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NYS TARC Newsletter—September 2024

Updated: Aug 26



Jump to section: NYSED News/Updates

 




Important Reminders from the NEW '24-'25 21st CCLC Timeline:

Ensure School Age Child Care (SACC) Registrations are current and sent to NYSED and

TARCs before programming can begin.


Fall-Commencing Programs: Convene 1st Advisory Board Meeting/Kick-Off. Invite all

stakeholders, including school administration, all program partners, parents, evaluator, age appropriate students, educational liaisons, and all other community stakeholders. Purposes:

Comprehensive Planning and creating/clarifying mutual agreements. Topics might include

scheduling, roles, norms/expectations for engagement, communication, collaboration. See

Advisory Board memo and Advisory Board documents for more detail.


Engage in 1st Internal Improvement Cycle Session. Use the Quality Self-Assessment

(QSA) Tool to guide the process of identifying measurable targets/goals, practical ways of

tracking progress, indicators of success to look for. Additional information about the QSA


Begin fall programming.


Attend the regional Local Evaluators’ Network Forum/Meeting, offered as part of the TARCs’ Fall Conferences. (See PD/Events section below for upcoming dates and registration links.) Recommended for Local Evaluators and Data Managers to receive policy updates, to engage in clarifying discussions about evaluation and reporting requirements, to share/exchange resources, tools, and insights about data collection, progress reporting, and measuring program outcomes/impacts.


Attend the required, in-person Fall Conference. For additional details, visit

  • Rest of State Fall Conference September 13, 2024, at Binghamton University Main Campus (Optional Meet & Greet September 12, 5-7 PM).

  • New York City PLEASE NOTE DATE AND LOCATION CHANGE:

    Fall Conference October 1, 2024 at The Interchurch Center 1 Claremont Avenue, New York, NY, 10115


Attend/participate in Lights on Afterschool, the nationwide event organized by The Afterschool Alliance to celebrate after-school programs and call attention to their value. October 24, 2024.


Convene 2nd Advisory Board Meeting. Include all stakeholders. Topics might include

review of initial program implementation efforts, enrollment/participation, family engagement plans/activities, staff development plans, internal improvement cycle/QSA process.


Participate in the 1st Evaluator’s Site Visit, conducted by the Local Program Evaluator.

This is an opportunity to open the program to the observation of the partnering evaluator,

collaborate to track progress indicators, and to receive valuable, actionable feedback about

program implementation. Summary findings from this visit can inform the continuous

improvement cycle and communicate progress updates to staff and stakeholders.


Update the Evaluation Plan and Logic Model/Theory of Change, as needed.


Review the Who's Who in 21st CCLC chart and inform your Resource Center of any staffing changes.


Local Evaluators: Complete Annual Evaluation Report (AER; MS Word Document) and accompanying Evaluation Plan & Results Tables (MS Excel Workbook) and send them to the Program Director and NYSED by September 30. Obtain student outcome data from districts as needed for local objectives. If these records cannot be obtained in time for the AER deadline, please submit outcome information in an addendum.


Submit 2023-2024 Final Expenditure Reports (FS-10-F) to Office of Grants Finance by September 30, 2024. Recommended in Excel; please enable macros.  




 

 EZReports Guidance


REMINDERS:

  • In the new 24-25 system, any students who were registered for the Summer program that will also be participating in the school year program will need to be registered again under the school year 24-25 program.

  • If you missed the August EZReports training, you can access the videos by clicking the support tab on your EZReports homepage.




 

PD/Events


21st CCLC Technical Assistance Resource Center: ROS

SEPTEMBER 12TH AND 13TH: FALL CONFERENCE (ROS TARC)

Get ready for an inspiring autumn event! Our upcoming Fall Conference promises to be action packed with a dynamic lineup of sessions and workshops. We’re thrilled to announce our guest keynote speaker: Barry Chaffkin, CEO Fostering Change for Children.


For a preview and updates, follow us on Instagram @nys21stcclcrc


Logistical Details listed below!

As a reminder ATTENDANCE IS MANDATORY FOR ALL PROGRAM MANAGERS. Fiscal Coordinators, Evaluators, Data Managers, Site Coordinators, and other program staff are encouraged to attend. 



EVENT DETAILS:
Date, Time, and Location: 

September 12th (Optional Meet and Greet 5-7pm, Pasta Dinner served 5-6pm)

[Endicott Johnson Room]


September 13th, (Full Day Conference 8:45am - 3:45pm)

Binghamton University Old Union Hall, 4400 Vestal Pkwy E. Vestal, NY 13850

[Check-in, Mandala Room]


REGISTER NOW to help streamline our planning and coordination efforts for a more efficient conference implementation.


