1. New Grantee Orientation September 18, 2014

2. Participants Will Be Able To: Explain 21 st Century programming Explain Compliance and Performance Assessment Explain the Program Performance Objectives Understand the components of the grant application Explore additional resources

3. Participants Will Learn and Understand: Basic Profile and Performance Information Collection System Reporting Requirements Program Evaluation and Sustainability Expectations About 21 st Century Professional Development Opportunities

4. Role of ODE and Expectations 21 st Century Staff Regional Brown Bags Technical Assistance Regions

5. Ohio Department of Education Department Updates Literacy and Expanded Learning Time

6. Literacy and Expanded Learning

7. Program Requirements Overview 21 st Century emphasis is on: Improved reading, mathematics Positive youth development Parent and family engagement

8. Award Duration Three year period for approved grants Evaluation requirements

9. Award Duration Sustainability planning must start at the beginning Continuation application needed for consecutive years

10. Program Calendar Program start date must begin no later than Oct. 15 annually Program end date must not end sooner than April 17 annually

11. First Year Implementation Implementation Timeline of Program Activities Mandatory Trainings Desk Audit, Mid-Year Monitoring Call & Reporting

12. Licensing

13. ODE Licensing Contacts Marlene Fields 614-644-2604 Diana Saunders 614-644-2603

14. Ohio Department of Job and Family Services Help Desk 877-302-2347, Option 4

15. Child Nutrition Programs

16. Nutrition Contacts Call: 1-800-808-MEAL (6325) Website: www.education.ohio.govwww.education.ohio.gov Search keywords: Food and Nutrition Click: How To Become A School Meals Program Sponsor

17. Professional Development Conferences/Meetings Workshops/Trainings Travel expenses

18. Some Basic Federal Requirements Allowable Costs – 2 CFR Part 225 Appendix A-Section c(3)(a) and C(1)(a-j) Costs that are:

19. Some Basic Federal Requirements Cash Management - 34 CFR 80.21 Final Reporting - 34 CFR 80.41 due 90 days after termination of grant (Final Expenditure Report)

20. Some Basic Federal Requirements Period of Availability (POA)- 34 CFR 80.23- insure expenses are incurred within the project period Time & Effort - 2 CFR 225 Appendix B (8)(h)(3 & 4)

21. Funding For State Fiscal Year 2015 (SFY15) (July 1, 2014 – June 30, 2015) –USDOE funds made available traditionally by early summer –Ohio was awarded approximately $45 million this fiscal year –Minimum funding allocation: $50,000 –Maximum Path B/C funding allocation: $200,000 –Maximum Path A funding allocation: $500,000

22. Expenditures Based on current approved budget Must be: -Reasonable -Allowable -Necessary Use good common sense when making expenditure/obligation decisions

23. Allowable Use of Funds Transportation costs Curriculum materials Supplies, including computers/printers, pertaining to academic enrichment Staff salary and benefits

24. Allowable Use of Funds Student incentives Program evaluation Youth development contractors Rent (reasonable and necessary/for afterschool activities only)

25. A Few Examples of Unallowable Expenditures Food (of any kind) for program need Grant Writer Vehicle Purchase Building Purchase or major Repairs/Renovations

26. Partnerships School Districts Community/Faith Based Orgs (CBO/FBO)

27. Required Reviews Compliance and Performance Assessment (CAPA) - Second Year of grant (Monitoring & Fiscal) 3rd Year Grant Close Out (Fiscal) State/Federal Audits (Regular & Single) PPICS Review

28. Compliance Resources All sub-grantees are required to know and are held accountable to the rules and regulations that govern the 21 st Century grant:

29. Compliance Resources CCIP Assurances (40) U.S.DOE Federal Guidelines U.S.DOE Non-Regulatory Guidance

30. Compliance Resources EDGAR USAS Manual OMB Circulars State Guidelines Ohio Revised Code & Ohio Administrative Code

31. Am I doing what I said I would do? How well am I doing? Does it make a difference? Key Questions

32. Data Systems Review SAFE (Secure Application for Enterprise) STARS (System to Achieve Results for Students) IRN (Information Retrieval Systems)

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

34. OEDS-R/CCIP 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.

35. OEDS-R Only Roles Program Manager - 21 st Century Grant (1 per organization/IRN) Only CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can give access

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

37. Feeder Feeder Feeder Feeder Reporting Program Data

38. Managing Your Grant

39. Program Performance Objectives Reading Math Positive Youth Development Family Engagement

40. Components of a Program Performance Objective Goals Strategies Action Steps Data/Outcomes

41. Goal What do you want to accomplish? Low performing students

42. Goal Regularly participating in the 21 st Century after school program Significantly improve their reading proficiency

43. Strategy What will be implemented? Online and face-to-face learning methods

44. Strategy Target student’s needing intervention, remediation and credit recovery Activities and supports will line up with Ohio’s New Learning Standards, state tests and assessments

45. Action Steps How will the strategy be implemented? Provide intervention for students 5 days a week, 1 hour a day Combination of online and face to face learning

46. Action Steps One on one small group tutoring with certified reading specialist Reading theatre activities

47. Data/Outcome Measures How will you know your goals were met? 75% of students participating for 30 days or more

48. Data/Outcome Measures Will Improve one level Using pre and post assessments, OAA, PARCC scores, student grades and progress reports

49. Program Performance Measure Combination Goals, Strategies, Action Steps, Measurement Ready for Planning Tool More in-depth at October Brown Bag

50. Compliance and Performance Assessment Review Structure Appropriate evidence Document, document, document

51. Compliance and Performance Assessment Review Keep everything from day one Binder construction Thoughts of reviewers Technical assistance

52. WordPress Sign Up Posts Program Shares/Technical Assistance Resources

53. 2014-15 Timeline of Events Mandatory Trainings Promote Professional Growth Planning

54. First Year Implementation Newly awarded Fiscal Year ‘15 programs Handout Format-no hard copies Due Dec. 1, 2014

55. First Year Implementation Desk Review Program Changes Approvals Continuation Application Corrective Action Plan

56. Brown Bag Facilitators Northwest – Warren Fauver Northeast – Cathy Heck Central – Kathy McWatters Southwest – Katie Chadwell Southeast – Fannie Metcalf & Sarah Wright

57. Questions

58. education.ohio.gov

59. Follow Superintendent Ross on Twitter

60. Social Media @OHEducation ohio-department-of-education Ohio Families and Education Ohio Teachers’ Homeroom OhioEdDept storify.com/ohioEdDept