Monitoring 21st CCLC Programs Achieving Compliance

1.  Monitoring 21st CCLC Programs Achieving Compliance

2. October, 2009 The Monitoring Process of Title IV, Part B 2 Monitoring Activities Monitoring & Self Assessment Work Papers Desktop Monitoring Onsite Monitoring Corrective Action Plans Resolution

3. October, 2009 The Monitoring Process of Title IV, Part B 3 Monitoring Activities Compliance Items are Divided in 5 Components: Needs Assessment Program Implementation Requirements Fiscal Management Requirements Property Management Requirements Evaluation Requirements

4. Selected Monitoring Expectations All monitoring activities rely primarily on review of documentation

5. October, 2009 The Monitoring Process of Title IV, Part B 5 A. Needs Assessment Needs Assessment Data to support changes Data collection tools (e.g., surveys) Data Evaluation Activities (e.g., spreadsheets that summarize and Analyze data) Reports on Evaluation Results Copies of Program Amendments

6. October, 2009 The Monitoring Process of Title IV, Part B 6 B. Program Implementation Private School Consultation Key word: �MEANINGFUL� Copies of letters with received receipt Copies of e-mails Phone Logs (Person contacted, school, date, outcome of call) Meeting Agendas with sign-in logs

7. October, 2009 The Monitoring Process of Title IV, Part B 7 B. Program Implementation Equitable Service to Private School Students Do not make FCAT scores part of the selection criteria. Student Registration identifying school Attendance Rosters that include private school students If no-private school students attending, keep documentation of efforts made to inform private school students of program availability: Copies of Communications to Private Schools Fliers Meeting Agendas with Attendance Rosters (i.e. presentations)

8. October, 2009 The Monitoring Process of Title IV, Part B 8 B. Program Implementation Equitable Service to Private School Teachers Usually involves Professional Development Opportunities Invitations to professional development activities (e.g., letters with receipts, copies of e-mails) Attendance Rosters identifying Private School Teachers and Other Educational Personnel (e.g., Principal)

9. October, 2009 The Monitoring Process of Title IV, Part B 9 B. Program Implementation Program Eligibility Refer to the application FLDOE Title I School List District Data on Free/Reduced Price Meal eligibility Student Registration that includes the eligibility criteria Local Data on Household Income Copies of Teacher/School Referral, if applicable

10. October, 2009 The Monitoring Process of Title IV, Part B 10 B. Program Implementation Program Activities Detailed Schedule that clearly identifies each activity Lesson Plans Contracts that clearly describe activity Activity Agenda with attendance roster Sign-in/out for activity leaders (e.g., tutors)

11. October, 2009 The Monitoring Process of Title IV, Part B 11 B. Program Implementation Student Safety Written Safety Plan Staff Training on Safety Procedures (training agenda and attendance rosters) Updated Student Registrations Sign Out Logs to Authorized Adults Parent/Guardian Authorization for Special Events (e.g.,fieldtrips, walk home) Staff with CPR/First Aid Certification Background Screenings

12. October, 2009 The Monitoring Process of Title IV, Part B 12 B. Program Implementation Collaboration with the Regular School Day Teacher Feedback on Needs of Students (e.g., e-mail, homework request form) Team-meeting Notes including date and site Academic Plans on Individual or Groups of Students Correspondence between Daytime & After School Teachers (e.g., e-mails, phone logs)

13. October, 2009 The Monitoring Process of Title IV, Part B 13 B. Program Implementation Daily Nutritious Snack or Meal Menus that include listing of items served Program Schedule that includes snack/meal time Snack/Meal Tally Sheet Copy of Contract or Agreement with Provider Store Receipts, if applicable.

14. October, 2009 The Monitoring Process of Title IV, Part B 14 B. Program Implementation Marketing & Dissemination In a language parents can understand Copies of Flyers/Letters/Announcement Dated Note �Free to Students� List of Distribution Sites Newsletters Presentation Agendas with Attendance Rosters Website Postings

15. October, 2009 The Monitoring Process of Title IV, Part B 15 C. Fiscal Requirements Effective Internal Controls Policies & Procedures Manual Purchase/Expenditure Oversight Periodic Budget/Expenditure Review Purchase Cards Policies Appropriate Segregation of Duties (e.g., Job Descriptions, Process Flowcharts) Conflict of Interest Policy Chart of Accounts Ability to Produce Appropriate Financial Reports

16. October, 2009 The Monitoring Process of Title IV, Part B 16 C. Fiscal Requirements Cost are Allowable Legal and Authorized (not prohibited by state or local laws or regulations) Necessary (in line with the goals and objectives of the program) Reasonable (what a �prudent� person would pay) Allocable (based on the benefit to 21st CCLC students) Agreement with the application (DOE101) Adequately Documented (e.g., purchase orders, invoices, timesheets, periodic certifications)

17. October, 2009 The Monitoring Process of Title IV, Part B 17 C. Fiscal Requirements Salaries: Job Descriptions Timesheets Payroll Registers Periodic Certifications or Personnel Activity Reports

