See below for some Frequently Asked Questions related to After School Matters. Don’t see your question below? Use the box at the left to contact us, email [email protected] or call 312-768-5200 for more information.
Why are we still required to wear masks if the city no longer requires them for those who are fully vaccinated?
ASM is committed to the safety of its teens, Instructors, and all other staff. Because we are not requiring proof of vaccination nor requiring the COVID-19 vaccine, ASM requires everyone to be masked. Even though we are taking city and CDC re-opening guidance, we are committed to maintaining the safest environment for everyone at ASM, and this involves wearing masks at all times.
Who is required to wear masks?
Teens, instructors, and any visitors are required to wear masks.
Will programs provide masks, hand sanitizer, and other disinfectants?
While teens are required to come to programs wearing a mask, all programs should be ready to provide masks to those who arrive without one. Disinfectant wipes and other sanitizing materials should also be available for use during in-person programs. If providing masks will become an issue for a CBO and they have room within their program budget to purchase some masks, then ASM will reimburse them for that cost, just as we would for any supplies. If the cost exceeds the program budget, then a CBO Hardship form should be submitted.
Who can I contact with other questions?
All other in-person questions should be directed to your Program Specialist and Program Manager. They will escalate questions to the appropriate ASM department as needed.
Who should I contact if my site is not following any of the ASM Safety protocols?
If a site or program is not following ASM Safety protocols, please notify your Program Specialist right away.
Since the city is open, what are the protocols we should follow?
Though ASM takes the City of Chicago and CDC guidance into account, we ultimately require all staff and participants to abide by our own safety regulations. For example, while the CDC states that mask wearing is now optional for those who are fully vaccinated, ASM will still require masks to be worn at all times. We remain strict in our safety protocols to keep our ASM program environments as safe as possible for teens and to prevent any COVID-19 outbreak.
In addition, all CBOs are required to implement the following ASM required health protocols:
Would an entire building ever close due to the pandemic? If so, what would be the scenario or reason?
There is a possibility that an entire ASM building could close due the pandemic if it is determined that keeping the building open poses a health risk to program participants and/or ASM staff. While this closing would not be permanent, the facility would close for proper sanitation, and programs would be moved online. The building would be reopened once it is safe to do so.
Would a program ever switch from in-person to remote? If so, what would cause the switch?
An in-person program would move to remote in the instance of an outbreak. If 3 or more teens test positive in one program (approximately 20%), instructors, with the help of their Program Specialist, will facilitate a move to online programming. A program might also move to remote if an instructor is exhibiting COVID-19 related symptoms or is considered a close contact. While in quarantine, the instructor may still have the ability to teach the program online. All necessary steps will be taken to ensure everyone’s safety.
How will certain weather conditions affect the staggered entry/exit protocols? What if teens can’t wait outside?
Staggered entry/exit protocols will change depending on the circumstances of the weather. All decisions will be catered to what is best and safest for the teens. It would be best to encourage teens to arrive on time and prepare for the weather before leaving for their program.
If a teen wants to participate in an in-person program, can they still do so remotely?
If a teen cannot participate in-person due to health or quarantine reasons, instructors are asked to be flexible and find ways for the teen to participate remotely. Because some programs are easier to shift to remote work than others, this remains a case-by-case basis. All programs should be able to offer opportunities to teens to participate if out for COVID-19 reasons, whether remotely with their original program or remotely with a different remote program.
Will safety protocols be updated in accordance with the Chicago Department of Public Health?
The CDPH has set and updated safety protocols. They have also stated that individual business or facilities can have final say in deciding whether they would like to adhere to new protocols, e.g., optional facemasks if vaccinated. At ASM, we will continue to require face masks (indoors and outdoors) as well as social distancing for the health and safety of our teens and staff, regardless if they are vaccinated or not.
Will the tent have running water for proper sanitation? Washing station will be needed for washing our equipment.
The tent will have a station with running water. Because the station is not going to be very large, there will be staff present to facilitate.
