Updates to Sub-GranteesSeptember 2015

Welcome andOverview

Role of ODE and Expectations

21st Century Staff

Regional Brown Bag Facilitators

Technical Assistance Regions

Participants Will Understand:• Data Systems Information • Compliance and Performance Assessment • Making Partnerships Work • Provisions of Equitable Services • Sustainability and Evaluation Requirements

Data Systems ReviewSAFE Secure Application for Enterprise

STARS System to Achieve Results for StudentsIs a Web-based professional development portal. It is managed and supported by the Ohio Department of Education.

Data Systems ReviewOEDS-R (Ohio Educational Directory System Redesign)

CCIP (Comprehensive Continuous Improvement Planning System)

Data Systems ReviewIRN (Information Retrieval Systems)

Grant # (Assigned by CCIP)

OEDS-R Roles-CCIP Authorized Rep/Superintendent-CCIP Fiscal Rep/Treasurer

– Data Entry Planning– Data Entry Funding– Data View Planning– Data View Funding

-OEDS-R AdministratorOnly CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can add roles to OEDS-R.

CCIP Roles-CCIP Authorized Rep/Superintendent-CCIP Fiscal Rep/Treasurer

– Data Entry Planning– Data Entry Funding– Data View Planning– Data View Funding

These roles must be assigned via OEDS-R. Only CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can add roles to OEDS-R.

OEDS-R Only RolesProgram Manager - 21st Century Grant

CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can give access

New Federal Information Collection System

Collection of program demographic data - self reported

Federal requirement for all 21st CCLC sub-recipients

Failure to submit = no continued funding

Feeder Feeder Feeder

Feeder Feeder Feeder

Reporting Program Data

Making Your Partnership Work

Assurances

Agreement

Communication

Partnerships

Who is responsible

Flow through

Compliance

Technical assistance

Equitable Services

New for FY 17 is the requirement that the district partner is responsible for the provision.

Districts have the data to know where students reside and would attend. (Follow the Title I Model)

The provision is required regardless if a CBO is the lead partner.

Equitable Services• Districts may add a continuing grant to the

already required non-public consultation.

• The CBO partner may do the contact, but if the provision is not implemented correctly, the district partner is responsible.

• Districts know who the district is required to consult with during non-public consultation.

Provision of Equitable Services

Students attending non-public schools that would attend a school served by a 21st CCLC program must be offered services.

This includes the 21st CCLC site and any “feeder” schools that send students to the site.

Provision of Equitable Services• Not required of Community Schools unless

students also come from traditional schools.

• No: Amish schools, non-public schools, non-chartered schools, or home schooled students.

Fiscal UpdatesOMNI Circular

Obligations and Factors Affecting Allowability of Costs

OMNI § 200.71 - ObligationsOMNI § 200.403 – Factors affecting allowability of costs OMNI § 200.405 – Allocable costs

Budget Revision

What is a budget revision?

When making certain changes to the last

approved budget to meet federal requirements or to pay for expenditures not

originally budgeted.

Project Cash Requests

A PCR is a Project Cash Request.

Request for cash for grant expenditures; Request based on approved budget;

Sub recipients may request a maximum of one (1) month plus, if applicable, any

negative balance; and All funds must be expended in the month in

which you request them.

Important Fiscal Dates

July 1 – New Fiscal Year

Sept. 30 – Final Expenditure Report from FY15 due

Oct. 2 – FY15 Grant Closeout documentation due

Important Fiscal DatesNov. 13 - CAPA fiscal documentation due (upload into Compliance system)

Dec. 18 –First Implementation Phase Fiscal documentation due (upload into Compliance system)

June 10, 2016 – Final Budget Revisions due – CCIP Status MUST be at Authorized Representative Approved.

Requirements

Elementary and Secondary Education Act (ESEA) – Part B, Section 4201

21st Century Non-Regulatory Guidance: Section G – Local Use of Funds

Fiscal ReportsCompliance Fiscal Reviews

Office of Management and Budget Circular A-133

Fiscal ReviewsFirst Year

Implementation Phase

Compliance Fiscal

Reviews(Year 2 & 4)

GRANT CLOSEOUTFISCAL REVIEW

Fiscal DocumentationAll documentation for the Fiscal Component must be uploaded no later than Nov. 13, 2015 regardless of when the CAPA is scheduled.

Program Sustainability

Program Sustainability• Planning starts upon award• Ongoing training and learning opportunities• Expectations for sustainability• Partner supports• Leveraging• Data and telling your program’s story

State Evaluation Findings

Program Evaluation

ODE Requirements

Grantee Requirements

State Evaluation Team

Determine Impact

Statewide and by grantee

Research Questions

How does implementation of the 21st Century program vary across the three primary paths associated with the 2015 and 2016 RFPs, particularly in relation to supporting literacy, career readiness and school attachment?

1

Research Questions

In what ways are 21st Century programs trying to take steps to ensure the quality of the programming they are delivering?

2

Research Questions

What kinds of experiences are youth having in programming? How do these experiences vary across the three primary programming paths associated with the 2015 and 2016 RFPs?

3

Research Questions

4To what extent do youth that participate in 21st Century-funded programming more frequently (high attending youth) demonstrate greater annual growth on short-term measures of targeted skills, beliefs, and knowledge compared to youth participating in the program less frequently (low attending youth)?

Research Questions

To what extent do youth that participate in 21st Century-funded programming more frequently (high attending youth) for multiple years perform better on school-related outcomes compared to similar youth attending the same schools not participating in programming?

5

Data Reported by 21st Century Grantees

Student Enrollment

Student participation in the program

Local evaluation

Data Reported by DistrictsStudent achievement on statewide assessments

Student attendance

Student discipline

Third Party Evaluator

LEA/District 21st Century Grantee

Assessment, attendance, and

discipline data for each 21st Century

student

Program details on each student served

by 21st Century

List of students served by 21st Century

Student Data Exchange

Regional Brown Bag Meetings

Purpose

Expectations

Program Enhancements

Regional Brown Bag Facilitators • Northwest – Warren Fauver• Northeast – Cathy Heck • Central – Kathy McWatters • Southwest – Simon Bradley• Southeast – Fannie Metcalf & Sarah Wright

Questions

education.ohio.gov

Social Media

@OHEducation@suptrichardross

ohio-department-of-education

Ohio Families and EducationOhio Teachers’ Homeroom

OhioEdDept

storify.com/ohioEdDept