1. 2016-17 Extended Learning Program
October 2016
Statewide Meeting
Office of Extended learning 2016

2. Topics To Be Covered 2016-2017 Program dates Budgeting
SMART Goals and Objectives
Programming Opportunities
Family Engagement
Project AWARE
Tennessee State Parks
SWORPs Update

3. 2016-17 Project Dates To Remember
Due Date
Activity or Report
October 31, 2016
Budget submitted and approved by TDOE
First reimbursement request due
Fall Regional
Check-In Dates
Upper East Tennessee: November 16th and 17th at Walter State Community College
Middle Tennessee: November 21st and 22nd at Murfreesboro City Schools Office
West Tennessee: November 29th and 30th at Haywood County Schools Central Office
Lower East Tennessee: December 1st at The Urban League’s Offices
November 18, 2016
State issued student ID’s entered in SWORPS
All students flagged in student management systems
December 16, 2016
Mid Year report due
Spring Regional
West Tennessee: April 18th and 19th (Locations to be determined)
Middle Tennessee: April 25th and 26th
Upper East Tennessee: May 2nd and 3rd
Lower East Tennessee: May 10th
May 12, 2017
End of Year report due
June 30, 2017
End of the fiscal year, end date for project expenses
August 15, 2017
Final Expenditure Report (FER) for projects not having summer programs
August 30, 2017
Final Expenditure Report (FER) due for projects having summer programs

4. Budgeting Adequately plan for the entire school year.
Be good stewards of the grant funds.
Draw funds out of ePlan on a monthly basis and be sure to follow the agency approval chain on budget reimbursements and revisions.
Submit budget revisions as needed in ePlan and provide detailed explanations in the narrative.
Look for the TDOE Extended Learning approval in ePlan after submitting budgets and revisions. Revise if returned not approved.

5. Budgeting
Administrative costs should be reasonable given the number of students served in the program.
For example, a program budget that includes the salaries for 5 full time staff members but only serves 75 students would be unreasonable.
Expenses that are covered in Indirect Costs should not be included in another line item.
For example, if an agency uses indirect cost to cover publication and printing, then there should not be a separate line item for that expense.

6. Technology Requests
Requests should be sent to Kim Daubenspeck prior to purchase
Technology requests should come from the project director not individual site staff.
Some examples of requests that will not be approved
LCD Projectors
Camcorders
Laptop or desktop computers that are over $1,000 each
More than 10 items per project including hardware, software, licenses

7. Staffing Find the best people.
Consider using annual contracts with people who work in the program.
Develop basic job descriptions and handbooks for your project staff.
Staff according to the number of students participating in the program.
Ensure that school administrators have time to devote to the site for quality programming if they are paid staff.

8. Communications Things to Consider:
Communication between the project director and site staff
Communication between the project director and Extended Learning Program staff
Plan of succession when a project director leaves
Communication between the project director and school district personnel

9. Creating SMART Goals And Objectives
SMART goals are:
S = Specific, Consider who, what, when, where, why, how
M = Measurable, have numeric or descriptive measures
A = Attainable, consider needed resources, be realistic
R = Relevant, Rigorous, Results Focused
T = Timely and can be Tracked with a realistic deadline

10. Creating SMART Goals And Objectives
Example of a good SMART goal:
To provide a supplemental Reading/Literacy Program to include student/adult tutoring using scientifically researched based programs that will enable students to show growth of one year or more in Reading/Language Arts.
Example of a good objective:
35% of regular attendees will achieve one year of growth in Reading/Language arts by April 2016 as measured by STAR assessment data.

11. Family Engagement
Conduct a minimum of four grant related activities per site per year.
Embedding family engagement in your program
Example: include family members and students on an advisory board
Example: provide classes of interest to family members

12. Quality Programming Programming is not a repeat of the school day.
High quality programs take research and planning
Y4Y (You for Youth) is an excellent resource
Study your data
Plan for continuous improvement of your program, evolve, and if it doesn’t work, try something else

13. SWORPS Update
New SWORPS site has been field tested before general release.
Firefox or Chrome is the preferred browser to access SWORPs
Please keep rosters as updated as possible for the new SWORPS app. Promote, add, delete participants frequently.

14. Notifications can also be submitted electronically at:
FRAUD, WASTE Or ABUSE
Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government.
NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free Hotline:
Notifications can also be submitted electronically at: