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Welcome to the DPI 21st Century Community Learning Center Grant Management Workshop


Title: Welcome to the DPI 21st Century Community Learning Center Grant Management Workshop Author: peaseer Last modified by: salzmlb Created Date – PowerPoint PPT presentation

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Title: Welcome to the DPI 21st Century Community Learning Center Grant Management Workshop

Welcome to the DPI 21st Century Community
Learning Center Grant Management Workshop
  • Facilitated by
  • Gary Sumnicht and Alison Wineberg

Trivia Quiz
  • How many cities has the CLC conference been held
  • True or false Wisconsin was the first state to
    issue grant awards for the CLC program.
  • Which CLC staff member had to carry a rifle for
    protection against bears in a previous job?
  • Which CLC staff member won the Headhunter Award
    in high school?
  • Which CLC staff member disrobed to work as a life
    model for U.W. art classes?

Grant Management Review
  • Claims
  • Carryover Policy
  • Monitoring Visits
  • Evaluation
  • Annual Performance Reports
  • Evaluation Summary Report
  • Participant Impact Report
  • Self-Assessment Requirement
  • Annual Renewal of Grant
  • Training and TA
  • Common Issues
  • Important Definitions
  • Dates and Deadlines
  • Future Funding

Claims for Reimbursement
  • DPI Fiscal Report (PI 1086)
  • Available on-line (Resources and Forms)
  • http//sspw.dpi.wi.gov/sspw_clc
  • Recommend at least quarterly claims
  • Final budget amendments due June, 30th, 2014
  • Final Claims Due September 30th, 2014

  • The policy of the department calls for allowance
    of unspent funds to be carried over by the
  • Unspent funds remaining after the final year (5th
    and 10th year) of the grant cycle, are considered
    lapsed and may not be used to continue the
    program following the natural end of that grant
    period. A no-cost extension to spend down
    these remaining funds has been established for
    September 30th of the calendar year in which the
    project is scheduled to end.
  • The department reserves the right to capture
    and reallocate unspent funds in any grant year.
  • Allowable carry-over is announced in late fall
    and new awards will be issued reflecting the
    amended total.

Monitoring Visits
  • Each center can anticipate a monitoring visit
    during the course of the grant cycle (excluding
    the 1st year)
  • Monitoring Process
  • Six- week notice of visit
  • Grantee completes a self-assessment and gathers
    supportive evidence to provide for the visit
  • Interviews with the site coordinator, school
    principal, CLC teachers and program partners
  • Observation by DPI staff
  • Exit interview - summary of findings
  • Written report issued to grantee

Annual Performance Report (APR)
  • The Dept. of Education contracts with American
    Institute for Research (AIR) to collect
    performance data on all 21st Century Community
    Learning Centers
  • Data is submitted to the online portal Profile
    and Performance Information Collection System
  • Data is collected at the end of the year for this
    electronic report, due June 30th
  • Reporting portal same as for Grantee Profile -
    requires login and password http//ppics.learning

Examples of Information Reported
  • Number of students served and number of days
  • Staff composition
  • Racial or Ethnic breakdown of students
  • Community partner information
  • Activities
  • Teacher surveys
  • Keep records that align with what should be
    reported! (look in PPICS)

End of Year Report (APR) Issues of Note
  • One contact per grantee not center
  • Contact teachers early to insure grade and
    behavior improvement reports are completed on
  • All blue buttons will be gray with check mark
    when report is completed correctly
  • Contact DPI staff if primary contact changes

Evaluation Summary Report
  • Based on previous years performance
  • Reports should include
  • Summary of conclusions drawn from evaluation
  • How results were used to improve or strengthen
    the program
  • How results were shared with the public

Grantee Profile
  • Reminder
  • All new five-year grants (years 1,6 and11) need
    to complete a Grantee Profile on the PPICS
  • All Profiles should be completed by October 31st,
    2013 (three weeks and two days from now)

New Participant Impact Report
  • Based on regular attendee information
  • Will report WI Student Number Locator System
    (WSLS) for each regular attendee and PPICS
    student I.D. number
  • Important Remember to record the PPICS numbers
    when submitting APR data!
  • Due on September 30, 2014
  • More information http//sspw.dpi.wi.gov/sspw_clc

Self-Assessment Requirement
  • Each center must conduct a self-assessment to use
    for program improvement during their five-year
    period (all cycles) following this schedule
  • By end of Year 1 Identify self-assessment
    instrument to be used during 2nd year
  • By end of Year 2 Conduct self-assessment using
    results to develop improvement plans
  • By end of Year 3 Implementation of improvement

Approved Self-assessment Tools
  • Wisconsin After School Continuous Improvement
    process (WASCIP)
  • Youth Program Quality Assessment (YPQA)
  • New York State After School Network (NYSAN)
    Quality Self-Assessment Tool (QSA)
  • Quality Assurance System (QAS)
  • Contact and scope information at

Grant Renewal
  • Not competitive
  • DPI form PI 9550-IV-B-REN
  • Assurances, Abstract, Program plan,
    Collaboration, Evaluation, Budget
  • Due in the spring of 2014

Training and Technical Assistance
  • Two annual gatherings for all grantees
  • Fall Conference on October 7-8 at the Kalahari
    Resort in WI Dells. To register visit
  • Spring Training (TBD)
  • Webinars (ongoing)
  • New Grantee Mentors
  • Observe mentors program
  • Host mentor at your program
  • Communicate with mentor as needed

Call in number 1-877-820-7831 Participant pass
code 169171
Common Issues
  • CLC activities for youth cannot operate during
    school hours (exception for adult programs).
  • Private school students and families within
    school service area must be offered opportunity
    to participate
  • CLC evaluation reports must be made available to
    the public
  • To be counted as CLC participants, students must
    receive math and/or literacy enrichment
    activities weekly
  • Please contact us in a timely manner when there
    are personnel changes to assure contact
    information is up to date.

Important Definitions
  • Academic Enrichment Enrichment activities expand
    on students' learning in ways that differ from
    the methods used during the school day. They
    often are interactive and project focused. They
    enhance a student's education by bringing new
    concepts to light or by using old concepts in new
    ways. These activities are fun for the student,
    but they also impart knowledge. They allow the
    participants to apply knowledge and skills
    stressed in school to real-life experiences.

Important Definitions
  • Homework Help Homework help refers to program
    time that is dedicated to assisting students work
    independently on homework, with or without
    assistance from staff, volunteers, or older peers.

Save the Date
  • March 2014 Spring Training
  • May 23, 2014 Annual Renewal Application Due
  • June 30, 2014 APR Due (in PPICS)
  • June 30, 2014 Final Budget Revisions Due
  • September 30, 2014 Final Claims Due
  • September 30, 2014 Participant Impact Report Due

Future of 21st CCLC Grant
  • The future of grant funding competitions is
    dependent on federal funding. The WI allocation
    can fluctuate and may impact awards.
  • Reauthorization of the Elementary and Secondary
    Education Act (ESEA) may change program

  • Gary Sumnicht (608) 267-5078 gary.sumnicht_at_dpi.wi
  • Alison Wineberg (608) 267-3751
  • Linda Piefer (608) 264-9548 linda.piefer_at_dpi.wi.g
  • Adam Farrell Wortman (608) 267-9354
  • adam.farrellwortman_at_dpi.wi.gov
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