Roles and Responsibilities for After School Matters ... · 9/3/2019 · • A project with relevance to real-world applications and industry–standard experiences ... Program Attendance

SUMMER 2018 | FALL 2018 | SPRING 2019

Roles and Responsibilities for After School Matters Instructors

TABLE OF CONTENTS

PROGRAM START-UP 1-3

Program Quality 1

Preparation for the Program 1

Teen Enrollment Guidelines 2

Guidelines for Adding/Dropping Teens 2

Program Orientation for Teens ***Please review NEW information*** 2

Commission Opportunities 3

DURING PROGRAMS 4-9

Teen Attendance Guidelines and Procedures ***Please review NEW information*** 5

Teen Breaks ***Please review NEW information*** 6

Participant Checks ***Please review NEW information*** 6

Tax Information 7

Teens without a permanent address 7

Teen Safety and Crisis Management 8

Inclusion Services 8

Program Assessments 8

Teen Surveys 8

POST-PROGRAMS 10

Responsibilities for Instructors without a Liaison 11

Stipend Administration ***Please review NEW information*** 11

Confirming Accuracy of Teen Documents 11

Collecting and Storing Teen Documents 12

End-of-Year Pick-Up 12

APPENDIX 13-15, A1-A14

Procedures for Interviews 13-15

Cityspan steps

Accessing Applicant Information in Cityspan A3

TABLE OF CONTENTS

Enter Interview Outcomes in Cityspan A5

Enrolling Teens in Your Program in Cityspan A6

Accessing Teen Checklists and Entering Enrollment Requirements A8

Print Attendance Sheet in Cityspan A10

Entering Attendance in Cityspan A11

Un-enrolling and Dropping Teens in Cityspan A13

PROGRAM START-UP

The Instructor is the main contact for the program site, unless otherwise indicated, and is responsible for all program-related matters. Instructors must have the authority and ability to coordinate After School Matters related activities with all program staff and the program site. The following key functions will define that role.

If you are an Instructor at a program site without a Liaison, please see additional responsibilities on page 9.

Further information can also be found in the various toolkits that will be distributed to you by After School Matters staff. Please reach out to your Program Specialist if you need additional assistance locating information.

Program Quality After School Matters expects Instructors will provide teens with high-quality, thriving experiences, which include:

• Hands-on, project-based learning

• Critical 21st Century college and career readiness skills--planning, time management, active listening, self-control, developing problem-solving skills, and reflection

• Opportunities for self-expression, asking questions, and taking risks

• Well-structured program with clear limits and expectations

• Youth relationships based on respect

• Youth input/voice related to program activities and project decisions

• A project with relevance to real-world applications and industry–standard experiences

• A cooperative and collaborative environment of high expectations

• Immediate feedback on skill development and mastery of skills; and

• Supportive relationships promoting positive outcomes

Preparation for the Program Prior to the first day of programs, Instructors are expected to:

• Review the proposal that you and/or your organization submitted

• Review the Contract for Services (including the Scope of Services attached as Exhibit A) with After School Matters – this legal document explains your general responsibilities as well as policies and regulations

• Review this manual and the Teen Participant Manual

• Attend After School Matters required professional development opportunities

• Attend After School Matters New Instructor Institute (if applicable); Branch Orientation; “Start Up” Meeting

• Purchase all supplies and equipment (if stated in your budget to do so);

• Check-in equipment and supplies you receive from After School Matters and execute Acknowledgement and Receipt of After School Matters Equipment (if applicable);

• Recruit eligible teens, directing them to the online application;

• Interview and select applicants. Refer to the Appendix for teen interview procedures and how to enter interview outcomes in Cityspan

o Notify all teens and parents of interview outcome (even if not selected);

• Plan a field trip related to the content of the program, and submit field trip request form(s) to your After School Matters Program Specialist for approval and purchase of any needed tickets or transportation

• Ensure all teens complete and submit a field trip permission form

• Select Guest Speaker(s), experts in the program’s content-area/profession or proficient in resume/portfolio development (as approved by your Program Specialist)

• Attend any other After School Matters approved meetings

• Develop and facilitate an agenda for orientation activities for participants at your program site

• Make sure you have sufficient amounts of all necessary forms, pens and folders

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PROGRAM START-UP

• Review all applicable After School Matters policies and procedures, including but not limited to the Overview and Program Policy Manual, Program Attendance and Location Policy, Social Media Policy, and Teen Art/Final Product Policy (these are all available in the Cityspan “Documents” section)

Teen Enrollment Guidelines • All programs must meet the minimum required numbers of participants before a program can start;

• The minimum enrollment rate for any program is 80% of the target enrollment number (24 teens for a program with a target of 30; or 12 teens for target of 15);

• To ensure maximum enrollment, all programs must over enroll by 5%; - A program of 30 must over enroll to 32+ participants; a program of 15 must over enroll to 16+; and

• Liaisons are responsible for enrolling teens in the program, ensuring that the information teens entered in their application is accurate.

