1. Attendance Compliance
ExCEL After School Program
October 20, 2016
Strong Systems and Structures

2. Building capacity & sustainability

3. Strong Systems & Structures Learning Community
Site maintains compliant attendance tracking and registration systems.
Sites are using the correct sign-in sheet from EMS
Required reporting and EMS updates are accurate and submitted on time
Understand how reductions from California Department of Education works.

4. ExCEL Grants & Financial Resources
$450,000 involuntary reductions received FY based on sites not meeting target attendance.
In June 2017 most 21st Century (Elementary/Middle School) Grants end and must be re-applied for.
In June 2018 all ASSETS (High School) Grants end and must be re-applied.
What does this mean?

5. Changes in Funding
CDE is changing the funding formula for equitable distribution of funds between urban and rural areas. This means less funds will be available for Urban areas
Most likely not all of the 21st grants will be re-funded
It is not clear what funds will be available though OCOF (The new Children’s Fund)
The current extensive PD and TA support from ExCEL is not sustainable beyond FY 16-17

6. Grants State Grant Renewal process every three years
After School Education and Safety ASES
NCLB: Title IV, Part B 21st Century 21st CCLC
State Grant
Renewal process every three years
Elementary and Middle only
Base and supplemental grant
Federal Grant
Application process every five years
Elementary, Middle and High School
Base, Supplemental, before school, family literacy, equitable access grants

7. Attendance target
School site attendance calculated based on total grant to school
School Site allocation is 85% of the total grant.
ADA (average daily attendance)- kinda important- helps sites know how many students need to attend program on a given day .
How to calculate school year ADA: site allocation / .85 / 180 school days/ $7.5($10) reimbursable rate= ADA
Example: ES and MS: $95,625/.85/180/7.5= ADA
HS $127,500/.85/180/10=98 ADA
Total Number of Student Attendance target- very important
This is the big number on your contract. This is the number you want to achieve to ensure you have hit your attendance target for your grant(s)
Bring an executed contract, P.O. K-REso, BASE or supplemental

8. 100% vs 85% vs 75% attendance achieved
100% attendance achieved means you achieved the full student attendance of the grant
85% attendance achieved means you only achieved 85% of the student attendance- if you have a waitlist you should be able to serve those students (This is the minimum percentage to prevent grant reductions from CDE)
75% attendance achieved means you only achieved 75% of the student attendance- if you have a waitlist you should be able to serve those students (75% or below means a very high chance of receiving a grant reduction from CDE)

9. Reductions-the details
How does reductions work? What does CDE look at?
This is what we know:
CDE looks at calendar year
Grant reduction can occur if a program fails to achieve 75% of their attendance goal in any given calendar year after the first year of receiving the grant
Grant reduction can occur if a program fails to achieve 85% of their attendance goal in two consecutive calendar years
Reductions are calculated based on the difference between your attendance achieved and the 85% attendance target.
21st CCLC has a $50,000 minimum threshold for all grants combined.
Calendar year

10. Activity 1-Calculating your ADA and Total Number of Student Attendance
Find the Site allocation card with your agency’s name on it
Next find the card with that says Grant Amount- we are going to figure out your grant amount using the formula: site allocation/.85 then write that on the card
Next find the card that says Reimbursable Rate – choose the one that fits your grant write it on the card
$10 for High Schools
$15 for the summer grants
$7.5 for School Year (Elementary, K-8, and Middle school)
$5 for Before School
Next find the card that says Number of days running program - School Year and before school- 180 days, Summer- agency determines the number of program days- choose the number that fits your grant write it on the card

11. Activity 1-Calculating your ADA and Total Number of Student Attendance
Next find the card that says Total Number of Student Attendance - This is the big number on your contract. This is the number you want to achieve to ensure you have hit your attendance target for your grant. We are going to figure out your Total Number of Student Attendance using the formula: Grant Award /reimbursable rate then write that on the card
Next find the card that says Average Daily Attendance (ADA)- Helps sites know how many students need to attend program on a given day. We are going to figure out your Average Daily Attendance (ADA)- using the formula: Grant Award/number of days running program/reimbursable rate then write that on the card
Glue the cards on the legal paper provided and complete the rest of your cards.
Now you can check the white paper to see if you were correct.

12. Activity 1-Calculating your ADA and Total Number of Student Attendance
Take out your executed contract and calculate your ADA based on the Total Number of Student Attendance. On the sheet provided write your: Agency, School, Contract Type and ADA. Then place the post it on the butcher paper under ADA once you are done.

13. Calculating reductions Which site may receive a reduction?
Achieved 75% or below attendance target
School A
Achieved between 75%-84.9% attendance target
School B
Grant amount
site allocation
Target attendance
$112,500
$95,625
15,000

14. Activity 2- Attendance Percentage achieved
On the legal size paper, these are the numbers pulled from EMS that were submitted to California Department of Education.
How to review these numbers (directly from CDE) :
Universal TA - 50% or More – Program appears to be on target to achieve their attendance goals
Targeted TA (Golden color) - 45% - 50%  – We are concerned about program meeting the attendance goals                                                                            
Critical TA - 45% or Less (Yellow color) – We are highly concerned about program meeting the attendance goals and may be at risk of being reduced
While reviewing these numbers:
Is your site(s) meeting their attendance target?
Is it possible to meet the attendance targets for these grants?
What does your agency need to do to increase your attendance?

15. Common questions
If I receive an reduction last year, can my site still receive an reduction this year? Yes, if you are not meeting your attendance your site can still receive a reduction from CDE.
How many students do I need to serve a day? That depends on if you are meeting your attendance target. If your ADA is 83 and you have been serving 83 student everyday then moving forward 83 students is fine. If you served less than 83 students a day then now you will need to serve more students to achieve your full grant.
If I get a reduction does my attendance target change?
Yes, your attendance target will be base on your new grant award.

17. Sign in sheets Is your site using the correct sign in sheet?
Take out your site’s sign in sheet and compare to the ones in your packet. Is it the same? If not please stay after this meeting so we can discuss options.
We had to reduce the attendance number submitted by a site by 50% due to errors on the sign in sheet.

18. Activity 3 - Attendance compliance checklist-in ems
The attendance compliance review is now located on EMS under the QAP.
The date to complete the attendance review is 11/8.
Take a look at your attendance and the checklist. Is there anything you need clarification on before reviewing.
Complete a review of your attendance skipping totals in EMS, and the year to date attendance review.

20. Activity 4- Early Release
Get into groups of five
Each person chooses one School Site
Using the Early Release Policy Complete the following on the sheet:
School Site, Program Start Time, Program End time and Early Release Time = when a student needs an early release code .
Answer the question: It is currently 5:30pm at your program. A student is leaving does this student need a early release code? And let us know why.