Project Deliverables and Invoice Form 21 st Century Community Learning Centers (FY 2011-2012) A. Project Information Agency: Project #: County: Telephone: Contact Person: E-Mail: Title of Contact Person: Total Grant Amount: $ Instruction: Monthly Reports: Monthly reports for each site are required for each performance period. All specified deliverables must be provided when invoicing for the indicated month. **Failure to submit the required deliverables may result in reduction and/or return of funds to the FDOE. B. Performance Goals (1) FY 2011-2012 21 st CCLC Deliverables (2) Amount Requested (3) Amount Approved (FDOE Use Only) Required Performance Deliverables $ % $ August 1, 2011 August 31, 2011 Documentation of Private School Consultation Evidence of Program Modification or Reconsideration based on the prior year Summative Evaluation Report (Continuation Application Only) Student Enrollment Package Documentation of Marketing and Dissemination September 1, 2011 September 30, 2011 Documentation of Safe Transportation Attendance Policy Final Fall Program Schedule (each site) Documentation that Fall Activities will Support Academic Achievement
October 1, 2011 October 31, 2011 Document to support Adult Family/Literacy or parental involvement activities (each site) Family Member Attendance List (to date) Evidence of Scientifically-Based Research Evidence of Staff Attending the 2011 21 st CCLC Conference November 1, 2011 November 31, 2011 Documentation of Communication with Schools Documentation of Stakeholder Communication December 1, 2011 December 31, 2011 1 st Written Formative Evaluation Report Final Spring Program Schedule (each site) Documentation that Spring Activities will Support Academic Achievement January 1, 2012 January 31, 2012 Mid-Year Data Submission E-mail Confirmation Documentation of Student Progress Reports Monitoring Workpapers Submission E-mail Confirmation February 1, 2012 February 28, 2012 Evidence of Program Modification based on 1 st Formative Evaluation Report Evidence of Distribution of Evaluation Findings March 1, 2012 March 31, 2012 Documentation of marketing and dissemination (summer) Evidence of Staff Trainings (to date) April 1, 2012 April 30, 2012
Evidence of Staff Trainings (to date) Proof of Adult Family/Literacy Activities (to date) Family Member Attendance Lists (to date) May 1, 2012 May 31, 2012 2011 Summer Program Schedule (each site) Documentation of Safe Transportation (summer) Student Enrollment Package (summer) June 1, 2012 June 30, 2012 Documentation of Physical Inventory Sustainability Plan and Implementation July 1, 2012 July 31, 2012 End-of-Year Data Submission E-mail Confirmation Summative Evaluation Report E-mail Confirmation Evidence of Distribution of Evaluation Findings I herby confirm that the information reported on this Project Deliverables and Invoice Form and documentation submitted in support of this Form to the Florida Department of Education has been verified and validated as accurately reflecting the operation of this 21 st CCLC Project. Print Name: Invoice # Signature of Agency Head or Authorized Agency Representative: Date: Invoices and all supporting documentation with original signature must be submitted to: Office of the Comptroller Florida Department of Education 325 West Gaines Street, Room 924 Tallahassee, FL 32399-0400
Instructions for Project Deliverables Form: 1. In column 1: Ensure all deliverables that support the reimbursement request for the month noted are submitted as required. 2. In column 2: Divide the total approved amount into the twelve monthly performance periods, as necessary, to meet the overall goals and objectives of this grant. As determined by the FDOE, substantial differences from the suggested allocation may require additional documentation and evidence of the program s ability to successfully operate over the course of the program year. The total of all percentages in column 2 should be 100%, and the total budget amount should equal the total grant amount. 3. In column 3: Leave this column blank. This is for use by the FDOE. Required Deliverables The specified deliverables must be completed prior to or during the performance period indicated. Reimbursement for the specified deliverable is not restricted to that performance period (e.g., adult literacy attendance is a required deliverable for October and May, but the program may claim reimbursement for costs associated with such activities throughout the project year). Invoices and all supporting documentation with original signature must be submitted to: Office of the Comptroller Florida Department of Education 325 West Gaines Street, Room 924 Tallahassee, FL 32399-0400 Explanation of Required Project Deliverables (2011-2012) Each required performance deliverable indicated on the Project Deliverables and Invoice Form for 21 st CCLCs must include complete documentation of the deliverable from the beginning of the funding year (i.e., August 1, 2011) through the end of the indicated performance period. Documentation collected as project deliverables for the purpose of reimbursement does not fulfill, in whole or in part, the requirements associated with monitoring and audit of the 21 st CCLC program. All programs must continue to submit full documentation, as requested, for monitoring and audit efforts on behalf of the FDOE. Do not submit original documents unless otherwise requested within the explanations below, as originals must be retained in program files for future requests and/or requirements. The following information provides explanations of the documentation expected for each of the items listed on the Project Deliverables and Invoice Form (pg. 32-34 of this RFP).