18. October, 2009 The Monitoring Process of Title IV, Part B 18 C. Fiscal Requirements Periodic Certifications Staff paid solely from 21st CCLC Funds Indicate Period Covered Signed and dated by Employee or Direct Supervisor Prepared after the fact Semi-Annual Certification Required of LEAs, Colleges and Universities, and Local Governments Monthly Certifications Required of CBOs and FBOs

19. October, 2009 The Monitoring Process of Title IV, Part B 19 C. Fiscal Requirements Personnel Activity Reports (Pars) Staff Paid From 21st CCLC Funds And Other Funds Required Of Leas, Colleges And Universities, Local Governments, Cbos And Fbos Indicate Period Covered Signed And Dated By Employee Or Direct Supervisor (By Employee For Leas) Prepared Monthly And Coincide With One Or More Pay-periods Prepared After The Fact

20. October, 2009 The Monitoring Process of Title IV, Part B 20 C. Fiscal Requirements Purchases Purchase Order Invoices/Receipt That Clearly Show Description Of Item(s), Cost Per Item, Total, Date, And Name Of Vendor. Allocation Amongst Programs If Applicable Copy Of Payment (E.G. Cancelled Check)

21. October, 2009 The Monitoring Process of Title IV, Part B 21 C. Fiscal Requirements Contracted Services Copy of Contract: Description of deliverables Start and End of Services Payment Terms Sanctions for Non-performance (over $25,000) Documentation that Vendor is not Debarred/Suspended Vendor Invoices that Show Deliverables Completed, Period of Service, Amount, and Date. Support Documentation of Deliverables if applicable (e.g., report, sign-in sheets) Copy of Payment (e.g., cancelled checks)

22. October, 2009 The Monitoring Process of Title IV, Part B 22 C. Fiscal Requirements In-kind Contributions Cash Goods and Supplies Volunteers Use of Staff Use of Space Use of equipment and furniture

23. October, 2009 The Monitoring Process of Title IV, Part B 23 C. Fiscal Requirements In-Kind: Cash Correspondence from Donor Copy of Check Bank Records Showing Deposit Posting to Program Ledger/Account In-kind: Goods & Supplies Correspondence from Donor Log of Goods & Supplies Donated including quantity, condition, and date of donation Valuation (how was the value of each item determined. For example copy of catalog or web posting from vendor of same or similar items)

24. October, 2009 The Monitoring Process of Title IV, Part B 24 C. Fiscal Requirements In-Kind: Volunteers Name and Contact Information for Each Volunteer Volunteer Credentials (Education and Experience) Task Description for Each Volunteer Sign-in/out Log for Each Period Worked for Program Including Dates, Program, and Site Documentation To Support Comparable Salary Based On Task/Activity Provided For The Program Total Value Calculation

25. October, 2009 The Monitoring Process of Title IV, Part B 25 C. Fiscal Requirements In-kind: Use of Staff Correspondence from Donor Organization (e.g., agreement indicating number of staff and time commitment) Name and Contact Information for Each Loaned Staff Loaned Staff Credentials (Educations and Experience) Task Description For Each Loaned Staff Sign-in/out Log For Each Period Worked for Program Documentation To Support Comparable Salary Based On Task/Activity Provided For The Program Total Value Calculation

26. October, 2009 The Monitoring Process of Title IV, Part B 26 C. Fiscal Requirements In-kind: Use Of Space Name, Address, And Contact Information From Donor Agreement Signed By Donor Detailing At Least Period Of Loan, Size Of Space, Condition(s) Of Use If Applicable Documentation To Support Comparable Lease/Rent Costs In-kind: Use Of Equipment And Furniture Name, Address, And Contact Information From Donor Agreement Signed By Donor Detailing At Least Period Of Loan, Description And Quantity For Each Item, Condition(s) Of Use If Applicable Documentation To Support Comparable Lease/Rent Costs

27. October, 2009 The Monitoring Process of Title IV, Part B 27 D. Property Management Definition Of Property: Equipment, Fixtures, And Other Tangible Personal Property That Is Non-consumable & Non-expendable, Value Of $1,000 Or More Normal Expected Life Of One Year Or More. Hardback Books Provided To Students With Value Of $25 Or More Or Not Circulated To Public With Value Of $250 Or More Know Your Agency�s Threshold Amount!

28. October, 2009 The Monitoring Process of Title IV, Part B 28 D. Property Management Policies And Procedures For Property Acquisition And Management Property Records With All Required Information For All Equipment Purchased Since Inception Of Program Evidence Of Annual Physical Inventory With Dates And Signature Of Custodian Maintenance Procedures Or Records Maintenance Contracts Maintenance Receipts Procedures/Policies For Stolen Or Damaged Property Police Reports, Damage And Loss Reports Property Purchased With 21st Cclc Funds Must Be Used For 21st Cclc Functions

29. October, 2009 The Monitoring Process of Title IV, Part B 29 Questions & Answers This Presentation is intended as a guide and it does not replace federal, state, or local rules, laws and regulations.