Here is a link to ASP info on our website. Recreation Coordinators must be well versed in the information available for families. This includes reviewing the Parent Handbook under the Current ASP Family Resources link on the ASP page. 

www.chicorec.gov/ASP

Important Note: CARD is license exempt. For ASP, we must operate under 20 hours per week. Here is the link to California state law explaining license exemption. See Health and Safety Code- Division 2- Chapter 3.4- Article 1- 1596.792- g https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=HSC&division=2.&title=&part=&chapter=3.4.&article=1

We are incredibly proud of the strong partnership we have with Chico Unified are committed to working together to ensure the continued success of our after school programs.

CARD and Chico Unified School District (CUSD) have a partnership to provide after school programs at all Chico Unified elementary schools. CUSD is the main administrator of the programs and contracts with CARD to provide staff and support.

CUSD receives grant funding from the following sources.

• • • ELOP- Expanded Learning Opportunities Program- Funding from California Department of Education to provide after school and summer programs at no cost to families.

    • The After School Education and Safety Program (ASES) is the result of the 2002 voter approved initiative, Proposition 49.

Weekly ASP Meeting

• • • • Attended by CARD ASP Leadership, CUSD ASP Leadership, and CUSD site Coordinators

      • Google Meets or once per month in person meeting.

    • Recreation Coordinators will add items to the agenda, participate, leadership presence

• • • • Share great things you have seen at sites! (activities, clubs, program ideas)

      • Each month we will recognize a Site of the Month. Prepare to have site of the month ready every start of the month

  • Share experiences/methods/lessons/change between sites. (Ex: one site combined snack and reading, then Coord shared this with other sites and others have implemented this which has been successful)

Communication with Kalyn

• • • • You are a liaison between sites and admin. Communicate regularly with Kalyn and Stephanie.

      • Contact Kalyn with any site observations or concerns regarding program 

      • Check in prior to weekly Zoom meeting about agenda items. 

      • Weekly check ins about programs 

Supporting Peer Rec Coordinators

• • • • Staff coverage and finding subs

      • Site parties and equipment check out 

      • Coordinator time off- support each other's sites

      • Have CUSD coordinators keep communication when they miss so rec coordinators can support

Daily Site Visits

Every afternoon, Recreation Coordinators will visit at least one site. Coordinators may use a CARD vehicle to drive between the CARD Office and schools. If no vehicle is available, personal vehicles may be used and mileage reimbursement can be submitted. 

• Mileage reimbursement location: Documents and Forms/Finance/Mileage Report Log (2025) 

• CARD Vehicles (Dodge Caravan and Nissan Altima)

  • • Check out a vehicle by using Outlook "District Vehicles" calendar.

    • Binder with key is found behind front desk. Binder contains fueling instructions and insurance info.

    • Always keep at least a half tank of gas in the vehicle.

What does site support look like?

Supporting Recreation Leaders

• • • • Check in with new staff as they are placed at programs through out the school year 

• Check in with subs who are scheduled at your sites

• Support staff with activity planning 

  1. • Site Coordinators will share if staff are not meeting planning expectations. You will coordinate conversations between the Site Coordinator and Recreation Leader to review expectations. 

     • Help Leaders with creating robust activity plans

• Being present at sites- modeling expectations or ways to do things better- sometimes you visit and don’t realize how much they need you. 

• Coach staff- Send time each week with every CARD employee. Check in with CUSD Coordinator to find out which staff are needing additional support. Check in with Leader to understand what they think is going well and what they are struggling with. Ask what ways they could use additional support and spend time observing and coaching them. Update the Site Coordinator after observations and coaching.

• Pay attention to what subs work well at which site. Not all staff perform the same under different supervision. 

Supporting Site Coordinators

• • Spend time at each of your programs every week. 

  • Learn the schedule at each program and offer and advice from your outside perspective on how things can run smoother. 

  • Provide resources to site Coordinators for program structure, staff expectations, creating a site identity. 

  • Be a sounding board for site Coordinators- help them work through situations involving staff, behaviors, scheduling, program ideas

  • Bring out equipment check out items

  • Communicate with CUSD Coordinators when you will be coming to the site. It helps prepare them for conversation and sharing any program questions or concerns. 

  • When at the site:

    • Grab walkie talkie if available and support site as needed throughout the day

    • Check in with Coordinator about CARD staff and identify leaders who may benefit from additional support. 

• Assist with and support staff with behavior management. Learn which students are frequently having behavior concerns. 

Coverage Expectations

There will be times that a site may have multiple subs or there aren't enough subs available to cover staff off for illness. The Recreation Coordinator is expected to support their sites on these days by checking in, asking how they can help, and sometimes even stepping in as a Rec Leader for the day.

Rec Leader Steps to Take Time Off

1. Secure a substitute

2. Tell the site supervisor (CUSD Coordinator)

3. Fill out the Absence Tracking Sheet

Planned Time Off

• What we tell staff: If time off is needed, it is the sole responsibility of the employee to make sure their shift is covered by finding a substitute. Time off will not be granted without a substitute. 

• The reality: Staff will call you stating they need a day off (not for sick reasons) and they can't find a sub. You will then help them find a sub. If no subs are available, you can tell the staff they need to be at work. 

Sick Time Off

• What we tell staff: If time off is needed due to illness, you must speak with a Recreation Coordinator at the CARD Office no later than 11:00am on the day you need off. You must speak to a Coordinator, not just leave a message. The Recreation Coordinator will provide you with support for your day off due to illness.

