1. Q & A With The Fab Three

2. Session Agenda Grant Management Review -Claims and Budget-related Issues -Carryover Policy -Evaluation -Annual Renewal of Grant

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

4. Claims for Reimbursement -DPI Program Fiscal Report (PI 1086) -Available on-line (Resources and Forms) -http://sspw.dpi.wi.gov/sspw_clchttp://sspw.dpi.wi.gov/sspw_clc -Recommend at least quarterly claims -Final budget amendments due May, 30 th, 2016 -Final Claims Due September 30 th, 2015 -Claims are retroactive to July 1 st,2015

5. Carryover -Department policy allows for carryover of unspent funds -Unspent funds remaining after final year (5 th and 10 th year) of grant cycle considered “lapsed”. -“No-cost extension” issued until September 30 th of calendar year in which project is scheduled to end. -Department reserves right to “capture” and reallocate unspent funds in any grant year. -Allowable carry-over announced in late fall -New awards issued reflecting amended total -Will be asked to submit a budget change request

6. Budget Change Requests -Deadline for budget changes - May 30 th,2016 -Budget Change Request Form available on CLC website under “Resources and Forms” - http://sspw.dpi.wi.gov/sspw_clchttp://sspw.dpi.wi.gov/sspw_clc -First column: list current approved budget -Second column: list proposed changes to budget -BCR required only when a line item (e.g. salaries, non- caps, etc. across all functions) needs more than a 10% change -All budget change requests should be sent to program contact person (Alison, Gary or Tanya)

7. Electronic Technology Purchases -Prohibited during the fifth (final) year of each cycle -Programs must answer Technology Assurance Questions: -Why technology is needed to meet stated program objectives -Assurance that program’s student-to-staff ratio is reasonable (less than 1:15) -Additional assurances -Purchased for CLC use -Staff training provided -Equipment inventory

8. Food Expenditures -All programs should pursue opportunities to access other funding sources to cover food costs -National School Lunch Program- Afterschool Snacks -http://www.fns.usda.gov/school-meals/afterschool-snackshttp://www.fns.usda.gov/school-meals/afterschool-snacks -Summer Food Service Program -http://www.fns.usda.gov/school-meals/opportunity-schoolshttp://www.fns.usda.gov/school-meals/opportunity-schools -Child and Adult Care Food Program -http://www.fns.usda.gov/cacfp/child-and-adult-care-food- programhttp://www.fns.usda.gov/cacfp/child-and-adult-care-food- program -Summary of programs available on California Department of Education website -http://www.cde.ca.gov/ls/nu/as/snackfacts.asphttp://www.cde.ca.gov/ls/nu/as/snackfacts.asp

9. Determining Allowable Costs -Is the proposed cost allowable under the 21st Century program? -Supplement vs. supplant -Reasonable and necessary to implement the program -Is the proposed cost consistent with the approved grant program plan and budget? -Costs are reflected in the program plan -Staffing is adequately budgeted for and reflected in plan -More information at: http://sms.dpi.wi.gov/sms_handbook http://sms.dpi.wi.gov/sms_handbook

10. Annual Performance Report (APR) -Dept. of Education contracts with national vendor to collect performance data on all 21 st Century Community Learning Centers -New system for collecting data will be introduced this year -The new system will allow access throughout year to in- put data -Programs that operated during the 2014-15 school year are responsible for reporting APR data for that year -Access to system should be available in coming months

11. Examples of Information Reported –Hours and days of operation –Student demographics –Student attendance –Staff demographics –Community partners and their contributions (in-kind or financial) –Program Activities –Activities targeting adult family members –Teacher surveys –More information at: http://sspw.dpi.wi.gov/sspw_clcevalhttp://sspw.dpi.wi.gov/sspw_clceval Keep records!

12. Evaluation Plan Evaluation Plan should include: –Description of performance measures and evaluation procedures –Explanation of how results will be used to improve program –Explanation of how results will be shared with public

13. Self-Assessment Requirement -Each center must conduct a self-assessment to use for program improvement during five-year grant period -Self-assessment schedule: -By end of Year 1 – Identify self-assessment instrument to be used during 2 nd year -By end of Year 2 – Conduct self-assessment and use results to develop improvement plans -By end of Year 3 – Implement and reflect on improvement plans -Centers will be responsible for describing self- assessment actions on yearly renewal application

14. Approved Self-assessment Tools -Wisconsin After School Continuous Improvement Process (WASCIP) -Youth Program Quality Assessment (YPQA) -New York State After School Network (NYSAN) Quality Self-Assessment Tool (QSA) -Quality Assurance System (QAS) -More information at: http://sspw.dpi.wi.gov/sspw_clcassessment http://sspw.dpi.wi.gov/sspw_clcassessment

15. Grant Renewal Application -Not competitive but used by DPI to monitor program performance and compliance -DPI form – PI 9550-IV-B-REN -Due May 6, 2016 -Opportunity to reflect and plan

16. Review of Requirements Minimum number of days and hours: -At least 115 days of programming per school year -At least 10 hours of programming per week -Summer programming does not count towards total number of days Minimum number of participants: -50 “regular attendees” -Regular attendee – student who attends 30 or more days

17. Review of Requirements (cont.) Required services and activities: -Academic enrichment in reading and/or math -At least two other allowable student activities -Examples: homework assistance, tutoring, programs for ELL students, STEM activities, arts activities, service learning, recreational activities -Programming for adult family members -Based on assessment of needs -On-going and sequential

18. Academic Enrichment Academic enrichment activities: -Must focus on math or literacy -May focus on other core academic subjects -Should align with WI state standards -Should be different than school day instruction -Hands on and/or experiential -Project-based -Build on student assets -Incorporate student voice and choice Homework assistance and tutoring are not the same as academic enrichment!

