Cupertino Union School District 

Expanded Learning Opportunities Program Requirements 

 

Student Safety, Support and Wellness 

Administration and Staffing 

Partner Will: 

• Designate a consistent site leader (e.g., Director and/or site-supervisors) for each campus  as the key point of contact for the site and for District staff. 

• Establish and continuously provide a staff ratio of no less than 1 adult for every 20  students, grades 1-6, and no less than 1 adult for every 10 students, grades TK-K, at all  times while students are present. 

• Provide CUSD with a staff roster matched to student groups no later than 1 week   before the start of the program. Update, as needed, to ensure that the roster remains  current. 

• Provide substitutes when staff members are absent. 

o Establish a protocol for ensuring that substitutes are in place in order to maintain  required staffing ratios and are trained prior to working with students.  

• Provided necessary training in the following to regular staff and substitutes prior to  working with students: 

o Classroom and school routines 

o Curriculum and program components 

o Student supervision, safety and health    

 o Following individual student plans (Equal Access Plan, 504s, Health plans)

• Require staff to check in at the school office upon arrival at least 15 minutes prior to the  start of the student session.  
• Provide company email addresses for your staff and ensure that they can access email  daily (not personal email addresses) 

Student Support and Positive Climate 

Partner Will: 

• Provide consistency in staffing to facilitate positive relationships and routines.  o Minimize rotating staff between sites. 
• Staff members will be visible in company shirts or vest (uniform).
• Each staff member will have an identifying badge/name tag. 

• Alert school office staff and send a note to Durga Muthu, muthu_durga@cusdk8.org, if a student arrives who is not on your roster.  

• Implement systems for organizing student groups using numbers, colors and/or team  names to help children know where they are expected to be for each session. 

o Utilize labels and other visuals to help the children know where to meet their  group and where to keep their belongings.  

o Teach children to recognize their group on the first day of the session. 

• Implement a Positive Behavior Intervention System (PBIS) from the first day of the  session. 

o Establish behavior expectations and teach these to students on the first day.  (Example: Be Kind, Be Safe, Do Your Best).  

o Establish a daily plan for reinforcing behavior expectations, rewarding positive  behavior and addressing unsafe behavior. Submit your plan to CUSD 1 week before  the start of the session.  

• Complete a daily log of incidents to support communication between school staff and  program staff regarding student safety and wellness. (Ex. google sheet shared with Durga Muthu, muthu_durga@cusdk8.org.

• Teach children where to access the restrooms.  

o Implement a protocol for using the restroom (ask permission, go with a buddy, no playing in the bathroom, no  adults in student restrooms). 

• Provide students with a snack break during each session.  

• Maintain confidentiality of student information and records. 

• Ensure no personal cell phone use during the program hours (staff and students). •Never take photos or videos of students or their work.                           

Student Health and Safety 

Partner Will: 

• Provide at least one person on each campus who is First Aid, EpiPen and CPR trained.  This person must be present at all times during the student sessions. 

o Provide the name of this person and  evidence of certification to the CUSD Coordinator, one week before the start of the program 

• Provide and/or Facilitate training for all staff who are working with students in Mandated  Reporter: Child Abuse & Neglect, Blood Borne Pathogens, and Sexual Harassment Prevention. 

• Follow student 504 Plans, Health Plans and Meaningful Access Plan, as directed by CUSD staff.  

o Require and confirm staff working with students have reviewed student  documents prior to the first day of the session (504 Plans, Meaningful Access Plan, Health Plans). 

• Before the program starts, require all staff to attend a training on CUSD health/safety  protocols and medications provided by our nursing staff and ensure that all staff  members adhere to these protocols.  

o Training will be recorded to ensure that everyone can access the training. (Note,  this will NOT include CPR, Epi Pen or First Aid training as required above.  Please secure that training via the American Red Cross or other trusted source.) 

• Provide staff with basic first aid supplies including Band-Aids and ice packs for  addressing minor injuries. 

• Develop and implement a protocol for heat safety by alternating indoor/outdoor activities,  prioritizing shade, and scheduling regular water breaks. 

• Keep children indoors during inclement weather or poor air quality, per District  procedures. Be prepared with activities and games that can take the place of regularly  scheduled outdoor activities 

• In the case of 911 calls, follow the District’s protocol. 

• Do not allow children to use sharp or hot tools (glue guns, X-acto knives etc.) without prior  written approval from CUSD. 

Student Supervision / Campus Safety 

Partner Will: 

• Take attendance within the first 15 minutes of the session. 

o Continue to monitor students by taking regular “head counts” at transition points throughout the session. 

• Ensure that all staff on site can communicate with each other as they move about campus (cell phones/walkie talkies). 

• Assign clear supervision responsibilities during small group and large group time, including stations for outdoor supervision. 

o Provide whistles for staff to use during outdoor supervision. 

o Develop and establish clear line up procedures for students to use at the end of outdoor time. 

• Set up cones or other visual boundaries to support children in knowing where to be on campus. 

o On the first day of the session, teach the children where they can go and where they should not go. Point out the visual boundaries and review regularly with students. 

• Follow CUSD’s Missing Child Protocol in the event of a missing child. 

