1. Facilitated by Tanya Morin, Gary Sumnicht, and Alison Wineberg
Welcome to the DPI 21st Century Community Learning Center Grant Management Workshop
Facilitated by
Tanya Morin,
Gary Sumnicht, and Alison Wineberg

2. Meet the Crew Gary Sumnicht, 21st CCLC Grant Consultant
Tanya Morin, 21st CCLC Grant Consultant
Alison Wineberg, 21st CCLC Grant Consultant

3. Meet the Crew
Doug White, Director Student Services/Prevention and Wellness
Doug White, Director
Student Services/Prevention and Wellness
Steve Fernan, Assistant Director Student Services/Prevention and Wellness

4. Understanding the Grant Funding
Congress ESEA, Title IV, Part B
Federal Agency US DOE
State Education Agency Wisconsin DPI
Sub-Grantee
School Districts, Charters, CBOs, Etc
Contractors

5. Grant Management Review
Claims and Budget-related Issues
Carryover Policy
Monitoring Visits
Evaluation
Annual Performance Reports
Evaluation Summary Report
Self-Assessment
Annual Renewal of Grant
Technical Assistance/Training
Common Compliance Issues
Voices from the Field: One Mentor’s Experiences

6. Claims for Reimbursement
DPI Fiscal Reimbursement Claim Form (PI 1086)
Available on-line under Resources and Forms
Recommend at least quarterly claim submission
Final budget amendments due May 30, 2016
Final Claims Due September 30, 2016
Claims are retroactive to July 1, 2015

7. Budget Change Requests
Deadline for budget changes is May 30, 2016
Budget Change Request Form available on-line under Resources and Forms
First column: list current approved budget
Second column: list proposed changes to budget
Required only when a line item (salaries, non-caps, etc.) needs more than a 10% change
All budget change requests should be sent to

8. Electronic Technology Purchases
Prohibited during the fifth (final) year of each cycle
Programs must answer Technology Assurance Questions:
Why technology is needed to meet stated program objectives
Assurance that program’s student-to-staff ratio is reasonable (approximately 1:15)
Additional assurances
Purchased for CLC use
Staff training provided
Equipment inventory

9. Food Expenditures
Qualifying programs should pursue opportunities to access other funding sources to cover the costs of food
National School Lunch Program- Afterschool Snacks
Summer Food Service Program
Child and Adult Care Food Program
Summary of programs available on California Department of Education website

10. Determining Allowable Costs
Is the proposed cost allowable under the 21st Century program?
Supplement vs. supplant
Reasonable and necessary to implement the program
Is the proposed cost consistent with the approved grant program plan and budget?
Costs are reflected in the program plan
Staffing is adequately budgeted for and reflected in plan
More information at:

11. Carryover Department policy allows for carryover of unspent funds
Unspent funds remaining after final year of the grant cycle (5th and 10th years)
Considered “lapsed”
May not be used to continue program following natural end of that grant period
“No-cost extension” to spend down remaining funds until September 30th of calendar year in which project is scheduled to end
Department reserves right to “capture” and reallocate unspent funds in any grant year.
Allowable carry-over announced in late fall
New awards issued reflecting the amended total.

12. Monitoring Visits
Each center can anticipate monitoring visit during course of grant cycle (excluding 1st year)
Monitoring Process:
Prior to visit
6 week notice of visit
Grantee completes self-assessment and provides supportive evidence for visit
DPI staff reviews self-assessment form
Self-assessment form available at:

13. Monitoring Visits (cont.)
Monitoring Process (cont.)
During visit:
Interviews with site coordinator, school principal, CLC teachers and program partners
Program observation by DPI staff
Review of supportive evidence by DPI staff
Exit interview - summary of findings
After visit:
Written report issued to grantee
Corrective action plan due within 4 weeks of receipt of written report

14. Annual Performance Report (APR)
Dept. of Education contracts with national vendor to collect performance data on all 21st Century Community Learning Centers
New system for collecting data will be introduced this year
Data describing past year’s performance will be collected at the end of year
Has typically been due by June 30th

15. Examples of Reported Information
Number of students served and number of days attended
Staff composition
Demographic breakdown of students
Community partner information
Program activities
Teacher surveys for all regular attendees
More information at:
Keep records that align with reporting requirements!

16. Self-Assessment Requirement
Each center must conduct a self-assessment to use for program improvement during five-year grant period
Self-assessment schedule:
By end of Year 1 – Identify self-assessment instrument to be used during 2nd year
By end of Year 2 – Conduct self-assessment and use results to develop improvement plans
By end of Year 3 – Implement and reflect on improvement plans
Centers will be responsible for describing self-assessment actions on yearly renewal application

17. Approved Self-assessment Tools
Wisconsin After School Continuous Improvement process (WASCIP)
Youth Program Quality Assessment (YPQA)
New York State After School Network (NYSAN) Quality Self-Assessment Tool (QSA)
Quality Assurance System (QAS)
Information at:

18. Grant Renewal Application
Not competitive but used by DPI to monitor program performance and compliance
DPI form – PI 9550-IV-B-REN
Due May 6, 2016
Opportunity to reflect and plan

19. Renewal Application Components
Abstract
Assurances
Evaluation Plan
Program Plan
Academic enrichment
Professional development
Family programming
Day school involvement
Sample weekly schedule
Collaboration
Self-Assessment Plan
Budget

20. Training and Technical Assistance
Annual gatherings for all grantees
Fall Conference
September at Kalahari Resort in WI Dells
To register:
Wisconsin Afterschool Network (WAN) trainings (TBD)
Spring Training (TBD)
Webinars
New Grantee Mentor Program
Observe mentor’s program
Host mentor at your program
Communicate with mentor as needed

21. Common Compliance Issues
CLC activities for youth cannot operate during school hours including lunch (exception for adult programs)
Students must receive math and/or literacy enrichment activities weekly to be counted as CLC participants
21st CCLC adult family member programming is restricted to family members of CLC participants, unless coordinated with other funding sources

22. Common Compliance Issues
CLC evaluation reports must be made available to the public
Private school students and families within school service area must be offered opportunity to participate
Programs must ensure safe transportation to and from program
Program fees cannot be a barrier to participation

23. Communication
Please contact us in a timely manner when there are personnel changes to assure contact information is up-to-date
The program director and coordinator should be on the listserv. If you aren’t receiving s from you aren’t on the listserv

24. Voices from the Field Guest Speaker: Nancy Cedar
Out of School Program Coordinator for the Wausau School District since 2001
Mentor for new WI 21st CCLC programs
Wausau’s Out-of-School Learning Webpage:

25. Save the Date September 22-23: Fall Conference, WI Dells
To register:
March/April 2016: Spring Training
May 6, 2016: Annual Renewal Application Due
June 30, 2016: APR Due (tentative)
May 30, 2016: Final Budget Revisions due
September 30, 2016: Final Claims Due

26. Future of 21st CCLC Grant
Future grant funding dependent on federal funding
Wisconsin allocation can and does fluctuate
Reauthorization of the Elementary and Secondary Education Act (ESEA) may change program operations
For more information visit:

27. Further Guidance
Federal Non-Regulatory Guidance :
WI 21st CCLC Grant Program Guidelines:

28. Contacts Gary Sumnicht, Consultant Alison Wineberg, Consultant
(608)
Alison Wineberg, Consultant
(608)
Tanya Morin, Consultant
(608)