State of Maine Department of Education 21st Century Community Learning Center

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State of MaineDepartment of Education21st
Century Community Learning Center

• Bidders Conference
• February 29, 2008

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Education is not filling a bucket but
lighting a fire.
? William B. Yeats
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21st Support Team

• Lauren Sterling, State Coordinator/Grants Mgr.
• Joan Martay, Lead Consultant
• Linda Huber, Consultant
• Rebecca Minton, Technical Web Support

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Overview

• RFP Steps To Success
• 21st CCLC Background
• What The US DOE Has Learned
• Characteristics Of High-quality Programs
• Maines 21st CCLC Focus
• Maines 21stcclc Programs
• Eligible Applicants
• Funding Amounts
• Award Period
• Additional Requirements
• Program Elements
• Due Diligence Process
• Narrative Guidelines Requirements
• Financial Requirements
• Questions

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RFP Steps to Success

• Step 1
• Read the RFP carefully
• Am I eligible?
• Do I qualify?

• Step 2
• Submit LETTER of INTENT
• Due Monday March 3, 2008
• Use Appendix Form B
• Can be Faxed or E-mailed

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Step 3 Ask Questions

• Submit in writing
• Prior to March 7, 2008 200 p.m.
• E-mail or via U.S. Postal Service
• Questions answers will be posted
• http//www.maineafterschool.net/ME21st/me21st_inde
  x.html

March
RFP 3
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Step 4

• Complete proposal
• 1 Original (clearly marked)
• 6 Copies
• 1 CD
• Must be received by 200pm
• On April 11, 2008

RFP 3
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21st CCLC Background

• For the past
• 10 years, the 21st CCLC program has provided
  additional academic opportunities to millions of
  children and their families

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The program was developed to provide
comprehensive, innovative centers that afford
children and their families, especially those
from disadvantaged backgrounds, access to
high-quality academic and enrichment
opportunities beyond traditional school hours.
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21st Century Community Learning Centers 10,272
centers
NOW
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Alaska
150
55
111
109
75
90
107
187
117
167
71
98
113
194
41
168
69
Hawaii
94
40
399
59
89
123
353
477
150
69
770
100
63
172
129
93
159
20
175
337
274
239
175
118
89
224
91
267
202
166
137
591
332
Puerto Rico
Nationwide, 21st CCLC programs are now serving
1.5 million children and 470,000 adults
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What the U.S. D.O.E. Has Learned?

• The majority of programs have served children in
  grades 3-5.
• There are a very limited number of programs
  serving students in grades 7-12.
• Most programs are open 4 or 5 days per week and
  provide 11-15 hours of service.
• An overwhelming majority of programs operate 29
  or more weeks per year.

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Staffing for Maine 21st CCLC Programs 2006/2007
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Who is Maine Serving?

• 15 centers serve grade Pre-K
• 0 centers serve grade K
• 58 centers serve grade 1
• 60 centers serve grade 2
• 68 centers serve grade 3
• 74 centers serve grade 4
• 71 centers serve grade 5

• 65 centers serve grade 6
• 45 centers serve grade 7
• 44 centers serve grade 8
• 16 centers serve grade 9
• 11 centers serve grade 10
• 12 centers serve grade 11
• 11 centers serve grade 12

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Characteristics of High-Quality Programs

• Positive student-staff relationships
• Positive peer-to-peer relationships
• Mix of academic and non-academic skill-building
  activities
• High levels of student engagement
• Mastery orientation
• Appropriate levels of structure
• Opportunities for autonomy and choice
• Student voice

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MAINES 21stCCLC FOCUS

• To improve the academic performance of
• low performing and failing students
• To improve the health wellness of youth
• To enhance students cultural multi-cultural
  enrichment opportunities

RFP 4
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MAINES 21stCCLC FOCUS cont.

• To develop school-based centers or similarly
  accessible community learning centers.
• To increase opportunities for middle high
  school student as well as elementary students
• To serve students on a regular, year round
  basis
• (30 days or more)
• To enhance family engagement and education

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Maines 21stCCLC Programs

• Are
• Focused on low performing
• studentsNOT. serving all
• Integrated ... NOT ......... individual
  clubs
• Attended regularly.. NOT ... drop in
  centers
• Linked to the school day NOT .. stand alone
  programs
• High interest programming NOT .... drill
  and kill
• Flexible structures.. NOT ...... rigid and
  unbending
• Student driven .NOT . adult focused
• Family friendly. NOT .... baby
  sitting

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Eligible Applicants

• LEAs, CBOs, FBOs, public or private entities
• Collaborative between an eligible school and a
  CBO, FBO, or other public or private entity
• Schools with a high concentration of economically
  disadvantaged students (40 or higher
  free/reduced lunch rate)
• Title I priority schools

