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21 st Century Community Learning Center Program Supporting Student Success Through 21st CCLC Opportunities September 2011 Airport Hotel 1 9/20/2011.

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Presentation on theme: "21 st Century Community Learning Center Program Supporting Student Success Through 21st CCLC Opportunities September 2011 Airport Hotel 1 9/20/2011."— Presentation transcript:

1 21 st Century Community Learning Center Program Supporting Student Success Through 21st CCLC Opportunities September 2011 Airport Hotel 1 9/20/2011

2 Welcome Introduction Housekeeping By Daniel Williams Special Programs Management Section 2 9/20/2011

3 Agenda TimeActivity By Whom 8:00 – 8:30 Registration and Refreshments All 8:30 – 8:45 Welcome and Introductions; Housekeeping Dan Williams 8:45 – 10:00 Sharing by Complexes (5 – 7 min. max) - Cohort 4, Cohort 5 and Cohort 6 Lessons learned Lessons learned Challenges faced in implementing the program Challenges faced in implementing the program All Complex 10:00 – 10:20 Break 10:20 – 11:45 Sharing from Summer Institute Overview and Updates of 21st CCLC program Monitoring (United States Department of Education and Special Programs Management Section) Performance and Profile Information Collection System (PPICS) Timeline Budget Process Supplement, not Supplant Student Engagement Grant Thornton FindingsSitesDan 11:45 – 12:45 Working Lunch All 12:45 – 2:00 Continue Morning Discussion Dan 2:00 – 3:00 Table Discussion How does your 21st CCLC program align to the Race to the Top initiative? How can your 21st CCLC program support the Race to the Top initiative? Can we build towards sustainability? What efforts is each of the sites doing to address this? What type of support/commitment are you getting from your partner to build sustainability? Does this program make a difference? How do the efforts of the 21st CCLC program align to the schools efforts to improve student achievement?All 3:00 – 3:30 3:00 – 3:30 Reflection, Articulation, Next Steps, and Evaluation of Meeting All 39/20/2011

4 Desired Outcomes Participants will … Receive information from the current funded sites Receive information from the current funded sites Receive updates from the state office Receive updates from the state office Be able to dialogue with other sites Be able to dialogue with other sites 49/20/2011

5 Purpose To share with the sites the updates to the 21 st CCLC program both at the federal and state levels To share with the sites the updates to the 21 st CCLC program both at the federal and state levels To introduce and review Sub-grantee and site handbooks To introduce and review Sub-grantee and site handbooks To share with the sites what is required to input into Profile and Performance Information Collection System (PPICS) To share with the sites what is required to input into Profile and Performance Information Collection System (PPICS) To answer/gather questions that sites may have c concerning 21 st CCLC grant To answer/gather questions that sites may have c concerning 21 st CCLC grant 59/20/2011

6 Hawaiis 21 st CCLC Cohorts Cohort 5 (4th year of funding) Cohort 5 (4th year of funding) Molokai Complex Molokai Complex Leilehua Complex Leilehua Complex Kalihi Learning Kalihi Learning Central Kauai Central Kauai Cohort 6 (3rd year of funding) Cohort 6 (3rd year of funding) Kaimuki Complex Kaimuki Complex McKinley Complex McKinley Complex Campbell Complex Campbell Complex Baldwin Complex Baldwin Complex Kohala Complex Kohala Complex 69/20/2011

7 Hawaiis 21 st CCLC Cohorts Cohort 7 (2nd year of funding) Cohort 7 (2nd year of funding) Hilo Complex Hilo Complex Kau-Keaau-Pahoa Complex Area Kau-Keaau-Pahoa Complex Area Waianae Complex Waianae Complex Waipahu Complex Waipahu Complex Cohort 8 (1 st year of funding) Cohort 8 (1 st year of funding) Aiea-Moanalua-Radford Aiea-Moanalua-Radford Castle Complex Castle Complex 79/20/2011

8 Sharing by Complexes Cohorts 5, 6, 7 Cohorts 5, 6, 7 Lessons learned Lessons learned Challenges faced in implementing the program Challenges faced in implementing the program Successes Successes 5 – 7 minute presentations 5 – 7 minute presentations 89/20/2011

