DESE New Program Director Meeting September 18, 2013

1. DESE New Program Director MeetingSeptember 18, 2013

2. Welcome new Program Directors! We are excited to have you here!!

3. Welcome DESE Staff • The Office of Quality Schools • Dennis Cooper – Assistant Commissioner • Extended Learning Section • Cindy Heislen- Director • Jimmy Reed- Supervisor • Erika Brandl- Supervisor • Kim Wolf- Accounting

4. You may feel like this!

5. Hopefully after today….

6. General Information • Reference Guide (Grant Information Tab) • MO Afterschool Contacts (Grant Information Tab) • Assigned DESE Supervisor • Time commitment to grant

7. Program Management & Operations

8. Purpose of 21st CCLC • Core Academic Subjects • Reading/Language Arts, Mathematics, and Science • Activities Program Funds Can be Used for In Addition to the Core Academic Subjects: • Tutoring Services and Mentoring Programs • Music Education • Technology • ELL and ESL • Remedial Education Activities • Service-Learning and Character Education • Health and Nutrition • Recreation • Adult Family Education

9. DESE Portal • The primary grant contact person or their designee is required to access the DESE Portal for Afterschool Programs at a minimum of once per week. • Portal postings include: • Grant changes/updates, available trainings, grant forms, procedures, due dates, federal/state afterschool topics, etc. http://portal.kidscarecenter.com/sites/DESEPortal/default.aspx

10. Grant Guidelines • Hours of Operation/Days Per Week (minimum) • 4 days/week • 15 hours/week • Attendance • Reported in KCC-due by the 15th of each month • 30+ days (minimum to be considered regular attendee) • Average Daily Attendance

11. Grant Requirements Staff Changes Must notify DESE of all key program staff changes • EDGAR 74.25 Revision of budget and program plans. • (c) (2). Change in a key person specified in the application or award document. • EDGAR 80.30 Changes. • (d) (3). Changes in key persons in cases where specified in an application or grant award.

12. Grant Guidelines • Staff Qualifications • Must be 18 yrs or older. • All staff must be trained in CPR/First Aid and all emergency procedures by an appropriate trainer. • All staff hired after January 1, 2005 must have an FBI fingerprint background check.

13. Grant Guidelines • MOU’s • Updated yearly and turned in with renewal. • Districts subcontracting services • CBO’s working with districts • Refer to your grant for MOU guidelines. • Fees • Can’t turn kids away for the inability to pay. • Must be kept in a separate account and expended by the end of the 5 year grant cycle for purposes of the grant.

14. Grant Guidelines • Transportation • Transportation and access cannot be a barrier for students participating in the program. • Must have a plan for safe transportation to and from the home and site. • (i.e. parent pick with sign in/out sheets, bussing with transportation logs) • If sharing bus with other afterschool activities not related to CCLC, the CCLC grant cannot pay the entire cost.

15. Grant Requirements • Special Needs Students • Required to provide the same modifications and accommodations as provided under their IEP or Section 504 Plans for the regular school day. • Para Professionals • If program is supported with Title I Funds, para professionals must meet the requirements specified in Title I.

16. Grant Requirements • Health and Safety • Must be able to provide evidence of the following: • Copies of CPR/First Aid training certification (new guidelines beginning January 1, 2014). • Licensed centers must follow licensing rule-1 caregiver at the facility for every 20 children & at least one caregiver with certification in age appropriate 1st aid and CPR be on site at all times when children are present. • Standard operating procedures such as (but not limited to) emergency response plans, field trips, personnel policies, data collection, posted copies of snack and meal menus that meet USDE guidelines, copies of tornado/fire drills, staff and parent handbooks, posted evacuation routes.

17. Grant Requirements • Supervision • Must have appropriate adult/child ratio; DESE recommends a 1:16 ratio for ages 5 and above. • Program Director or appropriate designee must be available during programming hours. • Records • Should be maintained on site for students and staff.

18. Grant Requirements • State License • Department of Health and Senior Services, Section of Child Care Regulations is the licensing entity. • Licensing is determined based on entity operating the program. Not necessarily based on the location. • Please check with Department of Health to ensure operating program legally.

19. Training • Mandatory Yearly Trainings • 1 DESE Grantee meeting held in JC (Sept/Oct) • 1 ARE Directors meeting (Sept/Oct) • 1 regional training by MASN • 1 state training • (MOSAC²-November 7-10, 2013 or MAACCE-June 18-20, 2014) • DESE Breakout session(s) • KCC Trainings • Optional Yearly Training • 1 National Conference • Must be related to afterschool. • Must submit Conference Request Form to DESE for approval which can be obtained from DESE Portal-submitted a minimum of 45 days prior to using grant funds to attend. • Up to 3 people max per grant and/or entity (if awardees has more than one grant).

20. Professional Development • Each grantee should offer cost effective opportunities for appropriate professional development for staff and volunteers working directly with students on a daily basis (In addition to grant required training). • A listing of trainings is kept on the DESE Portal for Afterschool under the ‘Training’ tab (not an all inclusive list) and also at: www.moworkshopcalendar.org • MOPD IDs are optional at this time but required for DHSS SCCR clock hour documentation.

