2016 Summer Dreamers Academy Activity Provider Meeting

Agenda

• PPS Structure & Staff • Introductions• Program Overview• Available Technical Assistance• Daily Schedule• Enrollment & Outreach• Writing Component• Weekly Updates & E-Newsletters• Contracts & Invoicing• Clearances & Insurance• Due Dates & Next Steps• Q & A

PPS Structure & Staff

• Christine Cray• Director of Student Services Reforms

• James Doyle• Coordinator of Out-of-School Time

• Kristen Frankovich• Program Assistant

• Asia Mason• Program Assistant

• Tylor Hart• Program Assistant

• Interns• Jeremy Frazier• Joshua Hardaway

Introductions

• Please share your• Name• Organization• Summer Dreamers Activity• 1 thing you are excited about

this summer!

Summer Dreamers Academy Program Overview• The fun of summer camp plus the academic

benefit of summer school.• Increase achievement• Generate excitement about learning• Build confidence• Develop perseverance

ACHIEVEMENT GAP

Program Model• Inspires a positive culture of fun and

authentic learning and builds 21st Century skills through:

Morning Academics• ELA – 90 minutes• Math – 90 minutes• Certified expert PPS instructors

Afternoon Activities• Proposed by you!• Experts in the field designed to promote

exploration of a new topic over 27 days• Sparks interest to continue to develop/explore

in area after Summer

• Site leader

1 Camp Director

• Oversee attendance and logistics

1 Operations Manager

• Support attendance and logistics

2 Operations Assistants

• Provide coaching support & PD to academic teachers

1 Curriculum Coach

• Coordinate with activity providers

1 Activity Specialist

• Coordinate behavior management

1 DREAM Coach

• AM Academic Teachers• PM Activity Teachers• Full day Teachers• Camp Coordinators• Nurse• Security Guard

Other Site Staff

SDA 2016 Site Staff Model

• Custodians• Food Service Workers• Central Office Curriculum Coaches

• Central Office Camp Operations Manager

• Activity Provider Staff

2016 Camp Directors & Activities Specialists• Camp Carmalt

• Stephanie Theuret, Director• April Franklin, Activity Specialist

• afranklin1@pghboe.net • Camp King

• Tracy Calhoun, Director• Starr Macklin, Activity Specialist

• smacklin1@pghboe.net• Camp University Prep

• Andrea Brown, Director• Yitzchak Cowen, Activity Specialist

• ycowen1@pghboe.net

Mandatory Staffing Requirements

• Maximum 20:1 ratio, campers:adults• One of your staff members per classroom• One Activity Teacher per provider

organization• Camp Coordinators assigned based on

enrollment, to support programming and ratio

• Observation/feedback tool to support collaboration

Available Technical Assistance

• Expertise/capacity for staff training• Guidance on curriculum development &

lesson planning• Assistance with identifying outcome goals &

planning integrated data collection activities• Serving as a ‘thought partner’ to brainstorm

ideas for programming• Also – can share job postings if you are in

search of staff• Best practices that you can share with peers?

Daily Schedule

Time Activity

8:30 – 8:45 am Arrival & Breakfast

8:45 – 9:15 am All Camp Meeting

9:15 – 12:20 pm Morning Academics

12:20 – 1:20 pm Lunch & Recess

1:20 – 3:50 pm Afternoon Activities

3:50 – 4:00 pm Dismissal

Provider staff report at 12:15 pm and remain on-site until 4:15 pm

Enrollment & Outreach

• Enrollment open to any PPS student in the grade levels served

• Each school serving students in grades K-7 is allocated a certain # of program slots by grade level

• ~20% of program slots filled through ‘open enrollment’

• Preference to students most at risk for SLL

• ~80% of program slots filled by school recommendation

• Siblings accepted together

Enrollment & Outreach - Timeline• January: share structured information to guide schools

with decision making process & release general SDA application for families of children not selected through the principal recommendation process

• Mid-March: Receive decisions back from schools, begin to populate 2016 roster

• Early May: Apply ‘tiered admission’ criteria to general applicants, communicating admission decisions to these applicants, receive activity preferences from accepted youth.

• Mid-May: Disseminate school level SDA rosters and information about general summer program opportunities

• Mid May – Early June: Schools maintain communication with students enrolled to attend SDA

• Early Sept: SDA team shares out end-of-summer school level data to schools

Writing Component

• Goal - enhance academic connections with enrichment activities

• Flexibility• Choice within content, process and

product• Support

• Curriculum resources • Activity teachers• Curriculum coaches & activity

specialists

Weekly Updates & E-Newsletters

Weekly Updates• Monthly in April &

May• Weekly June 6 –

August 5• Template provided,

submit via e-mail• Aim to provide

feedback/response within 36 hours

E-Newsletters• Sent weekly starting

April 1st • Important updates,

information, reminders, deadlines, meetings, etc.

• READ THIS MESSAGE THOROUGHLY!

Contracts & Invoicing

• Implementation Plans + Budgets = Contract• Contract sent electronically• 3 hard copies with live signatures due back to

PPS• Updated invoice template (to be provided

electronically)• Lengthy approval process – allow for at least

3 weeks between submitting an invoice and receiving payment

• Aim for monthly or bimonthly invoicing – 1st and 15th of each month

Allegheny Partners for Out-of-School Time (APOST)Mila YochumDirector, Allegheny Partners for Out-of-School Time (APOST)(412) 456-6876 Mila.Yochum@uwac.org

Clearances - due by Friday 6/10

• ALL staff who will come into contact with campers must have the following three (3) clearances

• Act 34 (Criminal Record Check)• Act 114 (FBI Federal Criminal History)• Act 151 (Child Abuse History)

• ALL contractors & their staff are mandated reporters

• For returning partners, PLEASE do not rely on District to track staff clearances for your organization. All clearances for SDA staff should be submitted each year.

Insurance - due by Friday 6/12Providers will be required to submit proof of insurance for the minimums stated here. Provider shall maintain a minimum of $1,000,000.00 of General Liability insurance coverage and additional insurance coverage as follows:

A. Workers Compensation and Employers Liability:1. Workers Compensation: Statutory Limits2. Employers Liability: $100,000 Each Accident - Bodily Injury by

Accident; $100,000 Each Employee - Bodily Injury by Disease; and $500,000 Policy Limit – Bodily Injury or Disease.

3. Other States Coverage and EndorsementB. Umbrella Liability: $1,000,000 per occurrence combined single limit

for bodily injury (including death), property damage liability, professional liability, automobile liability and Employer's Liability excess of the underlying primary policies.

C. Additional Insured Status: The District will be added as an additional insured for the General Liability and Umbrella Liability policies under a Blanket Additional Insured Endorsement on the referenced policies.Please note, the OST team staff are not lawyers or insurance

providers. Specific questions regarding the insurance requirements should be directed to your organization’s insurance agent.

Due Dates & Next Steps• March 31st – Board vote on partners and contract

generation process begins• April 1st - First E-Newsletter• April 8th – Contracts sent to partners for signatures• May 2nd: Camp Carmalt Walkthrough• May 3rd: Camp University Prep Walkthrough• May 4th: Camp King Walkthrough

• By May 15th

• Final program curriculum due• Final connected writing project plans due• Roles & responsibilities for District Staff due

Due Dates & Next Steps - cont• By June 10th

• Employee roster due• Staff clearances due• Proof of insurance due

• June 23rd – Activity Provider Site Staff Training• June 23rd - Summer Dreamers Night Out!

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Questions?

James Doylejdoyle1@pghboe.netOffice: (412) 529-3926