HomeMy WebLinkAboutMEM-156913.1 Cultural Arts Passport Program Guidelines.pdf
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
MEM-156913 Office of the Superintendent Page 1 of 10 August 12, 2024
TITLE:
NUMBER:
ISSUER:
DATE:
Cultural Arts Passport Program Guidelines
MEM-156913
Frances Baez, PhD
Chief Academic Officer
Division of Instruction
Jantré Christian
Administrator
Arts Education Branch
August 12, 2024
PURPOSE: The purpose of this memorandum is to outline essential instructional and operational requirements for the Los Angeles Unified School District's (Los Angeles Unified) Cultural Arts Passport (CAP) program. CAP offers all students the opportunity and funding to provide supplemental in-person arts experiences such as field trips, on-campus performances, events, and
workshops—beyond the regular school day. The program is funded with Expanded Learning Opportunities Program (ELOP) supporting learning that takes place outside the regular school day and must abide by the California Department of Education’s ELOP requirements and is subject to audit. On instructional days in which CAP funds are used, schools must meet the 9- hour
requirement under ELOP for participating students. This means that the sum of instructional minutes, ELOP activities, recess, and meals, should be no less than 9 hours. This memorandum will:
1. inform school administrators of the Cultural Arts Passport (CAP) program;
2. provide administrators with information about the CAP Champion;
3. provide instructions for implementing the CAP Plan; and
MAJOR
CHANGES:
4. outline the requirements for CAP Field Trips.
This is a new memorandum.
ROUTING
Deputy Superintendent of
Instruction Region Superintendents Region Administrators of Instruction
Region Directors
All Principals Assistant Principals CAP Champion Teachers School Administrative Assistants
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
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GUIDELINES: This memorandum applies to all District schools with the exception of independent charter schools. The following guidelines apply:
I. Cultural Arts Passport (CAP) Overview
A. The CAP program supports student access to arts experiences
during the extended day. The goals of this program include:
● increase access and equity to CAP field trips and arts enrichment for every student
● increase the variety of arts field trip experiences
● increase opportunities to showcase arts instruction
● enhance enrichment opportunities in the arts ● build an art programs pipeline; elementary and middle schools will strive to attend at least one LAUSD secondary arts performance or exhibition
● build community and increase joy, wellness, attendance, and social emotional resilience through CAP activities
B. CAP Allocation Priority Schools will receive a minimum of $95,000, and all other schools will receive an allocation based on ECAST projections as follows:
C. CAP School Planned Strategies and Allocations Every student shall have access to local arts field trips and arts enrichment each school year. These trips shall be linked to the Visual
and/or Performing Arts curriculum, broadening students' exposure to the arts while fostering intellectual curiosity and engagement. Schools should plan to allocate funds as follows: ● 50% or more on field trips to local arts experiences that do not require an overnight stay. This includes relevant expenditures on
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MEMORANDUM
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preparation and follow-up activities related to the field trip. This includes all expenses related to the field trip (admission, transportation, chaperone X-Time, OT, etc.) ● Up to 25% for professional service contracts - arts enrichment, performances, etc.
● Up to 25% of the funds can be used for supplies (including costumes and portable equipment for performances). Supplies must be related to CAP activities and follow ELOP rules associated with the funds.
D. Cultural Arts Passport (CAP) Accountability
● Each school must designate a CAP Champion.
● Designated CAP Champions at each school are responsible for information shared at mandatory monthly meetings and any CAP updates shared via the CAP Schoology group. ● District monthly reports of CAP expenditures will be generated and reviewed centrally.
● By the end of the first semester, CAP Champions should have spent or encumbered at least 50% of CAP funding.
● All field trips shall be submitted to iFieldTrip by school personnel by January 31, 2025.
● A slide deck with a collection of artifacts must be updated monthly to track and showcase evidence of CAP expenditures.
● A CAP expenditure form must be completed for any instructional materials (IMA), general supplies, admissions tickets, and/or professional services contracts. ● Successful implementation of the CAP program by school-site CAP leads includes adhering to deadlines and spending 90-100% of CAP funds by Monday, June 23, 2025.
