ExCEL BASIC Information - SFUSD School Health Programs

Report
August Institute
1) BASIC INFORMATION
 Basic Grant Information
2) ATTENDANCE & EMS
 Attendance
 Early Release
 EMS
3) PROGRAM
 Academic Partnership &
Academic Liaison Role
 Lesson Plan Template
 Restorative Practices
 Family Literacy Requirement
4) STAFFING
 Instructional Aide requirement
 Snack & Food Handling
5) FINANCIAL INFORMATION
 Contracts
 Invoices & Allowable Expenses
 Payroll
6) OTHER IMPORTANT INFO
7) MANDATORY WORKSHOPS
8) SFUSD SNACK REPORTING
ExCEL After School Programs are funded by BASE
grants:
ASES for Elementary, Middle and K-8
21st Century for Elementary, Middle and K-8
ASSETS grants for High Schools


ASES grants are 3 year renewable funding sources.
21st Century and ASSETS grants are 5 year grants which
sunset (end). Sites whose funding has ended must be reapplied for through an RFA process through CDE.

ExCEL elementary and middle school BASE grants can
ONLY be used to provide after school programming
daily (180 days) immediately after the school day.

ExCEL High School ASSETS base grants can be used
to operate programs before school, after school, and
weekends in accordance with grant guidelines.

Some sites may also receive 21st Century related
grants including:
◦ Equitable Access – This grant supports full inclusion support
services for targeted student groups
◦ Family Literacy – This grant provides literacy and career
support for the adult family members of ExCEL program
participants.
The grant requires set number of days and hours that a
program must be open each week
Elementary and Middle Schools:
 MINIMUM of 15 hours per week
 MUST remain open until at least 6:00pm every day
 MUST commence immediately following every regular school
day
High Schools:
 Minimum of 15 after school hours a week
 ANY combination of after school, before school, weekends,
summer, intercession and vacation
1.
Provide a comprehensive After School Program
which consists of a balance of academic and
enrichment activities, including physical activity
components. High schools must provide credit
recovery.
2.
A maximum 20:1 student to staff ratio is required.
3.
All staff who directly supervise students must meet
the minimum qualifications of an Instructional Aide in
SFUSD and have TB and DOJ fingerprint clearance
per SFUSD requirements.
ATTENDANCE IS BASED ON SIGN-IN SHEETS


Elementary and Middle School BASE grant attendance
targets are calculated based upon $7.50/day/student
High School ASSETS grant attendance targets are
calculated based upon $10/day/student
Examples:
1.) Elementary grant award of $130,000/ 180 days/ $7.50 = 96
students daily
2.) High School grant award of $150,000/180 days/$10= 83
students daily
NOTE: Targets are calculated based upon the total grant award,
not the site budget allocation or contract amount.

Failure to achieve attendance targets may result in
a reduction of future grant awards from the
California Department of Education.

Keeping accurate attendance records in the
required formats is critical for compliance. ExCEL
programs may be audited or monitored by the
state each year and detailed review of attendance
documentation and counts are included.

Target ADA does not mean enrollment numberit means the number of students actually
attending program with completed sign-in/out
information.

Attendance rates must be maintained from 85100% of target to avoid funding reductions from
the California Department of Education.

All Elementary and Middle school sites must use the SFUSD ExCEL Weekly
Sign In/Out sheet as the Master Sign In Sheet printed from the EMS.

All students present are signed in at the beginning of program and signed out
when they leave.

All students who leave before the allowable 15 minutes of time before the close
of program, MUST have the proper Early Release code recorded on the sign
in/out sheet as well as the time of departure. The EMS has a function that
allows for an Early Release code to be auto populated for those students who
leave early on a regular basis. If the site chooses to use this function, there
MUST be an Early Release form on file for audit purposes for each student
with an auto populated code.
PLEASE REVIEW ATTENDANCE GUIDANCE DOCUMENTS
ON THE ExCEL WEBSITE
For Early Release Codes, the protocol is:
 On-going codes that pre-populate your forms
through EMS require an early release form
signed by the parent on file.
 Example: A student leaves every day at 5:00
PM because they need to ride the bus
 One
time, non-recurring early releases do NOT
require a form.
 Example: A student has a doctor’s appointment and
leaves at 4:15 PM today.