9 Summer Institute and May 21 st CCLC Video Conference 99/20/2011 A Network of Partners Supporting Increased Learning in 21st CCLC Programs Sharing by those who attended the summer institute Review from May 11, 2010 Video ConferenceMay 11, 2010

10 Federal Context Every state has an Accountability System (AYP) Every state has an Accountability System (AYP) Every state has State Standards (HAS, Common Core Standards and HCPS III) Every state has State Standards (HAS, Common Core Standards and HCPS III) U.S. Department of Education partners with every state to assure that all children have the opportunity to achieve State Standards (NCLB) U.S. Department of Education partners with every state to assure that all children have the opportunity to achieve State Standards (NCLB) Under NCLB as Title IV Under NCLB as Title IV 109/20/2011

11 21 st CCLC Program Plays an important role in helping students learn Plays an important role in helping students learn Targeted to students most at-risk and in need of support to achieve State Standards Targeted to students most at-risk and in need of support to achieve State Standards Focus of Program: Tutoring in the areas of Reading and Math Tutoring in the areas of Reading and Math Remediation Remediation Enrichment Enrichment Family Engagement Family Engagement 119/20/2011

12 Overview of 21 st CCLC Evaluation H-5: What are the State evaluation requirements? H-5: What are the State evaluation requirements? States must conduct a comprehensive evaluation (directly, or through a grant or contract) of the effectiveness of programs and activities provided with 21st CCLC funds. H-6: What are the evaluation requirements for local grantees? H-6: What are the evaluation requirements for local grantees? Each grantee must undergo a periodic evaluation to assess its progress toward achieving its goal of providing high-quality opportunities for academic enrichment 129/20/2011

13 Learning Points Associates; Profile and Performance Information Collection System (PPICS) and Annual Performance Report (APR) PPICS Website is now open; reporting for school year. PPICS Website is now open; reporting for school year. Cohort 5, 6 and 7 are to revise their Grantee Profile and input their APR into PPICS Cohort 5, 6 and 7 are to revise their Grantee Profile and input their APR into PPICS Cohort 8 – newly awarded sub-grantees - does not need to input anything into PPICS Cohort 8 – newly awarded sub-grantees - does not need to input anything into PPICS Deadline to have APR into PPICS is November 4, 2011 Deadline to have APR into PPICS is November 4, 2011 All grantees has a designee whose name was given to Learning Points Assoc who created a password to enter the system. Web site: All grantees has a designee whose name was given to Learning Points Assoc who created a password to enter the system. Web site: User names and passwords For technical assistance and troubleshooting for PPICS, please contact: For technical assistance and troubleshooting for PPICS, please contact: 21st CCLC Technical Assistance 21st CCLC Technical Assistance Toll-free: (866) Toll-free: (866) 139/20/2011

14 Purpose of PPICS and APR The purpose of the Grantee Profile module is to collect basic information about your grantees The purpose of the Grantee Profile module is to collect basic information about your grantees The purposes of the APR are: The purposes of the APR are: (1) to collect data from 21 st CCLC grantees on progress; (2) to collect data on what elements characterized center operation during the reporting period (3) to collect data that addresses the GPRA performance indicators for the 21 st CCLC program 149/20/2011

15 Hawaii Local Evaluation Report (Handbooks Tab 12 – Evaluations) To evaluate implementation, the suggested outline included the following list of implementation questions for sites to address in order to obtain an understanding of program implementation. Front Cover Front Cover Executive Summary Executive Summary Conclusions and Recommendations Conclusions and Recommendations The evaluation report needs to be used as one of many means for meaningful program improvement The evaluation report needs to be used as one of many means for meaningful program improvement The evaluation report needs to be disseminated to the stakeholders, community, general public The evaluation report needs to be disseminated to the stakeholders, community, general public 159/20/2011