21. Program Reporting • Program Evaluations • Due September 15th for prior grant year. • Federal PPICS APR/Grantee Profile/Teacher Survey Reporting • Due July 15th • Renewal application • Typically available March/April and due June/July. • KCC • See due dates for Required Data Entry Completion • National Conference Request Form • Submit to DESE for approval which can be obtained from DESE Portal-submitted a minimum of 45 days prior to using grant funds to attend. Always check the Portal for updates!!!

22. Partnerships • Effective partnerships allow for more efficient use of local resources. • Collaboration among diverse partners strengthen the variety of services the community can offer. • Example: If a program partners with a hospital, a local church and printing company in the community, they might more easily offer health care information, have church volunteers serving snacks for the program and promote the program with free copying services.

23. Sustainability • Programs should be putting their sustainability plan into action beginning the first year. • Grantees will be asked each renewal year to address the success of their sustainability plan and what specific resources have been secured to ensure that the program can remain open independently of 21st CCLC funding. • You wrote to a sustainability plan in your competitive application.

24. 15 Minute Break

25. Grant Requirements • Advisory Councils • Each grantee must have a diversified advisory council that is actively engaged in the development and implementation of the afterschool program for the life of the grant. • Members could be parents, educators, members of civic/service organizations, business community, local, and state government. • Evidence will be collected through meeting dates, attendees, and minutes. • Advisory Councils should meet frequently (ex: quarterly meetings).

26. Grant Requirements • Parent/Family Involvement • More than just family nights • Relationship building • Communication • Help engage them in their students learning • Create welcome environment • Connect them to schools and services available in the community • Invite to play role in program planning • Offer activities where they can learn new skills

27. Grant Requirements • Services for Adult Family Members • Must offer an adult component for family members of students enrolled based on need; a plan was written in your application!! NOT COMMUNITY WIDE. • Examples: Love & Logic, CNA Classes, GED Classes, Personal Finance Classes, Parent Education Classes, Technology Classes, Income Tax Help, etc.

28. Grant Requirements • Private School Consultations (Private Consultation Tab) • USDOE Attorney recommends 4 times per year.

29. Grant Requirements • Linkage to Regular School Day • Needs to be a dedicated effort to achieve on-going communication and articulation of issues between regular school day and CCLC staff; this may include: meetings, trainings, emails, one-on-one. • Programs must also ensure that the academic components are aligned with the school’s curriculum in the core subjects areas of at least, but limited to; math, reading/language arts and science.

30. Program Linkage, con’t • You For Youth (http://y4y.ed.gov) • Core Elements for Aligning with the School Day • Shared responsibility for student learning & development • Data-driven decisions & communication about student progress • High-quality staff • Planning & preparation time • Partnerships at multiple levels in the school(s) & district • Connections to family and community resources

31. Activities & Enrichment • “Club Model”-Students only attend clubs they want • Affects on regular attendance • Lesson Plans • Tied to Missouri Learning Standards (CA & Math) • Show-Me Standards (Science) • Coming soon-Next Generation Science Standards • Field Trips • Tied to curriculum

32. 15 Minute Break

33. MASN • Timothy Fowler, MO Area Regional Center Coordinator

34. Evaluation Requirements • Each awardee must undergo an annual outside evaluation to assess its progress toward achieving its goal of providing high-quality opportunities for academic enrichment and submit annually to the DESE. • Cohort 5 & 6: Due September 2014 • Cohort 7: Due September 2014; however, should reflect last two years. • The results of the evaluation must: • Be used to refine, improve, and strengthen the program and to refine the goals/objectives; and • Be made available to the public upon request. • The evaluation will consist of both formative and summative parameters. Some components of the evaluation will come directly from the Kids Care Center (KCC) state data reporting system. Other components will be collected on a grantee basis. • Further guidance coming soon…

35. KCC • Kids Care Center (KCC) • Reporting Requirements (see DESE Portal/KCC tab) • DESE will run reports monthly to ensure timely data entry. • If data is not entered timely and by the KCC due dates, then reimbursement are held.

36. Program Goals • Must be aligned with the Common Core Standards (now Missouri Learning Standards) in math and communication arts and the Show-Me Standards for science. • All goals must be identified and tracked in KCC exactly as stated. • All program activities (refer to your Project Activity Plan) and purchases should tie back to your program goals.

37. PQA/Self-Assessment • Program Quality Assessment • External Evaluator • Self-Assessment • Missouri Afterschool Program Self-Assessment (MAPS) or PQA

38. Financial Overview

39. Spending Guidelines • Must abide by EDGAR and OMB Circular A-87, A-122-Cost principles. • LEA’s refer to A-87 • Nonprofit community-based organizations refer to A-122 • Cost Principles • Necessary • Reasonable • Allocable • Legal under State & Local Laws • Supplement v. Supplant • See Fiscal Guidance Tab for state specific guidance

40. Financial Report Forms • Request for Reimbursement (RFR) • Due no later than the 15th of each month, NO EXCEPTIONS! If received on the 16th will not be processed until the following month! • DESE pays by reimbursement basis. • Are purchases reasonable, allocable, and allowable as well as tie back to program goals and objectives? • Highly recommend scanning and emailing RFR to DESE Supervisor to verify submission date (faxes don’t always verify correct date). • Indirect Costs • Based on expenditures and not the amount requesting. • On Request for Reimbursement if asking for indirect costs capital outlay/equipment can not be calculated in your indirect cost.