Guidelines for Adding/Dropping Teens • If a teen stops attending program, notify the Liaison (if one is assigned to your program site) to “drop” the teen

from the program in Cityspan o Note, dropping is different than un-enrolling. Only un-enroll teens who never attended program o Refer to the Appendix for instructions on how to un-enroll and drop teens in Cityspan

• See “Teen Participant Discipline Policy” in the Overview and Program Policy Manual for acceptable justifications for dropping teens

• Replacing Teens After the First Day: - After School Matters strongly recommends that all programs establish a waitlist of 5-10 eligible teens to

ensure you meet the minimum average daily attendance of 80% - Waitlisted participants can be hired after the first day of the program, but no later than two weeks after

programs start to replace participants who stop coming or drop out of the program - All new participants must go to www.afterschoolmatters.org to apply online and submit all required

documentation to the program Liaison

Program Orientation for Teens The participant orientation is a required component of the first week’s activities of After School Matters programs. The objective is to introduce participants to the program, organization, and program expectations in a comprehensive and systematic way. The essential points that must be covered are:

• Program overview

• Instructor expectations

• Responsibilities specific to your program

• The After School Matters Teen Participant Manual

• Grievance procedures and how teens should report grievances and incidents of harassment

• Stipend administration, including: attendance procedures; stipend; check distribution dates; and procedures for reporting any discrepancies in checks

• Participant schedules and reporting locations

• Expectations of participants concerning: o Responsibilities o Personal conduct and social relationships o Personal hygiene and attire o Respect and safety

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http://www.afterschoolmatters.org/

PROGRAM START-UP

• Explanation and completion of the following data/forms required to receive a check (Run the Enrollee Checklist Report in Cityspan to see which teens have already completed these items.):

o SSN/ITIN and legal name for IRS verification entered directly into Cityspan: Instructors/Liaisons do not have to make copies of SS Cards/ITIN to enroll a teen

o ***NEW***Program Acknowledgment, Consent, and Release form: After School Matters is rolling

out a revised Program Acknowledgment, Consent, and Release (PACR) Form for Summer 2018. The

revised version will address teen breaks, among other topics. ALL TEENS (continuing and new) in any

apprenticeship program will need their parent/guardian to sign and submit the form, regardless of

having a signed PACR on file. At the launch of the Summer 2018 Teen Application, parents and

unaccompanied youth (youth who are not in the physical custody of a parent or guardian) who are

18 or older may sign and submit their PACRs electronically, which will automatically check the PACR

as submitted in the Cityspan Teen Checklist. However, signed paper copies of the PACR will still be

accepted, and instructors will have to manually check it in Cityspan’s Teen Checklist.

o ***NEW***Visual Artists Rights Act (VARA) Waiver: Only applies to visual arts programs. Teens are no longer required to turn in VARA waivers for ASM arts programs that are creating public art (e.g., murals, mosaics, sculpture installations) or commissions that will be displayed in building lobbies or public areas. Instructors of programs that create public art can sign on behalf of all teens in their program so long as the instructor is involved in the design and/or creation of the artwork. Program Specialists will send and collect VARA waivers from Instructors, if needed

o Valid City of Chicago address o Interns/Assistants have additional requirements. See the Intern/Assistant Packet for details.

**New Participants who are accepted into the program after the orientation has already been given to the initial group of teens should receive their own orientation on the first day they report to the program. Remember to bring the new participants up to speed with program content and to integrate them into the group environment with ice breakers and other community-building strategies from week 1. Be sure to be clear about what stipends they may not be eligible for based on their start date.**

Commission Opportunities Since the inception of After School Matters, teens have been commissioned to create and install pieces throughout the City of Chicago. Commissioned works provide teens with the opportunity to experience approaching a project as a real-world professional—from drafting a plan that meets a client’s needs, to proudly representing their finished work. These unique pieces are customized to client specifications, are intended for permanent display, and can be included in a teen’s portfolio. Please contact Regina Marchese at [email protected] to recommend talented teens who can complete high-level commissions work.

