FAQs

Do all program participants receive a stipend?

All teens that meet the stipend eligibility requirements will receive a stipend. To learn more about Teen Pay, click here

How do I make sure that all teen information is submitted correctly, and they’re eligible for their stipend check?

To ensure stipend eligibility please do the following:

Complete checklists in Cityspan so all teens appear as enrolled (not pending) on the Enrollment tab by the deadlines established in the Stipend Administration Handout (on Cityspan);
Run the Enrollee Checklist Report (see Appendix A6) weekly to assist with this process;
Check off documents you have received from teens and solicit any missing documents;
Collect daily attendance sign-in sheets from Instructors on a weekly basis and maintain paper file; and
Review attendance entered into Cityspan in coordination with your Instructor(s).

I’m having trouble verifying the accuracy of a teen’s documents. What do I do?

If After School Matters cannot verify a teen’s social security number (SSN) or individual taxpayer identification number (ITIN) and name with the IRS you may need to obtain a copy of his/her social security card or ITIN documentation.

If you are having trouble verifying a teen’s address: Don’t use Google maps! Instead go here. (Usps.com -> Quick Tools -> Look up a ZIP Code)

Some teens may incorrectly fill out the form, and since we verify in bulk, we won’t catch this. Make sure the street number is only the number, etc.
If all else fails, the best way to get a correct address is for a teen to bring in a piece of mail.

What if I receive a check that was cut for a dropped teen?

Please immediately notify After School Matters to facilitate return of the check.

How do I request a change to the Designated Check Delivery location?

To request a change in your designated check delivery location email teenawards@afterschoolmatters two weeks prior to the check date.

What if my site needs to cancel or reschedule a program day?

A program day cannot be cancelled (for any reason) without the prior approval of the Program Specialist.

What do I do if a teen does not show up to program and they didn’t notify me in advance?

If a teen does not show up to a program without calling first, the Instructor or Liaison must call the parent or guardian to confirm knowledge of the absence.

How late after program starts can new teens be hired?

New participants can be hired after the first day of program, but no later than two weeks after programs start.

What if enrolled teens don’t show up once the program starts?

If there are teens who do not show up to the program once it has begun, these teens can be replaced with new participants. After School Matters strongly recommends establishing a waitlist of 5-10 eligible teens to ensure that you meet the 80% weekly attendance requirement.

When should I drop a teen?

If a teen stops attending the program, you should drop the teen from the program in Cityspan. See the Overview and Policy Manual (in the Documents section on Cityspan) for acceptable justifications for dropping a teen.

How many teens should I enroll in my program?

All programs must meet the minimum required number of participants before a program can start- the minimum enrollment rate for any program is 80% of the target enrollment number (24 teens for a program with a target of 30, or 12 teens for a target of 15). However, to ensure maximum enrollment, all programs are encouraged to over enroll by 5% (A program of 30 would enroll 32; a program of 15 would enroll 16).

Are there any requirements or reporting measures that must be met during the program?

There are various compliance requirements that must be met during the duration of your program. These include entering attendance into Cityspan, retaining all receipts for purchases made for After School Matters programming, and completing end-of-program reports and surveys of various sorts. More information on these will be provided.

How do I know if I am accepted?

You will be notified through an email from our contracting department in the event that you are selected to become a program provider with After School Matters.

What if I have already held a program with After School Matters in the past?

You will need to complete a Renewal. Please note that if you are offering a new program or changing your program (different than the previous program you held with us), then you will need to fill out a Request for Proposal (RFP). In addition, if you change your contractual identity, you are required to do an RFP.

As a community organization, what do I need to become a program provider with After School Matters?

In order to be a program provider with After School Matters as a community based organization, you must complete a Request for Proposal (RFP). In addition, you will asked to comply with the following:

Contracted with us as a CBO (i.e. have gone through all of the fingerprinting for instructors/liaison, obtained required insurance, etc.)
Meet average daily attendance requirements/ input attendance on time
Find and secure space for programming
Have a designated community liaison (serve as primary contact for PS & ASM, sometimes may be different than contract administrator)
Program Quality (this is assessed by visits from Program staff and the executive team, as well as YPQA assessments, and program deliverables (i.e. final products and showcases)
Submit expense reports and teen documents to finance within 2 weeks after program ends
Program Report (complete & detailed)

Enrolling, Adding, and Dropping Teens