Possible Documentation - Writing A Search for Student Program Success

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WVDE – 21st

Century Community Learning Centers Monitoring Tool 1 WEST VIRGINIA’S 21ST_{CENTURY COMMUNITY LEARNING CENTERS PROGRAM}

2009-2010 MONITORING TOOL

Grant Agreement Number:___________________________________________________________________________

Program Name: _________________________________________ County: __________________________________

Business Administrator/Fiscal Manager: ________________________________________________________________

Project Program/Program Director:

___________________________________________________________________________

Date(s) of Visitation: Location: ______________________________________________

STATE REVIEWER

Lead: Team Member(s): _______________________________________ _______________________________________________________________________________________________

LEAD STAFF INTERVIEWED

Name: Position: __________________________________

Name: Position: _________________________________

Name: Position:___________________________________

Name: Position : __________________________________

CONSORTIUM PARTNER/COLLABORATING AGENCY STAFF INTERVIEWED

Name: Position: _____________________________

PROGRAM PARTICIPANTS INTERVIEWED

Name: Name: _____________________________________

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WVDE – 21st

Century Community Learning Centers Monitoring Tool 2

I. Goal Setting, Management, Sustainability

Circle and/or list documentation, and indicate state of progress.

1. The program communicates its goals/objectives to staff, participants and families of the students. Possible Documentation: Student, Parent, Staff handbook, Meeting minutes and/or

agendas, and Program handouts/advertising □ Exemplary □ Proficient □ Emerging □ Non-compliant

2. The program has made efforts to gain other sources of funding or in-kind resources for program sustainability.

Possible Documentation: Description of any grants or resources (including in-kind support) the

program has attempted to secure.

□ Exemplary □ Proficient □ Emerging □ Non-compliant

3. The management system of the program displays open communication and expectations of all duties and responsibilities of team members are clearly defined.

Possible Documentation: Staff organizational chart, Contracts, List/explanations of duties and responsibilities or Other (please explain)

4. The program submits and gains approval for budget changes (if applicable). Possible documentation: Approval letters, Other (please explain)

□ Exemplary □ Proficient □ Emerging □ Non-compliant II. Staffing & Professional Development

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WVDE – 21st

Century Community Learning Centers Monitoring Tool 3 Circle and/or list documentation, and indicate state of progress.

5. Program staff is in place and conducting activities as per the approved application and job descriptions.

Possible Documentation: Job Descriptions, Lesson Plans, Time and Activity Sheets, Activities completed, and or Interviews.

6. Staff and long-term volunteers have all appropriate finger printing and background checks.

Possible Documentation: Copies of documentation

□ Exemplary □ Proficient □ Emerging □ Non-compliant 7. Staff meetings are held on a regular basis, both at site and project level.

Possible Documentation: Meeting agendas, minutes, Staff Calendar

□ Exemplary □ Proficient □ Emerging □ Non-compliant 8. Program staff has been trained on program policies and procedures.

Possible Documentation: Meeting agendas, minutes, Program handbook, Interviews, Other (please explain)

9. Program staff and volunteers are aware of the federal guidelines separating religious activities from federally funded program activities and conduct themselves in an appropriate manner during federally-funded program operation.

Possible Documentation: Staff/volunteer training agenda, copy of federal guidelines related to religious activity in federally funded programs

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WVDE – 21st

10. Efforts are made to recruit and retain staff.

Possible Documentation: Staff Attendance/Retention rates, Job postings - New Hires

11. The student/staff ratio is appropriate and safe for the specific activity conducted.

Please describe.

12. Staff members and individuals or entities providing goods or services are selected based on prior experience, qualifications, and where applicable, specialized training and/or certification.

Possible Documentation: Certification(s), Resumes, Education Levels, Previous Experience, Other (please explain)

13. Volunteers are recruited and trained to work in the program.

Possible Documentation: Volunteer postings, Volunteer training/agenda and materials, Other (please explain)

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WVDE – 21st

III. Partnerships & Collaborations

14. There are updated formal written agreements between the agency/school district and program partners.

Possible Documentation: Written agreements with partners, Verification of services provided, Other (please specify)

15. Collaborative partners have provided programs and services in accordance with the application.

Possible Documentation: List and/or description of services provided, Written agreements, Interviews, Other (please explain)

16. Collaborative partners are communicated with in a professional manner and issues related to program operation are dealt with effectively.

