Agency Expectations

• 85% Average Daily Attendance. Most successful sites over enroll in order to hit that mark.
• 20:1 Student/Teacher ratio (10:1 for TK/K classrooms)
• This is a full day program; students should attend at least 6 hours, and can elect to stay up to 9 hours for before/after care.
• Agencies will work with hub and feeder schools to support the recruitment process
• Culminating Event: Student-led showcase of student learning for family, community, and district leaders to attend.
• Family Orientation: to be held in Spring for families and students.

• Please see the calendar for this year's program dates.
• Expanded Learning Grant Funded programs must operate for 9 hours (i.e. 8:30 - 5:30). Direct service can be conducted by a combination of district teachers and lead agency staff. Students should attend for at least 6 hours, and families can opt in for up to 9 hours for before/after care.
• Programs should offer 5 weeks of programming.

Every student in the summer program must receive:

• Enrichment: 180 minutes daily for every student in summer program.
• Physical Activity: Minimum of 30-60 minutes daily of moderate to rigorous physical activity for every student, in the form of cooperative games.
• Educational Field trip: All programs must offer at least one educational field trip for all students, connected to summer curriculum
• Community Building activities: daily for all students.
• Culminating Event: Family-friendly showcase of student work/demonstration

OUSD will provide summer curriculum and professional development to support these required program components (detailed below).

• Complete summer program planning tool, budget, and comprehensive summer schedule; submit all requested contract documents in a timely manner by the March deadline. See this page for more details.
• Submit two summer invoices: 50% of contract amount on June 30 to cover start-up costs, pre-summer trainings, material purchases, etc. Second invoice submitted after last day of summer program to reflect actual expenditures
• Maintain summer program documentation for 5 years for auditing purposes
• Hire summer staff contingent on summer enrollment numbers; reduce staffing and program plans/expenditures based on attendance data at end of 1st week
• Reduce summer expenses as appropriate if enrollment numbers do not warrant full contract amount; contract reductions will occur if first week summer attendance numbers fall significantly below attendance target.

• Attend attendance training at the beginning of May; set up summer activities according to directions
• Utilize daily sign-in/out sheets; ensure that all attendance sheets are completely and accurately filled out, including sign in/out signatures and times, and early release codes
• Take summer attendance daily. 

• Submit summer end invoices to the After-School Programs Office as soon as possible.
• Accurately complete summer-end fiscal expenditure report describing actual use of contracted funds
• Submit electronic copies of all summer attendance records (i.e. daily sign in sheets) to the OUSD Expanded Learning Office. 
• Complete OUSD summer-end evaluation Survey Monkey
• Attend summer-end debrief with OUSD summer planning team in October

Summer Trainings vary from year to year. Some combination of SEL, STEM, Career, PE, Outdoor Ed, Visual and Performing Arts, Literacy trainings will be offered the week before summer programming begins in June. Please see our calendar for the most updated line staff training offerings.

Each agency that receives Expanded Learning grant funding is required to attend the Summer PLC Mtg. The summer site coordinator and the agency director who will be directly supervising and supporting summer programs will be expected to attend all summer meetings that pertain to their roles. The goal of the PLC meetings is to foster collaboration and get the most out of the planning time.