Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” 21 st Century Community Learning Centers Program FY 13 New Subgrantee Training August 7, 2012 Macon State College- Room 212 1

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” REAL TALK Educational Research and Evaluation Specialists: Michele Brignone – Region 2 Anne Christol - Region 1 Kenya Elder – Region 2 2

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Department Roles & Responsibilities Program Manager – Michael Thaler Educational Research and Evaluation Specialists (ERES) - Regional Budget Analyst (BA) – Regional Grant Specialist – Dannette Walker Administrative Assistant – I lisha Evans 3

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Calendar Prior to Program Start: Review Program goals and revise objectives as necessary to support program goals – Amend as Needed Initiate meaningful consultation with school officials – representing all private schools located within the specific geographic areas served by the 21 st CCLC program 4

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” – 2013 MONTHLY REMINDERS By the 10 th of each month: Update Attendance and other Data as needed in Cayen/AS21 By the 15 th of each month: Submit Monthly Reimbursement Request On the 30 th of each month: Run/review APR reports in Cayen/AS21 5

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Private School Notification “Equitable Participation” - 9 of 12 Federal Education Programs are required to present equitable participation OFFER Program Participation to private school students – BEFORE program begins Keep Documentation! 6

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Private School Notification CONSULTATION – A Program Official is required to contact officials of private schools located within its jurisdiction to begin consultation process BEFORE any decisions are made Keep Documentation! 7

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” CAYEN AfterSchool 21 Set up by August 31 st : Home page for all sites Set up school and program calendar (including Hours of Operation) – Terms Tab Rosters Set up APR year and APR info 8

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” CAYEN AfterSchool 21 Set up by August 31 st : Obtain all GTIDs Complete Schools tab for all sites Complete District/Grantee Maintenance tab 9

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” CAYEN AfterSchool 21 Set up by August 31 st : Attendance Set up passwords/access- Users Tab Complete Site Information Build rosters 10

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” 30 Day Checklist Required training for program leaders Budget Submission Review Federal and State Rules and Regulations Parent/Student Handbooks & Staff Handbooks 11

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” 30 Day Checklist Grant Assurances Staffing/Hiring Required Policies and Procedures Student Registration Program Schedule 12

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” 30 Day Checklist Record Student Data Time and Effort Records Communication of Goals and Objectives Establishing Storage Locations and Records Access Protocol 13

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” 60 Day Checklist Fidelity Bond and General Liability Policy (non LEAs only) Complete Self Assessment On-Site Visit by ERES External Evaluator 14

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” 60 Day Checklist High Risk Determination Collaborate with Regular Day Staff * Advisory Council Meetings * Fall term Grades are Recorded in AS21 * Keep documentation in form of dated agenda, minutes and sign in sheets 15

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Subgrantee Operations Manual Program Description Fidelity to Approve Grant Application Effective Data Collection and Program Evaluation 16

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Subgrantee Operations Manual Parent Involvement Financial Management Principles Grant Fund Management Property, Materials and Supplies 17

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Subgrantee Operations Manual Monitoring and Technical Assistance Awarding Continuation Appendices – Valuable information 18

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Mentoring Process ERES will designate a mentor from region for new sub grantees to add another resource for questions and assistance. 19

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Better to ask twice than to lose your way once. --Danish Proverb 20