MICHIGAN 21ST CENTURY COMMUNITY LEARNING CENTERS



MICHIGAN 21ST CENTURY COMMUNITY LEARNING CENTERS

ONSITE MONITORING DOCUMENTATION

Grantee:       Project #:      

Date(s):       Consultant:      

| |Requirements |Documentation |Requirement Compliance |Compliance/Improvement Plan and Timeline |

|1a |The grantee is recruiting and serving the projected number and |Recruitment plans and activities | Meets |      |

| |target population as identified in the approved grant application.|Enrollment and attendance |Progress toward | |

| |      |records (EZReports) |Does not meet | |

| | |Protocol for selection of students | | |

| | |Other:      | | |

|1b |All sites are offering the equivalent of services four days per |Calendar and schedule of activities | Meets |      |

| |week, two and a half hours per day for 38 weeks, including six |EZReports records |Progress toward | |

| |weeks during the summer recess as detailed in the approved grant |Parent handbooks and promotional |Does not meet | |

| |application.       |materials | | |

| | |Other:      | | |

|1c |The grantee has integrated the existing coordinating groups, |Meeting agendas and minutes, including | Meets |      |

| |parents, appropriate community members, volunteers, and social |list of attendees |Progress toward | |

| |services agencies/organizations, and has involved them in the |Schedule of meetings |Does not meet | |

| |planning and evaluation of the 21st CCLC Program. |Correspondence | | |

| |      |Other:       | | |

|1d |The grantee provides equitable services to private school |Correspondence to private schools | Meets |      |

| |students, and their families. Comparable opportunities for the |Record of response from private school |Progress toward | |

| |participation of both public- and private-school students in the |Other:       |Does not meet | |

| |area served by the grant are provided. The grantee has consulted | |N/A | |

| |with private school officials.      | | | |

| |Requirements |Documentation |Requirement Compliance |Compliance/Improvement Plan and Timeline |

|2a |The grantee has contracted with a local evaluator who at a |Employment records or contract | Meets |      |

| |minimum, will: |Local Evaluator work plan |Progress toward | |

| |Coordinate the collection and monitor the quality and |Local Evaluation report(s) |Does not meet | |

| |completeness of required federal and state data. The instruments|Other:       | | |

| |and collection systems that have been identified include: | | | |

| |program data, such as enrollment, demographic, attendance, and | | | |

| |activity information, to be entered into the EZReports web-based | | | |

| |tracking system on an on-going basis; | | | |

| |surveys from parents, students, teachers, and staff at the end of| | | |

| |each school year; and | | | |

| |school records data, including student grades, Meap scores, | | | |

| |school attendance, and disciplinary actions at the end of each | | | |

| |school year. | | | |

| |Guide the YPQA process. | | | |

| |Assist the program with initial implementation. Use local data | | | |

| |and the YPQA to guide a performance improvement process and a | | | |

| |sustainability plan. | | | |

| |Review with program staff the 21st CCLC Onsite Monitoring | | | |

| |Documentation form. | | | |

| |Assist with the completion and submission of the Annual Report | | | |

| |Form. | | | |

| |Collect any additional data requested by the local grantee. | | | |

| |Attend required MDE events, including MDE onsite monitoring | | | |

| |visits. | | | |

| |      | | | |

| |Requirements |Documentation |Requirement Compliance |Compliance/Improvement Plan and Timeline |

|2b |The program activities reflect the goals and objectives outlined|Lesson/activity plans, with specific grant| Meets |      |

| |in the grant application. |goals and objectives |Progress toward | |

| |      |Other:       |Does not meet | |

|2c |The program has a formal process for regular and effective |Communication plan | Meets |      |

| |communication with the students’ school day teachers to provide |Meeting schedules/minutes |Progress toward | |

| |individualized assistance in academic areas; and to inform and |Correspondence |Does not meet | |

| |receive information from these teachers on academic and |Survey of classroom teachers | | |

| |behavioral progress. |Other:       | | |

| |      | | | |

|2d |The project director and site coordinators communicate regularly|Correspondence | Meets |      |

| |and effectively with the school administration regarding |Activity logs |Progress toward | |

| |coordination of resources, use of school facilities, and |Surveys of school administrator(s) |Does not meet | |

| |progress of program and activities. |Shared calendars | | |

| |      |Other:       | | |

| |Requirements |Documentation |Requirement Compliance |Compliance/Improvement Plan and Timeline |

|3a |The program offers students a diverse array of additional |Activity schedules and descriptions | Meets |      |

| |services, programs and activities, such as; |Flyers for parents and students |Progress toward | |