• If staff are sick, we cannot required them to find their own substitute. Instead, the Rec Coordinator will get them covered.

Sub Availability Calendar

An ASP Recreation Coordinator will manage the Sub Availability Calendar in the ASP Google Drive. This entails the following:

• Add dates to the calendar. Keep 3-4 weeks open at a time.

• Each day you will transfer the previous day's info for subs to the Absence Tracking Sheet and make sure both documents match. You will then delete the previous day from the sheet. 

• Weekly Texts 

  • • Send individual texts (no group texts) to subs to ask them to update their availability

    • Example text- "Hi CARD substitutes! This is Katie at the CARD Office. I have added more dates on the Sub Availability Calendar. Please fill out all days with either the times you are available to work or an "X" if you unavailable. If you do not know your availability yet, please put on “X” on each day and then update it once you know your schedule. Thank you for keeping this updated! Here is the link to the Sub Availability Calendar (Insert Link)."

• Daily Updates

  • • If a sub is missing time on a day, contact them and ask them to fill it out. 

    • If you know someone is subbing and they haven't changed their availability, ask them to do it or do it for them.

• If a sub refuses to fill out their availability or you have to constantly remind them, let Steph know so she can review expectations with them.

• If subs aren’t responding to contacts for subbing, let Steph know.

Absence Tracking 

Site staff will complete the Absence Tracking sheet when they schedule a sub. The Recreation Coordinator will keep this sheet updated with staff info and dates. 

Recreation Coordinators will:

• • Ensure anytime a staff member takes a day off, the sub is indicated on the Absence Tracking sheet. Reach out to staff that do not update this sheet to remind them of the expectation. 

  • If staff do not have a sub, indicate "no sub". 

Sub Info Folder

Recreation Coordinators will ensure that their sites' sub notes are up to date in the Sub Info folder in the ASP Google Drive. 

Sub Evaluations

Site Coordinators should complete Sub Evaluations when someone subs at their site. These evaluations will help us understand their performance, identify subs in need of coaching, and help determine future placements for the subs.

https://forms.gle/EmCA6VLqGNHh7FVr5 

Timesheets

• Ensure that each staff member has times on all days they were scheduled. If a staff member doesn't have time on a day they were scheduled to work, check the Absence Tracking sheet to see if they had the day off. If so, check the sub's timesheet to make sure they have hours that day. 

• Check timesheets a few times a week and contact staff who are missing punches. 

• Ensure staff are working their scheduled hours. This includes not clocking in early or staying late without permission. Refer to the staff list for scheduled hours. 

• Send reminders to staff when a time period is closing. 

  • • Example: "Hi "School" team!  Just a reminder, today is the last day of the pay period and your timesheet must be complete by the end of the day. Please view your timesheet, make sure all times are accurate, and add an missing times with a note. Please make sure you clock in and out today from program. Thank you!"

NEW WHEN I WORK INFO

• Yellow means employee edited time- this must be accompanied with a note explaining

• Hi Team! We've been getting asked about submitting time off for past dates. At this point, the software will not accept a time off request from an employee for a date that has already passed. In this instance, please use the NOTE feature on your timesheet to leave a message for your supervisor indicating the following info for them to submit the request on your behalf: DATE, TYPE OF TIME, HOURS. All this info is necessary, so make sure you include it all. It's helpful to let you supervisor know you've left a note like this as well! Thanks for your cooperation and participation in this transition! :) 

Welcome Boards

• • • Welcome Boards are posted at each site and have photos of all employees at the site. CARD provides the boards and photos. When staff change throughout the year, Recreation Coordinators will keep Welcome Boards updated.

    • Welcome Board picture template is located: ASP - Documents\General\ID badges

    • Print in color on CARD stock. Insert card stock in Multi Purpose tray before printing. 

    • When ready to print- Print in color. Select paper source and use Multi Purpose Tray in the print dialog. Select Print. 

    • Include pictures for all CARD staff, CUSD Coordinators, Kinder Leads, and Attendance Clerks. 

Site Budgets

• • • Each site receives a site budget for the year. The Rec Supervisor will set up the spreadsheet in the ASP Staff Google Drive in the Site Supervisors folder. The budget is calculated at $2 per CARD enrolled student per month. This total is evenly divided between the 12 sites.

    • Sites will use this budget for items that Chico Unified cannot purchase. (ex: pizza for a group party

    • Anytime Rec Coordinators make a purchase for a site, they will add the purchase to the Site Budget spreadsheet. 

Equipment Check Out

Items available for sites to check out are listed in the Equipment Check Out document in the ASP Staff Google Drive in the Site Supervisors folder.

A Recreation Coordinator will:

• • • Create calendar for the school year in the Equipment Check Out document.

    • When a month ends, hide the sheet.

    • Check calendar weekly and communicate with sites when they reserve equipment to find out if they would like you to deliver the items or if they will be picking them up.

    • Weekly, ensure all items have been returned, are in working order, and are put away nicely.

    • Restock items as needed.

    • Update pictures and check out items as needed.

Valley Oaks 

Each month, Jordan will give you Valley Oak certificates to take to your sites. When you drop them off,  you will pick up the completed month's certificates. Prior to leaving the site, you will ensure the forms have been completed accurately. This includes having all days filled out and the parent has signed the bottom. If anything is missing from the parent, highlight areas to be completed and keep the certificate at the site for completion.  

The deadline for you to turn certificates in to Jordan is the 8th of each month.