CYS Youth Services Delegate Agency Meeting Tuesday May

CYS Youth Services Delegate Agency Meeting Tuesday, May 15 th 2007

Welcome!!! Lisa Davis Assistant Director of Children and Youth Services

EXPERIENCIA Elaine Mondschein President Elizabeth Stamberger Director of Operations

CYS Daisy Lezama Deputy Commissioner Youth Services Unit

Chicago Out-of-School Time Project Sandra Chicago Out-of-School Time Project Update 5

Chicago Out-of-School Time Project AGENDA § Overview of project to date § Review of project work in the next year 6

Chicago Out-of-School Time Project PROJECT GOALS FOR EACH SYSTEM LEVEL OF CHANGE Youth Level §Engagement in Out-of-School Time programs that will help towards their high school performance in a variety of ways §Graduation from high school Program Level §Increase in Out-of-School Time program participation §Development of innovative programs §Development of new educational/content-specific modules to incorporate into programming Provider Level §Increase communication between Out-of-School Time providers city-wide and across sectors (public & non-profit). §Strengthen and enhance developmental and educational opportunities through youth workforce development. §Strengthen provider capacity to develop and deliver quality Out -of-School Time programs. System Level §Create and institutionalize information systems that bridge across and between public and non-profit Out-of-School Time organizations. §Establish the need and secure resources for a sustainable funding source for Out-of-School Time programs in Chicago. §Strengthen and develop partnerships through consensusbuilding and shared “buy-in” among all key stakeholders. 7

Chicago Out-of-School Time Project INFORMATION – Program Locator Goals §Interim Locator §Populate locator with agency information §Create final locator for public §Systematically update information on agencies §Integrate locator into Cityspan Outcomes Progress to date §Implementation of interim locator §Interim Locator completed and online §Functional database of programs (estimated 1500 agencies) §Interim database on line with approximately 1100 agencies §Creation and deployment of final locator §Permanent locator in development expected December 2007 §Integration with Cityspan to keep agency information up to date §Integration with Cityspan - in progress 8

Chicago Out-of-School Time Project INFORMATION – Participant Tracking Goals Outcomes §Implement a uniform program and universal participant tracking system §Create software to track enrollment and participation of approximately 30, 000 youth at CYS, ASM, Parks, Libraries, CPS, JISC §Coordinate program with locator §Standardized data collection and reporting across agencies on Out-of-School Time Progress to date §Customized and implemented the Cityspan participant tracking system for Chicago § 189 CYS agencies are using the Cityspan participant tracking system § 15 parks are piloting the cityspan system §Cityspan has been integrated into JISC §Policies between ASM, Parks, and CYS have been developed for data sharing and reporting 9

Chicago Out-of-School Time Project INFORMATION – Program Locator URL: http: //pyat. chapinhall. org: 8080/After. School. Programs 10

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Chicago Out-of-School Time Project COMMUNICATIONS TIMELINE JUNE §Focus groups with active youth §Focus groups with community based organizations *Interested participants please see Natalie §Meet with City agencies AUGUST §Develop some preliminary branding and messaging strategies SEPTEMBER/OCTOBER §Meet with youth who don’t participate OCTOBER/NOVEMBER §Have communications strategy developed 15

Chicago Out-of-School Time Project COMMUNICATION Goals §Development of a communication strategy §Development of a public awareness campaign to increase public exposure to Outof-School Time programs §Implementation of an enrollment campaign to encourage youth to participate in Out-of. School Time programs throughout the city Outcomes §Development of communications RFP sent to 22 firms with 7 responding and 1 selected §Increase public awareness of Out-of. School Time benefits and opportunities §Increased enrollment of youth into 180 agency programs and 58 ASM school based programs Progress to date §Re-examination of campaign goals based on RFP responses §Focus on social/behavioral change of youth most “at risk” rather than general/citywide campaign §Use of social branding theory/research to help develop overall campaign strategy for all audiences: public, youth, agencies §Establishment of CYS/ASM communications working group 16

