All Grantees Meeting April 26, DCYF Department of Children, Youth & Their Families

Welcome AGENDA  New Staff Introduction  FY11-12 Budget  Update from SFUSD  Fiscal & Grants  Preparing for Year-end Performance Reports Break Out Sessions

New Staff Introduction Laura Moye, Director of Grants & Programs Aumijo Gomes, Program Officer Debbie Tisdale, Program Officer Zak Smith, Data Analyst 3

FY BUDGET UPDATE Maria Su, PsyD Director, DCYF 4

FY Budget Update Projected City Budget Shortfall: $306M DCYF’s General Fund Reduction Target: 10% Required ($2.85M) + 10% Contingent ($2.85M) = $5.7M Pending further State and Federal funds reduction. 5

FY Funding Sources $10.1 M $22.8 M $42.4 M

FY Budget Priorities Focus funding on the department’s priority goal of children & youth are ready to learn and succeeding in school. Maintain integrity and intent of the Children Services Allocation Plan (CSAP), Request for Proposal (RFP) awards, and joint funding efforts with other City departments. 7

FY General Fund Contingency Plan To meet the total 20% GF target ($5.7M), the department proposes to eliminate all addback funding ($7.5M) Currently, DCYF is working with city department partners and the Mayor’s Office to assess the state and federal reduction impact on children, youth and family services. We will determine how to reallocate the remaining $1.8M.

FY Budget Categories $17.6 M $51.8 M $5.9 M

FY Addback Funding

UPDATE FROM SFUSD Kevin M. Truitt Associate Superintendent Student Support Services Department 11

GRANTS & FISCAL Taras Madison Fiscal Director, DCYF 12

April’s Invoice Submit copies of backup documentation for April’s invoice. Helps us prepare for year end documentation review. No later than Friday, June 3 rd,

Year End Invoice REMINDER: Final Invoice due 60 days after the end of contract period. May need to submit back up documentation if requested by DCYF program officers. 14

Grant Agreement Renewal Matching Funds: Exceptions: Agencies with global budgets less than $250,000 and Youth Empowerment Fund programs 15 FY 2011 – 2012FY 2012 – % Minimum7% Minimum In-Kind or CashMust be all Cash

Grant Agreement Renewal FY10-11 Add Backs: 1 year term only ECE & VPI – ECE: 1 Year Extension – VPI: 6 Month Extension – Grant Agreements Modification – Renewal Letters: Early May – Update CMS Work Plan: Avail Mid-May 16

Grant Agreement Renewal OST, Specialized Teens, YWD & YEF – 3 Year Cycle – No new Grant Agreements – Renewal Letters: Early May – Update CMS Work Plan: Avail Mid-May 17

DCYF funding is allocated by Service Area/Strategy. Grantees are funded in a specific strategy. Funds can not be transferred from one strategy to another. Use of Grants

PREPARING FOR YEAR-END PERFORMANCE REPORTING Laura Moye Data & Evaluation Manager 19

All data for FY10-11 should be current in the CMS no later than July 29 th. We will begin pulling data from the CMS in August for year-end reports. Consumer survey results for Community- based OST, YWD, YEF and Teen programs will be included with the year-end report. 20

Steps you can take to ensure your data is accurate & complete. 1.Review the following forms in your work plan with key staff: Performance Measures Core Services Service Projections 21

Steps you can take to ensure your data is accurate & complete. 2.Run the following reports to check for your data: Inclusion-Exclusion Report Units of Service Report Progress Report (available in June) 22

Steps you can take to ensure your data is accurate & complete. 3.Ask questions of your program officer or attend CMS intermediate training: May 3 rd June 7 th July 5th 23

Other strategy-specific reports you can run: OST: Average Daily Attendance YWD: Job Placement Export Specialize Teen: Attendance by Participant Case Management: Case Management Service & Risk Assessment Reports 24

Evaluation activities FY11-12: 25 StrategyEvaluation Efforts VPI & YWD-HRJanuary 2011 – January 2013 Outside evaluation: Mission Analytics Group YWD – School Partner ModelJune 2011 – June 2012 Outside evaluation: MPR Associates YWD-General, Specialized Teen, Out-of-School Time July 2011 – June 2013 Evaluator to be selected by end of May One evaluator for each strategy SFTeam High School Wellness Centers July 2011 – June 2013 Outside evaluator: ETR Beacon InitiativeOngoing

26 TUESDAY, MAY 10 TH, pm – 7 pm NORTH LIGHT COURT SAN FRANCISCO CITY HALL Celebrate 20 th Anniversary!

27 Break Out Sessions OST & YLEaD - Green Room VPI - room 223 ECE - room 219

PROGRAM QUALITY ASSESSMENT TOOL – OST & YLEAD Bryant Tan Youth Empowerment Funds Manager 28

New program observation tool for Community- based OST, Summer, Youth Workforce, and Specialized Teen programs Piloting in spring 2011, for roll-out in fall 2011 Will be Complemented by pre-visit self-assessment that focuses on minimum standards Training/TA available for sites in fall PROGRAM QUALITY ASSESSMENTS

Grantee brainstorming meetings:“What does high quality service look like?” DCYF staff input on high quality service Grantee review of draft tools DCYF staff review of tools DCYF staff field testing now 30 Tool Development: Stakeholder Input

DCYF RFP Community Based Out-of-School Time DCYF Community Based After-School Program Quality Self-assessment Tool CA Afterschool Network Quality Self-Assessment Tool Youth consumer satisfaction tool DCYF OST minimum and High Quality Standards Summer National Association on Summer Learning Comprehensive Assessment of Summer Programs 31 Tool Development: Source Documents

Specialized Teen DCYF Promising Program Practices Identified in Minimum Standards Self-Assessments Youth Workforce Development Youth Employment Minimum Standards, 2006 Minimum Quality Standards for Youth Workforce Programs, 2010 (Youth Council) NYEC PEPNet Quality Standards 32 Tool Development: Source Documents

Increase DCYF’s awareness of program quality Empower sites to implement high quality programs Inform the public, key stakeholders about program quality Guide Training/TA resources SITE VISITS: THE BENEFITS

Core Quality Elements CBO-OSTYWDSummer Specialized Teen The tools focus on point of service quality. That is, most quality practices are framed in terms of what actually happens in the program. SITE VISITS – TOOLS ARE CONNECTED

Coordinator interview Observation with rubric-based ratings Notes about what the visitor saw, rating (1,3,5) Description of the program quality practice Description of three performance levels SITE VISITS – INSIDE THE TOOL

FITTING IT ALL TOGETHER PRE-VISIT SELF ASSESSMENT SITE VISITCMS PARTICIPANT SURVEYS Minimum quality standards Progress toward High Quality Standards & best practice in the field Progress toward grant- defined service goals Youth satisfaction, outcomes

Review Hand-out Discussion 37 PROGRAM QUALITY ASSESSMENTS