All High School sites must use the SFUSD ExCEL High School Sign In
sheet as the Master Sign In Sheet.

For High School Sites, the Master Sign In Sheet can be created in two
ways:
◦ OPTION 1:
 All students sign-in present on one activity/master/group sign-in sheet.
 Any secondary sign-in sheets are to be used for tracking purposes
ONLY.
◦ OPTION 2:
 Attendance is taken at a set program time (“Homeroom Model”).
During this time, designated staff and or students sign themselves in
for the individual program activity. These sign in sheets become the
Master Sign In sheet.
PLEASE REVIEW ATTENDANCE GUIDANCE DOCUMENTS
ON THE ExCEL WEBSITE
EMS is ExCEL’s on-line attendance
tracking and grant management
system developed by Cityspan.
It is similar to the CMS system utilized
by DCYF.




Mandatory
Each youth
has an IN
row and an
OUT row.
Attendance
must still be
input by DAY.
For
Elementary
& Middle
School Sites.
1.
2.
Attendance should be input each week and will
be locked on the 5th each month (see calendar
on website for details). A written email request to
ExCEL is required for unlocking.
Track your site progress: use the EMS on-line
attendance tracking system to run a “progress
by grant type” report!
The Academic Partnership Framework that ExCEL is
promoting consists of:
 Strong partnership between school site and CBO
 Shared priorities for student success
 Academic Liaison position to coordinate academic
after school components
 Utilizing data to inform instruction
PURPOSE :
For all ExCEL After School Program sites to develop
solid academic program components that support
student skill building and contribute to academic
achievement.
An Academic Liaison position will be utilized
(formerly called Lead Teacher) to provide
leadership, guidance, and support to academic
after school offerings, not direct instruction.
The Academic Liaison (AL) will be selected by the
school site principal. The scanned Academic
Liaison Designation Form is due via email to the
ExCEL Office on 9/13/13 and an orientation
meeting for Academic Liaisons will be held on
9/19/13.
Key Points for Planning *ExCEL Lesson Plans*
 Keep in mind the following frameworks:
 ExCEL Theory of Action
 School Day Common Core “Habits of the Mind” in after school
 Restorative Practices
 Physical Activity
When should I use the template?
 The Lesson Plan template is a required attachment for
educational excursions
 It may also be utilized by program sites to structure activities if
your agency does not have its own template.
 All programs are strongly encouraged to use the guiding
frameworks to inform planning.

San Francisco schools are adopting Restorative
Practices to build positive relationships and effect
change in how teachers and students interact.

Incorporating restorative practices into the after school
program setting is a TRANSFORMATIVE CHANGE shifting from behavior policies that focus on rules and
consequences TO building community that repairs and
restores.

This year, all ExCEL Programs will participate in a
cohort support model to integrate and utilize
Restorative Practices at their sites.
Restorative Practices
WHAT IS HAPPENING THIS YEAR
1. ExCEL Site Coordinator or designee must attend one of the RP workshops
scheduled 8/7 and 8/8 of the August Institute. Program Directors are
welcome as well.
2. You are assigned to a cohort by CBO.
3. You are committed to attend 4 RP trainings this year. The dates are pre set
so you can add them to your calendar. (ExCEL will provide food, but we are
looking for hosts sites to have the meetings)
4. You are expected to implement RP into your programs. DC’s will check and
assist with your progress.
5. Karen Polk is also available to assist throughout the year upon request.
Restorative Practices Cohort by CBO
Cohort 1:
Urban Services YMCA/Bayview YMCA/ ASEP/ ROCK/
Chinatown YMCA
Cohort 2:
BACR/ Stonestown YMCA
Cohort 3:
Embarcadero YMCA /GLO/RDNC/CYC/Reading
Partners/SF Arts ED/Jamestown/ Up On Top
Cohort 4:
Mission YMCA /Mission Graduates/Mission
Neighborhood/Mission YMCA /SNBC
Aspiranet/Telegraph Hill/Buchanan/Presidio YMCA
September
November
January
March
Cohort 1
9/5
*10/31
1/9
3/6
Cohort 2
9/12
11/7
1/16
3/13
Cohort 3
9/19
11/14
1/23
3/20
Cohort 4
9/26
11/21
1/30
3/27
ALL 21st Century ExCEL programs (including ASSETS programs) must, at a
minimum, use family needs assessment information to
1) Develop flyers or referral lists of available family literacy/adult
education services in the community
AND/OR
2) Coordinate with local service providers to offer family literacy services
for ExCEL families.
Family Literacy services may include:
 Interactive literacy activities between parents and their children

