Transcript PRESENTATION NAME

Alabama 21st Century
Community Learning Centers
Request for Application (RFA)
Instructional Guidelines
FY 2014 – 2015
Alabama State Department of Education
Joslyn Reddick– Education Administrator/Federal Programs
Mark Ward – Education Specialist
– 21stCCLC State Coordinator/Federal Programs
Technical Advisors
 Dr. Phyllis French
 Ted Glover
 Donna Goodwin
Contractual Services of Auburn University –
 Chris Groccia
 Paul Morin
 Jessica Cooper
Training Agenda and Objectives
 Grant Application overview
 Upon completion of this training, participants will
be able to:
 Understand the purpose of the 21st CCLC
grant
 Understand the components of the grant
application
 Complete the application process
 Submit all required corresponding
documentation
Point of Clarification
 This presentation has an extensive
amount of verbiage.
 Each point will not be elaborated in
great detail throughout the training.
 However, since the PowerPoint will be
posted for instructional purposes, the
copious wording is necessary.
Important Dates to remember
 August 1, 2014 – Letters of Intent due to
the ALSDE for non-LEAs
 July 24, 2014 – Pre-recorded Technical
Assistance WebEx posted
 July 25, 2014 – Technical Assistance
Live training held at the Gordon Persons
Building
 August 1, 2014 – eGAP Submission
Technical Assistance training
 August 15, 2014 – Application due date
Reader Review Process
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The ALSDE selected a pool of readers from Resumes
received from applicants nationwide.
Each Reader had to attest to their compliance through
signed agreement with the State of Alabama’s Conflict of
Interest and Code of Ethics policies.
Each Grant Application will be read and scored five (5)
times according to the Grant Scoring Rubric.
Reader scores will be submitted to the ALSDE
electronically. The ALSDE will in turn, proof and verify the
scores for accuracy.
All scoring procedures are in compliance with 21st CCLC
federal legislation and are subject to the direct oversight
of the Alabama 21st CCLC governing Advisory Council.
Further details regarding the Grant Read and Scoring are
delineated in the RFA.
21st Century
Community Learning Centers
Foundations
Principles of Effectiveness
 Principle 1 – Conduct a needs assessment based on a
thorough analysis of objective data about the population
you plan to serve both in the school and community
regarding the need for out of school time/summer
programs and activities.
 Principle 2 – Develop goals and measurable objectives
that relate directly to identified need, impact regular
school and student success, implements academic
enrichment and impacts regular school day attendance
and behavior.
(To be further addressed in the Goals and Objectives
component of this presentation)
Principles of Effectiveness (continued)
 Principle 3 – Use scientifically-based research
activities/curriculum that provide evidence that the
strategies used accomplish the particular goals and
objectives of the project.
 Principle 4 – Evaluate your program’s progress
periodically to assess its achievement towards its goals
and objectives. Use the results to refine, improve and
strengthen its program. Remember that all data must
be made available to the public upon request.
(These four Principles must guide the development of an
applicant’s proposal.)
Purpose of the 21st CCLC Grant
(As defined by USDOE Legislation)
 The 21st Century Community Learning
Program (CCLC) is a U.S. Department of
Education program
 For the creation of Community Learning
Centers which provide academic enrichment
to assist at-risk students attending socioeconomically challenged or lower performing
schools to meet State and local standards in
core subject areas
Purpose of the 21st CCLC Grant
(Continued)
 To ensure high quality, expanded learning
opportunities which occur outside of regular
school hours for children in a safe and sound
educational environment.
 Before School
 After School
 Weekend
 Summer
 Holiday breaks
 Services must be focused on Academic
Enrichment, Family Involvement, and STEM
Eligible Applicants
 Any public or private organization is eligible to
apply. Examples of agencies and organizations
include, but are not limited to the following:
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Schools/School Districts (LEAs)
Community-based organizations(CBOs)
Faith-based organizations (FBOs)
Non-profit agencies
City or county government agencies
Institutions of higher education
For profit corporations
Target Population
 Applicants who will primarily serve students who
attend schools with a high concentration of
impoverished students, as defined by a poverty
percentage of 40% or greater, determined by
school enrollment or the participating attendance
area.
