New Mexico - Public Education Department

Standard Operating Procedures Manual
Form: Description: Action Step:
Deliverables Calendar FY18 The Deliverables Calendar outlines all required deliverables throughout the academic year and also provides an overview of technical assistance offered at the state level. Review this calendar in order to join webinars and meet deadlines required by the grant.
EZReports Set Up Checklist When setting up EZReports each year, this checklist outlines nine items that must be reviewed for accuracy at the subgrantee level, and 16 items that must be reviewed at the learning center level. Use this list to ensure accurate set up of the EZReports database each year.  All databases should be set up no later than three weeks following program launch.
Program Assurance Forms Program Assurances are completed annually.  These assurances outline grant expectations. Upload completed Program Assurances to the EZReports database by the date provided in the current Deliverables Calendar.  Program Assurances are part of the Program Launch Documents.
Subcontractor Assurance Form 21st CCLC funds may be used to enter into subcontracting agreements for the provision of 21st CCLC program activities that are beyond the capacity of the subgrantee. Funds for services provided by subcontractors typically include direct instruction for students, professional development for instructors, and evening learning sessions for families.

A PED-approved Subcontractor Assurance Form MUST be on file for every 21st CCLC subcontractor.
Email a scanned, signed subcontractor assurance form to the 21st CCLC Program Coordinator along with the organization's "good stating" status certificate, searchable and printable from the NM State Secretary website.

If the subcontractor is not registered with the State of New Mexico, please send a brief explanation, providing justification why the subcontractor isn't registered with the state, in place of the good standing certificate.
Family Handbook Documentation This deliverable is part of the "Program Launch Documents." The linked file outlines expectations for family handbooks at each learning center. Following the instructions provided in the linked file, insert the current Family Handbook(s) into the appropriate worksheet, complete a review rubric for the handbook(s), and upload the file to EZReports.   This action step should be completed for each learning center each year.  Reference the current Deliverables Calendar for a due date.
Team Member Handbook Documentation This deliverable is part of the "Program Launch Documents."  The linked file outlines expectations for 21st CCLC team member handbooks at each learning center. Following the instructions provided in the linked file, insert the current Team Member Handbook into the appropriate worksheet, complete a review rubric for the handbook, and upload the file to EZReports.   This action step should be completed for each learning center each year.  Reference the current Deliverables Calendar for a due date.
Surveys
a. Student Survey
b. Preliterate Student Survey
c. 21st CCLCTeam Member Survey
d. Teacher Survey (Spring Only)
Surveys are completed by students, families, and 21st CCLC team members twice each year.Traditional learning day teachers are asked to complete surveys at the close of the spring semester. Each semester, online links will be shared with program directors for survey completion.  Please only use hard copies if the internet isn't available at a learning center.  Traditional learning day teacher surveys will be emailed directly to teachers via the EZReports database. Reference the current Deliverables Calendar to identify when the survey links open and close each semester.
Communication Documentation This file outlines procedures for submitting communication documentation throughout the academic year. Use the linked file to document the provision of equitable services for nearby private schools each fall. Use this same file to store and review learning center newsletters, distributed each semester. Update and upload this template to EZReports by the dates provided in the current Deliverables Calendar.

Observation Form

 

Observation Notes

Observations should be completed for each learning center each semester using the linked Observation Form.If you would like to use a structured format to take notes during a site visit, feel free to printout the Observation Notes document. The program director must observe three activities at each learning center each semester. The observation data should be submitted to the PED using the linked Observation Form.  Update and upload this template to EZReports by the dates provided in the current Deliverables Calendar.
Program Partnerships This guide document outlines procedures for recording partnerships with volunteers and subcontractors in the EZReports database. Review the Program Partnerships document to ensure partnerships have been successfully recorded in the EZReports database by the due date listed in the current Deliverables Calendar.  Program partnership documentation is part of the Spring Start-Up deliverable.
Sustainability Plan This template should be completed each year, as subgrantees work toward sustainability during the current four-year funding cycle. Complete the table for current fiscal year within this plan. Update and upload this document to the EZReports database by the date provided in the current Deliverables Calendar.  The Sustainability Plan is part of the Spring Start-Up deliverable.
Semiannual Report This template contains both the Spring Action Plan and the Continuation Report. This template should be updated and uploaded to the EZReports database twice each year, once at the close of the fall semester, and again at the close of the spring semester. Use the "GRADES" template for learning centers that record and track student academic growth through report cards. Use the "ASSESSMENTS" template for learning centers that record and track student academic growth through district selected short-cycle assessments. During FY17, the tabs, "Fall 2016" and "Spring Action Plan (FY17)," should be completed and uploaded to EZReports by February 17, 2017. The tabs, "Spring 2017," "Continuation Report (Year II)," and "Inventory (FY17)," should be completed and uploaded to EZReports by May 19, 2017.

Questions?

Michelle Vignery
21st Century Community Learning Centers State Coordinator
120 S. Federal Place, Rm 206
Santa Fe, NM 87501
Phone: 505.827-1592 Fax: 505.827-1826
Email: michelle.vignery@state.nm.us

 
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