1. All About ExCEL 2014-2015 1

2. Welcome to ExCEL ExCEL has put this PowerPoint together as an introduction to the new or revised information that is being implemented for the 2014-2015 school year. Not all of the ExCEL program requirements are highlighted in this document and we highly encourage everyone to please refer to the ExCEL Program Manual http://www.healthiersf.org/ExCELafterschool/Resources/n- programManual.php and/or contact your assigned Excel staff person with questions. http://www.healthiersf.org/ExCELafterschool/Resources/n- programManual.php Thank you and have a great year 2

3. Table of Contents  Theory of Action  New or Revised ExCEL Forms  Injury Report  Incident Report  Educational Excursion  Subcontractor  SFUSD Purchasing Funds Processing  SFUSD Purchasing Funds Request from  CBO Expenditure Approval form for Allowable Expenses 3

4.  NEW SFUSD Payroll Forms  Extended Calendar Request (ECR) for Certificated Staff  Extended Calendar Request (ECR) for Classified Staff  Classified Request for Over Time (OT)  Certificated & Classified Amendment Request  Academic Partnership Framework  Academic Liaison  ExCEL Lesson Plan  ExCEL Lesson Plan Template 4 Table of Contents

5.  Restorative Practices  What’s Happening in Restorative Practices  Restorative Practices Cohorts  Restorative Practices Cohorts Calendar  Physical Activity Cohort  What’s the PA Cohort  PA High School Cohort Schedule  PA Middle School Cohort Schedule 5 Table of Contents

6.  SFUSD Instructional Aide (IA)  SFUSD IA Requirements  IA on EMS  IA Calendar  SFUSD Contracts  ExCEL Invoices  Allowable Expenses  Invoice Dos  Invoice Don’ts 6 Table of Contents

7. What’s NEW at ExCEL 7

8. 8

9. The ExCEL Injury Report form is available online.Injury Report Link: http://www.healthiersf.org/ExCELafter school/Resources/documents/InjuryR eportRevised.pdf 9

10. The ExCEL Incident Report form is available online.Incident Report Link: http://www.healthiersf.org/ExCEL afterschool/ Resources/documents/IncidentR eport Revised.pdf 10

11. The Educational Excursion form is available online. Link:Educational Excursion http://www.healthiersf.org/ ExCELafterschool/Resources/ documents/Expenditure approvalformforEducational Excursions_003.pdf 11

12. The Subcontractors form is available online. http://www.healthiersf.org/ExCEL afterschool/Resources/ documents/ ExpenditureVerificationFormfor Subcontractors_000.pdf 12

13. The SFUSD Purchasing Funds Process form is available online. Link: http://www.healthiersf.org/ExCELaf terschool/Resources/documents/S FUSDFundsPurchasingProcess.pdf http://www.healthiersf.org/ExCELaf terschool/Resources/documents/S FUSDFundsPurchasingProcess.pdf 13

14. The Principal Expenditure Request form is available online. Link: http://www.healthiersf.org/ExCEL afterschool/Resources/documents/ ExpenditureRequestForm-Principal _001.pdf http://www.healthiersf.org/ExCEL afterschool/Resources/documents/ ExpenditureRequestForm-Principal _001.pdf 14

15.  Submit to ExCEL for approval before purchasing the item.  Include rationale and all required attachments before submitting to your assigned ExCEL staff.  Include APPROVED CBO Expenditure Approval Form for Allowable Expenses in invoice along with the receipt of the item. Link: http://www.healthiersf.org/ExCELafterschool /Resources/documents/Expenditure approvalformforallowableexpenses- Aug1st2012_000.pdf 15

16. Can be found on the ExCEL website under Forms-District Staff http://www.healthiersf.org/ExCELafterschool/Resources/n-forms.php 16

17. Payroll Extended Calendar Request (ECR) for Certificated Staff 17

18. Payroll Extended Calendar Request (ECR) for Classified Staff 18

19. Payroll Overtime Classified Form 19

20. Payroll Certificated & Classified Amendment Request 20

21. Academic Liaison Academic Partnership Framework Lesson Plan 21

22. Academic Liaison An Academic Liaison position will be utilized (formerly called Lead Teacher) to provide leadership, guidance, and support to academic after school offerings, not direct instruction. The Academic Liaison (AL) will be selected by the school site principal. The scanned Academic Liaison Designation Forms were due via email to the ExCEL Office on 4/30/14, but still can be submitted. An orientation meeting for Academic Liaisons will be held on 9/23/14 at St. Mary’s Cathedral. Link: http://www.healthiersf.org/ExCELafterschool/Resources/n academicLiason.php http://www.healthiersf.org/ExCELafterschool/Resources/n academicLiason.php 22

