DESE Afterschool Grantee Workshop

21st CCLC & SAC Upcoming Dates NOVEMBER 30 21st CCLC Only-Map Data Entry (students 30+ days from 2016-2017) DECEMBER 22-25 RFR submitted if you have not since July 1

Due Dates KCC due dates are located on the DESE Afterschool Portal under the KCC tab. Due dates (other than KCC dates) are listed each year in the initial application or continuation report, and the Afterschool Grant Reference guide, located on the DESE Afterschool Portal.

Reporting It is important that you are meeting all reporting deadlines/requirements such as KCC, including attendance, Continuation Reports, Guided Reflections, etc. as it may affect your score in future grant competitions and it is reflected on yearly risk assessments. During the last 21st CCLC and SAC competitions, applicants had up to 10 points deducted for late/no reporting. In the event of unplanned circumstances, extensions must be requested to your assigned DESE Supervisor and may be granted on case-by-case basis.

Updated Fiscal Guidance for Federal Grant Programs Manual Policy and Procedure Checklist (located on DESE Afterschool Portal)

2017-2018 Monitoring NEW!! Uploads required through the DESE Federal Tiered Monitoring System (TMS) prior to onsite visits.

Non-Public Registration (21st CCLC only) 21st CCLC has been added to the Nonpublic Registration system. If the non-public opts out of federal programs, it will cover all programs listed. This means that you will not have to consult with non-publics that have opted out. This will be available for the 2018-2019 year.

Proposed Students to be Served Beginning in the 17-18 year, those that are not meeting at least 80% of the number of proposed students 30+ days or more may have their budgets reduced in 18-19.

Unspent Funds Watch budgets closely to make sure you are spending your money. You should not have excessive amounts left at the end of the year. Could indicate poor planning Risk level increases and may reduce award amount in future years.

Administrative or Clerical Positions Direct charging of these costs may be appropriate only if ALL of the following conditions are met: Such services are integral to a project or activity; Individuals involved can be specifically identified with the project or activity; Such costs are explicitly included in the budget; and The costs are not also recovered as indirect cost. Job description could be used along with time and effort to meet these conditions. Please be aware of possible supplanting, as well

Alignment with the School Day (21st CCLC only) 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 State academic standards and the school’s curriculum in the core subjects areas of at least, but limited to; math, reading/language arts and science (MO added subjects).

Alignment with the School Day, cont. Definition-Community Learning Center (ESSA) (A) Assists students to meet the challenging State academic standards by providing the students with academic enrichment activities and a broad array of other activities (such as programs and activities described in subsection (a)(2)) during nonschool hours or periods when school is not in session (such as before and after school or during summer recess) that- Reinforce and complement the regular academic programs of the schools attended by the students served; and Are targeted to the students’ academic needs and aligned with the instruction students receive during the school day; and

Alignment (cont.)-MO Learning Standards Missouri Learning Standards The Missouri Learning Standards define the knowledge and skills students need in each grade level and course for success in college, other post-secondary training and careers. These expectations are aligned to the Show-Me Standards, which define what all Missouri high school graduates should know and be able to do. https://dese.mo.gov/college-career-readiness/curriculum/missouri-learning-standards

This is only an example of one program and you do not have to use it This is only an example of one program and you do not have to use it. You can create your own lesson plan that will work for your program.

Reminders Evaluation results At least 1 goal in quality action plan to improve School day linkage - CRUCIAL State results on grades compared to national Broad array of activities

Continuation Reports Continuations are non-competitive but resemble your original application; you should not have substantial changes. Make sure you fully complete the continuation. DETAILED budgets…failure to=approval delays for all. Must report on progress in meeting grant deliverables.

Common Afterschool Monitoring Findings

Little to No Partnerships or Family Engagement Making intentional connections with families and the community takes planning and forethought. Good Resources Beyond the Bell Toolkit: www.beyondthebell.org Y4Y: https://y4y.ed.gov/ Beyond the Bake Sale: The Essential Guide to Family-School Partnerships

Common Equipment Inventory Mistakes Equipment inventory records must include ALL of the following information: Description of the property Serial number or other identification number Funding source of property (Including FAIN)-found on federal disclosure letter received with continuation award letter. Who holds the title, if applicable Acquisition date Cost of the property Percentage of federal participation in the project costs for the Federal award under which the property was acquired Location, use and condition of the property Any ultimate disposition data including the date of disposal and sale price of the property. Must complete and document a physical inventory at least once every two years.

Policies & Procedures Top Monitoring Findings: No written policy or procedure Policy or procedure does not contain sufficient content Grantee is not implementing policy or procedure

Travel Documentation Monitoring Findings Documentation is not available or does not justify that: 1. Participation of the individual is necessary to the Federal award; and 2. The costs are reasonable and consistent with non-Federal entity’s travel policy

Travel Documentation, cont. Documentation could include: Agenda Prior written approval Written justification statement Examples of written justification statements are available on the DESE Afterschool Portal

Time & Effort Monitoring Findings No Time and Effort documentation on file for Federally paid employees Actual time reflected on the timesheet/PAR Calendars with checkmarks on certain days would not be sufficient Time and Effort documentation not signed and dated after work completed. Timesheets do not account for the entire activity of the employee Timesheets are not signed by both the employee and supervisor Actual time and effort reported on timesheets do not agree with the amount of Federal funding paid to the employee No contract/agreement for extra duty pay No Time and Effort documentation completed for extra duty pay

Questions