Georgia Department of Education



Action or EventInformationPerson ResponsibleAUGUST 2020Prior to Start of ProgramReview goals and revise objectives as necessary to support program improvement Complete Program Amendment(s) if neededSubgrant Program DirectorObtain National Criminal Background Checks (prior to staff employment)Check with local school district and/or sheriff’s officeSubgrant Program Director/Human ResourcesSubmit Program Fee Request Form, if applicableSubmit form to GaDOE 21st CCLC Program Manager prior to implementing a fee-based systemSubgrant Program DirectorFirst 30 days of grant awardConduct meaningful consultation with school officials representing all private schools located within the specific attendance areas served by the 21st CCLC program. Maintain certified letters, receipts, sign-in sheets, agendas, and results of meetings.Send Intent to Participate Acknowledgement form to GaDOE by August 31, 2020.Subgrant Program DirectorAugust 17Submit Monthly Reimbursement Request Subgrant Fiscal Agent August 20Sign-off FY21 Program Assurances in the GaDOE Consolidated Application (Con App) Superintendent/ Subgrant Fiscal AgentUpload signed Conflict of Interest form in the GaDOE Consolidated Application (Con App)Subgrant Fiscal AgentSubmit original Budget approvals through Consolidated Application Subgrant Fiscal AgentMid-AugustCayen/AfterSchool 21 Training for New UsersTBD AS21 Contractors/ERESAugust 31Submit Summer 2020 Evaluation Form to ERES via emailSummer Evaluation Form provided to subgranteesSubgrant Program DirectorAugust 31Cayen/AfterSchool 21- Complete:Home page for all sites associated with correct APR yearSet up school and program calendar (including Hours of Operation) – Terms TabRostersAttendanceSet up passwords/access- Users TabComplete Site Info Send a request to your regional Cayen support personnel to request that your new school year and grading periods be set up.Subgrant Program DirectorAugust 31Build rostersSet up APR year and APR infoObtain all GTIDsComplete Schools tab for all sitesComplete District/grantee Maintenance tabBegin finalizing Cayen/Afterschool 21 data for Spring 2020 term to prepare for data certificationSubgrant Program DirectorLate AugustDisseminate Staff & Student/Parent HandbooksShare handbooks with external and internal stakeholders, and maintain required documentationSubgrant Program Director, Site CoordinatorSubmit Site Update Form to ERESEmail updated site form information to your ERESSubgrant Program DirectorSEPTEMBER 2020September 7Labor DayGaDOE State Office ClosedSeptember 9Attend Regional EdVantage SessionVirtual GoToMeeting for Regions 1,2, and 3GoTo Webinar Virtual Session: Registration details are forthcomingSubgrant Program Director, Site Coordinator, Fiscal PersonnelUpdate attendance and other Cayen/AfterSchool 21 dataSubgrant Program DirectorBegin verifying data in Cayen/Afterschool 21 for Spring 2020 termSubgrant Program DirectorSeptember 10Attend Regional EdVantage SessionVirtual GoToMeeting for Regions 4,5, and 6GoTo Webinar Virtual Session: Registration details are forthcomingSubgrant Program Director, Site CoordinatorSeptember 16Submit Monthly Reimbursement Request Subgrant Fiscal Agent September 21Non-LEAs: Secure Fidelity Bond (25% of grant award) and General Liability Insurance ($1,000,000)Send required documents to your FASubgrantee Fiscal AgentSeptember 30Submit signed Operations Manual Signature Page to ERES via emailSubgrant Program DirectorEmail Records Retention letter to GaDOE and ERES and FASubgrant Program DirectorReview Program Goals and Objectives. Correspond with ERES to consider revisions. Program amendment completed, if needed. Subgrant Program DirectorComplete First 30-Day Checklist Subgrant Program DirectorCayen /AfterSchool 21 Data to be entered/updated:ObjectivesAll Activities, SessionsPartners tabHours of OperationSubgrant Program DirectorCertify Spring, 2020 Data – Cayen AS/21Certify all APR categories for Spring, 2020 term. Actual date will be determined by final upload of Assessment results.Subgrant Program Director/Data SpecialistRun/review APR reports in Cayen/AfterSchool 21Subgrant Program DirectorEnd of September (Quarterly)Review program progress/performanceEvaluate and analyze 1st quarter data (grades, test scores, attendance)Subgrant Program Director/Site CoordinatorEnd of September (Bi-Monthly)Meet with External EvaluatorRecommended to schedule regular meetings with programs’ external evaluator to review data, discuss expectations, conduct site visits. Subgrant Program Director/Site CoordinatorOCTOBER 2020October 1Submit Pre-Monitoring Activities (PMA) to ERESSubmit required handbooks, policies, and proceduresSubgrant Program DirectorOctober 12Columbus Day HolidayGaDOE State Office ClosedUpdate attendance and other Cayen/AfterSchool 21 dataSubgrant Program DirectorOctober 15Submit Monthly Reimbursement RequestSubgrant Fiscal AgentMid-OctoberConduct Family Engagement ActivityMust provide at least one