Explanatory Notes to the Preparation of Monthly Reimbursement & Evaluation Form (Part 2)
Explanatory Notes to the Preparation of Monthly Reimbursement & Evaluation Form (Part 2) 1 The following Explanatory Notes are used to guide the SFE Coordinator in filling out the Monthly Reimbursement & Evaluation Form. They are to be read together with MCYS’s “Guidelines on SFE Reimbursement and Report Submissions” document. Both of them (and other related documents) may be downloaded from the SFE website at http://www.sfe.org.sg (click on the link “Administration”). To aid you in understanding the requirements, please refer to Part 1 of this document for the color-coded template. The guidelines for each of the Notes are as follows:
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Notes Guidelines A Please type in the name of the school seeking reimbursement. B Please type in the name of the Service Provider responsible for helping the school named in Note A above. Please indicate the time period (“From” and “To”) being put up for reimbursement. This should be based on monthly basis and in the format of “ddmmyy”. For example, for the month ending April 2007, it should be filled in as from: 010407 to 300407. Please fill in the date of individual programmes conducted during the month for reimbursement: For programmes with multiple sessions conducted during the month being reimbursed, please fill in the date of the first session. The format should be in “ddmm”. The dates of the other sessions need not be indicated, though they should be reflected in the Summary of the Workshop Evaluation Form (for Parents/Staff and Students) attached. Each session should have a separate evaluation form. In addition, for programmes that stretch over more than 1 day, please fill in the date of the first day of the session: Subsequently, indicate only the actual duration of family education-related programmes under the sub-column “Per Session” of column “Duration (SFE hrs)” (Note G). For example, a 3-day workshop may only have 8 hours of family education programmes in total entitled under the SFE funding, thus only “8 hrs” should be indicated. Please fill in the programme title for all SFE programmes held (including programmes that do not require any reimbursement as they can be counted towards the total 100 target hours). Only programmes pertaining to family content will qualify for funding. Please note that religious content and student sexuality programmes are not eligible for funding under the SFE programme. Please refer to MCYS’s “SFE Guide on Set Up and Management” document, from the SFE website, for the full scope of allowable programmes. (For reimbursement of refreshments and workshop materials that will be claimed as a lump sum and cannot be attributed to specific programmes, please state description as “Reimbursement of refreshments and workshop materials” under another row). Please indicate the total number of sessions conducted for the same programme during the month being reimbursed. If additional sessions are conducted in the next month, they should
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Explanatory Notes to the Preparation of Quarterly Reimbursement & Evaluation Form (Part 2)
Notes Guidelines be indicated in the reimbursement form for next month. G Please indicate the number of SFE hours for each of the sessions conducted. Please note that the hours indicated should contain only the actual duration of family education-related programmes. For example, a 1-day workshop may only have 2 hours of family educationrelated programmes in total entitled under the SFE funding, thus only “2 hrs” should be indicated. Please indicate the total number of hours for the programme conducted during the month. The total should be equalled to Note F multiplying with Note G. The total number of hours should be reflected as actual number of FLE hours conducted for the programme. However, MCYS will round up the total number of FLE hours for the entire Financial Year (FY) to the nearest hour. For example, if the total number of FLE hours for the year is 99.25 hours, MCYS will round it up to 100 hours. Please determine which of the dominant target group (“Parents/Staff” vs “Students”) should the total duration as indicated in Note H be allocated to. Only one dominant target group is allowed, i.e. the total duration cannot be split into different target groups. For purpose of this Note, the parents and staff should be grouped under one target group, i.e. “Parents/Staff”. Please note that for programmes which reach out to more than 1 target group, the higher of the turnout of each target group will determine which dominant target group the hours will be classified under. For example, 180 students and 20 teachers turned out for a programme. Since 90% of the audience were students, the programme hours will therefore be allocated under that of “Students” dominant target group. Targets for the respective target groups are as follows: Target for “Parents/Staff” group: 70 hours per year (of which 10 hours can be used for social / recreational activities) Target for “Students” group: 30 hours per year Please indicate the total number of participants (for all sessions) reached out to during the month being reimbursed for each of the target groups. For example, the total outreach of a programme is 360; this consists of 10 parents, 20 staff and 330 students. Enter 10 under the “Parents” field, 20 for “Staff”, and 330 for “Students”. Please enter the total cost being requested for reimbursement. This includes the speaker’s fees, refreshments, stationery, publicity and all other costs associated with running the programme. Please indicate in the appropriate columns. A “0” (zero) should be included if the programme does not incur any cost. Please note that the total figures must tally with individual cost breakdowns as well as the supporting invoices, receipts and petty cash vouchers. In addition, all original supporting documents must be attached; photocopies need to be duly certified as true copies. [Notes: the total figures in the standard form will be computed automatically based on mathematical formula.] To include any remarks, such as programmes that fall under the ambit of social and recreational activities, or to highlight special expenses incurred. This column may also be used for making references to attached documents.
