2016-17 Extended Learning Program October 2016 Statewide Meeting Office of Extended learning 2016

Topics To Be Covered 2016-2017 Program dates Budgeting SMART Goals and Objectives Programming Opportunities Family Engagement Project AWARE Tennessee State Parks SWORPs Update

2016-17 Project Dates To Remember Due Date Activity or Report October 31, 2016 Budget submitted and approved by TDOE First reimbursement request due Fall Regional Check-In Dates Upper East Tennessee: November 16th and 17th at Walter State Community College Middle Tennessee: November 21st and 22nd at Murfreesboro City Schools Office West Tennessee: November 29th and 30th at Haywood County Schools Central Office Lower East Tennessee: December 1st at The Urban League’s Offices November 18, 2016 State issued student ID’s entered in SWORPS All students flagged in student management systems December 16, 2016 Mid Year report due Spring Regional West Tennessee: April 18th and 19th (Locations to be determined) Middle Tennessee: April 25th and 26th Upper East Tennessee: May 2nd and 3rd Lower East Tennessee: May 10th May 12, 2017 End of Year report due June 30, 2017 End of the fiscal year, end date for project expenses August 15, 2017 Final Expenditure Report (FER) for projects not having summer programs August 30, 2017 Final Expenditure Report (FER) due for projects having summer programs

Budgeting Adequately plan for the entire school year. Be good stewards of the grant funds. Draw funds out of ePlan on a monthly basis and be sure to follow the agency approval chain on budget reimbursements and revisions. Submit budget revisions as needed in ePlan and provide detailed explanations in the narrative. Look for the TDOE Extended Learning approval in ePlan after submitting budgets and revisions. Revise if returned not approved.

Budgeting Administrative costs should be reasonable given the number of students served in the program. For example, a program budget that includes the salaries for 5 full time staff members but only serves 75 students would be unreasonable. Expenses that are covered in Indirect Costs should not be included in another line item. For example, if an agency uses indirect cost to cover publication and printing, then there should not be a separate line item for that expense.

Technology Requests Requests should be sent to Kim Daubenspeck Kimberly.Daubenspeck@tn.gov prior to purchase Technology requests should come from the project director not individual site staff. Some examples of requests that will not be approved LCD Projectors Camcorders Laptop or desktop computers that are over $1,000 each More than 10 items per project including hardware, software, licenses

Staffing Find the best people. Consider using annual contracts with people who work in the program. Develop basic job descriptions and handbooks for your project staff. Staff according to the number of students participating in the program. Ensure that school administrators have time to devote to the site for quality programming if they are paid staff.

Communications Things to Consider: Communication between the project director and site staff Communication between the project director and Extended Learning Program staff Plan of succession when a project director leaves Communication between the project director and school district personnel

Creating SMART Goals And Objectives SMART goals are: S = Specific, Consider who, what, when, where, why, how M = Measurable, have numeric or descriptive measures A = Attainable, consider needed resources, be realistic R = Relevant, Rigorous, Results Focused T = Timely and can be Tracked with a realistic deadline

Creating SMART Goals And Objectives Example of a good SMART goal: To provide a supplemental Reading/Literacy Program to include student/adult tutoring using scientifically researched based programs that will enable students to show growth of one year or more in Reading/Language Arts. Example of a good objective: 35% of regular attendees will achieve one year of growth in Reading/Language arts by April 2016 as measured by STAR assessment data.

Family Engagement Conduct a minimum of four grant related activities per site per year. Embedding family engagement in your program Example: include family members and students on an advisory board Example: provide classes of interest to family members

Quality Programming Programming is not a repeat of the school day. High quality programs take research and planning Y4Y (You for Youth) is an excellent resource https://y4y.ed.gov/ Study your data Plan for continuous improvement of your program, evolve, and if it doesn’t work, try something else

SWORPS Update New SWORPS site has been field tested before general release. Firefox or Chrome is the preferred browser to access SWORPs Please keep rosters as updated as possible for the new SWORPS app. Promote, add, delete participants frequently.

Notifications can also be submitted electronically at: FRAUD, WASTE Or ABUSE Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government. NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free Hotline: 1-800-232-5454 Notifications can also be submitted electronically at: http://www.comptroller.tn.gov/hotline