16 Reporting Grades Use the following guidelines which were adapted from the states guidelines for Priority Ranking. Use the following guidelines which were adapted from the states guidelines for Priority Ranking.following guidelinesfollowing guidelines Elementary standards- based report card schools will use the following reading and math strands: Elementary standards- based report card schools will use the following reading and math strands: For Language Arts: Reading and Literature proficiency grade is to be used. For Language Arts: Reading and Literature proficiency grade is to be used. For Mathematics: The lowest proficiency grade in any of the 5 mathematic strand is to be used. For Mathematics: The lowest proficiency grade in any of the 5 mathematic strand is to be used. Kindergarten Grades 1-5 or 6 Grades 6 or 7-12 MPMEA DPMPB NYDPC /WBD/F SCNAS SCU MP = ME = Meets with Excellence ; MP = Meets with Proficiency DP = WB = Well Below Proficiency DP = Developing Proficiency; WB = Well Below Proficiency NY = Not Yet ; / = Not Applicable; SC = See Teacher Comments 169/20/2011

17 Program Measures (Handbook Tab 3 – Program Implementation and Plan) Programs Measures Programs Measures Target versus Actual Areas for Improvement Objective 1. Participants will demonstrate educational and social benefits and exhibit positive behavioral changes. Objective 1. Participants will demonstrate educational and social benefits and exhibit positive behavioral changes. Objective 2. 21st Century Community Learning Centers will offer a range of high-quality educational, developmental, and recreational services. Objective 2. 21st Century Community Learning Centers will offer a range of high-quality educational, developmental, and recreational services. Centers that offer services at least 15 hours a week – 13% - not meeting the needs of the students Centers that offer services at least 15 hours a week – 13% - not meeting the needs of the students Objective 3. 21st Century Community Learning Centers will serve children and community members with the greatest need for expanded learning opportunities. Objective 3. 21st Century Community Learning Centers will serve children and community members with the greatest need for expanded learning opportunities. 179/20/2011

18 Procedures for an Extension at No Cost after funding has ended Submit Extension at No Cost Justification Submit Extension at No Cost Justification How much monies do you have remaining and want to carry over? How much monies do you have remaining and want to carry over? What activities are you planning to do that you were not able to complete in your grant? What activities are you planning to do that you were not able to complete in your grant? What centers will be involved in this extension? What centers will be involved in this extension? Timeline of when your activities will be completed. Timeline of when your activities will be completed. **Does not apply – there are no year 5 Sub-grantees** 189/20/2011

19 Updates School Year State Auditing of Program State Auditing of Program Payroll Certifications Payroll Certifications Personnel Forms Personnel Forms Contracts Contracts Purchase Orders Purchase Orders Program implementation Program implementation Student transportation – to and from site Student transportation – to and from site Facility is safe and accessible Facility is safe and accessible PPICS Updates PPICS Updates Reporting of HSA scores Reporting of HSA scores Updating of Grantee Profile Updating of Grantee Profile 199/20/2011

20 Credit Recovery and Credit Accrual 21 st CCLC can be used for Credit Recovery Credit Recovery versus Credit Accrual Credit Recovery versus Credit Accrual Credit Recovery Credit Recovery Credit Recovery is to gain credits loss due to failure of class or transferring from the mainland Credit Recovery is to gain credits loss due to failure of class or transferring from the mainland Credit Accrual is to gain credit for advancement Credit Accrual is to gain credit for advancement 209/20/2011

21 Payroll Certification (Handbooks Tab 7 – Personnel) DOE Memos and Notices (July 11, 2011 and revised August 3, 2011) DOE Memos and Notices (July 11, 2011 and revised August 3, 2011) DOE Memos and Notices DOE Memos and Notices a. Single-Cost Personnel (Payroll Certification Form PC-1 Revised July 2011) a. Single-Cost Personnel (Payroll Certification Form PC-1 Revised July 2011)Single-Cost PersonnelSingle-Cost Personnel b. Multi-Cost Personnel (Payroll Certification Form PC-2 – Revised July 2011) b. Multi-Cost Personnel (Payroll Certification Form PC-2 – Revised July 2011)Multi-Cost PersonnelMulti-Cost Personnel Send copies of completed forms via scan/ to Sharon Hiramoto, Office of Fiscal Services (OFS), Accounting Section, on Lotus Notes, or via fax to OFS Accounting Section at Send copies of completed forms via scan/ to Sharon Hiramoto, Office of Fiscal Services (OFS), Accounting Section, on Lotus Notes, or via fax to OFS Accounting Section at The original of the payroll certification form(s) must be maintained in the school or office. The original of the payroll certification form(s) must be maintained in the school or office. Time sheets need align with payroll certification dates (1 st and last day listed on timesheet needs to be the to and from date on the payroll certification form) Time sheets need align with payroll certification dates (1 st and last day listed on timesheet needs to be the to and from date on the payroll certification form) Time sheets Time sheets Payroll certification form FAQs and Standards of Practice Payroll certification form FAQs and Standards of PracticeFAQsStandards of PracticeFAQsStandards of Practice 219/20/2011