| |youth development activities |describing the program |Does not meet | |

| |drug and violence prevention |Other:       | | |

| |counseling | | | |

| |art | | | |

| |music | | | |

| |recreation programs | | | |

| |technology education | | | |

| |character education | | | |

| |that are designed to reinforce and complement the regular | | | |

| |academics of participating students described in the grant. | | | |

| |      | | | |

|3b |The program provides literacy and related education services for |Activity schedules and descriptions | Meets |      |

| |families of the enrolled students. Family services meet the |Flyer for parents and students describing|Progress toward | |

| |needs described in the grant for the community. |the program |Does not meet | |

| |      |Family activity sign-in sheets | | |

| | |Other:       | | |

|3c |The program involves students in three or more ways: |Communication plan | Meets |      |

| |planning |Meeting agendas and minutes, including |Progress toward | |

| |implementation |list of attendees |Does not meet | |

| |program evaluation |Schedule of meetings | | |

| |on-going advisory or decision-making roles of both the activities|Surveys of students | | |

| |and the larger program |Other:       | | |

| |      | | | |

|3d |The program involves parents in three or more ways: |Communication plan | Meets |      |

| |planning |Meeting agendas and minutes, including |Progress toward | |

| |implementation |list of attendees |Does not meet | |

| |program evaluation |Schedule of meetings | | |

| |on-going advisory or decision-making roles of both the activities|Surveys of parents | | |

| |and the larger program |Other:      | | |

| |      | | | |

| |Requirements |Documentation |Requirement Compliance |Compliance/Improvement Plan and Timeline |

|4a |The program has developed written policies and procedures to |Handbook | Meets |      |

| |effectively manage the programs that are made available to all |Written/policies and procedures |Progress toward | |

| |partners. |Other:       |Does not meet | |

| |      | | | |

|4b |The program communicates with partners and encourages |Communication plan | Meets |      |

| |collaboration. Partners/vendors actively support the program |Meeting agendas and minutes, including |Progress toward | |

| |goals and objectives which is reflected in all program |list of attendees |Does not meet | |

| |activities. The program’s accomplishments are assessed and |Schedule of meetings | | |

| |problem-solving is undertaken jointly. |Surveys of partners | | |

| |      |Other:       | | |

|4c |The program enters into formal written agreements with |Agreements/MOUs | Meets |      |

| |subcontractors (partners/vendors). |Other:       |Progress toward | |

| |      | |Does not meet | |

|4d |The facility is licensed/approved by DHS/BCAL in accordance with |Copy of license | Meets |      |

| |PA 116, as amended. |Other:       |Progress toward | |

| |      | |Does not meet | |

| | | |N/A | |

|4e |Program for students ages 13 and above meets the equivalent of |Student enrollment records | Meets |      |

| |licensing requirements for documentation of staff and students, |Staff background checks |Progress toward | |

| |as a DHS licensed site would. |Other:       |Does not meet | |

| |      | |N/A | |

| |Requirements |Documentation |Requirement Compliance |Compliance/Improvement Plan and Timeline |

|5a |Facilities are accessible to students and their families, |Transportation policies | Meets |      |

| |including plans for transporting or escorting students to |Transportation schedules |Progress toward | |

| |non-school facilities. |Other:       |Does not meet | |

| |      | | | |

|5b |Program activities and services are advertised in the |Postings/announcements | Meets |      |

| |targeted schools and community through a variety of methods |Press releases/articles |Progress toward | |

| |and forums. All materials include recognition of 21st CCLC |Outreach activities |Does not meet | |

| |funds. |Website | | |

| |      |Other:       | | |

|5c |The program implements an attendance policy that encourages |Written policies/handbooks | Meets |      |

| |participation on a consistent basis. |Attendance records |Progress toward | |

| |      |Contact log |Does not meet | |

| | |Other:       | | |

|5d |Information is transmitted to families with limited English |Correspondence | Meets |      |

| |proficiency in modes that are appropriate and easily |Translation/assistive materials |Progress toward | |

| |understood. |Event/meeting announcements |Does not meet | |

| |      |Activity log |N/A | |

| | |Other:       | | |

| |Requirements |Documentation |Requirement Compliance |Compliance/Improvement Plan and Timeline |

|6a |The program has a full-time project director with appropriate |Employment records/contract | Meets |      |

| |credentials to manage the program. |Credentials |Progress toward | |

| |      |Other:       |Does not meet | |

| | | | | |

|6b |Each site has a full-time (30+ hours) coordinator or are |Employment records/contract | Meets |      |