Training for parents on how to be full partners in their children’s education

Adult education classes including GED support

English/literacy classes

Employment and interview support classes
NOTE: ExCEL program sites with Family Liaisons will have the opportunity to partner
with SFUSD family engagement and parent liaison staff at their school site to
coordinate access to services for families. ExCEL Central Office is funding extended
hours to Family Liaison staff for this purpose.

All program staff and subcontractors who directly
supervise students must document meeting
minimum educational requirements or pass the IA
exam administered by the ExCEL Office.

Documentation in EMS:
1.
Sign-in to EMS
2.
Click on Participants & Staff
3.
Click on View Program Staff
4.
Click on Staff Name
•
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






Who has to meet the requirement?
Direct supervision of pupils refers to all adults who count towards the
required 20:1 pupil-to-staff ratio. Any staff member who is responsible for a
group of students and is included in the site count to meet the minimum
ratio is included in this definition and must meet the Instructional Aide
Requirements defined by SFUSD.
Who must have TB/Fingerprinting clearance?
All program staff and volunteers (18 and older) on campus with students
must have TB/Fingerprinting clearance. This includes AmeriCorps
members, volunteers and any other staff in contact with students.
What if I pay my staff with DCYF or other non-ExCEL funds?
The Instructional Aide requirement applies to any staff members who are
directly supervising students, regardless of the funding source used to pay
them.
Date
July 31st, 2013
# Exams
3
Aug 1st, 2013
3
Sep 5th, 2013
3
Sep 6th, 2013
3
Dec 18th, 2013
3
Dec 19th, 2013
3
Apr 3rd, 2014
3
Apr 4th, 2014
3
http://www.healthiersf.com/Calendar/mainCal.cfm?catids=4&chgCo
lors=teal

Food Handlers Certification Requirement:
By the start of each school year, each program site is
required to have at least one program staff certified as
a Food Handler by the SF Department of Public
Health. Any program staff who works with food must
complete the on-line Food Handlers course. Related
training/certification costs are allowable expenses
using ExCEL funds.
For school year 2013-2014, this requirement must
be in place by January 1, 2014.
Please refer to the ExCEL website for more
information.

The ExCEL office contracts annually with CBO
lead agencies to implement comprehensive
after school programs at SFUSD school sites.

Contract Amendments - Allowed on a case by case
basis ONLY; Contracts are established with CBOS
annually for the fiscal year of 7/1 – 6/30.

Carry over - There are NO carry over funds allowed
from year to year. SFUSD bills CDE on a cost
reimbursement basis. Any funds not expended by the
end of the fiscal year cannot be billed to CDE. As
such, all POs are liquidated at the end of the fiscal
year.
It is absolutely necessary to invoice on a monthly
basis and meet end of year invoice deadlines.