Possible Documentation: Description of relationship, Newsletters, E-mails, Other (please explain)

17. Where possible, the program continues to seek additional collaborative partners.

Provide examples, as applicable.

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WVDE – 21st

IV. Student Involvement

18. The program mission, activities and services have been advertised in the community using a variety of techniques.

Possible Documentation: Newspaper, radio, TV ads, School postings, Announcements,

Outreach activities, Other (please explain)

19. The program identifies potential participants and provides educational activities and services to the students and their families in accordance with their application. Program is meeting the needs of low socio-economic students. Possible Documentation: Participant list,

Registration form, Activity logs, Other (please explain)

□ Exemplary □ Proficient □ Emerging □ Non-compliant 20. Transportation has been provided in accordance with the application.

Possible Documentation: Organizational arrangements, Transportation logs, Other (please explain) □ Exemplary

□ Proficient □ Emerging □ Non-compliant 21. The program accommodates children with special needs and encourages their

participation in the program.

Possible Documentation: Documentation of accommodations provided, Contract of Services, Time Sheets (Example: transportation logs, aides)

22. Program attendance is monitored and an attendance policy, as applicable, is established and communicated to participants and families.

Possible Documentation: Program, Student, Parent handbook

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WVDE – 21st

23. Parental involvement is encouraged in program decision-making, and educational activities are provided for families of participating students.

Possible Documentation: Parent Meeting minutes, Correspondence, Surveys, Other (please

explain)

24. Parents of the participating students are notified of experiences, behavior, and achievements in the program.

Possible Documentation: Correspondence, Phone Logs, Parent Meetings, Other (please explain)

V. Linkages Between School Day and Afterschool Program

25. Regular communication is established between program and school day staff to

supplement regular school day activities. Communication has been established to inform and receive information from regular school day teachers on student performance.

Possible Documentation: Meeting schedules, Minutes, Teacher logs, Assignment books, Correspondence, Other(please explain)

26. The program integrates the school day curricula into its activities to support student achievement and where possible, implements activities that are research-based.

Possible Documentation: Description of activities, Curricula materials, Course outlines Other (please explain)

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WVDE – 21st

VI. Academic and Enrichment Components

27. The activities provided in the program are selected based on student needs and student surveys.

Possible Documentation: Student needs assessment, Teacher Referral, Surveys, Report Cards, Westest, Other (please explain)

28. Academic and enrichment opportunities are addressed and reflect the requirements of the application.

Possible Documentation: Description of involvement, Lesson plans, Calendar of events, Other (please explain)

□ Exemplary □ Proficient □ Emerging □ Non-compliant 29. The program has made efforts to collaborate with Title I and SES programs.

Possible documentation: SES application, SES time sheets, Meeting notes, Agendas, Professional development trainings, written correspondence, Other (please explain)

VII. Evaluation of Program Progress and Effectiveness 30. The program cooperates with the Local Peer Observation Team.

Possible Documentation: Evaluation Tool/system, Other (please explain)

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WVDE – 21st

31. The program cooperates with and meets all deadlines required by state evaluation team Edvantia, Inc. and PPICS.

Possible Documentation: Parent consent forms, Dose Strength report, Analysis of Data, Surveys and

Other (please explain)

32. The program has participated in previous monitoring visits and is working toward improving in the recommended areas.

Possible Documentation: Previous completed Monitoring Tools, Artifacts reflecting improvement in recommended areas, and Other (please explain)

33. The program director/coordinator participates in all required state meetings and trainings.

Possible Documentation: Copies of registration forms with purchase orders attached, Meeting agenda and Other(please explain)

□ Exemplary □ Proficient □ Emerging □ Non-compliant VIII. Safety, Health, Nutrition

34. Vehicles used for transportation have been inspected for safety on a regular basis.

Possible Documentation: Inspection Information, Contracts, Other (please explain)

□ Exemplary □ Proficient □ Emerging □ Non-compliant 35. The program provides nutritional snacks during program operation.