REQUIRED DELIVERABLES (ALL MONTHS) Monthly Attendance Report (each site; must be an original with signature of agency head) Minimum performance standards for 21 st CCLC grants have been established as (1) meeting proposed levels of operation and (2) serving proposed numbers of targeted student participants. Documentation of these minimum performance standards must be completed using the 21 st CCLC Performance and Deliverables: Monthly Report Microsoft Excel template provided by the FDOE athttp://hhp.ufl.edu/afterschoolflorida/downloads.php. A monthly report must be submitted for each site and for each month for which the program is requesting reimbursement. The monthly report requirement does not negate the requirements set forth in the RFP and/or RFA (e.g., each program must adhere to the reporting outcomes and final evaluation requirements). Programs must provide copies of the daily student attendance lists to verify monthly attendance reports. When submitting student attendance lists, the rosters must be submitted for each day of service indicated on the Monthly Report and for each site within the program. The attendance rosters must clearly indicate the names of each student attending the site on a daily basis. DO NOT INCLUDE STUDENT SOCIAL SECURITY NUMBERS. Print-outs from electronic attendance systems are acceptable. AUGUST Proof of Private School Consultation Provide documentation to indicate that the sub-grantee made efforts to engage in meaningful, ongoing consultation with private schools located within the boundaries, school attendance areas, or areas served by the program. Support documentation may include documented e-mail correspondence, certified letter(s), meeting agenda(s) and minutes, sign-in sheet(s), and written feedback from private school representatives. If there are no private schools in the area, a signed letter from the agency head to attest to this fact will suffice for this deliverable. Evidence of Program Modification (Summative Evaluation RFAs Only) Based on the Summative Evaluation Report of the previous year, provide all documentation of enhancements and/or revisions that occurred as a result of this evaluation. Support documentation may include a narrative summary of all changes (including any program/budget amendment(s)), documentation of staff training(s), revised weekly activity schedule(s), documented implementation of new curricula, and documented changes to staff composition. If no modifications were needed based on the Summative Evaluation Report, a detailed narrative summary explaining why no modifications were needed must be provided. Student Enrollment Package Provide a hard copy of the student enrollment package and all associated forms used when enrolling 21 st CCLC student participants. Such packages often include forms used to collect baseline and demographic data on participating students, as well as weekly schedules and policies/procedures for 21 st CCLC students and parents.
Proof of Dissemination and Marketing Provide documentation of all initiatives to market and disseminate information about the availability of the 21 st CCLC program for eligible students and parents of those students. Marketing and dissemination materials must be aimed at the recruitment and retention of 21 st CCLC students and their adult family members. In addition, it must be clearly indicated on all 21 st CCLC marketing and dissemination materials that the 21 st CCLC program is completely free for all participating 21 st CCLC students and their adult family members. SEPTEMBER Documentation of Safe Transportation Provide all documentation that shows the program has established clear and written policies and/or procedures for providing safe transportation to all actively participating 21 st CCLC students both to the site and home from the site. The procedures must also include, if applicable, (1) the method for safe student pick-up, (2) how the program ensures that only authorized adults can pick up students, (3) the method for allowing students to walk home from the site, and (4) standard bus transportation procedures. Attendance Policy Provide policies and procedures used by the 21 st CCLC program that (1) ensure 21 st CCLC students are in attendance during the regular school day, (2) promote regular student participation in the 21 st CCLC program, and (3) ensure maintenance of accurate student attendance records. Final Fall Program Schedule (each site) For each site, provide an updated fall schedule that clearly indicates the days/hours of operation per week, timeframe of activities, and grade levels served as indicated by the approved grant application. Documentation that Fall Activities Support Academic Achievement Provide documentation demonstrating how activities implemented and indicated on the Final Fall Program Schedule (see above) are expected to improve the academic achievement of actively participating 21 st CCLC students. As per federal law, all activities implemented by a 21 st CCLC program must reinforce, complement, and support student s academic achievement in core academic areas. OCTOBER Proof of Adult Family Activities Provide all documentation of any program initiatives and/or activities to engage and serve adult family members of actively participating 21 st CCLC students through parent involvement and literacy activities that took place prior to October 31, 2011. Documented initiatives and activities must be consistent with the approved grant application in both scope and frequency. Support documentation may include activity agenda(s), biographies of guest speakers, and narrative description(s) of any special programming offered to families. Signin sheets are not acceptable as documentation for this item (see next item). If no activities occurred, a narrative description of the upcoming adult family/literacy activities for the fall semester must be provided to include anticipated dates, times and locations of activities,