23. Academic Partnership Framework PURPOSE For all ExCEL After School Program sites to develop solid academic program components that support student skill building, contribute to academic achievement, and are based upon strong partnership between the CBO Lead Agency and the School Day Staff. 23

24. The Academic Partnership Framework that ExCEL is promoting consists of:  Partnership between school site and CBO  Shared priorities for student success Academic Liaison Position is:  To coordinate academic after school components  Utilizing data to inform instruction 24

25. ExCEL Lesson Plan Key Points for Planning *ExCEL Lesson Plans*  Keep in mind the following frameworks:  ExCEL Theory of Action  School Day Common Core “Habits of the Mind” in after school  Restorative Practices  Physical Activity When should I use the template?  It may be utilized by program sites to structure activities. Link: http://www.healthiersf.org/ExCELafterschool/Resources/documents/ExCE LLessonPlanTemplate_000.pdf http://www.healthiersf.org/ExCELafterschool/Resources/documents/ExCE LLessonPlanTemplate_000.pdf 25

26. Lesson Plan Template 26

27. Lesson Plan Template Link: http://www.healthiersf.org/ExCELafterschool/Resources/documents/ExCELLesson PlanTemplate_000.pdf http://www.healthiersf.org/ExCELafterschool/Resources/documents/ExCELLesson PlanTemplate_000.pdf 27

28. Restorative Practices 28

29. Restorative Practices SFUSD ExCEL ASP will continue to provide Restorative Practice (RP) trainings to all After School staff. The training will follow the same format as last year. 4 cohorts will meet during their assigned Thursday workshop training of scheduled month. Link: http://www.healthiersf.org/ExCELafterschool/Resources/nrestPractices.php http://www.healthiersf.org/ExCELafterschool/Resources/nrestPractices.php 29

30. What’s Happening in Restorative Practice in 14-15 1.ExCEL Site Coordinator or designee must attend the RP Informational during the Expanded Learning August Institute. Program Directors are welcome as well. 2.Each ExCEL after school site is assigned to a RP cohort by CBO. 3.Each school site is committed to attend 4 RP trainings this year. 4.Each school site is expected to implement RP into your programs. 5.ExCEL Staff will check and assist with your progress Questions: Karen Polk, 750-4500, ext.1019, polkK@sfusd.edu 30

31. Cohort 1:Cohort 2:Cohort 3:Cohort 4: Urban Services YMCA BACREmbarcadero YMCA Mission YMCA Bayview YMCAStonestown Family YMCA GLOSNBC ASEPRDNCMission Graduates R.O.C.K.CYCTelegraph Hill Chinatown YMCA Reading PartnersBuchanan YMCA Refugee Transitions SF Arts EdPresidio YMCA JamestownBoys & Girls Club SF Coalition 31

32. Thursdays * 10:30-12:00pm at 20 Cook St. September 2014November 2014January 2015March 2015 September 4*October 30January 8March 5 September 11November 6January 15March 12 September 18November 13January 22March 19 September 25November 20January 29March 26 Mondays * 10:30-12:00pm at 20 Cook St.  August 25 th  September 8 th  October 6 th  November 10 th  December 8 th 32

33. Physical Activity 33

34. ExCEL After School Physical Activity Cohort 2014-2015: Let’s Move in After School All ExCEL Programs will identify at least one staff to be their “Let’s Move” point of contact. This staff will attend a required session during the August Institute and (2) PD Sessions scheduled during the 2014-15 school year. (2) On-Site Observations will also be scheduled. ExCEL August Meeting : All After School Programs will identify PA Goals during common planning/QAP planning. 34

35. August Institute Meeting : (2) Sessions will be offered and while required for ExCEL will be open for all participants. The goals of this session are to:  Provide program leaders with strategies for incorporating moderate to vigorous physical activity (MVPA) during after school time.  Incorporate quality PA into after school time using the principals of youth development.  Strengthen awareness of the importance of PA and the impact of sedentary behavior.  Learn at least (3) activities that can be used as a Brain Break or PA Break during after school time. 35

36. On-Going Professional Development Sessions (Secondary): (2) sessions will occur one in each semester. The goals of these sessions are:  To create a learning community that supports active and healthy after school environments.  To provide program leaders with tools and resources to ensure that students are participating in daily physical activity.  To support after school programs with implementing their PA QAP Goal(s). 36

