21ST CENTURY COMMUNITY LEARNING CENTER

BIDDERS CONFERENCE JUNE 27, 2017

Heidi Schultz & Debra Williams-Appleton

21st CCLC Program Supervisors

Objectives

1. Review important dates, submission timelines, and requirements.

2. Review major components of the 2017-2018, 21st CCLC grant application.

3. Follow up with Question and Answers.

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Overview of the Bidders Conference 1. Introduction and Timeline

a) Available Funding

2. Federal Statutory Provisions

A. Purpose

B. Definitions

C. Program Priorities

D. Authorized Activities

E. Evaluation

3. Washington State Program

Requirements

4. Washington State 21st CCLC

Performance Goals and Objectives

5. Application Instructions and Scoring

Rubric

6. Q & A

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IntroductionWelcome to the 21st CCLC Bidder’s Conference. The WA State office of Superintendent of Public Instruction is pleased to announce the release of the 21st CCLC, 2017-18 grant application guidelines and instructions. http://k12.wa.us/21stCenturyLearning/default.aspx

1. Funding is made available from the U.S. Department of Education. Authorized under title IV, Part B of the Elementary and Secondary Education Act (ESEA), as amended by the Every Student Success Act (ESSA). https://www2.ed.gov/programs/21stcclc/legislation.html

2. OSPI anticipates awarding approximately $4.7 million dollars to Cohort 14. Up to 8-10

projects, 20-24 sites.

3. No grant will be funded for less than $100,000 and no grant will exceed $500,000 per year.

4. Grants are awarded for 5 years dependent upon availability of federal funding and annual

program performance.

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Timeline1. Form Package #807 available in iGrants.

https://eds.ospi.k12.wa.us/iGrants/(S(rprgpaiipjpj1o2f1kqmno55))/Default.aspx

2. June 27, 2017-Bidders Conference; Webinar.

3. July 24, 2017 Proposals due in iGrants by 4 pm-marked OSPI Review Requested.

4. August 30, 2017- Cohort 14 notified.

5. September 1, 2017- Funds Available and Program Implementation may begin.

6. September 1, 2017-August 31, 2018- Fiscal Year.

7. Programs begin October 16, 2017, or sooner.

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PurposeThe purpose of the 21st CCLC is to provide opportunities for communities to establish or expand activities in community learning centers that:

1. Provide opportunities for academic enrichment, including providing tutorial services to help students, particularly students who attend low-performing schools, to meet the challenging state academic standards;

2. Offer students a broad array of additional services, programs and activities, such as youth development activities, service learning, nutritional and health education, drug and violence prevention programs, counseling programs, arts, music, physical fitness and wellness programs, technology education programs, financial literacy programs, environmental literacy programs, mathematics, science, career and technical programs, internship or apprenticeship programs, and other ties to an in-demand industry sector of occupation for high school students that are designed to reinforce and complement the regular academic program of participating students; and

3. Offer families of students served by community learning centers opportunities for active and meaningful engagement in their children’s education, including opportunities for literacy and related educational development.

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Definitions1. Community Learning Center—The term ‘community learning center’ means an entity:

A)Assists students to meet the challenging state academic standards by providing the students with academic enrichment activities and a broad array of other activities (such as programs and activities described in subsection (a)(2) during non-school hours or periods when school is not in session (such as before and after school or during summer recess) that

(i) reinforce and complement the regular academic programs of the schools attended by the students served, and(ii) are targeted to the students’ academic needs and aligned with the instruction students receive during the school day; and

B)Offers families of students served by such center opportunities for active and meaningful engagement in their children’s education, including opportunities for literacy and related educational development.

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Statutory Program Priorities (Sec 4204 (4)(i)) In general, awarding sub grants under this part, a state education agency shall give priority to applications:

A)Proposing to target services to

(i) students who attend schools that have been identified as in need of improvement under section 1116 of the ESEA; and

(ii) enroll students who may be at risk for academic failure; dropping out of school, involvement in criminal or delinquent activities, or who lack strong positive role models; and

(iii) the families of students described in clause;

B)Submitted jointly by eligible entities consisting of not less than one

(i) local educational agency (LEA) receiving funds under part A of Title I; and

(ii) another eligible entity; and

C)Demonstrating that the activities proposed in the application

(i) are, as of the date of the submission of the application, not accessible to students who would be served; or

ii)would expand accessibility to high-quality services that may be available in the community.8Pa

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Priorities for Funding Evidence provided in Profile Page, Need Statement and Quality of Project Design

Schools proposing to serve:

1. Highest levels of poverty , 80% or more based off the free or reduced-price lunch.

2. Highest percentage of students not meeting proficiency in literacy, and mathematics.

3. Title 1 participating and eligible schools.

4. Identified as a Priority or Focus School. http://www.k12.wa.us/ESEA/Schools/PrioritySchools2015-16.aspx

5. The highest percentage of racial and ethnic minorities among the student population.

6. Evidence of an unmet need for out-of-school-time services in the community.9Pa

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ns Priorities for Funding continued Program activities that:

1. Provide after-school activities for students who are English learners that emphasize language skills and academic achievement.

