21 st Century Community Learning Center Program Supporting Student Success Through 21st CCLC Opportunities September 21, 2010 Airport Hotel 1 9/21/2010

Welcome Introduction Housekeeping By Daniel Williams Special Programs Management Section 2 9/21/2010

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 Reflection, Articulation, Next Steps, and Evaluation of Meeting All 39/21/2010

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 49/21/2010

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 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 share the revised reports for State Evaluation To share the revised reports for State Evaluation To answer/gather questions that sites may have concerning 21 st CCLC grant To answer/gather questions that sites may have concerning 21 st CCLC grant 59/21/2010

Hawaiis 21 st CCLC Cohorts Cohort 4 (5th year of funding) Cohort 4 (5th year of funding) Castle Complex Castle Complex Kealakehe Complex Kealakehe Complex Cohort 5 (3rd year of funding) Cohort 5 (3rd year of funding) Molokai Complex Molokai Complex Leilehua Complex Leilehua Complex Kalihi Learning Kalihi Learning Central Kauai Central Kauai 69/21/2010

Hawaiis 21 st CCLC Cohorts Cohort 6 (2nd year of funding) Cohort 6 (2nd year of funding) Kaimuki Complex Kaimuki Complex McKinley Complex McKinley Complex Campbell Complex Campbell Complex Baldwin Complex Baldwin Complex Kohala Complex Kohala Complex Cohort 7 (1st year of funding) Cohort 7 (1st 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 79/21/2010

Sharing by Complexes Cohorts 4, 5 and 6 Cohorts 4, 5 and 6 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 89/21/2010

Summer Institute and May 21 st CCLC Video Conference 99/21/2010 Supporting Student Success Through 21 st CCLC Opportunities Sharing by those who attended the summer institute Review from May 11, 2010 Video Conference Will provide CD of video conference, if requested

Federal Context Every state has an Accountability System (AYP) Every state has an Accountability System (AYP) Every state has State Standards (HSA and HCPS III) Every state has State Standards (HSA 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 109/21/2010

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 119/21/2010

Historical Timeline for Hawaii First competition conducted by states First competition conducted by states Cohort 1 – Hamakua, Leilehua, and Waianae Complex Cohort 1 – Hamakua, Leilehua, and Waianae Complex Grant ended – utilized ENC for Grant ended – utilized ENC for Revised Non-Regulatory Guidance – February, 2003 Revised Non-Regulatory Guidance – February, 2003 Revised Non-Regulatory Guidance – February, 2003 Revised Non-Regulatory Guidance – February, 2003 U.S. Department of Education funded final year of discretionary USDOE grants U.S. Department of Education funded final year of discretionary USDOE grants 21 st CCLC contract to SEDL for technical assistance 21 st CCLC contract to SEDL for technical assistance Summer Institutes through SEDL Summer Institutes through SEDL Cohort 2 – Campbell and Kahuku Complex Cohort 2 – Campbell and Kahuku Complex Grant ended – utilized ENC for Grant ended – utilized ENC for FY 2004 federal appropriation - $999 million FY 2004 federal appropriation - $999 million Grantees complete Annual Performance Report (APR) Grantees complete Annual Performance Report (APR) Cohort 3 – Hana, Kekaulike, Waialua, and Waipahu Complex Cohort 3 – Hana, Kekaulike, Waialua, and Waipahu Complex Grant ended – utilized ENC for Grant ended – utilized ENC for /21/2010

Historical Timeline for Hawaii (cont.) FY 2005 federal appropriation - $991 million FY 2005 federal appropriation - $991 million No new RFP for this year; possible new RFP in Spring for No new RFP for this year; possible new RFP in Spring for Federal Monitoring April - Note: 21 st CCLC was not monitored by the feds during this monitoring period Federal Monitoring April - Note: 21 st CCLC was not monitored by the feds during this monitoring period FY 2006 federal appropriation – $981 million FY 2006 federal appropriation – $981 million Cohort 4 – Castle and Kealakehe Complex Cohort 4 – Castle and Kealakehe Complex State Monitoring by Nishihama & Kishida for and State Monitoring by Nishihama & Kishida for and FY 2007 federal appropriation – $981 million FY 2007 federal appropriation – $981 million No new grant applications No new grant applications State Monitoring by Grant Thornton State Monitoring by Grant Thornton /21/2010

