Introduction to the
Agency Input Pack
 The purpose of today’s training is to introduce you to
the Agency Input Pack which you will use to:
 A. Report your program’s attendance,
 B. Provide you with a summary of your attendance by
day and track,
 C. Allow you to choose the appropriate funding source
according to grant rules.

Data will be gathered in a workbook file called the Agency Input Track. This
is a Microsoft 2007 Excel file with three spreadsheet forms.
A. Quarterly Attendance Roster or QAR. An attendance input form
that is submitted monthly. Information is accumulated quarterly, so
that agencies can act on attendance trends.
B. The Quarterly Attendance Summary or QAS--serves as a guide for
administrators to prepare for summary funding decision making.
C. The Funding Form or FF. This is where cumulative attendance is
matched with funding by an agency administrator and is the basis
for the Beyond the Bell management report and invoice
generation.
Why we changing the attendance reporting
template
More efficient—We
now have many
schools with
multiple funding
Allows us to give
you management
reports & generate
invoices
Ensures compliance
so that funds are
spent within state
guidelines
Aligns with federal
& state reporting
requirements
Helps agencies track
progress towards
contract
benchmarks
Assists data
collection for
Evaluation
Attendance is
taken at the
school site
Staff responsible
for recording
attendance
record into
Quarterly
Attendance
Roster
Each month an
administrator
examines the
Quarterly
Attendance
Summary
If there is more
than one source of
funding
Administrator must decide which dates apply to
which funding source

How it is different from previous attendance keeping
template
◦ Attendance is now totaled quarterly so you will be able to make
changes and corrections up to 15 days after the quarter ends.
◦ Attendance is summarized on a daily basis. This allows you to
choose which funding source you wish to use. You no longer
need to tie the same students to a particular funding for an entire
month.
◦ By sorting student attendance by track, it allows you to
immediately identify off-track students attending your program so
you will choose the correct funding source.
◦ By not having a separate master roster and separate monthly
reporting pages, there should be far fewer attendance errors.
◦ Attendance and funding will be reported from all your schools on
the same file.
Quarterly Attendance Report (QAR)
Essential Information
Agency ID
/Agency
PLoc
27 BTB
1527
BST MS
1/2/1995
010295M055
Bates
Alan
27 BTB
1527
BST MS
2/3/1994
020294F017
Hollis
27 BTB
1527
BST MS
6/6/1996
60696F099
27 BTB
1527
BST MS
4/4/1995
27 BTB
1527
BST MS
27 BTB
1527
27 BTB
GR
TR
Start
Harry
7
C
7/6
Charlotte
Ann
8
D
7/9
Woodhouse
Rosemary
Dee
6
B
7/11
040495M043
Thorn
Damien
Eric
7
C
7/11
5/5/1996
050596F012
White
Carrie
Louise
6
D
7/12
BST MS
7/7/1994
070794F019
Borden
Lizzie
Mae
8
B
7/9
1527
BST MS
8/8/1995
080895M079
Kruger
Frederick
Luis
7
C
7/6
27 BTB
1527
BST MS
9/9/1996
090996M104
Calavera
Diego
Juan
6
B
7/16
27 BTB
1527
BST MS
10/10/1996 101094F102
Smith
Dynisha
NMN
6
A
7/13
1527
BST MS
11/11/1995 111105M107
Adams
Donnie
Alan
7
A
7/13
27 BTB
School
Birthdate
Student ID
Last
First
Mid
7/9
7/10
7/11
7/12
7/13
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1




