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 312-742-4182 for more information.
Will I receive a receipt for my tax records?
Yes, After School Matters will send you a receipt for your tax records approximately two weeks after the date of the event. If you make your payment online, you will receive a receipt to show that your payment has been processed, but you will also receive an official tax acknowledgement after the event.
Can I make a donation to the annual Gala?
Yes, gifts of all size provide teens with opportunities to explore and develop their talents, while gaining critical skills for work, college and beyond.
We invite you to find a way that you can help make a difference in the lives of Chicago’s teens. To give electronically, click here (and scroll down to “I am unable to attend but wish to make a contribution”) or contact us via phone at (312) 768-5198.
Will parking be available?
Complimentary self-parking is available in McCormick Place Lot A. Enter on E. Cermak and S. Prairie. Park on the 3rd level and use the sky bridge to access Wintrust Arena.
Is this required?
The Instructor Forum is a required session for all After School Matters instructors who have active instruction hours, and attendance at this professional development is listed in your organization’s contract or in your offer letter from After School Matters.
How do I RSVP?
Eligible instructors should RSVP in Cityspan by December 14, 2018. Instructors must RSVP in Cityspan for Payroll and Tracking Purposes.
Is this session paid?
This is a paid professional development opportunity for instructors who meet eligibility and payroll requirements. Professional development is paid separately from your existing meeting and prep hours. Compensation is at the professional development rate of $25.00 per hour. Additional Payroll information will be provided at the Forum.
Instructors must be an active Spring 2019 After School Matters instructor with budgeted instruction hours to be eligible for professional development payroll. Instructors must also sign in and out from the session and meet all other After School Matters payroll requirements per the contracts team in order to be eligible for payroll. Independent instructors who meet all requirements will receive a payroll code for their attendance at the session, and community organizations who meet all requirements are eligible to receive a check from After School Matters reimbursing them for instructor time, which is issued based on sign-in data.
What is the topic?
At the Instructor Forum, instructors will:
How can I get involved in more professional development opportunities?
Ask your Program Specialist about upcoming professional development opportunities, or reach out to [email protected]
Who can attend?
Instructors must be an active Spring 2019 After School Matters instructor with budgeted instruction hours to be eligible to attend (substitute instructors are not eligible to attend at this time). Instructors must also sign in and out from the session and meet all other After School Matters payroll requirements to be eligible for payroll.
Instructors must complete all required checklist items before February 1 to attend the session. Questions about required forms, documents, background checks, and checklist items? Contact [email protected].
What if I can’t attend?
The Instructor Forum is a required session for all After School Matters instructors who have active instruction hours, and attendance at this professional development is listed in your organization’s contract or in your offer letter from After School Matters. If you have questions about this, please contact [email protected].
Can I earn CPDU’s (Certified Professional Development Units) for attending the instructor Forum?
After School Matters is now proud to offer CPDU’s (Certified Professional Development Units) for teachers who are also After School Matters instructors! If you are an Illinois or Chicago public school teacher who would like to earn CPDU’s, you must sign in and sign out on the iPads provided. At the end of the day, you must proceed to the sign-in area. There will be a CPDU table set up, where you must provide your EIN, complete an ISBE paper evaluation and collect a paper Evidence of Completion document. If you have questions about getting CPDU’s for After School Matters professional development, contact [email protected].
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?
All teens that meet the stipend eligibility requirements will 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?
Teens interested in applying to assistantships must be at least 16 years old and are paid an hourly rate of $8.25/hour. These opportunities range from program assistance to school-wide support for programming to outreach and engagement activities.
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, all After School Matters interns are paid hourly, on a semi-monthly basis.
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?
All teens that meet the stipend eligibility requirements will 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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