Chicago Out-of-School Time Project INNOVATION Goals Outcomes §Expand the existing ASM apprenticeship and advanced apprenticeships into new content areas §Development of at least two new content areas §Incorporate content specific modules into Out -of-School Time programs §Expand the ladder of opportunity for teens by providing internships §Develop an teen portfolio for teens to document and capture their Out-of-School Time experiences Progress to date §Development of a “module library” and plan for incorporation into programming §Re-examine the process by which new context areas are developed and how including changes to the RFP review process and potentially changes to the RFP solicitation §Development of 100 internship opportunities a year §Continued examination, development and refinement of the “ladder of opportunity” to include internships §Incorporation of resume and portfolio development into Out-of. School Time programming for all participating youth (approximately 30, 000) §Enhanced collaboration/integration with CPS programs and systems/tools they have built §Increased attention to skills development and future programs and workforce development 17

Chicago Out-of-School Time Project SUSTAINABILITY Goals §Streamlining current funding §Creating an Outof School Time Affinity Group at the Donor’s Forum §Mobilizing for a dedicated public funding stream for Out-of-School Time Outcomes §Increased awareness by funders for Out-of. School Time programming needs §Possible dedicated public funding stream for Out-of-School Time Progress to date §Working with Illinois After School Alliance/Partnership §Development of jurisdiction document §Development of need for dedicated Out-of-School Time funding (paper in draft) §Research on existing funding sources available in Chicago/Illinois 18

Chicago Out-of-School Time Project QUALITY Goals. When Funded §Development of an Out-of-School Time Academy to support training and professional development §Development and implementation of program standards Organization of providers and other stakeholders over specific quality improvement issues Outcomes – When Funded §Increased training and development opportunities for Out -of-School Time workers §Development and implementation of program standard tools Progress to date §Chicago Area Project – working to professionalize the Out-of-School Time field: Youth Development training & Youth Development Practitioner Certification programs; Associate Youth Work degree at Harold Washington College; development of program standards §Increased collaboration between CYS and agencies §Increased collaboration between CYS, ASM and other City agencies §Increased understanding for need for Out-of-School Time programming and benefits of collaboration amongst City agencies 19

Chicago Out-of-School Time Project SYSTEM BUILDING OUTCOMES § More coordinated system across city and non-profit agencies LCYS, ASM, Parks, Libraries, JISC, and over 180 CBOs § Increased communication between funders and providers § Enhanced technological capabilities across organizations § Changes in the delivery of Out-of-School Time services § Increases in public funding for Out-of-School Time 20

Chicago Out-of-School Time Project THE NEXT YEAR § Continue to add agencies to Cityspan = ASM, Parks, Libraries, JISC § Continue to refine locator § Develop public awareness campaign strategy § Begin implementation of campaign strategy § Continue to refine innovations work § Build case for public funding based on Metropolis 2020 recommendations § Continue to look for funding for quality 21

League of United Latin American Citizens Emma Moreno Director of Federal Relations

LULAC Chicago Youth and Collegiate Federal Career Forum Friday, July 13 th 2007 9: 00 am to 3: 00 pm @ Navy Pier

CYS Elise Mann Deputy Commissioner Of Grants, Contracts, and Audits

CYS Kenya Merritt Director of Finance Walter Brown Supervisor of Accounting

CYS Youth Services Unit Workforce Investment Act and Youth Development

CYS Youth Services Unit Martha Rashedi Assistant Director of Workforce Investment Act (WIA)

WIA In PY 2006 – 2007 the City began the first stage of transitioning Youth WIA to CYS from MOWD. This year, organizational and operational functions are transferred “as-is” between the departments without changes to program design or delivery. PY’ 07 Program Extensions – Contractor performance data is currently being compiled, upon completion performance will be evaluated and CYS recommendations for extensions will be forwarded to the Youth Council for approval. Award Letters will be sent on or around the 2 nd week of June.

WIA During PY 2006 -2007 as part of this effort, the Chicago Workforce Board’s Youth Council has been reconstituted. Its members include representatives from the private sector in several key industries, related City Departments and the broader service provider community. This newly formed Youth Council will consider its role in Youth Workforce Development in a broader context than in the past, and plans in 2007 to organize subcommittees to address specific issue areas and develop strategies to guide and leverage the WIA investment with a range of other City-sponsored youth initiatives PY’ 08 New RFP/ Current program designs will be evaluated and possibly revised. Common Measures will be implemented.

