DESE Grantee Meeting September 19, 2013

1. DESE Grantee MeetingSeptember 19, 2013

2. Welcome • The Office of Quality Schools • Dennis Cooper-Assistant Commissioner • Extended Learning Section • Cindy Heislen- Director • Jimmy Reed- Supervisor • Erika Brandl- Supervisor • Kim Wolf- Accounting

3. Agenda • 9:00 a.m. – 10:30 a.m. Program and Financial Overview • 10:45 a.m. – 11:45 a.m. 1st Break Out Session • 11:45 a.m. – 12:30 p.m. Lunch • 12:30 p.m. – 1:30 p.m. 2nd Break Out Session • 1:45 p.m. – 2:45 p.m. 3rd Break Out Session • 3:00 p.m. – 4:00 p.m. MO Connections, Show-Me Great Awards, Wrap-Up/Drawings Break Out Groups: Group 1 BLUE Group 2 SILVER Group 3 GOLD

4. Back by Popular Demand • Binders • 21st CCLC Grantee Resource. • Do not use forms in the binder, they are examples only. Always use the forms from the DESE Afterschool Portal. • Feel free to add to this resource as the year goes on.

5. Program Overview

6. 21st CCLC Purpose • BROAD ARRAY (Academic Enrichment now academic AND enrichment) • Core Academic Subjects • Reading/Language Arts, Mathematics, and Science • Activities Program Funds Can be Used for In Addition to the Core Academic Subjects: • Tutoring Services and Mentoring Programs • Music Education • Technology • ELL and ESL • Remedial Education Activities • Service-Learning and Character Education • Health and Nutrition • Recreation • Adult Family Education • STEM • To serve students most at-risk

7. 2012-13 Monitoring • Common monitoring findings • Regular school day communication • Parent services • Community partners • Advisory councils

8. Monitoring • Risk factors • Late or incomplete mandatory data reporting; • Low attendance numbers over an extended period of time; • Multiple unallowable requests for purchases; • Large unspent sums of money at the end of the grant year; • Late submission of required forms, etc.; • If the grantee has received multiple 21st CCLC; • Findings that come up during mandated yearly reporting; • General conversations with the grantee; • Have not received a visit during grant award period;

9. On-site Monitoring Expectations • Binder should be complete and in order according to monitoring tool; • Monitoring tool must be completely filled out; • DESE staff assumes nothing onsite all information in binder is evidence proving specific compliance indicator; • Please have a private room/area for DESE team to conduct monitoring and have program and finance staff available for any DESE questions that arise.

10. Collaborative Federal Programs Tiered Monitoring • A Department wide process to ensure adequate monitoring of all districts and organizations with additional opportunities to monitor those districts/organizations with high risk characteristics. • Monitoring consists of: • Desk Audits- this is ONLY DESE’s on-going review of everything • Self-assessment (watch for difference between LEAs and CBOs) • On-Site Monitoring • Telephone Monitoring • Financial Monitoring • Find which monitoring cohort you have been placed in. • Electronic system now in use (for LEAs only). Instructions in binder.

11. Evaluations • 2011-12 Evaluation themes • 2012-13 was due September 15 for cohorts 5 & 6 • Cohort 7 exempt in 2012-13 but must include that year in the 2013-14 evaluation • 2013-14 will be due September 15, 2014 • Evaluation changes (asset vs deficit model)

12. Staff Changes • Must notify DESE of all key program staff changes • EDGAR 74.25 Revision of budget and program plans. • (c) (2). Change in a key person specified in the application or award document. • EDGAR 80.30 Changes. • (d) (3). Changes in key persons in cases where specified in an application or grant award. • Key Staff Changes Form (replaced contact sheet) • Located on the Portal

13. Grant Guideline Reminders • Attendance • Proposed numbers in your grant • 30+ days or more • Average Daily Attendance • DESE monitors actual attendance levels compared to proposed through KCC monthly. • Programs meeting 80% of regular attendance are moderate risk. • Programs meeting 70% of regular attendance are high risk.

14. Grant Guidelines Reminders (cont’d) • “Club Model” • Fees • Can’t turn kids away for inability to pay • Must be kept in a separate account and expended by the end of the 5 year grant cycle for purposes of the grant. • Adult Service component vs. family engagement • Not for ‘community’

15. Grant Guideline Reminders (cont’d) • Field Trips • MOU’s • LEA’s subcontracting with outside organization • CBO’s/FBO’s/Private with school districts • Updated yearly and turned in with renewal • Refer to your grant for MOU guidelines • Private School Consultations • USDOE Attorney recommends 4 times per year • Fingerprint Law changes (See “CPR/FA/Fingerprinting ” tab)

16. Grant Guideline Reminders (cont’d) • Goals/Objectives: • Follow original grant • Changes: prior DESE approval • Only DESE/KCC Consultants can change goals in KCC • Grantees must update status of their goals in KCC • Common Core = Missouri Learning Standards • Math & Communication Arts • Show-Me Standards Science (Missouri on hold until legislators determine what to do with Common Core next session. Hope to implement new standards from Next Generation Science Standards but will still be called Missouri Science Standards.

17. Grant Guideline Reminders (cont’d) • CPR/First Aid • New guidelines as of January 1, 2014 • PQA/Assessments • Partnerships • Marketing Your Program!!!!!!!! A MUST DO!

18. Grant Guideline Reminders (cont’d) Special Conditions for Disclosing Federal Funding in Public Announcements • When issuing statements and press releases related to the 21st CCLC program, it must be disclosed that the program is fully or partially funded with Federal money. (i.e. “100% federal funding under CFDA #84.287C”).