41. Financial Report Forms • Budget Amendment • Detailed description of request of funds to be moved given on second page. If additional information cannot be covered on second page, you may attach a further explanation or documentation; • Both columns should add up to the same amount; and • No end of year spending spree (demonstrates lack of planning and possibly frontloading for next year). • Final Expenditure Report (FER) • Culmination of all the RFR’s submitted during the year. • Does not replace your last invoice/Does not generate a reimbursement. • Due July 15th Highly recommend scanning and emailing forms to DESE Supervisor.

42. Time & Effort (see Time and Effort tab) All employees in the afterschool program who receive afterschool program salaries from grant money are required to maintain time sheets or semi-annual certifications (i.e. time distribution sheets) as required by Office of Management and Budget (OMB A-87 & A-122).  The time and effort documentation must: • School Districts • Where Employees Work on Multiple Activities or Cost Objectives (monthly time sheets) • reflect an after-the-fact distribution of the actual activity of the employee, • account for the total activity for which the employee is compensated, • be prepared at least monthly and coincide with one or more pay periods, and • be signed by the employee. • Where Employees Work Solely on a Single Federal Award or Cost Objective (semi-annual time certifications) • certify that the employee worked solely on that program for the period covered by the certification, and • be prepared at least semi-annually and will be signed by the employee or supervisory official having firsthand knowledge of the work performed by the employee.

43. Time & Effort • Stipend & Extra Duty Pay • Pay for extra work beyond an employee’s regular contract. • Must have the following in place: • Written Agreement/Contract • Indicates the extra work to be performed; • Date(s) of performance; • Amount to be paid to the employee; and • Must be signed by the employer & the employee to show the acceptance of the terms. • Semi-annual certification or Personnel Activity Report

44. Timesheets • Non-Profit Organizations • reflect an after-the-fact distribution of the actual activity of the employee, • account for the total activity for which the employee is compensated, • be signed by the employee, or by a responsible supervisory official having first hand knowledge of the activities performed by the employee, and • be prepared at least monthly and coincide with one or more pay periods.

45. Equipment/Inventory Protocol • Grant purchased equipment is located on-site and used for its intended purpose. • Equipment records are maintained and up-to-date. • Physical inventory of grant purchased equipment/inventory is conducted and results documented in the inventory records at least once every two years. • Equipment purchases are consistent with the budget and approved by the Department. • Adequate safeguards must be in place related to the loss, damage, or theft of the equipment. Any loss, damage, or theft should be investigated and fully documented. • Inventory must be updated as equipment items are purged or new purchases are made. • Equipment items purchased with Federal funds are to be identified and physically marked as such. • Adequate maintenance /safeguard procedures should be implemented to keep the equipment in good condition.

46. Equipment/Inventory Protocol • Grant purchased equipment/inventory records include the following: • Description of the equipment • Serial number, model number, or other identification number • Source of equipment • Acquisition date and cost • Percentage of Federal participation in the cost of the equipment • Location and condition of the equipment • Ultimate disposition data, including date of disposal, and sales price

47. Equipment/Inventory Protocol • The following items are subject to inventory management and control requirements: • Equipment items with a per unit cost of $1,000 or more, and • Items with a per unit cost under $1,000 which are considered attractive or easily pilfered.  These “sensitive” items may include, but not limited to, audio-visual equipment, PDAs, digital cameras, computers, laptops, netbooks, tablets, computer accessories, television sets, DVD players, VCRs, e-Readers, MP3 players, video games, equipment, and power tools.

48. Financial Requirements • CCLC is 100% federally funded under CFDA #84.287c. • All financial and accounting records and documentation pertaining to the award must follow the generally accepted cost accounting principles and other procedures specified by the state.

49. Financial Requirements • Records must be made available at all reasonable times to the DESE and/or its designees during the award. • Records must be retained for 3 years from the date of final reimbursement on the award. • Any grantee that spends over $500,000 in total federal funds must have a single audit conducted for that year in accordance with OMB Circular A-133. Copies of the audits must be submitted to the Federal Clearing House by the awardee. Non-school grantees must submit copy of audit to DESE afterschool office.

50. Financial Requirements • Cash Management Improvement Act (CMIA): • This act which requires Applicant to demonstrate that when receiving federal funds, they have either already spent the funds or will spend the funds within three days of receipt. To consider the funds “spent”, the transactions should be recorded in your accounting system and the funds delivered to the intended recipients. CMIA is a part of our monitoring process and in the event programs fail to comply with this rule, they will be required to return the amount of interest earned to the feds (see EDGAR 80.20 and 80.21for calculation method to determine interest refund); you cannot earn interest from federal money.