II. Cultural Arts Passport (CAP) Champion
The CAP Champions are certificated staff members (non-administrator) responsible for successfully implementing and coordinating the Cultural Arts Passport program at their school. Each school must have a designated CAP Champion registered. If a school has not identified a CAP
Champion, the point of contact for CAP information will default to the
current principal. Schools with enrollment over 900 students may select two CAP Champions (based on ECAST).
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MEMORANDUM
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Register the CAP Champion or point of contact here: https://bit.ly/CAPchamp2425.
A. CAP Champion Duties
Duties include plan writing, event/trip coordination, program
coordination, professional development, and attending required CAP meetings. Detailed duties of the CAP Champion can be found at CAP Champion Duties. The CAP Champion is responsible for providing a link to their digital record of artifacts by September 20, 2024. The CAP
Champion shall provide the principal and regional director with access
to the artifacts slide deck. B. CAP Champion Differential
CAP Champions will receive a differential that will include: plan
development and revisions, attendance at mandatory monthly Arts Education Branch CAP Champion meetings, sharing information with staff about the CAP program and coordination with the School Administrative Assistant (SAA) and principal. Each champion will
receive a differential of $973 per semester. If the CAP Champion
receives a differential for another role, a second differential cannot be issued (per HR Personnel Policy Guide S25). C. CAP Champion Meetings
CAP Champion Zoom meetings occur monthly. CAP Champions are required to attend monthly meetings that occur on Monday, August 19, 2024, Monday, September 16, 2024, Monday, October 14, 2024, Monday, November 18, 2024, Monday, December 9, 2024, Monday,
January 13, 2025, Monday, February 10, 2025, Monday, March 10,
2025, Monday, April 7, 2025, Monday, May 5, 2025, and Monday, June 2, 2025. All meetings will take place from 3:45 p.m. to 5:45 p.m. If a CAP Champion cannot attend the CAP meeting monthly, they must send a school designee to receive the information provided.
D. CAP Champion Logs and Stipend CAP Champions will be compensated for 15 hours of teacher X-time each month over a 12-month period. The CAP Champion monthly log
shall be verified by the principal or designee, submitted to the school’s
SAA, and kept on file at the school site. More than 15 hours of planning time is subject to principal discretion. The X-time hours are intended for
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
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preparing and facilitating professional development, organizing cultural arts experiences, chaperoning field trips and other arts-related after- school activities.
III. Cultural Arts Passport (CAP) Plan
Every school is required to develop a Cultural Arts Passport (CAP) plan ensuring access for all students during the 2024-2025 school year. Any funded items must directly support students in the arts and adhere to Expanded Learning Opportunities Program Guidelines.
CAP plans are uploaded to the School Plan for Student Achievement
(SPSA) platform upon approval by the principal and Regional Director. All plans are due at the close of SPSA for release of funds in mid-July. Funds will be placed in Program 17703, Fund 010-2600. Revisions to the approved plan must be resubmitted to the Regional Director, and only the
newly written sections of the plan are subject to re-approval. CAP funds
not expended by June 30th of the current school year will not carry over.
Special Education School sites have an abridged CAP plan with abridged rules. Having a CAP Champion is optional and under the principal discretion. Abridged CAP funding is sourced from Targeted Student
Population funding and is not obligated to ELOP rules. Abridged CAP plan schools will all receive a $25,000 allocation.
A. CAP Activities All CAP activities must adhere to Expanded Learning Opportunities
Program guidelines and are subject to audit. All CAP activities must be focused on the visual and performing arts, be aligned with CA Visual and Performing Arts Standards, and comply with all Los Angeles Unified guidelines and policies.
Approved CAP activities may encompass a wide range of arts experiences, including but not limited to:
● Local visual and performing arts (VAPA) aligned field trips
● Arts camps (no overnight)
● On-campus performances and VAPA events
● Arts enrichment before and after school
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Funding allocated for CAP activities must directly benefit students, supplementing their arts education rather than replacing or supplanting existing resources and programs.
