1. I Introduction to the Agency Input Pack
The purpose of today’s training is to introduce you to the Agency Input Pack which you will use to:
A. Report your program’s attendance,
B. Provide you with a summary of your attendance by day and track,
C. Allow you to choose the appropriate funding source according to grant rules.

2. What the Agency Input Pack contains
Data will be gathered in a workbook file called the Agency Input Track. This
is a Microsoft 2007 Excel file with three spreadsheet forms.
A. Quarterly Attendance Roster or QAR. An attendance input form
that is submitted monthly. Information is accumulated quarterly, so that agencies can act on attendance trends.
B. The Quarterly Attendance Summary or QAS--serves as a guide for administrators to prepare for summary funding decision making.
C. The Funding Form or FF. This is where cumulative attendance is matched with funding by an agency administrator and is the basis for the Beyond the Bell management report and invoice generation.

3. Why we changing the attendance reporting template
More efficient—We now have many schools with multiple funding
Allows us to give you management reports & generate invoices
Ensures compliance so that funds are spent within state guidelines
Aligns with federal & state reporting requirements
Helps agencies track progress towards contract benchmarks
Assists data collection for Evaluation

4. Overview of the Quarterly Attendance Reporting Process
Attendance is taken at the school site
Staff responsible for recording attendance record into Quarterly Attendance Roster
Each month an administrator examines the Quarterly Attendance Summary
If there is more than one source of funding
Administrator must decide which dates apply to which funding source

5. The Attendance Input Package
How it is different from previous attendance keeping template
Attendance is now totaled quarterly so you will be able to make changes and corrections up to 15 days after the quarter ends.
Attendance is summarized on a daily basis. This allows you to choose which funding source you wish to use. You no longer need to tie the same students to a particular funding for an entire month.
By sorting student attendance by track, it allows you to immediately identify off-track students attending your program so you will choose the correct funding source.
By not having a separate master roster and separate monthly reporting pages, there should be far fewer attendance errors.
Attendance and funding will be reported from all your schools on the same file.

6. Quarterly Attendance Report (QAR) Essential Information
Agency ID
/Agency
PLoc
School
Birthdate
Student ID
Last
First
Mid GR TR
Start
27 BTB
1527
BST MS
1/2/1995
010295M055
Bates
Alan
Harry 7 C
7/6
2/3/1994
020294F017
Hollis
Charlotte
Ann 8 D
7/9
6/6/1996
60696F099
Woodhouse
Rosemary
Dee 6 B
7/11
4/4/1995
040495M043
Thorn
Damien
Eric
5/5/1996
050596F012
White
Carrie
Louise
7/12
7/7/1994
070794F019
Borden
Lizzie
Mae
8/8/1995
080895M079
Kruger
Frederick
Luis
9/9/1996
090996M104
Calavera
Diego
Juan
7/16
10/10/1996
101094F102
Smith
Dynisha
NMN A
7/13
11/11/1995
111105M107
Adams
Donnie

7. QAR continued Attendance Recording
7/9
7/10
7/11
7/12
7/13 1

8. Remember—When using the QAR
Attendance is reported monthly to Beyond the Bell
You can only get credit for attendance for students with valid ID #’s.
Changes and additions to the attendance report can be made each month of the quarter.
Quarter is frozen and cannot be changed on the 15th day after the quarter ends

9. Common Mistakes to avoid
Duplicate
ID’s 27
BTB
1527
BTS MS
040895M079
Campos
Rosa
Carlos
Incorrect
999F100595
Lopez
Mariela
698M065
Godioy
Samual
ID # does not match
LAUSD Record
Number provided is for:
Jones
Thomas
032794M071
Guerrero
Daniel
Using Local 4 digit code 27
BTB
1527
BTS MS
2321M
Cho
Justin