 

21st CCLC Technical Assistance Resource Center: NYC

OCTOBER 1: FALL CONFERENCE (NYC TARC)

PLEASE NOTE DATE AND LOCATION CHANGE: The New York City TARC is excited to announce the upcoming 21C Fall 2024 Conference, which will be held on October 1, 2024 at The Interchurch Center 1 Claremont Avenue, New York, NY, 10115. This mandatory, in-person event is specifically designed for all Program Managers, Fiscal Coordinators, Evaluators, and Data Managers. In addition, Site Coordinators, and other program staff are also encouraged to attend. We apologize for any inconvenience this change may cause and appreciate your flexibility. The new location offers easier access and we’re confident it will contribute to a fantastic event experience.


Rest assured, your original ticket(s) will be valid for the updated date and location. If you have any questions or need assistance, please feel free to reach out to us. Here is the event registration website.

EVENT DETAILS:
Date, Time, and Location: 
  • Date & Time: October 1, 2024 | 9:00 AM - 4:00 PM

  • Location: The Interchurch Center (61 Claremont Ave, New York, NY 10115)

  • Registration Deadline: September 17, 2024



 

These are non-required events that may interest you:

NYSED

  • The New York State Education Department has partnered with Cornell Cooperative Extension, Harvest NY to host the first-ever NYS Farm to School Summit with the theme: It Takes a Village; Cultivating Community in Farm to School on November 20-22, 2024 at the OnCenter in Syracuse, NY. Registration is NOW open!

  • The Summit will have sessions for all Farm to School stakeholders including farmers and producers, food service directors, educators, school administrators, and more! Sessions will be wide-ranging, and suitable for both beginners and experienced Farm to School participants.

  • A trade floor will be available with samples of local products, connection building, and resource sharing from support service organizations. Summit meals will feature Child Nutrition recipes that highlight fresh and local ingredients from across NYS.

  • This exciting event will increase the capacity of child nutrition program operators to purchase and serve local NY foods in their school meals programs and will offer ample opportunities for developing partnerships between schools and local farmers/producers. 

  • Visit the NY Farm to School Summit Event Webpage to register and to view the full Summit Agenda.



  • The Office of Early Learning will host Navigating PreK Day 2025 on May 8, 2025, in Albany, NY.

  • This will be a free, in-person professional development day for school administrators and business officials who oversee prekindergarten programs.

  • More information can be found on our Professional Development webpage.

  • Please contact the Office of Early Learning at OEL@nysed.gov with any questions.




 

NTAC

Featuring 21st CCLC NTAC events for very important professionals like you!
Sept. 4, 1 p.m. ET

Are you ready to transform your classroom into a hub of creativity and curiosity? Discover how to engage students with meaningful connections, explore new concepts through hands-on activities, explain ideas clearly to deepen understanding, extend learning beyond the classroom, and evaluate progress to ensure continuous growth. You’ll get practical strategies and examples that demonstrate how the 5 Es can drive academic success. Register now.


Sept. 12, 1 p.m. ET

In a world where many young people face significant challenges, understanding Adverse Childhood Experiences (ACEs) is crucial for fostering resilience. Join the 21st CCLC NTAC team to better understand the impact of ACEs on vulnerable youth. You’ll get insights into how these experiences affect development and well-being. You’ll also gain access to practical tools and resources. Register now.

 

Ongoing: Self-Paced Professional Development

The Resource Centers have partnered with Change Impact to offer a unique PD experience with Change Up Learning – an interactive online PD platform. Change Up Learning offers a variety of self-paced courses on relevant topics including Equity and Inclusion, Trauma-informed Practices, Positive Youth Development and more! These free courses are not mandatory, but available to support 21st CCLC subgrantees – and have been approved for New York State SACC credits. Create an account and access the growing library of courses by using the custom links below:


 

Resources



NYSED

MUST KNOW: Field Trip Memo

Beginning July 1, 2024, all subgrantees will need prior approval before embarking on any 21st CCLC-funded field trip using the Field Trip Request Form. Please submit your Field Trip form to EMSC21STCCLC@nysed.gov, thirty days prior to the trip. If considering multiple trips in a year, please use one form per trip. These forms can be found on our website on the  Forms and Guidance Page

Important Reminders: 
  • Field trips must be included in the subgrantee’s approved application or an approved program modification.

  • The field trip must be considered reasonable and necessary to meet the goals of the program.

  • All field trips must have an educational purpose.

  • Staff salaries may be paid out of the grant for the time spent on the field trip.

  • The cost for field trip transportation is allowable if it is reasonable and is part of the approved budget or budget amendment.

  • All State and local policies around safety and parental/legal guardian permissions must be documented and followed.

  • For overnight trips, time counted is not to exceed 8 hours per day.

  • Programs should track field trips in EZReports as a special event. You may want to name the special event with the location of the field trip.

  • Field trips may not be offered to selected students as an incentive for participation or reward for some other behavior or accomplishment

  • The cost for food while students are on the field trip is acceptable, if the cost is reasonable.

  • For additional guidance, refer to Financial Management and Allowability fact sheet, which includes Education Department General Administrative Regulation (EDGAR) §200.438 Entertainment Costs.

 

Title IX Amended Regulations Title IX Memo Final 7.30.24.pdf
  • The United States Department of Education (USDOE) recently released amended Title IX regulations which take effect August 1, 2024. 

  • The new regulations address discrimination based on sexual orientation and gender identity. 

  • To assist schools, USDOE has released a fact sheet, a summary of the major provisions of the final regulations, pointers for implementation, and a resource for drafting Title IX nondiscrimination policies, notices of nondiscrimination, and grievance procedures.

  • Schools and districts should consult with their legal counsel regarding their obligations under the new rule.

  • Please direct any questions to the Office of Student Support Services at StudentSupportServices@nysed.gov


Information Regarding Student Health Records Maintained by School Districts

 
National Technical Assistance Center (NTAC)

Stay ahead of the curve with top-notch resources and professional development opportunities! Visit National Technical Assistance Center (NTAC): to explore a wealth of tools and materials designed to keep you informed and up-to-date.

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School Mental Health Resource Training Center

The School Mental Health Resource & Training Center of New York State offers a range of comprehensive OST (Out-of-School Time) program resources designed to support students' mental health and emotional well-being. These programs provide targeted professional development for educators, administrators, and community partners, focusing on strategies for creating supportive environments and implementing effective mental health practices. Through workshops, training sessions, and resource materials, the center equips OST professionals with the skills to recognize mental health issues, foster resilience, and promote positive behavior among students. Check out their website to learn more!


 

The New York State Center for School Safety
Resources for Updating Safety Plans

Support in updating your District-Wide and Building-Level Plans

 

NYSED developed The Emergency Response Planning Video Series to provide information and resources to support your safety plan development.

 

Additional resources are available! Please see the Plan Development Resource Packet and visit our Safety Plans page for more information.

RESOURCES FROM THE READINESS & EMERGENCY MANAGEMENT FOR SCHOOLS (REMS) TECHNICAL ASSISTANCE CENTER

CLIMATE CONNECTION

Climate Connection is a series of briefs designed to provide information, resources, and practical strategies that link school climate and school safety. Please see the latest issue, June 2024, School Climate and Physical Safety, for a variety of low-cost or no-cost methods to collect data on your school’s physical environment.


 

Program Spotlights



Adventures at Sodus Central School District



We were delighted to welcome Alma De Mexico to our after school program on Thursday, March 28, 2024. Alma de Mexico specializes in music, dance, traditional Mexican crafts, and cultural presentations. Established in 2017 by Karla Slack, the Alma de Mexico Dance and Music Group captivated our students and staff with a deep dive into the artistry of folkloric dance originating from Mexico. Mrs. Edinger, our Family and Community Engagement Director, initiated contact with founder Karla Slack-Alcala, extending a warm welcome to Sodus. The dance workshop featured instruction in zapateado (footwork) and rhythmic exploration, leaving everyone eager for Alma de Mexico’s return to Sodus this summer.




This summer our girls at UUFSD were left inspired to begin some new ventures. We partnered up with a beauty school and our students were able to get a full hands-on experience with nails and hair. They’ve learned to color, cut, design, and style. 


They received prizes sponsored by the beauty school teacher to begin their own work at home.




The School Resource Officer (SRO), Christina Denniston, from Sodus Central School District visited our after-school program, providing a memorable and educational experience for our students. The SRO demonstrated vision-impaired goggles, offering students a unique perspective on the challenges faced by individuals with visual impairments. Following this engaging activity, our Family and Community Engagement Director, Nelly Edinger, facilitated a community-building circle where students shared their thoughts and stories about kindness. This experience not only educated the students but also fostered a sense of empathy and community within the group.



 

Global Kids' High School for Public Service (Project #8090) Summerbridge Program




As a culmination, the students walk the Brooklyn Bridge to "bridge" the journey from middle school to high school!


RIGHT: David Ramos, Career Coordinator, College & Career Programs, Youth Futures, SCS, and Mr. Dino Saurio: presenting for the Summer Bridge program



BELOW: Klaudia Barlikova, Program Assistant, College & Career Programs (C&C): Interviewed by the PBL (project-based-learning) interns of SYEP (Summer Youth Employment Program): for the MTA Research Project.




LEFT: Duvanka Cristostomo, Budget Manager, SCS: Interviewed by the PBL interns of SYEP: for the MTA Research Project





Photos submitted by Jacqueline Joseph Program Manager.





 

To be featured in an upcoming newsletter, submit your stories and photos here.


 


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