ExCEL Highlights 2013-2014 August Institute

Hot off the press!! 1) PROGRAM 3) STAFFING Academic Partnership & Academic Liaison Role Instructional Aide requirement Snack & Food Handling Lesson Plan Template 4) FINANCIAL INFORMATION Restorative Practices Contracts Family Literacy Requirement Invoices & Allowable Expenses 2) EMS & ATTENDANCE Payroll New Functions 5) OTHER IMPORTANT INFO Attendance tracking 6) MANDATORY WORKSHOPS 7) SFUSD SNACK REPORTING

PROGRAM

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.

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   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/

EMS & ATTENDANCE TRACKING

EMS & Attendance Tracking New Features for CBOs/Program Directors to complete: Match Funding –due 10/1/13 Program Fees – due 10/1/13 New Features for Site attendance tracking: Waiting list Pre-populated early release/late arrival codes New Sign in/out sheet for elementary/middle school sites with separate IN & OUT rows Clarity on how to DROP a student

EMS - Match Enter the type and amount of matching funds coming to ASP. Provide Brief description of use. DUE – Oct 1, 2013

EMS – Program Fees Greater transparency Information will be used to develop future policies. DUE Oct 1, 2013

EMS – Early Release/Late Arrival Codes ER information is permanently assigned to a designated time period. Allows for multiple codes per week. Appears on sign in sheet.

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

EMS – Dropping/moving youth Drop and Re-enroll dates CANNOT overlap. Whether: Moving youth from one group to another Re-enrolling a youth who has taken a break from program MON TUES WED THURS FRI Drop date from OUTGOING group Enroll date into INGOING Group

Attendance Attendance 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: run a progress by grant type report! For Early Release Codes, the protocol is: On-going codes that pre-populate through EMS require an early release form signed by the parent on file. One time, non-recurring early releases do NOT require a form. (For Elementary & Middle School Sites only)

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

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

Instructional Aide on EMS

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 use the links on 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 use the links on the ExCEL website for more information

FINANCIAL INFORMATION

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.

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.

Allowable Expenses Transportation for educational excursions may now 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 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.

Payroll NEW FORMS TO USE FOR 2013-14

Payroll 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

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

Payroll Certificated & Classified Amendment Request 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 IMPORTANT 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

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 on EMS 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)

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. Add Notes 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!