Introduction to the Agency Input Pack I Introduction to the Agency Input Pack The purpose of today’s training is to introduce you to the Agency Input Pack which you will use to: A. Report your program’s attendance, B. Provide you with a summary of your attendance by day and track, C. Allow you to choose the appropriate funding source according to grant rules.

 Data will be gathered in a workbook file called the Agency Input Track. This is a Microsoft 2007 Excel file with three spreadsheet forms. A. Quarterly Attendance Roster or QAR. An attendance input form that is submitted monthly. Information is accumulated quarterly, so that agencies can act on attendance trends. B. The Quarterly Attendance Summary or QAS--serves as a guide for administrators to prepare for summary funding decision making. C. The Funding Form or FF. This is where cumulative attendance is matched with funding by an agency administrator and is the basis for the Beyond the Bell management report and invoice generation.

More efficient—We now have many schools with multiple funding Allows us to give you management reports & generate invoices Ensures compliance so that funds are spent within state guidelines Aligns with federal & state reporting requirements Helps agencies track progress towards contract benchmarks Assists data collection for Evaluation Why we changing the attendance reporting template

Attendance is taken at the school site Staff responsible for recording attendance record into Quarterly Attendance Roster Each month an administrator examines the Quarterly Attendance Summary If there is more than one source of funding Administrator must decide which dates apply to which funding source

 How it is different from previous attendance keeping template ◦ Attendance is now totaled quarterly so you will be able to make changes and corrections up to 15 days after the quarter ends. ◦ Attendance is summarized on a daily basis. This allows you to choose which funding source you wish to use. You no longer need to tie the same students to a particular funding for an entire month. ◦ By sorting student attendance by track, it allows you to immediately identify off-track students attending your program so you will choose the correct funding source. ◦ By not having a separate master roster and separate monthly reporting pages, there should be far fewer attendance errors. ◦ Attendance and funding will be reported from all your schools on the same file.

Quarterly Attendance Report (QAR) Essential Information Agency ID /AgencyPLocSchoolBirthdateStudent IDLastFirstMidGRTRStart 27 BTB1527BST MS1/2/ M055BatesAlanHarry7C7/6 27 BTB1527BST MS2/3/ F017HollisCharlotteAnn8D7/9 27 BTB1527BST MS6/6/ F099WoodhouseRosemaryDee6B7/11 27 BTB1527BST MS4/4/ M043ThornDamienEric7C7/11 27 BTB1527BST MS5/5/ F012WhiteCarrieLouise6D7/12 27 BTB1527BST MS7/7/ F019BordenLizzieMae8B7/9 27 BTB1527BST MS8/8/ M079KrugerFrederickLuis7C7/6 27 BTB1527BST MS9/9/ M104CalaveraDiegoJuan6B7/16 27 BTB1527BST MS10/10/ F102SmithDynishaNMN6A7/13 27 BTB 1527BST MS11/11/ M107AdamsDonnieAlan7A7/13

7/97/107/117/127/

 Attendance is reported monthly to Beyond the Bell  You can only get credit for attendance for students with valid ID #’s.  Changes and additions to the attendance report can be made each month of the quarter.  Quarter is frozen and cannot be changed on the 15th day after the quarter ends

Duplicate ID’s 27BTB1527BTS MS040895M079CamposRosa 27BTB1527BTS MS040895M079CamposCarlos IncorrectID’s 27BTB1527BTS MS999F100595LopezMariela 27BTB1527BTS MS698M065GodioySamual ID # does not match LAUSD Record 27BTB1527BTS MS Number provided is for: JonesThomas M071GuerreroDaniel Using Local 4 digit code 27BTB1527BTS MS2321MChoJustin

For programs with both ASES and 21 st CCLC funding, it is possible for a program to have two activities on the same day. Scenario using this situation — There is a talent show on a Friday evening. ASES funding pays for the regular school day program up to 6: st CCLC funding can be used for those students who attend the talent show. Here’s how you would record the information on the Quarterly Attendance Roster (QAR):

E1E2E3E4E5E At the end of the QAR there are “E” Days Go to end of roster Enter attendance for the second activity just as you would for a regular day. You may want to put the date of the event at the bottom of the roster to help you identify which event you are recording. Total for each E Day will appear on the Quarterly Attendance Summary (QAS) 9/28

Total Attend- ance Track A Track B Track C Track D Core Attend -ance Supple- mental Attendance 9/4/ /5/ /6/ ?? 9/7/ ??

 The quarterly attendance summary provides your agency with a summary of the daily attendance.  It breaks it down by track so that your agency can identify which students get core funding (regular school attendance) or supplemental funding (off track students attending, services provided during vacation periods, or extended days).  Helps your agency decide how many students it should assign to each source of funding.

 CD with the Agency Input Package (AIP)  AIP Guide with directions  List of its schools, funding choices, contract number and amounts, attendance targets, and quarterly attendance targets.

BTB Support Staff Agency Input Package After school Partners

DayTot AttTRK ATRKBTRKCTRKDCORESUPP 9/ / / / / / / / / / / / E

PLocSchoolCalendarAgency IDAgencyDatesTypeStudentsFunding 1527BTS MS4TRK27BTB 9/17105A or C 1527BTS MS4TRK27BTB 9/18105 A or C 1527BTS MS4TRK27BTB 9/185B or D 1527BTS MS4TRK27BTB 9/1998A or C 1527BTS MS4TRK27BTB 9/2094A or C 1527BTS MS4TRK27BTB 9/207B or D 1527BTS MS4TRK27BTB 9/2191A or C 1527BTS MS4TRK27BTB 9/2253C 1527BTS MS4TRK27BTB 9/2217D 1527BTS MS4TRK27BTB 9/2494A or C 1527BTS MS4TRK27BTB 9/25105A orC 1527BTS MS4TRK27BTB 9/2694A or C

PLocSchoolCalendarAgency IDAgencyDatesTypeStudentsFunding 1527BTS MS4TRK27BTB 9/2789A 1527BTS MS4TRK27BTB 9/27E30D 1527BTS MS4TRK27BTB 9/2899A or C 1527BTS MS4TRK27BTB 9/2914C 1527BTS MS4TRK27BTB 9/292D 1527BTS MS4TRK27BTB 1527BTS MS4TRK27BTB 1527BTS MS4TRK27BTB 1527BTS MS4TRK27BTB 1527BTS MS4TRK27BTB If you have both core and supplemental funding the same day, if you choose ASES Core, you must choose ASES SUPP. If you choose, you must choose 21 st CCLC Core, you must choose 21 st CCLC SUPP