Agenda

1. You Be the Chemist & Science OlympiadOverview of Program RequirementsJanuary 24, 2012Office of Pathways to College and Career Jennifer Axelrod, Manager Christine Koh, Program Coordinator Michael Matsey, Communications Coordinator

2. Agenda Purpose of this webinar: • Program Review and Expectations • Cityspan – Tracking student and staff participation • Logging In, Creating Activities, Enrolling students and tracking attendance • Supplemental Payment System (SPS) • Coaches Stipends • Upcoming Competitions • Q&A

3. General Program Expectations • Recruit students to participate in SO/YBTC • Convene weekly club meetings for a minimum of 30 contact hours with students • Minimum of 10 students in the club with an average student attendance rate of 80% and a target enrollment of 20 students • Record student and coach attendance on a weekly basis in Cityspan • Participate (team and coach) in the regional event • YBTC: March 3 at Malcolm X • SO: March 17 at Wright College (5 teams from B & C to participate in State) • Provide and arrange bus transportation for club participants to attend the regional competition with the required number of chaperones

4. Cityspan Cityspan is an online database utilized by many OST programs across Chicago. It is a tool that allows schools to enter all their program information in one location, and easily track enrollment and attendance. Your role as an YBTC or S.O. Instructor is to • Enter Activity data • Enroll Participants in Activities • Enter Student Attendance • Enter Staff Attendance: This year, entering staff attendance will be mandatory to ensure stipend payment through SPS • Ensure accurate and complete data:check system reports and get help as needed

5. Tracking Student Participation in Cityspan All YBTC and S.O. coaches will need to create an activity in Cityspan to track student participation information. Before logging into Cityspan, you will need the following information: • Schedule (day, time and duration of activity) • Description, outcomes and culminating event tied to activity (OPCC will provide this information) • Instructor leading the activity • Student enrollment rosters • Student attendance sheets for past club meetings Schools with CSI, ASAS, Debate and Decathlon programming already have Cityspan logins. However, YBTC and S.O. coaches are responsible for inputting and managing program data for their activities. Please be sure to work with coaches and coordinators of other programs to ensure Cityspan responsibilities are clear.

6. Cityspan - Logging on • Go to: www.youthservices.net/chicagops • Log-in: • Username: school nickname; Password: 6-digit school ID • All coaches will be provided sign-in information For assistance, call the Help Desk Mon – Fri, 8 AM – 5 PM (PST) Toll-free: 1-866-GO-YOUTH 1-866- 469- 6884

7. City Span – Adding an Activity • Adding your activity to Cityspan: • Go to Activities/Events on the left-hand column • Select “Add activity on top column (Step 2) Note: You must add a separate activity for each distinct group of students. For example, if you have a JV and Varsity team, each team would be a separate activity 2 1 All S.O. and YBTC programs MUST include the following information: Program Year: FY 11-12 Primary Funding Source: STEM Please use Science Olympiad or YBTC in the title of the activity as some schools have both programs.

8. Cityspan – Enrolling Students • Once activity is entered, please notify Michael Matsey (mamatsey@cps.k12.il.us) to “approve” the class. This will open the enrollment and attendance tab. • Click on the “Enrollment” tab • Click the “Enroll” button. This will open a search feature that allows you to search by name. • Enter students name and select “CPS Students” for “Person Type” • Select their name then click “next step” to enroll the student 1 2 3

9. Cityspan – Assigning an Instructor • Mark the appropriate check box under “Activity Staff” • Select the staff member’s name from the drop-down menu • Select role and staff type • Click “Assign Staff” • Having the correct staff enrolled facilitates accurate stipend payment. 1 2 **If the name of the coach is not listed in the drop down menu of teachers, go to the Participants & Staff tab and select the “Add Person” link at the top left side of the page

10. Cityspan – Assigning an Instructor 2 If you do not see your name in the drop-down list, you have to add your information to the system. • “Participants and Staff” • “Add Person” • Select “program staff” as person type and add your first and last name 3 1

11. Cityspan – Activity Attendance • Enter attendance by clicking on the Attendance tab in the activity. • Enter attendance for each day. • Use “all present” button to mark all students present. Then, change the status for those students that were absent.

