Arizona Department of EducationArizona Department of Education2121stst Century Community Century Community Learning Centers GrantLearning Centers Grant

Grant Application Overview

Cycle 8

March 17, 2009 - Phoenix (2 sessions)

March 18, 2009 - FlagstaffMarch 18, 2009 - TucsonRegister at: www.ade.az.gov

Calendar of Events

Arizona Department of Education 21st Century Community Learning Centers Grant

School Effectiveness DivisionAssociate Superintendent – Kathy Hrabluk

Presented by:

Cindy Trejo, Director

Dr. Mary Lou Naylor, Program Specialist

Pam Seitzinger, Program Specialist

Anderson Yazzie, Jr., Program Specialist

Laura Hartman, Program Specialist

B. Renae Rosales, Program Specialist

Catherine Land, Program Specialist

21st Century Community Learning Center Grant

Overview

21st Century Community Learning Center Grant Writing Resources:

(Located under Fund Alert in the GME system)

•PowerPoint Presentation•Required Downloadable forms A,B,C•Grant Application (on-line GME)•Grant Application Instructions•Program Planning Tool•Partner Planning Tool•Budget Planning Tool- Sample Budget

•Non-Regulatory Guidance•USFR Chart of Accounts•Cost Principles Matrix•Youth Development Framework•Principles of Effectiveness•40 Developmental Assets•Standards and Rubric for School Improvement

2121stst CCLC, CCLC, NCLB Title IV, Part BNCLB Title IV, Part B• Implement activities based on rigorous

scientific research

• Focus services on academic enrichment opportunities, specifically essential core content areas such as Reading, Writing, Science and Math

• Offer families of actively participating students opportunities for literacy and engagement in how to support their student’s learning and related educational development

Funding PurposeFunding Purpose

• The purpose of this important afterschool, before school, Saturday and summer school program is to create Community Learning Centers that provide high-quality, Arizona State Standards – based academic learning opportunities, leading to increased achievement.

Eligible Applicant(s)Eligible Applicant(s)

ABSOLUTE PRIORITY - Entities that serve students who attend schools where at least 40% of the students qualify for free/reduced meals

Any public or private organization is eligible to apply. Examples of agencies and organizations include, but are not limited to:

• Non-profit agencies • City or county government agencies• Faith-based organizations • Community-based organizations• Institution of higher education • For profit corporations

Collaboration with Community Collaboration with Community PartnersPartners

• Section 4204(b)(2)(H) requires districts applying for local grants to provide a description of the partnership between a local educational agency, a community-based organization (CBO), and other public or private organizations, if appropriate.

Target PopulationsTarget Populations

StudentsStudents

• At-risk students from pre-kindergarten to twelfth grade who attend schools with a high concentration of students from low-income families

Adults and Adults and FamiliesFamilies

• Adult family members of those students who are actively participating in the regular 21st CCLC program

• Programs must offer services to support family engagement and/or provide family literacy activities

What is the What is the Minimum/Maximum Amount Minimum/Maximum Amount

of Award?of Award?• $3.5 Million Total approx. funding

• Minimum is $50,000

• Maximum is $120,000

• 30 Estimated number of grants*

*ADE may consider geographic equity

In the event that anticipated federal funding is decreased, a proportional decrease will be made to all awardees. All funding is contingent upon receipt of federal funds.

Funding AllocationFunding Allocation

• $8.00 per day x number of days the program will operate (include summer, and other breaks) x number of projected regular attendees (students who attend 30 days or more)

Example:130 days X 120 students x $8 = Total Funds Needed $124,800

Total Funds Requested = $120,000

Budget Alignment PointsBudget Alignment Points (New for Cycle 7 & 8)

• Budget will be checked for alignment with entire grant proposal. Budget items should conform to the USFR Chart of Accounts.

• The total requested dollar amounts are reasonable and necessary to promote the objectives and activities in the application.

• Appropriate staffing requirements are reflected in the budget (1 Site Coordinator on Site during center hours).

21st Century Community Learning Center Grant

Essential Considerations

Award DecisionsAward Decisions

Grantees will be selected based on:

• Peer review of qualified applications

• Geographic equity considerations of Arizona’s 21ST CCLC sites

• Assessment of applicants’ fiscal capacity and Adequacy of Resources

Approval of School/Approval of School/District AdministrationDistrict Administration

• Communication/Collaboration/Buy-In

• All 21st CCLC proposals must demonstrate agreement of proposed grant contents by district and school administration for each site. This is done by submitting hard copy set of the Participants Verification form for each site which is available in Application Downloads within ADE Grants Management.

Communication Among Day Staff Communication Among Day Staff and After-School Staffand After-School Staff

• Effective integration of the expanded day program with the regular school day requires dedicated, ongoing communication and articulation between regular school day and after school staff.

