August or September

Review Components of FY 21, 21st Century Grant or Renewal Contract.

Use Position Descriptions in Toolkit and modify for positions as needed.

Recruit when agreement is reached with District & Principal, and lead community organization.

Program Managers should be assigned in the Ohio Education Educational Directory System (OEDS).

Licensing or Exemption must occur for new grantees. Licensing or new exemption must be in place for new or old grantees prior to opening. See Licensing & Exemption resources in Toolkit.

Purchase Curriculum & Supplies needed for opening face-to-face or remotely.

Begin Training or Set Up Training Dates needed for successful implementation. See Toolkit.

Work on Parent Handbook for new programs or updates to existing programs. See Toolkit.

Meet with Principal & Teachers to Identify Students for inclusion in enrollment for this fiscal year.

Communicate with Parent or Guardian of Students to encourage enrollment & registration.

Monthly Meeting with Local Partners, School Staff, District Staff. See Toolkit for Possible Agenda Template.

Plan for Snacks, food distribution for program.

Kits for students at home planned with delivery system as needed.

October

Continue Enrollment of students.

Ensure Licensing or Exemption is in-place, approved by ODJFS, ODE, or ODE Exemption.

Begin program in accordance with grant schedule. If new time frame is needed, check with ODE or send comment. Program must commence by date set by ODE for 21st Century.

Designate & implement process for Fidelity Checks. Program Managers should define process for fidelity checks & begin to implement monthly.

School Attendance should be monitored by the designated person. Interventions should be noted for students who are not attending--e.g. not participating in remote learning.

Program Attendance: Students should attend via afterschool as defined by program. Number of students attending per day should be noted in Learning Circles. See Toolkit.

Family Supports should begin to be offered, which might include connection to resources and Family Education nights/events. See Toolkit.

Parent Handbook distributed.

Logic Model is worked on with Evaluator. Fall benchmarks for MAP, DESSA, or families are collected per grant.

Monthly Meeting with Local Partners, School Staff, District Staff. See Toolkit for Possible Agenda Template. Sessions begin to address continuous quality improvement.

Building Leadership Team meetings include Program Manager.

Complete FER (Final Expenditure Reports) if you had a grant last year and submit to the Ohio Department of Education.

November

Logic Model Meet submission dates of ODE.

Fidelity Checks and Training occur.

Monthly Meeting with Local Partners, School Staff, District Staff. See Toolkit for Possible Agenda Template.

Progress Discussed Monthly includes school and program attendance, need for enrollment, fidelity issues, problems or successes with learning, benchmark data, formative data, etc. Parents & students should be part of this process.

December

Needed evaluation submissions for state or local evaluation are completed.

Logic Model due December 4th.

Compliance System Due: Fiscal & Program Information due on 12-18-2020.

Monthly Meeting with Local Partners, School Staff, District Staff. See Toolkit for Possible Agenda Template.

Progress Discussed Monthly includes school and program attendance, need for enrollment, fidelity issues, problems or successes with learning, benchmark data, formative data, etc. Parents & students should be part of this process. Data drives interventions.

January

Needed evaluation submissions for state or local evaluation are completed.

Winter benchmarks are completed.

Monthly Meeting with Local Partners, School Staff, District Staff. See Toolkit for Possible Agenda Template.

Progress Discussed Monthly includes school and program attendance, need for enrollment, fidelity issues, problems or successes with learning, benchmark data, formative data, etc. Parents & students should be part of this process. Data drives interventions. Info on grades and discipline as well as attendance.

February

Needed evaluation submissions for state or local evaluation are completed.

Winter benchmarks used for planning.

Planning for renewal applications commences. Training might be January or February

Monthly Meeting with Local Partners, School Staff, District Staff. See Toolkit for Possible Agenda Template.

Progress Discussed Monthly includes school and program attendance, need for enrollment, fidelity issues, problems or successes with learning, benchmark data, formative data, etc. Parents & students should be part of this process. Data drives interventions.

March

Needed mid-year evaluation are completed and submitted.

Planning for renewal applications continues.

Monthly Meeting with Local Partners, School Staff, District Staff. See Toolkit for Possible Agenda Template.

Progress Discussed Monthly includes school and program attendance, need for enrollment, fidelity issues, problems or successes with learning, benchmark data, formative data, etc. Parents & students should be part of this process. Data drives interventions.

April

Renewals are completed and submitted.

Likely month for Ohio State Tests to be completed.

Planning gears up for Summer. Activities and lessons are planned.

Monthly Meeting with Local Partners, School Staff, District Staff. See Toolkit for Possible Agenda Template.

Progress Discussed Monthly includes school and program attendance, need for enrollment, fidelity issues, problems or successes with learning, benchmark data, formative data, etc. Parents & students should be part of this process. Data drives interventions.

May

Planning continues for Summer. Activities and lessons are planned. Students targeted for summer.

Evaluation data DESSA, family survey, Spring benchmarks, etc.

Budget revisions submitted if needed.

Monthly Meeting with Local Partners, School Staff, District Staff. See Toolkit for Possible Agenda Template.

Progress Discussed Monthly includes school and program attendance, need for enrollment, fidelity issues, problems or successes with learning, benchmark data, formative data, etc. Parents & students should be part of this process. Data drives interventions.

June

Summer programs occur as noted in grants. Activities and lessons are planned. Students targeted for summer.

Close out of fiscal year expenses.

Monthly Meeting with Local Partners, District Staff. See Toolkit for Possible Agenda Template.

Progress Discussed Monthly for summer, including program attendance, fidelity issues, problems or successes with learning, formative data, etc. Parents & students should be part of this process. Data drives interventions.

July

Summer programs occur as noted in grants. Activities and lessons are planned.

Upcoming Year Planning continues. Anticipate renewal announcements. Data collected for summer evaluation.

Monthly Meeting with Local Partners, District Staff. See Toolkit for Possible Agenda Template.

Progress Discussed Monthly for summer, including program attendance, fidelity issues, problems or successes with learning, formative data, etc. Parents & students should be part of this process. Data drives interventions.

August

Training for upcoming year begins. New curriculum items purchased as needed. Enrollment might start for program operating from time of the beginning of the school year.

Evaluation from last fiscal year should be finalized in preparation for submission in September.

Progress should be made with Final Expenditure Report. State/federal evaluation data is being completed for submission.

Monthly Meeting with Local Partners, District Staff. See Toolkit for Possible Agenda Template.

Progress Discussed Monthly for the beginning of the year, including program attendance, fidelity issues, problems or successes with learning, formative data, etc. Parents & students should be part of this process. Data will drive interventions.