Transcript 21st CCLC FY 2010 Request for Proposals Technical Assistance Workshops January 22, 23, and Feb 2, 2009

21st CCLC FY 2010
Request for Proposals
Technical Assistance Workshops
January 22, 23, and Feb 2, 2009
General Information (pp.1, 2)
 Title IV, Part B, NCLB
 $17.8 million in FY 2010
 Minimum grant award-- $50,000
 Maximum grant award--$150,000 per site
 5 year award, based on sufficient funding from
USDE
 Final grant award to be negotiated by ISBE
Eligible Applicants ( p. 1)
 LEAs
 public school districts
 public lab schools approved by ISBE
 charter schools
 area vocational centers
 Community based organizations
 Faith based organizations
Eligible Applicants
 Public and private entities
 Consortium of eligible organizations
 ROE/ISC offices that coordinate activities for
LEAS or others
Population to be Served (p. 2)
 Students who attend schools with at least 40% low
income families, i.e., schools eligible for Title I
schoolwide programs (not necessarily receiving Title I
funds)—REQUIRED AS ABSOLUTE PRIORITY
 Students in prekindergarten through grade 12
 Students in low performing schools, i.e., identified for
state or federal improvement status
 Families of students served in the program

Includes homeless and their caretakers/guardians
One Competition
 One Competition for $17.8 Million
 No
specific amount set aside for any
category of applicant
 Classification based on the schools applicant
wishes to serve
New Applicants
 Previously funded applicants
 Differing criteria
 Differing award amounts

New Applicants ( p. 1)
 An entity that has never received a grant under
the 21st CCLC Program
 An entity that currently has a 21st CCLC grant or
had received a grant in the past and wishes to
apply for new funds to serve only schools for
which the applicant has not received 21st CCLC
funds during any other grant cycle; or
 An entity that has a current 21st CCLC grant
and is applying for funds to expand or enhance
services (i.e., new grade levels or age ranges of
students) in schools that it now serves.
Previously Funded Applicants (p. 2)
 An applicant that is an entity whose grant has
expired or will expire at the end of FY09 and
that is applying for funds to serve one or
more schools to which it has provided
services under a previous grant.
Previously Funded Applicants (p. 2)

May also provide services to new schools
but will be limited by amount of funds that a
previously funded applicant may receive.

Any new school added to a grant of a
previously funded applicant must be in
improvement status.
Applicant Experience (p. 1)
 New applicant: If the applicant has had no
previous experience, demonstrate

the likelihood that it will successfully
implement the program and

its capability to provide educational and
related activities that will complement and
enhance the academic performance,
achievement, and positive youth
development of the students.
Applicant Experience (p.1)
 Previously funded applicants: Describe any
successful results the applicant has had during
the previously funded grant period and
include data from the most recent program
evaluation that describe the high-quality
programming that has been provided.
 indicate how the partnerships the applicant has
had in place specifically contributed to the
quality and success of the previously funded
project

Previously Funded Applicants
 Describe the roles these and other partners
will play in the continued efforts of the grantee.
 Include any changes that were made to
previously provided programming that resulted
from the evaluation.
 Submit a copy of the most recent program
evaluation with the application.
Previously Funded
 No continuation or “automatic” funding;
competitive
 Schools that were previously served but are
no longer in status can be proposed for
services as long as at least one school in the
proposal is in academic status
 Any new schools to be served must be in
academic improvement status
Declining Funding Model
New Grants (p. 2 and 13)
 Year 1--negotiated amount