• Successful sites plan meeting times and develop systems to facilitate this communication

Accountability-Accountability- Annual Performance Report (APR)

• Grantees will be required to collect data (attendance, grades, test scores in Reading and Math, and teacher surveys regarding participants behavior).

• Grantees will be required to report on student learning outcomes, program evaluation, goals and objectives, course offerings, activities and accomplishments.

Requirements of OperationRequirements of Operation

• Community learning centers services must be offered during non-school hours or periods when school is not in session. Services are not to be provided during regular school hours.

• However, activities targeting pre-kindergarten children and adult family members may take place during regular school hours, as these times may be most suitable for serving those populations.

• Lunch time is considered during regular school hours.

• Charging of fees is allowable but not recommended.

• If fees are charged, no student shall be denied services regardless of their ability to pay.

• Income collected from fees must be used to supplement a specific program activity specified in the grant application and must be used within the duration of the grant award.

• The Arizona Department of Education discourages the charging fees as it may hinder the recruitment and retention of participating students.

• See G-14 in the Non-Regulatory Guidance for more details on this issue.

Fees for ServiceFees for Service

21st Century Community Learning Center Grant

Program Design and

Student Activities

How do After-School Classes How do After-School Classes Look Differently from School Look Differently from School

Day Classes?Day Classes?

• http://www.sedl.org/afterschool/toolkits/

• http://www.sedl.org/afterschool/toolkits/tour/tour_win.html?int=tour.swf&title=2-Minute%20Tour

• Two Minute Tour: Engage Kids, Support Academics, Connect with Families, Make Learning Fun!

Program ObjectivesProgram Objectives

• Academics

• Youth Development

• Family Engagement

• Administrative Leadership

Minimum of 2 objectives; Maximum of 4

Minimum of 1 objective; Maximum of 2 objectives

Minimum of 1 objective; Maximum of 2 objectives

Minimum of 1 objective; Maximum of 2 objectives

Although sites may determine how to design individual programs, the following MUST be followed for Total Center Requirements:

– Minimum of 120 Days per Fiscal Year– Minimum of 27 Weeks Academic Year– Minimum of 3 Weeks Summer School– Minimum of 4 Days per Week– Minimum of 12 Hours per Week of

TOTAL CENTER SERVICES– Minimum of 8 Hours per Week of

DIRECT STUDENT SERVICES– Minimum of 2 Hours per Week of

ADULT FAMILY SERVICES

Operational Requirements for Operational Requirements for CentersCenters

Student Attendance and Student Attendance and Program DesignProgram Design

• It is recommended that programs require elementary student attendance every day and middle school/high school attendance at least three days per week. This is to maximize the impact of the program on student achievement and behavior.

• 21st CCLC is not to be a “drop-in” program.

School ImprovementSchool Improvement

• 21st CCLC programs can be an important component / complement in a school improvement plan or other achievement outcome grants – particularly as it offers extended learning time to help children meet academic achievement standards

• 21st CCLC intentional complementary learning activities must align with the school’s core curriculum

Research-Based Characteristics of Research-Based Characteristics of Effective After-School ProgramsEffective After-School Programs

• Programs offer an array of targeted academic enrichment opportunities interesting and diverse enough to keep children participating regularly.

• Learning opportunities must be intentional and can be embedded within all after-school activities.

• Trained staff must be able to challenge yet encourage children.

• Content matters! – after school activities can be exciting and engaging, yet still be aligned with state and local academic standards.

• “Dosage” matters! – the more time children can spend engaged in learning activities, the better they will perform.

Research-Based Characteristics of Research-Based Characteristics of Effective After-School Programs Effective After-School Programs

(continued)

Principles of EffectivenessPrinciples of Effectiveness

• Grantees must identify and implement programs and activities that can directly enhance student learning based on NCLB principles of effectiveness

• Must address the needs of the students, their families and the community

• Must be continuously evaluated using school data as performance measures

Principles of Effectiveness Principles of Effectiveness (Continued)(Continued)

• Evaluation activities must result in refining individual students’ program

• NOTE: More details about your evaluation plans are requested and should be aligned in the application sections: Adequacy of Resources, Evaluation Plan and Budget Detail Narrative

• Must respond to evaluation findings, both on-going and for future program design

• For More detail see Non-Regulatory Guidance (NRG) p. 51

Types of ActivitiesTypes of Activities• All Arizona students enrolled in the program must

receive essential academic enrichment in Reading, Writing, Science and Math to include but not limited to targeted intervention

• Other academic enrichment activities may be offered such as: chess clubs, book clubs, theatre programs to encourage reading and writing for pleasure, art, music, youth development activities, career/technical education, drug/violence prevention, etc.

