Transcript May 8th Lead Agency Directors’ Meeting May 8, 2012

Lead Agency/Site Coordinator Meeting
November 20, 2012
1. BAWAT presentation
2. Instructional Aide Exam
3. After school program staff eligible for substitute pool
4. Professional Development opportunities
5. 21st Century RFA/ASES Renewal
6. Site Visit Protocol
7. Food guidelines – Harvest of the Month
8. Sign In Sheet Meeting
9. Restorative Practices
10. Summer planning meeting in December
11. SY 13-14 Continuing Grants
12. Meals served in lieu of snack guidelines available
13. Site Coordinator Breakouts
Instructional Aide Exam
• Instructional Aide exam will be held on
Saturday, December 15th at 20 Cook Street
• 2- hour exam; 3- sessions
• Register via Event Brite
• Make up dates: January 3rd & 4th
• SFUSD will issue certificate of completion for
those pass the exam
On-Call Substitute pool
• After school program staff who meet the
Instructional Aide requirement are eligible to
apply for the SFUSD on call substitute pool
• ExCEL is submitting a waiver request of BOE
policy 3850 for December 11th BOE meeting
Professional Development Opportunities
• Bridging the Bay Conference – Feb 1st & 2nd – ExCEL & DCYF are
offering 1 – 2-day registration per school site. Registration via EBrite
• ExCEL District Coordinators will be attending a 4-day Non-Violent
Crisis Intervention train the trainer training conducted by the
Prevention Institute (same organization providing training to SFUSD
staff). Trainings will be offered in Jan/February to after school
program staff.
• Restorative Practices training offered in January. One day training
offered for each site to develop plan to integrate restorative
practices into behavior policies.
• June 15th Summer Learning program staff conference May 16th
Summer Learning Cohort
• ExCEL is partnering with Partnership for Children and
Youth, Out of School Time Initiatives to offer a
summer learning cohort. Programs that are
interested would commit to:
– Attend PCY Summer Director Conference on
February 15th at Preservation Park Way in
Oakland, CA.
– Complete a self-assessment
– Commit to attend 3 cohort meetings in March,
April and May to plan summer learning program
21 st Century RFA/ASES Renewal
Email has been sent to all Principals re: FY 13-14
21st Century RFA. DCs have forwarded the email
to Site Coordinators and Agency Directors for
follow up with Principals.
ASES renewal has been released and is due in
January. A school site whose Free/Reduced
lunch rate has gone below 40% is still eligible for
renewal.
Site Visit Protocol
DCs will be visiting each site at least 2x per year
Site visits shifting from “evaluative” to quality
program assessment
Site Coordinators/Lead Agency directors asked to
complete site visit tool as “self – assessment” tool.
DCs visit meant to promote more of a dialogue
rather than silent observation
For Audit purposes, site visits will also include
compliance check of audit related items
Audit related items
Hours of Operation/Program Elements (Review of weekly program schedule)
 Required number of program hours are met (15 hours/week for high school AND*
until at least 6 pm for elementary/middle)
 There is a balance of program activities: academic, enrichment, recreation, snack
 Physical activity is scheduled for at least 30 minutes per day
Attendance Review (Review of prior week attendance documentation)
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Required ExCEL sign in/out forms used
Master Sign in/out sheet used
All 4 pieces of sign in/out consistently in evidence* (Elementary/middle only)
Early Release policy consistently utilized* (Elementary/middle only)
Student signature count matches daily total (review 1 day)
Audit Related Items continued
Staff Ratio
Staff ratio meets 20:1 requirement
Snack
 SFUSD snack served
OR
For sites with non SFUSD snack,
 Menu of weekly/monthly snack components provided
Snack components served to students today (at least two of the following):
 Grain/Bread (1 serving).
 Milk (1 cup or 8 oz.).
 Protein/Meat or Meat Alternate (1 oz.).
 Fruit, Vegetable or 100% Juice (3/4 cup).
Food Guidelines:
 No sugar sweetened beverages
 No foods with hydrogenated fat
 No candy, ice cream, gum, potato chips, etc.
Food Guidelines
Food Guidelines:
No sugar sweetened beverages
No foods with hydrogenated fat
No candy, ice cream, gum, potato chips, etc.
100% Juice – is it a drink or fruit?
• Only reimbursed for 100% juice drinks – not
juice cocktails, juice drinks, punch, orange
drink, gatorade, vitamin water, tampico
• In terms of After School Snack fruit or
vegetable based drinks are used to meet the
fruit/vegetable requirement and is NOT
considered a beverage.
• It must to be 100% Juice (no added sugar)
and the serving size is ¾ of a cup or 6oz.
Which one is 100%??
ExCEL Sign-in Sheet Workgroup
•The Workgroup developed a list of recommendations with a
high, medium and low priority.
–Step One: Cityspan will review the list and develop a cost analysis
–Step Two: The list, with cost analysis, will be reviewed by ExCEL
–Step Three: Recommendations will be approved based on need, cost
and priority
–Step Four: Cityspan will implement the approved recommendations
•All changes made within EMS will be announced prior to
implementation.
•ExCEL will send out a list of recommendations out this week
Summer Planning Workgroup
December 21st 10-12noon
• If you are considering running a summer program,
please check in with your site(s) principal and
determine:
– Maximum Summer enrollment number
– Interest in being a host site to consolidate schools
– Interest in merging with a school nearby
• ExCEL is working with district to determine what
schools sites will be open for summer programming.
Custodial costs were very high last summer so we
have to consolidate sites.
FY 13-14 Continuing Grants
• January/Feb: Information to Principals in January re:
Select Lead Agency for next school year (results of
RFQ process) and submit CCR/Budget for FY 13-14
• March/April: K-Resolutions to BOE for approval
• May/June: contract documents due. Priority on
program that will run in July. Contracts cannot be
executed until the FY 13-14 budget is loaded which is
generally mid-July.