 Entities that serve at-risk students (academic,
social or behavioral needs) Pre-Kindergarten to
Twelfth grade, who attend schools with a high
concentration of students from low-income
families.
Target Population (Continued)
 The ALSDE must always ensure that funding priorities and
diversity among sub-grantees are balanced with regard to
geographical areas, urban and rural service sites, and
competitive priorities.
 Families –
 Only family members of regularly participating 21st CCLC
students may participate.
 Programs must keep in mind and focus on the following:
 Parent involvement in child’s education
 Family literacy to support child’s learning
 Related educational development to support child’s
learning
 Services to family members cannot extend beyond the dates of
student services.
USDOE Standard Priorities
 As mentioned on the previous slide –
Applicants who will primarily serve students
who attend schools with a high concentration of
impoverished students, as defined by a poverty
percentage of 40% or greater, determined by
school enrollment or the participating
attendance area.
 The ALSDE must take into consideration the
overall number of students and the poverty
level at all schools within the geographical
area.
Additional Competitive Priorities
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Additional preference and consideration must be given to
applicants serving students who attend low performing
schools or schools designated as Focus or Priority schools
by the ALSDE.
Applicants submitting a Joint/Collaborative proposal. A
joint submission is an application that clearly demonstrates
the collaboration and cooperation between a local LEA
and a community organization.
Detailed and explicit instructions regarding the
specifications and parameters are clearly detailed in the
RFA. All administration, operations, programmatic
management, etc. must be collaboratively intertwined.
(Page 7 in the RFA)
Form 4 must be completed in fulfillment of this component.
Additional Competitive Priorities
 In support of the ALSDE’s emphasis on Summer
School initiatives and to assist with the alleviation of
“summer learning loss,” additional competitive
priority points may be awarded.
 To obtain the additional 5 point award, Applicants
must provide detailed and explicit plans for a well
developed and meaningful summer program.
 Summer programs must be operational for a
minimum of four weeks with at least 15 student
contact hours per week.
 Please be sure to include all expenses for your
summer programs in your budget.
Required Hours of Operation
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Applicants must list the total number of weeks the program
will be in operation throughout the year, the days per week,
the days per year, and the daily operational hours. (The
ALSDE’s expectation is that if the school is in session, the
Out-of-School program should be as well.)
In accordance with studies cited in the 21st CCLC Nonregulatory Guidance, the ALSDE requires elementary
schools (or 21st CCLC sites that serve elementary Grades
K-6) to be open five days per week, Monday-Friday, for
the entire regular school year. If the 21st CCLC site serves
middle school and/or high school students, the site should
be open at least three to five days per week.
Summer school, school breaks, etc. should be addressed
as well.
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CCLC Funding
 Grants are awarded in amounts ranging from
$50,000 to $200,000 per year for each of three years,
if continued federal funding permits.
 The SDE always reserves the right to award amounts
less than that which is requested based on the results
of the review and scoring process.
 As stated in the RFA, $1500 per pupil is a reasonable
starting point when calculating expenses to help
determine the amount requested.
 All applications are reviewed and scored according to
the efficacy of their program demonstrated through the
answers to each component/section of the RFA.
Preparation
and
Submission Guidelines
Application Deadline
Friday, August 15, 2014
Applications must be electronically
submitted through the ALSDE eGAP
System, no later than midnight Friday, August
15, 2014.
Remember! The local LEA chain of command must be fully
considered prior to submission. Additionally, CBOs and FBOs
must observe their own internal controls prior to submission.
Please Note:
No hard copies, faxes or emails will be
accepted....nor any proposal submitted beyond
the time stamp due date.
eGAP Submission Guidelines
 LEAs
 Non-LEAs
 August 1, 2014 – eGAP
Submission Technical
Assistance training
Please be advised –
 Non – compliance of submission requirements
 Failure to address all RFA components
 Not submitting all required related forms and
documentation
 Failure to attend either the WebEx Online
Training or Live Onsite Training (July 25, 2014) –
as specified in the RFA
will result in the Application not being read!!!