Where can we find the teen and instructor pledge and safety protocols?
All program documents, such as the Teen Health Pledge, the Instructor Health Pledge, the ASM COVID-19 symptom checker, and other necessary safety protocol flyers, will be available for access in the document section of Cityspan. They can also be reviewed here: www.afterschoolmatters.org/asm-covid-safety/
Will there be any leeway for teens who have to miss program days to isolate due to a positive COVID19 test or to quarantine if they are a close contact of someone who tested positive?
Teens are strongly encouraged to let their instructor know if they or someone they live with tested positive for COVID-19. Because ASM wants to keep our program environment safe, we will work with the teen through an appeal process and/or communicate with our Teen Stipend team about these absences to ensure that they receive their stipend on time.
What will be the cleaning protocol for ASM buildings? How often will everything be cleaned?
ASM building will be disinfected daily. Frequently-used surfaces and shared spaces will be sanitized multiple times a day. In the case of a confirmed infection of COVID-19 at an in-person facility, the contaminated area will be cleaned and disinfected thoroughly following CDC guidance.
Are staff and teens still required to wear masks? Why?
We will require face masks while in programs, field trips, or any ASM sponsored activities, whether vaccinated or not. This is to ensure the safety of all the teens as well adults in ASM programs.
Do teens have to go through the ASM COVID-19 symptom checker every morning?
ANYONE entering an ASM building is required to self-check according to the ASM COVID-19 symptom checker before going to an ASM location every day and entering the location.
Will ASM eventually require teens or instructors to receive the COVID-19 vaccine?
At this point, we do not require a vaccine. There is no federal or state mandate to receive the COVID-19 vaccine, though the CDC recommends the vaccine to all Americans ages 16 and over.
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:
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)
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.
What if a teen check is lost, stolen, or never received?
If a teen check is lost, stolen, or never received, you must contact After School Matters at the Stipend Hotline at 312-768-5199 and either you or the teen (depending on who was in possession of the check when it went missing) must complete the Lost/Stolen Check Form provided on Cityspan.
How do I request a change to the Designated Check Delivery location?
To request a change in your designated check delivery location email [email protected] 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.
Can a teen leave early if they finish their work?
Teens may not leave early on any program date without written approval of the Program Specialist
As a Liaison, what are my attendance responsibilities?
Unless another arrangement is agreed upon with your instructor(s), the Liaison’s responsibility is to collect signed attendance sheets from the Instructor(s) each week, confirm the accuracy of these sheets, enter accurate attendance information into Cityspan, and store physical attendance sheets for end-of-year pickup.
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.
As a Liaison, what are my recruitment responsibilities?
As a Liaison, it is your responsibility to assist the Instructor in gaining access to teens for recruitment activities (e.g. facilitating access for lunch time outreach; distributing in-school posters, intercom announcements; etc.
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).
Do all program participants receive a stipend?
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:
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)
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 [email protected] 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:
What do I need to participate in an After School Matters assitantship?
What happens if I am accepted into an internship or assistantship?
The next step after being accepted as an intern or assistant is to turn in the internship/assistantship packet. This packet contains the I-9 form, W-4 forms and the Intern/Assistant Program Acknowledgement Consent and Release form, which you will need to complete if you are selected for an internship or assistantship program. Be sure to have your parent/legal guardian sign it as well. Please provide us with your Social Security card and your photo identification (school ID or state ID) in order to be eligible for a full stipend. If you do not have a Social Security number, please read the final question in this FAQ.
What if I don’t have a Social Security number or ITIN?
If you do not have a Social Security number or ITIN, you can still participate in After School Matters programs! Please talk to your program instructor for more information.
What do I need to participate in an After School Matters internship?
Teens interested in applying to internships are required to be at least 16 years old, to interview for internship positions, and if hired to complete an I9 along with federal and state W4’s. As a teen intern, you will earn $10.50 an hour. Internships positions include camp counselors, corporate administration, retail and customer service, and more…
Are After School Matters interns paid?