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mailto:[email protected]

DURING PROGRAMS

Instructors are expected to lead by example. As an After School Matters Instructor, you are responsible for creating an engaging, hands-on, interactive learning environment for participants. Your leadership will have a great impact beyond program activities. You are required to:

• Be at your site prior to program start time, leaving enough time to set up for the day and be ready for teens when they arrive

• Attend all scheduled program days. If you must be absent, you must notify the Program Specialist in writing (e-mail is acceptable) at least seven (7) days in advance of the proposed absence to allow for adequate coverage or rescheduling. In case of an extreme emergency, you must notify the Program Specialist as soon as possible, but no less than three (3) hours prior to the program start. If you cannot reach the Program Specialist, you must contact the Program Manager

• Submit for approval any revised program plan to your Program Specialist

• Assist in recruiting teens for special projects, internships, commissions, and downtown Advanced Apprenticeships as requested

• Provide opportunities for 21st Century college and career readiness skill development through program delivery and ensure teens develop a resume / portfolio prior to program completion

• Provide trade school/college/employment resources related to your content area or profession

• Attend and assist teens in preparing for a successful showcase at the end of the school year (where applicable)

• Provide immediate performance feedback based on successes and challenges to teen participants as learning opportunities

• Document any final product/performance as directed by your Program Specialist

• Notify your Program Specialist and complete the necessary paperwork if any equipment is damaged, lost or stolen.

o For stolen equipment valued over $100, you must file a police report

• Exercise special care and precaution in wrapping and storing all equipment and final products for transportation

• Ensure that computer facilities with Internet access are secured and time is scheduled for all program participants to complete After School Matters Teen Surveys during the final two weeks of programs

• Adhere to the Communications Toolkit for all media, branding, and public events

• Display After School Matters signage at program space for all events, performances, and final product exhibitions (contact your Program Specialist for ASM program space sign)

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DURING PROGRAMS

Teen Attendance Guidelines/Procedures • Instructors are responsible for ensuring teens accurately sign in and out daily on ASM Attendance Sheets, entering

attendance into Cityspan by Sunday evening of every week, and submitting attendance sheets to your Liaison. At

least 90% of teen attendance data must be entered by Sunday evening of every week to ensure an accurate reflection of teen eligibility for stipends and the overall attendance rate for your program. Attendance reports are generated on Monday mornings by ASM to monitor compliance, after which an email notification will be sent to those who do not meet the 90% benchmark

• Liaisons will confirm attendance entry in Cityspan, store attendance sheets and teen documents, and submit them to After School Matters at the end of the program session

• All of these tasks are performed online. Please read the procedures outlined in the Appendix section of this manual, which can also be downloaded from the ‘Documents’ section of Cityspan

• Programs must achieve an average daily attendance rate of 80%

Att

end

ance

Exp

ecta

tio

ns • Teens are expected to attend programs every day for the entire duration of the program time;

absences will impact the teen’s eligibility to receive the final stipend.

Arr

ivin

g La

te/

Leav

ing

Earl

y • If a teen arrives 15 minutes late to program, the Provider must notify the teen’s parent/guardian.

• If a teen needs to leave early, they must provide written notice from a parent/ guardian.

• If a teen arrives more than 15 minutes late, or leaves more than 15 minutes early, this may be considered an absence.

Ab

sen

ces

• If a teen expects to be absent from a program for one or more days, they must bring a signed letter from their parent or guardian explaining the absence(s).

• If a teen is absent due to illness or otherwise has not sent a letter in advance, their parent/guardian must call the Provider prior to the program’s start time.

• If a teen is absent without prior notice, the Provider must notify the teen’s parent/guardian.

***NEW*** Please note the following new information regarding absences:

• The maximum number of absences allowed during the Summer is 3. During the School Year, the maximum number of absences allowed is 4 during the Fall and 4 during the Spring.

• If a teen exceeds the allowed maximum number of absences, they will not receive the final stipend check at the end of the program and they may be dropped from the program.

• There will no longer be an excused/unexcused absence. All absences will be treated the same. • A makeup by a teen is no longer allowed. • Makeup week is for programs, not individual teens (e.g. snow days, program day cancellation

due to instructor illness, etc.).

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DURING PROGRAMS

***NEW***Teen Breaks After School Matters rolled out a consistent approach to teen breaks during programs. Instructors can offer a break within the guidelines and best practices identified by After School Matters and described below. A program instructor can decide whether to offer breaks, which may depend on the nature and location of the program, the teens’ needs, and the program length. These breaks may be unsupervised and/or take place off program premises. Breaks may be taken for eating or buying a snack, using the restroom, stretching and moving, taking a “brain break,” or similar activities. To the extent instructors permit breaks, breaks should not exceed the following durations:

Length of Program Length of Break

3 hours or fewer 10 min.

3 - 4 hours 15-20 min.

4 - 6 hours One 15-20 min. break and a second 10 minute break. (The time for the two separate breaks should not be combined into a single, longer break.)

Participant Checks

• Program participants receive their stipends in the form of checks. Please note that checks cannot be cashed prior to the check date, and therefore should not be distributed prior to this date.

