21 st Century Community Learning Centers Grant Compliance and Performance Assessment (CAPA) Binder Review & Site Visit

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Sherilyn Parrish
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Binder Review & Site Visit ODE Monitoring Team: Site Visit Date: Program Review Date: Fiscal Review Date: Sub-recipient Name: Sub-recipient IRN: Sub-recipient Address: Sub-recipient Monitoring Visit

1 Binder Review & Site Visit ODE Monitoring Team: Site Visit Date: Program Review Date: Fiscal Review Date: Sub-recipient Name: Sub-recipient IRN: Sub-recipient Address: Sub-recipient Monitoring Visit Coordinator Name: Sub-recipient Monitoring Visit Coordinator Telephone #: Sub-recipient Monitoring Visit Coordinator Sub-recipient Fiscal Officer Name: Sub-recipient Fiscal Officer Telephone #: Sub-recipient Fiscal Officer Grant Name: Grant #: Fiscal Year of Award: Selected Site Visit Name: Selected Site Visit Address: Selected Site Visit Coordinator Name: Selected Site Visit Coordinator Telephone #: Selected Site Visit Coordinator REV 7/13/

2 CONSTRUCT A. Fiscal For Section A of the binder, please provide only one copy of each evidence documentation listed below: Required: Copy of ODE Award Letter/CCIP Note, Copy of ODE Approved Budget and any Budget Revisions, Copy of ODE approved Final Expenditure Report (FER), Current Physical Inventory and Policy, (if purchased with 21 st Century Grant funds); Report of all year-end expenditures and Fund 599 USAS Coded Accounting Records. 2 nd Year Grantees must include fiscal documentation from prior year. 4 th Year Grantees must include fiscal documentation from prior two years. INDICATOR EVIDENCE DOCUMENTATION A1. The grantee has a mechanism in place to review the budget monthly, track expenses, and adjust the approved budget, as needed. Copy of ODE Award Letter/CCIP Note and Copy of ODE Approved Budget and any Budget Revisions PERFORMANCE Compliant Non-compliant A2. The grantee submits FERs as appropriate to ODE by due dates. Copy of ODE approved Final Expenditure Report (FER) Compliant Non-compliant A3. The grantee has a current, accurate physical inventory and policy in place. Current Physical inventory and Policy, (if purchased with 21 st Century Grant funds) Compliant Non-compliant A4. The grantee has Accounting Records that are complete, accurate and include USAS coding. A5. The grantee has a report that identifies all grant expenditures that tie back to accountability reports. Report of all year-end expenditures and Fund 599 USAS Coded Accounting Records Upon Later Request: Purchase Orders, Invoices and Cancelled Checks for specific transactions Bank Statements for the Grant Period being Reviewed Report of all year-end expenditures and Fund 599 USAS Coded Accounting Records Compliant Non-compliant Compliant Non-compliant

3 CONSTRUCT B. Program Administration B1. The grantee has identified and is serving eligible students consistent with the original grant application or subsequent amendments B2. The grantee is conducting outreach to eligible students as described in the original grant application Or subsequent amendments Required: Roster matrix including: ü Names of all enrolled students ü Names of feeder schools ü Individual income eligibility ü Individual achievement eligibility ü Attendance records (January of prior year) Fliers School staff meeting agenda Assessment data related to outreach activities to identified students Compliant Non-compliant Compliant Non-compliant B3. The grantee provides at minimum the number of weekly hours required for the grade span. Recommendation forms Calendar Staff handbook Parent handbook Compliant Non-compliant B4. The grantee is implementing research-based reading and mathematics activities as described in the original grant application or subsequent amendments B5. The grantee is implementing positive youth development activities/programming as described in the original grant application or subsequent amendments B6. The grantee is implementing parent/family programming or activities. Lesson Plan or Curriculum Description from Publisher Program calendar Program calendar Lesson Plan or Curriculum Description from Publisher Fliers (including distribution information) Sign-in sheets Compliant Non-compliant Compliant Non-compliant Compliant Non-compliant Program calendar B7.The grantee implements an attendance policy and procedures to ensure accurate reporting and the safety of eligible students. Program roster Attendance policy Written procedures Sign in sheets Compliant Non-compliant

4 CONSTRUCT C. Program Management C1. The program is licensed ODJFS Childcare License ODE School Age Childcare License C2.The program implements policies Attendance policy and procedures to ensure students Registration form participate Incentive policy C3. The program manager Meeting agendas communicates with the school Meeting calendar administrator(s) regarding linkages Meeting minutes between day and before and/or afterschool Progress reports program. Other: Compliant Non-compliant Compliant Non-compliant Compliant Non-compliant C4. The program seeks parent input regarding programming and activities. C5 The program holds staff and partnership meetings that engage staff and partners in collaboration and sharing promising practices. Meeting agendas Assessment data Advisory group representation Parent survey _ Meeting agendas Meeting minutes _ Compliant Non-compliant Compliant Non-compliant