methods for documenting activities and participants, and plans to disseminate and market the activities. Family Member Attendance Lists (to date) Adult services under this grant can only be provided to adult family members of actively participating 21 st CCLC students. For each agenda of direct 21 st CCLC adult family services submitted above (e.g., guest speakers, family literacy nights, family nights, etc.) and for each 21 st CCLC adult literacy activity, documentation must be submitted to include all sign-in sheet(s) from all 21 st CCLC family member activities. These sign-in sheets must be clearly labeled as a 21 st CCLC event and include the 21 st CCLC student s name, as well as the family member s name and signature. Evidence of Scientifically-Based Research As required by federal law and the RFP/RFA, provide documentation to evidence that the 21 st CCLC program is implementing activities and strategies to support core academic areas, and that the activities are based on scientifically-based research. Evidence of Staff Attending the 2011 21 st CCLC Conference Provide the registration confirmation email and other documentation, as appropriate, to evidence that at least three (3) active 21 st CCLC staff members attended Florida s 21 st CCLC State Conference in the fall of 2011. NOVEMBER Documentation of Communication with Schools Provide all documentation of procedures, meetings and/or communications with the schools attended by actively participating 21 st CCLC students. The documentation must indicate that the 21 st CCLC program has established and maintained ongoing communication with 21 st CCLC students schools and regular day teachers. As part of the procedures for such communication, the program must submit a sample of the written release form that secures parental permission to obtain performance and outcome data from the schools. Documentation of Stakeholder Communication Provide all documentation of procedures, newsletters, and/or other communications wherein the 21 st CCLC program shares information about the 21 st CCLC program, the goals and objectives, and the expected outcomes with all the following: (1) 21 st CCLC program staff, (2) the parents of actively participating 21 st CCLC students, and (3) the students participating in the 21 st CCLC program. DECEMBER 1 st Written Formative Evaluation Report Provide a written report that clearly indicates: (1) how often formative/ongoing evaluation was completed by the program; (2) the specific data that were collected for the purposes of ongoing/formative evaluation efforts (include a timeline of when data were collected); (3) how and when the data were analyzed, consistent with the approved grant application; (4) whether the results of data analyses show progress towards approved program objectives; (5) recommendations as to how the program can enhance or revise services and/or strategies to increase potential success of the program and participants; and (6) how the INSTRUCTIONS FOR PROJECT DELIVERABLES FORM (continued):
results of the formative/ongoing evaluation(s) were or will be disseminated to 21 st CCLC teachers and staff (and potentially other stakeholders). This report should only include periodic evaluation efforts that took place from the beginning of program until November 31, 2011. Final Spring Program Schedule (each site) For each site, provide a final SPRING program schedule that clearly indicates the days/hours of operation per week, identification and timeframe of approved activities, and grade levels served as indicated by the approved grant application. Support documentation must include, at minimum, a detailed weekly schedule for each site including the aforementioned requirements. Documentation that Spring Activities Support Academic Achievement Provide documentation demonstrating how activities implemented and indicated on the Final Spring Program Schedule (see above) are expected to improve the academic achievement of actively participating 21 st CCLC students. As per federal law, all activities implemented by a 21 st CCLC program must reinforce, complement, and support student s academic achievement in core academic areas. JANUARY Mid-Year Data Submission E-mail Confirmation Provide the e-mail confirmation received from FDOE indicating that the mid-year data spreadsheet has been submitted, reviewed, and accepted by the FDOE. Support documentation must include a printed copy of the e-mail confirmation. Documentation of Student Progress Reports Provide documentation to support that the 21 st CCLC program has provided regular communication with actively participating 21 st CCLC students and their parents (or guardians) about student experiences, expectations, behavior, attendance and achievement in the 21 st CCLC program. Monitoring Workpapers Submission E-mail Confirmation Provide the e-mail confirmation received from FDOE indicating that the Monitoring Workpapers have been submitted, reviewed, and accepted by the FDOE. Support documentation must include a printed copy of the e-mail confirmation. FEBRUARY Evidence of Program Modification Based on 1 st Formative Evaluation Report Based on the 1 st Formative Evaluation Report provided previously, provide all documentation of enhancements and/or revisions that occurred as a result of these periodic/formative evaluations. Support documentation may include a narrative summary of all changes (including any program/budget amendment(s)), documentation of staff training(s), revised weekly activity schedule(s), documented implementation of new curricula, and documented changes to staff composition. If no modifications were needed based on the 1 st Formative Evaluation Report, a narrative summary explaining why no modifications were needed must be provided.