family engagement activity per semester (other than orientation)Subgrant Program Director/Site CoordinatorConduct Safety DrillMust conduct three drills each semester (inclement weather, fire, and lockdown)Subgrant Program Director/Site CoordinatorOctober 222020 Lights On! CelebrationRegister your event here: Program DirectorOctober 30Submit FY20 Completion Report in Consolidated Application portalSubgrant Program DirectorRun/review APR reports in Cayen/AfterSchool 21Subgrant Program Director and ERESAll grades entered into Cayen/AfterSchool 21 from each grading periodSubgrant Program DirectorComplete First 60-Day ChecklistSubgrant Program DirectorNOVEMBER 2020November 10Update attendance and other Cayen/AfterSchool 21 dataSubgrant Program DirectorNovember 11Veterans Day HolidayGaDOE State Office ClosedNovember 16Submit Monthly Reimbursement RequestSubgrant Fiscal AgentMid-NovemberConduct Informal Staff Observations Complete informal classroom observation forms and maintain required documentationSubgrant Program Director/Site CoordinatorMid-NovemberConduct Safety DrillMust conduct three drills each semester (inclement weather, fire and lockdown)Subgrant Program Director/Site CoordinatorNovember 26 – 27Thanksgiving HolidayGaDOE State Office ClosedEnd of November (Bi-Monthly)Meet with External EvaluatorRecommended to conduct regular meetings with programs’ external evaluator to review data, discuss expectations, conduct site visits. Subgrant Program Director/Site CoordinatorNovember 30Certify Summer, 2020 data – Cayen AS/21Certify all APR categories for Summer, 2020 term. Subgrant Program Director/Data SpecialistPrior to end of SemesterConduct Advisory Council MeetingMust meet with Advisory Council twice annually, at minimum one meeting each semesterSubgrant Fiscal AgentDECEMBER 2020December 10Update attendance and other Cayen/AfterSchool 21 dataSubgrant Program DirectorDecember 15Submit Monthly Reimbursement RequestSubgrant Fiscal AgentEarly/Mid-DecemberAttend Tri-Regional MeetingMeeting date and location will be determined by ERESs (Regions 1, 2, 3 and Regions 4, 5, 6)Subgrant Program Director, Site CoordinatorMid-DecemberConduct Safety DrillMust conduct three drills each semester (inclement weather, fire and intruder/danger/lockdown)Subgrant Program Director/Site CoordinatorMid-DecemberProvide/schedule ongoing professional learningProfessional learning opportunities must be unique to 21st CCLC staff and specifically applicable to the 21st CCLC program. Must provide at least one professional learning opportunity for supportive learning environments.Subgrant Program Director/Site CoordinatorEnd of Semester (Quarterly)Review program progress/performanceEvaluate and analyze 2nd quarter data (grades, test scores, attendance)Subgrant Program Director/Site CoordinatorEnd of SemesterComplete Formal Mid-Year Staff Evaluations Ensure completed formal mid-year evaluations include feedback that supports continuous improvementSubgrant Program Director/Site CoordinatorDecember 24-25Christmas HolidayGaDOE State Office ClosedDecember 30All grades entered into Cayen/AfterSchool 21 from each grading periodAll attendance entered into Cayen/AfterSchool 21 for Fall 2020 termSubgrant Program DirectorRun/review APR reports in Cayen/AfterSchool 21Subgrant Program Director JANUARY 2021January 1New Year’s Day HolidayGaDOE State Office ClosedStart of SemesterObtain National Criminal Background Checks for new staff (prior to staff employment)Check with local school district and/or sheriff’s officeSubgrant Program Director/Human ResourcesJanuary 11Update attendance and other Cayen/AfterSchool 21 dataSubgrant Program DirectorJanuary 15Submit Monthly Reimbursement RequestSubgrant Fiscal AgentJanuary 18Martin Luther King, Jr. HolidayGaDOE State Office ClosedJanuary 29Run/review APR reports in Cayen/AfterSchool 21Subgrant Program Director End of January (Bi-Monthly)Meet with External EvaluatorRecommended regular meetings with programs’ external evaluator to review data, discuss expectations, conduct site visits. Subgrant Program Director/Site CoordinatorFEBRUARY 2021February 3Submit Formative Evaluation to ERES via email FY21 Formative Evaluation form provided by GaDOESubgrant Program DirectorFebruary 10Update attendance and other Cayen/AfterSchool 21 dataSubgrant Program DirectorMid-FebruaryConduct Safety DrillMust conduct three drills each semester (inclement weather, fire, and intruder/danger/lockdown)Subgrant Program Director/Site CoordinatorFebruary 15Submit Monthly Reimbursement RequestSubgrant Fiscal AgentFebruary 17- 20Beyond School Hours Conference Gaylord Texan Resort & Convention Center, Grapevine TXSubgrant Program DirectorFebruary 26Certify Fall, 2020 data – Cayen AS/21Certify all APR categories for Fall, 2020 term. Subgrant Program Director/Data SpecialistLate-FebruaryProvide ongoing professional learningProfessional learning opportunities must be unique to 21st CCLC staff and specifically applicable to the 21st CCLC programSubgrant