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Introduction to the Agency Input Pack

The purpose of today’s training is to introduce you to the Agency Input Pack which you will use to:A. Report your program’s attendance,B. Provide you with a summary of your

attendance by day and track,C. Allow you to choose the appropriate funding

source according to grant rules.

Data will be gathered in a workbook file called the Agency Input Track. This

is a Microsoft 2007 Excel file with three spreadsheet forms.

A. Quarterly Attendance Roster or QAR. An attendance input form

that is submitted monthly. Information is accumulated quarterly, so that agencies can act on attendance trends.

B. The Quarterly Attendance Summary or QAS--serves as a guide for administrators to prepare for summary funding decision making.

C. The Funding Form or FF. This is where cumulative attendance is matched with funding by an agency administrator and is the basis for the Beyond the Bell management report and invoice

generation.

What the Agency Input Pack contains

More efficient—We now have many

schools with multiple funding

Allows us to give you management

reports & generate invoices

Ensures compliance so that funds are spent within state

guidelines

Aligns with federal & state

reporting requirements

Helps agencies track progress

towards contract benchmarks

Assists data collection for Evaluation

Why we changing the attendance reporting template

Attendance is taken at the school site

Staff responsible for recording attendance record into Quarterly

Attendance Roster

Each month an administrator examines the

Quarterly Attendance Summary

If there is more than one source

of funding

Administrator must decide which dates

apply to which funding source

Overview of the Quarterly Attendance Reporting Process

How it is different from previous attendance keeping template

◦ Attendance is now totaled quarterly so you will be able to make changes and corrections up to 15 days after the quarter ends.

◦ Attendance is summarized on a daily basis. This allows you to choose which funding source you wish to use. You no longer need to tie the same students to a particular funding for an entire month.

◦ By sorting student attendance by track, it allows you to immediately identify off-track students attending your program so you will choose the correct funding source.

◦ By not having a separate master roster and separate monthly reporting pages, there should be far fewer attendance errors.

◦ Attendance and funding will be reported from all your schools on the same file.

The Attendance Input Package

Quarterly Attendance Report (QAR)Essential Information

Agency ID/Agency PLoc School Birthdate Student ID Last First Mid GR TR Start

27 BTB 1527 BST MS 1/2/1995 010295M055 Bates Alan Harry 7 C 7/6

27 BTB 1527 BST MS 2/3/1994 020294F017 Hollis Charlotte Ann 8 D 7/9

27 BTB 1527 BST MS 6/6/1996 60696F099 Woodhouse Rosemary Dee 6 B 7/11

27 BTB 1527 BST MS 4/4/1995 040495M043 Thorn Damien Eric 7 C 7/11

27 BTB 1527 BST MS 5/5/1996 050596F012 White Carrie Louise 6 D 7/12

27 BTB 1527 BST MS 7/7/1994 070794F019 Borden Lizzie Mae 8 B 7/9

27 BTB 1527 BST MS 8/8/1995 080895M079 Kruger Frederick Luis 7 C 7/6

27 BTB 1527 BST MS 9/9/1996 090996M104 Calavera Diego Juan 6 B 7/16

27 BTB 1527 BST MS 10/10/1996 101094F102 Smith Dynisha NMN 6 A 7/13

27 BTB1527 BST MS 11/11/1995 111105M107 Adams Donnie Alan 7 A 7/13

7/9 7/10 7/11 7/12 7/13

1 1 1 1 1

1 1   1 1

    1 1  

    1   1

      1 1

1 1 1   1

      1  

         

        1

QAR continued Attendance Recording

Attendance is reported monthly to Beyond the Bell

You can only get credit for attendance for students with valid ID #’s.

Changes and additions to the attendance report can be made each month of the quarter.

Quarter is frozen and cannot be changed on the 15th day after the quarter ends

Remember—When using the QAR

Common Mistakes to avoid Duplicate ID’s

27 BTB 1527 BTS MS 040895M079

Campos Rosa

27 BTB 1527 BTS MS 040895M079

Campos Carlos

Incorrect ID’s

27 BTB 1527 BTS MS 999F100595 Lopez Mariela

27 BTB 1527 BTS MS 698M065 Godioy Samual

ID # does not match

LAUSD Record

27 BTB 1527 BTS MS Number provided is for:

Jones Thomas

032794M071

Guerrero Daniel

Using Local 4 digit code

27 BTB 1527 BTS MS 2321M Cho Justin

For programs with both ASES and 21st CCLC funding, itis possible for a program to have two activities on the same day.

Scenario using this situation—

There is a talent show on a Friday evening. ASES funding pays for the regular school day program up to 6:00. 21st CCLC funding can be used for those students who attend the talent show.

Here’s how you would record the information on the Quarterly Attendance Roster (QAR):

Entering Extended Days

E1 E2 E3 E4 E5 E6

1

1

1

1

At the end of the QAR there are “E” DaysGo to end of roster Enter attendance for the

second activity just as you would for a regular day.

You may want to put the date of the event at the bottom of the roster to help you identify which event you are recording.