Application
Components
* Applications must be completed
in their entirety leaving no
component unaddressed.
* The RFA must be submitted in
accordance with all that has been
previously addressed with all
necessary forms and
documentation.
* Deviations are not permissible.
* As noted in the RFA, each Narrative component
has a typed character limitation.
* Rule of thumb – 3,000 characters (Characters and
spaces) typically equals one typed page (for cutting
and pasting purposes)
* All required forms are to be uploaded to “Related
Documents” in the eGAP system.
* If the applicant is submitting a Joint/Co – Applicant
proposal, it should be apparent throughout each
component of the RFA.
Grade Levels, School(s), and
School District Served
 Applicants must list all of the grade levels and the
school(s) the program will serve – and school district
within which the program resides.
 If serving multiple sites, please list all grade levels per
each site. (Additionally, LEAs name the primary school
that has been selected as the cost center.)
Example: Excellent Elementary School– serving
grades K-5. Stellar Middle School –
serving grades 6-8
 Remember ALSDE requirements regarding the number of
days, hours, etc. which a program must provide services
for elementary, middle and high school students.
Project Abstract
 Applicants must provide a description of the
proposed program's plan and how the
program will meet the necessities that have
been determined by the Needs Assessment.
 This abstract should include, but not be
limited to, the following:
− The overall purpose
− The services to be provided that meet the
needs of students, parents, and families
Needs Assessment
 Required Needs Assessment Form
 Narrative
 3,000 character limit
 Brief, concise narrative that details the process
used to identify and assess student, family, and
community needs to be met by the proposed
grant program.
 Identify needs and gaps in services
Needs Assessment
Needs Assessment
Timeline
 Applicants must document the expected timeline of the
program activities for the fiscal year of October 1, 2014
– September 30, 2015.
 Provide a detailed timeline outlining the procedures
which will be followed during the first year of the grant.
 Applicants should remember to address their intentions
regarding Summer School, School Breaks, etc.
 The timeline should include, but not be limited to, some
of the following: recruitment of students, hiring of staff,
training, planning meetings, meetings with school-day
staff, creating materials, providing services to students,
evaluations, etc.
Capacity to Implement
The Capacity to Implement component is quite detailed and multifaceted.
Student Safety
 Compliance with all applicable State laws and statutes must be
demonstrated.
 Applicants must detail their ability to comply and implement
prescribed safety plans, emergency procedures, evacuation
processes, crises management, intruder policies, etc.
Transportation
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Daily/Weekly plans
Pick-up/Drop-off procedures
Field Trips
School Buses/No Vans
Budgeted allocations (No more than 25%)
Capacity to Implement (continued)
Operations
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Location
Participation and Behavior
Child Nutrition Program (Snacks)
Services during vacations, breaks, teacher planning days,
summer school, and any other timeframes in which the
regular school day may not be in session
 Additional verification of CBO/FBO Fiscal Stability is
required and will be addressed momentarily.
 Please note, the ALSDE reserves the right to visit any
applicant to establish its capacity to implement an
effective 21st CCLC program, prior to the award of
funding.
Staffing Qualifications
 Applicants must describe in detail the roles, responsibilities,
qualifications and proposed number of staff who will be
hired to work in the program.
 Staff qualifications are determined locally based on the
needs of the program and should be included in the
application.
 Pupil – teacher ratio must be addressed according to the
RFA guidelines.
 Supervision and administration must be summarized
keeping in mind the SDE specifications outlined in the RFA,
and the 20% funding allowance for administrative positions.
Please note – This percentage also encompasses Indirect
Costs. LEA’s must adhere to the Indirect Cost calculations
and equations as stipulated by the CSFO of their local LEA.
Goals and Measurable Objectives
 Applicants must list all goals and objectives (in
measurable terms) for the proposed project that
relate directly to locally identified needs of proposed
schools and students.