5 CONSTRUCT D. Staffing and Professional Development D1. The program implements a standard hiring process ensuring staff and volunteers have professional qualifications for their position. Hiring policy Sample application Job descriptions Interview questions Compliant Non-compliant D2. The program has a certified teacher that oversees the program s academic content. D3. The program staff is trained in program policies and procedures. Contract or MOU/MOA Job description Current, unexpired teacher certification Orientation schedule Training agendas Staff handbook Compliant Non-compliant Compliant Non-compliant D4. The program staff participates in ongoing and data-based professional development including topics that address the diverse needs of students and families. Professional development agendas Individualized professional development plans Certificates of completion or sign-in sheets Compliant Non-compliant D5. The program implements a Performance review policy personnel evaluation process. Observation form Individualized professional development plans D6. The program makes efforts to retain quality staff Recognition plan Appreciation events Compensation Schedule Staff Survey D7. A grantee representative has Staff Rosters attended all mandatory trainings Certificates of Participation outlined by the Ohio Department of Purchase Orders Education 21 st CCLC team. (Applicable Individualized PD Plans after July 1, ) Compliant Non-compliant Compliant Non-compliant Compliant Non-compliant

6 CONSTRUCT E. Programming E1. There is evidence of Students choice and voice in program planning and implementation. Advisory group representation Student Survey Compliant Non-compliant E2. Academic activities are based on students differentiated instructional needs. Assessment data Publisher Curriculum Description Lesson plans addressing differentiated instruction Compliant Non-compliant E3. The program addresses positive youth development by providing diverse recreational, cultural and resiliencybuilding activities. Program calendar lesson plans Publisher Curriculum Description Compliant Non-compliant E4. The program enables students to explore community resources and issues in real world contexts. lesson plans Program calendar Service Learning Program Description Compliant Non-compliant

7 CONSTRUCT F. Sustainability F1. The grantee collaborates with at least one partner (other than the grant partner) in support of the program goals and objectives. Meeting agendas Meetings minutes Compliant Non-compliant F2. The program seeks additional collaborators to address unmet needs and/or to expand and enhance program services. MOU/MOA Compliant Non-compliant F3. The program establishes linkages among other federal, state and/or local agencies to connect community resources to the students and families. F1 The grantee has a sustainability plan or process in place and efforts support progress towards maintaining and expanding the program and services when 21 st CCLC funds expire. MOU/MOA Parent handbook with community resources Counseling services and referral forms lesson plans Sustainability plan MOU/MOA or board resolution In-kind contribution tracking records Compliant Non-compliant Compliant Non-compliant

8 CONSTRUCT G. Evaluation and Outcomes G1. The program has an internal evaluation process to monitor progress and measure achievement of Program Performance Objectives (PPOs) as written in the grant.the evaluation includes qualitative and quantitative program data Plan for evaluating program effectiveness Evaluation Calendar Project Timeline Evaluation Report Annual Report Compliant Non-compliant G2. The program is making progress toward meeting the PPOs set out in the grant application. G3. The program aligns data collected with program planning, improvements, and enhancements. Analysis of assessment data Annual report Assessment data and calendar Compliant Non-compliant Compliant Non-compliant G4. Program outcomes are shared with program stakeholders (to include but not limited to parents, students, community and business members). Annual report Meeting agendas Meeting minutes Compliant Non-compliant

9 INDICATOR H1.. The grantee is providing a minimum of 15 hours for K-5 or 12 hours for OBSERVED EVIDENCE Observe that center was open within the published hours of operation CONSTRUCT H. Site Visit PERFORMANCE Compliant Non-compliant H2. The site provides a daily, nutritional snack. H3. The site implements research-based reading and mathematics activities as described in the original grant application or subsequent amendments Observe snack time Observe snack prep or serving area Ask students Observe current lesson plan and implementation Compliant Non-compliant Compliant Non-compliant H4. The site implements positive youth development activities as described in the original grant application or subsequent amendments Observe current lesson plan and implementation Compliant Non-compliant H5. Program personnel maintain program environment conducive to student engagement. Observe teacher-student interaction Compliant Non-compliant H6. The daily schedule offers activities that meet the needs of all participants. Observe session activities and compare to calendar. Ask students H7. Inventory list is aligned with the process described in Category A. The grantee has control and accountability procedures in place to maintain all grant and subgrant cash, real and personal property, and other assets that safeguard all such property and assure that it is used solely for authorized purposes. Verify equipment against current physical inventory list for equipment purchased with 21 st Century Grant funds Inventory procedures follow local policies Onsite inventory control procedures track and secure program equipment and supplies. Compliant Non-compliant Compliant Non-compliant No equipment has been purchased with 21 st century funds Other consumable items are inventoried per local policy

10 H8.Attendance is documented and a process is in place to ensure proper reporting. Roster and Sign-in Sheet Reason for absence Student tracking/verification of absence documented daily. Compliant Non-compliant

Local District South Title I Meeting

Local District South Title I Meeting Robert Oye robert.oye@lausd.net (310) 354-3452 Lorraine Torres lms0920@lausd.net (310) 354-3531 Agenda Equipment Inventory Unrestricted Funds Restricted Funds Program