ExCEL Information 2013-2014 August Institute

excel information 1) BASIC INFORMATION 4) STAFFING Basic Grant Information Instructional Aide requirement 2) ATTENDANCE & EMS Snack & Food Handling Attendance 5) FINANCIAL INFORMATION Early Release Contracts EMS Invoices & Allowable Expenses 3) PROGRAM Payroll Academic Partnership & Academic Liaison Role 6) OTHER IMPORTANT INFO 7) MANDATORY WORKSHOPS Lesson Plan Template 8) SFUSD SNACK REPORTING Restorative Practices Family Literacy Requirement

BASIC GRANT INFORMATION

ExCEL Grant Information ExCEL After School Programs are funded by BASE grants: ASES for Elementary, Middle and K-8 21st Century for Elementary, Middle and K-8 ASSETS grants for High Schools ASES grants are 3 year renewable funding sources. 21st Century and ASSETS grants are 5 year grants which sunset (end). Sites whose funding has ended must be re- applied for through an RFA process through CDE. Added slide

ExCEL Grant Information ExCEL elementary and middle school BASE grants can ONLY be used to provide after school programming daily (180 days) immediately after the school day. ExCEL High School ASSETS base grants can be used to operate programs before school, after school, and weekends in accordance with grant guidelines. Some sites may also receive 21st Century related grants including: Equitable Access – This grant supports full inclusion support services for targeted student groups Family Literacy – This grant provides literacy and career support for the adult family members of ExCEL program participants. Added slide

ExCEL Grant Information The grant requires set number of days and hours that a program must be open each week Elementary and Middle Schools: MINIMUM of 15 hours per week MUST remain open until at least 6:00pm every day MUST commence immediately following every regular school day High Schools: Minimum of 15 after school hours a week ANY combination of after school, before school, weekends, summer, intercession and vacation

ExCEL Program Requirements Provide a comprehensive After School Program which consists of a balance of academic and enrichment activities, including physical activity components. High schools must provide credit recovery. A maximum 20:1 student to staff ratio is required. All staff who directly supervise students must meet the minimum qualifications of an Instructional Aide in SFUSD and have TB and DOJ fingerprint clearance per SFUSD requirements.

ATTENDANCE & EMS

Attendance Targets Attendance is based on sign-in sheets Elementary and Middle School BASE grant attendance targets are calculated based upon $7.50/day/student High School ASSETS grant attendance targets are calculated based upon $10/day/student Examples: 1.) Elementary grant award of $130,000/ 180 days/ $7.50 = 96 students daily 2.) High School grant award of $150,000/180 days/$10= 83 students daily NOTE: Targets are calculated based upon the total grant award, not the site budget allocation or contract amount. All Schools have a Daily Minimum Participation TARGET Based upon the size of the grant award (located in their contracts). Attendance rates must be maintained from 85-100% of target to avoid funding reductions from the California Department of Education. Target ADA does not mean enrollment number- it means the number of students actually attending program with completed sign-in/out information.

Attendance Failure to achieve attendance targets may result in a reduction of future grant awards from the California Department of Education. Keeping accurate attendance records in the required formats is critical for compliance. ExCEL programs may be audited or monitored by the state each year and detailed review of attendance documentation and counts are included.

Attendance Target ADA does not mean enrollment number- it means the number of students actually attending program with completed sign-in/out information. Attendance rates must be maintained from 85- 100% of target to avoid funding reductions from the California Department of Education. Use airline analogy- Overbooking to ensure a full flight 

ExCEL Attendance Must-Dos: Elementary & Middle School Sites All Elementary and Middle school sites must use the SFUSD ExCEL Weekly Sign In/Out sheet as the Master Sign In Sheet printed from the EMS. All students present are signed in at the beginning of program and signed out when they leave. All students who leave before the allowable 15 minutes of time before the close of program, MUST have the proper Early Release code recorded on the sign in/out sheet as well as the time of departure. The EMS has a function that allows for an Early Release code to be auto populated for those students who leave early on a regular basis.  If the site chooses to use this function, there MUST be an Early Release form on file for audit purposes for each student with an auto populated code.   PLEASE REVIEW ATTENDANCE GUIDANCE DOCUMENTS ON THE ExCEL WEBSITE

Early Release Policy Please be familiar with the document! Post in area where parents can see!