 Program goals, measurable objectives, and activities
should support academic enrichment, family
involvement, STEM, student attendance and
behavior and the identified needs of the community
served.
 Applicants must describe how the program will
impact school success and the academic
achievement of participating students by assisting
them with meeting and exceeding required state
competency standards.
Goals and Measurable Objectives
(Continued)
 Goals are broad statements of what you want to
accomplish.
 Objectives are the specific measures used to determine
whether or not we are successful in achieving our goal.
Measurable Objectives
It should be Specific, Measurable, Attainable,
Relevant and Time Specific. S.M.A.R.T.
Example:
To (increase/decrease) (what) by (number or
percentage) among (whom) by (when) as measured
by (how do you know).
Scientifically Based Research (SBR)
 As stipulated in the Elementary and Secondary
Education Act (ESEA), the use of scientifically
based research(SBR) curricula is required.
 Most importantly, it is imperative for applicants to
directly correlate and link the use of selected
curricula to the goals and measurable objectives.
Scientifically Based Research (SBR)
(Continued)
 Appendix A 21st CCLC Non-Regulatory
Guidance
 http://www2.ed.gov/nclb/methods/whatworks/edpicks.jhtml
 What Works Clearinghouse
 Doing What Works
 Best Evidence Encyclopedia
Integration into Continuous Improvement Plan
(ECIP)
 Applicants must demonstrate how this grant is supported
by the local LEA and school.
Note: Superintendent/Principal Agreement (Form 5)
 A description of how joint planning occurred should be
included.
 The alignment between the program’s goals and
objectives and the local LEA’s CIP must be addressed.
www.alsdecip.com
 A coordination of existing after-school and summer
programs must exist and be notated.
 A collaboration of existing local, state, and federal
programs and their funding must be demonstrated; since
a 21st CCLC program is a supplementary program
intended to enhance student academic achievement.
Program Activities
 Applicants must describe in detail, the
activities / strategies/ curricula the program
proposes to employ to focus on each of the
following State priorities:
Academic enrichment, with an emphasis
on reading and math
Science, Technology, Engineering and
Math (STEM) activities
Family involvement in the program
activities
 Be Specific!
Program Activities (Continued)
Examples of Authorized Program Activities
 Math and Reading
Education
 Arts and Music
Education
 Academic Enrichment
 Entrepreneurial
Education
 Tutoring Services
 Limited English
Proficiency Programs
 Recreational Activities
 Technology
 Expanded Library Hours
 Parent Involvement
 Focus on Truancy and
Suspensions
 Drug Prevention
 Violence Prevention
 Character education
 Nutrition
 Obesity Prevention
 STEM (Science,
Technology, Engineering
and Math)
Partnership Commitment: Stakeholder
Involvement/Collaboration
 Applicants must list all partner organizations, types of
organization, their specific participatory role, contact
person(s) with any applicable phone numbers.
 Please note: LEA programs must partner with at least
one community-based organization. Community-based
organizations (CBOs) must partner with at least one
school within the local LEA of the community served.
 Please note: Differentiated from a Joint / Co-Applicant
proposal!
 A written log of agreement which include the types of
organizations, and contact persons with applicable
phone numbers and pertinent contact information is
provided in the RFA. (Form 3)
Partnership Commitment: Stakeholder
Involvement/Collaboration (Continued)
 A listing of examples of expected
collaborations is included in the RFA.
 It is advisable for applicants to establish as
many viable partnerships as possible; thus
promoting the program’s sustainability.
 As stated in the CIP component of the RFA, the
ALSDE requires each community learning center to
be broad-based and have an advisory council or
support team to represent a cross section of the
community and families served.
Partnership Commitment: Stakeholder
Involvement/Collaboration (Continued)
 Since collaborative, cooperative relationships are
such an integral part of the success of any viable
program – it is imperative that applicants only list
(Form 3) the partnerships with whom they have
an established understanding and agreement.
 Once awarded funding, grantees must submit an
annual report which includes a listing of all
partners and the nature of the established
agreements. This is a mandatory component for
the receiving and continuance of grant funding.