37. Secondary sites will participate in (2) Cohort meetings through out the school year. Elementary sites can arranged as needed on-site trainings. Cohort meetings will be held at 20 Cook Street from 10 to 12 unless otherwise indicated. See the boxes below for dates. 37

38. Let’s Move in High School After School: 2014-2015 Physical Activity Cohort Schedule- 10 to 12 PM @ 20 Cook Street 38 HIGH SCHOOLSAUGUST INSTITUTE FIRST SEMESTER ON SITE OBSERVATION SECOND SEMESTER ON SITE OBSERVATION 1 Academy of Arts and Science 8/11-12/149/30/14TBD1/13/15TBD 2 Balboa8/11-12/149/30/14TBD1/13/15TBD 3 Burton8/11-12/149/30/14TBD1/13/15TBD 4 Downtown8/11-12/149/30/14TBD1/13/15TBD 5 Galileo HS8/11-12/149/30/14TBD1/13/15TBD 6 John O’Connell8/11-12/149/30/14TBD1/13/15TBD 7 June Jordan8/11-12/149/30/14TBD1/13/15TBD 8 Lincoln8/11-12/149/30/14TBD1/13/15TBD 9 Marshall8/11-12/149/30/14TBD1/13/15TBD 10 Mission8/11-12/149/30/14TBD1/13/15TBD 11 SF International8/11-12/149/30/14TBD1/13/15TBD 12 Wallenberg8/11-12/149/30/14TBD1/13/15TBD 13 Washington8/11-12/149/30/14TBD1/13/15TBD

39. Let’s Move in Middle School After School: 2014-2015 Physical Activity Cohort Schedule- 10 to 12 PM @ 20 Cook Street 39 MIDDLE & K-8 SCHOOLSAUGUST INSTITUTE FIRST SEMESTER COHORT FIRST SEMESTER OBSERVATION SECOND SEMESTER COHORT SECOND SEMESTER OBSERVATION 1 Aptos8/11-12/1410/7/14TBD2/3/15TBD 2 BVHM8/11-12/1410/7/14TBD2/3/15TBD 3 Bessie Carmichael8/11-12/1410/7/14TBD2/3/15TBD 4 Denman8/11-12/1410/7/14TBD2/3/15TBD 5 Everett8/11-12/1410/7/14TBD2/3/15TBD 6 Francisco8/11-12/1410/7/14TBD2/3/15TBD 7 Giannini, AP8/11-12/1410/7/14TBD2/3/15TBD 8 Hoover8/11-12/1410/7/14TBD2/3/15TBD 9 ISA8/11-12/1410/7/14TBD2/3/15TBD 10 Lawton8/11-12/1410/7/14TBD2/3/15TBD 11 MLK8/11-12/1410/7/14TBD2/3/15TBD 12 Lick, James8/11-12/1410/7/14TBD2/3/15TBD 13 Lilienthal, Claire8/11-12/1410/7/14TBD2/3/15TBD 14 Marina8/11-12/1410/7/14TBD2/3/15TBD 15 Presidio8/11-12/1410/7/14TBD2/3/15TBD 16 Roosevelt8/11-12/1410/7/14TBD2/3/15TBD 17 SF Community8/11-12/1410/7/14TBD2/3/15TBD 18 Visitacion Valley8/11-12/1410/7/14TBD2/3/15TBD

40. SFUSD IA Requirements Link: http://www.healthiersf.org/ExCELaf terschool/Resources/n- instAideExam.php 40

41. Instructional Aide (IA) Requirement All program staff and subcontractors who directly supervise students must document meeting minimum educational requirements or pass the IA exam administered by the ExCEL Office. Documentation in EMS:  Sign-in to EMS  Click on Participants & Staff  Click on View Program Staff  Click on Staff Name 41

42. Instructional Aide on EMS 42

43. Instructional Aide Exam Calendar 2014-2015 Location: 20 Cook St. 43

44. Contracts & Invoices Link: http://www.healthiersf.org/ ExCELafterschool/Resources/ n-invoicing.php 44

45. Contracts  Contract Amendments-Allowed on a case by case basis ONLY  Carry over: There are NO carry over funds allowed from year to year. SFUSD bills CDE on a cost reimbursement basis. Any funds not expended by the end of the fiscal year cannot be billed to CDE. As such all POs are liquidated at the end of the fiscal year. It is absolutely necessary to invoice on a monthly basis and to meet end of the year invoice deadlines. 45

