21st Century Community Learning Centers Webinar

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(No Transcript)
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21st Century Community Learning Centers
Webinar 2010-2012 Request for Proposals Proposal
s Due September 10, 2009
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Vision Mission of LDOE

• Create a world class education system for all
  students in Louisiana through
• Higher academic achievement for all students
• Closing the achievement gap between race and
  class,
• Preparing students to be effective citizens in a
  global market.

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21st Century Community Learning Centers (21st
CCLC) Timeline
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Purpose of RFP

• The purpose of this Request for Proposals
  (RFP) is to solicit proposals from current
  successful 21st CCLC programs offering
  high-quality after-school services, and eligible
  public and private schools and organizations
  interested in applying for a Louisiana 21st
  Century Community Learning Centers (21st CCLC)
  contract. Contracts will be awarded on a
  competitive basis.

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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

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Proposal Information

• Pre-K thru12th grade students targeted must
  attend schools eligible for school-wide Title I
  services and/or low performing schools with high
  rates of poverty
• Maximum per student per year cost is 1500. The
  minimum number of students to be served is 50
  therefore, the minimum award is 75,000
• Proposals cannot exceed 600,000 per year or
  150,000 per site for up to 4 sites
• Award period January 1, 2010 December 31,
  2012

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Eligibility

• Local Educational Agencies (LEA)
• Community-Based Organizations (CBO)
• Faith-Based Organizations (FBO)
• Other Public or Private Entities
• Consortia of Such Entities
• Non-Profit and For-Profit Corporations

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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, and
  the role of each organization.

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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.

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Grants to Expand or Enhance Existing 21st CCLC
Programs

• Communities that presently have a grant from the
  Department are eligible to receive additional
  funds.
• New funds must be used in a manner consistent
  with all the requirements and must be used only
  to supplement, not supplant, any federal, state
  or local dollars available to support activities
  allowable under the 21st CCLC program.
• Funds may be used to expand or enhance current
  activities, or to establish programs in
  non-participating schools within an LEA that has
  a 21st CCLC grant.
• School districts that have received 21st CCLC
  awards that have ended, or are ending this year,
  may apply for funds to continue those programs.
• The supplanting provision does not prohibit
  federal funds from being used to continue
  programs where a previous federal grant has ended
  and other federal, state or local funds would not
  have been available.

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Grants to Expand or Enhance Existing 21st CCLC
Programs

• DISTRICTS WITH A CURRENT 21STCCLC, TANF, OR SES
  PROGRAM ARE ELIGIBLE TO APPLY TO SERVE ANOTHER
  SCHOOL THAT DOES NOT HAVE A 21ST CCLC, TANF, OR
  SES PROGRAM.
• Programs operating a current 21st CCLC program in
  Louisiana from January 2007-December 2009 are
  eligible to apply to expand the existing programs
  and work toward meeting sustainability of the
  community center.
• NOT ELIGIBLE Schools currently operating a TANF
  or SES after-school program are NOT ELIGIBLE.
• NOT ELIGIBLE THIS ROUND Programs currently
  operating a 21st CCLC program from July 1, 2007
  June 30, 2010, January 1, 2008 - December 31,
  2010, or May 1, 2009 April 30, 2010, SHOULD NOT
  APPLY THIS ROUND.

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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

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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

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Competitive Priorities

• To ensure equitable and reasonable distribution
  of 21st CCLC funds throughout the state as it
  pertains to geographic diversity and/or to reduce
  the funding of multiple projects in a district or
  the submission of nearly identical proposals, a
  competitive priority will be given to proposals
  that meet the criteria below
• Expand or enhance a successful 21st CCLC program
  in Louisiana that will end December 31, 2009
  (10pts)
• Begin a program in a middle or high school not
  currently funded by SES, 21st CCLC, TANF, or CBTP
  (5pts)
• Begin a program in a parish not currently being
  served (5pts)

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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.

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High Quality Planning and Design

• Programs have clear mission and well-defined
  goals
• Activities developed are based on assessed need
  of students, schools, and community
• Planning involves stakeholders (parents,
  community partners, youth (if targeting high
  school and/or middle school) and school partners
• 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!

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21st CCLC Program Components

• Academic enhancement activities using innovative
  instructional strategies
• Arts, recreation and technology reinforcing LA
  content standards
• Opportunities for youth to lead and serve

• Creative and recreational activities that foster
  critical thinking skills
• Parental involvement activities that engage
  families

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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
• Matching funds from partners

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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
• Incorporate Literacy and Numeracy Initiative

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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

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Quality Staffing

• Approved applicants must ensure that
• 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 a low staff to student ratio
• (115 recommended)
• Programs train and use volunteers

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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

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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
• www.sedl.org SEDLs After school, Family, and
  Community program provides professional
  development and training for after school
  professionals and state education agencies and
  develops tools and resources for after school
  practitioners

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Performance Requirements

• Contractors will be required to
• Submit the State Mid-Year report, the Federal
  Annual Performance Report (APR/PPICS), and a
  Continuation Application
• Meet or exceed performance measures
• Submit monthly expenditure reimbursements by the
  15th of each month
• Attend workshops or trainings offered by the
  state designed to improve program quality
• Enter student participant data into the states
  web-based reporting system (includes daily
  attendance)
• Comply with federal confidentiality regulations

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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 by including families of
  participants
• Programs will use funding efficiently and
  eventually become self-sustaining

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State Requirements

• Contractors in Louisiana must provide at
  minimum,10 months of service a year, a minimum of
  300 hours a year, 4 days per week and 2.5 hours
  per day, during the school year and summer or a
  minimum of 300 hours for the 10 months of the
  program each year.
• Programs cannot operate Saturday Only programs.
  
