As part of the contract agreement, vendors leading programming must develop a school-specific collaboration plan with each school they partner with (not applicable to staff training vendors). The plan is an opportunity for school staff and vendors to establish a shared program vision, systems and procedures, and clarify vendor and school expectations. The collaboration plan document can be found HERE.

*note: SDP-staff led programs do not require a collaboration plan

Vendors must submit facilities requests for all spaces that will be used in a school, using the District’s Facilitron system. Registering these requests allow facilities to ensure adequate staff are available such as, building engineers, cleaning staff, etc. Once spaces, start and end times have been established by the school and vendor (using the collaboration plan), vendors should submit requests. Facilitron can be accessed HERE.

Please follow the mandatory grants compliance protocols below:

• Vendor led programming
  • Vendors will need to complete the School-Specific Collaboration Plan prior to the start of after school programming
  • Schools and vendors will use the COS Vendor Led Teacher-Student Attendance Log
  • Save completed attendance logs in the vendor specific digital vendor folders and hard copies in a manila folder for collection
  • Vendors will complete the attendance counts document in the digital vendor specific folder each week
  • Vendors will complete attendance logs and counts to avoid delay in invoice processing.
• Staff Training Programming
  • Vendors will follow all during training attendance protocols outlined in this document
  • School staff will use the  COS ARPA ASE Teacher-Student EC Attendance Log

After School Enrichment Vendor Invoicing Process 

1. Invoicing occurs on a monthly basis based on student attendance counts and additional direct/indirect costs.
2. Upload invoices to digital vendor folder.
3. Email afterschoolenrichment@philasd.org, notifying the ASE team that an invoice has been submitted. Indicate the PO number at the top of the invoice and ensure that the number of students and associated costs are clear.

An example can be found HERE

Staff Training Vendor Invoicing Process 

1. Invoicing occurs on a monthly basis.
2. Divide any annual support costs (i.e. technical assistance) into monthly installments.
3. Material costs can be billed in full at the point of distribution.
4. Training should be billed using a per training cost at the time training occurs.
5. Bill startup costs during the first month of invoicing.
6. Upload invoices to digital vendor folder.
7. Email afterschoolenrichment@philasd.org, notifying the ASE team that an invoice has been submitted. Indicate the PO number at the top of the invoice.

An example can be found HERE

For more in depth instructions please follow THIS guide.

A school will identify a School-Based After School Enrichment Coordinator to act as a liaison to the vendor organization and school staff, as well as facilitate all necessary paperwork.

Principals will use the approved Job Opportunity to solicit interest and select a candidate(s) from their school community. A 1-pager that outlines Coordinator responsibilities can be found here.

Schools may recruit 1-3 candidates for the Coordinator role, who can serve in the position on different days of the week. Only one individual per day should fill this role. This cannot be the same individual that is coordinating paperwork under ARPA learning support (i.e. employees cannot be paid for two roles at the same time). To learn more about ARPA Funding and After School Enrichment click HERE.

School-Based After School Enrichment Coordinators must complete THIS form daily to track sign-in/out time for payment.

Staff Attendance for Staff Led After School Enrichment:

• During Trainings (In Person): Staff will sign in and out using the approved teacher attendance log each day training occurs. Save scan of completed logs and a daily agenda in the vendor specific google folder as “[Vendor Name]_Training Attendance_[Date]”. Vendor delivers hard copies of logs to the School District Central Office.
• During Trainings (Virtual): Staff will fill out this Attendance Log after the end time of each session. Vendors will save each day’s Zoom reports and ensure it includes staff member SDP email addresses,  time-in and time-out. Save Zoom reports and corresponding agendas in the vendor specific folder.
• During Program Implementation: Record daily attendance using the COS ARPA ASE Teacher-Student EC Attendance Log that corresponds to the group of students being led. Save scanned copies of logs with the title “[School Name]_Attendance Log_[Date]” and upload to the “Staff Led Clubs Attendance Folder” by the staff member.  Hard copies of logs should be saved by club leader each week for collection by COS staff.

Staff Attendance for Staff Supporting Vendor Led Programming:

• School Based Coordinators: Complete THIS form daily to track sign in/out time.
• Behavioral Support Liaisons: Fill out the employee sign-in and sign-out line on the COS Vendor Led Teacher-Student Attendance Log  for the group of students supported. School-Based Coordinator will upload logs each week to the vendor attendance folder. Save hard copies of attendance logs in a manila folder for collection.

All vendor staff members working within a school building must have the following clearances:

• PA Child Abuse History Clearance
• PA State Criminal Record Check
• FBI Background Check with Fingerprinting
• Completed Act 126 training certificate

All Information about the vendor clearance process can be found HERE.

Student Attendance during Vendor Led Programming:

• Record student attendance each day using the COS Vendor Led Teacher-Student Attendance Log (mandatory).
• Student name, ID and grade should be pre-populated into the form.
• Students just need to provide their signature and record their “time in”.
• Save a scan of the completed logs with the title “[School Name-Vendor]_ Attendance Log_[Date]”.
• Leave Section A blank.
• The School-based coordinator will upload attendance logs each week to the vendor’s attendance folder.
• Email afterschoolenrichment@philasd.org to gain access to the vendor folder if you do not already have it.
• Save hard copy student attendance sheets in a manila folder for collection.

Student Attendance during Staff Clubs (by staff trained by approved vendor):

• Record student attendance each day using the COS ARPA ASE Teacher-Student EC Attendance Log(mandatory).
• Student name, ID and grade should be pre-populated into the form.
• Students just need to provide their signature and record their “time in”.
• Save a scan of the completed logs with the title “[School Name-Staff Name]_ Attendance Log_[Date]”.
• Leave Section A blank.
• The staff member will upload attendance logs each week to the “Staff Led Clubs Attendance Folder” .
• Email afterschoolenrichment@philasd.org to gain access to the folder if you do not already have it.
• Save hard copy student attendance sheets in a manila folder for collection.