DESE GRANTEE HODGEPODGE SESSION November 15 2019 Missouri

DESE GRANTEE HODGE-PODGE SESSION November 15, 2019 Missouri Department of Elementary and Secondary Education

Welcome! Office of Quality Schools Assistant Commissioner Dr. Chris Neale Grants and Resources Unit Craig Rector- Coordinator Extended Learning Section (Afterschool ) Cindy Heislen- Director Jimmy Reed- Supervisor Kelly Kempker- Supervisor Kim Wolf- Accounting Specialist

Disclaimer The contents of this meeting were developed under a grant from the Department of Education. However, those contents do not necessarily represent the policy of the U. S. Department of Education, and you should not assume endorsement by the Federal Government.

Lights On Afterschool § Very important for the State of Missouri and our Afterschool Programs § How many of you…. § registered? § held an event? § What did you do?

Trainings § MOSAC 2 - November 2020 (includes the Celebration of Afterschool) – location TBD § MAACCE – June 22 -25, 2020 at Tan-Tar-A § Anticipate 21 st CCLC Summer Symposium (federally hosted) § Reminder from MASN: Advanced Planning with Data trainings (refer to continuation guidance) § Trainings always listed on the portal

Kids Care Center (KCC) Monthly Webinars (optional) § September 23 rd – Program Setup § October 7 th – Reporting Staff Info § November 4 th – DESSA § December 9 th – Evaluation Documents § January 13 th – Grades Reporting § February 10 th – Annual Surveys § March 10 th – DESSA, Spring Assessments & Teacher Surveys § April 9 th – End-of-Year Reporting § May 11 th – Summer Setup The description and URL to join each webinar can be found on the portal under the “KCC Resources” tab

Due Dates § Found on the Portal § Most upcoming is: § Guided Reflection – January for 2018 -19 cohort 9 & 10’s (unexpected delay)

Monitoring § Schedule is posted on the portal § On-sites – will receive official notification two months prior to visit § Be sure to read and submit what is asked in the notification § Upload requested documents prior to visit § New form for on-site included this year § Tool will be updated and posted on portal (will be revised for those visits in January and later) § Must be done in TMS § Frequently grantees miss responding to CAPS issued in TMS.

Kids Care Center § Due date sheet is posted on the portal; changes occur; always check back for latest § Your attendance must be caught up by the 15 th of the previous month § Must fill out helpdesk tickets if you encounter problems § If problem persists, please let us know

Common Concerns § Programs changing who is being served (students). WHY? § Programs changing which sites are being served. WHY? § Programs changing which grade levels are being served. WHY? § Unreasonable field trips – if it seems like entertainment, it probably is! MUST BE EDUCATIONAL!

Common Concerns (cont. ) § Large amount of unspent funds (review printout) § End-of-Year large budget amendments with no explanations for items requested. § Budget amendments: § Not being filled out entirely or not enough detail; returned for additional details; delays process § Not being submitted for PRIOR approval § Not all requests are allowable or approved; reimbursements will not be issued § Paper copy now has more room on pages 2 & 3

Common Concerns (cont. ) § Not utilizing the Portal – literally everything can be found there! Many questions we receive are where to find items. . . check the portal first! § Not reading or referencing grant guidance - original application/continuation reports § Late reporting – stay on top of due dates please! Read reminder emails! § Activity schedules not detailed

Common Challenges for Programs § Family Engagement § Planning, involvement, what do I do…. § Y 4 Y has lots of resources for family engagement http: //y 4 y. ed. gov § Alignment with School Day § Communication with school day is essential! § MO Learning Standards https: //dese. mo. gov/college-careerreadiness/curriculum/missouri-learning-standards § Session here at MOSAC 2! § Y 4 Y core elements for aligning with the school day http: //y 4 y. ed. gov

Common Challenges for Programs § Students with Disabilities (lots of questions) § DESE SPED staff provided language (posted on portal under “Procedures”) § Many resources available through Y 4 Y § § § Introduction to Inclusion in 21 st CCLC Programs Legal Foundations of Inclusion: What you need to know Training and Developing Staff to Support Inclusion Working with IEPs, Section 504 Plans and Transition Plans And many more……take a look at these! § Last budget amendment for supplies and equipment is March 25 th!

