1. OFFICE OF EARLY AND EXTENDED LEARNING Missouri Department of Elementary and Secondary Education

2. WELCOME TO THE SAC GRANTEE MEETING

3. DESE Staff Cindy Heislen- Director Jimmy Reed- Your Supervisor Erika Brandl- Supervisor Kim Wolf- Finance (be very nice to Kim)

4. Where the dollars come from School Age Community (SAC) dollars come from the Child Care Development Block Grant to the Department of Social Services (DSS), then to DESE via MOU. While you as the grantee have deliverables to meet with us, we have deliverables to meet with DSS.

5. Licensing All SAC grants must be licensed; If you are a returning SAC grantee you need to make sure your license is valid; If you are new you have one (1) year from date of award to become licensed. Failure to meet the aforementioned deliverables will cause your program to cease operation until licensing is achieved which can result in budgets being adjusted.

6. Accreditation Brief overview of compliance for SAC grant: If you a returning grantee you must be accredited or be in the process of completing the process; If you are a new grantee you are not required until the next cycle. Please note the full cost of accreditation through MOA is now covered by the grant.

7. Advisory Council You are required to convene an advisory council for your SAC program; The advisory council should be diverse and include: parents, students, teachers, volunteers, or community members; DESE recommends quarterly meetings, for monitoring purposes make sure you keep sign-in sheets and minutes of the meeting.

8. Request for Reimbursement  To put simply this is how your program receives its grant dollars.  RFR’s are due the 15th of the month regardless of holidays and weekends.  Prior to signing off on an RFR your DESE supervisor will check KCC data entry, and any outstanding documents, or deliverables so make sure you have everything caught up;  Please make sure to tell your bookkeeper to round all figures!!!!!!!!!  If you are requesting reimbursement in the equipment category and claiming indirect costs on the same RFR you will need to subtract out the equipment line item about, take that total times the approved indirect cost rate, and add the equipment line item total to the subtotal.

9. Budget Amendment  Budget Amendments allow you to move monies between categories;  Once submitted you will receive a scanned copy with an “approved” stamp. This becomes your new working budget.  We certainly understand the need to modify budgets from time to time however excessive budget amendments are considered on our monitoring risk assessment;  Budget amendments will not be accepted after Mat 15, 2015.  There is no 10% variance meaning every dollar must be accounted for and approved by DESE staff;  Make sure you consult the spending guidelines prior to submitting a budget amendment.

10. Final Expenditure Report Literally the easiest form to complete ; Simply add the totals from each RFR per category. The Final Expenditure Report is due no later than July 15, 2015

11. Final Program Report This report allows us to evaluate data from your program for the year; Make sure you fill out the form completely!

12. Request of Key Staff Change This is completed only if a primary contact person is replaced. Once completed you will receive approval from DESE; We understand that front line staff leave the program regularly so this form is not necessary for them.

13. Renewal Packet Renewals are non-competitive but resemble your original application; Make sure you fully complete the application and attach everything required i.e. licensing and accreditation certificates;

14. Kids Care Center and DESE Portal Once setup and trained on KCC you must regularly enter required data; As previously mentioned this entry is verified via report sent to DESE prior to the processing of RFR’s; It is very important to keep your KCC data up to date; The DESE Afterschool Portal is the coolest thing ever; You will find updated versions of every document on the Portal; In addition to current forms you will find numerous resources, trainings available, and a collection of recorded webinars and Fast 5 Fridays.

15. Monitoring Tiered process; Expectations of on-site visit; Follow-up; and Strengths, recommendations, and corrective actions.

16. Top 10 by 20

17. Sustainability

18. Advisory Councils Must be for afterschool program only; Recommended to meet Quarterly; Should be diverse and reflective of the SAC program and community; Record attendance and minutes.

19. Quarterly Phone Calls This is a simply a call to establish communication and rapport between SAC program and DESE, this in no way is monitoring; This is a chance to talk about the great things your program is doing and ask any questions. See insert