$50,000 minimum
$150,000 maximum per site
 Year 2--level funding
 Year 3--level funding
 Year 4--90% of FY 2010
 Year 5--75% of FY 2010
Declining Funding Model
Previously Funded (p. 13)
 Year 1 award equals Year 5 of previously
funded grant
 Years 2 and 3—level funded
 Year 4—75% of FY 2010 funded amount
 Year 5—50% of FY 2010 funded amount
Rationale: This is to validate the need for
continued sustainability planning over the
lifetime of the grants.
21st CCLC Grant Period
 Begin date: July 1, 2009
 End Date: June 30, 2010, or
August 31, 2010, if includes a summer
program
 Continued funding based on completion of
Continuation Application and successful
progress toward meeting goals and objectives
 FY 2014 last year of funding
Program Continuation
 No automatically renewable grants- Annual application for continuation of funds
 ISBE provides applications, forms, etc.
 Substantial progress in meeting objectives
will be required (APR and other data)
Program Goals (pp. 3, 4)
 Programs must:
help students meet the Illinois Learning
Standards
 help students meet local standards
 be aligned with/complement the curriculum
of school (esp. important for CBO/FBOs)
 be scientifically based
 be secular, neutral, and non ideological

Competitive Priorities (pp. 4, 5)
25 additional points will be awarded to
applicants who propose to:

Serve students in schools that are at least 40%
poverty;
and

Submit a joint application with at least one LEA and
one public or private community organization;
and
Priority Points
New Applicants:
Propose to serve only schools that are
identified for federal or state academic
improvement status
Previously funded:
Serve at least one school that is in status;
may serve previously funded schools that
are not in status, but all new schools
must be in status.
Additional Priority (p. 5)
Based on guidance from USDE:
 An additional 15 points will be awarded to an
applicant that proposes services to at least one
middle or high school.
Middle School—includes the following grades
exclusively
 5-8
 6-8
 7-8
 High School
 Any school that serves a combination of
grades 9-12 and grants a diploma

Additional Information
Don’t propose services to schools
already being funded.
 Lists of schools currently being served by the grant are
posted on line at
http://www.isbe.net/21cclc/PDF/schools_served.pdf
 Lists of schools “in status” are posted at
http://www.isbe.net/research/htmls/improvement.htm.
Program Specifications (p. 6)
 Provide students with academic enrichment
opportunities as well as additional
opportunities to complement regular
academic programs
 Offer academic, artistic, and cultural
enrichment programs when school is not in
session
New Requirements for Programming
(p. 6)
 12 hours per week
 28 weeks per year
 Parental services required
GED classes
 Citizenship classes
 Literacy
 Parenting
 Social services
 ESL classes
 Other

Service Times (p. 6)
 After school
 Before school
 Weekends
 Vacations
 Summer
 Days when school is not in session
Locations of Programs
 Elementary, middle, secondary schools; or
 Locations as safe and accessible as schools
Describe how students will travel safely to
and from the site and home
 Funds (reasonable amounts) from grant
can be used for transportation, including
public transportation

