Site Coordinator MeetingSeptember 18, 2012

1. Attendance Guidelines Overview2. Attendance Targets for FY 12-133. Documentation of students who have delayed arrival

time4. Instructional Aide Update5. SFUSD staff working for ASP programs6. RFQ Update7. Principal Meeting8. 21st Century RFA9. EMS Update10. Snack Update11. Getting People Paid Update12. 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• 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.• 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• 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

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.)

This applies to both program staff and subcontractors who directly supervise students.

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 OctoberApplication due early NovemberNotifications by early JanuaryPrincipals 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