Possible Documentation: List/Description of snacks/dates

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WVDE – 21st

36. Emergency contact information for students and staff is maintained in a central location. Parental consent is required for student surveys, student records/information, pictures, Internet usage and field trips

Possible Documentation: Staff and student emergency contact information, Consent forms/permission slips, Other (please explain)

□ Exemplary □ Proficient □ Emerging □ Non-compliant 37. The program has established procedures for authorized student pick-ups and

communicated these procedures to staff and families.

Possible Documentation: Parental Release Forms, Sign-in/Sign Out Forms, Other (please explain

□ Exemplary □ Proficient □ Emerging □ Non-compliant

38. Staff, students, and parents are informed of the program’s emergency readiness plan.

Possible Documentation: Emergency Exit Plan, Snow closing plan (inclement weather), Staff meeting minutes, correspondence, handouts, Other (please explain)

□ Exemplary □ Proficient □ Emerging □ Non-compliant Additional Comments: Revised: January 24, 2011

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WVDE – 21st

Summary of 21st CCLC Program Monitoring Evaluation of

Records and Procedures

Exemplary Proficient Emerging Non-Compliant

Goal Setting, Management, Sustainability Staffing & Professional Development Collaboration Participant Involvement Linkages Between School Day and Afterschool Academic and Enrichment Components Evaluation of Program Progress and Effectiveness Safety, Health, Nutrition

As the representative of the above mentioned program, I hereby confirm and verify the validity of the information reported.

____________________________________________ __________________________________ _______________ Signed Title Print Your Name Clearly Date

____________________________________________ __________________________________ ________________ Signed by Evaluator Title Print Your Name Clearly Date

____________________________________________ __________________________________ ________________ Witness Signature Title Print Your Name Clearly Date

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WVDE - 21st Century Community Learning Centers - Peer Monitoring Tool 12

FISCAL MONITORING REVIEW DOCUMENT

INSTRUCTION Documentation Comments

Corrective Action Required Personal Services - Salaries Time and activity records signed by

supervisor. Date of hire consistent with approved application.

Personal Services - Employee Benefits

Fixed charges/printout

Charges and Documentation Verified

Purchased Professional & Technical Services

Contracts/Invoices, specific dates and rates of product or service

Other Purchased Services Contracts/Invoices, specific dates and rates of product or services

Supplies & Materials Purchase orders, invoices specific costs, tied to application time lines and activities

Other Objects Documentation of activities tied to application time line and activities

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SUPPORT SERVICES Documentation Comments

Corrective Action Required Personal Services - Salaries Time and activity records signed by

supervisor. Date of hire consistent with approved application.

Personal Services - Employee Benefits

Fixed charges/printout

Charges and Documentation Verified

Purchases Professional & Technical Services

Specific dates, rates, salary and

product/service. Date of hire consistent with approved application.

Purchased Professional Education Services (Subgrant Cost

Summary)

Documentation for subgrant budgets are the same as Lead agency

Purchased Property Services Printout, invoices and lease with specific costs, dates and links to approved application

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INSTRUCTION Documentation Comments

Corrective Action Required Other Purchased Services Contracts/invoices, specific costs, links to

approved application

Travel Record of travel expenses, receipts, mileage,

meals.

Supplies and Materials Invoices, costs, dates, and time lines link to approved application

Other Objects Invoices, costs, dates, and time lines link to approved application

Indirect Costs Approved IDC rate form. Record of charges to grant.

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WVDE - 21st Century Community Learning Centers - Peer Monitoring Tool 15 FACILITIES ACQUISITION &

CONSTRUCTION SERVICES

Documentation Comments Corrective Action

Required Buildings (use charge) Lease or rental receipts, copies on file, linked

to activities consistent with approved application

Instructional Equipment Invoices, costs, dates and links to approved application. Identification tags attached. Time of purchase consistent with approved

application. Equipment inventory exists.

Non-instructional equipment Invoices, costs, dates and links to approved application. Identification tags attached. Time of purchase consistent with approved