Programs Not Allowed (p. 6 )
 No Saturday or summer school only
programs
 No programs during the regular school day
unless for preschool or family members
 No noon or recess programs
 No drop in programs; attendees must be
registered
Allowable Activities (pp. 6, 7)
 Remedial education services and academic
enrichment
 Reading, math, and science activities
 Arts and music education
 Entrepreneurial education programs
 Tutoring and mentoring
Allowable Activities (pp. 6, 7)
 Activities for ELL students
 Recreational activities
 Expanded library hours
 Technology education
Collaboration (p. 7)
 No application from an entity other than a
school district will be accepted without letters
of collaboration from the school(s) to be
served
 School districts must have letters of
collaboration from partners
 Systems must be put into place to gather
information from schools—especially
important with CPS schools
 Description of collaborator(s) required in app
Principles of Effectiveness (pp.7, 8)
Community Learning Center Programs must be based on
 an assessment of objective data regarding the need
for before-and after-school programs and activities in
the schools and communities
 an established set of performance measures aimed at
ensuring the availability of high quality academic
enrichment opportunities
 If appropriate, scientifically based research that
provides evidence that the program or activity will help
students meet the Illinois Learning standards and local
student academic achievement standards
Activities Based on
Scientific Research (p. 8)
Cite these in the text of the narrative—no works
cited page.
 Research that is systematic, empirical using
methods that draw on observation and
experiment
 Applicants base proposed strategies on such
research, especially when providing services in
core academic areas where it is available-math, reading, and science (cite research in the
narrative)
Evaluation Requirements (p.8)
 Annual evaluation required
 Results used to refine, improve, and
strengthen the program
 Document made available to public and ISBE
upon request—will be required as part of the
Continuation Application each year
 Participate in state and federal evaluation
 Copy of Program Evaluation required from
previously funded applicants
Evaluation (p. 9 and Attachment 6)
 Used to refine, improve, and strengthen the
program
 Submitted to ISBE annually
 Made available to the public upon request
Evaluation –Previously Funded
In addition to other requirements:
 Describe and indicate whether maintaining or
modifying the previously used evaluation plan
and why this decision was made.
 If changing, provide rationale for proposed
changes.
Private School Participation (p. 10)
 Students, teachers, and other ed personnel are
eligible to participate on an equitable basis
 Must provide comparable opportunities for the
participation of both public and private school
students in the area served by the grant
Private School Participation (p.10)
 Must consult with private school officials
during the design and development of
the services described in the application
 Program services must be secular,
neutral, and non ideological
 Sign off is required—Attachment11
Sustainability
(p. 10 and Attachments 7A/B )
 How will you maintain the size and scope of
the program including the minimum number
of hours per day and weeks per year as the
funding declines in years 4 and 5?
 Predict and include as part of plan other
sources of fund that will be available in years
4 and 5.
Allowable Uses of Funds (p. 13)
 Parental involvement and literacy
 Assistance to truants, suspended, or expelled
to allow academic achievement
 Drug and violence prevention, counseling,
and character education
Non-allowable Use of Funds
( pp.14, 15 )
 Proposal preparation costs
 Pre award costs
 Overnight or out of state travel for students
 Food for professional development events,
faculty, staff, or administrative meetings for staff
in any setting except at Family Nights, etc.
Non-allowable Uses of Funds
 Clothing
 Incentives of cash, clothing, or other
unreasonable costs
 Purchase of equipment—computers, printers,
scanners, telephones, etc., regardless of cost
 Daily snack/meal costs (ISBE nutrition,
www.isbe.net/nutrition or 217/782-2491)
Non-allowable Uses of funds
 Furniture
 Staff events that include retreats, lock-ins, or
other events of a similar nature
 Field trips that are purely recreational in
nature (have no academic support)
 Promotional or marketing items (mugs, pens,
totes, banners, etc.)
Non-allowable Uses of Funds
 Decorative items
 Facility construction, remodeling, or
renovation
 Classes previously offered and paid for by
district or other fund sources
 Supplanting
Reporting Requirements
 Collect and submit required annual
performance report
 Demonstrate substantial progress being
made toward meeting goals and objectives of
project
 Participate in state-wide evaluation
 Participate in the federal evaluation
RFP Appendices (A-C)
 A. List of Resources—not all inclusive
 B. Statewide Objectives
 C. Function and Object Descriptors to assist
with budget preparation
State Objectives (Appendix B)
 Objective 1: Participants will demonstrate an
increased involvement in school activities and
in participating in other subject areas such as
technology, arts, music, theater, and sports
and other recreation activities.
 Objective 2: Participants in the programs will
demonstrate increased academic
achievement.
Objectives, cont.
 Objective 3: Participants in the programs will
demonstrate social benefits and exhibit
positive behavioral changes.
 Objective 4: The 21st CCLCs will work
toward services that benefit the entire
community by including families of
participants and collaborating with other
agencies and non-profit organizations.
Objectives, cont.
 Objective 5: These programs will serve
children and community members with the
greatest needs for expanded learning
opportunities.
 Objective 6: 21st CCLC Program personnel
will participate in professional development and
training that will enable them to implement an
effective program. Professional development
activities must be aligned with the No Child Left
Behind Act definitions and National Staff
Development Council’s professional
development standards.
Objectives, cont.
 Objective 7: 21st CCLC Program projects
will use the funding most efficiently by
coordinating and collaborating with other
federal and state funding sources, agencies,
and other community projects to supplement
the program and not supplant the funds, and
to eventually become self-sustaining.
Program Specifications-Attachment 13
A-S--Read carefully
 E. Notice of intent to submit
 F. Active collaboration with schools the
students attend
 H. Keep attendance records
 I. Conduct criminal background checks
 J. Train for and report suspected child abuse
and neglect
 K. Get permission to use students for public
relations purposes
Program Specific Terms of the Grant
 L. Not be delinquent in debts to State
 M. Conduct needs assessments, parent and
student satisfaction surveys, and selfassessments for APR
 N. Attend mandated workshops and trainings
provided by ISBE
 P. Provide reviewers for application review
 Q. Evaluate programs
 R. Course Credit
Proposal Style (p. 15)
 Typed, using 1-inch margins, double-spacing
and 12- point font;
 Pages must be numbered and contain
headers on each identifying the applicant;
 No spiral binding or binders; and
 No supplementary materials should be
included and will not be reviewed.
Criteria for Review (pp.23-27)
 Need
 Quality of Project Services
 Quality of Management Plan
 Adequacy of Resources
 Quality of Evaluation
 Sustainability
 Cost Effectiveness
10 points
30 points
15 points
15 points
10 points
10 points
10 points
Rubric used for scoring follows these criteria
Proposal Format (p. 16)
 Cover Page Abstract—1 page
 Narrative—25 pages double spaced, 12 point
font
 Evaluation
 Attachments-1-18
 Appendices A-D
Required Appendices to Accompany
Proposals
 Appendix A--Principals’ Letters
 Appendix B—Partner Letters
 Appendix D--Detailed Job Descriptions for
positions included in the budget
 For Previously Funded Applicants
 Appendix C-- Most recent written program
evaluation
Incomplete/Ineligible Applications
 Missing signatures
 Missing RCDT codes (if applicant has one)
 Missing attachments
 Missing appendices
Will not be reviewed or scored!
Disallowed
 Works cited pages (cite in text)
 Attaching information not requested:




Letters of endorsement/testimonials
Newsletters
CDs or DVDs
Other
Will not be reviewed
Cover Page (Attachment 1)
 Complete fully


RCDT code
 New grantees may have no code if nonschool districts
 Code will be issued if successful
Applicant name, address, etc.
 A. Applicants’ original signatures
Cover Page (Attachment 1)
 B. Fiscal Agent original signature

Entity that is non school district cannot
submit to work with a school without
permission and signoff from district
superintendent

Applicants working with CPS schools need
signature of district designee—call
Program Summary (Attachment 2)
 A. Applicant Name(s)
 B. Non-public Consultation

Submit Attachment 11
 C. Priority points check

Check if new or previously funded applicant
 D. Second competitive priority check off (type
of school)
Attachment 2
 E. Total Funds Requested
 F. Total Number of After School Sites
 G. Total Number of Partners
 H. Partner Information (Provide letter from
each explaining role and contributions in
Appendix B and as describe in the
narrative
After School Sites (Attachment 3)
 Complete all information requested
 Very important to have contact information for
main contact
 Complete a sheet for each site (duplicate as
needed)
 Multiple schools may be served at each site
 Complete all information for each school
 Mark “yes” or “no” if served previously by this
applicant
 Give projected enrollments
 Provide the grades to be served
Proposal Abstract (Attachment 4)
 RCDT code must be entered if known
 Fiscal agent is applicant
 Limit abstract to one page, double spaced
 Describe the overall objectives and activities
of the project
Proposal Narrative—No Attachment
(pp. 16, 20)
 Limit to 25 pages, double spaced
 Content




Describe need—what is the need and how will
this proposal meet the need?
Estimate the number of students and families
to be served
Describe recruitment and retention of students
Describe consultation with private schools
Narrative (p. 20)

Describe the activities to be conducted for
parents

Describe how activities will improve
student achievement, esp. in math and
reading

Reference scientifically based research

Identify other funding sources
Narrative

Describe partnership and collaboration
efforts

Describe previous experience with after
school programming or the likelihood of
success

Describe any volunteers to be used
Project Services Chart (Attachment 5)
Complete the required information regarding

