1. 21 ST CCLC COHORT 8 & NEW DIRECTOR MEETING Missouri Department of Elementary and Secondary Education December 10, 2014

2. The Office of Early & Extended Learning Assistant Commissioner Stacey Preis Extended Learning Section Cindy Heislen- Director Jimmy Reed- Supervisor Erika Brandl- Supervisor Kim Wolf- Accounting

3. You may feel like this!

4. Hopefully after today….

5.  MASN  Statewide Evaluation  PQA Studies show that quality afterschool programs are essential to positive youth outcomes.

6. Evaluation Requirements  Each awardee must undergo an annual outside evaluation to assess its progress toward achieving its goal of providing high-quality opportunities for academic enrichment and submit annually to the DESE.  Due October 2015  The results of the evaluation must:  Be used to refine, improve, and strengthen the program and to refine the goals/objectives; and  Be made available to the public upon request.

7. 10 Minute Break

8. Grantee Binder  Reference Guide  Training  Reporting  KCC  MO Afterschool Contacts  Assigned DESE Supervisor

9. Program Management, Operations & Requirements

10. Purpose of 21 st CCLC There are 3 purposes of 21 st CCLC (1)Provide opportunities for academic enrichment including providing tutorial services to help students (particularly students in high-poverty areas and those who attend low- performing schools) meet State and local student performance standards in core academic subjects such as reading, mathematics and science (added by Missouri).

11. Purpose of 21 st CCLC, cont (2) offer students a broad array of additional services, programs, and activities that are designed to reinforce and complement the regular academic program of participating students such as:  youth development activities,  drug and violence prevention programs,  counseling programs,  art, music, and recreation programs,  technology education programs,  ELL & ESL  service-learning, and  character education programs.

12. Purpose of 21 st CCLC, cont (3) offer families of students served by community learning centers opportunities for literacy and related educational development.

13. DESE Portal  The primary grant contact person or their designee is required to access the DESE Portal for Afterschool Programs at a minimum of once per week.  Portal postings include:  Grant changes/updates, available trainings, grant forms, procedures, due dates, federal/state afterschool topics, etc. http://portal.kidscarecenter.com/sites/DESEPortal/default.aspx

14. Grant Guidelines  Hours of Operation/Days Per Week (minimum)  4 days/week  15 hours/week  Attendance  Reported in KCC-due by the 15 th of each month  30+ days (minimum to be considered regular attendee)  Average Daily Attendance

15. Grant Guidelines  Staff Must be 18 yrs or older. All staff must be trained in CPR/First Aid and all emergency procedures by an appropriate trainer. All staff hired after January 1, 2005 must have an FBI fingerprint background check.  Staff changes-Must notify DESE of all key program staff changes  EDGAR 74.25 Revision of budget and program plans. (c) (2). Change in a key person specified in the application or award document.  EDGAR 80.30 Changes. (d) (3). Changes in key persons in cases where specified in an application or grant award.  Key staff change form located on DESE Afterschool Portal

16. Grant Guidelines  MOU’s  Updated yearly and turned in with renewal. Districts subcontracting services CBO’s working with districts  Refer to your grant for MOU guidelines.  Fiscal agent  Grantee’s obligation to meet all requirements  If contracting services out, fiscal grantee responsible for all oversight and financial accountability

17. Grant Guidelines  Fees  Can’t turn kids away for the inability to pay.  Must be kept in a separate account and expended by the end of the 5 year grant cycle for purposes of the grant.

18. Grant Guidelines  Transportation  Transportation and access cannot be a barrier for students participating in the program.  Must have a plan for safe transportation to and from the home and site. (i.e. parent pick with sign in/out sheets, bussing with transportation logs)  If sharing bus with other afterschool activities not related to CCLC, the CCLC grant cannot pay the entire cost.

19. Grant Requirements  Special Needs Students  Required to provide the same modifications and accommodations as provided under their IEP or Section 504 Plans for the regular school day.  Para Professionals  If program is supported with Title I Funds, para professionals must meet the requirements specified in Title I.

20. Grant Requirements  Health and Safety  Must be able to provide evidence of the following: Copies of CPR/First Aid training certification (new guidelines beginning January 1, 2014). Licensed centers must follow licensing rule-1 caregiver at the facility for every 20 children & at least one caregiver with certification in age appropriate 1 st aid and CPR be on site at all times when children are present. Standard operating procedures such as (but not limited to) emergency response plans, field trips, personnel policies, data collection, posted copies of snack and meal menus that meet USDE guidelines, copies of tornado/fire drills, staff and parent handbooks, posted evacuation routes.

21. Grant Requirements  Supervision  Must have appropriate adult/child ratio; DESE recommends a 1:16 ratio for ages 5 and above.  Program Director or appropriate designee must be available during programming hours.  Records  Should be maintained on site for students and staff.

