)- http://sspw.dpi.wi.gov/sspw_clc

- Recommend at least quarterly claims- Final budget amendments due May, 30th,

2016- Final Claims Due September 30th, 2015- Claims are retroactive to July 1st,2015

Carryover

- Department policy allows for carryover of unspent funds

- Unspent funds remaining after final year (5th and 10th year) of grant cycle considered “lapsed”.

- “No-cost extension” issued until September 30th of calendar year in which project is scheduled to end.

- Department reserves right to “capture” and reallocate unspent funds in any grant year.

- Allowable carry-over announced in late fall - New awards issued reflecting amended total - Will be asked to submit a budget change request

Budget Change Requests

- Deadline for budget changes - May 30th ,2016- Budget Change Request Form available on CLC

website under “Resources and Forms”- http://sspw.dpi.wi.gov/sspw_clc

- First column: list current approved budget- Second column: list proposed changes to budget- BCR required only when a line item (e.g. salaries,

non-caps, etc. across all functions) needs more than a 10% change

- All budget change requests should be sent to program contact person (Alison, Gary or Tanya)

Electronic Technology Purchases

- Prohibited during the fifth (final) year of each cycle- Programs must answer Technology Assurance

Questions:- Why technology is needed to meet stated

program objectives- Assurance that program’s student-to-staff ratio

is reasonable (less than 1:15)- Additional assurances

- Purchased for CLC use - Staff training provided - Equipment inventory

Food Expenditures

- All programs should pursue opportunities to access other funding sources to cover food costs- National School Lunch Program- Afterschool Snacks

- http://www.fns.usda.gov/school-meals/afterschool-snacks

- Summer Food Service Program- http://www.fns.usda.gov/school-meals/opportunity-sc

hools- Child and Adult Care Food Program

- http://www.fns.usda.gov/cacfp/child-and-adult-care-food-program

- Summary of programs available on California Department of Education website- http://www.cde.ca.gov/ls/nu/as/snackfacts.asp

Determining Allowable Costs

- Is the proposed cost allowable under the 21st Century program? - Supplement vs. supplant- Reasonable and necessary to implement the

program- Is the proposed cost consistent with the approved

grant program plan and budget?- Costs are reflected in the program plan- Staffing is adequately budgeted for and reflected

in plan- More information at:

http://sms.dpi.wi.gov/sms_handbook

Annual Performance Report (APR)

- Dept. of Education contracts with national vendor to collect performance data on all 21st Century Community Learning Centers

- New system for collecting data will be introduced this year

- The new system will allow access throughout year to in-put data

- Programs that operated during the 2014-15 school year are responsible for reporting APR data for that year

- Access to system should be available in coming months

Examples of Information Reported

– Hours and days of operation– Student demographics– Student attendance – Staff demographics– Community partners and their contributions (in-kind

or financial)– Program Activities– Activities targeting adult family members– Teacher surveys– More information at:

http://sspw.dpi.wi.gov/sspw_clceval

Keep records!

Evaluation Plan

Evaluation Plan should include:– Description of performance measures

and evaluation procedures– Explanation of how results will be used

to improve program– Explanation of how results will be shared

with public

Self-Assessment Requirement

- Each center must conduct a self-assessment to use for program improvement during five-year grant period

- Self-assessment schedule:- By end of Year 1 – Identify self-assessment

instrument to be used during 2nd year- By end of Year 2 – Conduct self-assessment and

use results to develop improvement plans- By end of Year 3 – Implement and reflect on

improvement plans- Centers will be responsible for describing self-

assessment actions on yearly renewal application

Approved Self-assessment Tools

- Wisconsin After School Continuous Improvement Process (WASCIP)

- Youth Program Quality Assessment (YPQA)- New York State After School Network

(NYSAN) Quality Self-Assessment Tool (QSA)

- Quality Assurance System (QAS) - More information at:

http://sspw.dpi.wi.gov/sspw_clcassessment

Grant Renewal Application

- Not competitive but used by DPI to monitor program performance and compliance

- DPI form – PI 9550-IV-B-REN- Due May 6, 2016- Opportunity to reflect and plan

Review of Requirements

Minimum number of days and hours:- At least 115 days of programming per school year- At least 10 hours of programming per week- Summer programming does not count towards total number

of days

Minimum number of participants:- 50 “regular attendees”- Regular attendee – student who attends 30 or more days

Review of Requirements (cont.)

Required services and activities:- Academic enrichment in reading and/or

math- At least two other allowable student

activities- Examples: homework assistance, tutoring,

programs for ELL students, STEM activities, arts activities, service learning, recreational activities

- Programming for adult family members- Based on assessment of needs- On-going and sequential

Academic Enrichment

Academic enrichment activities:- Must focus on math or literacy- May focus on other core academic subjects- Should align with WI state standards- Should be different than school day instruction

- Hands on and/or experiential - Project-based- Build on student assets - Incorporate student voice and choice

Homework assistance and tutoring are not the same as academic enrichment!