B. CAP ELOP 9-Hour Rule
All CAP activities must be planned in accordance with the ELOP 9- hour rule. For activities on instructional days, this entails meeting a minimum 9-hour requirement by consolidating daily instructional
minutes, recess, mealtimes, and ELOP minutes to ensure a
combined total of no less than 9 hours. If a school already provides a before/after school program funded by ELOP (e.g. Beyond the Bell) that satisfies the 9-hour requirement, any CAP funded workshops or enrichment activities commencing before or after
school hours may be conducted for any duration, as the school's 9-
hour requirement is deemed fulfilled. All field trips must meet the 9- hour requirement whether a before/after school program funded by ELOP exists on campus.
C. CAP Expenditures To support accountability and alignment to the intended purpose of the CAP Program, expenditures in the following categories will
require the preparation of a CAP Expenditure Form:
● professional services contracts
● IMA
● general supplies
● admissions fees
The CAP Expenditure Form should be completed by the CAP Champion/ designee, signed by the principal and submitted to the SAA or clerical designee assigned to purchasing. The CAP
Expenditure form should be uploaded into the LRP or Ariba system
as an attachment with goods receipts.
D. CAP Field Trips
Arts field trips and interdisciplinary standards-based instruction
allow students to make connections, reinforce learning, develop
literacy, critical-thinking, and problem-solving skills, while stimulating inquiry. CAP field trips meet the requirements of
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providing students access to artistic processes as outlined in the California Visual and Performing Arts Standards: creating, performing, presenting, producing, responding and connecting.
1. CAP Field Trip Selection
CAP field trips are limited to arts related, local field trips only. All schools are required to select CAP field trips using the Arts CAP Field Trip Resource 24-25. This resource outlines vetted sites
that enhance arts experiences. Beginning October 2024, CAP
field trips must be selected from a drop-down menu within the iFieldTrip platform. Please note amusement parks do not fall under CAP field trips. Overnight, out-of-state, or international trips are not permitted.
2. Approval Process to Add Additional Destinations to the Arts CAP Field Trip Resource
If a desired CAP field trip location is not included on the list,
schools can complete the following process to get locations added to the pull-down menu in the iFieldTrip platform. Schools are to allow four weeks to get a field trip site approved. a. Complete the CAP Field Trip Destination Approval Request
which includes the following prompts:
● Provide a statement of the educational value of the field trip requested. ● List the learning objectives. ● List the relevant Visual and Performing Arts anchor standards. ● Describe the pre- and post- learning activities that will reinforce student progress towards the listed objectives.
b. Arts Education Branch staff will review the requests
submitted and approve or reject the request based on alignment to the goals of the CAP program. c. The school will receive notification via email if the destination
has been approved.
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
MEM-156913 Office of the Superintendent Page 8 of 10 August 12, 2024
3. Field Trip Guidelines Schools should adhere to District policy with regard to the field trips as outlined in REF-2111.1 and the Los Angeles Unified
Division of Risk Management website.
Given CAP field trips adhere to the 9-hour rule, please follow the most updated guidance including chaperones, volunteers, nursing, and any other office approvals, including Regions.
Schools shall contact Transportation or secure an approved
charter companies to confirm pick-up and drop-off time. Please note Los Angeles Unified staff who are not receiving compensation for supervising a field trip are required to register
as school volunteers.
4. iFieldTrip Submission
All CAP field trips shall be entered into iFieldTrip by January 31,
2025. District field trip guidelines and policies must be followed. 5. Student Meals
Schools should first seek to qualify for a reimbursable
meal/snack through their cafeteria three weeks prior to using ELOP funds. Schools may use the Cultural Arts Passport Request for Field Trip Meals form to submit to their Food Service Manager. The form must be completed and submitted to the
Food Service Manager three weeks prior to the field trip date. If
a school includes food costs in their program plan and the school cafeteria gives a written response that they are unable to provide food for the specific field trip, then these funds can be used to cover the costs of meals and/or snacks provided during ELOP
activities. Note: Meals and snacks provided during these
enrichment activities are paid for with ELOP funds, those meals cannot be claimed under federal guidelines. *School cafeterias do not provide food on Sundays.
If reimbursable meals are unavailable, food may be purchased
for students. LAUSD Food Services recommends these guidelines: Foods and beverages purchased for student field trips should be healthy, nutritious and of good quality.
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
MEM-156913 Office of the Superintendent Page 9 of 10 August 12, 2024
X-Time and OT for staff to fulfill ELOP requirements during field
discretion of the principal. With principal
chaperoning field trips may access additional X-allocated 15 hours of monthly planning, and is to be included in CAP Champion log.
