Title IV, Part B of the Elementary and Secondary Education Act of 1965 as amended by the No Child Left Behind Act of 2001 Virginia Department of Education 21st Century Community Learning Centers On-site Monitoring Report 2017 OVERVIEW: As the recipient of federal funds for 21st Century Community Learning Centers, the Virginia Department of Education (VDOE) is required to monitor grantees’ implementation of activities and compliance with program requirements. The monitoring document will assist in determining compliance with federal statutory requirements and identify areas in which technical assistance may be helpful to ensure the objectives described in the grant proposal are met. The visit will also be used to identify promising practices to be shared with other grantees. Grant Recipient: School(s) Served: SECTION ONE – GRANTEE INFORMATION Site(s) Visited: Monitoring Consultant Completing Review: Date of Review: School Year (SY): Person(s) Interviewed: SECTION TWO – OPERATIONAL INFORMATION Regular School Year Data First Day of School Day of Full 21st CCLC Services for Current SY A1. Days of Operation (Typical Week) Mon Tues Wed Thurs Fri Sat Sun A2. Number of Hours Per Day of Services OPERATIONAL INFORMATION (continued)
Effective Programming Requirement Required Documentation Requirement Met? Comments The grantee is conducting outreach to eligible participants as described in the original grant application (or approved amendments). Provide documentation of approved amendments. Grant application Documentation of outreach activities (e.g. letters of invitation, releases, program fliers, informational notices to school staff) Yes No The grantee has identified and/ is serving eligible students consistent with the original grant application (or approved amendments). Provide documentation of approved amendments. Grant application Participation eligibility criteria Data spreadsheet highlighting students’ needs for services Yes No The grantee is providing services to the number of students (AWA) described in the original grant application (or approved amendments). Provide documentation of the approved amendments. Registration Attendance spreadsheet with program dates Written attendance policy Average weekly attendance (AWA) Yes No AWA (total # of unduplicated students each week / # of weeks)
Requirement Required Documentation Requirement Met? Comments The grantee is providing the number of hours of student programming described in the original grant application (or approved amendments). Provide documentation of approved amendments. Grant application Program calendars/schedules with hours Daily attendance rosters Attendance policy that encourages regular and consistent participation. Yes No The grantee is implementing the academic activities described in the original application (or approved amendments). Provide documentation of approved amendments. Grant application Description of academic programming Student progress reports Program calendars/schedules Academic participation rosters with teacher’s names and times of instruction Yes No Requirement Required Documentation Requirement Met? Comments The grantee is implementing enrichment activities described in the original grant application (or approved application Description of enrichment programming Yes No
amendments). Provide documentation of approved amendments. Program calendars/schedules Enrichment participation rosters The grantee is implementing the parent/family programming or activities described in the original grant application (or approved amendments). Provide documentation of approved amendments. Grant application Description of family programming Event/meeting announcements Yes No Requirement Required Documentation Requirement Met? Comments The grantee is providing the number of of parent programming described in the original grant application (or approved amendments). Provide Grant application Family program calendars/schedule with the location, times, Yes No
documentation of approved amendments. and title/topic/a brief description of the event Sign in sheets that includes the title/topic/a brief description of the event, date, time of the event, the parent’s name, the parent’s signature, and their child’s name The program provides regular communication with and outreach to participants’ families, including information regarding students’ experiences, behavior, and achievements in the program. Information is transmitted to limited English proficient families in that are appropriate and easily understood, if applicable. Correspondence (email, phone, newsletters, website, notes, etc.) Event/meeting announcements Progress reports Student Handbook Translation/assistive materials, if applicable Yes No Requirement Required Documentation Requirement Met? Comments The grantee is providing services to the number of parents described in the original grant application (or approved amendments). Provide documentation of the approved amendments. Attendance spreadsheet with topics and of events, the parent’s name and child’s name Yes No
The grantee is making progress toward meeting the goals and objectives set out in the original grant application (or approved amendments). Provide documentation of approved amendments. Grant application Data spreadsheets with previous SOL scores, and current year’s quarterly benchmark assessments, quizzes, grades, etc. Data to measure progress of objectives outlined in the grant Narrative to support the progress toward meeting the program goals and objectives Yes No Requirement Required Documentation Requirement Met? Comments Program staff communicates regularly and effectively with school day staff to supplement regular school educational activities and to inform and receive information from in-school teachers on Correspondence notes, homework logs, etc.) Progress reports Yes No