Attendance is reported monthly to Beyond the
Bell
You can only get credit for attendance for
students with valid ID #’s.
Changes and additions to the attendance
report can be made each month of the
quarter.
Quarter is frozen and cannot be changed on
the 15th day after the quarter ends
Duplicate
ID’s
27
BTB
1527
BTS MS
040895M079 Campos
Rosa
27
BTB
1527
BTS MS
040895M079 Campos
Carlos
Incorrect
ID’s
27
BTB
1527
BTS MS
999F100595 Lopez
Mariela
27
BTB
1527
BTS MS
698M065
Samual
ID # does
not match
LAUSD
Record
27
BTB
1527
BTS MS
Number
Jones
provided is
for:
032794M071 Guerrero
Thomas
2321M
Justin
Godioy
Daniel
Using Local
4 digit code
27
BTB
1527
BTS MS
Cho
For programs with both ASES and 21st CCLC funding, it
is possible for a program to have two activities on the
same day.
Scenario using this situation—
There is a talent show on a Friday evening. ASES funding pays
for the regular school day program up to 6:00. 21st CCLC
funding can be used for those students who attend the talent
show.
Here’s how you would record the information on the
Quarterly Attendance Roster (QAR):
At the end of the QAR there are “E” Days
 Enter attendance for the
Go to end of roster
E1
1
1
1
1
9/28
E2
E3
E4
E5
E6
second activity just as you
would for a regular day.
 You may want to put the
date of the event at the
bottom of the roster to
help you identify which
event you are recording.
 Total for each E Day will
appear on the Quarterly
Attendance Summary
(QAS)
DAY
7/1/2007
7/9/2007
7/10/2007
7/11/2007
7/12/2007
7/13/2007
7/14/2007
7/15/2007
7/16/2007
7/17/2007
7/18/2007
Total
Attendance Attendance Track Attendance Attendance
Attendance
Track A
B
Track C
Track D
0
0
0
0
0
30
1
10
2
14
6
1
2
2
1
8
2
2
4
0
10
1
2
5
2
14
4
2
4
2
0
0
0
0
0
0
0
0
0
0
12
3
3
2
1
8
2
2
2
1
14
4
3
4
0
Core
Attendance
Supplemental
Attendance
Total
Track
AttendA
ance
9/4/07
Track
B
Track Track
C
D
Core
SuppleAttend
mental
-ance Attendance
43
15
15
1
10
42
1
56
17
14
7
18
49
7
9/6/07
62
23
14
6
19
?
?
9/7/07
55
10
31
4
20
?
?
9/5/07



The quarterly attendance summary provides your
agency with a summary of the daily attendance.
It breaks it down by track so that your agency can
identify which students get core funding (regular
school attendance) or supplemental funding (off
track students attending, services provided during
vacation periods, or extended days).
Helps your agency decide how many students it
should assign to each source of funding.



CD with the Agency Input Package (AIP)
AIP Guide with directions
List of its schools, funding choices, contract
number and amounts, attendance targets,
and quarterly attendance targets.
After
school
Partners
Agency
Input
Package
BTB
Support
Staff
Day
Tot Att
TRK A
TRKB
TRKC
TRKD
CORE
SUPP
9/17
105
35
30
0
40
105
9/18
110
30
35
5
40
105
9/19
98
33
36
0
32
98
9/20
101
35
39
7
20
94
9/21
91
30
31
0
30
91
9/22
70
17
20
17
16
53
9/24
94
32
32
0
30
94
9/25
104
35
35
0
34
104
9/26
102
35
39
8
20
94
9/27
89
29
30
0
30
89
9/28
99
29
35
0
35
99
9/29
16
5
8
2
1
16
E1
30
10
5
0
15
30
5
7
17
8
PLoc
School
Calendar
Agency ID
Agency
Dates
Type
Students
Funding
1527
BTS MS
4TRK
27
BTB
9/17
105
A or C
1527
BTS MS
4TRK
27
BTB
9/18
105
A or C
1527
BTS MS
4TRK
27
BTB
9/18
5
B or D
1527
BTS MS
4TRK
27
BTB
9/19
98
A or C
1527
BTS MS
4TRK
27
BTB
9/20
94
A or C
1527
BTS MS
4TRK
27
BTB
9/20
7
B or D
1527
BTS MS
4TRK
27
BTB
9/21
91
A or C
1527
BTS MS
4TRK
27
BTB
9/22
53
C
1527
BTS MS
4TRK
27
BTB
9/22
17
D
1527
BTS MS
4TRK
27
BTB
9/24
94
A or C
1527
BTS MS
4TRK
27
BTB
9/25
105
A orC
1527
BTS MS
4TRK
27
BTB
9/26
94
A or C
PLoc
School
Calendar
Agency ID
Agency
Dates
1527
BTS MS
4TRK
27
BTB
9/27
1527
BTS MS
4TRK
27
BTB
9/27
1527
BTS MS
4TRK
27
BTB
1527
BTS MS
4TRK
27
1527
BTS MS
4TRK
1527
BTS MS
1527
Type
Students
Funding
89
A
30
D
9/28
99
A or C
BTB
9/29
14
C
27
BTB
9/29
2
D
4TRK
27
BTB
BTS MS
4TRK
27
BTB
1527
BTS MS
4TRK
27
BTB
1527
BTS MS
4TRK
27
BTB
1527
BTS MS
4TRK
27
BTB
E
If you have both core and
supplemental funding the
same day, if you choose
ASES Core, you must
choose ASES SUPP. If you
choose , you must choose
21st CCLC Core, you must
choose 21st CCLC SUPP