ExCEL After School ProgramLead Agency/Site Coordinator Meeting

April 22, 2014

10:00 –11:00 - ExCEL Admin & Program Updates11:00–1:30 : Professional Development Workshops

• ExCEL August Institute – August 7th – 9-4pm @ St. Mary’s• Academic Liaison meetings:

April 29th (M/H) and May 6th (E)- 10-1pm at St. Mary’s Cathedral• First Source Hire Initiative reminders• Deadlines – Don’t miss them!• Summer Facilities Use Permit – DUE YESTERDAY!• Harvest of Month – Recognitions!• ExCEL Lesson Plan – Recognitions!• Restorative Practices – Recognitions!• Chess Academy• Brain Break Activity…..

Time Hall of Culture11:00-11:45 Mandatory - EMS Summer Training11:30-12noon Mandatory – Seamless Summer Meals

Program12noon ExCEL Leadership CouncilTime Conference Room11:00-11:45 Mandatory – Family Literacy12:00-1:00 Completing Contracts 101

Time Dance Studio B11:30-12:30 Motor Skills for ES students12:30-1:30 School Loop Pilot

Time Nia Room11:00-12:00N Lesson Plan Template & Enrollment Form12:00-1:00 August Institute 2014: Imagine Something

Different

11:00–1:30 : Professional Development Workshops

First Source Hire Initiative

Are you interested in joining?

Contact mele

NUMO: January

First Source Enrollment Timeline

April 7th through April 30th : Collect enrollment packets and route to Karina at ExCEL

May 2nd: Students who have submitted packets will be invited to an Informational Session

Week of May 12th: Student Informational Session at 20 Cook

Week of June 30th: Student Orientation at CCSF for registration, campus tour, and photo id’s

July 7th: CDEV 95 Begins!

Contact Mariana Chavez, Academy Pathway DE Counselor

chavezm1@sfusd.edu Valerie Abaunza, Academy/Pathway DE

Coordinator/Counselor vabaunza@ccsf.edu 415-550-4422

Karina Henriquez at ExCEL

henriquezk@sfusd.edu 415-750 -4500 X1015

Deadlines, Deadlines, Deadlines…..

FINAL INVOICES  May 19th is the FINAL day to submit budget revisions for

invoices. June 6th is the FINAL day to submit May invoices. July 9th is the FINAL day for FY 13-14 invoices. Please do

not submit multiple months of invoices in July.

Summer FUPs Full payment must be submitted to the Real Estate Office at

least 3 business days prior to the first requested use date. Once the Real Estate Office receives the payment, they will approve the permit. In order to approve the permit, we will need the completed permit application, with all signatures, initials and addendums, and insurance.

A 40% discount will be applied for 1 program (at a school site) and a 50% discount for 2 or more programs (at a school site).

The $100 flat rate will apply after 5 pm and before 8 am from June 2 through July 18th Mondays through Fridays, excluding holidays and weekends.

This rate applies only if ExCEL CBOs are using the same (or less) facilities that they have already paid for under the discounted summer Excel rate. Regular fees will apply if a program decides to use more facility areas than otherwise stated on the permit.

Top 10 reason for delays in FUP processing

1. Missing ExCEL signature2. Missing pages – there are 5 total pages for the permit

(not including addendums)3. Missing principal signature4. Missing # of students served5. Missing initials on page 5 of the permit6. Program hours do not match the hours in the rate sheet7. Program dates do not match the hours in the rate sheet8. No application for use of cafeteria/kitchen if you check

“Kitchen” – there is a cost associated 9. Missing designation of bathrooms per Section 8 10. Insurance not being up to date

Stop, Drop & DANCE flashmob style

WHAT: Stop, Drop & Dance FlashmobWHY: To Celebrate International Dance Day

To Promote Inclusion & Diversity To Participate a City-Wide After School

Event To Have Fun!

WHEN: Tuesday, April 29- time TBD?

http://www.youtube.com/watch?v=OOH3Kb9aT64

Time Hall of Culture11:00-11:45 Mandatory - EMS Summer Training11:30-12noon Mandatory – Seamless Summer Meals

Program12noon ExCEL Leadership CouncilTime Conference Room11:00-11:45 Mandatory – Family Literacy12:00-1:00 Completing Contracts 101

Time Dance Studio B11:30-12:30 Motor Skills for ES students12:30-1:30 School Loop Pilot

Time Nia Room11:00-12:00N Lesson Plan Template & Enrollment Form12:00-1:00 August Institute 2014: Imagine Something

Different

11:00–1:30 : Professional Development Workshops

Top 10 things to be sure of when submitting your contract:

1. Three copies – single sided! - All signatures are in BLUE and are original (wet)

2. Headers and footers are on all forms – no reusing of forms!

3. Pagination is X of Y throughout – contract, program summary, budget

4. Do NOT rename budget form – this will CHANGE the header and Contracts Office will return for correction

5. Insurance is UP TO DATE6. TB/CBC is UP TO DATE – TB every four years. 7. Budget matches amount in contract document – to the

dollar!8. Administrative expenses are no more than 7.5%9. Subcontractors are listed in budget AND program

summary10. You have on file up to date insurance and TB/CBC for ALL

subcontractors. Best practices is that you have an MOU or subcontract agreement with ANY subcontractors

Contract DissectionAfter Schools Program Services Agreement – 28

pagesAttachment 1: Program Summary – 5 pagesAttachment 2: Weekly Program - 1 pageAttachment 3: Budget pages:

Single – 1 pageMulti Funded – 5 pages

After School Program Services Agreement

Attachment 1: Program Summary