| |site-based staff who also work at least 16 hours per week in |Credentials |Progress toward | |

| |the OST program with appropriate credentials to meet DHS |Other:       |Does not meet | |

| |licensing. | | | |

| |      | | | |

|6c |All staff have credentials and expertise appropriate for the |Employment records | Meets |      |

| |positions described. There is sufficient staff planned for |Credentials |Progress toward | |

| |the number of students. |Staffing plan |Does not meet | |

| |      |Other:       | | |

|6d |Site and management staff meet regularly during the grant |Meeting schedules/minutes | Meets |      |

| |cycle to coordinate program offerings for continuous |Other:       |Progress toward | |

| |improvement. | |Does not meet | |

| |      | | | |

|6e |Project Director has a written plan for site visits. |Written visit schedule/plan | Meets |      |

| |      |Other:       |Progress toward | |

| | | |Does not meet | |

| |Requirements |Documentation |Requirement Compliance |Compliance/Improvement Plan and Timeline |

|6f |Staff is aware of program goals and objectives and can explain|Staff orientation agenda | Meets |      |

| |the relationship of program activities to the Michigan |Staff handbooks |Progress toward | |

| |Out-of-School Time Standards of Quality. |Training materials |Does not meet | |

| |      |Other:       | | |

|6g |All project staff participate in local, state, and national |Training logs | Meets |      |

| |staff development activities. The staff development plan |Professional development plan |Progress toward | |

| |exceeds minimal DHS licensing requirements. It is clear that |Agendas for professional development |Does not meet | |

| |staff development is aligned to meet the on-going program |opportunities | | |

| |improvement plan. |Program improvement plans | | |

| |      |Other:       | | |

|6h |The program coordinates staff development with those of the |Correspondence | Meets |      |

| |school and community partners/vendors as determined through |Training logs |Progress toward | |

| |continuous program quality assessment. |Training materials |Does not meet | |

| |      |YPQA data | | |

| | |Other:       | | |

|6i |Staff and vendors/partners are evaluated on a regular basis |Staff handbook | Meets |      |

| |and given feedback for continuous performance improvement. |Vendor/partner rating criteria/format |Progress toward | |

| |      |Other:       |Does not meet | |

| |Requirements |Documentation |Requirement Compliance |Compliance/Improvement Plan and Timeline |

|7a |All meals that are provided meet USDA guidelines as outlined in |Meal/Snack menus | Meets |      |

| |PA 116, as amended. Child and Adult Care Food Program (CACFP) |USDA Reimbursement Documentation |Progress toward | |

| |or after-school suppers are provided when possible. |Other:       |Does not meet | |

| |      | | | |

|7b |The grantee submits YPQA, EZReports, and parent, teacher, and |EZReports | Meets |      |

| |student surveys in accordance with state evaluation timelines |Annual Report Form submission |Progress toward | |

| |subject to State and Federal timelines. |YPQA data |Does not meet | |

| |      |Other:       | | |

| |Requirements |Documentation |Requirement Compliance |Compliance/Improvement Plan and Timeline |

|8a |The grantee expends 21st CCLC funds appropriately. |Financial summary reports | Meets |      |

| |      |Budget change requests/amendments |Progress toward | |

| | |Purchase invoices |Does not meet | |

| | |Time and effort worksheets | | |

| | |Other:       | | |

|8b |The grantee uses 21st CCLC funds to supplement rather than to|Financial/program documents | Meets |      |

| |supplant funds from other sources. |Program funding history |Progress toward | |

| |      |Other:       |Does not meet | |

|8c |The grantee maintains documentation for materials and |Purchase orders/invoices | Meets |      |

| |equipment purchased with 21st CCLC funds. |Inventory list |Progress toward | |

| |      |Other:       |Does not meet | |

|8d |The program maintains on-going documentation of contributions|In-kind contribution list | Meets |      |

| |(in-kind or resources) from partnering agencies or other |Volunteer log |Progress toward | |

| |sources. |Partner agreements |Does not meet | |

| |      |Other:       | | |

Site Observations:

     

Additional Comments:

     

No further action required Compliance plan and documentation required

I/we certify that this Onsite Monitoring Visit was conducted on (date)       and was reviewed with representatives of the program/agency grantee at the exit interview. The grantee, if identified for improvement, will complete the required improvement plan and submit documentation for each item within the specified timeline.

Consultant: __________________________ _______ Date: ___________________ _____

(Signature)

Program/Agency Representative: Title: ___________________________

(Print)

Program/Agency Representative: Date: ___________________________

(Signature)

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