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Instructions for completing the Hub Reporting Workbook
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General Instructions:
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1. There are eight tabs in this workbook; please be sure to complete all tabs that apply to your Hub.
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2. At the bottom of each tab there is a box labeled "Hub Use Only". Please make sure that these boxes are filled out before sending in the workbook. In each box you will enter the name of the person completing the report for each funding stream as well as an electronic signature, title and date of the person responsible for approving the reports.
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3. Quarterly report due dates and timelines:
Quarter 1 reporting period is October 1 - December 31
Hub reports due by February 28/29

Quarter 2 reporting period is January 1 - March 31
Hub reports due by May 31

Quarter 3 reporting period is April 1 - June 30
Hub reports due by August 31

Quarter 4 is July 1 - September 30
Hub reports due by November 30

Annual Reporting: All these are due on November 30th as part of the fourth quarter report:
Expense Report
Hub In-Kind Coordination report
Salary and Benefits expenses for each tab in the workbook
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4. Please send completed reports to Denise Swanson, your Early Learning Division Hub manager and your hub facilitator as listed below:
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Denise Swanson: 503-798-7120 or denise.swanson@ode.state.or.us
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5. Estimated timeline for receiving funds:
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Reports will be reviewed for completeness by the Early Learning Division Hub manager within 5 business days of receipt. If something is missing from the report you will be contacted by the Hub manager. Once your report is approved the funds will be released in EGMS within 2 business days of approval. Funds will be released in EGMS and you will be able to see a claim approval in the system. You can then presume after that no more than 10 business days before you will see a payment.
**This process will be done as quickly as possible to ensure that funds are received by each entity in a timely manner, this is the maximum turnaround time.
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A. Budget Instructions for All Program Tabs
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1. Budget
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* Total amount of dollars were spent on each program this quarter.
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*'You may combine employee and salaries and benefits if that's convenient. Feel free to report on them quarterly, however these are only required by the ELD annually (in the 4th quarter, July-Sept)
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Expenditure Category Definitions
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Employee Salaries
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Salary/Wages of employees supporting Program
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Employee Benefits
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Cost of benefits paid by employer for employees providing program (insurance, SSI, taxes, etc.)
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Professional Development
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Costs associated with professional development activities for program staff and service providers.
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Family Engagement
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Cost of materials, activities, or events specifically focused on engaging families in children's learning and development. This can include expenses such as outreach, food, child care, transportation, and/or translation and interpretation.
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Supplies and Materials
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Cost of supplies and materials in support of program staff and activities (including training curriculum, training supplies, etc.)
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Sub-Contracts
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Cost of contracts issued to service providers for programs delivered to families and children.
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Travel
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Cost of employees support programs for instate and out-of-state travel. Includes mileage reimbursement, airfare, hotels, etc.)
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Administrative Costs / Indirect Rate
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Costs associated with staff and supplies not directly related to program support (e.g. payroll employees, fiscal staff (accounting, budget) and administrative support and IT).
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B. Specific Instructions for each Program's Narrative, to be reported quarterly:
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1. System Coordination: System Coordination comprises all activities that developing and facilitating a regional collaborative early learning system. This includes (but is not limited to) the staffing and other resource needs necessary to facilitate a dynamic regional network of collaborative partnerships, participate in ELD activities and requirements, seek funding opportunities, effectively develop and utilize data systems, engage in professional development, and any other activities that support a thriving and dynamic regional hub. System Coordination activities are supported by the State of Oregon.
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*Complete the narrative section with as much information as possible and feel free to use specific example.
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* The intent of this worksheet is identify strategies and key activities laid out in your work plan and to show how they fold into the Annual Progress Toward Outcomes and Targets.
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2. School Readiness and Stable and Attached Families:
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The intent here is to align your reporting with your workplan's strategies and activities, the metrics that you're progressing toward, and the funding streams supporting this work. There are five columns of information to fill out for the narrative section of this report.
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* Goal/Strategy and Key Activities
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 Refer to your workplan when identifying your key strategies and activities. Please identify specific programs and partners with whom you're accomplishing the work.
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*Programs/Partners Engaged
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Please refer to your workplans. What partners and programs have been critical to implementing these activities. How has this changed from what you originally wrote in your workplan?
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* Priority Populations
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You are now required to fill out the demographic table found in rows 34-53 and should be gathering this information from your subcontractors. You will also fill out the Priority Populations column found in this Narrative Reporting section. Please include in this column the race//ethnicity of the population being served. Then go to the demographic table and record the activities that are underway with your subcontractors.
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Number of children served is required information. This can be filled in in the Priority Populations Column, or Demographics Table below it, as noted above.
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* Hub Roles/Indicators this will impact
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This is specifically aligning your work with the hub role/indicator you're impacting in your long-term targets. Again, please refer to your workplan.
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* Data Sources Utlized: What data sources are informing your work? Please specify, and feel free to note any new sources with the ELD.
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* Funding Streams:
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What streams are supporting these activities? This may very well be more than one stream as you braid and blend funds. Please be specific.
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3. KPI
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The instructions for reporting KPI are embedded in the tab.
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4. Title IV-B2
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 Note instructions for #2 (Rows 49 - 60) as they also apply to these programs.
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These funds are federal and are targeted to At-Risk children. Reporting numbers of children served is a federal requirement, using the following definition of At-Risk children.
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Definition of "at-risk child" includes any child who is at risk of not entering school ready to learn due to factors, including but not limited to:
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a) Living in a household that is at or near poverty, as determined under federal guidelines;
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b) Living in inadequate or unsafe housing;
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c) Having inadequate nutrition;
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d) Living in a household where there is significant or documented domestic conflict, disruption or violence;
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e) Having a parent who suffers from mental illness, who engages in substance abuse, or experiences a developmental disability or an intellectual disability;
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f) Living in circumstances under which there is neglectful or abusive caregiving;
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g) Having unmet health care and medical treatment needs; and
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h) Having a racial or ethnic minority status that is historically consistent with disproportionate overrepresentation in academic achievement gaps or in the systems of child welfare, foster care or juvenile or adult corrections.
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5. ECE Sector Planning
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In addition to expenditures, please complete the narrative.
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6. Hub In-Kind Contribution Report Worksheet
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Utilize this worksheet to report in-kind contributions. Report is due annually but is set up to collect data quarterly.
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Enter the name of the organization and contribution type (staff, office space, supplies, etc.) and the calculated cost of contribution
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Fields in Yellow pull data from reporting worksheets and calculates the % of in-kind contributions to total funds received. PLEASE do not change any of these fields.
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Instructions for Braiding and Blending of Funds are embedded in that section.
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7. Total All Programs Worksheet
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The intent of this worksheet is to report annual expenditures by funding category. It is automatically filled in as you fill in other worksheet tabs each quarter. KPI is not included in these totals as it is a separate agreement that is reported here to consolidate your reporting.
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