Lead Agency/Site Coordinator Meeting November 20, 2012 1.Instructional Aide Exam 2.After school...
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Transcript of Lead Agency/Site Coordinator Meeting November 20, 2012 1.Instructional Aide Exam 2.After school...
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Lead Agency/Site Coordinator MeetingNovember 20, 2012
1. Instructional Aide Exam2. After school program staff eligible for substitute pool3. Professional Development opportunities4. 21st Century RFA/ASES Renewal5. Site Visit Protocol6. Food guidelines – Harvest of the Month7. Sign In Sheet Meeting8. Restorative Practices9. Summer planning meeting in December10. SY 13-14 Continuing Grants11. Site Coordinator Breakouts
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Instructional Aide Exam
• Instructional Aide exam will be held on Saturday, December 15th at 20 Cook Street
• 2- hour exam; 3- sessions• Register via Event Brite• Make up dates: January 3rd & 4th
• SFUSD will issue certificate of completion for those pass the exam
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On-Call Substitute pool
• After school program staff who meet the Instructional Aide requirement are eligible to apply for the SFUSD on call substitute pool
• ExCEL is submitting a waiver request of BOE policy 3850 for December 11th BOE meeting
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Professional Development Opportunities
• Power of Discovery - program quality initiative to enhance STEM learning opportunities for students enrolled in Out-of-School-Time programs. Sites can sign up to be part of initiative and receive free trainings, information about materials/resources, and 1-1 support from STEM specialists.
• Bridging the Bay Conference – Feb 1st & 2nd – ExCEL & DCYF are offering 1 – 2-day registration per school site. Registration via E-Brite
• ExCEL District Coordinators will be attending a 4-day Non-Violent Crisis Intervention train the trainer training conducted by the Prevention Institute (same organization providing training to SFUSD staff). Trainings will be offered in Jan/February to after school program staff.
• Restorative Practices training offered in January. One day training offered for each site to develop plan to integrate restorative practices into behavior policies.
• June 15th Summer Learning program staff conference May 16th
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Summer Learning Cohort
• ExCEL is partnering with Partnership for Children and Youth, Out of School Time Initiatives to offer a summer learning cohort. Programs that are interested would commit to:– Attend PCY Summer Director Conference on
February 15th at Preservation Park Way in Oakland, CA.
– Complete a self-assessment– Commit to attend 3 cohort meetings in March,
April and May to plan summer learning program
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21 st Century RFA/ASES Renewal
Email has been sent to all Principals re: FY 13-14 21st Century RFA. DCs have forwarded the email to Site Coordinators and Agency Directors for follow up with Principals.
ASES renewal has been released andis due in January. A school site whose Free/Reduced lunch rate has gone below 40% is still eligible for renewal.
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Site Visit ProtocolDCs will be visiting each site at least 2x per yearSite visits shifting from “evaluative” to quality
program assessmentSite Coordinators/Lead Agency directors asked to
complete site visit tool as “self – assessment” tool.DCs visit meant to promote more of a dialogue
rather than silent observationFor Audit purposes, site visits will also include
compliance check of audit related items
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Audit related items
Hours of Operation/Program Elements (Review of weekly program schedule)
Required number of program hours are met (15 hours/week for high school AND* until at least 6 pm for elementary/middle)
There is a balance of program activities: academic, enrichment, recreation, snack Physical activity is scheduled for at least 30 minutes per day Attendance Review (Review of prior week attendance documentation)
Required ExCEL sign in/out forms used Master Sign in/out sheet used All 4 pieces of sign in/out consistently in evidence* (Elementary/middle only) Early Release policy consistently utilized* (Elementary/middle only) Student signature count matches daily total (review 1 day)
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Audit Related Items continuedStaff RatioStaff ratio meets 20:1 requirement
Snack SFUSD snack served ORFor sites with non SFUSD snack, Menu of weekly/monthly snack components provided
Snack components served to students today (at least two of the following): Grain/Bread (1 serving). Milk (1 cup or 8 oz.). Protein/Meat or Meat Alternate (1 oz.). Fruit, Vegetable or 100% Juice (3/4 cup). Food Guidelines: No sugar sweetened beverages No foods with hydrogenated fat No candy, ice cream, gum, potato chips, etc.
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Food Guidelines
Food Guidelines: No sugar sweetened beveragesNo foods with hydrogenated fatNo candy, ice cream, gum, potato chips, etc.
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ExCEL Sign-in Sheet Workgroup
•The Workgroup developed a list of recommendations with a high, medium and low priority.
–Step One: Cityspan will review the list and develop a cost analysis–Step Two: The list, with cost analysis, will be reviewed by ExCEL–Step Three: Recommendations will be approved based on need, cost and priority–Step Four: Cityspan will implement the approved recommendations
•All changes made within EMS will be announced prior to implementation.
•ExCEL will send out a list of recommendations out this week
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Summer Planning WorkgroupDecember 21st 10-12noon
• If you are considering running a summer program, please check in with your site(s) principal and determine:– Maximum Summer enrollment number– Interest in being a host site to consolidate schools– Interest in merging with a school nearby
• ExCEL is working with district to determine what schools sites will be open for summer programming. Custodial costs were very high last summer so we have to consolidate sites.
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FY 13-14 Continuing Grants
• January/Feb: Information to Principals in January re: Select Lead Agency for next school year (results of RFQ process) and submit CCR/Budget for FY 13-14
• March/April: K-Resolutions to BOE for approval• May/June: contract documents due. Priority on
program that will run in July. Contracts cannot be executed until the FY 13-14 budget is loaded which is generally mid-July.