19. Staffing In order to ensure high quality staff: -Hold regular staff meetings -Provide professional development specifically related to after school issues -Schedule time for staff to plan and reflect

20. Recruitment of Students Programs should: -Target students with greatest academic need -Student data -Teacher recommendations -Employ multiple methods for recruiting students -Parent-teacher conferences -Letters and phone calls to parents -Develop plan for retention of students

21. Sustainability -21 st CCLC grant is not intended to be sole funding source for program -Grantees should pursue partnerships and funding resources to sustain program beyond grant -Funding Sources to Consider: -Fund 80, Title I, school resources, child care reimbursement funds (i.e. YoungStar), local businesses, charitable organizations, and civic organizations

22. Future of 21 st CCLC Grant -Future grant funding dependent on federal funding -Wisconsin allocation can and does fluctuate -Reauthorization of the Elementary and Secondary Education Act (ESEA) may change program operations -For more information visit: http://www.afterschoolalliance.org/ http://www.afterschoolalliance.org/

23. Common Compliance Issues -CLC activities for youth cannot happen during school hours -Must offer opportunity to participate to private school students and their families in school service area -CLC evaluation reports must be made available to public at large -To be counted as CLC participants, students must receive math and/or literacy enrichment activities weekly

24. Common Compliance Issues -21 st CCLC adult family member programming is restricted to family members of CLC participants, unless coordinated with other funding sources -Programs must ensure safe transportation to and from program -Program fees cannot be a barrier to participation

25. Communication -Please contact us in a timely manner when there are personnel changes to assure contact information is up-to-date -Program director and program coordinator should be on listserv -If you aren’t receiving e-mails from alison.wineberg@dpi.wi.gov, you aren’t on listserv alison.wineberg@dpi.wi.gov

26. Save the Date -November 2016: WAN Trainings -March/April 2016: Spring Training -May 6, 2016: Annual Renewal Application due -May 30, 2016: Final budget revisions due -June 30, 2016: Deadline for grant expenditures -September 30, 2016: Final claims due

27. Further Guidance -Federal Non-Regulatory Guidance : http://www2.ed.gov/programs/21stcclc/guidance 2003.pdf http://www2.ed.gov/programs/21stcclc/guidance 2003.pdf -WI 21 st CCLC Grant Program Guidelines: http://sspw.dpi.wi.gov/sites/default/files/imce/ssp w/pdf/clcgrantguidelines2015_16.pdf http://sspw.dpi.wi.gov/sites/default/files/imce/ssp w/pdf/clcgrantguidelines2015_16.pdf

28. Further Resources You for Youth (Y4Y) website: -Professional development resources and implementation tools for 21 st CCLC sites -Toolkit of instructional best practices for afterschool: -https://www.y4y.ed.gov/toolkits/afterschoolhttps://www.y4y.ed.gov/toolkits/afterschool -Tools for aligning with school day, establishing partnerships, and engaging families -https://www.y4y.ed.gov/tools/#alignmenthttps://www.y4y.ed.gov/tools/#alignment

29. 21 st CCLC Quiz -Can the grant be used to purchase electronic products? -A. Yes -B. No -C. Only under certain conditions

30. 21 st CCLC Quiz -What is the general rule for determining which program funds may be used to cover a particular activity or expense? -A. Anything can be purchased, as long as it is used by youth -B. Only staff and consumable materials can be paid for with the grant funds -C. The cost must, among other things, be reasonable and necessary for the proper and efficient performance and administration of the grant.

31. 21 st CCLC Quiz -May program funds be used to purchase materials or educational incentives, such as pens, note pads, memo clips, t-shirts, or other items with the 21 st CCLC logo on them? -A. No -B. Only to meet the objectives of the grant -C. Yes, it keeps youth interested and promotes the program

32. 21 st CCLC Quiz -May funds be used to install a wireless network in a school that is also used for 21 st CCLC program activities? -A. No -B. Only if the network is used during the 21 st CCLC program -C. Yes

33. 21 st CCLC Quiz -Can professional fees allocated within a grant be used to hire grant writers to assist with sustainability? -A. Yes -B. No -C. Only if the application is successful -How often does the 21 st CCLC program have to be evaluated to determine progress towards goals? -A. Once in each cycle. -B. Annually -C. Prior to DPI monitoring the program

34. 21 st CCLC Quiz -What does “supplant” mean? -A. To plant a non-native species in a natural area -B. To replace other Federal, State, or Local dollars previously used to fund identical activities -C. To expand or enhance activities previously offered -Under which conditions can the grant be used to fund an adult family member event? -A. To fund a school-wide family event -B. To fund a neighborhood event for adults -C. To fund an event for adult family members of 21 st CCLC participants

35. Contacts -Tanya Morin, Consultant (CESA 1) -(608) 267-9393 -tanya.morin@dpi.wi.govtanya.morin@dpi.wi.gov -Gary Sumnicht, Consultant (CESA 3, 4, 5, 8, 9, 10, 11, 12) -(608) 267-5078 -gary.sumnicht@dpi.wi.govgary.sumnicht@dpi.wi.gov -Alison Wineberg, Consultant (CESA 2, 6, 7) -(608) 267-3751 -alison.wineberg@dpi.wi.govalison.wineberg@dpi.wi.gov