10. Entering Extended Days
For programs with both ASES and 21st CCLC funding, it
is possible for a program to have two activities on the
same day.
Scenario using this situation—
There is a talent show on a Friday evening. ASES funding pays for the regular school day program up to 6: st CCLC funding can be used for those students who attend the talent show.
Here’s how you would record the information on the
Quarterly Attendance Roster (QAR):

11. At the end of the QAR there are “E” Days
Go to end of roster
Enter attendance for the second activity just as you would for a regular day.
You may want to put the date of the event at the bottom of the roster to help you identify which event you are recording.
Total for each E Day will appear on the Quarterly Attendance Summary (QAS) E1 E2 E3 E4 E5 E6 1
9/28

12. QAS Summary Sheet

13. Recording Core and Supplemental on the Quarterly Attendance Summary (QAS)
Total Attend-
ance
Track A B
Track C D
Core Attend-ance
Supple-
mental Attendance
9/4/07 43 15 1 10 42
9/5/07 56 17 14 7 18 49
9/6/07 62 23 6 19 ?
9/7/07 55 31 4 20

14. Quarterly Attendance Summary
The quarterly attendance summary provides your agency with a summary of the daily attendance.
It breaks it down by track so that your agency can identify which students get core funding (regular school attendance) or supplemental funding (off track students attending, services provided during vacation periods, or extended days).
Helps your agency decide how many students it should assign to each source of funding.

15. Going from the Quarterly Attendance Summary to The Funding Form (FF)

16. Enter Funding Selections on the Funding Form

17. CD with the Agency Input Package (AIP) AIP Guide with directions
As part of the trainings your are attending, each Agency will be receiving:
CD with the Agency Input Package (AIP)
AIP Guide with directions
List of its schools, funding choices, contract number and amounts, attendance targets, and quarterly attendance targets.

18. Once you submit your attendance, the new system will allow us to generate management reports like this example:

19. How the Agency Input Pack Helps both You & BTB Better Service to You Better Data for Program Evaluation More accurate records to help you demonstrate compliance for Categorical Program Monitoring (CPM)
BTB Support Staff
Agency Input Package
After school Partners

20. Practice Exercises Day Tot Att TRK A TRKB TRKC TRKD CORE SUPP 9/17 10535 30 40
9/18
110 5
9/19 98 33 36 32
9/20
101 39 7 20 94
9/21 91 31
9/22 70 17 16 53
9/24
9/25
104 34
9/26
102 8
9/27 89 29
9/28 99
9/29 2 1 E1 10 15

21. Funding Form A = C A (ASES Core) B = S A-1527 (ASES Supp) C = C A (21st CCLC Core) D = S A-1547 (21st CCLC
PLoc
School
Calendar
Agency ID
Agency
Dates
Type
Students
Funding
1527
BTS MS
4TRK 27
BTB
9/17
105
A or C
 1527
9/18 5
B or D
9/19 98
9/20 94 7
9/21 91
9/22 53 C 17 D
9/24
9/25
A orC
9/26

22. Funding Form A = C A (ASES Core) B = S A-1527 (ASES Supp) C = C A (21st CCLC Core) D = S A-1547 (21st CCLC
PLoc
School
Calendar
Agency ID
Agency
Dates
Type
Students
Funding
1527
BTS MS
4TRK 27
BTB
9/27 89 A
 1527 E 30 D
9/28 99
A or C
9/29 14 C 2
If you have both core and supplemental funding the same day, if you choose ASES Core, you must choose ASES SUPP. If you choose , you must choose 21st CCLC Core, you must choose 21st CCLC SUPP

23. 30 Agencies 103 Contracts 294 Schools 3 Calendars 2 Grants 13 Cohorts
Why does it have to be so complicated?
294
Schools 3
Calendars 2
Grants 13
Cohorts
Multiple Fundings
Different Guidelines
State & Federal Goals 30
Agencies
103
Contracts

24. School Calendars & Funding Sources

25. School Calendars & Funding Sources

26. School Calendars & Funding Sources