Staffing

In order to ensure high quality staff:- Hold regular staff meetings- Provide professional development

specifically related to after school issues- Schedule time for staff to plan and

reflect

Recruitment of Students

Programs should:- Target students with greatest academic

need- Student data- Teacher recommendations

- Employ multiple methods for recruiting students- Parent-teacher conferences- Letters and phone calls to parents

- Develop plan for retention of students

Sustainability

- 21st CCLC grant is not intended to be sole funding source for program

- Grantees should pursue partnerships and funding resources to sustain program beyond grant

- Funding Sources to Consider: - Fund 80, Title I, school resources, child care

reimbursement funds (i.e. YoungStar), local businesses, charitable organizations, and civic organizations

Future of 21st CCLC Grant

- Future grant funding dependent on federal funding

- Wisconsin allocation can and does fluctuate

- Reauthorization of the Elementary and Secondary Education Act (ESEA) may change program operations

- For more information visit: http://www.afterschoolalliance.org/

Common Compliance Issues

- CLC activities for youth cannot happen during school hours

- Must offer opportunity to participate to private school students and their families in school service area

- CLC evaluation reports must be made available to public at large

- To be counted as CLC participants, students must receive math and/or literacy enrichment activities weekly

Common Compliance Issues

- 21st CCLC adult family member programming is restricted to family members of CLC participants, unless coordinated with other funding sources

- Programs must ensure safe transportation to and from program

- Program fees cannot be a barrier to participation

Communication

- Please contact us in a timely manner when there are personnel changes to assure contact information is up-to-date

- Program director and program coordinator should be on listserv

- If you aren’t receiving e-mails from alison.wineberg@dpi.wi.gov, you aren’t on listserv

Save the Date

- November 2016: WAN Trainings- March/April 2016: Spring Training- May 6, 2016: Annual Renewal

Application due- May 30, 2016: Final budget revisions

due- June 30, 2016: Deadline for grant

expenditures- September 30, 2016: Final claims due

Further Guidance

- Federal Non-Regulatory Guidance : http://www2.ed.gov/programs/21stcclc/guidance2003.pdf

- WI 21st CCLC Grant Program Guidelines: http://sspw.dpi.wi.gov/sites/default/files/imce/sspw/pdf/clcgrantguidelines2015_16.pdf

Further Resources

You for Youth (Y4Y) website:- Professional development resources and

implementation tools for 21st CCLC sites- Toolkit of instructional best practices for

afterschool: - https://www.y4y.ed.gov/toolkits/afterschool

- Tools for aligning with school day, establishing partnerships, and engaging families

- https://www.y4y.ed.gov/tools/#alignment

21st CCLC Quiz

- Can the grant be used to purchase electronic products?- A. Yes- B. No- C. Only under certain conditions

21st CCLC Quiz

- What is the general rule for determining which program funds may be used to cover a particular activity or expense?- A. Anything can be purchased, as long as it is

used by youth- B. Only staff and consumable materials can be

paid for with the grant funds- C. The cost must, among other things, be

reasonable and necessary for the proper and efficient performance and administration of the grant.

21st CCLC Quiz

- May program funds be used to purchase materials or educational incentives, such as pens, note pads, memo clips, t-shirts, or other items with the 21st CCLC logo on them?- A. No- B. Only to meet the objectives of the grant- C. Yes, it keeps youth interested and

promotes the program

21st CCLC Quiz

- May funds be used to install a wireless network in a school that is also used for 21st CCLC program activities?- A. No- B. Only if the network is used during the

21st CCLC program- C. Yes

21st CCLC Quiz

- Can professional fees allocated within a grant be used to hire grant writers to assist with sustainability?- A. Yes- B. No- C. Only if the application is successful

- How often does the 21st CCLC program have to be evaluated to determine progress towards goals?- A. Once in each cycle.- B. Annually- C. Prior to DPI monitoring the program

21st CCLC Quiz

- What does “supplant” mean?- A. To plant a non-native species in a natural area- B. To replace other Federal, State, or Local dollars

previously used to fund identical activities- C. To expand or enhance activities previously

offered - Under which conditions can the grant be used to fund

an adult family member event?- A. To fund a school-wide family event- B. To fund a neighborhood event for adults- C. To fund an event for adult family members of

21st CCLC participants

Contacts

- Tanya Morin, Consultant (CESA 1)- (608) 267-9393- tanya.morin@dpi.wi.gov

- Gary Sumnicht, Consultant (CESA 3, 4, 5, 8, 9, 10, 11, 12)- (608) 267-5078 - gary.sumnicht@dpi.wi.gov

- Alison Wineberg, Consultant (CESA 2, 6, 7) - (608) 267-3751 - alison.wineberg@dpi.wi.gov