Arizona Department of Education 21st Century Community Learning Centers Grant

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Arizona Department of Education21st Century
Community Learning Centers Grant

• Grant Application Overview
• Cycle 8
• March 17, 2009 - Phoenix (2 sessions)
• March 18, 2009 - Flagstaff
• March 18, 2009 - Tucson
• Register at www.ade.az.gov
• Calendar of Events

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Arizona Department of Education 21st Century
Community Learning Centers Grant

• School Effectiveness Division
• Associate 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

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21st Century Community Learning Center Grant

• Overview

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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

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21st CCLC, NCLB 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 students learning and related
  educational development

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Funding 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.

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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

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Collaboration with Community Partners

• 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.

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Target Populations

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

• Adults and Families
• 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

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What is the Minimum/Maximum Amount 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.

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Funding 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

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Budget 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).

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21st Century Community Learning Center Grant

• Essential Considerations

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Award Decisions

• Grantees will be selected based on
• Peer review of qualified applications
• Geographic equity considerations of Arizonas
  21ST CCLC sites
• Assessment of applicants fiscal capacity and
  Adequacy of Resources

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Approval of School/District 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.

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Communication Among Day Staff and 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

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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.

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Requirements 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.

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Fees for Service

• 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.

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21st Century Community Learning Center Grant

• Program Design and
• Student Activities

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

• http//www.sedl.org/afterschool/toolkits/
• http//www.sedl.org/afterschool/toolkits/tour/tour
  _win.html?inttour.swftitle2-Minute20Tour
• Two Minute Tour Engage Kids, Support Academics,
  Connect with Families, Make Learning Fun!

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Program 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

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Operational Requirements for Centers

• 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

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Student Attendance and Program 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.

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School 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 schools core
  curriculum

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Research-Based Characteristics of Effective
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.

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Research-Based Characteristics of Effective
After-School Programs (continued)

• 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.

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Principles 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

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Principles of Effectiveness (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

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Types 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

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21st Century Community Learning Center Grant

• Grant Management Enterprise (GME) Basics

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Questions Regarding CTDS 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_Dist
  rict/AddChgDistSchl.pdf.
• For questions regarding C.T.D.S. numbers, please
  call Jeremy Betts at [phone] in School
  Finance.

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General Statement of Assurances

• All organizations applying for the grant must
  have a 2009 and 2010 General Statement of
  Assurances on file with ADEs Grants Management
  Department.
• The General Statement of Assurances are
  downloadable from the Grants Management website
• http//www.ade.az.gov/gme/
• Grants Managements phone number is (602)
  542-3470.

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Accessing the Application

• The on-line application can be accessed at ADEs
  Grants Management website
• http//www.ade.az.gov/gme/
• Go to year 2010
• You must have a user ID and password.

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ALL 21st CCLC Grant Applications MUST be
Submitted On-Line on the GME System

• In addition, three hard copy documents are
  required per 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.

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Use Caution if Reviewing Previously Awarded
Grants

• You can access previously awarded grants through
  ADEs Grants Management website at
• http//www.ade.az.gov/gme/ProjectSummary/ProjectSe
  lect.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.

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GME Common Mistakes

• 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 its 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.

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Technical Questions Regarding the Grant
Management System

• Grant Managements 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 Managements staff should
  you have technical difficulties.

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21st Century Community Learning Center Grant

• Critical Reminders

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Grant Timeline

• Grant applications due online by exactly 50000
  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 50000 PM (1535 W.
  Jefferson Bin 5)
• Participants Verification Forms
• Adequacy of Resources Forms
• Private School Consultation Form
• Projected AZ State Board of Education approval
  August 2009
• Projected first payment October 2009

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Important Disqualifiers
Disqualified applications will be pre-screened
out.

• Disqualifying factors include
• Late and/or Missing the following
• On-line application
• Hard 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

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Appeal 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.

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Questions for the AZ Department of Education 21st
CCLC 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