students’ academic and behavioral progress. Meeting schedules/minutes Program staff members use positive techniques to guide the behavior of students. Classroom observations/walkthrough forms Staff handbook with procedures/protocol for behavior management Yes No Field trips are educational in nature and support objectives outlined in the original grant application or approved amendments and have been by VDOE staff. Grant application Approved field trip forms Student work samples of before, during, and field trip activities Yes No N/A Organizational and Fiscal Management Requirement Required Documentation Requirement Met? Comments The grantee expends 21st CCLC funds according to the original grant application (or approved amendments). application Completed Balance Tracking Workbook Yes No
leveraged funds, and documented in-kind donations) Meeting with partners indicating discussion of sustaining the program Written statement to ensure that all yearly program documentation is saved, maintained, and accessible for current and potentially new 21st CCLC leadership in order to ensure a smooth transition between current and new 21st CCLC leadership. Written statement that includes the location of documentation (copy of the financial records, USED APR, CREP survey reports, etc.) Copies of this statement should be kept at the central office/organization’s office and at the program site Yes No Program Staffing and Professional Development Requirement Required Documentation Requirement Met? Comments The program coordinator or site director has credentials to effectively manage the program. Job description Coordinator’s or site director’s resume Yes No
licenses certified by the HR director Training materials Training sign in sheets that includes the topic/description, date, time of the event, the staff member’s name, and position Program staff members such as the program coordinator and site director (or an appropriate substitute) have attended the required state 21st CCLC meetings, i.e. the 21st CCLC Coordinator’s Academy and the 21st CCLC Professional Development Spring Institute. Registration confirmation for 21st CCLC Coordinator’s Academy Registration confirmation for the 21st CCLC Professional Development Spring Institute Training materials Yes No Requirement Required Documentation Requirement Met? Comments Professional development/training opportunities specific to 21st CCLC are provided to all staff and are aligned with the program’s needs and objectives. Grant application Staff and student needs assessment (data analysis) Professional development plan/schedule Yes No
accordance with the original grant application (or approved amendments), to participate in partnership meetings regularly that are more than administrative in nature, and to work together to ensure long-term commitments of resources. Provide documentation of approved amendments. Documentation of services/activities Correspondence (email, notes, telephone logs with topics of discussion, etc.) Partnership meeting agenda/ minutes Written sustainability plan Health, Safety, and Nutrition Requirement Required Documentation Requirement Met? Comments
Snacks are provided each regular program day and/or are donated by a partner or a community organization. USDA forms or documentation provided by donating organization of receipt of donations or Memorandum of Understanding with partnering organization Yes No Emergency contact and health information for students are maintained in an easily accessible, but secure central location. Emergency response plan/emergency cards Program handbook with procedures for handling emergencies Yes No Health, Safety, and Nutrition Requirement Required Documentation Requirement Met? Comments
The program accommodates students with special needs as required by local, state, and federal statutory requirements. Documentation of accommodations provided Visual verification of accessible access to the facility Yes No N/A The program addressed the transportation of all students, follows established procedures for authorized student pick-ups and has provided notice of these procedures to staff and families. Written policies/procedures for student arrival and dismissal in the 21st CCLC student handbook Meeting minutes, notes, telephone logs, etc. documenting transportation needs of students Yes No If not provided by the Local Education Agency (LEA), vehicles used for transportation are safely maintained and inspected on a regular basis. Vehicle inspection records Yes No N/A Requirement Required Documentation Requirement Met? Comments
Each program site, including partner sites, conducts all required fire/safety drills. Record of drills conducted Yes No The program has adequate security in Written security procedures in 21st CCLC student and staff handbook Visual verification of adequate security Yes No If the program uses the Internet for academic or enrichment activities, the program avoids transmitting any material in violation of any U.S. or state regulation via the Internet. This includes, but is not limited to, copyrighted materials and threatening or obscene materials. Written policies related to Internet use for students and staff in the 21st CCLC staff and student handbook School division’s Internet Security Agreement Yes No N/A Program Evaluation
The Virginia 21st CCLC Program Quality Self-Assessment Tool (VA 21st CCLC QSA Tool) was completed by the last day of January for centers operating under this grant. Completed VA 21st CCLC QSA Tool with the date of completion Yes No The program has adopted an evaluation process to measure program and outcomes, and uses the information to improve the program. Grant application Narrative describing the evaluation process and changes made Evaluation meeting agenda/minutes Data spreadsheets of academic progress, enrichment participation, and progress towards goals and objectives Parent, teacher, and student surveys Yes No SECTION FOUR – SUMMARY