The allocation of extra time (X-
determined by the principal.
IV. Cultural Arts Passport (CAP) Student Badges
Digital badges within Schoology are available for school sites to
digitally distribute badges upon completion of cultural arts
Cultural Arts Passport badges.
create a digital badge.
RELATED RESOURCES: Expanded Learning Opportunities Program
California Arts Education Framework Submit CAP Artifacts Register a CAP Champion CAP Champion Duties CAP Champion Monthly Log
CAP Plan Template CAP Plan Rubric CAP Abridged Plan Template CAP Expenditure Form
Arts CAP Field Trip Resource
CAP Field Trip Destination Approval Request REF-2111.1 Field Trip Handbook Approved Charter Bus Companies iFieldTrip
CAP Request for Field Trip Meals
LOS ANGELES UNIFIED SCHOOL DISTRICT
MEMORANDUM
MEM-156913 Office of the Superintendent Page 10 of 10 August 12, 2024
ATTACHMENTS:
Attachment B - PLS Job Aid – Schoology Create LAUSD Badges
ASSISTANCE: For assistance or further information, please contact Danielle Evers, K-12
Arts Coordinator, at danielle.evers@lausd.net or (213) 241-8222.
For questions regarding CAP or ELOP rules and guidelines, contact your Region STEAM Coordinators.
For questions regarding purchases, contact your Fiscal Specialist.
For questions regarding iFieldTrip, contact Risk Management at ifieldtrip@lausd.net.
For questions regarding events on campus, contact Facilities Use at riskfinance@lausd.net or (213) 241-0329.
For questions regarding transportation, contact
transportation.division@lausd.net.
For questions for Nursing, contact Sosse Bedrossian, sosse.bedrossian@lausd.net.
For SAA support, contact Organizational Excellence at (213) 241-3440 or
email questions to oetraining@lausd.net.
ATTACHMENT A
PLS Job Aid – Schoology LAUSD Badges App
Users with the Teacher, School Support and Principal roles can use the LAUSD Badges App to award
badges to their students. Users with the Principal role can also use the app to award badges to
teachers.
WHY MUST I DO THIS?
This is an optional app users with the Teacher, School Support and Principal roles in Schoology can use.
LOG IN
Log in to the LMS at https://lms.lausd.net, using your single sign-on (SSO).
MENU PATH
Schoology Home Page > Account Dropdown > Profile
REMINDERS
The LAUSD Badges App is only available to users with the Teacher, School Support and Principal roles
in Schoology. Users with other roles – Staff (Classroom), Staff (Non-classroom) do not have access to
the app. Users with the Student role are able to view badges awarded to them but are not able to use
the app to award badges.
PROCEDURE
Step 1 Click the account dropdown next to your
name and select Your Profile.
MEM-156913 Page 1 of 4 August 12, 2024
PURPOSE
1
ATTACHMENT A
MEM-156312 Page 2 of 4 August 26, 2024 MEM-156913 Page 2 of 4 August 12, 2024
PLS Job Aid – Schoology LAUSD Badges App
Step 2 Click LAUSD Badges on the left navigation panel. The app has three tabs:
Step 3 Click BADGE LIBRARY or Add Badge.
Manage Badges
Earned Badges displays badges awarded to you
Badge Library
2
ATTACHMENT A
MEM-156312 Page 2 of 4 August 26, 2024 MEM-156913 Page 3 of 4 August 12, 2024
PLS Job Aid – Schoology LAUSD Badges App
Step 4 Click the checkboxes to select badges, click Update Roster, then click OK in the pop-up.
To learn how to Create a New Badge, see this Job Aid.
Step 5 The selected badges will populate across the top of the roster.
To award badges to individual
students, click inside the cell. A
green checkmark indicates the
badge was awarded.
You can also search for students
by ID, name or email.
To award badges to all students,
click the dropdown next to the
badge name. You can Award All,
Revoke All, or Delete the badge
from the roster.
Students will be able to view the
awarded badges by following
Steps 1 and 2 of this job aid.
