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 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 socio-economically 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: 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 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 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 Non-regulatory 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.

21st 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, 2014Applications 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!!!

ApplicationComponents

* 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

Narrative3,000 character limitBrief, 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 ImplementThe Capacity to Implement component is quite detailed and multi-faceted.

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 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

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 ResourcesAll 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 Expenseso Salaries: For 21st CCLC Project Director, Program Manager, and Site

Coordinators (reasonable and in line with industry standard)o Teachers, Tutors and Paraprofessionalso Contractors o National and local Criminal Background Checks o Supplies and materials required for the 21st CCLC programo Computer hardware and software required for the 21st CCLC

programo Travel to required 21st CCLC trainings, conferences, and workshopso Transporting students home following 21st CCLC activitieso Rento Utilities (Indirect Costs)o Parent Involvement Activity costso Educational Field Tripso Advertisement (For recruitment purposes only, not for promotion of

the program)

Examples of Non-Allowable Expenseso 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, Snackso 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 Itemso Decorative Items o Purchase of Facilities or vehicles (e.g., Buses, Vans, or Cars) o Land acquisitiono Capital Improvements, Permanent Renovationso Direct charges for items/services that the indirect cost rate covers;o Dues to organizations, federations or societies for personal benefitso 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 OrganizationsProfessional 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 mward@alsde.edu.

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

mward@alsde.edu or 334.242.8199.

Thank You!