Historical Timeline for Hawaii (cont.) FY 2008 federal appropriation – $981 million FY 2008 federal appropriation – $981 million Title I monitoring April , 2009 Title I monitoring April , 2009 Cohort 5 – Molokai, Leilehua, Kalihi Learning, and Central Kauai Complex Cohort 5 – Molokai, Leilehua, Kalihi Learning, and Central Kauai Complex State monitoring by Grant Thornton State monitoring by Grant Thornton FY 2009 federal appropriation - $800 million (about a 26% cut) FY 2009 federal appropriation - $800 million (about a 26% cut) Cohort 6 – Kaimuki, McKinley, Campbell, Kohala Complex Cohort 6 – Kaimuki, McKinley, Campbell, Kohala Complex USDE monitoring (January 20, 2010) – desk audit USDE monitoring (January 20, 2010) – desk audit Participation of Private Non Profits Participation of Private Non Profits Varied Evaluation Committee Varied Evaluation Committee USDE summary of single audits to (August 26, 2010) USDE summary of single audits to (August 26, 2010) Earmarking Earmarking Equipment and Real Property Management Equipment and Real Property Management 9/21/

Historical Timeline for Hawaii (cont.) Cohort 7 – Kau-Keaau-Pahoa Complex Area, Hilo Complex, Waipahu Complex, Waianae Complex Cohort 7 – Kau-Keaau-Pahoa Complex Area, Hilo Complex, Waipahu Complex, Waianae Complex Consolidated federal monitoring Consolidated federal monitoring Consolidated federal monitoring Consolidated federal monitoring Various federal programs – Title I, Title II, Title III, 21 st CCLC, Special Education, Even Start, Migrant Education, Homeless Education Various federal programs – Title I, Title II, Title III, 21 st CCLC, Special Education, Even Start, Migrant Education, Homeless Education21 st CCLC21 st CCLC Tentative Schedule Tentative Schedule USDE monitoring protocol USDE monitoring protocol USDE monitoring protocol USDE monitoring protocol Program Schedule Program Schedule Program Schedule Program Schedule 159/21/2010

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 169/21/2010

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 4, 5 and 6 are to revise their Grantee Profile and input their APR into PPICS Cohort 4, 5 and 6 are to revise their Grantee Profile and input their APR into PPICS Cohort 7 does not need to input anything into PPICS Cohort 7 does not need to input anything into PPICS Deadline to have APR into PPICS is November 5, 2010 Deadline to have APR into PPICS is November 5, 2010 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 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) 179/21/2010

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 189/21/2010

Program Questions for Hawaii Local Evaluation Report 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. Narrative to be sent to Dan with evidence attached. Front Cover (1 page) Front Cover (1 page) 199/21/2010

Executive Summary (no more than 4 pages) A brief overview of the evaluation, explaining why it was conducted and listing its major conclusions and recommendations A brief overview of the evaluation, explaining why it was conducted and listing its major conclusions and recommendations Although the summary is placed first, it is the section that you write last Although the summary is placed first, it is the section that you write last 209/21/2010

Additional Information to Conclusion and Recommendations It may be more compelling to present this section in the form of a list rather than as a narrative It may be more compelling to present this section in the form of a list rather than as a narrative The recommendations or options can be the most influential part of the evaluation report The recommendations or options can be the most influential part of the evaluation report Emphasize what is important, and to make clear which conclusions have been tentatively rather than firmly drawn Emphasize what is important, and to make clear which conclusions have been tentatively rather than firmly drawn 219/21/2010

State Reporting – PREL Implementation – State profile of 21CCLC programming Implementation – State profile of 21CCLC programming Operations, Activities, Participants Operations, Activities, Participants PREL reports by complex and aggregates State totals PREL reports by complex and aggregates State totals Program Measures – Did the Complexes/State meet performance targets? Program Measures – Did the Complexes/State meet performance targets? Outcomes are a combination of federally mandated GPRAs and HIDOE- established Outcomes are a combination of federally mandated GPRAs and HIDOE- established PREL reports by complex and aggregates State totals PREL reports by complex and aggregates State totals Data Sources – PPICS, Local Evaluation Reports, HIDOE Data Sources – PPICS, Local Evaluation Reports, HIDOE Chuck Giuli and Andrew Sahalie Chuck Giuli and Andrew Sahalie Pacific Resources for Education and Learning (PREL) Telephone: Telephone: Fax: Fax: /21/2010