Program Evaluation
 Program Evaluation is an ongoing process that must be
thoroughly documented.
 Representatives of the ALSDE will regularly conduct
Compliance Monitoring to ensure programmatic quality.
 The ALSDE will provide a Technical Advisor who will
periodically assess the program's compliance and progress.
 The purpose for programmatic evaluation is to improve the
program's success.
 Applicants must provide a description explaining the tools
they plan to use for assessing and evaluating their program.
 Applicants must also explain how the results of the
evaluation will be used to refine performance measures,
improve and strengthen the program, and how this
information will be disseminated to stakeholders.
Data Management for Evaluation
 Each applicant must budget a line-item
allocation of $1,000.00 per site (where
services are held or conducted) per fiscal
year for the statewide data collection
management system. (EZReports)
 If awarded funding, training will be provided
for the effective utilization of the system.
External Evaluator
 An external evaluator must be selected for the purpose
of program effectiveness assessment.
 An external evaluator is an individual, agency,
organization, etc., with no vested interest in the 21st
CCLC program.
 Also excluded are family members of applicants and/or
family members of partners, employees of applicants,
and/or employees of applicant’s partners, and writers of
the grant application.
 Expectations and requirements regarding the evaluator
have been posted in the eGAP Document Library,
here...and on the ALACN website, here.
 External Evaluator costs may not exceed 3% of the
annual grant award.
Program Communication
 Applicants are required to address how the program
will effectively communicate with partners, parents,
school personnel, the community, and others to
ensure ongoing program progress and success.
 Applicants must demonstrate a coordination with
existing after-school and summer programs.
 Applicants must outline how information about the
program will be disseminated to the community ,
including its location. Specifics pertaining to the
program must be publicized in a manner that is
understandable and easily accessible.
 Applicants must describe recruitment strategies for
both students and staff.
Program Management
 A detailed narrative explanation for the effective
administration of the program must be provided.
 The detailed narrative must include the Program
Director’s Job Description, hours worked, and
where the Director/Manager will be based must be
provided.
 Please keep in mind, the 20% budgetary allocation
for administration must include all administrative
positions – Principal, Site Director/Coordinator,
Accountant, Bookkeeper, Financial Officer,
Administrative Assistant, etc.
 A listing of duties and responsibilities should be
included.
Budget/Allocation of Resources/Cost
Proper Use of Funds
 Grant funding must be used in a manner consistent with all
requirements of federal and state statutes.
 Funds must be used only to supplement (increase) and not
supplant (replace) any federal, state, or local funds
available to support allowable activities under the 21st CCLC
program.
 The proper use of funds is always a major obstacle for most
grantees.
 The applicant’s Needs Assessment should drive the
program’s goals and objectives – which drive the activities –
which drive the budget.
 Reasonable, Necessary and Allocable (Capable of being
allocated)
Budget/Allocation of Resources/Cost
Proper Use of Funds
 Examples of allowable and non-allowable are
included in the RFA.
 Allowable and non-allowable expenses for federal
programs are addressed in the Education
Department General Administrative Regulations
(EDGAR).
http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html
 Examples of Allowable and Non-Allowable expenses
are included in the RFA and later in this
presentation.
 When in doubt…..ask! Contact information will be
provided at the end of this presentation.
Budget/Allocation of Resources/Cost
Financial and budgetary matters must be addressed through
the following major components –
 Comprehensive Narrative
 Budgetary Forms
Form 6 – Budget Summary of Expenditure Form
Form 7 – Budget Expenditure Detail Form
Form 8 – Staff Summary Form
Form 9 – Budget Line-item Chart
 The key objective with all budgetary requirements is
accountability for the use of all funds.
 Applicants must include an explanation for each
expenditure, and how each expenditure aligns with the
program goals and objectives in an efficient and effective
manner.
Budget/Allocation of Resources/Cost
 Applicants must list all costs based upon the narrative
components and program design. All expenditures listed
in the narrative and outlined on the applicable forms must
coincide and match.
