ExCEL After School Program Lead Agency/Site Coordinator Meeting March 18, 2014

1. ExCEL After School ProgramLead Agency/Site Coordinator MeetingMarch 18, 2014 • 10:00 –10:30 - ExCEL Admin & Program Updates • 10:30 –12:00: Professional Development Workshops • 12:00-12:30: Supper in After School info session – mandatory for those who received email from amyadkins • 12:00- 1:30pm- School Loop Pilot – Dance Studio B • 12:00-12:30 – Opportunity for input on standard ExCELEnrollment forms • Breakout sessions: • 10:30-12:00 • Math Proofs:  proving that math is easy and commonly found everywhere _NIA Room - Presented by Kevin Truitt- ALL levels • Watching & Making Films w/Youth - Conference Room • Presented by: Lizzy Brooks – ALL • First Source Hire Information – Mandatory for All High Schools –Studio B • Presented by: Valerie Abaunza - Coordinator/Counselor, Academy/Pathway Dual Enrollment Program • Creative Out-of-School Learning -Hall of Culture- Elementary & Middle School • Presented by: Kathleen Martinez

2. ExCEL Program & Admin Updates • ELC upcoming events in March/April: Mar 20th & Apr 16th • Deadlines – Don’t miss them! • Summer Facilities Use Permit/CDE approval for off site programs – DUE APRIL 15th! • FY 14-15 contract documents • Harvest of Month – Preparation for next month • Academic Liaison PDs rescheduled to April 29th (M/H) and May 6th (E) – 10am-1pm – EVERYWHERE POLL • Brain Break Activity…..

3. Upcoming MARCH/APRIL ELC Events: Summer Quality Self Assessment Workshop If you haven't yet attended this workshop - do it!  Join us to learn about what's in the Summer QSA and how it can influence your summer program. Date:  Thursday, March 20 Time:  9am -1pm (includes breakfast AND lunch) Location:  Hayes Valley Playground (corner of Hayes and Buchanan) To Register: http://summer-qsa-3-20-14.eventbrite.com Save the Date: April 16, from 9am -1pm at Support For Families, we will be hosting a workshop on Promoting Diversity, Access, Equity, and Inclusion (with the emphasis on Inclusion) in our programs.  The link to sign up is:  http://sfelc-resource-guide-4-16-14.eventbrite.com Free, delicious lunch and a light breakfast is included!

4. Coaching, coaching, coaching!!!! It's AWESOME!   Take the LEAP - Sign up now and get started! Coaches can work with you through June 30th. To make the most of the hours, sign up by March 31st! http://sfelc.org/coaching/

5. Deadlines, Deadlines, Deadlines….. Purchasing • March 21st is the FINAL day to submit ANY Principal Expenditure Requests to purchase supplies over $1,500. Submit to your DC. • March 24th is the FINAL day to submit ANY Principal Expenditure Requests purchase supplies less than $1,500. Submit to your DC FINAL INVOICES •  May 19th is the FINAL day to submit budget revisions for invoices. • June 6th is the FINAL day to submit May invoices. • July 9th is the FINAL day for FY 12-13 invoices. Please do not submit multiple months of invoices in July.

6. Summer FUPs • Schools available: June 2nd-July 18th • 40% discount for one school at a site; 50% discount for two or more schools at a site • FUPs are available online: http://www.sfusd.edu/en/doing-business-with-sfusd/using-or-renting-sfusd-facilities.html Submit FUPs to Jovanna Badger by April 15th. The sooner the better, though. If you send FUP via scan or fax be sure the copy is clean! COMPLETE THE SUMMER LOCATION SURVEY BY MARCH 27th: https://www.surveymonkey.com/s/2014SummerLocation

7. Top 10 reason for delays in FUP processing • Missing pages – there are 5 total pages for the permit (not including addendums) • Missing ExCEL signature • Missing principal signature • Missing # of students served • Missing initials on page 5 of the permit • Program hours do not match the hours in the rate sheet • Program dates do not match the hours in the rate sheet • No application for use of cafeteria/kitchen if you check “Kitchen” – there is a cost associated • Missing designation of bathrooms per Section 8 • Insurance not being up to date

8. Three copies – single sided! - All signatures are in BLUE and are original (wet) Headers and footers are on all forms – no reusing of forms! Pagination is X of Y throughout – contract, program summary, budget Do NOT rename budget form – this will CHANGE the header and Contracts Office will return for correction Insurance is UP TO DATE TB/CBC is UP TO DATE – TB every four years. Budget matches amount in contract document – to the dollar! Administrative expenses are no more than 7.5% Subcontractors are listed in budget AND program summary You have on file up to date insurance and TB/CBC for ALL subcontractors. Best practices is that you have an MOU or subcontract agreement with ANY subcontractors Top 10 things to be sure of when submitting your contract:

9. First Source Hire InitiativeAre you interested in joining?Contact mele NUMO: January

10. Stop, Drop & DANCE flashmob style • WHAT: Stop, Drop & Dance Flashmob • WHY: To Celebrate International Dance Day To Promote Inclusion & Diversity To Participate a City-Wide After School Event To Have Fun! • WHEN: Tuesday, April 29- time TBD? http://www.youtube.com/watch?v=OOH3Kb9aT64

11. ExCEL After School ProgramLead Agency/Site Coordinator MeetingMarch 18, 2014 • 10:00 –10:30 - ExCEL Admin & Program Updates • 10:30 –12:00: Professional Development Workshops • 12:00-12:30: Supper in After School info session – mandatory for those who received email from amyadkins • 12:00- 1:30pm- School Loop Pilot – Dance Studio B • 12:00-12:30 – Opportunity for input on standard ExCELEnrollment forms • Breakout sessions: • 10:30-12:00 • Math Proofs:  proving that math is easy and commonly found everywhere _NIA Room - Presented by Kevin Truitt- ALL levels • Watching & Making Films w/Youth - Conference Room • Presented by: Lizzy Brooks – ALL • First Source Hire Information – Mandatory for All High Schools –Studio B • Presented by: Valerie Abaunza - Coordinator/Counselor, Academy/Pathway Dual Enrollment Program • Creative Out-of-School Learning -Hall of Culture- Elementary & Middle School • Presented by: Kathleen Martinez