22 Personnel Issues (Handbooks Tab 7 – Personnel) Temporary Contract Employees (TCE) Temporary Contract Employees (TCE) TCE are used to temporarily hire someone with unique set of skills to perform duties for a set amount of time TCE are used to temporarily hire someone with unique set of skills to perform duties for a set amount of time TCE Description of duties needs to be unique Description of duties needs to be unique Hiring Issues Hiring Issues Hiring and Termination questions – District PRO Hiring and Termination questions – District PRO Part-Time Teacher (PTT) and Paraprofessional Tutor (PPT) are casual employees Part-Time Teacher (PTT) and Paraprofessional Tutor (PPT) are casual employees paid for instruction only paid for instruction only PTT and PPT designation is determined by documented educational experience PTT and PPT designation is determined by documented educational experience Planning time is not an allowable expense under the grant Planning time is not an allowable expense under the grant 21 st CCLC funds are not to be used to pay for substitute teachers during the regular school day 21 st CCLC funds are not to be used to pay for substitute teachers during the regular school day 22 9/20/2011

23 Procurement (Handbooks Tab 5 – Resource Management) Procurement – procurement of goods and/or services Procurement – procurement of goods and/or services Quick Reference Matrix for Procurement of Goods Quick Reference Matrix for Procurement of GoodsProcurement of GoodsProcurement of Goods Quick Reference Matrix for Procurement of Services Quick Reference Matrix for Procurement of ServicesProcurement of ServicesProcurement of Services 239/20/2011

24 Equipment and Real Property Management (Handbooks Tab 6 – Fixed Assets) Equipment and property must be acquired in accordance with state law Equipment and property must be acquired in accordance with state law Property equipment records are maintained for equipment Property equipment records are maintained for equipment All equipment acquired with federal dollars is used in the program for which it was acquired All equipment acquired with federal dollars is used in the program for which it was acquired A physical inventory of all federal equipment is taken and properly filed A physical inventory of all federal equipment is taken and properly filed 249/20/2011

25 Equipment and Real Property Management (Handbooks Tab 6 – Fixed Assets) Items purchased with 21 st CCLC funds with an Inventory Threshold of $1, or more and theft - sensitive items, (i.e. computers, printers, video cameras/equipment, TVs, flash drives/USB, iPods, or cellular phones) need to be properly tagged with 21 st CCLC grant information and stored in the proper location (It is best to attempt to tag all items purchased with 21 st CCLC funds if possible) Items purchased with 21 st CCLC funds with an Inventory Threshold of $1, or more and theft - sensitive items, (i.e. computers, printers, video cameras/equipment, TVs, flash drives/USB, iPods, or cellular phones) need to be properly tagged with 21 st CCLC grant information and stored in the proper location (It is best to attempt to tag all items purchased with 21 st CCLC funds if possible) Information to be written on items purchased with 21 st CCLC funds – use labels, Permanent Marker or engraving pen: Information to be written on items purchased with 21 st CCLC funds – use labels, Permanent Marker or engraving pen: 21 st CCLC Program and Fiscal Year Purchased Purchase Order Number Property Number Decal Number Serial Number All items purchased with 21 st CCLC funds that are loaned out or borrowed need to have a sign in/sign out system or logging system in place All items purchased with 21 st CCLC funds that are loaned out or borrowed need to have a sign in/sign out system or logging system in place Borrower and Location Borrower and Location Teacher and Room/Bldg. # Teacher and Room/Bldg. # 259/20/2011

26 DateEvent Other Info Friday, October 21 st Cohorts 4, 5 and 6 - All data for state report is due Send in appropriate sections Friday, November 4 th Last day to enter data into PPICS for Hawaii Data entered to validate it for feds and reporting. 269/20/2011 PPICS Dates