RFP 5
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Current grantees eligible if

• Existing grant expires before September 1, 2008
  or grant will be serving a new site(s) with
  different students not yet served through 21st
  CCLC
• Demonstrate capacity to meet prior 21st CCLC
  grant goals and requirements aligned with
  outcomes/objective data
• Meet eligibility requirements and priorities
• Demonstrate successful sustainability through
  collaboration

RFP 5
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Funding Amounts

• Maximum multi-site award 300,000
• Maximum single program site award 150,000
• Minimum grant award is 50,000
• 5 year drop-down cycle
• Yearly funding will be progress based

RFP 6
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Award Period

• Maximum 5 year award
• Year 1 September 1, 2008 to June 30, 2009 (10
  months)
• Successive years July 1st to June 30th (12
  months)
• Subject to yearly approval

RFP 5
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• DOE
• is not obligated to award money under this RFP
• and reserves the right
• to refuse any and all proposals.

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Additional Requirements

• Data collection and submission of progress
  reports
• Web-based reporting
• Attendance at trainings multi-state conferences
• Attendance at regional meetings
• Participation on conference calls
• Education and development of site-based staff

RFP 6
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PROGRAM ELEMENTS

• Tutoring Homework Help
• Academic Enrichment
• Hands-on Learning
• Mentoring Service Learning
• Physical Activities
• Health Prevention programs
• Arts Cultural enrichment
• Family engagement literacy
• Technology programs
• Career Higher Ed. Preparation

RFP 6
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DUE DILIGENCE PROCESS

• Selection/Review Panel
• Paper Review
• In-depth Review
• Verification
• Final Selection

RFP 7
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Preparing a Successful Application
HINTS and TIPS
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Planning is a Team Effort

• Involve key players from school, community
  organizations, businesses
• Survey students, parents, other stakeholders
• Organize multiple planning meetings to prepare
  the application

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Writing Tips

• Use plain English and a mixture of bullets,
  charts, text.
• Be succinct.
• Follow formatting guidelines carefully
  precisely.
• Answer each question from RFP section by section.
• Proofread proposal then have a second person do
  the same.

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Budget Help

• Costs must be reasonable necessary linked to
  program narrative.
• Administration cost should not exceed 8.
• Cost per regular student should not exceed 2000.
  
• Budget for professional development
• Mileage reimbursement is currently at .40 per
  mile
• Specify funding request. Do not use vague
  language.
• Do not request funds for anything that is not
  directly related to the 21stCCLC program
  described in the narrative.

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Common Mistakes

• No statistical data to back assertions.
• Lack of evidence of planning meetings
  community/partner input.
• Lack of program detail numbers of low
  performing students to be served, of regular
  attendees, days, offerings, sites, ratios,
  curriculum.
• Budget figures inaccurate, inconsistent.
• Missed the deadline.

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Narrative Guidelines Requirements

• FORMAT
• AND
• CONTENT

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Details count !

• Number your pages
• 20 pages max in Narrative
• 12-point font
• Order matters
• No substitutions

RFP 9
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Need For Program

• Objective Needs Assessment
• of low-performing students
• Student performance measures
• Existing out-of-school programs
• Gaps in service or need for increase
• Target population

RFP 10
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Program Design

• Link to school day
• Target low performing students
• Quality staffing
• Safe and appropriate environment
• Year-round, high interest programming
• Regular attendees
• Give youth voice
• Family education component
• Operation minimums
• 2hr/day, 4 days/wk, 28 school yr weeks, and 4
  weeks of summer program Family education
  component

RFP 11
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Program Management

• Full-time director recommended
• School support required
• Professional development required
• Volunteer training
• Advisory board mandatory

RFP 12
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Project Evaluation

• Reporting progress on goals
• Data sources and measured outcomes
• Information Dissemination

RFP 13
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Financial Requirements

• Accessibility can not be based on ability to pay
• Funds can not be used to purchase facilities,
  support new construction or fund endowments
• Fees are permitted
• No supplanting of funds

RFP 13
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Sustainability Plan

• Continuous work toward sustainability is expected
  and will include
• A written plan
• An active advisory board
• Strong school and community partnerships
• Program advocacy and public relations

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Appendix K 2008 (revised)

• The DOE Priority School List moved to
• http//www.maine.gov/education/
• pressreleases/ayp/index.html
• Adequate Yearly Progress (AYP) Status of Maine
  Schools 

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Tell me and I'll forget show me and I may
remember involve me and I'll understand.
?Chinese
Proverb
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QUESTIONS