Total for each E Day will appear on the Quarterly Attendance Summary (QAS)

9/28

DAYTotal

AttendanceAttendance

Track AAttendance Track

BAttendance

Track CAttendance

Track DCore

AttendanceSupplemental

Attendance7/1/2007 0 0 0 0 07/9/2007 30 1 10 2 14

7/10/2007 6 1 2 2 17/11/2007 8 2 2 4 07/12/2007 10 1 2 5 27/13/2007 14 4 2 4 27/14/2007 0 0 0 0 07/15/2007 0 0 0 0 07/16/2007 12 3 3 2 17/17/2007 8 2 2 2 17/18/2007 14 4 3 4 0

QAS Summary Sheet

Total Attend

-ance

Track A

Track B

Track C

Track D

Core Atten

d-ance

Supple-mental

Attendance

9/4/07 43 15 15 1 10 42 1

9/5/07 56 17 14 7 18 49 7

9/6/07 62 23 14 6 19 ? ?

9/7/07 55 10 31 4 20 ? ?

Recording Core and Supplemental on the Quarterly Attendance Summary (QAS)

The quarterly attendance summary provides your agency with a summary of the daily attendance.

It breaks it down by track so that your agency can identify which students get core funding (regular school attendance) or supplemental funding (off track students attending, services provided during vacation periods, or extended days).

Helps your agency decide how many students it should assign to each source of funding.

Quarterly Attendance Summary

Going from the Quarterly Attendance Summary to The Funding Form (FF)

Enter Funding Selections on the Funding Form

CD with the Agency Input Package (AIP) AIP Guide with directions List of its schools, funding choices, contract

number and amounts, attendance targets, and quarterly attendance targets.

As part of the trainings your are attending, each Agency will be receiving:

Once you submit your attendance, the new system will allow us to generate management reports like this example:

How the Agency Input Pack Helps both You & BTB

Better Service to You Better Data for Program Evaluation More accurate records to help you demonstrate compliance for Categorical Program Monitoring (CPM)

BTB Support

Staff

Agency

Input Packa

ge

After school Partne

rs

Day Tot Att

TRK A TRKB TRKC TRKD CORE SUPP

9/17 105 35 30 0 40 105

9/18 110 30 35 5 40 105 5

9/19 98 33 36 0 32 98

9/20 101 35 39 7 20 94 7

9/21 91 30 31 0 30 91

9/22 70 17 20 17 16 53 17

9/24 94 32 32 0 30 94

9/25 104 35 35 0 34 104

9/26 102 35 39 8 20 94 8

9/27 89 29 30 0 30 89

9/28 99 29 35 0 35 99

9/29 16 5 8 2 1 16

E1 30 10 5 0 15 30

Practice Exercises

PLoc School Calendar Agency ID Agency Dates Type Students Funding

1527 BTS MS 4TRK 27 BTB 9/17 105 A or C

 1527 BTS MS 4TRK 27 BTB 9/18 105 A or C

1527 BTS MS 4TRK 27 BTB 9/18 5 B or D

 1527 BTS MS 4TRK 27 BTB 9/19 98 A or C

1527 BTS MS 4TRK 27 BTB 9/20 94 A or C

 1527 BTS MS 4TRK 27 BTB 9/20 7 B or D

1527 BTS MS 4TRK 27 BTB 9/21 91 A or C

 1527 BTS MS 4TRK 27 BTB 9/22 53 C

1527 BTS MS 4TRK 27 BTB 9/22 17 D

 1527 BTS MS 4TRK 27 BTB 9/24 94 A or C

1527 BTS MS 4TRK 27 BTB 9/25 105 A orC

 1527 BTS MS 4TRK 27 BTB 9/26 94 A or C

Funding FormA = C-23939-1-A-1547 (ASES Core) B = S-23939-1A-1527 (ASES Supp)C = C-14349-3A-1547 (21st CCLC Core) D = S-14349-3A-1547 (21st CCLC

PLoc School Calendar Agency ID Agency Dates Type Students Funding

1527 BTS MS 4TRK 27 BTB 9/27 89 A

 1527 BTS MS 4TRK 27 BTB 9/27 E 30 D

1527 BTS MS 4TRK 27 BTB 9/28 99 A or C

 1527 BTS MS 4TRK 27 BTB 9/29 14 C

1527 BTS MS 4TRK 27 BTB 9/29 2 D

 1527 BTS MS 4TRK 27 BTB

1527 BTS MS 4TRK 27 BTB

 1527 BTS MS 4TRK 27 BTB

1527 BTS MS 4TRK 27 BTB

 1527 BTS MS 4TRK 27 BTB

Funding FormA = C-23939-1-A-1547 (ASES Core) B = S-23939-1A-1527 (ASES Supp)C = C-14349-3A-1547 (21st CCLC Core) D = S-14349-3A-1547 (21st CCLC

If you have both core and supplemental funding the same day, if you choose ASES Core, you must choose ASES SUPP. If you choose , you must choose 21st CCLC Core, you must choose 21st CCLC SUPP