Program Director/Site CoordinatorMARCH 2021March 7 - 10National Youth At Risk ConferenceHyatt Regency, Savannah, GeorgiaSubgrant Program DirectorMarch 10 Update attendance and other Cayen/AfterSchool 21 dataSubgrant Program DirectorEnd of Nine Weeks (Quarterly)Review program progress/performanceEvaluate and analyze 3rd quarter data (grades, test scores, attendance)Subgrant Program Director/Site CoordinatorMarch 15Generate student, parent, and regular classroom teacher surveys from Cayen/AfterSchool 21 for distribution. Begin distributing surveys.Subgrant Program DirectorMarch 16Submit Monthly Reimbursement RequestSubgrant Fiscal AgentMid-MarchConduct Family Engagement ActivityMust provide at least one family engagement activity per semester (other than orientation)Subgrant Program Director/Site CoordinatorMid-MarchConduct Safety DrillMust conduct three drills each semester (inclement weather, fire and intruder/danger/lockdown)Subgrant Program Director/Site CoordinatorMarch 30Run/review APR reports in Cayen/AfterSchool 21Subgrant Program DirectorMarch 31Non-LEAs: Submit Audit Report for most recently completed FY (continuation grantees)Subgrant Fiscal AgentMarch 31All grades entered into Cayen/AfterSchool 21 from each grading periodSubgrant Program DirectorEnd of March (Bi-Monthly)Meet with External EvaluatorRecommended to conduct regular meetings with program’s external evaluator to review data, discuss expectations, conduct site visits. Subgrant Program Director/Site CoordinatorLate-March – Early-MayAttend Regional EdVantage meetingMeeting date and location will be determined by ERESSubgrant Program Director, Site Coordinator, Fiscal PersonnelAPRIL 2021April 9Update attendance and other Cayen/AfterSchool 21 dataSubgrant Program DirectorMid-AprilConduct Advisory Council MeetingMust meet with Advisory Council twice annually, at minimum one meeting each semesterSubgrant Fiscal AgentMid-AprilConduct Safety DrillMust conduct three drills each semester (inclement weather, fire and intruder/danger/lockdown)Subgrant Program Director/Site CoordinatorApril 15Submit Monthly Reimbursement RequestSubgrant Fiscal AgentMid-AprilConduct Informal Staff Observations Complete informal classroom observation forms and maintain required documentationSubgrant Program Director/Site CoordinatorApril 19 – 23 Afterschool Professionals Appreciation WeekSubgrant Fiscal Agent/Program DirectorApril 26State HolidayGaDOE State Office ClosedApril 30Run/review APR reports in Cayen/AfterSchool 21Subgrant Program DirectorComplete all student, parent, and school day teacher surveysSubgrant Program DirectorMAY 2021May 10Update attendance and other Cayen/AfterSchool 21 dataSubgrant Program DirectorMay 14Submit Monthly Reimbursement RequestSubgrant Fiscal AgentSet up Summer information in Cayen/Afterschool 21Subgrant Program DirectorLast date to submit an FY21 budget amendmentSubgrant Program DirectorMay 28Submit Summer Program Information FormSend site information to ERES for summer monthsSubgrant Program DirectorSubmit field trip request forms for summer programSend field trip request form(s) to ERES and FASubgrant Program DirectorMay 28All monitoring Corrective Action Plans received and resolved, if applicableSubgrant Program DirectorRun/review APR reports in Cayen/AfterSchool 21Subgrant Program DirectorAll grades entered into Cayen/AfterSchool 21 from each grading periodAll attendance entered into Cayen/AfterSchool 21 for Spring 2021 termSubgrant Program DirectorMay 31Memorial Day HolidayGaDOE State Office ClosedEnd of May (Bi-Monthly)Meet with External EvaluatorRecommended to conduct regular meetings with program’s external evaluator to review data, discuss expectations, conduct site visits. Subgrant Program Director/Site CoordinatorEnd of Nine Weeks (Quarterly)Review program progress/performanceEvaluate and analyze last quarter data (grades, test scores, attendance)Subgrant Program Director/Site CoordinatorEnd of SemesterComplete Formal End-of-Year Staff EvaluationsEnsure completed formal end-of-year evaluations with feedback that supports continuous improvementSubgrant Program DirectorJUNE 2021June 10Update attendance and other Cayen/AfterSchool 21 dataSubgrant Program DirectorJune 15Submit Monthly Reimbursement RequestSubgrant Fiscal AgentJune 22 Common Data Elements form (PDF) due to ERES via emailSubgrant Program DirectorSummative Evaluation Report (PDF) due to ERES via emailSubgrant Program DirectorFY22 Proposed Budget submittedSubgrantee Fiscal Agent85% of grant funds expendedSubgrantee Fiscal AgentJULY 2021July 15Submit Monthly Reimbursement Request Subgrant Fiscal AgentJuly 16FY22 Grant Awards Approved (State Board of Education meeting)21st CCLC Staff, SBOETBDParticipate in End-of-the-Year Continuation InterviewSubgrantee Program Director and Fiscal Agent contactAttend FY22 Annual Subgrantee ConferenceSubgrant Program Director, Fiscal Personnel, Site Coordinator ................
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