27 OBM Circular A-87 (Attachment B 1-42) (Handbooks Tab 13 – References) Establishes principles and standards for determining costs for Federal awards carried out through grants, cost reimbursement contracts, and other agreements with State and local governments and federally-recognized Indian tribal governments (governmental units). Establishes principles and standards for determining costs for Federal awards carried out through grants, cost reimbursement contracts, and other agreements with State and local governments and federally-recognized Indian tribal governments (governmental units) #attb 4#attb 4#attb 4#attb 279/20/2011

28 Supplement not Supplant (Handbooks Tab 3 and 5 – Program Implementation and Plan and Resource Management) The term supplement is defined as to add to while the term supplant, means "to replace or take the place of. The term supplement is defined as to add to while the term supplant, means "to replace or take the place of. Both federal and state law require that 21 st CCLC funds be used to supplement (increase), but not supplant (replace), the existing level of federal, state, local and other non-federal or state funds that have been available to conduct before and after school program activities. Both federal and state law require that 21 st CCLC funds be used to supplement (increase), but not supplant (replace), the existing level of federal, state, local and other non-federal or state funds that have been available to conduct before and after school program activities. 289/20/2011

29 Travel (In-state and out of state) Allowable and approved Allowable and approved Unapproved travel taken with 21 st CCLC funds – funds need to be AC-4 back into 21 st CCLC program account – is considered a violation Unapproved travel taken with 21 st CCLC funds – funds need to be AC-4 back into 21 st CCLC program account – is considered a violation Needs to be reflected in application, budgeted for and approved by CAS DOE Memos and Notices ( ) Needs to be reflected in application, budgeted for and approved by CAS DOE Memos and Notices ( )DOE Memos and NoticesDOE Memos and Notices 21st CCLC can pay for registration fees, lodging and rental cars, along with a few per diems – all costs must be reasonable, necessary and allocable 21st CCLC can pay for registration fees, lodging and rental cars, along with a few per diems – all costs must be reasonable, necessary and allocable 299/20/2011

30 Budget Process Budget Planning Budget Planning Level funding for the first three years; 25% less year 4; 50% less year 5 Level funding for the first three years; 25% less year 4; 50% less year 5 Distribution of funds Distribution of funds Program ID Program ID Check the Org ID that funds were distributed to Check the Org ID that funds were distributed to Do not let the funds lapse – create spreadsheet to help determine year funds are used- funding cycle example Do not let the funds lapse – create spreadsheet to help determine year funds are used- funding cycle examplecreate spreadsheet to help determine year funds are usedcreate spreadsheet to help determine year funds are used 1 st year funds must be spent by st year funds must be spent by nd year funds must be spent by nd year funds must be spent by rd year funds must be spent by rd year funds must be spent by th year funds must be spent by th year funds must be spent by th year funds must be spent by th year funds must be spent by Allowed a carryover of one year for each funding year (First In First Out - FIFO). However, be careful on this Allowed a carryover of one year for each funding year (First In First Out - FIFO). However, be careful on this 30 9/20/2011

31 Resources for 21 st CCLC United State Department of Education SEDL Advancing Research, Improving Education Afterschool Alliance You for Youth Please see list of websites in Sub-grantee handbook – Tab 13 - References 319/20/2011

32 Table Discussion How can your 21 st CCLC program support struggling schools? How can your 21 st CCLC program support struggling schools? Does this program make a difference? How do the efforts of the 21 st CCLC program align to the schools effort to improve student achievement? Does this program make a difference? How do the efforts of the 21 st CCLC program align to the schools effort to improve student achievement? Can we build towards sustainability? What efforts is each of the sites doing to address this? What type of support/commitment are you getting from your partner(s) to build sustainability? Can we build towards sustainability? What efforts is each of the sites doing to address this? What type of support/commitment are you getting from your partner(s) to build sustainability? 329/20/2011

33 Next Steps Questions and Answers Questions and Answers Special Programs Management Section (SPMS) Personnel Update Special Programs Management Section (SPMS) Personnel Update Evaluation Evaluation 339/20/2011

34 Aloha and Mahalo Daniel Williams – phone fax nd Avenue Room 126 Honolulu, Hawaii /20/2011


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