• 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
• Potential 21st CCLC contractors must host Site
  visits for LDE staff

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State Requirements

• Programs must establish a 21st CCLC Advisory
  Board that meets regularly
• Contractors must use the States tracking systems
  for student participation and comply with
  State-sponsored evaluation studies
• Must notify community of intent to apply for
  funding
• For programs subcontracting with a non-21st CCLC
  provider, the agency funded/awarded the contract
  must provide 51 of program services

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Budget Guidelines

• Contractors may use funds for the following
• Before/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
  20 maximum cap
• CBOs/Others - 20 maximum cap
• Fiscal Audit/Evaluation Costs

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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 (movies, water parks, amusement
  parks, restaurantsetc)
• Incentives for student participation
• Out-of-state or overnight field trips
• Standard Office Furniture (file cabinets
  excluded)
• Dues/Membership Fees

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Proposal Requirements

• Cover Page (review page 31)
• Federal and State Assurances, including GEPA
  statement (review pages 37-46)
• Table of Contents
• Program Summary and Abstract (review pages 18-19
  and 32-36)
• Project Narrative (review pages 19-27)
• Budget Detail and Summary Pages (see sample
  budget attached with RFP)
• District Partnership Agreement Form (FORM E)
• Copy of fiscal audit or audited financial
  statement from prior year
• Sustainability Funds form (FORM F)
• Board Resolution (non-LEA proposers only)
• Memoranda of Understanding with each partner
  (FORM G)
• List of Advisory Council Members

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Narrative Components

• Program Summary and Abstract (20 points)
• Program Operational Assurance (see pages 18-19
  and 32-36 of RFP)
• 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

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Narrative

• Abstract - Need for the project
• 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.n
  et

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Narrative

• Quality of Proposed Program (38 points)
• (see pages 19-21 of RFP)
• Goals and Outcomes
• GoalsgtObjectivesgtActivities
• What does the program intend to accomplish?
• Do outcomes impact assessed needs?

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Narrative

• Quality of Proposed Program (continued)
• Project Activities and Services
• Describe how proposed activities are linked to
  identified needs
• and how activities will be aligned with goals
  and objectives.
• Outline curriculum choice for academic component
  and why it was selected - how can academic
  improvement be ensured?
• Address transportation, health, nutrition and
  safety needs and how they will be met.
• Describe how participants and families will be
  recruited.

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Narrative

• Quality of Proposed Program (continued)
• Describe how proposed activities will be aligned
  and coordinated with the regular school day, and
  discuss coordination efforts of afterschool staff
  with regular school day teachers.
• Discuss how the program will ensure equitable
  access to and meet the needs of special
  populations (e.g., students with disabilities,
  English language learners).
• Describe the professional development plan for
  staff.
• Discuss how student records will be accessed to
  assist in program evaluation and federal
  reporting.

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Narrative

• Quality of the Management Plan (16 points)
• (see pages 21-25 of the RFP)
• Discuss experience of proposer in providing
  similar activities past performance and
  outcomes.
• Describe accounting practices and how 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 Year one (1),
  and a budget summary.
• Reasonable, clearly explained requests for
  resources needed - a clear picture of where every
  dollar will go

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Narrative

• Quality of Management Plan (continued)
• Proposed management structure and plan, including
  an organizational chart and job descriptions for
  any full-time staff positions proposed resumes
  for key project staff, staff development and
  training.
• Address roles and responsibilities of each
  partnering agency, secure memorandum of
  understanding (MOU).
• Describe program information dissemination
  process to parents, community, and schools.

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Narrative

• Quality of Program Evaluation (12 points)
• (see pages 25-26 of RFP)
• Describe the capacity of the proposer and its
  partners to design an evaluation process for the
  21st CCLC project. Discuss the qualifications of
  the external evaluator who will collect and
  analyze programs data.
• Discuss evaluation instruments to be used and how
  the LEA and lead organization will share data
• How does program address Principles of
  Effectiveness?
• How will evaluation results be used and shared
  with others?

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Narrative

• Adequacy of Resources and Quality of Budget
• (14 points) (see pages 26-28 of RFP)
• Discuss the commitment of resources for the
  program, to include the sustainability form (Form
  F).
• Describe how federal, state, and local funds will
  be combined to enhance program efforts.
• Address allocation of funds, describe how funds
  are linked to objectives and activities of the
  program.

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PROPOSAL DUE DATE

• Complete proposal with original required
  signatures (in blue ink) and four (4) copies must
  be received at the Louisiana Department of
  Education no later than 200 p.m. on
• Thursday, September 10, 2009 at
• LA Department of Education
• Office of Management and Finance
• Purchasing Section Fifth Floor (cube 5-242)
• 1201 N. Third Street
• P.O. Box 94064
• Baton Rouge, LA 70802

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QUESTIONS???

• Please submit them in writing to
• Kartina.Roberts_at_la.gov no later than
• Friday, August 21, 2009
• Division of School and Community Support
• [phone]

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Contact Information

• Donna Nola Ganey, Assistant Superintendent
• Phone [phone] / Email donna.ganey_at_la.gov
• Mike Coburn, Division Director
• Phone [phone] / Email michael.coburn_at_la.go
  v
• Kartina Roberts, Section Administrator
• Phone [phone] / Email kartina.roberts_at_la.
  gov
• Tonya Johnson, Ed. Program Consultant
• Phone [phone] / Email tonya.johnson_at_la.gov
  
• Shirley Williams, Ed. Program Consultant
• Phone [phone] / Email shirley.williams_at_la.
  gov
• Pat Fisher, Ed. Program Consultant
• Phone [phone] / Email Pat.fisher_at_la.gov