12. City Span – Editing Activities • Edit Activities using the Edit buttons in an Activity • Schedule: • Add dates • S.O. Invitational, Saturday practices, or any other practices that are added to your schedule • Delete dates activity did not meet • i.e. MLK Day, Holidays • Change times • Accurate time duration in Cityspan ensures programs meet the required number of total hours • Add / Delete Staff • If your instructor changed at any point during the year

13. Your Cityspan Resources • Technical Help • Help Desk:1-866-GO-YOUTH • This webinar (recording) • Will be placed on websites • Central Office Staff • Christine Koh – cekoh1@cps.k12.il.us • Michael Matsey– mamatsey@cps.k12.il.us

14. Questions on Cityspan?

15. Coach Stipends One Coach per program will receive a $1,200 stipend upon completion of ALL program requirements. Stipends will be issued through Oracle’s Supplemental Payment System (SPS). Assuming all program requirements have been met, stipends will be issued the first payroll cycle in May for all instructors. • Information entered into Cityspan will be used to ensure compliance with program requirements to receive coach stipend in addition to attendance at regional events. • Stipends may be prorated if not all requirements are completed. • (i.e. team completed 30 hours of programming but did not attend regional competition or team did not complete 30 hours, but did attend competition or 100% of attendance data is not entered into Cityspan). • All coaches will receive the program number for their program later in the spring. • School clerks must enroll coaches in the appropriate SPS program • Central Office staff enters and approves stipend

16. Supplemental Payment System 1. OPCC team provides coaches the SPS program number for their stipend in March. Coach gives program number to school clerk. 2. School clerk enrolls coach in correct SPS Program. OPCC team then inputs and approves stipend time.

17. Questions on SPS or Instructor Stipend?

18. YBTC – Upcoming Dates • March 3rd, 2012 (Mandatory) YBTC Challenge • Malcolm X College • 1900 W. Van Buren St., Chicago, IL • April 3rd, 2012 YBTC State Challenge • Prairie Lakes Center & Theater • Des Plaines, IL

19. Science Olympiad – Upcoming Dates • January 28th, 2012 Lane Tech Invitational • Lane Tech High School • 8 AM to 2 PM • Register here by 1/25/12 by 5 pm : https://www.surveymonkey.com/s/SOLaneTechInvitational2012 • Register on Avogadro System (See Website for more details) • March 17th, 2012 (Mandatory) CPS Regional Competition • Wright College • Register team using the Avogadro System • April 13th-14th, 2012 (Top 5 schools from B & C Divisions) State Competition • University of Illinois, Urbana-Champaign

20. YBTC - Resources The YBTC website, located at http://ybtcchicago.wordpress.com/ will include updates with resources, lessons, critical information, save the dates, and much more.

21. YBTC - Program Resources All participating schools will receive: • Initial professional development and training on materials kit for program instructors • Ongoing support for instructors through webinars • Materials kit and small gift card for additional supplies ($65) • Full curriculum, including lesson plans and student materials • Access to Cityspan database for tracking student and staff participation • $1,200 instructor stipend, pending completion of all program requirements

22. Science Olympiad- Resources The S.O. website, located at http://sciolychicago.wordpress.com/ will include updates with resources, lessons, critical information, save the dates, and much more.

23. Science Olympiad - Program Resources All participating schools will receive: • Program materials for 20 students • Ongoing support for instructors through webinars • Access to Cityspan database for tracking student and staff participation • Paid team registrations for the CPS Science Olympiad Regional and the Illinois Science Olympiad competitions. • A coaching stipend of $1,200 for the teacher club leader, to be paid upon completion of the program.

24. Contact Information