ATTACHMENT A
MEM-156312 Page 2 of 4 August 26, 2024 MEM-156913 Page 4 of 4 August 12, 2024
PLS Job Aid – Schoology LAUSD Badges App
Step 6 OPTIONAL – From the Manage Badges tab, click to only display
students/badges that meet certain criteria.
• Category Filter – filter badges by category:
o Cultural Arts Passport
o Academics
o Participation
• Subcategory Filter – filter badges by subcategory:
o Colleges and Universities
o Museums and Cultural Centers
o 100% Graduation
o Proficiency for all o School program • Type Filter – Classroom Badge
NOTE: The items under the following filters will differ based on
teacher assignments. Users with the Teacher role will only see
the school(s) they are associated with, the courses, sections and
grade levels they teach. The only user type available for users
with the Teacher role is ‘Student’.
• School
• Course
• Section
• Grade Level
• User Type
Step 7 OPTIONAL – From the Manage Badges tab, click to use a CSV template to f ilter the
roster for a large number of students.
Follow directions in the pop-up:
• Click and click OK in the pop-
up.
• Save the f ile and populate Column A with the student
ID numbers of students you wish to f ilter for.
• Click Choose File and click OK in the pop-up.
• Select the f ile you created, click Open and click OK
in the pop-up.
• Only students included in the file will be
displayed
ATTACHMENT B
MEM-156312 Page 1 of 4 August 26, 2024
PLS Job Aid – Schoology Create LAUSD Badges
Users with the Teacher, School Support and Principal roles can use the LAUSD Badge app to create and
award badges to their students. Users with the Principal role can also use the app to award badges to
teachers.
WHY MUST I DO THIS?
This is an optional feature in an optional app users with the Teacher, School Support and Principal roles
in Schoology can use.
LOG IN
Log in to the LMS at https://lms.lausd.net, using your single sign-on (SSO).
MENU PATH
Schoology Home Page > Account Dropdown > Profile
REMINDERS
The LAUSD Badges App is only available to users with the Teacher, School Support and Principal roles
in Schoology. Users with other roles – Staff (Classroom), Staff (Non-classroom) do not have access to
the app. Users with the Student role are able to view badges awarded to them but are not able to use
the app to award badges.
PROCEDURE
PURPOSE
Step 1 Click the account dropdown next to your
name and select Your Profile. 1
MEM-156913 Page 1 of 4 August 12, 2024
ATTACHMENT B
UPDATED: November 16, 2023MEM-156312 Page 2 of 4 August 26, 2024 MEM-156913 Page 2 of 4 August 12, 2024
PLS Job Aid – Schoology Create LAUSD Badges
Step 2 Click LAUSD Badges on the left navigation panel.
Step 3 Click BADGE LIBRARY then click +Create New Badge.
2
3
ATTACHMENT B
UPDATED: November 16, 2023MEM-156312 Page 2 of 4 August 26, 2024 MEM-156913 Page 3 of 4 August 12, 2024
PLS Job Aid – Schoology Create LAUSD Badges
Step 4 Type the Title and Description. Select a Category, SubCategory and Type from the following
options:
Category: Academics 4
• 100% Graduation
• Proficiency for All
Category: Cultural Arts Passport
• Colleges & Universities
• Film Studios
• Museums & Cultural Centers
• Outdoor Activities
• Performance Venues
• Professional Athletic Facilities
Category: Participation
• 100% Attendance
• Civic Engagement
• Proficiency for All
• School Program
NOTE: The only Type available is My Badge.
Step 5 Use the Browse button to
select a previously saved or
created image from your
device. Use the Badge
Preview to make sure
everything is correct.
You may uncheck the
IsActive box. Unchecking
this box will hide the badge
from students who may have
previously been awarded.
Checking again after editing
will make it visible again.
Step 6 Click Submit, then click OK
in the pop-up.
5
6
ATTACHMENT B
UPDATED: November 16, 2023MEM-156312 Page 2 of 4 August 26, 2024 MEM-156913 Page 4 of 4 August 12, 2024
PLS Job Aid – Schoology Create LAUSD Badges
Step 7 Click Type two times to see your badges at the top of the Badge Library.
Step 8 OPTIONAL – Use the Pencil icon to edit or the Trash Can icon to delete the badge.
NOTE: The icons are only available for badges you created.
7
8