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Explanatory Notes to the Preparation of Monthly Reimbursement & Evaluation Form (Part 2)
Notes Guidelines M Please total up the following columns: Columns F, H to K. [Notes: The figures in the standard form will be computed automatically based on mathematical formula.] N Please indicate the total number of distinctive parents that have participated in SFE programmes for the month. They should not be duplicated. For example if 10 parents attended 3 programmes each during the month, then only “10” should be indicated for this field, not 30. These 10 parents should also not have attended any programmes in the previous months. This requires the SFE coordinator to keep track of the participation history of every parent in the school in order not to double count some parents who may have attended SFE programmes over the 3-year funding period, i.e. to compute the % of outreach in Note P. They have made use of question 1(d) from the Workshop Evaluation Form for Parents & School Staff. Please indicate the total population of parents, staff and students as at the end of the month. The number of parents will be equal to the student population. Please compute the percentage of outreach to parents during the month being reimbursed. The formula is equal to total number of distinctive parents who have participated in SFE programmes for the month (Note N) divided by total parent population (Note O). [Notes: The figure in the standard form will be computed automatically based on mathematical formula. Do not be alarmed if you see the message “#DIV/0!” in the spreadsheet cell; this is because of Row O having zero value] Target: 1st year-30%, 2nd year-40%, 3rd year-60%, 4th year & beyond – 75% [cumulative] Please compute the percentage of outreach to staff and students during the month being reimbursed. [Notes: The figure in the standard form will be computed automatically based on mathematical formula. Do not be alarmed if you see the message “#DIV/0!” in the spreadsheet cells; this is because of Row O having zero value] For staff, the formula is equal to total number of staff personnel who have participated in FLE programmes for the month (Note M) divided by total staff population (Note O): Target: 100% (by end of FY) For students, the formula is equal to total students who have participated in FLE programmes for the month (Note M) divided by total student population (Note O): Target: 100% (by end of FY) Please indicate the number of participants who think that family life education programmes are important for the month. This information should tally with the Summary of Workshop Evaluation Forms attached for the month being reimbursed: For Parents / Staff: from question 1(e) For Students: from question 5 Please indicate the number of participants who utilise the family resource area and its materials during the month being reimbursed. The SFE Coordinator should keep track of relevant data to determine the usefulness of resource area. This field should be completed with the name and signature of the respective SFE
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Explanatory Notes to the Preparation of Quarterly Reimbursement & Evaluation Form (Part 2)
Notes Guidelines Coordinator. W The school named in Note A above needs to verify the information as submitted in this form. After verification, this field should be completed with the name and signature of the school principal or an officer delegated by the principal with the responsibility of approving this form. Please ensure that the reimbursement form is stamped with the authorised school stamp.
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To facilitate reimbursement processing, please note the following: a) Only the standard Monthly Reimbursement & Evaluation Form is to be used. It is available from the www.sfe.org.sg website. Certain fields in the standard form will be automatically computed based on mathematical formula; please refer to para 2 above for details. To aid in identification, they have been indicated in blue colour. When keying the information, please ensure that these formulas are not overwritten or incorrectly amended. b) c) The completed form should be in A4 size. Each row one programme only. You can make use of the “wrap text” feature in Microsoft Excel software to key in lengthly information (e.g. programme title). SFE Coordinators need to submit the completed forms and supporting documents to the respective Service Providers. Subsequently, the latter will forward them with other required documents to MCYS.
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For further queries and clarification, please contact MCYS as follows: Family Life Education Department Family Development Division Ministry of Community Development, Youth & Sports 510 Thomson Road #01-00 SLF Building Singapore 298135 Fax: 6354 9868 Email: mcys_sfe@mcys.gov.sg * * *
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