KENTUCKY 21 ST CCLC TRAINING & FINANCIAL TIMELINE September 2017 October 2018

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1 September October SEPTEMBER NEW September 21 st & 22 nd, Level I Orientation for new hires since July 11 th, Building Sower Boulevard Frankfort, KY. Level I Orientation Training is a one-time mandatory training for Project Directors, Site Coordinators and Co-applicant Representatives. Content includes essential grant components, including information on record keeping, reporting, role of the Co-applicant, monitoring and implementation. Required attendees Any new staff hired since July 11 th, for any grant must attend. The SEA Administrator may also require select sites to attend. September 18, - FY18 21 st CCLC RFA Release. Please check KDE s website. Search Competitive Grants. FY18 21st CLCC Call for Reviewers will post as well. Once the RFA is released, all RFA related questions must go to Jason Kendall Jason.kendall@education.ky.gov. Do not send RFA related questions to Brigette, other 21st CCLC KDE staff or Outreach Coordinators. We cannot respond. All questions must go to Jason Kendall. September 30 th, End of First Quarter 550C, 550CC and 550CX September 30 th, Project 550B, 550BC, 550BU, 550BX and 550BJ funds end and funds should be expended or encumbered for services through September 30,. OCTOBER October/November Compliance Monitoring visits for Cycle 13. Cycle 13 Grants will be contacted by a monitor to schedule an onsite visit. Information about the visit will be sent to Cycle 13 grantees in September. October 15, Program Inventory list are due to KDE Consultants All grantees must submit an inventory list for all currently active grants. October 17-20, FY18 21 st CCLC RFA Technical Assistance sessions KHSAA, Lexington, KY. These sessions are provided to assist applicants in the grant writing process. This is a one-day training provided on four (4) different days. Registration links are provided in the RFA. Sessions will take place at the KHSAA office in Lexington on 2280 Executive Drive (Off of Winchester Road). October 25 th, Quarterly Reimbursement Requests (QRRs) Due - should be available from district finance offices/organizations before requests for reimbursements can be made. Reports/Requests for July/Aug/Sept. should be submitted to Thelma Hawkins by October 25 th,. October 25 th, Data Review Report (DRRs) Due - submit to your KDE Consultant. This is a new report required at the state level to ensure programs are monitoring attendance and parent/family involvement to meet grant compliance.

2 September October NOVEMBER NEW November 6 th, 7 th & 8 th, What s New in STEM Webinar Presented by Jennifer Brady, CEO, Development Without Limits. Looking for new STEM ideas and resources? Join us to discuss current, innovative STEM practices occurring at other programs nationally and within Kentucky. This webinar will share strategies like how to include youth voice and choice in your STEM programming. And, you will learn about at least five opportunities to access STEM resources and/or funding. NEW November 13 th, 14 th & 15 th, Effective Strategies to Engage Families Webinar Presented by Jennifer Brady, CEO, Development Without Limits. We know it s important to engage families in our programs, but how do we do it? What do we want from family engagement and what are the most effective, efficient ways to connect to families? This session will allow us to reflect on our current practices, consider adopting a new strategy or two and move us toward stronger partnerships with families. Webinar sessions are being provided based on tabulated needs identified in the Spring training survey completed by grantees. Each webinar is being offered on three (3) different dates. Registration information will be sent mid-october. DECEMBER December 13 th, 14 th & 15th, FY18 Grant Reviewer/Scorer s Training - Capital Plaza Hotel, Frankfort. This training session is for pre-selected reviewers/scorers for the FY18 21st CCLC Grant Competition. December 4 th, Final requests for reimbursement of projects 550B, 550BC, 550BU, 550BX and 550BJ must be received by KDE. Final reports must reflect zero encumbrances and a zero balance. JANUARY January 25 th, - 2 nd Quarter Reimbursement Requests (QRRs) Due for 550C, 550CC and 550CX - should be available from district finance offices/organizations before requests for reimbursement can be made. Reports/requests for Oct/Nov/Dec 2016 should be submitted to Thelma Hawkins by January 25, (use new QRR form). January 25 th, Data Review Reports (DRRs) Due - submit to your KDE Consultant. This is a new report required at the state level to ensure programs are monitoring attendance and parent/family involvement to meet grant compliance. FEBRUARY Cycle 14 Desk Reviews Desk Reviews are a part of the 21 st CCLC Monitoring Process to ensure grantees are meeting state and federal guidelines as outlined in the RFA. All Cycle 14 grants will receive a desk review. Some visits may be on-site.

