Updates to Sub-Grantees September 2015

Welcome and Overview

Role of ODE and Expectations 21 st Century Staff Regional Brown Bag Facilitators Technical Assistance Regions

Participants Will Understand: Data Systems Information Compliance and Performance Assessment Making Partnerships Work Provisions of Equitable Services Sustainability and Evaluation Requirements

Data Systems Review SAFE Secure Application for Enterprise STARS System to Achieve Results for Students Is a Web-based professional development portal. It is managed and supported by the Ohio Department of Education.

Data Systems Review OEDS-R (Ohio Educational Directory System Redesign) CCIP (Comprehensive Continuous Improvement Planning System)

Data Systems Review IRN (Information Retrieval Systems) Grant # (Assigned by CCIP)

OEDS-R Roles - CCIP Authorized Rep/Superintendent -CCIP Fiscal Rep/Treasurer –Data Entry Planning –Data Entry Funding –Data View Planning –Data View Funding -OEDS-R Administrator Only CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can add roles to OEDS-R.

CCIP Roles -CCIP Authorized Rep/Superintendent -CCIP Fiscal Rep/Treasurer –Data Entry Planning –Data Entry Funding –Data View Planning –Data View Funding These roles must be assigned via OEDS-R. Only CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can add roles to OEDS-R.

OEDS-R Only Roles Program Manager - 21 st Century Grant CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can give access

New Federal Information Collection System Collection of program demographic data - self reported Federal requirement for all 21 st CCLC sub-recipients Failure to submit = no continued funding

Feeder Feeder Feeder Feeder Reporting Program Data

Making Your Partnership Work Assurances Agreement Communication

Partnerships Who is responsible Flow through Compliance Technical assistance

Equitable Services New for FY 17 is the requirement that the district partner is responsible for the provision. Districts have the data to know where students reside and would attend. (Follow the Title I Model) The provision is required regardless if a CBO is the lead partner.

Equitable Services Districts may add a continuing grant to the already required non-public consultation. The CBO partner may do the contact, but if the provision is not implemented correctly, the district partner is responsible. Districts know who the district is required to consult with during non-public consultation.

Provision of Equitable Services Students attending non-public schools that would attend a school served by a 21 st CCLC program must be offered services. This includes the 21 st CCLC site and any “feeder” schools that send students to the site.

Provision of Equitable Services Not required of Community Schools unless students also come from traditional schools. No: Amish schools, non-public schools, non- chartered schools, or home schooled students.

Fiscal Updates OMNI Circular Obligations and Factors Affecting Allowability of Costs OMNI § Obligations OMNI § – Factors affecting allowability of costs OMNI § – Allocable costs

Budget Revision What is a budget revision? When making certain changes to the last approved budget to meet federal requirements or to pay for expenditures not originally budgeted.

Project Cash Requests A PCR is a Project Cash Request. Request for cash for grant expenditures; Request based on approved budget; Sub recipients may request a maximum of one (1) month plus, if applicable, any negative balance; and All funds must be expended in the month in which you request them.

Important Fiscal Dates  July 1 – New Fiscal Year  Sept. 30 – Final Expenditure Report from FY15 due  Oct. 2 – FY15 Grant Closeout documentation due

Important Fiscal Dates Nov CAPA fiscal documentation due (upload into Compliance system) Dec. 18 –First Implementation Phase Fiscal documentation due (upload into Compliance system) June 10, 2016 – Final Budget Revisions due – CCIP Status MUST be at Authorized Representative Approved.

Requirements Elementary and Secondary Education Act (ESEA) – Part B, Section st Century Non- Regulatory Guidance: Section G – Local Use of Funds

Fiscal Reports Compliance Fiscal Reviews Office of Management and Budget Circular A-133

Fiscal Reviews

Fiscal Documentation All documentation for the Fiscal Component must be uploaded no later than Nov. 13, 2015 regardless of when the CAPA is scheduled.

Program Sustainability

Planning starts upon award Ongoing training and learning opportunities Expectations for sustainability Partner supports Leveraging Data and telling your program’s story

State Evaluation Findings

Program Evaluation ODE Requirements Grantee Requirements State Evaluation Team

Determine Impact Statewide and by grantee

Research Questions How does implementation of the 21 st Century program vary across the three primary paths associated with the 2015 and 2016 RFPs, particularly in relation to supporting literacy, career readiness and school attachment? 1

Research Questions In what ways are 21 st Century programs trying to take steps to ensure the quality of the programming they are delivering? 2

Research Questions What kinds of experiences are youth having in programming? How do these experiences vary across the three primary programming paths associated with the 2015 and 2016 RFPs? 3

Research Questions 4 To what extent do youth that participate in 21 st Century-funded programming more frequently (high attending youth) demonstrate greater annual growth on short-term measures of targeted skills, beliefs, and knowledge compared to youth participating in the program less frequently (low attending youth)?

Research Questions To what extent do youth that participate in 21 st Century-funded programming more frequently (high attending youth) for multiple years perform better on school- related outcomes compared to similar youth attending the same schools not participating in programming? 5

Data Reported by 21 st Century Grantees Student Enrollment Student participation in the program Local evaluation

Data Reported by Districts Student achievement on statewide assessments Student attendance Student discipline

Student Data Exchange

Regional Brown Bag Meetings Purpose Expectations Program Enhancements

Regional Brown Bag Facilitators Northwest – Warren Fauver Northeast – Cathy Heck Central – Kathy McWatters Southwest – Simon Bradley Southeast – Fannie Metcalf & Sarah Wright

Questions

education.ohio.gov

ohio-department-of-education Ohio Families and Education Ohio Teachers’ Homeroom OhioEdDept storify.com/ohioEdDept