Budget Detail form to
allocate funds for the
year:
◦ Single Funded Sites - This
form is to be completed for
contracts that only receive
one funding source.
◦ Dual Funded Sites - This
form is to be completed for
contracts that receive two
sources of funding such as
21st Century base and ASES
base or 21st Century
Supplemental and ASES
supplemental grants.
INSTRUCTIONS FOR BUDGET
REVISIONS:
1
2
3
4
5
Budget Revisions may be submitted in
November and February
Fill in the blue box: EFFECTIVE Date of
Revision. Submit budget revision
request at least one month PRIOR to
effective date.
Please complete the second column
(highlighted in blue), TOTAL REVISED
BUDGET
Please provide an explanation in the
box highlighted in blue as to the
reasons for the budget revision request
Once the budget revision request has
been reviewed and approved, make the
appropriate changes to the July Invoice
template. This will ensure that all of
the changes are made to ALL of the
monthly invoices.



Invoices are due monthly on the 10th of each
month.
ExCEL has detailed guidance on how to
prepare invoices and what back up
documentation is required.
PLEASE REVIEW DOS AND DONTS FOR
INVOICES ON OUR WEBSITE!
Tips for Faster Invoice Processing
Please do not staple the supporting documents inside the invoices. Paper or Binder Clips
are requested.
As a first choice for Invoice Numbers, please use our example:
1st four letters of School Name—Month—Year—School ID #—Grant
Examples:
Dual Accounts:
LAKE-01-13-670-21STC
LAKE-01-13-670-ASES
Single Accounts: ROOS-09-13-797-FL
Grant Type
Abbreviation
Equitable Access
Equ. Acc.
Family Literacy
FL
Supplemental
SUPPL
Before School
B4 Sch
ASSETS
ASSETS
Base
BASE
If you have a unique invoice number per invoice per month you’d like to use, please be consistent
throughout the year. Do not use the same invoice number twice, as there were lots of duplicate
account numbers last year.
Please make sure the following information is correct on the invoice:
Purchase Order (PO) number
K-Reso Number
SACS Codes
Invoices
ExCEL Cover page Mandatory
Summary page – ExCEL or
CBO version

The second page of the invoice is not mandatory.

If you choose not to use this page, you will need to input your expenses
directly into the invoice template each month.



If you choose not to use the second page summary sheet, you must
submit a summary sheet of your own that clearly outlines what
expenses are charged to the corresponding line item
Each invoice MUST have a unique invoice number. Invoice numbers can
consist of the first four letters of the school site name – month- year
(two digits) and the school code. For example, an August 2013 invoice
for Roosevelt would look like this:
 ROOS-08-13-797
No two invoices should have the same invoice number. For sites with
multiple grants, the invoice number must differentiate between grants.
For example:
 ROOS-08-13-797-ASES

Invoices are paid on a cost reimbursement model.
Payroll should be billed for the month in which it is
PAID out even if the hours worked fall in the
previous month. (For example if staff worked August 1-15
paid on 8/25 will be billed on the August invoice, but staff time
worked August 16 – 31 paid on 9/10 will be billed on the
September invoice.)

General ledger must be on file with the CBO and
available upon request, but is NOT required each month
as invoice documentation. Receipts and payroll must be
submitted as documentation of expenses with the
invoice to the ExCEL office.
 Submit to your District
Coordinator for approval
before purchasing the item.
 Include rationale and all
needed attachments BEFORE
submitting to your District
Coordinator.
 Include APPROVED CBO
Expenditure Approval Form
for Allowable Expenses in
invoice along with the
receipt of the item.
PRE-APPROVAL REQUIRED
Supplies for Program >$1500 Must submit CBO Expenditure Approval Form
per order
Youth Stipends
Off Site Program Activity
Including Transportation*
Allowable for HS ASSETS grants. Must submit CBP
Expenditure Approval form
Pre-approval is required. Submit the CBO Expenditure
Approval Form. The program activity should be integral to
the program summary and a lesson plan is required. The
lesson plan must have specifically stated educational
objectives*
Expenditure Approval Form;
GL/Receipts
Expense Approval Form;
Receipts
Invoice/GL; Off Expenditure
approval form with lesson
plan; sign in sheet, receipts
Subcontractor
Must submit CBO Expenditure Approval Form for preapproval and conform with SFUSD subcontracting
requirements for insurance, TB, etc.
Invoice requires proof of
payment, description and
dates of services provided
Digital Media (DVDs, VHS,
CDs)
Must submit CBO Expenditure Approval Form; with attached
lesson plan and justification of use
Expense Approval Form;
Receipts
Video/computer games
and/or consoles
Must submit CBO Expenditure Approval Form with attached
lesson plan and justification of use
Expense Approval Form;
Receipts
T-shirts/sweatshirts/any
other custom printed
materials for participants
Must submit CBO Expenditure Approval Form. Tag line
required:
Expense Approval Form,
Receipts
School Wide Events
Must submit CBO Expenditure Approval form and identify
matching funds
ExCEL After School Program
Name of School
SFUSD
Expenditure Approval form,
Receipts