• To ensure timely check delivery, please adhere to the following procedures:

o A program designee will be responsible for receiving checks at its facility or picking up checks at After School Matters offices at Gallery 37 at 66 E. Randolph during the designated dates and times. Confirm your check delivery location under “Check Delivery Location” on the General Info tab of your activity in Cityspan

o To request a change in Designated Check Delivery location, e-mail [email protected] two weeks prior to the check date

o For the final stipend, it is advisable to schedule a time for teens to return to the program site to pick up checks. This plan should be communicated to teens prior to the last day of program

o Some organizations choose to mail out the checks since the program will not meet again. Please confirm your teens’ addresses prior to doing so. Remember an address may be valid but that does not guarantee that this is where the teen lives

• If a check is lost, stolen, or never received, the teen must complete the Lost/Stolen Check Form provided in Cityspan or www.afterschoolmatters.org/teens/resources-for-teens/ and email it to [email protected].

• ***NEW***Teens will now have the ability to confirm their program status, as well as manage their stipend or wage eligibility. This new resource will provide teens with an overview of the following:

o Program Status o Stipend Details o Stipend Verification Status

They can now confirm if they are on track to receive a stipend or intern/assistantship wage. If they are missing information, the Teen Pay and Stipend page will provide them with a list of what is missing and a link for them to submit information or documentation. In addition, this new resource will also provide clear

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http://www.afterschoolmatters.org/teens/resources-for-teens/


DURING PROGRAMS

instructions on what to do if they are not enrolled in a program. Teens will need their application number to access this Teen Pay and Stipend page within the teen application at

https://youthreadychicago.cityspan.com/Web/sms/OnlineEnrollment/Spring2018/Application.asp. The application number was provided in the enrollment email sent to teens and the parent/guardian email on file. If teens need their application number, please have them call 312-742-4182 or email [email protected].

Tax Information If a teen is a pre-apprentice, apprentice or advanced apprentice, After School Matters does not withhold taxes from the stipend checks. However, if a teen receives $600 or more from After School Matters over the course of a calendar year (January 1—December 31), he or she will receive a 1099 form the following January.

• The 1099 lists the amount of money that the teen is awarded from After School Matters during the previous year

• After School Matters has to report to the IRS the total amount of money that the teen is awarded

If a teen is an intern or an assistant during the summer session and/or a prior program session in the same calendar year, he/she will receive a W-2 form instead of a 1099 from After School Matters, and After School Matters is required to continue to withhold taxes. Unlike with the 1099, a teen intern or assistant will receive a W-2 regardless of how much he or she was paid.

After School Matters will mail any required tax form (1099 or W-2) by January 31 of the next year. If the teen moves, it is the teen’s responsibility to inform After School Matters of his or her new address. Teens may also e-mail their new address to [email protected] (including their name and date of birth).

Some participants and/or their families may be responsible for taxes on stipend amounts that they may have received from After School Matters.

If they or their family have questions about how to handle the information on a tax form, they should consult a tax advisor. To find resources for free tax assistance, call City Services at 311 or visit http://taxprep.cityofchicago.org. More detailed information can also be found in the “Stipend Tips for Instructors and Liaisons,” which is located in the Document section of Cityspan.

Teens without a permanent address Teens who do not have a permanent home address will be able to check a box within the teen application that will allow them to bypass that field and continue with the application. Entering a home address was previously required; this function will now remove what may have been a barrier for teens to participate in our programs.

• Our Finance and Programs departments will contact you and/or your Liaison to ensure that teens who check this box receive their stipend checks (and any other items that otherwise would be mailed home) in a secure and timely manner.

• If, during your program, a teen tells you and/or your Liaison that they have no permanent address, please contact your Program Specialist and the Finance Department to ensure their check will not get mailed.

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https://youthreadychicago.cityspan.com/Web/sms/OnlineEnrollment/Spring2018/Application.asp


http://taxprep.cityofchicago.org/

DURING PROGRAMS

Teen Safety and Crisis Management Please refer to the “After School Matters Crisis Response Plan” and all other safety policies outlined in the Overview and Program Policy Manual.

1. Always have emergency contact information for every teen in your program easily accessible during every day the program is in session;

2. Ensure the physical and emotional safety of teens in emergency situations; 3. Act as Mandated Reporter (see “Mandated Reporter” in Overview and Program Policy Manual); 4. Ensure the program space is safe and welcoming, and that participants are not subject to harassment

Inclusion Services The goal of inclusion at After School Matters is to provide teens with disabilities greater access to ASM programs, to integrate non-disabled teens with their disabled peers, and provide insight into the abilities and strengths of teens with disabilities.

All Chicago Public School students with disabilities, ages 14 to 22, are eligible for programs. Parents and Guardians are asked to provide information about their teen(s) which helps After School Matters Staff identify reasonable accommodations which may be needed for the teen to be successful in ASM programs. Program support for both teens and instructors is available through the Program Supports Coordinator.

The Program Supports Team will:

• Gather information from teens that can be used to determine if accommodations are needed to participate in ASM programs.

• Interact and communicate with parents or guardians about ASM’s ability to provide accommodation for their teens.

• Review program curricula and schedules and provide recommendations and adaptations.

• Provide training and coaching for staff to develop and implement strategies for safely and meaningfully supporting participants who are in need of accommodations or reasonable resources.

