21 st CENTURY COMMUNITY LEARNING CENTERS PROGRAM

1. 21st CENTURY COMMUNITY LEARNING CENTERS PROGRAM FY12 Close-Out Procedures Desmond Carter Budget Analyst

2. Close-Out Procedures for Subgrantees The following terms and conditions are to be followed by subgrantees to close-out 21st CCLC awards that have reached the end of their approved three and five year award cycles Note: • Subgrantees carrying any or all program services forward under a sustainability plan are not exempt from completing all close-out terms and conditions of the GaDOE 21st CCLC three and five year awards

3. Close-Out Procedures for Subgrantees Terms and Conditions: By June 30, 2012 • Subgrantees should have submitted final written summative evaluation reports for previous school year services • Subgrantees should have certified all final summer (previous year) and school year program data in the CAYEN Afterschool 21 system By September 28, 2012 • Current year summer performance reports must be submitted and data updated in CAYEN Afterschool 21

4. Close-Out Procedures for Subgrantees Terms and Conditions (continued): Prior to September 30, 2012 • All final GaDOE 21st CCLC budget amendment requests must be submitted via the GAORS system and approved prior to September 30th for the fiscal year in which the grant award ends • Representatives from GaDOE will begin conducting on-site visits to verify all inventory purchased with 21st CCLC funds and discuss the disposition plan

5. Close-Out Procedures for Sub-grantees Terms and Conditions (continued): By October 30, 2012 • Subgrantees must submit final Completion Reports through the Grant Accounting Online Reporting System (GAORS) for program expenses incurred during the previous grant period, July 1st of the previous year to September 30th of the current year • Subgrantees must maintain ALL grant-related records and documents for a period of five years beginning on the day the final Completion Report is submitted to GaDOE • Equipment purchased with 21st CCLC grant funds must be retained in accordance with EDGAR. For the proper procedure to follow for the disposition of equipment and supplies, please refer to the GaDOE’s 21st CCLC Operations Manual for Subgrantees

6. Close-Out Procedures for Sub-grantees The completion of the grant award cycle does not affect: • GaDOE’s right to disallow costs and recover funds on the basis of a later audit or other review(s); • The subgrantee’s obligation to return any funds due as a result of later refunds, corrections, or other transactions; • Records retention as required by GaDOE; and • Audit requirements in accordance with OMB Circular A-133 Single Audit policies and procedures GaDOE will close out a grant when it determines that all applicable administrative actions and all required work of the subgrantee have been completed and approved

7. Questions?