Transportation for educational excursions may be invoiced
to ExCEL. 

Computers and tablets need to be purchased through the
District and must include a complete Principal Expenditure
Approval Form and a price quote from the SFUSD IT
Department.

Proper documentation for CBO Expenditure Approvals
includes a breakdown of the costs. Educational excursions
and subcontractors also require a completed lesson plan
template with the educational objectives outlined.

ExCEL Logo is required on all custom printed materials.
PAPERWORK REQUIREMENTS FOR WORKING IN THE
EXCEL AFTER SCHOOL PROGRAM
How do you HIRE and PAY SFUSD
Staff, Administrators, Teachers,
Counselors, etc.?
How do you HIRE and PAY
Classified Staff?
Paraprofessionals,
Student Advisors,
T-10s, etc.

Please review the ExCEL website for specific
deadline calendars for Certificated Staff,
Classified Staff and Amendment Requests to
Increase/Decrease hours.

ExCEL is going paperless! Please ensure that all
sites have a scanner so that you may scan and
email documents to us. NO MORE FAXES!
Also NO photos from phones!

Our website has been updated to a more user
friendly format! You can obtain needed forms,
documents and guidance. Check out the calendar
for important information about due dates and
upcoming convenings.
http://www.healthiersf.org/ExCELafterschool/index.php

While your CBO provides primary support to
site coordinators, the ExCEL office has also
assigned a District Coordinator to liaise with
a group of CBO lead agencies.
Please email your District Coordinator
if you have a question or need
assistance understanding information
from our website.
TODAY 8/6
 High School Credit Recovery
All High School Site Coordinators must attend. Today 3:30-4:30 PM
 Family Literacy
All Family Literacy grantee sites must attend. Today 3:30-4:00 PM
 Beacon Centers
All Beacon Center Directors must attend: Today 3:30 – 4:30 PM
8/7 and 8/8
 Restorative Practices
All Site Coordinators must attend. Please select 1 of the 4 available sessions to
attend.
 School Loop Workshop- mandatory for school loop pilot sites: Aptos, AP Giannini,
Everett, Francisco, Marina, O’Connell HS, Roosevelt, Visitacion Valley Middle
School, Washington HS Thursday 11:00 AM – 12:15 PM
 EMS Introduction– mandatory for new staff: Thursday at 1:00 -2:15 PM
IMPORTANT INFORMATION



Snack adjustments are made on the EMS
system.
Deadlines for snack adjustments are located
on the ExCEL Calendar, email reminders will
not be sent out.
CBO agencies will be billed for nonreportable snacks $$$
(At a cost of 80 cents per snack)
SNACK REPORTING IN EMS
Step
1.
Click
on the
snack
tab
Step 2. Click on the
week you want to
report snacks.
Snack Reporting
Step 3. Report Snack Numbers and Click Save
Amount on
hand: Any
snacks left
over from the
previous
day/week.
Amount Served:
Number of snacks distributed to participants. Each
student must be served TWO COMPONENTS.
Amount Sent:
The amount delivered for that day. Sites should
receive equal amounts of both items.
Please send an email to
[email protected]
if there is a difference.
Amount Left Over:
Numbers of snacks that
were not distributed

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