Program Assessments After School Matters evaluates the experience of our program providers and our teens through observations, evaluations, and reports to:

• Ensure that programs are operating safely and according to plan

• Ensure that teens are having a positive experience

• Understand the demographics of participants and the skills that teens gain from programs

• Ascertain an instructor’s/organization’s capacity for operating a program (administrative and fiscal requirements)

• Support programs’ integration of Youth Program Quality methods

Administering Teen Surveys Schedule Class Time for Surveys

• Plan well in advance to set aside program time during the last few weeks of the session for teens to take the

survey.

• Arrange time during normal program hours to use available computer labs at your program location.

• If there are not enough computers available for all teens to take the survey at the same time, plan to have teens

take turns on the computers throughout the program time or over several days. The survey typically takes about

a half hour to complete.

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DURING PROGRAMS

• If no computers are available, discuss with your Program Specialist alternative locations that can offer their

services, such as a library.

Obtain Survey Codes

• Log on to www.youthservices.net/asm.

• Choose the 'Admin Reports' tab on the left.

• Download the 'Teen Survey Completion Report'.

• Provide each teen with their unique survey code found in the ‘Survey Code’ column of the report.

Administering the Survey

• Introduce the survey to the teens. Let them know that their responses are essential in improving their program

and the organization as a whole. Every response is read by a member of the Research and Evaluation team so

their opinions do matter!

• Have each teen navigate to http://www.afterschoolmatters.org/teens/.

• About half way down the page they should click on a yellow box on the right side that says ‘take your program

survey now'.

• Teens should enter the unique survey code that you provided them then answer the survey questions as normal.

• Instructors should not walk the teens through the survey as this may make teens feel uncomfortable giving

honest feedback.

• Instructors may answer questions for teens if they do not understand the vocabulary or meaning of items on the

survey.

After Teens Complete the Survey

• Check the Teen Survey Completion Report on the Tuesday or Thursday after your teens have taken the survey.

Teens who have completed the survey should have a date in the ‘Survey Collected’ column.

• The report is not updated live; it is updated on Tuesday and Thursday evenings as of 9am that morning.

• For example, if your teens take the survey on Tuesday afternoon, their completion status will not be updated

until Thursday evening.

• If you have any questions about the survey or would like to see the results of your teen surveys which includes

their feedback on the program, contact Amanda Lambie at [email protected].

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POST-PROGRAMS

Post-Programs

• Work with your Liaison to inventory and secure loaned After School Matters equipment and supplies for return to After School Matters. Your ASM Warehouse Coordinator will contact you or your liaison two weeks prior to the end of the program session (or end of the school year if it is a full-year program) to schedule an appointment for After School Matters to pick up the equipment. If you receive your equipment in gray bins, return equipment in these bins. You are held responsible for the cost to repair or replace any lost, stolen, or damaged equipment not reported and not returned within fourteen (14) days of the conclusion of the Program (or such other date as is mutually agreed to by you and After School Matters). If you work for an organization that has contracted with After School Matters, any replacement or repair cost will be deducted from the final payments owed to the organization.

• Coordinate with your Program Specialist, the After School Matters Warehouse staff and Gift Shop staff to pick up teen final product for sale, in accordance with the Teen Art/Final Product Policy.

• Attend wrap-up meetings and any other After School Matters approved meetings as assigned.

• Complete the Instructor Program Report on Cityspan and an Instructor survey on Survey Monkey immediately following the final day of programs.

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ADDITIONAL RESPONSIBILITIES FOR INSTRUCTORS WITHOUT A LIAISON

1. Ensure space for programming is safe, clean, and appropriate for the program 2. Prior to delivery, identify secure storage space for all After School Matters program equipment 3. Enroll applicants, maintain teen checklist online, and un-enroll/drop teens as necessary: See Appendix for

steps 4. Collect and store teen documents 5. Oversee teen stipend administration 6. Facilitate end-of-year pick up of program supplies and teen documents 7. Ensure that participants have access to computers to complete registration and post-program teen surveys

Stipend Administration

• Be sure to complete checklists in Cityspan so all teens appear as enrolled (not pending) on the Enrollment tab by the deadlines established in the “Stipend Basics” (on Cityspan)

• Run the Enrollee Checklist Report (see Appendix) weekly to assist with this process

• Check off documents you have received from teens and solicit any missing documents

• Review attendance entered in Cityspan

• Receive live payroll check from

• In order to participate and be eligible for a stipend, teens must provide the following information: o SSN/ITIN and legal name for IRS verification entered directly into Cityspan: Instructors/Liaisons do not

have to make copies of SS Cards/ITIN to enroll a teen o ***NEW***Program Acknowledgment, Consent, and Release form: After School Matters is rolling out a

revised Program Acknowledgment, Consent, and Release (PACR) Form for Summer 2018. The revised

version will address teen breaks, among other topics. ALL TEENS (continuing and new) in any

apprenticeship program will need their parent/guardian to sign and submit the form, regardless of having

a signed PACR on file. At the launch of the Summer 2018 Teen Application, parents and unaccompanied

youth (youth who are not in the physical custody of a parent or guardian) who are 18 or older may sign

and submit their PACRs electronically, which will automatically check the PACR as submitted in the

