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ExCEL After School Program Lead Agency/Site Coordinator Meeting April 22, 2014

ExCEL After School Program Lead Agency/Site Coordinator Meeting April 22, 2014. 10:00 – 11:00 - ExCEL Admin & Program Updates 11:00–1:30 : Professional Development Workshops. ExCEL August Institute – August 7 th – 9-4pm @ St. Mary’s Academic Liaison meetings:

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ExCEL After School Program Lead Agency/Site Coordinator Meeting April 22, 2014

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  1. ExCEL After School ProgramLead Agency/Site Coordinator MeetingApril 22, 2014 10:00 –11:00 - ExCEL Admin & Program Updates 11:00–1:30 : Professional Development Workshops ExCEL August Institute – August 7th– 9-4pm @ St. Mary’s Academic Liaison meetings: April 29th (M/H) and May 6th (E)- 10-1pm at St. Mary’s Cathedral First Source Hire Initiative reminders Deadlines – Don’t miss them! Summer Facilities Use Permit – DUE YESTERDAY! Harvest of Month – Recognitions! ExCEL Lesson Plan – Recognitions! Restorative Practices – Recognitions! Chess Academy Brain Break Activity…..

  2. 11:00–1:30 : Professional Development Workshops

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

  4. First Source Enrollment Timeline • April 7th through April 30th : Collect enrollment packets and route to Karina at ExCEL • May 2nd: Students who have submitted packets will be invited to an Informational Session • Week of May 12th: Student Informational Session at 20 Cook • Week of June 30th: Student Orientation at CCSF for registration, campus tour, and photo id’s • July 7th: CDEV 95 Begins!

  5. Contact • Mariana Chavez, Academy Pathway DE Counselor • chavezm1@sfusd.edu • Valerie Abaunza, Academy/Pathway DE Coordinator/Counselor • vabaunza@ccsf.edu 415-550-4422 • Karina Henriquez at ExCEL henriquezk@sfusd.edu 415-750 -4500 X1015

  6. Deadlines, Deadlines, Deadlines….. 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 13-14 invoices. Please do not submit multiple months of invoices in July.

  7. Summer FUPs • Full payment must be submitted to the Real Estate Office at least 3 business days prior to the first requested use date. Once the Real Estate Office receives the payment, they will approve the permit. In order to approve the permit, we will need the completed permit application, with all signatures, initials and addendums, and insurance. • A 40% discount will be applied for 1 program (at a school site) and a 50% discount for 2 or more programs (at a school site). • The $100 flat rate will apply after 5 pm and before 8 am from June 2 through July 18th Mondays through Fridays, excluding holidays and weekends. • This rate applies only if ExCEL CBOs are using the same (or less) facilities that they have already paid for under the discounted summer Excel rate. Regular fees will apply if a program decides to use more facility areas than otherwise stated on the permit.

  8. Top 10 reason for delays in FUP processing • Missing ExCEL signature • Missing pages – there are 5 total pages for the permit (not including addendums) • 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

  9. 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

  10. 11:00–1:30 : Professional Development Workshops

  11. 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:

  12. Contract Dissection • After Schools Program Services Agreement – 28 pages • Attachment 1: Program Summary – 5 pages • Attachment 2: Weekly Program - 1 page • Attachment 3: Budget pages: • Single – 1 page • Multi Funded – 5 pages

  13. After School Program Services Agreement

  14. Attachment 1: Program Summary

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