Early Release Codes (For Elementary & Middle School Sites only) For Early Release Codes, the protocol is: On-going codes that pre-populate your forms through EMS require an early release form signed by the parent on file. Example: A student leaves every day at 5:00 PM because they need to ride the bus One time, non-recurring early releases do NOT require a form. Example: A student has a doctor’s appointment and leaves at 4:15 PM today.

ExCEL Attendance Must-Dos – High School Sites All High School sites must use the SFUSD ExCEL High School Sign In sheet as the Master Sign In Sheet. For High School Sites, the Master Sign In Sheet can be created in two ways: OPTION 1: All students sign-in present on one activity/master/group sign-in sheet. Any secondary sign-in sheets are to be used for tracking purposes ONLY. OPTION 2: Attendance is taken at a set program time (“Homeroom Model”). During this time, designated staff and or students sign themselves in for the individual program activity. These sign in sheets become the Master Sign In sheet. PLEASE REVIEW ATTENDANCE GUIDANCE DOCUMENTS ON THE ExCEL WEBSITE

What is EMS? EMS is ExCEL’s on-line attendance tracking and grant management system developed by Cityspan. It is similar to the CMS system utilized by DCYF.

EMS – new Sign In Sheet Mandatory Each youth has an IN row and an OUT row. Attendance must still be input by DAY. For Elementary & Middle School Sites.

Attendance Attendance should be input each week and will be locked on the 5th each month (see calendar on website for details). A written email request to ExCEL is required for unlocking. Track your site progress: use the EMS on-line attendance tracking system to run a “progress by grant type” report!

PROGRAM INFORMATION

Academic Partnership Framework The Academic Partnership Framework that ExCEL is promoting consists of: Strong partnership between school site and CBO Shared priorities for student success Academic Liaison position to coordinate academic after school components Utilizing data to inform instruction PURPOSE : For all ExCEL After School Program sites to develop solid academic program components that support student skill building and contribute to academic achievement.

Academic Liaison An Academic Liaison position will be utilized (formerly called Lead Teacher) to provide leadership, guidance, and support to academic after school offerings, not direct instruction. The Academic Liaison (AL) will be selected by the school site principal. The scanned Academic Liaison Designation Form is due via email to the ExCEL Office on 9/13/13 and an orientation meeting for Academic Liaisons will be held on 9/19/13. Like an Academic COORDINATOR

Lesson Plan Key Points for Planning *ExCEL Lesson Plans* Keep in mind the following frameworks: ExCEL Theory of Action School Day Common Core “Habits of the Mind” in after school Restorative Practices Physical Activity When should I use the template? The Lesson Plan template is a required attachment for educational excursions It may also be utilized by program sites to structure activities if your agency does not have its own template. All programs are strongly encouraged to use the guiding frameworks to inform planning.

Lesson Plan Template

Lesson Plan Template

Restorative Practices San Francisco schools are adopting Restorative Practices to build positive relationships and effect change in how teachers and students interact. Incorporating restorative practices into the after school program setting is a TRANSFORMATIVE CHANGE - shifting from behavior policies that focus on rules and consequences TO building community that repairs and restores. This year, all ExCEL Programs will participate in a cohort support model to integrate and utilize Restorative Practices at their sites.

WHAT IS HAPPENING THIS YEAR Restorative Practices WHAT IS HAPPENING THIS YEAR ExCEL Site Coordinator or designee must attend one of the RP workshops scheduled 8/7 and 8/8 of the August Institute. Program Directors are welcome as well. You are assigned to a cohort by CBO. You are committed to attend 4 RP trainings this year. The dates are pre set so you can add them to your calendar. (ExCEL will provide food, but we are looking for hosts sites to have the meetings) You are expected to implement RP into your programs. DC’s will check and assist with your progress. Karen Polk is also available to assist throughout the year upon request.