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 guidelines following 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 1-6 Grades 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 239/21/2010

Grant Updates and Timeline Level funding for the first three years of the grant Level funding for the first three years of the grant Fourth year of the grant, funds reduced by 25% Fourth year of the grant, funds reduced by 25% Fifth year of the grant, funds reduced by 50% Fifth year of the grant, funds reduced by 50% Allocation for this year should have come down to existing grantees/programs by late September 2010 – allocation approved by Mr. Hamada - September 17, 2010 (approximately 10 days to drop into account) Allocation for this year should have come down to existing grantees/programs by late September 2010 – allocation approved by Mr. Hamada - September 17, 2010 (approximately 10 days to drop into account) New grantees (Cohort 7) should have their allocations shortly after submitting revised budgets and having them approved New grantees (Cohort 7) should have their allocations shortly after submitting revised budgets and having them approved Grantees with $50,000 or more of unspent funds need complete a carryover justification Grantees with $50,000 or more of unspent funds need complete a carryover justification 249/21/2010

Program Measures Programs Measures Programs Measures Target versus Actual Areas for Improvement Percentage of regular program participants with teacher-reported improvement in attending class regularly Percentage of regular program participants with teacher-reported improvement in attending class regularly Percentage of centers that offer enrichment and support activities such as nutrition and health, art, music, technology, and recreation Percentage of centers that offer enrichment and support activities such as nutrition and health, art, music, technology, and recreation Percentage of centers that offer services to parents, senior citizens, and other adult community members Percentage of centers that offer services to parents, senior citizens, and other adult community members Percentage of centers that offer services at least 15 hours per week on average and provide services when school is not in session, such as during the summer and holidays Percentage of centers that offer services at least 15 hours per week on average and provide services when school is not in session, such as during the summer and holidays Proportion of schools In Good Standing Proportion of schools In Good Standing 259/21/2010

Changes to the RFP (Options for Cohort 1 and beyond) Inquiry about funding programs whose funding has ended after 5 years. Inquiry about funding programs whose funding has ended after 5 years. Presentation done to the Title I Committee of Practitioners (COP) in February, 2007 on options to consider. The COP role is to provide recommendations to programs and state policies as related to the programs managed in the SPMS office. Presentation done to the Title I Committee of Practitioners (COP) in February, 2007 on options to consider. The COP role is to provide recommendations to programs and state policies as related to the programs managed in the SPMS office. See memo that has been posted on DOE Memos and Notices (Date: 3/27/07) See memo that has been posted on DOE Memos and Notices (Date: 3/27/07)Date: 3/27/07Date: 3/27/07 269/21/2010

Change in Request for Proposal (RFP) Process for 21st CCLC: Priority will be given to new grantees provided they meet the specifications of the grant Priority will be given to new grantees provided they meet the specifications of the grant Cohorts whose funding has ended after their five years of funding may reapply for the grant Cohorts whose funding has ended after their five years of funding may reapply for the grant If a grantee is in a cohort whose funding cycle is ending and decides not to reapply for the funds for next year, but has carryover monies, the cohort may request an extension from the State Program Manager If a grantee is in a cohort whose funding cycle is ending and decides not to reapply for the funds for next year, but has carryover monies, the cohort may request an extension from the State Program Manager This change was added to the Competitive Priorities Section of the 21st CCLC request for proposal beginning SY This change was added to the Competitive Priorities Section of the 21st CCLC request for proposal beginning SY /21/2010

Procedures for an Extension at No Cost after funding has ended Submit Extension at No Cost Justification by June 16 th : Submit Extension at No Cost Justification by June 16 th :Extension at No Cost JustificationExtension 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. Funds can be extended up to June 1, Timeline of when your activities will be completed. Funds can be extended up to June 1, Castle and Kealakehe complex – if applicable – need to submit by June 1, Castle and Kealakehe complex – if applicable – need to submit by June 1, response on whether or not your extension has been approved. response on whether or not your extension has been approved. 289/21/2010