46. Invoices  Invoices are paid on a cost reimbursement model. Payroll should be billed for the month in which it is PAID out even if the hours worked fall in the previous month. (For example if staff worked August 1-15 paid on 8/25 will be billed on the August invoice, but staff time worked August 16 – 31 paid on 9/10 will be billed on the September invoice.)  Payroll ledger must be on file with the CBO and available upon request, but is NOT required each month as invoice documentation.  Receipts, payroll summary page (page 2 of the invoice template), Approved ExCEL CBO Approval forms must be submitted as documentation of expenses with the invoice to the ExCEL office. 46

47. Allowable & Non Allowable Expenses Updates  ExCEL Logo is required on all custom printed materials for youth participants only.  Computers and tablets must be purchased through SFUSD and must include a completed quote from SFUSD IT Department and SFUSD Purchasing Request Form  All equipment purchased must be entered into the EMS inventory log.  Subcontractors require a subcontractor approval form.  Food for weekly meetings, professional development, refreshments for Educational Excursions or Club Meetings is NOT an allowable expense. http://www.healthiersf.org/ExCELafterschool/Resources/documents/ FY13-14-EXCELALLOWABLEEXPENSESLISTRevised.pdf http://www.healthiersf.org/ExCELafterschool/Resources/documents/ FY13-14-EXCELALLOWABLEEXPENSESLISTRevised.pdf 47

48. Invoice Do’s  DO include back up documents and/or spreadsheets outlining the amount billed to ExCEL. If only a certain percentage of staff salary will be billed to ExCEL, please indicate on your back- up documents or create a spreadsheet outlining the amount billed to ExCEL.  DO make sure photocopied receipts are clear with items purchased and prices clearly legible.  DO make sure each receipt is itemized. For receipts from small businesses (produce stores, neighborhood stores) that do not offer itemized receipts, please list items that were purchased on the copy of the receipt.  DO be sure to circle the total on the receipt.  DO be sure to indicate the reason for purchase, for example: “materials for cooking class.” You can photocopy your lesson plan on the same page of the associated receipt.  DO organize your supporting documentation by the order of your summary page. http://www.healthiersf.org/ExCELafterschool/Resources/documents/InvoiceDosandD onts13-14.pdf 48

49.  DO keep supporting documentation to a minimum when reporting expenses.  For items that need approval, DO be sure to include a copy of the signed CBO Expense Approval Form for that particular purchase you are billing for.  DO make sure the math adds up! Proof read and double check your work prior to making your final submission.  DO email your assigned ExCEL staff in advance about unique situations relating to the invoice.  DO make sure you turn in Budget Revisions prior to the pertaining invoice  DO be sure to include a detailed lesson plans that includes educational objectives if purchases of junk food-like materials for a lesson or activity Invoice Do’s 49

50. Invoice Don’ts  DON’T include receipts not billed to ExCEL. If it is easier to photocopy receipts together, please clearly cross out receipts not included in the billing with a large “X” and clearly note “not ExCEL.”  DON’T include personal items on receipts.  DON’T include a lost receipt document.  DON’T turn in illegible copies of receipts. If the copy is too light, try to make a darker copy.  DON’T include extra paperwork such as, internal cover pages, petty cash requests, multiple pages of supporting documentation for a single item.  DON’T include information that is not required.  DON’T invoice over the contracted amount for the year.  DON’T invoice over the administrative budget for the year. 50

51.  ExCEL is going paperless! When possible please scan and email all documents to appropriate ExCEL Staff.  Our website has been updated to a more user friendly format!  You can obtain needed forms, documents, and guidance.  Check out the calendar for important information about due dates and upcoming convenings. http://www.healthiersf.com/Calendar/mainCal.cfm?catids=4&chgColors=teal http://www.healthiersf.com/Calendar/mainCal.cfm?catids=4&chgColors=teal 51

52. Things to Remember!  When in doubt, Ask ExCEL!  Try to keep attachments down to a minimum. Be clear and direct with your supporting documentation. Do Not include internal paperwork that does not directly explain the purchase.  Be mindful of your budget set up and remaining balances as you are spending.  Always refer to the “ExCEL Guidelines” for Allowable/Non Allowable Expenses. http://www.healthiersf.org/ExCELafterschool/Resources/docum ents/FY13-14-EXCELALLOWABLEEXPENSESLISTRevised.pdf 52

53.  Transportation for educational excursions may now be included on invoices submitted to ExCEL (with CBO Educational Excursion Approval Form)  Computers and tablets must to be purchased through the District and must include a complete SFUSD Funds Purchasing Request Form and a price quote from the IT Department  Proper documentation for CBO Expenditure Approvals include a breakdown of the costs AND a lesson plan with the educational objectives outlined.  All Approval Forms must be submitted in advance before purchasing or commencing of offsite activities. 53 Things to Remember!