21st Century Community Learning Centers

Proposers Conference

LA Department of Education

September 25, 2007

Meeting Agenda

Greetings Overview of Request for Proposals Questions

Purpose of Program To provide academic enrichment opportunities for

children, particularly students who attend high poverty and low-performing schools, to meet State and local standards in core academic subjects;

To offer students a broad array of enrichment activities that can complement their regular academic programs; and

To offer literacy and other educational services to the families of participating children

Proposal Information K-12 students targeted must attend schools

eligible for school-wide Title I services Maximum per student per year cost cannot

exceed $1000 Proposals cannot exceed $800,000 per year Award period:

• January 1, 2008 – December 31, 2010 (Contracts will be on a state fiscal year)

Eligibility Local educational agencies (LEA) Community-Based Organizations (CBO) Faith-Based Organizations (FBO) Other Public or Private Entities Consortia of Such Entities

• Only those entities not funded in the previous cycle can apply

Eligibility

Federal law requires states to “give priority to applications submitted jointly by eligible entities consisting of not less than one LEA and/or CBO or other public or private entity.”

These joint proposals should demonstrate evidence of collaborative planning and program design; substantial roles

Eligibility Individual public schools may not

submit a proposal. If awarded a contract, a

community- or faith-based organization may be required to provide evidence of having a fidelity bond equaling the amount awarded.

Principles of Effectiveness Federally outlined Proposers must provide inclusive and

supervised services based upon:• An assessment of objective data regarding the

need for after school programs in the schools/communities proposed;

• An established set of performance measures ensuring high-quality opportunities; and

• If appropriate, scientifically based research providing evidence that the methods will be effective

Allowable Activities Academic enrichment

activities Math and science

education Arts, music, drama Entrepreneurial education Tutoring and mentoring

activities Drug and violence

prevention programs, character education

Programs for limited English proficient students

Recreational/nutrition and health activities

Technology education Expanded library services Parental involvement/family

literacy Programs for truant,

suspended, expelled students

Proposal Competitive Priorities Joint submission of proposal by LEA and non-

LEA entity School Improvement Schools Middle and High School Students Programs in Districts Currently Not Served

Five bonus points for each of these categories

Components of High Quality After School Programs

Recent studies have identified a number of best practices as essential for fostering positive academic outcomes for students who participate in extended learning opportunities.

Safe Environments

Quality Staffing

Funding

Evaluation andImprovement

Parent & Community Involvement

Planning and Design

Alignment withSchool curricula

High Quality Planning and Design Programs have clear mission and well-defined goals Programs developed are based on assessed need of

students, schools, and community Planning involves stakeholders Programs are aligned with school reform or

improvement efforts Programs are designed for maximum and sustained

participation – the longer students attend, the better the gains!

“Rich” Programming Components

Academic enhancement activities using innovative instructional strategies

Arts, recreation and technology reinforcing LA content standards

Giving youth opportunities to lead and to serve

Creative and recreational activities that foster critical thinking skills

Parental involvement activities that engage families

High Quality Evaluation Programs use evaluation data to monitor

effectiveness Evaluation is aligned to program goals and

intended outcomes Have frequent assessments and benchmarking

for student progress Results shared with stakeholders to refine and

strengthen program practice

High Quality Sustainability Strategies Programs tap multiple funding sources Funding consistent and equitable across

program sites with priority given to serving at-risk student populations

Leveraged resources among partners Focus on long-term sustainability

Alignment with School Curricula Strong programs maintain an academic focus

that integrates the regular classroom curriculum while using methods and materials that are fun and engaging

Activities should be experiential, hands-on, tailored to individual student needs, and delivered by qualified and talented staff

Safe Environments Programs should have adequate space If providing transportation, have drivers and

vehicles insured Program facilities should comply with all state

and federal codes, fire marshal inspections, etc. Have drinking water and healthy snacks

available

Quality Staffing Staff members receive ongoing professional

development that teaches and updates skills to deliver high quality programming that does not duplicate traditional classroom instruction

Programs have low student-staff ratio Train and use volunteers

Parental and Community Involvement Programs housed in neighborhood schools to

foster sustained collaboration Offer programs and services to families Survey parents and communities about

services and needs Create opportunities for parents to participate in

programs

Websites on High Quality Practices www.ed.gov/pubs - US Department of Education www.afterschool.org – Afterschool Alliance www.mott.org – The C.S. Mott Foundation, a leading

supporter of after school program initiatives www.financeproject.org – The Finance Project, a

website that provides resources on financing and sustaining out-of-school time initiatives

Performance Requirements Contractors will be required to:

• Submit an annual performance report (PPICS)• Meet or exceed performance measures• Attend workshops or trainings offered by the state to

improve program quality• Enter student participant data into the state’s web-

based reporting system• Comply with federal confidentiality regulations

Performance Measures for 21st CCLC Programs

Participants will demonstrate increased academic achievement in reading and mathematics

Participants will demonstrate improved homework completion and class participation in other subject areas

Participants will demonstrate positive behavioral changes

Program will provide services that benefit the entire community

Programs will use funding efficiently and eventually self-sustaining

State Requirements Contractors must provide at least 10 months of

services for a minimum of 3 days a week for at least 2 hours per day*

Background checks are required for all staff working with students

Facility must meet all OSHA, ADA, and other relevant federal and state requirements

Programs should make provisions for students to have healthy snacks

State Requirements Programs must establish a 21st CCLC Advisory Board

that meets regularly Contractors must use the State’s tracking systems for

student participation and comply with State-sponsored evaluation studies

Must notify community of intent to apply for funding

Budget Guidelines Contractors may use funds for the following:

• After School and Summer Activities Staffing, Supplies, Curricula, Professional Services,

Equipment, etc.

• Travel & Required State Meetings

• Indirect Costs/Administrative Costs LEAs – Use the approved Indirect Cost Rate up to

10% maximum cap CBOs/Others - 10% maximum cap

• Fiscal Audit/Evaluation Costs

Budget Guidelines Contractors shall not use funds for the following:

• Preparation of the proposal• Pre-award costs• Purchase of land and buildings; new construction,

renovation• Mechanized or motorized vehicles• Entertainment• Incentives for student participation• Out-of-state or overnight field trips• Standard Office Furniture• Dues/Membership Fees

Proposal Requirements Cover Page Federal and State Assurances, including GEPA statement Table of Contents Program Summary and Abstract Project Narrative Budget Forms Program Calendars* Copy of fiscal audit or audited financial statement from prior year Board Resolution from non-LEA proposers Memoranda of Understanding Letters of Commitment from LEA on behalf of proposed schools List of Advisory Council Members

Narrative Components Program Summary and Abstract (3 points)

• Form B• Describe community and schools to be served• Number of participants to be served• In abstract section, outline any Competitive Priorities

requested!• Up to one additional page may be added if more

space is needed

Narrative (continued) Need for the project (20 points)

• Describe process used to determine needs; assessment; instruments used

• Factors that place students at risk of educational failure - statistics, accountability information, literacy rates; identify gaps in services to children

• Provide a community profile, including data• Cite school-specific data - www.louisianaschools.net

Narrative (continued) Proposed Program Quality (36 points)

• Goals and Outcomes Goals>Objectives>Activities What does the program intend to accomplish? Do outcomes impact assessed needs?

Narrative (continued)

Project Activities and Services• Describe the variety and array of activities proposed,

structure and schedule and how activities will be different from regular school

• Outline curriculum choice for academic component and why it was selected - how can academic improvement be ensured?

• Address transportation needs and how they will be met• Describe how participants and families will be recruited

Narrative (continued) Addressing Identified Needs

• Describe how proposed activities are linked to identified needs

• How will staff vary methods to help meet individual needs of participants?

Partnerships and Linkages• Describe partnership of proposer and partnering

organization - roles, partner commitments, refer to MOU (Partners are not always sub-contractors!)

Narrative (continued) Adequacy of Resources (20 points)

• Describe resources that will be used - facilities, libraries, equipment, access to computer labs; partner contributions

• Describe how other available resources will be leveraged to support program goals and objectives

• Address sustainability plans; identify strategies to fund center after contract period ends

• Proposals must include a Budget for Y1, Y2 & Y3 and a cumulative budget for all three years

Reasonable, clearly explained requests for resources needed - a clear picture of where every dollar will go

Narrative (continued) Quality of Management Plan (15 points)

• Experience of proposer in providing similar activities; past performance and outcomes

• Proposed management structure and plan, including an organizational chart and job descriptions for any full-time staff positions proposed; resumes for key project staff

• Timeline for project implementation, sample daily schedules and lesson plans

• Staff development and training• Information dissemination process

Narrative (continued) Quality of Evaluation Plan (6 points)

• How will program track the required performance measures?

• How will LEA and lead organization share data?• How does program address Principles of Effectiveness?• How will evaluation results be shared with others?

Narrative (continued) Assurances - All must be submitted with

proposals Letters of Commitment from Partners

• Must have a signed letter of commitment from the district superintendent and the school principal

• Must specify what each partner commits to provide to the project

• Generic letters are unacceptable

PROPOSAL DUE DATE Complete proposal and four copies should be

received at Department of Education no later than 2:00 p.m. on Friday, October 12, 2007 at

LA Department of EducationOffice of Management and Finance

Purchasing Section – Fifth Floor (cube 5-242)1201 N. Third Street

P.O. Box 94064Baton Rouge, LA 70802

QUESTIONS???

Please submit them in writing to:

Kartina.Roberts@la.gov no later than October 2, 2007

Division of School and Community Support(225) 342-3906