Restorative Practices Cohort by CBO Cohort 1: Urban Services YMCA/Bayview YMCA/ ASEP/ ROCK/ Chinatown YMCA   Cohort 2: BACR/ Stonestown YMCA Cohort 3: Embarcadero YMCA /GLO/RDNC/CYC/Reading Partners/SF Arts ED/Jamestown/ Up On Top Cohort 4: Mission YMCA /Mission Graduates/Mission Neighborhood/Mission YMCA /SNBC Aspiranet/Telegraph Hill/Buchanan/Presidio YMCA Mandatory   Cohort 1 Cohort 2 Cohort 3 Cohort 4 September 9/5 9/12 9/19 9/26 November *10/31 11/7 11/14 11/21 January 1/9 1/16 1/23 1/30 March 3/6 3/13 3/20 3/27

Family Literacy Requirement ALL 21st Century ExCEL programs (including ASSETS programs) must, at a minimum, use family needs assessment information to 1) Develop flyers or referral lists of available family literacy/adult education services in the community AND/OR 2) Coordinate with local service providers to offer family literacy services for ExCEL families. Family Literacy services may include: Interactive literacy activities between parents and their children  Training for parents on how to be full partners in their children’s education  Adult education classes including GED support English/literacy classes  Employment and interview support classes NOTE: ExCEL program sites with Family Liaisons will have the opportunity to partner with SFUSD family engagement and parent liaison staff at their school site to coordinate access to services for families. ExCEL Central Office is funding extended hours to Family Liaison staff for this purpose. This is an un-funded mandate.

STAFFING

Instructional Aide (IA) Requirement All program staff and subcontractors who directly supervise students must document meeting minimum educational requirements or pass the IA exam administered by the ExCEL Office. Documentation in EMS: Sign-in to EMS Click on Participants & Staff Click on View Program Staff Click on Staff Name

Instructional Aide on EMS

NO Instructional Aide Exam Required IF A Staff Member Has One of the following: An AA degree or higher or Official transcripts reflecting 48 college units and a high school diploma/equivalent Completion of CBEST and a high school diploma/equivalent

Frequently Asked Questions Who has to meet the requirement? Direct supervision of pupils refers to all adults who count towards the required 20:1 pupil-to-staff ratio. Any staff member who is responsible for a group of students and is included in the site count to meet the minimum ratio is included in this definition and must meet the Instructional Aide Requirements defined by SFUSD. Who must have TB/Fingerprinting clearance? All program staff and volunteers (18 and older) on campus with students must have TB/Fingerprinting clearance. This includes AmeriCorps members, volunteers and any other staff in contact with students. What if I pay my staff with DCYF or other non-ExCEL funds? The Instructional Aide requirement applies to any staff members who are directly supervising students, regardless of the funding source used to pay them.

Instructional Aide Exam Calendar 2013-2014 Location: 20 Cook St. Date # Exams July 31st, 2013 3   Aug 1st, 2013 Sep 5th, 2013 Sep 6th, 2013 Dec 18th, 2013 Dec 19th, 2013  3 Apr 3rd, 2014 Apr 4th, 2014 *Eventbrite invitations will be emailed out prior to each exam dates. *Remind participants to always check ExCEL’s Calendars online. http://www.healthiersf.com/Calendar/mainCal.cfm?catids=4&chgColors=teal

Please refer to the ExCEL website for more information. Snack & Food Handling Food Handlers Certification Requirement: By the start of each school year, each program site is required to have at least one program staff certified as a Food Handler by the SF Department of Public Health. Any program staff who works with food must complete the on-line Food Handlers course. Related training/certification costs are allowable expenses using ExCEL funds. For school year 2013-2014, this requirement must be in place by January 1, 2014. Please refer to the ExCEL website for more information.

FINANCIAL INFORMATION

Contracts The ExCEL office contracts annually with CBO lead agencies to implement comprehensive after school programs at SFUSD school sites.

Contracts Contract Amendments - Allowed on a case by case basis ONLY; Contracts are established with CBOS annually for the fiscal year of 7/1 – 6/30. Carry over - There are NO carry over funds allowed from year to year. SFUSD bills CDE on a cost reimbursement basis. Any funds not expended by the end of the fiscal year cannot be billed to CDE. As such, all POs are liquidated at the end of the fiscal year. It is absolutely necessary to invoice on a monthly basis and meet end of year invoice deadlines.