22. Professional Development  Each grantee should offer cost effective opportunities for appropriate professional development for staff and volunteers working directly with students on a daily basis (In addition to grant required training).  A listing of trainings is kept on the DESE Portal for Afterschool under the ‘Training’ tab (not an all inclusive list) and also at: www.moworkshopcalendar.orgwww.moworkshopcalendar.org  MOPD IDs are optional at this time but required for DHSS SCCR clock hour documentation.

23. Partnerships  Effective partnerships allow for more efficient use of local resources.  Collaboration among diverse partners strengthen the variety of services the community can offer.  Example: If a program partners with a hospital, a local church and printing company in the community, they might more easily offer health care information, have church volunteers serving snacks for the program and promote the program with free copying services.

24. What are the different ways you can partner?  Professional development and staffing  Family involvement  Technology and communication tools  Research and evaluation  Public and private funding  Physical Resources  Social Resources

25. Sustainability  Programs should be putting their sustainability plan into action beginning the first year.  Grantees will be asked each renewal year to address the success of their sustainability plan and what specific resources have been secured to ensure that the program can remain open independently of 21 st CCLC funding.  You wrote to a sustainability plan in your competitive application.

26. You for Youth (Y4Y)-Partnerships  Determining Program Needs  Identifying Partners  Leveraging Partners for Program Success  Maintaining Partnerships

27. Lunch Discuss STEM activities in your program

28. Advisory Councils Each grantee must have a diversified advisory council that is actively engaged in the development and implementation of the afterschool program for the life of the grant. Members could be parents, educators, members of civic/service organizations, business community, local, and state government. Evidence will be collected through meeting dates, attendees, and minutes. Advisory Councils should meet frequently (ex: quarterly meetings).

29. Parent/Family Engagement  More than just family nights Relationship building Communication Help engage them in their students learning Create welcome environment Connect them to schools and services available in the community Invite to play role in program planning Offer activities where they can learn new skills

30. Services for Adult Family Members  Must offer an adult component for family members of students enrolled based on need; a plan was written in your application!! NOT COMMUNITY WIDE.  Examples: Love & Logic, CNA Classes, GED Classes, Personal Finance Classes, Parent Education Classes, Technology Classes, Income Tax Help, etc.

31. Private School Consultations  Must provide comparable opportunities for the participation of both public and private school students in the area served by the award.  Must continue consultation periodically throughout the year  USDOE Attorney recommends 4 times per year.  Documentation of consultation must be maintained, updated, and kept on file by applicant for all auditing purposes.

32. You for Youth (Y4Y)-Family Engagement  Family Engagement Checklist  Family Engagement Goals  Supporting & Engaging Families  Understanding & Overcoming Challenges to Family Engagement  Family Engagement Implementation Planner  Reaching Out to Families

33. Linkage to Regular School Day  Needs to be a dedicated effort to achieve on-going communication and articulation of issues between regular school day and CCLC staff; this may include: meetings, trainings, emails, one-on-one.  Programs must also ensure that the academic components are aligned with the school’s curriculum in the core subjects areas of at least, but limited to; math, reading/language arts and science.

34. Program Linkage, con’t  You For Youth (http://y4y.ed.gov)http://y4y.ed.gov  Core Elements for Aligning with the School Day Shared responsibility for student learning & development Data-driven decisions & communication about student progress High-quality staff Planning & preparation time Partnerships at multiple levels in the school(s) & district Connections to family and community resources

35. Activities & Enrichment  “Club Model”-Students only attend clubs they want  Affects on regular attendance  Lesson Plans  Tied to Missouri Learning Standards (CA & Math)  Show-Me Standards (Science) Coming soon-Next Generation Science Standards  Field Trips  Tied to curriculum

36. Financial Overview

37. Save the Date Federal Grants Management Workshops  Information on new Omni Circular requirements  St. Louis March 17, 2015 8:00 am – 4:15 pm Location TBD  Kansas City March 18, 2015 8:00 am – 4:15 pm Location TBD

38. Financial Requirements  CCLC is 100% federally funded under CFDA #84.287c.  All financial and accounting records and documentation pertaining to the award must follow the generally accepted cost accounting principles and other procedures specified by the state.  All applicants awarded a 21 st CCLC contract by the DESE must ensure that records directly associated with the program’s funding are available for viewing by members of the public upon request.

39. Financial Requirements  Must abide by EDGAR and OMB Circular A-87, A-122-Cost principles.  LEA’s refer to A-87  Nonprofit community-based organizations refer to A-122  See Fiscal Guidance Tab for state specific guidance  Contracts  If grantee is subcontracting services to an outside vendor/organization, a contract must be in place and updated on a yearly basis.

40. Financial Requirements  The awardee must agree and understand that the state of Missouri does not make advanced payments to the awardee for any services performed or goods purchased or provided.  The awardee must ensure that all services have been provided or obligated prior to submitting a Request for Reimbursement to the DESE for reimbursement from the DESE.