3 September October MARCH March 31 st, - Cycle 12 Continuation Progress Reports Due Please complete and submit the Continuation Progress Report to your KDE Consultant on or before March 31 st,. The Continuation Progress Report is a MANDATORY form that must be completed during the third year of the grant cycle at least six months PRIOR to accessing fourth year funds. Failure to complete the report within the time frame listed will result in a delay and possible forfeiture of fourth year funding. This reports goes to your KDE consultant for review and approval. Report shall include the following to receive funding in the fourth and fifth years of the grant cycle: Ability to demonstrate substantial progress has been made toward meeting the stated goals and objectives, in measurable terms, as stated in the original grant application within the first three years; Maintain the scope of the original level of programs and services to the same number of students at reduced grant allocation in the fourth year; Maintain the scope of the original level of programs and service to the same number of students at reduced grant allocation in the fifth year or beyond. (The minimum grant award during any one year will be $95,000); and Provide documentation of completed state reports as required; and, Provide a sustainability plan. APRIL New Due Date for Summer Plans Summer Plans and all attachments come to KDE Consultants (plan, purchasing, field trips, summer calendar) April 6 th, Summer Action Plans Due - Summer action plans are due to KDE on or before April 6 th, close of business. This includes the plan, any purchase requests, field trip requests and summer calendar - all due April 6 th. All summer plans will come to KDE Consultants for approval. April 25 th, - 3 rd Quarter Reimbursement Requests (QRRs) Due for 550C, 550CC and 550CX - should be available from district finance offices/organizations before requests for reimbursements can be made. Reports/requests for Jan/Feb/Mar should be submitted to Thelma Hawkins by April 25 th,. (use new QRR form) April 25 th, Data Review Reports (DRRs) Due - submit to your KDE Consultant. This is a new report required at the state level to ensure programs are monitoring attendance and parent/family involvement to meet grant compliance.

4 September October MAY May TBD, - CAYEN Aplus Data Training- EKU Richmond. The Aplus Data Training is a one-day training that is being offered three different days. Registration will be sent out first of April. Required Attendees: This training is open to all grantees. SEA Administrator may require select sites to attend. Aplus Data Training is a mandatory training to be completed by the program individual(s) responsible for data entry. The training covers extensive detail on data entry for 21st Century reporting in the Aplus Data System that is unique to Kentucky s 21st CCLC. JUNE June Summer Observations KDE Staff, Monitors and Outreach Coordinators will observe summer programming. Programs will receive a one-day visit during summer programming focusing on the Summer Action Plan submitted. Visits will begin end of May and run through June and July depending on grantee programming dates. Observations may be announced or unannounced. JULY July 12-13, Cycle 15 Level I Orientation 300 Building, Sower Boulevard Frankfort, KY. Level I Orientation Training is a one-time mandatory training for Project Directors, Site Coordinators and Co-applicant Representatives. Content includes essential grant components, including information on record keeping, reporting, monitoring and implementation. Program sites will receive free programming materials. Required attendees Cycle 15 New, Continuation and Expansion grants must be represented. Any new program staff from Cycles that have not attended a Level I training. SEA Administrator may require select sites to re-attend. July 25 th, 4 th Quarter Reimbursement Requests (QRRs) Due for 550C, 550CC and 550CX - should be available from district finance offices/organizations before requests for reimbursements can be made. Reports/requests for April/May/June should be submitted by to Thelma Hawkins by July 25 th,. (use new QRR form) July 25 th, Data Review Report (DRRs) Due - submit to your KDE Consultant. This is a new report required at the state level to ensure programs are monitoring attendance and parent/family involvement to meet grant compliance.

