Slides from meeting in spring 2016 with activity providers as we gear up for 2016 Summer Dreamers Academy with Pittsburgh Public Schools

1. 2016 Summer Dreamers Academy
Activity Provider Meeting

2. 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

3. 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

4. Introductions
• Please share your
• Name
• Organization
• Summer Dreamers Activity
• 1 thing you are excited about this
summer!

5. 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

6. ACHIEVEMENT GAP

7. 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

8. •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

9. 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

10. 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

11. 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?

12. 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

13. 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

14. 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

15. 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

16. 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!

17. 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

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

19. 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.

20. Insurance - due by Friday 6/12
Providers 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 Limits
2. 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 Endorsement
B. 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.

21. 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

22. 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!

23. 23
Questions?
James Doyle
jdoyle1@pghboe.net
Office: (412) 529-3926