41. Cash Management Improvement Act (CMIA) This act which requires applicant to demonstrate that when receiving federal funds, they have either already spent the funds or will spend the funds within three days of receipt. To consider the funds “spent”, the transactions should be recorded in your accounting system and the funds delivered to the intended recipients. CMIA is a part of our monitoring process and in the event programs fail to comply with this rule, they will be required to return the amount of interest earned to the feds (see EDGAR 80.20 and 80.21for calculation method to determine interest refund); you cannot earn interest from federal money.

42. Supplement v. Supplant  Per OMB (see Fiscal guidance in binder) Supplanting is presumed to occur when: The subgrantee uses federal funds to provide services that it is required to make available under other federal, state or local laws. The subgrantee uses federal funds to provide services that were provided with non-federal funds in the prior year. The subgrantee uses Title I funds to provide services for eligible children that it provides with non-federal funds to other children. The law does permit subgrantees to exclude state and local funds expended for any entity that operates as a Schoolwide program under section 1114, and for any school or school attendance area as part of a state or local program very similar to Title I.

43. Cost Principles  Necessary  Reasonable  Allocable Proportionate to the time used in the program (e.g. 30% afterschool, 70% regular day) Make sure cost share items are intended for afterschool and meet the goals & objectives stated in the grant.  Legal under State & Local Laws

44. Spending Guidelines  See Fiscal Guidance Tab  Unacceptable/Questionable

45. Financial Report Forms Request for Reimbursement (RFR) Due no later than the 15 th of each month, NO EXCEPTIONS! If received on the 16 th will not be processed until the following month! DESE pays by reimbursement basis. Are purchases reasonable, allocable, and allowable as well as tie back to program goals and objectives? Highly recommend scanning and emailing RFR to DESE Supervisor to verify submission date (faxes don’t always verify correct date).  Indirect Costs  Based on expenditures and not the amount requesting.  On Request for Reimbursement if asking for indirect costs capital outlay/equipment can not be calculated in your indirect cost.

46. Financial Report Forms Budget Amendment Detailed description of request of funds to be moved given on second page. If additional information cannot be covered on second page, you may attach a further explanation or documentation; Both columns should add up to the same amount, Don’t spend funds until BA approved, and No end of year spending spree (lack of planning, or possibly frontloading for next year) No budget amendments for supplies or equipment after May 15 th

47. Financial Report Forms, cont. Final Expenditure Report (FER) Culmination of all the RFR’s submitted during the year (should match all RFR’s submitted for year). Does not replace your last invoice/Does not generate a reimbursement. Due July 15 th Highly recommend scanning and emailing forms to DESE Supervisor.

48. End of Year Spending & Reimbursement  All services must be performed and all purchases of goods must be received by June 30 th  Programs operating thru June 30 th -receive reimbursement July-must show that it is for previous year

49. 10 Minute Break

50. Time & Effort  Time and effort quick guide (see Time and Effort tab)

51. Equipment/Inventory Protocol  Grant purchased equipment is located on-site and used for its intended purpose.  Equipment records are maintained and up-to-date.  Physical inventory of grant purchased equipment/inventory is conducted and results documented in the inventory records at least once every two years.  Equipment purchases are consistent with the budget and approved by the Department.  Adequate safeguards must be in place related to the loss, damage, or theft of the equipment. Any loss, damage, or theft should be investigated and fully documented.  Inventory must be updated as equipment items are purged or new purchases are made.  Equipment items purchased with Federal funds are to be identified and physically marked as such.  Adequate maintenance /safeguard procedures should be implemented to keep the equipment in good condition.

52. Equipment/Inventory Protocol Grant purchased equipment/inventory records include the following: Description of the equipment Serial number, model number, or other identification number Source of equipment Acquisition date and cost Percentage of Federal participation in the cost of the equipment Location and condition of the equipment Ultimate disposition data, including date of disposal, and sales price

53. Equipment/Inventory Protocol  The following items are subject to inventory management and control requirements: Equipment items with a per unit cost of $1,000 or more, and Items with a per unit cost under $1,000 which are considered attractive or easily pilfered. These “sensitive” items may include, but not limited to, audio-visual equipment, PDAs, digital cameras, computers, laptops, netbooks, tablets, computer accessories, television sets, DVD players, VCRs, e-Readers, MP3 players, video games, equipment, and power tools.

54. Record Retention & A-133 Records must be made available at all reasonable times to the DESE and/or its designees during the award. Records must be retained for 3 years from the date of final reimbursement on the award. Any grantee that spends over $500,000 in total federal funds must have a single audit conducted for that year in accordance with OMB Circular A-133. Copies of the audits must be submitted to the Federal Clearing House by the awardee. Non- school grantees must submit copy of audit to DESE afterschool office.

55. Procurement Policy & Procedures  Procurement standards apply to the purchase of supplies and equipment and other services funded in whole or in part by federal grant funds.  Subgrantees procurement policies must be in accordance with 34 CFR 80.36 when using federal funds.  See Federal Fiscal Guidance page 11

56. Federal Tiered Monitoring  Monitoring Plan  Monitoring Instructions  Tiered Monitoring Instructions  User Access Form

57. Closing  Thank you for all the hard work you do for the children and families in the state of Missouri!  Safe travels!