Evidence of Distribution of Evaluation Findings Provide documentation that formative evaluation and/or FLDOE evaluation findings have been disseminated and communicated with program stakeholders, including 21 st CCLC program staff, 21 st CCLC collaborators, 21 st CCLC parents, 21 st CCLC students, and other stakeholders. MARCH Proof of Dissemination and Marketing (summer) Provide documentation of all attempts to market and disseminate information about the availability of the 21 st CCLC summer program for eligible students and parents of those students. Marketing and dissemination materials must be aimed at recruitment and retention of 21 st CCLC students and their adult family members. In addition, it must be clearly indicated on all 21 st CCLC marketing and dissemination materials that the 21 st CCLC summer program is completely free for all participating 21 st CCLC students and their adult family members. Evidence of Staff Trainings (to date) Provide all documentation of any staff development trainings that took place prior to March 31, 2012, for the purpose of training active 21 st CCLC staff and administrators. Support documentation must include, at minimum, an announcement of the training(s), training agenda(s), sign-in sheet(s), and evaluation forms from attending staff. APRIL Evidence of Staff Trainings (to date) Provide all documentation of any professional development trainings for the purpose of training active 21 st CCLC staff and administrators, other than attending the Florida and/or National 21 st CCLC conferences. Support documentation must include, at minimum, an announcement of the training(s), training agenda(s), sign-in sheet(s), and evaluation forms from attending staff. Proof of Adult Family Activities (to date) Provide all documentation of any program initiatives and/or activities to engage and serve adult family members of actively participating 21 st CCLC students. The documented initiatives and activities must be consistent with the approved grant application in both scope and quantity. Support documentation may include activity agenda(s), biographies of guest speakers, narrative description(s) of any special programming offered to families, and sign-in sheet(s) from all 21 st CCLC family member activities. These sign-in sheets (must be clearly labeled as a 21 st CCLC event and include the 21 st CCLC student s name, as well as the family member s name and signature. Family Member Attendance Lists (to date) Adult services under this grant can only be provided to adult family members of actively participating 21 st CCLC students. For each agenda of direct 21 st CCLC adult family services submitted above (e.g., guest speakers, family literacy nights, family nights, etc.) and for each 21 st CCLC adult literacy activity, documentation must be submitted to include all signin sheet(s) from all 21 st CCLC family member activities (must be clearly labeled as a 21 st CCLC event and include the family member s name, 21 st CCLC student s name, and signature).
MAY 2012 Summer Schedule (if applicable) Provide a weekly summer schedule (through July 31, 2012) for each site that clearly indicates the days/hours of operation per week, timeframe of activities, and grade levels served as indicated by the approved grant application. Support documentation must include, at minimum, a detailed weekly schedule for each site that includes the aforementioned requirements. Documentation of Safe Transportation (summer) Provide all documentation that shows the program has established clear and written policies and/or procedures for providing safe transportation to all actively participating 21 st CCLC students both to the site and home from the site during the summer months of programming. The procedures must also include, if applicable, (1) the method for safe student pick-up, (2) how the program ensures that only authorized adults can pick up students, (3) the method for allowing students to walk home from site, and (4) standard bus transportation procedures. Student Enrollment Package (summer) Provide a hard copy of the student enrollment package and all associated forms used when enrolling 21 st CCLC student participants in the 21 st CCLC summer program. Such packages often include forms used to collect baseline and demographic data on participating students, as well as weekly schedules and policies/procedures for 21 st CCLC students and parents. JUNE Documentation of Physical Inventory Provide all documentation (including standard operating procedures) that the 21 st CCLC program conducted a physical inventory check of all equipment and major materials/supplies purchased for use by the 21 st CCLC program staff and/or participants. Sustainability Plan and Implementation Provide all documentation that shows the 21 st CCLC program developed and initiated the implementation of a detailed, written sustainability plan. The program must also provide documentation that efforts were made to obtain other funding or other resources to enhance the 21 st CCLC grant and/or sustain the 21 st CCLC grant after federal funding ends. Documentation may include a detailed plan as to how the program will maintain partnerships into the future; documented communication (e.g., emails and letters) to partners for the purpose of partnership maintenance and program support; agenda(s) of meetings with partners; and sign-in sheet(s) during meetings (indicating name of attendee, agency represented, and signature). JULY End-of-Year Data Submission E-mail Confirmation Provide the e-mail confirmation received from 21 st CCLC Administrative Team indicating that the end-of-year data information has been received by the FDOE. Support documentation must include a printed copy of the e-mail confirmation.
Summative Evaluation Report E-mail Confirmation Provide the written confirmation received from the FDOE program office that the 2011-2012 Summative Evaluation Report was received. Alternatively, a full hard-copy of the final Summative Report may be submitted in lieu of the written confirmation of receipt. The written confirmation of receipt does not imply that the Summative Evaluation Report has been accepted by the FDOE without revisions. Evidence of Distribution of Evaluation Findings Provide documentation that summative evaluations and/or end-of-year data have been disseminated and communicated with program stakeholders, including 21 st CCLC program staff, 21 st CCLC collaborators, 21 st CCLC parents, 21 st CCLC students, and other stakeholders.