5 September October School Starts All grants must begin providing services to students no later than three weeks after the start of the school year. August August TBD, - Cayen Aplus Data Training EKU Richmond New Cycle 14 Grantees. The Aplus Data Training is a one-day training that is being offered three different days. Registration will be sent out mid-july. September TBD Aplus Data Training is a mandatory training to be completed by the program individual(s) responsible for data entry. The training covers extensive detail on data entry for 21st Century reporting in the Aplus Data System that is unique to Kentucky s 21st CCLC. FYI October KY will host the Multi-State Conference! October 21 st 24 th, - Multi-State Conference (KY, TN, WV, IN). Kentucky will host the Multi-State Conference. Early registration will take place on the 21st (Sunday). The conference will be held at the Galt House, Louisville, KY. The multi-state conference features national keynote speakers, workshops on numerous programming topics, networking opportunities with like programs from other states, resources, vendors and state meetings to include federal updates. Registration and hotel information will be announced in asap. Required Conference Attendees Program Directors and/or Site Coordinators, a minimum of one teacher per site that teaches in the program (more are welcome). Co- Applicant representatives are encouraged to attend. Oct 24, - Statewide Director s Meeting - There will be a statewide meeting for all directors and/or site coordinators the last day of the conference. Federal/State updates, APR timeline, FY18 Grant Competition, Spending Updates, /19 Training timeline and other guidance will be discussed. KDE STAFF: Brigette Stacy, KDE Morgan Lovitt, KDE Kentucky s 21 st CCLC SEA Administrator 21 st CCLC Program Consultant Regions 1 & 2 (502) ext (502) ext Brigette.stacy@education.ky.gov morgan.lovitt@education.ky.gov Leslie Spears, KDE Glenna Cummins, KDE 21 st CCLC Program Consultant Regions 3, 5 & 7 21 st CCLC Program Consultant Regions 4 & 6 KDE ext (502) ext Leslie.spears@education.ky.gov Glenna.cummins@education.ky.gov

6 September October 21 st CCLC Outreach Coordinators: Region 1 Mary Dunning Region 5 Leslie Spears office ext cell Kentucky Dept of Education Mary.dunning@eku.edu leslie.spears@education.ky.gov Region 2 CheyAnne Fant Region 6 Karen West office office cell Karen.west@eku.edu Cheyanne.fant@eku.edu Region 3 Leslie Spears Region 7 Terry Spurlock ext cell Kentucky Department of Ed Teresa.spurlock@eku.edu Leslie.spears@education.ky.gov Region 4 Tom Haggard office cell Thomas.haggard@eku.edu -18 Compliance Monitors Betty Elkins betty.elkins@eku.edu Monica Simpson monica.simpson@eku.edu Terry Spurlock Teresa.spurlock@eku.edu

7 September October The - Annual Performance Report (APR) Timeline The APR is an annual report of program operations that covers the Summer, Fall, and Spring. You will receive important s throughout the year from the ky21cclc@indiana.edu account referring to APR data entry. Please prevent these messages from going to your spam folder. If you have an issue with a username or password in Cayen contact ky21cclc@indiana.edu. All other technical assistance problems should be directed to Cayen at: ext.1 or Toll free at: 866-Go-Cayen ( ), support@cayen.net. Frequently check in with relevant personnel (includes school administration) that maintain Infinite Campus (or other databases that house student data) for your district. Let them know when you will be requesting student information according to this timeline. Deadline *If you did not have a summer program skip to the Fall deadline Summer Data Deadline: August 25, Required Data Elements Funding Sources Reporting Periods Grant Objectives Partners Staffing Activities and Sessions Student Attendance and Demographics (summer program) Family Member and/or Parent Guardian Attendance (summer program) Certify Data CLC APR Report Summer **only applies to programs that served students in grades 3-8 who attended 30+ days in Fall Data Deadline: November 10, Winter Deadline: January 25, Spring Deadline: June 22, **Spring K-PREP math and reading proficiency levels (should be entered into the term) Activities and Sessions (Aug.-Oct.) Student Attendance and Demographics (Aug.-Oct.) Family Member and Parent/Guardian Attendance (Aug.-Oct.) Staffing (Aug.-Oct.) Re- check or enter the following: Funding Source Reporting Periods Grant Objectives Student Attendance and Demographics (Oct.-Dec.) Family Member and Parent/Guardian Attendance (Oct.-Dec.) Staffing (Oct.-Dec.) Partners (add partners, if needed) Certify Data CLC APR Report Fall Objective Status Partners (add partners, if needed) Student Attendance and Demographics (Jan-May/June) Family Member and/or Parent/Guardian Attendance (Jan-May/June) Fall & Spring Math and Reading/ELA Grades (30+ days of attendance) Teacher Surveys (30+ days of attendance) Student Surveys Enroll/include benchmark for K-3 reading intervention students (if applicable) Certify Data CLC APR Report Spring /Fill out verification form