Agency Expectations
Above: Peralta student showing an ocean art project (left); girls at ICS watering the school garden (center); a Pre-K student at MLK practicing letters (right).
Program Expectations
General Program Expectations
85% Average Daily Attendance. Most successful sites over-enroll in order to hit that mark.
20:1 Student/Teacher ratio (10:1 for TK/K classrooms)
This is a full-day program; students should attend at least 6 hours and can elect to stay up to 9 hours for before/aftercare.
Collaborative Agencies will work with hub and feeder schools to support the recruitment process.
Culminating Event: Student-led showcase of student learning for family, community, and district leaders to attend.
Family Orientation: to be held in Spring for families and students.
Program Days and Hours of Operation
Please see the calendar for this year's program dates.
Expanded Learning Grant-funded programs must operate for 9 hours (i.e. 8:30 - 5:30). Direct service can be conducted by a combination of district teachers and lead agency staff. Students should attend for at least 6 hours, and families can opt-in for up to 9 hours for before/aftercare.
Programs should offer 5 weeks of programming.
OUSD Required Summer Program Components
Every student in the summer program must receive:
● Enrichment: 180 minutes daily for every student in the summer program.
● Physical Activity: Minimum of 30-60 minutes daily of moderate to rigorous physical activity for every student, in the form of cooperative games.
● Educational Field trip: All programs must offer at least one educational field trip for all students, connected to the summer curriculum
● Community Building activities: daily for all students.
● Culminating Event: Family-friendly showcase of student work/demonstration
OUSD will provide summer curriculum and professional development to support these required program components (detailed below).
Staffing Expectations
Minimum Summer Staff Qualifications
Programs will maintain a 1:20 adult-to-student ratio. 1:10 ratio for Tk/k classrooms.
All staff included in this ratio will meet the district’s Instructional Aide requirement: staff must have a minimum of 2 years of college (48 semester units), or they must pass the Instructional Aid exam administered by the Alameda County Office of Education.
All summer staff must have TB clearance, and fingerprint clearance by both the Dept. of Justice and the FBI.
All summer sites will have a summer site coordinator on-site all days of the summer program.
Lead agencies will have a manager-level supervisor present during the summer program and actively supporting and supervise summer staff on-site
Summer program leaders will work collaboratively with school leadership and summer school principal on summer program design, program outreach and enrollment, and coordination/alignment between district academic and enrichment program elements. An integrated model is preferred.
Line Staff and Site Coordinator will fully participate in summer trainings detailed in this calendar.
Summer Deliverables
Contracting Expectations
Complete summer program planning tool, budget, and comprehensive summer schedule; submit all requested contract documents in a timely manner by the March deadline. See this page for more details.
Submit two summer invoices: 50% of contract amount on June 30 to cover start-up costs, pre-summer trainings, material purchases, etc. The second invoice submitted after last day of summer program to reflect actual expenditures
Maintain summer program documentation for 5 years for auditing purposes
Hire summer staff contingent on summer enrollment numbers; reduce staffing and program plans/expenditures based on attendance data at end of 1st week
Reduce summer expenses as appropriate if enrollment numbers do not warrant full contract amount; contract reductions will occur if first week summer attendance numbers fall significantly below attendance target.
Attendance
Attend AERIES summer training at beginning of May; set up summer activities in AERIES according to directions
Need an OUSD Email to access AERIES? CLICK HERE to APPLY
Utilize required daily sign-in/out sheets; ensure that all attendance sheets are completely and accurately filled out, including sign in/out signatures and times, and early release codes
Input all summer attendance data into AERIES or your attendance tracker daily
Summer-End Close Up
Submit summer end invoices to the After School Programs Office by July 31
Accurately complete summer-end fiscal expenditure report describing actual use of contracted funds
Submit electronic copies of all summer attendance records (i.e. daily sign in sheets) to the OUSD After School Programs Office, along with a completed internal audit form
Complete OUSD summer-end evaluation Survey Monkey
Attend summer-end debrief with OUSD summer planning team in October
Training & Curriculum Requirements
Required Summer Training for Summer Staff
Summer Trainings vary from year to year. Some combination of SEL, STEM, Career, PE, Outdoor Ed, Visual and Performing Arts, Literacy trainings will be offered the week before summer programming begins in June. Please see this calendar for the most updated line staff training offerings.
Required Professional Learning Community (PLC) Monthly Meetings
● Each agency that receives Expanded Learning grant funding is required to attend the monthly Summer PLC Mtg. The summer site coordinator and the agency director who will be directly supervising and supporting summer programs will be expected to attend all 5 PLC meetings together as a team. The goal of the PLC meetings is to foster collaboration and get the most out of the planning time.