Program Closure Dates
Planned Program Closure dates are allowable three times yearly for the purpose of lead agency Professional Development. Look below for direction on communication, requirements, FAQs and forms related to closure dates.
Communication steps for planned program closure:
1. Notify families in advance by adding the dates to you expanded learning program school year calendar.
2. Notify site administrator or Principal and the Expanded Learning Office
3. Fill out this google form to let the Expanded Learning Department know that you will be closing your program.
4. Send reminder to families at least 72 hours in advance. Include your After-School Program Manager on this communication.
5. Post signs on campus several days leading up to program closure so families will get extra reminders.
6. Upload proof of your PD (agendas, etc.) to your site's Program Closure google drive folder.
Unplanned Program Closure Dates can be a result of natural disasters, violence on campus, and many other emergency situations. Below is language provided by CDE that explains how to provide proof of these types of program closures. Once you have collected the appropriate evidence, please send it to your Program Manager. If these types of closures immediately affect the safety of students and/or staff on campus, please review this Crisis Response Protocol document.
Summary––The EC allows programs attendance credit when ELPs cannot operate due to natural disaster, civil unrest, or imminent danger. Previously, these Attendance Relief Requests had to be approved by the State Board of Education. AB 2615 revised the language to allow the CDE (acting through the EXLD to approve such requests.
Q–Can a program receive credit for attendance when it is closed temporarily due to a natural disaster, civil unrest, or imminent danger to pupils or staff?
A––The EC allows programs to temporarily close due to a natural disaster (i.e.- earthquakes, fires, floods), civil unrest (e.g., riots, massive strikes, public disturbances), or imminent danger (e.g., gas leaks, bomb threats, or any other circumstances requiring immediate evacuation of students and staff due to potential safety reasons), to pupils or staff. In order to receive attendance credit for closure, grantees are required to submit an Attendance Relief Request Form to the Expanded Learning Division (EXLD) with evidence that justifies the closure of the program. Upon acceptance of that evidence, the EXLD will apply the program’s annual average daily attendance (by calendar year) to the days the program was closed due to the natural disaster, civil unrest, or imminent danger to students (EC Sections 8426(j) and 8482.8(c)-(e)).
To receive attendance credit, programs must complete and submit EXLD’s Attendance Relief Request Form and provide one or more of the following as evidence:
● Request for Allowance of Attendance (form J-13A)
● School or district Web site announcement
● Copy of board minutes citing the closure
● Newspaper articles mentioning the natural disaster and its effect on the community
● Letter to parents or letter certifying closure signed by the superintendent or principal
● Programs that fail to submit the required documentation by January 31 for closures during the previous calendar year will not be allowed attendance credit.