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

Site Coordinartor Meeting
September 18, 2012
1. Attendance Guidelines Overview
2. Attendance Targets for FY 12-13
3. Documentation of students who have delayed arrival
time
4. Instructional Aide Update
5. SFUSD staff working for ASP programs
6. RFQ Update
7. Principal Meeting
8. 21st Century RFA
9. EMS Update
10. Snack Update
11. Getting People Paid Update
12. Public Profit Site Visits
Attendance Guidelines
• All students sign in/out must be documented
using a standardized ExCEL sign in/out sheet.
• Elementary students must be signed out by an
authorized adult unless specific written
permission has been secured by the
parent/guardian.
• Middle school students may sign themselves in
and out from the program.
• Authorized program staff and/or parent/guardian
may sign in/out students from the program.
Attendance Guidelines
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Review daily sign in/out sheets - Any incomplete or missing information should be
corrected immediately.
Only count those students who have completed all of the fields on the Sign In/Out
sheets.
Put a dot next to each student being counted for attendance.
For those programs who use sign in/out sheets for students who are not reported
in the EMS attendance count:
– Review daily sign in/out sheets and highlight in BLUE those students who do not count
towards the EMS attendance count. Note on the bottom right corner of page.
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Write the EMS student count page total on the bottom right hand corner and circle
the number.
Write the EMS student count day total on the top page of the day’s package and
circle the number.
Enter data into EMS.
Verify number of students in the hand count to the number reported in EMS
Attendance Guidelines
• All Elementary and Middle school sites must use the SFUSD
ExCEL Daily Sign In/Out sheet as the Master Sign In Sheet.
• All High School sites must use the SFUSD ExCEL High School
Sign In sheet as the Master Sign In Sheet.
• High School: Students must sign in/out on Master Sign In
sheet and they must:
– Sign on separate activity list OR
– Be marked present on an activity sign-in sheet.
• All students present are signed in at the beginning of
program and signed out when they leave
• Have the proper Early Release document on file and/or
Early Release Code recorded if a student leaves before the
15 minute of time before the close of program.
Attendance Targets
Attendance targets for FY 12-13 are in your
contracts. The attendance for each school site
for FY 11-12 has been posted on the ExCEL
website.
We have also prepared a listing of attendance
targets for FY 12-13 that will be posted on ExCEL
website.
Delayed Arrivals
The ASES & 21st Century grants require
programs to begin immediately upon dismissal
from the school day.
For students who arrive after the start of
program, please have them sign in and list the
corresponding time they arrive. Grant funds do
not currently require sites to track the reasons
why students arrive late.
If a site chooses to indicate reason for delayed arrival
Staff can indicate that the student arrived late
by:
1) writing DA for delayed arrival and
2) listing the corresponding code # in the
notes/comment section.
This may be helpful in situations when students
participate in parallel programs immediately after
school and/or arrive more than ½ hour late to
program.
ExCEL Arrival/Release Codes
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ExCEL Arrival/Release Codes #s:
Parallel Program
Family emergency
Personal Family Circumstances
Medical appointment
Transportation
Community Safety
Child Accident
Other condition
School-related activity (i.e. meeting with teacher,
preparing for a school event, etc).
Instructional Aide Requirements
This applies to both program staff and subcontractors who directly supervise students.
V-BASP 19: BASP Accountability Staff Minimum
Qualifications:
The LEA/grantee agency ensures that all staff
members who directly supervise pupils meet
the minimum qualifications for an
instructional aide according to the policies of
the school district. (EC § 8483.4.)
Instructional Aide
• One of the following:
– An AA degree or higher
or
– Official transcripts reflecting 48 college units and a
high school diploma/equivalent
or
– Completion of CBEST and a high school
diploma/equivalent
Instructional Aide
• SFUSD has discretion in accepting successful
completion of CODESEP in lieu of CBEST
• ExCEL is conducting an audit of ALL after
school programs to determine compliance
rate.
• ExCEL is working with SFUSD HR to administer
CODESP exam to bring all program staff into
compliance.
SFUSD staff working in after school programs
Conflict of Interest Disclosure form:
Yes. Contractor’s employees (or owners) listed in
table below are also current SFUSD Board members
or employees OR former SFUSD Board members or
employees within the last two years.
SFUSD staff working in after school programs
• Per 1992 board policy, SFUSD staff cannot be paid privately
for providing tutoring or lessons to students from their school
site.
• SFUSD staff members cannot work in the ExCEL after school
program unless they are paid through SFUSD HR. They cannot
be paid through funds from another source e.g.: DCYF,
program fees, etc.
• There was a a special agreement this summer that allowed
SFUSD staff to be paid by CBOs. This was for the summer
ONLY and does not apply to the school year.
• If you have SFUSD staff working for your program who are not
being paid through the district, please contact ExCEL.
Request for Qualifications
Scheduled to be released early October
Application due early November
Notifications by early January
Principals select by late February
Principals Meeting
• October 2, 2013
• Will be sharing much of the same information
provided to Lead Agency directors at the
August Inst – especially related to attendance
targets, sunsetting grants, allowable expenses,
etc.
21st Century RFA
• Scheduled to be released very shortly
• Application due in November
• Award notification released in February
EMS Update
Be sure to familiarize yourself with the group
function and encourage your staff to use it. It is
a time saver.
Be sure to have attendance recorded in all
activities – not just one. The EMS is designed to
capture information we need for all of the
multiple reporting we must do for the state and
federal governments.
Snack Update
EMS will have snack reporting by end of September.
Snack ordering is due Monday 10am for following
week.
Survey monkey will be sent out on Wednesday of the
previous week.
Daily Snack Guidelines
• All Sites: Provide water as an option for snack
• Sites eligible for SFUSD snack
– Can opt out
– Can augment/enhance
– Follow ExCEL daily snack guidelines
• Sites not eligible for SFUSD snack
– Follow ExCEL daily snack guidelines
Getting People Paid Updates
Any certificated or classified amendments must be turned in by
the end of the first week of the month.
We cannot process them on a continual basis.
ExCEL will be informing SFUSD staff, but would appreciate it if you
would inform SFUSD staff as well