School Year Services

Summer Services
Evaluation (Attachment 6)
 Limit to 2 pages, double spaced
 Describe evaluation to be conducted to show
success of program
 Include quantitative and qualitative measures
 Show how evaluation will be used for
continuous improvement
 Indicate the methods to be used and data to
be collected (minimum is for objectives in
Appendix B)
Sustainability Plan
(Attachments 7A/B, 10 points)
 Limit to 3 pages, double spaced, including chart
 Describe the amounts and sources of additional
funding that will used to maintain the size and
scope in years 4 and 5
 Complete chart
 Describe the preliminary plan for how the
proposed program will continue to exist when all
21st CCLC funds cease
Sustainability Plan (Attachments 7)
Previously funded:
 Describe previous measures taken to
maintain size and scope in years 4 and 5 in
previous grant, including the funding sources
that were used
 Describe how the size and scope will be
maintained in years 4 and 5 of this grant
 Complete sustainability chart for this grant
Budget Summary and Payment Schedule
(Attachment 8)
 Refer to fiscal handbook at
www.isbe.net/finance/default.htm, click on
publications; see Appendix C
 Get assistance from ROE, ISBE, or others
 administrative cap—Function 2300
 Payments must be requested monthly in
amounts that are needed to meet expenses
Budget Breakdown (Attachment 9)
 Be sure to complete as accurately as possible
 Get help
 Refer to fiscal handbook (from previous page)
 Describe expenditures completely and put into correct
function and object codes
 Refer to budget PowerPoint online at
www.isbe.net/21cclc
 Make sure costs are reasonable
A Word about Budgets
Be practical—
 Don’t ask for more funds than needed
 Make sure instructional costs are adequate and a major
component of the budget
 Don’t pay exorbitant salaries
 Don’t overload with staff—esp. admin staff
 Don’t send in a budget that is exorbitant per pupil amount
 Don’t include indirect costs unless are representing a
university
Budget Tips
Do what is required—

Limit administrative cost to 5%

Include funds for staff development

Include funds for evaluation

Include transportation funds, if needed
Subcontractors (Attachment 10)
If subcontractors are to be used for any
purpose, complete Attachment 10.

Subcontractors must be approved by ISBE

Details of subcontracting budgets must be
included in budget

Contracts are always budgeted in Object
300 of the budget
Equitable Participation of Private
Schools (Attachment 11)
 Private school official and applicant must sign
off that this has been done
 Original signatures required
 One attachment needed for each school
 Duplicate as necessary
State Required Graduation Courses
(Attachment 12)
 If program is to offer credit for courses that
are required for graduation, this attachment
must be signed and attached with proposal.
 If courses are to be provided that are not
required, this does not have to be completed,
but a complete description should be
provided in the application.
Program Specific Terms of the Grant
(Attachment 13)
A-S--Read carefully
 E. Notice of intent to submit
 F. Active collaboration with schools the
students attend
 H. Keep attendance records
 I. Conduct criminal background checks
 J. Train for and report suspected child abuse
and neglect
 K. Get permission to use students for public
relations purposes
Program Specific
 L. Not be delinquent in debts to State
 M. Conduct needs assessments, parent and
student satisfaction surveys, and selfassessments for APR
 N. Attend mandated workshops and trainings
provided by ISBE
 P. Provide reviewers for application review
 Q. Evaluate programs
 R. Course Credit
Certificate and Assurances
(Attachments 14-18)
 Complete with required signatures
 Co- applicants must sign also; make copies
for each and submit
 Attachment 13—read carefully for program
specific terms of the grant
 Attachment 18—GEPA

This is the “nondiscrimination” statement that
districts and other entities have on file
Proposal Reviewers
 Readers will be knowledgeable about after
school programs and issues
 Teachers
 Administrators
 Retired educators
 Non grantees but in after school
programming
 Non conflict of interest statements will be
signed
 Training will be held
 Assignments will be made geographically, etc.
New Grantee Workshop
 Held in late summer to provide guidance as
program is implemented
Questions??
In Springfield, 217-524-4832




Marci Johnson
Gail Meisner
Carol McCue
Gary Miller
[email protected]
[email protected]
[email protected]
[email protected]
In Chicago, 312/814-2282
 Joe Banks
[email protected]
ISBE 21st CCCLC website, www.isbe.net/21cclc