Welcome to the DPI 21st Century Community Learning Center Grant Management Workshop

1. Welcome to the DPI 21st Century Community Learning Center Grant Management Workshop Facilitated by Gary Sumnicht andAlison Wineberg

2. Trivia Quiz • How many cities has the CLC conference been held in? • True or false: Wisconsin was the first state to issue grant awards for the CLC program. • Which CLC staff member had to carry a rifle for protection against bears in a previous job? • Which CLC staff member won the “Headhunter Award” in high school? • Which CLC staff member disrobed to work as a life model for U.W. art classes?

3. Grant Management Review • Claims • Carryover Policy • Monitoring Visits • Evaluation • Annual Performance Reports • Evaluation Summary Report • Participant Impact Report • Self-Assessment Requirement • Annual Renewal of Grant • Training and TA • Common Issues • Important Definitions • Dates and Deadlines • Future Funding

4. Claims for Reimbursement • DPI Fiscal Report (PI 1086) • Available on-line (Resources and Forms) http://sspw.dpi.wi.gov/sspw_clc • Recommend at least quarterly claims • Final budget amendments due June, 30th, 2014 • Final Claims Due September 30th, 2014

5. Carryover • The policy of the department calls for allowance of unspent funds to be carried over by the grantee. • Unspent funds remaining after the final year (5th and 10th year) of the grant cycle, are considered “lapsed” and may not be used to continue the program following the natural end of that grant period. A “no-cost extension” to spend down these remaining funds has been established for September 30thof the calendar year in which the project is scheduled to end. • The department reserves the right to “capture” and reallocate unspent funds in any grant year. • Allowable carry-over is announced in late fall and new awards will be issued reflecting the amended total.

6. Monitoring Visits • Each center can anticipate a monitoring visit during the course of the grant cycle (excluding the 1st year) Monitoring Process: • Six- week notice of visit • Grantee completes aself-assessment and gathers supportive evidence to provide for the visit • Interviews withthe site coordinator, school principal, CLC teachers and program partners • Observation by DPI staff • Exit interview - summary of findings • Written report issued to grantee

7. Annual Performance Report (APR) • The Dept. of Education contracts with American Institute for Research (AIR) to collect performance data on all 21st Century Community Learning Centers • Data is submitted to the online portal Profile and Performance Information Collection System (PPICS) • Data is collected at the end of the year for this electronic report, due June 30th • Reporting portal same as for Grantee Profile - requires login and password: http://ppics.learningpt.org/PPICSNet/public/default.aspx

8. Examples of Information Reported • Number of students served and number of days attended • Staff composition • Racial or Ethnic breakdown of students • Community partner information • Activities • Teacher surveys • Keep records that align with what should be reported! (look in PPICS)

9. End of Year Report (APR)Issues of Note • One contact per grantee not center • Contact teachers early to insure grade and behavior improvement reports are completed on time • All blue buttons will be gray with check mark when report is completed correctly • Contact DPI staff if primary contact changes

10. Evaluation Summary Report • Based on previous year’s performance • Reports should include: • Summary of conclusions drawn from evaluation results • How results were used to improve or strengthen the program • How results were shared with the public KEEP RECORDS!

11. Grantee Profile • Reminder: • All new five-year grants (years 1,6 and11) need to complete a Grantee Profile on the PPICS system. • All Profiles should be completed by October 31st, 2013 (three weeks and two days from now)

12. New: Participant Impact Report • Based on “regular attendee” information • Will report WI Student Number Locator System (WSLS) for each regular attendee and PPICS student I.D. number • Important: Remember to record the PPICS numbers when submitting APR data! • Due on September 30, 2014 • More information: http://sspw.dpi.wi.gov/sspw_clc

13. Self-Assessment Requirement • Each center must conduct a self-assessment to use for program improvement during their five-year period (all cycles) following this schedule: • By end of Year 1 – Identify self-assessment instrument to be used during 2nd year • By end of Year 2 – Conduct self-assessment using results to develop improvement plans • By end of Year 3 – Implementation of improvement plans

14. Approved Self-assessment Tools • Wisconsin After School Continuous Improvement process (WASCIP) • Youth Program Quality Assessment (YPQA) • New York State After School Network (NYSAN) Quality Self-Assessment Tool (QSA) • Quality Assurance System (QAS) • Contact and scope information at: http://sspw.dpi.wi.gov/sspw_clcassessment

15. Grant Renewal • Not competitive • DPI form – PI 9550-IV-B-REN • Assurances, Abstract, Program plan, Collaboration, Evaluation, Budget • Due in the spring of 2014

16. Training and Technical Assistance • Two annual gatherings for all grantees • Fall Conference on October 7-8 at the Kalahari Resort in WI Dells. To register visit: http://sspw.dpi.wi.gov/sspw_dpiclctrng • Spring Training (TBD) • Webinars (ongoing) • New Grantee Mentors • Observe mentor’s program • Host mentor at your program • Communicate with mentor as needed Call in number: 1-877-820-7831 Participant pass code: 169171

17. Common Issues • CLC activities for youth cannot operate during school hours (exception for adult programs). • Private school students and families within school service area must be offered opportunity to participate • CLC evaluation reports must be made available to the public • To be counted as CLC participants, students must receive math and/or literacy enrichment activities weekly • Please contact us in a timely manner when there are personnel changes to assure contact information is up to date.

18. Important Definitions • Academic Enrichment: Enrichment activities expand on students' learning in ways that differ from the methods used during the school day. They often are interactive and project focused. They enhance a student's education by bringing new concepts to light or by using old concepts in new ways. These activities are fun for the student, but they also impart knowledge. They allow the participants to apply knowledge and skills stressed in school to real-life experiences.

19. Important Definitions • Homework Help: Homework help refers to program time that is dedicated to assisting students work independently on homework, with or without assistance from staff, volunteers, or older peers.

20. Save the Date • March 2014: Spring Training • May 23, 2014: Annual Renewal Application Due • June 30, 2014: APR Due (in PPICS) • June 30, 2014: Final Budget Revisions Due • September 30, 2014: Final Claims Due • September 30, 2014: Participant Impact Report Due

21. Future of 21st CCLC Grant • The future of grant funding competitions is dependent on federal funding. The WI allocation can fluctuate and may impact awards. • Reauthorization of the Elementary and Secondary Education Act (ESEA) may change program operations 1

22. Contacts • Gary Sumnicht: (608) 267-5078 gary.sumnicht@dpi.wi.gov • Alison Wineberg: (608) 267-3751 alison.wineberg@dpi.wi.gov • Linda Piefer: (608) 264-9548 linda.piefer@dpi.wi.gov • Adam Farrell Wortman: (608) 267-9354 adam.farrellwortman@dpi.wi.gov