• Provide signs and posts on campus to direct parents and students to drop off/pick up locations. 

• Staff a “greeting” station for parent pick-up (such as a table by the entrance) where staff will confirm IDs and authorization of adults to pick up students. For students walking home, staff will ensure that written permission from parents has been obtained. 

• For the end of program pick-up, parents/guardians should pick up students from the classroom.

o Clearly communicate zones to parents so they know where to pick up their child. • Never leave students unattended. 

o If parents do not pick up on time at the end of the session, stay with the student until a parent can be reached and the student is picked up. Inform the District of chronically tardy families so that we can partner to support timely pick up.          

Program Quality and Parent Communication 

School Site Logistics 

 Partner Will: 

• Meet with CUSD and the school principal to meet relevant site staff (such as custodian  and secretary), tour the site, view rooms and identify student pick up locations prior to  the start of the program. 

• Plan for programs to end at the 3 hour block.  (This is needed to ensure the school meets the  required 9-hour day for students. The pick up time will be communicated to  parents. Start times will vary by school and age group. 

• Require and implement procedures so that staff leave rooms tidy and ready for  custodial cleaning at the end of the day. 

o This includes keeping floors free of debris and putting chairs up on desks/tables. 

• Ensure that teacher and classroom supplies that belong to the school site are not used  or disturbed.  

• At the conclusion of each day, close windows and doors; lock spaces. 

• Return learning spaces to their original condition as delivered upon initiation of the  contract (furniture placement, supplies and materials stocked and in good condition,  equipment and furniture in working order). Return keys if required.  

 

Student Programming 

Partner Will: 

• Submit a daily schedule, curriculum plan, and staff training plan to CUSD with the  signed contract. Sample Schedule only: Attendance and Snack time (10 minutes),  Recess/Free Play time (20 minutes), Community Building/SEL/Class meeting/Story time  (10), Academic/Homework time (45-60 minutes), Activity/Enrichment time (70-80  minutes), Closure and Clean up (10). 

• Rotate activities on a regular basis (at least every 2 weeks) to keep students engaged.   (recommended) 

• Site-Coordinators or Directors should  plan to meet with CUSD staff at least monthly to review program quality and implementation, address concerns and plan next steps. 

• Provide all curriculum and supplies needed for student activities. 

Parent Communication 

Partner Will: 

• Communicate program details, curriculum, learning objectives, daily schedule, medication protocols, and pick up procedures to parents using ParentSquare, the District’s communication tool. 

• Include school principals, site secretaries and the CUSD Coordinator (cc’d) on all communications to parents. 

• Provide contact information to parents so that they can share feedback, questions and concerns. 

• Respond to parent questions or concerns within 24 hours. Inform the District of all parent concerns.  

CUSD Will: 

• Establish a lead CUSD Director and provide contact information before the program starts. Respond to partner concerns within 24 hours Monday-Friday. 

• Schedule a site tour at least one week prior to the start of the program.

• Provide keys for rooms to be used on campus. 

• Provide a map of the school campus with contracted spaces marked (spaces to be used by Partner during program) 

• Provide learning spaces with appropriate furniture for students and staff. 

• Provide a calendar of school days, holidays, non-student days, minimum days as well as the site’s bell schedule. Identify a start time for the after-school program for regular days as well as minimum days. 

• Train Partner’s site leader in emergency procedures for the campus, how to contact the school office, and how to contact the CUSD Coordinator. 

• Train Partner’s site leader in how to use ParentSquare to message families. 

• Include Partner staff in District messaging regarding emergencies and health updates.                                                                                                               

      • Provide Health Plans, 504s and Meaningful Access Plan and emergency contact information for  participating students. 

• Provide secure storage on campus for program supplies. This may be a room, closet or  a shed on campus. 

• Provide training on the following topics: Health & Safety Protocols (Required); How to  Support Students with Special Needs (Required); Use  of Tech Tools such as iReady; Strategies for Supporting Social-Emotional Learning and Positive Behavior. These sessions may be offered in person, virtually via Google Meet  and/or asynchronously (recorded).  

• Upon request from the Partner, provide access to recorded Keenan trainings on the  following required topics: Mandated Reporter: Child Abuse & Neglect, Blood Borne  Pathogens, and Sexual Harassment Prevention. 

• Provide tech devices for student use, and tech help via remote Help Desk. Provide  protocols for use of devices. 

• Send program invitations to parents, gather registration information, share registration  information with Partner and create student group lists. 

• Provide a locked medication cabinet (and key) for medication storage. 

• Establish a Student Advisory Panel to provide feedback on program design. Partners will  be invited to send 1-2 representatives to these quarterly meetings. 

• Schedule meetings (at least monthly) to review program quality and implementation,  address concerns and plan next steps. 

• Gather and share results from student and parent surveys regarding program quality and  satisfaction at least 2x per school year. 

• Provide the parent observation protocol document. (AR 5148.2 - Before/After School Programs)

• Conduct a final walk-through to inspect spaces used by the Partner upon completion of  the program. The cost of repairs or missing equipment may be deducted from final  payment. Partners may choose to attend the final walk through with the CUSD Coordinator.