WIA Resources – Youth Community Development Center’s/recruitment and referrals – COPA and City. Span /Program information, Calendar of upcoming events, Fiscal information and forms.

CYS Youth Services Unit Andrew J. Fernandez Director of Youth Services

Who We Are Mary Ellen Caron Commissioner Department of Children and Youth Services Daisy Lezama Deputy Commissioner Youth Services

Who We Are Andrew J. Fernandez Director of Youth Services Lisa Davis Assistant Director of Children and Youth Services Martha Rashedi Assistant Director of Workforce Investment Act (WIA)

Who We Are Elisa Arlow-Youth Service Coordinator/Region One Monica Dunleavey-Gerster-YSC/Region Two Evelyn Benitez-YSC/Region Three Ricca Rivera-YSC/Region Three Rasauna Riley-YSC/Region Four Tasha Brown-YSC/Region Five Cesar Garza-YSC/Region Five Karen Nolan-YSC/Region Six Jane Norton-YSC/Regional Consortium Coordinators & Regional Youth Career Development Centers Aurora Reyes-Assistant to the Deputy Commissioner of Youth Services Patti Prado-Project Coordiantor/WIA Pat Buscher-Project Coordiantor/WIA Barbara Washington-Project Coordinator/WIA Zaida Chaidez-Project Assistant/WIA

Youth Development & CDBG § Online application live since May 1 st § May 31 st last day § Please review handouts

IMPORTANT Program Requirements Principles of Effective Prevention Programs Selection Criteria for All Program Categories Performance Measures Funding Levels and Performance Expectations Enrollment and Attendance Program Categories and Related Activities

May 1 st Technical Assistance Meeting § Over 125 Participants from current agencies and new agencies. Summer Mini-Grants § CYS received 303 proposals. § Agencies will be notified in June

Regional Consortium Coordinators & Regional Youth Career Development Centers Welcome Community Assistance Programs, the Region 6 YCDC. Keep Reaching Out Across Your Region! Keep In Contact With Your Aldermen. Please Document Those Meetings.

Youth Council RCC’s YCDC’s Citywide Youth Council Delegate Agencies ASM

Take Two!! CDBG Online Application: http: //webapps. cityofchicago. org/CDGAWeb CYS/COPA http: //cys. mycopa. com

CYS’ Fiscal Youth Team Kenya Merritt, Director - 312. 743. 1671 Provides oversight for the fiscal team. Arthur Baron, Account IV – 312. 743. 2067 Conducts trainings, reviews budget revisions, monitors voucher holds and assists with inquiries. Terry Sims, Accounting Tech II – 312. 743. 0919 Reviews vouchers, initial budgets and assists with inquiries. Erin Sanford, Administrator Assists the fiscal youth unit.

Fiscal Youth Unit - Timeline Third Thursday’s through October from 10: 00 a. m. to 1: 00 p. m. Open training sessions – CYS’ 2 nd floor computer lab. October 2007 – Mayoral Budget Address – Draft Action Plan released – Budget Revisions for current program are due on October 1, 2007 November and December – City Council votes on Draft Action Plan, if approved, the plan becomes the Final Action Plan – changes from the Draft can occur during this time. – End of prior year’s contract

Fiscal Youth Unit - Timeline January 2008 – Final Vouchers are due on January 25, 2008 – Vouchers should be addressed as following: Children and Youth Services Fiscal Youth Unit 1615 W. Chicago, 4 th floor Chicago, IL 60622 Helpful hint: Develop a fiscal calendar for your agency to keep a track of peak periods and deadlines.

Fiscal Youth Unit Communication For assistance with any fiscal inquiry from the status of vouchers and budgets to reasons for deletions Fiscal Hotline – 312. 743. 7475 8: 30 a. m. to 1: 00 p. m. 2: 00 p. m. to 4: 30 p. m. http: //cys. mycopa. com cysfiscalyouth@cyscopa. com Fax – 312. 743. 2095