Cityspan Teen Checklist. However, signed paper copies of the PACR will still be accepted, and

instructors will have to manually check it in Cityspan’s Teen Checklist. Further information about the

process will be shared next month.

o ***NEW***Visual Artists Rights Act (VARA) Waiver: Only applies to visual arts programs. Teens are no longer required to turn in VARA waivers for ASM arts programs that are creating public art (e.g., murals, mosaics, sculpture installations) or commissions that will be displayed in building lobbies or public areas. Instructors of programs that create public art can sign on behalf of all teens in their program so long as the instructor is involved in the design and/or creation of the artwork. Program Specialists will send and collect VARA waivers from Instructors, if needed

o Valid City of Chicago address o Interns/Assistants have additional requirements. See the Intern/Assistant Packet for details.

Confirming Accuracy of Teen Documents

• If After School Matters cannot verify a teen’s SSN/ITIN and name with the IRS and/or their address with the City of Chicago, please work with your Program Specialist and Teen Stipend team to get your teen verified

• If a teen’s information is not verified, they are not eligible to receive a stipend

• Cityspan is updated weekly to reflect the results of IRS and address verification

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ADDITIONAL RESPONSIBILITIES FOR INSTRUCTORS WITHOUT A LIAISON

Collecting and Storing Teen Documents

• Collect and securely maintain individual teen files with the required documents from students/parents on or before the first day of programs (Run the Enrollee Checklist Report in Cityspan to see what is required and identify missing documents); Refer to Appendix for detailed steps on accessing teen checklist

• Submit teen documents & attendance sheets to After School Matters at the end of program session (or school year, depending on your program)

• Collect any Teen Discipline Forms for future reference. Submit a copy of the Teen Discipline Form to your Program Specialist within 24 hours if a teen is terminated due to a disciplinary issue. Maintain the original files and submit to After School Matters at the end of the program.

End-of-Year Pick-Up Please coordinate with your Program Specialist and/or Warehouse Operations Coordinator to schedule a time for pickup of teen documents, program supplies, and final products. All materials should be left in a secure location.

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APPENDIX: Procedures for Teen Interviews

To provide transparency and equity within the After School Matters teen application process, please follow the

following interview procedures:

Summer:

1. Teens can select up to 3 program options.

2. After a program receives applications 3 times the target enrollment number**, teens that apply will then be placed on a waitlist.

3. Providers will be required to interview all initial applicants (45 applicants for programs with target enrollment of 15; 90 for programs with target enrollment of 30). After that process, instructors can access their waitlist.

4. Providers will document interview outcomes under Cityspan’s interview tab. An interview outcome must be entered (Recommend Enroll, Do Not Enroll, Not Interviewed, Audit) for every non-waitlisted teen who applied for the program. Refer to interview tab instructions (see Appendix).

Fall: Full-Year Programs As a full-year program provider, instructors in the fall have the option of rolling over teens from the prior to the upcoming program session. Instructors must:

1. Manually enroll teens from the previous session

2. Conduct interviews based on 1.5 times the number of remaining slots available (e.g. for 4 slots remaining – interview at least 6 applicants; for 7 slots remaining – interview at least 11 applicants).

3. Document interview outcomes under Cityspan’s interview tab. An interview outcome must be entered (Recommend Enroll, Do Not Enroll, Not Interviewed, Audit) for every non-waitlisted teen who applied for the program (waitlisted teens appear in blue on the interview tab).

Once a program receives applications 1.5 times the target enrollment number, teens that apply will then be placed on a waitlist.** Fall: School Year Programs Refer to Summer Interview Procedures Spring: Full Year and School Year Programs Refer to Fall: Full Year Programs procedures Spring: Spring Only Programs Refer to Summer Interview Procedures **Internships with target enrollment less than 5: Waitlist starts after 15 applicants **Internships with target enrollment of 6-10: Waitlist starts after 30 applicants **Internships with target enrollment greater than 10: Waitlist starts after 3× target enrollment (i.e. target enrollment is 15, waitlist starts after 45 applicants) 16

How can I access my program’s waitlist? You can access your waitlisted teens’ information the same way you access information on all other applicants. Waitlisted teens will appear on your Cityspan Applicant Report, as well as on your App Enroll tab in Cityspan. On your App Enroll tab, waitlisted teens will appear in blue and will have a (W) next to their name. You can enroll waitlisted teens the same way you enroll all other applicants.