Yes, at this time, all interns and assistants are paid in the form of a stipend.
Will I have to interview or audition?
Yes, however, programs with a high volume of applicants might not interview/audition all applicants.
Do all program participants receive a stipend?
Does After School Matters offer internships?
What are the program eligibility requirements?
To participate in an After School Matters program, you must:
When will I be notified about my acceptance to a program?
Instructors will be communicating directly with teens as they finalize their program rosters throughout the Summer recruitment period – from now up until the first day of programs. ALL teens who apply to Summer programs will receive a status notification via email in late May. This email will let you know whether or not you have been placed in each program to which you applied. Teens who are not placed in programs at that point will be encouraged to apply for additional programs.
What happens if I’m put on a waitlist for a program?
If a program is in need of additional participants, they may pull teens from the waitlist. In this case, an instructor will reach out to a teen via email or phone to invite them to interview.
How many programs can I apply to each cycle?
You may apply to up to 3 programs per program cycle.
What information do I need to complete my application?
When completing your application, it is important for you to have your CPS ID number ready (if applicable) and a functioning email address and/or phone number. A valid Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) is accepted but not required for your application.
How do I apply to an After School Matters program?
To apply for an After School Matters program, fill out our online application by clicking here.
Is there an application deadline?
No. Applicants are accepted on a rolling basis.
How many programs can I apply to each cycle?
You may apply to up to 3 programs per program cycle.
What information do I need to complete my application?
When completing your application, it is important for you to have a functioning email address, etc.
How do I search for programs I may be interested in?
To search for programs, click here.
How does the Award for Program Completion affect my taxes? Do I have to file a tax return?
By January, if you had received more than one Award for Program Completion through After School Matters programs totalling more than $600 during the previous year, you will receive a tax form 1099. The purpose of the form 1099 is to tell you the total amount of money that you received from After School Matters during the previous year. If you were a pre-apprentice, apprentice or advanced apprentice, no taxes were withheld from your Awards and the total of all of your checks/deposits is reported on a 1099 form.
If you were an intern at any time during the previous year, you were considered an After School Matters employee and will receive a tax form W-2. The purpose of the form W-2 is to tell you the total amount of wages After School Matters paid to you and the taxes withheld from you during the previous year. The amounts withheld from your wages were based on the form W-4 that you completed at the beginning of your internship.
The information on the form 1099 and W-2is also reported to the IRS.
After School Matters cannot offer tax advice, so we cannot tell you whether you have to file a tax return. Please contact your tax advisor or visit www.irs.gov. You may also call City Services at 311 for free tax information.
Can I participate in more than one program?
No, you may only participate in one program per program session. We do encourage you to participate in more programs in future sessions.
What if I have a medical or family emergency that keeps me from attending my program?
Notify your instructor and liaison immediately. You should provide accurate documentation to avoid getting dropped from the program.
What is an ITIN and how can I get one?
An ITIN is an Individual Taxpayer Identification Number issued by the Internal Revenue Service to people who do not have a Social Security Number. To obtain an ITIN, you need to fill out IRS Form W-7 and attach a valid federal income tax return. These forms can be accessed online at www.irs.gov or by calling 1-800-829-3676. You also must provide forms that prove identity and foreign status to the IRS. The IRS Web site suggests that if you need assistance in obtaining this number, visit an IRS Taxpayer Assistance Center (TAC). The Chicago Center is located at 230 South Dearborn Street and is open Monday-Friday, 8:30am-4:30pm.
Can I switch to another program and if so, when?
If you would like to switch programs, contact your school liaison or program staff. It is preferable that all program switches take place by the first week of a program.
Are there minimum grade requirements to participate in an After School Matters program?
Your school may have a specific grade participation policy. Please contact your school liaison to find out what the policies are.
I have family commitments and a job already. Can I still participate in After School Matters? What programs might work best for me?
Yes, as long as you meet the program attendance requirements.
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