 Though submission of Form 6 (Contracted / Other
Purchased Services) is not required with the RFA, unless
the applicant is submitting a Joint / Co-Applicant proposal
– the sample form is to be used for the establishment of
contractual agreements.
 Please pay particular attention to the stipulations outlined
in the Contract / Other Purchased Services component of
the RFA.
 A sample listing of Allowable vs. Non – Allowable
expenses is provided in the RFA, but………
Compliance Resources
All grantees are required to know and are held accountable
to the rules and regulations that govern the 21st CCLC
grant:
 U.S. DOE Federal Guidelines
 http://www.ed.gov/programs/21stcclc/index.html
 U.S.DOE Non-Regulatory Guidance
 http://www.ed.gov/programs/21stcclc/guidance2003.doc
 EDGAR(Education Department General Administration
Regulations)
 http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html
 OMB Circulars
 State Guidelines
 Assurances
Examples of Allowable Expenses
o Salaries: For 21st CCLC Project Director, Program Manager, and Site
Coordinators (reasonable and in line with industry standard)
o Teachers, Tutors and Paraprofessionals
o Contractors
o National and local Criminal Background Checks
o Supplies and materials required for the 21st CCLC program
o Computer hardware and software required for the 21st CCLC program
o Travel to required 21st CCLC trainings, conferences, and workshops
o Transporting students home following 21st CCLC activities
o Rent
o Utilities (Indirect Costs)
o Parent Involvement Activity costs
o Educational Field Trips
o Advertisement (For recruitment purposes only, not for promotion of the
program)
Examples of Non-Allowable Expenses
o Preparation of the Proposal: Costs to develop, prepare, and/or write the 21st
CCLC proposal cannot be charged to the grant directly or indirectly by either
the agency or contractor.
o Pre-Award Costs: Pre-award costs may not be charged against the grant.
Funds can be used only for activities conducted and costs incurred after the
start date of the grant.
o Entertainment, Refreshments, Snacks
o Un-approved out-of-state or overnight field trips, including retreats, lock-ins,
etc.
o Incentives (e.g., plaques, trophies, stickers, t-shirts, give-a-ways)
o Advertisements – Promotional or Marketing Items
o Decorative Items
o Purchase of Facilities or vehicles (e.g., Buses, Vans, or Cars)
o Land acquisition
o Capital Improvements, Permanent Renovations
o Direct charges for items/services that the indirect cost rate covers;
o Dues to organizations, federations or societies for personal benefits
o Non 21st CCLC programmatic expenditures
Sustainability/Programmatic Income
 Applicants must describe in detail how the
program will be sustained when funding has
ended.
 This sustainability plan must indicate how the
program will identify and engage in collaborative
partnerships.
 These affiliations should contribute to the
development of a vision and plan for the
program’s financial capacity to support and
eventually sustain the itself after the three-year
grant funding ends.
Applicant Specific
Stipulations
Community Based and Faith Based Organizations
Professional and For-profit Organizations
 All applicants must validate and provide proof of their Capacity
to Implement and successfully operate a 21st CCLC program.
 CBO’s/FBO’s/Professional and For-profit organizations must
submit the following additional fiscal documentation (all of
which are explained in detail the RFA):
− Copy of a notarized business license or formal Certificate of
Existence from the Office of the Secretary of State, State of
Alabama
− Copies of incorporation papers for a 501 (c) (3) or other
entities (Limited Liability Corporation, Limited Liability
Partnership)
− Copy of the applicant program's organizational chart
− An Unqualified Opinion for the company’s annual financial
statement audit that has been completed within the last two
years
Final Thoughts
 Do NOT be overwhelmed. Simply address
each component thoroughly and
completely.
 Remember, this will take planning and time.
DO NOT wait until the last minute.
 Questions from the WebEx session may be
emailed to Mark Ward at
[email protected].
 As specified in this Technical Assistance
Workshop, this PowerPoint and
corresponding WebEx will be housed in the
eGAP Document Library, here; and the
ALACN website, here.
Additional questions and assistance may
be obtained by contacting Mark Ward at
[email protected] or 334.242.8199.
Thank You!