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Diversity After School Matters’ goal is for programs to serve a diverse group of teens in terms of a number of factors such as age, gender, race, ethnicity, and ability. We want programs to access their waitlist if the applicants are low in a certain category (for example, a limited number of girls for a science program).

The Teen Interview Instructors interview applicants and use the selection criteria below to determine who is enrolled in a program.

General Selection Criteria

• Ability to Attend: Teen is not participating in other programs that conflict with the schedule.

• Meets Eligibility Requirements

• High Interest or Curiosity: Teen demonstrate a high interest or curiosity about program

Pre-Apprenticeships

• Curious in exploring the general content or career area

• Interested in career exploration and career readiness skills

• Interested in meeting people with similar interest

Apprenticeships

• Interested in the specific content area

• Willing and able to engage in content area by participating in all program activities

• Demonstrates acquired skills and knowledge by producing a final product

• Able to work cooperatively within a group or team towards a shared goal

Advanced Apprenticeships

• Demonstrates proficiency and experience in the particular content area (portfolio review, audition, digital badges and/or resume)

• Demonstrates history of maintaining past commitments, time management skills, teamwork skills, and other related experience that apply to the position.

• Able to recognize and articulate career readiness skills

• Can attempt higher levels of performance to build and refine skills

• Willing to fulfill time commitment

• Able to apply acquired knowledge and skills to produce a high-quality final product or performance

Assistantships

• At least 16 years old

• Priority given to teens who have completed 2 or more After School Matters program sessions

• Demonstrates an ability to work independently

• Demonstrates a prior level of skill and experience in the area of the program

• Interest in gaining introductory professional experiences alongside After School Matters staff to support programs

Internships

• At least 16 years old (must be 18 in some cases)

• Priority given to teens who have completed 3 or more After School Matters program sessions (same or different programs) and maintained 80% attendance

• Demonstrates an ability to work independently

• Demonstrates a prior level of skill and experience in the area of the program (portfolio review, audition, digital badges and/or resume)

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• Demonstrates history of maintaining past commitments, time management skills, teamwork skills, and other related experience that apply to the position.

• Able to apply career readiness skills in a workplace setting

• Interested in gaining entry-level workplace experience in an office or specific work environment

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Accessing Applicant Information in Cityspan

When the report is generating, a Popup Blocker may appear directly below your toolbar

Put your mouse on the bar and right click to disable it

Click Admin Reports from the

main menu, running vertically

along the left side of the screen

Click Applicant

Report

Select term of your

program

You will see a list of programs that you are

assigned to as a Liaison and/or Instructor.

Select the programs you would like to

generate a report for by clicking the box

next to the program’s name

Click Generate

You can choose to generate a

report on as many programs

as you’d like at one time

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10. Home Phone 11. Cell Phone 12. Allow Text Messaging: Teen either says Yes to receiving text messages or no 13. E-mail 14. Consent/PACR Status : Confirmation that the teen’s Consent Form and PACR has been submitted 15. Number of Previous Programs Participated: Number of After School Matters programs teen has previously

participated in 16. Number of Previous Programs Dropped: Number of After School Matters programs teen has dropped 17. Previous Programs Participated or Dropped: Name of After School Matters programs teen has dropped

A file download will appear

at the bottom of your

screen. Click download to

open

Anytime you download a report

from Cityspan, a warning will

open in Excel asking if you are

sure you would like to open the

report

Click Yes

Applicant Report

will open in Excel Fields included in this report are: 1. Activity ID: A unique identifier

generated for each Activity by Cityspan

2. Activity Name 3. Ranking: Teens rank stipend

programs in order of preference as part of the online application, with 1 being the highest

4. Application Date: The date and time the Teen submitted the application.

5. Person ID: The Cityspan Teen identification number

6. First Name 7. Last Name 8. Age 9. School

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A4

Enter Interview Outcomes in Cityspan

Click Activities from the main

menu, running vertically along the

left side of the screen

Click on the program link 1

If you don’t see your program

listed on the Activities page,

make sure your term is correct

Click on the Interviews tab 2

Enter an interview outcome

for every applicants by

clicking on the drop down

menu next to each name

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Interview Outcome

Options:

Recommend Enroll

Recommend Audit

Do Not Enroll

Not Interviewed

If you enter an

interview outcome of

“Do Not Enroll” or

“Not Interviewed,” you

must select a reason

from the drop down

menu

A red asterisk means no

interview outcome has

been entered

All waitlisted applicants

appear in blue

The number in parenthesis

is how the applicant ranked

the program on the

application A field to type in notes can be used to

further explain an interview outcome

Remember to save

A5

Enrolling Teens in Your Program in Cityspan


menu, running vertically along

the left side of the screen

Click on the program link




Click on the Enrollment tab

Prior to enrolling Teens, the

Enrollment tab presents a blank

Enrollment List

Click the App Enroll button to

access a list of applicants for

this activity

Manual Enroll allows Liaisons to

enroll teens from last term. All teens

that were on the previous term’s

roster will be listed whether or not

they have completed an application

this term. Manual Enroll can be used

during the school year only

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After clicking the App Enroll

button, you will see a list of teens

that applied to this program

If there are more than 100 Teens, you

must search to find the additional

applicants that do not display (You can

obtain names from the Applicant Report)