• Most successful 21st CCLC offer a balanced program that combines remedial education activities with fun, engaging academic enrichment classes

• For More detail see Non-Regulatory Guidance (NRG) G-1

21st Century Community Learning Center Grant

Grant Management Enterprise (GME)

Basics

Questions Regarding Questions Regarding CTDS NumbersCTDS Numbers

• A “C.T.D.S.” number is also required before you can submit a grant application. “C.T.D.S.” stands for County, Type, District, and School. The website to access the necessary form is: http://www.ade.az.gov/schoolfinance/FAQs/CTDS_District/AddChgDistSchl.pdf.

• For questions regarding C.T.D.S. numbers, please call Jeremy Betts at (602) 542-8243 in School Finance.

General Statement General Statement of Assurancesof Assurances

• All organizations applying for the grant must have a 2009 and 2010 General Statement of Assurances on file with ADE’s Grants Management Department.

• The General Statement of Assurances are downloadable from the Grants Management website:

http://www.ade.az.gov/gme/

• Grants Management’s phone number is (602) 542-3470.

Accessing the ApplicationAccessing the Application

• The on-line application can be accessed at ADE’s Grants Management website:

http://www.ade.az.gov/gme/

Go to year: 2010

• You must have a user ID and password.

ALL 21ALL 21stst CCLC Grant Applications CCLC Grant Applications MUST be Submitted On-Line on MUST be Submitted On-Line on

the GME Systemthe GME System

In addition, three hard copy documents In addition, three hard copy documents are required are required per siteper site

• A. Participants Verification Form A• B. Adequacy of Resources Form B• C. Private School Consultation Form C

• If 6 sites, 6 sets of forms are required!• These are available as “REQUIRED

DOWNLOADABLE FORMS” on GME website.

Use Caution if Reviewing Use Caution if Reviewing Previously Awarded GrantsPreviously Awarded Grants

• You can access previously awarded grants through ADE’s Grants Management website at:http://www.ade.az.gov/gme/ProjectSummary/ProjectSelect.asp

• This is public information and available to all. Use with caution! Cycle 8 application has changed and there is a range of quality in approved applications.

• An application can have up to 10 sites/schools. Grant must be site specific. If you are applying for more than one school, then each school becomes a site and should have it’s own budget and set of accompanying forms (A.B.C.).

• Budget should align to the Program Design and Implementation, Adequacy of Resources, and possibly other areas of the application.

• Copying from word document to application-if experiencing trouble type directly into cell. Do not waste too much time.

• Save each page in the application before switching to a new page.

GME Common MistakesGME Common Mistakes

Technical Questions Regarding Technical Questions Regarding the Grant Management Systemthe Grant Management System

• Grant Management’s phone number is (602) 542-3470.

• Remember 7,500 is the maximum number of characters you may type for each question. This includes commas, periods, spaces, etc.

• This is approximately 3 single-spaced pages with normal margins.

• Regarding the due date, remember to allow yourself plenty of time to be able to access assistance from Grant Management’s staff should you have technical difficulties.

21st Century Community Learning Center Grant

Critical Reminders

Grant TimelineGrant Timeline• Grant applications due online by exactly 5:00:00 PM, May 1, 2009. If application is not completely submitted, it will be considered late and will not be read!

• Hard copies of the following (1 set per site) with original signatures are due hand delivered or postmarked May 1, 2009 by 5:00:00 PM (1535 W. Jefferson Bin #5)

A. Participants Verification FormsB. Adequacy of Resources Forms C. Private School Consultation Form

• Projected AZ State Board of Education approval: August 2009

• Projected first payment: October 2009

Important: DisqualifiersImportant: Disqualifiers

Disqualifying factors include:

• Late and/or Missing the following: On-line applicationHard copies of: Form A. Participation Verification forms (PV) Form B. Adequacy of Resources Forms Form C. Private School Consultation Form

• Lack of original signatures on Form A. or Form B.

• An incomplete application

• More than 1 school per site in application

• Budget exceeds $8/day formula

Disqualified applications will be pre-screened out.*

Appeal ProcessAppeal Process

• Any interested party may protest a request for grant application, a determination of not susceptible for award, or the award of a competitive grant.

• A detailed statement of the legal and factual grounds of the protest including copies of relevant documents and the form of relief requested must be submitted to Superintendent of Public Instruction, Tom Horne.

Questions for theQuestions for the AZ AZ Department of Education 21Department of Education 21stst

CCLC UnitCCLC Unit • Questions and Answers from

each training session will be posted on the website for all to view

• Should you have a general question about the Cycle 8 Process, for example: Time line, Forms A-C, or anything other than content, please call 602-364-2349