ExCEL After School Program Lead Agency/Site Coordinator Meeting December 17, 2013

1. 10:00 –10:20: ExCEL Admin & Program Updates 10:20-10:40- DCFY Match grant consolidation Breakout sessions: 10:45-12 noon: Purposeful Program Design– Hall of Culture Utilizing Community Resources– Nia Room 10:45-11:30 am: Zumbatron Prep– Dance Studio B EMS Attendance Guidelines Review – Conference Room 11:30am- 1:30pm: ELC Brown Bag: Program Environment & Safety – Dance Studio B 12:15pm-1:15pm: HS Online Course Registration and Guidelines – Conference Room ExCEL After School ProgramLead Agency/Site Coordinator MeetingDecember 17, 2013

2. ExCEL Program & Admin Updates The Expanded Learning Collaborative Technical Assistance Project (ELC TAP) is offering up to ten hours of coaching for FREE to qualified programs. Only 16 sites have taken advantage of the FREE coaching support for achieving the goals of you Quality Action Plan Be sure to submit your application soon so you don’t lose out on this opportunity! http://sfelc.org/coaching/

3. ExCEL Program & Admin Updates Bridging the Bay Annual Conference at Balboa High School! • January 31-February 1, 2014 .  The Bridging the Bay Conference brings together over 500 after school professionals from seven Bay Area counties for two days of learning, networking, and collaboration.  • 8:30 AM – 3:30 PM each day •  DCYF and ExCEL are sponsoring one FREE registration per ExCEL site to attend BOTH days. Here is the link for your site’s free registration slot: https://www.eventbrite.com/event/9245460421 • Please register no later than December 20th, 2013.  DCYF and/or ExCEL will confirm your registration. 

4. ExCEL Sites Registered for Bridging the Bay Annual Conference

5. ExCEL Program & Admin Updates Attendance Audit Findings: Early Release • SFUSD received the official finding for non compliance with Early Release guidelines. The finding was valued at over $50,000. • A random selection of sites will be audited in the Spring. The auditors will be checking to see if SFUSD has implemented the corrections to the finding. Audit dates: Jan 13-31st • PLEASE review the attendance guidelines on the website: http://www.healthiersf.org/ExCELafterschool/Resources/n-attendance.php • Please note the Early Release policy MUST be posted. It has been translated into various languages.

6. ExCEL Leadership Council • Applications for student representatives will be released the first week in January and will be due January 31st • Each of your programs can determine the selection process at the school site for student applications • A selection committee comprised of Peer Resource Leadership Team members and Student Advisory Leadership Team members will select the representatives in mid-February

7. Composition of ExCEL Leadership Council

8. Student Representative Orientation Process Mar- April: 4-6 weeks meetings 2x per week of 1.5 hours – meeting held at HS and ES/MS students transported • Goals of youth orientation: • Community building • Develop deep understanding of ExCEL programs • Develop Goals and structure of Leadership Council • Develop nomination & selection process for adult representation • Design first meeting of Leadership council

9. Introducing ……Lesson Plan of the Month on Health & Nutrition • At each meeting ExCEL will provide resources and support to assist meeting the goals of the monthly lesson plan • Sites will be expected to implement the lesson in the following month

10. SFUSD Snack Reporting • December Snack and Attendance in EMS will lock on January 10th(1st Semester attendance/snack will NOT be unlocked after this date) • For the month of October, the bill for unreported snacks would have been over $10,000.The new adjusted amount for October is $1,800. • Please double check your snack report before the lock date: To generate the snack report go to: Reports tab -->  Snack Reports -->  Monthly Meal Count • Snack Concerns and Issues: Please contact your Student Nutrition Services area supervisor immediately when a concern comes up. Please keep the email as back-up. • Please contact Lucy Hong at hongl1@sfusd.edu if you have any snack reporting related questions.

11. Public Profit: Survey Preferences: https://www.surveymonkey.com/s/excelsurveypref Important information for sites to know: The survey is due January 9, 2014. For sites that do not respond to the questionnaire, we will prepare the default option for them, which is online for youth, hard copy for parent. 

12. Let’s Get Health Literate ExCEL NUMO: January What’s the difference between a SNACK and a Treat? Sites will incorporate at least (1) lesson from the Healthy Kids Challenge manual or other lessons provided by the Nutrition Education Program to support this concept.

13. PRACTICE a Brain Break • Practice Self Control • Build Readiness to Participate

14. Let’s Use Brain Breaks ExCEL BRAIN BREAKS are designed to help you make the most of your students’ energy, re-energizing and refocusing your students/class throughout after school time.

15. DCYF Match Fund Consolidation • FY 14-15 SFUSD after school base contracts will include the DCYF match amounts for elementary and middle schools. • Budget and invoice for the DCYF will be separate. DCYF rules re: administrative expenses, allowable expenses, and invoice documentation will apply. • January 28th meeting will have a PD re: Completing contracts and will go over the new contract.