Rank= Ranking of the

program (how the Teen

preferenced the program

in the application)

Received=Date application

was submitted

Int=Interview Status, as

recorded in the Interviews

tab

A teen who has already been

enrolled in another ASM

program for that term will

display in gray text. The name of

the program in which the Teen

is enrolled is also displayed,

along with the contact

information of the assigned

Liaison for that program

Teens on the program’s waitlist

will appear in blue with a (W)

next to their name

Check the boxes next to

the teens you would like

to enroll and click Next

Step

The official start date of the

activity will be displayed as the

Enroll Date. To change a date,

type in the correct date. Click

Next Step

The teens are now enrolled

in your program

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A7

Accessing Teen Checklists and

Entering Teen Enrollment Requirements









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2

Click on a teen’s status to access his/her

checklist (a teen’s checklist shows you if a

teen has met all of his/her enrollment

requirements) Enrollment Status is based on

enrollment requirements

Pending=All enrollment

requirements are NOT

completed

Enrolled=All enrollment

requirements are

completed

Clicking on the teen’s name

will bring you to the teen’s

record

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At the bottom of the Enrollment page there is a link to

the Checklist Report. This report will show you which

enrollment requirements your teens are missing

A8

Interns will have additional fields on their checklist

Once all requirements are checked, the teen

will change from Pending to Enrolled status.

Mark items on the checklist

as they are received from

teen

If teen is an Auditor or Intern

in an Apprenticeship, check

the box

For internships, you do not

need to mark each teen as

an intern

Enter teen’s Social Security Number or

ITIN. The default for SSN/ITIN Verified

is “No,” but a “Yes” indicates the

SSN/ITIN has cleared

Check off the Program

Acknowledgement, Consent

and Release on File field once

you have received this form

from the teen

The default for Address Verified is

“No,” but a “Yes” indicates the

address is valid. Enter correct

address in the teen record

Check off that you have the

I9 completed along with

copies of the assorted

documents

Check off that you have

received the W-4 forms and

enter the requested

information from those forms

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A9

Print Attendance Sheet in Cityspan








Click on the Reports tab

Select the ASM Attendance Sheet Report

Enter the date range for the sessions

you want to generate an attendance

sheet and click generate

If you only want to generate an

attendance sheet for one session,

the begin date and end date

should be the date of that session

Print out your attendance

sheet to bring to program

Teens should be signing in

and out each day, noting

time in and out

You can generate this attendance

sheet again after entering attendance

and the data will be filled in

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A10

Entering Attendance in Cityspan


menu, running vertically along the

left side of the screen





Click on the Attendance tab 2

1

Click on a date

to enter

attendance

Select a viewing option:

All Dates=All program dates

All Thru Today=All program dates up

until today’s date

Incomplete Thru Today=All program

dates up until today’s date that have at

least 1 teen without attendance entered

Empty Thru Today=All program dates up

until today’s date that do not have any

attendance entered

Completion shows how many of your teens

have attendance entered for that day (i.e.

35/35 means 35 out of your 35 teens have

an attendance record for that day)

Att Rate shows the percentage of

teens present for that program

date

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This screen must

be saved

Enter any pertinent

notes (illness, tardiness,

make-up days)

Click All Present and then

modify for each teen who was

absent by clicking the absent

button next to his/her name

Click Begin or End

time to indicate if a

teen arrived late or

left early. Begin and

End times disappear

when a teen is absent

Begin/End times can be

modified in 15 minute

increments

*If a teen arrives within the

first 15 minutes or leaves

within the last 15 minutes,

enter the full day’s worth of

time

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Click Return to

see attendance

completion

update

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A12

Un-enrolling and Dropping Teens in Cityspan









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2

Click on the “Edit” button for the

teen you would like to un-enroll or

drop

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If you would like to drop a

teen from your program,

click Drop

If you would like to un-

enroll a teen from your

program, click Un-enroll

Drop: Teens who attend at least one

day of program and then stop attending

Un-enroll: Teens who do not show up

or who were mistakenly enrolled

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If you click Drop, then this page will appear

If you click Un-enroll, then this page will appear

Enter the date the teen dropped

Select a reason for the

teen dropping

Enter any notes regarding the

teen dropping the program

Through the drop page, you

can also edit a teen’s start

date

Click Save

Click “Confirm Delete”

When un-enrolling a teen, there

should be No Present or Absent

attendance records. If the teen does

have attendance records, then he/she

should be dropped, not un-enrolled

Advanced Culinary Arts

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A14