Contract Documents Budget Detail form to allocate funds for the year: Single Funded Sites - This form is to be completed for contracts that only receive one funding source. Dual Funded Sites - This form is to be completed for contracts that receive two sources of funding such as 21st Century base and ASES base or 21st Century Supplemental and ASES supplemental grants. Budget reflects program summary

Budget Revisions INSTRUCTIONS FOR BUDGET REVISIONS: 1 Budget Revisions may be submitted in November and February 2 Fill in the blue box: EFFECTIVE Date of Revision. Submit budget revision request at least one month PRIOR to effective date. 3 Please complete the second column (highlighted in blue), TOTAL REVISED BUDGET 4 Please provide an explanation in the box highlighted in blue as to the reasons for the budget revision request 5 Once the budget revision request has been reviewed and approved, make the appropriate changes to the July Invoice template. This will ensure that all of the changes are made to ALL of the monthly invoices.

Invoices Invoices are due monthly on the 10th of each month. ExCEL has detailed guidance on how to prepare invoices and what back up documentation is required. PLEASE REVIEW DOS AND DONTS FOR INVOICES ON OUR WEBSITE!

Tips for Faster Invoice Processing Please do not staple the supporting documents inside the invoices. Paper or Binder Clips are requested.   As a first choice for Invoice Numbers, please use our example: 1st four letters of School Name—Month—Year—School ID #—Grant Examples: Dual Accounts: LAKE-01-13-670-21STC LAKE-01-13-670-ASES Single Accounts: ROOS-09-13-797-FL If you have a unique invoice number per invoice per month you’d like to use, please be consistent throughout the year. Do not use the same invoice number twice, as there were lots of duplicate account numbers last year. Please make sure the following information is correct on the invoice: Purchase Order (PO) number K-Reso Number SACS Codes Grant Type Abbreviation Equitable Access Equ. Acc. Family Literacy FL Supplemental SUPPL Before School B4 Sch ASSETS Base BASE

PAGE 2 PAGE 1 Invoices ExCEL Cover page - Mandatory Summary page – ExCEL or CBO version PAGE 2 PAGE 1

Monthly Invoice The second page of the invoice is not mandatory. If you choose not to use this page, you will need to input your expenses directly into the invoice template each month. If you choose not to use the second page summary sheet, you must submit a summary sheet of your own that clearly outlines what expenses are charged to the corresponding line item Each invoice MUST have a unique invoice number. Invoice numbers can consist of the first four letters of the school site name – month- year (two digits) and the school code. For example, an August 2013 invoice for Roosevelt would look like this: ROOS-08-13-797 No two invoices should have the same invoice number. For sites with multiple grants, the invoice number must differentiate between grants. For example: ROOS-ASES-08-13-797

Invoices Invoices are paid on a cost reimbursement model. Payroll should be billed for the month in which it is PAID out even if the hours worked fall in the previous month. (For example if staff worked August 1-15 paid on 8/25 will be billed on the August invoice, but staff time worked August 16 – 31 paid on 9/10 will be billed on the September invoice.) General ledger must be on file with the CBO and available upon request, but is NOT required each month as invoice documentation. Receipts and payroll must be submitted as documentation of expenses with the invoice to the ExCEL office.

CBO Expenditure Approval Form for Allowable Expenses Submit to your District Coordinator for approval before purchasing the item. Include rationale and all needed attachments BEFORE submitting to your District Coordinator. Include APPROVED CBO Expenditure Approval Form for Allowable Expenses in invoice along with the receipt of the item.

PRE-APPROVAL REQUIRED   PRE-APPROVAL REQUIRED Supplies for Program >$1500 per order Must submit CBO Expenditure Approval Form Expenditure Approval Form; GL/Receipts Youth Stipends Allowable for HS ASSETS grants. Must submit CBP Expenditure Approval form Expense Approval Form; Receipts Off Site Program Activity Including Transportation* Pre-approval is required. Submit the CBO Expenditure Approval Form. The program activity should be integral to the program summary and a lesson plan is required. The lesson plan must have specifically stated educational objectives* Invoice/GL; Off Expenditure approval form with lesson plan; sign in sheet, receipts Subcontractor Must submit CBO Expenditure Approval Form for pre-approval and conform with SFUSD subcontracting requirements for insurance, TB, etc. Invoice requires proof of payment, description and dates of services provided Digital Media (DVDs, VHS, CDs) Must submit CBO Expenditure Approval Form; with attached lesson plan and justification of use Video/computer games and/or consoles Must submit CBO Expenditure Approval Form with attached lesson plan and justification of use T-shirts/sweatshirts/any other custom printed materials for participants Must submit CBO Expenditure Approval Form. Tag line required: ExCEL After School Program Name of School SFUSD Expense Approval Form, Receipts School Wide Events Must submit CBO Expenditure Approval form and identify matching funds Expenditure Approval form, Receipts

