I Introduction to the Agency Input Pack

1. IIntroduction to the Agency Input Pack • The purpose of today’s training is to introduce you to the Agency Input Pack which you will use to: • A. Report your program’s attendance, • B. Provide you with a summary of your attendance by day and track, • C. Allow you to choose the appropriate funding source according to grant rules.

2. What the Agency Input Pack contains • Data will be gathered in a workbook file called the Agency Input Track. This is a Microsoft 2007 Excel file with three spreadsheet forms. A. Quarterly Attendance Roster or QAR. An attendance input form that is submitted monthly. Information is accumulated quarterly, so that agencies can act on attendance trends. B. The Quarterly Attendance Summary or QAS--serves as a guide for administrators to prepare for summary funding decision making. C. The Funding Form or FF. This is where cumulative attendance is matched with funding by an agency administrator and is the basis for the Beyond the Bell management report and invoice generation.

3. Why we changing the attendance reporting template

4. Overview of the Quarterly Attendance Reporting Process

5. The Attendance Input Package • How it is different from previous attendance keeping template • Attendance is now totaled quarterly so you will be able to make changes and corrections up to 15 days after the quarter ends. • Attendance is summarized on a daily basis. This allows you to choose which funding source you wish to use. You no longer need to tie the same students to a particular funding for an entire month. • By sorting student attendance by track, it allows you to immediately identify off-track students attending your program so you will choose the correct funding source. • By not having a separate master roster and separate monthly reporting pages, there should be far fewer attendance errors. • Attendance and funding will be reported from all your schools on the same file.

6. Quarterly Attendance Report (QAR)Essential Information

7. QAR continued Attendance Recording

8. Remember—When using the QAR • Attendance is reported monthly to Beyond the Bell • You can only get credit for attendance for students with valid ID #’s. • Changes and additions to the attendance report can be made each month of the quarter. • Quarter is frozen and cannot be changed on the 15th day after the quarter ends

9. Common Mistakes to avoid

10. Entering Extended Days For programs with both ASES and 21st CCLC funding, it is possible for a program to have two activities on the same day. Scenario using this situation— There is a talent show on a Friday evening. ASES funding pays for the regular school day program up to 6:00. 21st CCLC funding can be used for those students who attend the talent show. Here’s how you would record the information on the Quarterly Attendance Roster (QAR):

11. 9/28 At the end of the QAR there are “E” Days Go to end of roster • Enter attendance for the second activity just as you would for a regular day. • You may want to put the date of the event at the bottom of the roster to help you identify which event you are recording. • Total for each E Day will appear on the Quarterly Attendance Summary (QAS)

12. QAS Summary Sheet

13. Recording Core and Supplemental on the Quarterly Attendance Summary (QAS)

14. Quarterly Attendance Summary • The quarterly attendance summary provides your agency with a summary of the daily attendance. • It breaks it down by track so that your agency can identify which students get core funding (regular school attendance) or supplemental funding (off track students attending, services provided during vacation periods, or extended days). • Helps your agency decide how many students it should assign to each source of funding.

15. Going from the Quarterly Attendance Summary to The Funding Form (FF)

16. Enter Funding Selections on the Funding Form

17. As part of the trainings your are attending, each Agency will be receiving: • CD with the Agency Input Package (AIP) • AIP Guide with directions • List of its schools, funding choices, contract number and amounts, attendance targets, and quarterly attendance targets.

18. Once you submit your attendance, the new system will allow us to generate management reports like this example:

19. How the Agency Input Pack Helps both You & BTBBetter Service to You Better Data for Program Evaluation More accurate records to help you demonstrate compliance for Categorical Program Monitoring (CPM)

20. Practice Exercises

21. Funding FormA = C-23939-1-A-1547 (ASES Core) B = S-23939-1A-1527 (ASES Supp)C = C-14349-3A-1547 (21st CCLC Core) D = S-14349-3A-1547 (21st CCLC

22. Funding FormA = C-23939-1-A-1547 (ASES Core) B = S-23939-1A-1527 (ASES Supp)C = C-14349-3A-1547 (21st CCLC Core) D = S-14349-3A-1547 (21st CCLC If you have both core and supplemental funding the same day, if you choose ASES Core, you must choose ASES SUPP. If you choose , you must choose 21st CCLC Core, you must choose 21st CCLC SUPP

23. Why does it have to be so complicated?

24. School Calendars & Funding Sources

25. School Calendars & Funding Sources

26. School Calendars & Funding Sources