Best Practices § Building Literacy Skills in 21 st CCLC Afterschool Programs Angie Hanlin, Principal Matthews Elementary School New Madrid County R-I https: //y 4 y. ed. gov/webinars/21 st-cclc-sea-technical-assistancewebinars/building-literacy-skills-in-21 st-cclc-ost-programs § Our office also maintains a binder of best practice examples that we can share ideas with programs

Common Monitoring Findings § Not having monitoring tool or programming documentation ready day of visit § No adult component (part of ESSA law) § Financial documentation not prepared § Not having financial person available for questions. . . § Not having general ledger or other documentation printed § Time and effort (must be after the fact) – NEW written policy required; expect some findings

Common Monitoring Findings § Large blanket requests for supplies or consumable supplies. § Understand need for some end-of-year cleanup… § Not all supplies are consumable if under $1, 000 § Consumables are products that consumers use recurrently or items which "get used up" or discarded (paper, pens, file folders, post-it notes, and toner or ink cartridges) § Not following policies and procedures (see next slide);

Policies and Procedures § Allowability procedure - Reference: 2 CFR Part 200. 302 § Cash management procedure - Reference: 2 CFR Part 200. 305 § Procurement procedure - Reference: 2 CFR Part 200. 318 thru 200. 323 § Travel policy - Reference: 2 CFR Part 200. 474 § Time and Effort procedure (NEW) - Reference 2 CFR Part 200. 474(a) and 200. 474(b) § Mandatory Disclosures including: § Conflict of Interest – Reference: 2 CFR Part 200. 112 § Gratuity – Reference: 2 CFR Part 200. 113

Fast 5 § Monthly tidbits, reminders, funny personal stories, resources § Created by Jimmy Reed § Goes out first Friday of every month (Sept-May)

What’s New This Year? Or Seems New…. § Reference to Title IV, Part B on forms, etc. § Must notify us of all equipment and salaries purchased with grant funds § Even if it does not require a budget amendment § Procurement (Bear Claw) changes: § Micro purchases from $3, 500 to $10, 000 § Small purchases from $150, 000 to $250, 000 § Last date for budget amendments for supplies and equipment is still March 25 (not May 25)

What’s New This Year? Or Seems New…. § CCLC Program Income/Parent fees: § Will be found in all future grant applications § Description on portal and handout § Must be spent by end of 5 -year grant cycle: § on allowable activities as related to awarded grant; and, § must be used for the 21 st CCLC Program § Must have PRIOR approval from DESE to collect § Expenditures must be reported to DESE § SAC Program Income/Parent fees – not applicable

What’s New This Year? Or Seems New…. § Coding – no changes § Just be sure to use appropriate codes (LEAs only) § e. Pe. GS for LEAs only § Paper budget amendments GONE for LEAs § Paper budget amendments required for CBOs § Required for LEAs now, CBS may go to e. Pe. GS in 202021 ish

What’s New This Year? Or Seems New…. § Not as new…. . session scanning § Why should you get scanned at conference sessions? § Clock hours verification § Don’t need clock hours? . . . Not big brother, but be good stewards of money § DESE uses this for tracking attendance at required trainings, etc.

Good News. . . § Still no longer required to hold advisory councils; but highly encouraged; great community benefit § Look for big budget changes in continuation reports (hopeful for consolidation of separate sites)

Future Grants? § Anticipate SAC cohort 9 - 2020 late winter competition § No CCLC competition, however, anticipate cohort 12 for 2021 -22 § Grant writing workshop February 6, 2020, in Jefferson City. Focused more on SAC but helpful for CCLC future years.

Q & A § Any questions? § Any success stories to share?