Allowable Expenses Transportation for educational excursions may be invoiced to ExCEL.  Computers and tablets need to be purchased through the District and must include a complete Principal Expenditure Approval Form and a price quote from the SFUSD IT Department. Proper documentation for CBO Expenditure Approvals includes a breakdown of the costs. Educational excursions and subcontractors also require a completed lesson plan template with the educational objectives outlined. ExCEL Logo is required on all custom printed materials.

SFUSD PAYROLL

Paperwork Requirements for Working in the ExCEL After School Program How do you HIRE and PAY SFUSD Staff, Administrators, Teachers, Counselors, etc.?

Extended Calendar Request (ECR) for Certificated Staff Once an ECR is approved, Wendy Tran will email timesheets to teachers if an email has been provided. Remind participants about teacher’s email

Paraprofessionals, Student Advisors, T-10s, etc. How do you HIRE and PAY Classified Staff? Paraprofessionals, Student Advisors, T-10s, etc.

Extended Calendar Request (ECR) for Classified Staff Remind participants of the importance of employee’s email. These hours are in addition to what the employee already works during the day. These additional hours can only total up to 40 hours a week. Any additional hours, are OT.

Overtime Classified Form For all classified employees working more than 40 hours per week.

Certificated & Classified Amendment Request to increase or decrease hours For ALL SFUSD/ExCEL After School program Staff All dates can be found on ExCEL’s Calendar online

Payroll deadlines Please review the ExCEL website for specific deadline calendars for Certificated Staff, Classified Staff and Amendment Requests to Increase/Decrease hours.

OTHER INFORMATION

Other Important Info: ExCEL is going paperless! Please ensure that all sites have a scanner so that you may scan and email documents to us. NO MORE FAXES! Also NO photos from phones! Our website has been updated to a more user friendly format! You can obtain needed forms, documents and guidance. Check out the calendar for important information about due dates and upcoming convenings. http://www.healthiersf.org/ExCELafterschool/index.php

Who do I contact with questions? While your CBO provides primary support to site coordinators, the ExCEL office has also assigned a District Coordinator to liaise with a group of CBO lead agencies. Please email your District Coordinator if you have a question or need assistance understanding information from our website.

Mandatory Workshops! Don’t miss them! TODAY 8/6 High School Credit Recovery All High School Site Coordinators must attend. Today 3:30-4:30 PM Family Literacy All Family Literacy grantee sites must attend. Today 3:30-4:00 PM Beacon Centers All Beacon Center Directors must attend: Today 3:30 – 4:30 PM 8/7 and 8/8 Restorative Practices All Site Coordinators must attend. Please select 1 of the 4 available sessions to attend. School Loop Workshop- mandatory for school loop pilot sites: Aptos, AP Giannini, Everett, Francisco, Marina, O’Connell HS, Roosevelt, Visitacion Valley Middle School, Washington HS Thursday 11:00 AM – 12:15 PM EMS Introduction– mandatory for new staff: Thursday at 1:00 -2:15 PM

IMPORTANT INFORMATION SFUSD Snack Reporting IMPORTANT INFORMATION

Snack Reporting Snack adjustments are made on the EMS system. Deadlines for snack adjustments are located on the ExCEL Calendar, email reminders will not be sent out. CBO agencies will be billed for non- reportable snacks $$$ (At a cost of 80 cents per snack) Make adjustments for requested number of snacks=2 weeks in advance.

Step 1. Click on the snack tab Snack reporting in EMS Step 1. Click on the snack tab Remember to fill in school, completed by and date Step 2. Click on the week you want to report snacks.

Step 3. Report Snack Numbers and Click Save Snack Reporting Step 3. Report Snack Numbers and Click Save Amount on hand: Any snacks left over from the previous day/week. Amount Served: Number of snacks distributed to participants. Each student must be served TWO COMPONENTS. Amount Sent: The amount delivered for that day. Sites should receive equal amounts of both items. Amount Left Over: Numbers of snacks that were not distributed Please send an email to excelasp@yahoo.com if there is a difference.

THANK YOU!