19. Great Resources • Expanding Minds and Opportunities: Leveraging the Power of Afterschool and Summer Learning for Student Success, published in February 2013 Compendium of studies, reports and commentaries by 100+ professional and policy leaders on the best practices, impact and future of expanded learning opportunities. http://www.expandinglearning.org/expandingminds • You for Youth (Y4Y): http://www.y4y.ed.gov/

20. Professional Development/Training • Required: • 1 regional • 1state (MAACCE or MOSAC2) • 1 ARE Directors’ meeting • 1 CCLC grantee meeting (TODAY, DONE ) • 1KCC training • Optional: 1 national afterschool relevant training • Refer to Portal for additional trainings. • MOPD IDs for clock hour documentation.

21. KCC • Data entry required elements • Due dates • Have a question • PPICS/APR required federal reporting help • Students must be tracked by MOSIS number • Training expectations/levels; training registration process • Contact Angela Mobley at (573) 289-6232; mobleyad@umsystem.edu.

22. Stats from KCC Data

23. Top 10 by 20

24. Top 10 by 20 • Afterschool programs funded by DESE fall into goals 1 and 3 of the Top 10 by 20 : • Goal 1: All Missouri students will graduate college and career ready. • Goal 3: Missouri will prepare, develop and support effective educators.

25. Financial Overview

26. Federal Fiscal Guidance • Cost Principles • Spending Guidelines

27. Cost Principles • Expenditures must be “reasonable, allocable, and allowable” and abide by EDGAR and OMB Circular A-87, A-122-Cost principles. • LEA’s refer to A-87 • Nonprofit community-based organizations refer to A-122 • Allocable (cost share): • Proportionate to time used in program; and • Justify purchases are intended for the 21st CCLC program and meet the goals as stated in the grant. • Records must be retained for 3 years from the date of final reimbursement on the award. • Any grantee that spends over $500,000 in total federal funds must have a single audit conducted for that year in accordance with OMB Circular A-133. Copies of the audits must be submitted to the Federal Clearing House by the awardee. Non-School grantees must submit copy to DESE Afterschool office.

28. Spending Guidelines • Prior to request please consult the spending guidelines for “unallowable” or “questionable” purchases. • If an item is “questionable” it could require additional information via budget amendment or other correspondence with your DESE supervisor. • Questionable items may also be subject to the aforementioned “cost share”.

29. Time and Effort • Timesheets/Contracts • Must be maintained for staff hired to work afterschool program. • School Districts: OMB Circular A-87 • Non-Profit Organization: OMB Circular A-122 • Who Must Complete Time and Effort/PARS….. • We have sample forms available.

30. Financial Report Forms • New forms please go to the Portal (as you should be doing weekly) • Request for Reimbursement (RFR) • Final Expenditure Report (FER) due July 15, 2014 • Budget Amendment • Must be approved prior to purchase • No moving money for supplies or equipment after May 15, 2014

31. End of Year Spending • All services must be performed and all purchases of goods must be received by June 30, 2014; • Programs operating through June 30, 2014 will receive reimbursement in July, 2014.

32. Legal Structure • As a grantee you have an obligation to meet all requirements as stated in the grant contract; • If contracting services out, the fiscal agent is responsible for all oversight and financial accountability.

33. Supplement vs. Supplant • Per OMB, found in the fiscal guidance document in binder • Supplanting is presumed to occur when: • The subgrantee uses federal funds to provide services that it is required to make available under other federal, state or local laws. • The subgrantee uses federal funds to provide services that were provided with non-federal funds in the prior year. • The subgrantee uses Title I funds to provide services for eligible children that it provides with non-federal funds to other children. The law does permit subgrantees to exclude state and local funds expended for any entity that operates as a Schoolwide program under section 1114, and for any school or school attendance area as part of a state or local program very similar to Title I.

34. Procurement Policy/Equipment • Your school district/organization must have a procurement policy in place that your 21st CCLC program follows. This will be verified via the monitoring process. • Equipment/Inventory Protocol • Grant purchased equipment is located on-site, marked, and used for its intended purpose. • Equipment records are maintained and up-to-date. • Physical inventory of grant purchased equipment/inventory is conducted and results documented in the inventory records at least once every two years. • Equipment purchases are consistent with the budget and approved by the Department. • Safeguards must be in place.

35. Financial Requirements • Non-LEA awardees must be financially stable to operate the program without relying solely on immediate grant reimbursement. • Cash Management Improvement Act (CMIA): • This act which requires Applicant to demonstrate that when receiving federal funds, they have either already spent the funds or will spend the funds within three days of receipt. To consider the funds “spent”, the transactions should be recorded in your accounting system and the funds delivered to the intended recipients. CMIA is a part of our monitoring process and in the event programs fail to comply with this rule, they will be required to return the amount of interest earned to the feds (see EDGAR 80.20 and 80.21for calculation method to determine interest refund); you cannot earn interest from federal money.

36. Reminders October 17, 2013 Please remember to register your event at the Afterschool Alliance Website www.afterschoolalliance.org

37. It’s Time to Move…. • 10:45 a.m. – 11:45 a.m. 1st Break Out Session • 11:45 a.m. – 12:30 p.m. Lunch • 12:30 p.m. – 1:30 p.m. 2nd Break Out Session • 1:45 p.m. – 2:45 p.m. 3rd Break Out Session • 3:00 p.m. – 4:00 p.m. MO Connections, Show-Me Great Awards, Wrap-Up/Drawings Break Out Groups: Group 1 BLUE Group 2 SILVER Group 3 GOLD

38. Lunch – Discuss at Your Tables…. • One challenge/barrier and how you overcame it, • One example of a successful implementation for each of the following as they relate to your 21st CCLC grant requirements: • Alignment to the regular school day • Partnerships • Family involvement