Lead Agency/Site Coordinator Meeting November 20, 2012

1. Instructional Aide Exam After school program staff eligible for substitute pool Professional Development opportunities 21st Century RFA/ASES Renewal Site Visit Protocol Food guidelines – Harvest of the Month Sign In Sheet Meeting Restorative Practices Summer planning meeting in December SY 13-14 Continuing Grants Site Coordinator Breakouts Lead Agency/Site Coordinator MeetingNovember 20, 2012

2. Instructional Aide Exam • Instructional Aide exam will be held on Saturday, December 15th at 20 Cook Street • 2- hour exam; 3- sessions • Register via Event Brite • Make up dates: January 3rd & 4th • SFUSD will issue certificate of completion for those pass the exam

3. On-Call Substitute pool • After school program staff who meet the Instructional Aide requirement are eligible to apply for the SFUSD on call substitute pool • ExCEL is submitting a waiver request of BOE policy 3850 for December 11th BOE meeting

4. Professional Development Opportunities • Power of Discovery - program quality initiative to enhance STEM learning opportunities for students enrolled in Out-of-School-Time programs. Sites can sign up to be part of initiative and receive free trainings, information about materials/resources, and 1-1 support from STEM specialists. • Bridging the Bay Conference – Feb 1st & 2nd– ExCEL& DCYF are offering 1 – 2-day registration per school site. Registration via E-Brite • ExCEL District Coordinators will be attending a 4-day Non-Violent Crisis Intervention train the trainer training conducted by the Prevention Institute (same organization providing training to SFUSD staff). Trainings will be offered in Jan/February to after school program staff. • Restorative Practices training offered in January. One day training offered for each site to develop plan to integrate restorative practices into behavior policies. • June 15th Summer Learning program staff conference May 16th

5. Summer Learning Cohort • ExCEL is partnering with Partnership for Children and Youth, Out of School Time Initiatives to offer a summer learning cohort. Programs that are interested would commit to: • Attend PCY Summer Director Conference on February 15th at Preservation Park Way in Oakland, CA. • Complete a self-assessment • Commit to attend 3 cohort meetings in March, April and May to plan summer learning program

6. 21 st Century RFA/ASES Renewal Email has been sent to all Principals re: FY 13-14 21st Century RFA. DCs have forwarded the email to Site Coordinators and Agency Directors for follow up with Principals. ASES renewal has been released andis due in January. A school site whose Free/Reduced lunch rate has gone below 40% is still eligible for renewal.

7. Site Visit Protocol • DCs will be visiting each site at least 2x per year • Site visits shifting from “evaluative” to quality program assessment • Site Coordinators/Lead Agency directors asked to complete site visit tool as “self – assessment” tool. • DCs visit meant to promote more of a dialogue rather than silent observation • For Audit purposes, site visits will also include compliance check of audit related items

8. Audit related items Hours of Operation/Program Elements(Review of weekly program schedule) • Required number of program hours are met (15 hours/week for high school AND* until at least 6 pm for elementary/middle) • There is a balance of program activities: academic, enrichment, recreation, snack • Physical activity is scheduled for at least 30 minutes per day Attendance Review (Review of prior week attendance documentation) • Required ExCEL sign in/out forms used • Master Sign in/out sheet used • All 4 pieces of sign in/out consistently in evidence* (Elementary/middle only) • Early Release policy consistently utilized* (Elementary/middle only) • Student signature count matches daily total (review 1 day)

9. Audit Related Items continued Staff Ratio Staff ratio meets 20:1 requirement Snack • SFUSD snack served OR For sites with non SFUSD snack, • Menu of weekly/monthly snack components provided Snack components served to students today (at least two of the following): • Grain/Bread (1 serving). • Milk (1 cup or 8 oz.). • Protein/Meat or Meat Alternate (1 oz.). • Fruit, Vegetable or 100% Juice (3/4 cup). Food Guidelines: • No sugar sweetened beverages • No foods with hydrogenated fat • No candy, ice cream, gum, potato chips, etc.

10. Food Guidelines Food Guidelines: • No sugar sweetened beverages • No foods with hydrogenated fat • No candy, ice cream, gum, potato chips, etc.

11. ExCEL Sign-in Sheet Workgroup • The Workgroup developed a list of recommendations with a high, medium and low priority. • Step One: Cityspan will review the list and develop a cost analysis • Step Two: The list, with cost analysis, will be reviewed by ExCEL • Step Three: Recommendations will be approved based on need, cost and priority • Step Four: Cityspan will implement the approved recommendations • All changes made within EMS will be announced prior to implementation. • ExCEL will send out a list of recommendations out this week

12. Summer Planning WorkgroupDecember 21st 10-12noon • If you are considering running a summer program, please check in with your site(s) principal and determine: • Maximum Summer enrollment number • Interest in being a host site to consolidate schools • Interest in merging with a school nearby • ExCEL is working with district to determine what schools sites will be open for summer programming. Custodial costs were very high last summer so we have to consolidate sites.

13. FY 13-14 Continuing Grants • January/Feb: Information to Principals in January re: Select Lead Agency for next school year (results of RFQ process) and submit CCR/Budget for FY 13-14 • March/April: K-Resolutions to BOE for approval • May/June: contract documents due. Priority on program that will run in July. Contracts cannot be executed until the FY 13-14 budget is loaded which is generally mid-July.