Changes to be aware of for School Year State Auditing of Program State Auditing of Program Payroll Certifications Payroll Certifications All should be using the 100% funded form All should be using the 100% funded form100% funded form100% funded form Personnel Forms Personnel Forms Contracts Contracts Purchase Orders Purchase Orders Summer School Fee Summer School Fee Exemption but dont charge higher than normal summer school fee Exemption but dont charge higher than normal summer school fee Make sure you have a sliding scale - this includes the regular school year as well Make sure you have a sliding scale - this includes the regular school year as well 299/21/2010

PPICS Concerns Reporting of HSA scores Reporting of HSA scores Updating of Grantee Profile Updating of Grantee Profile 309/21/2010

Credit Recovery and Credit Accrual Credit Recovery and Credit Accrual Credit Recovery and 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 319/21/2010

Payroll Certification DOE Memos and Notices (8-7-09) – Dr. Bob Campbell (Now taken over by Office of Fiscal Services Accounting Section, Sharon Hiramoto) - shall be completed and signed by the employee or supervisor twice a year for employees working solely on a single federal funded program. Certifications shall be: DOE Memos and Notices (8-7-09) – Dr. Bob Campbell (Now taken over by Office of Fiscal Services Accounting Section, Sharon Hiramoto) - shall be completed and signed by the employee or supervisor twice a year for employees working solely on a single federal funded program. Certifications shall be: DOE Memos and Notices DOE Memos and Notices a. Signed and dated within 30 days after the end of the reporting period, and b. For the six months ending December 31 (July 1 to December 31) and June 30 (January 1 to June 30) of each year. 329/21/2010

Payroll Certification Payroll certification forms Payroll certification forms Working solely on a single program – most likely form to be used Working solely on a single program – most likely form to be usedsingle programsingle program Working in multiple programs Working in multiple programsmultiple programsmultiple programs Payroll certification form FAQs Payroll certification form FAQsFAQs 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 339/21/2010

Personnel Issues 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 349/21/2010

Procurement 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 359/21/2010

Equipment and Real Property Management 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 369/21/2010

Equipment and Real Property Management 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 funds 21 st CCLC funds 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. # 379/21/2010

DateEvent Other Info Tuesday, September 21thMeeting for all 21 st CCLC grantees; new and returning 8:30 – 3:30; Honolulu Airport Hotel By late September monies are released to current grantees; new grantees will have funds disbursed as soon as budget is approved Date is depended upon when state receive the funds Friday, October 22 nd Cohorts 4, 5 and 6 - All data for state report is due Send in appropriate sections Friday, November 5 th Last day to enter data into PPICS for Hawaii Data entered to validate it for feds and PREL reporting. 389/21/2010 PPICS Dates

OBM Circular A-87 (Attachment B 1-42) 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 399/21/2010

Supplement not Supplant 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. 409/21/2010

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 Fund raising for travel Fund raising for travel Funding for travel comes from private and outside sources Funding for travel comes from private and outside sources Use 21st CCLC in the past to pay for registration fees and rental cars, along with a few per diems Use 21st CCLC in the past to pay for registration fees and rental cars, along with a few per diems 419/21/2010

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 used create 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 42 9/21/2010

Table Discussion How does your 21st CCLC program align to the Race to the Top initiatives? How does your 21st CCLC program align to the Race to the Top initiatives? How can your 21st CCLC program support 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? 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? Does this program make a difference? How do the efforts of the 21st CCLC program align to the schools efforts to improve student achievement? 439/21/2010

Next Steps Questions and Answers Questions and Answers Special Programs Management Section (SPMS) Personnel Update Special Programs Management Section (SPMS) Personnel Update Evaluation Evaluation 449/21/2010

Resources for 21 st CCLC Council of Chief State School Officers United State Department of Education Videos video/video/2010/09/14/president-s-back-school-speech video/video/2010/09/14/president-s-back-school-speech video/video/2010/09/14/president-s-back-school-speech video/video/2010/09/14/president-s-back-school-speech SEDL Advancing Research, Improving Education Afterschool Alliance /21/2010

Aloha and Mahalo Daniel Williams – phone fax nd Avenue Room 126 Honolulu, Hawaii /21/2010