2. Partner with in-demand fields of the local workforce or build career competencies and career readiness and ensure that the local workforce and career readiness skills are aligned with the Carl D. Perkins Career and Technical Education Act of 2006 and the Workforce Innovation and Opportunity Act.

3. Provide literacy education programs, including Financial Literacy programs and environmental Literacy programs.

4. Build skills in science, technology, engineering, and mathematics (STEM), including computer science, and that foster innovation in learning by supporting nontraditional STEM education teaching methods.

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Authorized Activities Each eligible entity that receives an award under section 4204 may use the award funds to carry out a broad array of activities that advance student academic achievement and support student success, including (ESSA, Sec. 4205 (a)):

1. Academic enrichment learning programs, mentoring programs, remedial education activities, and tutoring services, that are aligned with

(a) the challenging state academic standards and any local academic standards, and

(b) local curricula that are designed to improve student academic achievement;

2. Well-rounded education activities, including such activities that enable students to be eligible for credit recovery or attainment;

3. Literacy education programs, including financial literacy programs and environmental literacy programs;

4. Programs that support a healthy and active lifestyle, including nutritional education and regular, structured physical activity programs;

5. Services for individuals with disabilities; 11Part

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Authorized Activities6. Programs that provide after-school activities for students who are English learners that

emphasize language skills and academic achievement;

7. Cultural programs;

8. Telecommunications and technology education programs; Expanded library service hours;

9. Parenting skills programs that promote parental involvement and family literacy;

10. Programs that provide assistance to students who have been truant, suspended, or expelledto allow the students to improve their academic achievement;

11. Drug and violence prevention programs and counseling programs;

12. Programs that build skills in STEM, including computer science, and that foster innovationin learning by supporting nontraditional STEM education teaching methods; and

13. Programs that partner with in-demand fields of the local workforce or build careercompetencies and career readiness and ensure that local workforce and career readinessskills are aligned with the Carl D. Perkins Career and Technical Education Act of 2006 (20U.S.C. 2301 et seq.) and the Workforce Innovation and Opportunity Act (29 U.S.C. 3101 etseq.).

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Evaluation• In general, the program or activity shall undergo a periodic evaluation in

conjunction with the State educational agency’s overall evaluation plan, to

assess the programs’ progress toward achieving the goal of providing high-

quality opportunities for academic enrichment and overall student success.

• The results of evaluations shall be used to refine, improve and strengthen the program or

activity and to refine the performance measures.

• Made available to the public upon request, with public notice of such availability

provided. And

• Used by the state to determine whether a sub grant is eligible to be renewed.

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WA State Program RequirementsWho May apply on Behalf of an Eligible Entity Partnership? The term ‘eligible entity’ means a local educational agency, community-based organization, Indian tribe or tribal organization, another public or private entity, or consortium of 2 or more such agencies, organizations, or entities.

For Example:1. Local school district, also referred to as local educational agencies (LEA), eligible for

providing Title 1 services.2. Public or private community-based organizations.3. Faith-based organizations.4. Indian Tribe or Tribal Organization.

Elig ible partners may only submit one application as a partner for the current year.14Pa

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Eligible Entity Partnership Requirements An eligible entity partnership is a requirement for funding. The partnership must include:

1. A school district or districts or LEA with designated high-poverty schools that are eligible for or providing Title 1 services, and at least one community-based organization.

2. For the purposes of this grant , and Education Service District (ESD) is considered an LEA. A partnership between an ESD and a school district, or two or more school districts would not be considered an eligible entity partnership without the inclusion of a community-based organization as a primary partner.

3. A partnership is an entity with the primary partners making significant contributions to the grant goals and outcomes, and providing either direct financial support or in-kind support, which is documented in the budget narrative.

4. The school district administration and at least one community-based organization collaborated extensively in the planning and design of the program.

5. Each partner organization has substantial roles to play in the implementation of the program; delivery of the services, program evaluation, and program improvement plans over the duration of the project.

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tsEligible Entity Partnership Requirements 6. All Partner organizations share program resources to carry out their roles, and contributions are

reflected in the budget narrative as in-kind or direct support.

7. All partners have significant and ongoing involvement in the management and oversight of the program.

8. A formal MOA among the partners and fiscal agent has been signed and specifically states that the fiscal agent cannot act as ‘flow-through’ for grant funds and does not sub grant to other recipients. For example, applicants are not permitted to sub grant a significant portion of their award to a single entity.

9. The MOA also identifies all partner obligations and contributions for cash and in-kind contributions, as well as contracted services, if applicable.

10. Eligible entity partners engage in collective planning, implementation, evaluation, and planning for sustainability.

Applications submitted without evidence of an elig ible entity partnership demonstrated by a formal signed MOA, evidence of partner contributions in the budget narrative, and a formal data-sharing agreement will not be considered for funding.

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Program Designa)Staffing

i. Programs must employ a .5 full Time Equivalent (FTE) or greater Site Coordinator (responsible for overseeing the site) and .5 FTE Director or greater (responsible for meeting grant requirements and supervising site coordinator(s)). A single site may employ a .75 FTE or greater combined Coordinator/Director.

ii. Salary and benefits must be adequate to employ highly qualified individuals in these roles. iii. Staff must attend required training and meetings.

b)Intensity and Duration of Services for School Yeari. All programs are excepted to operate September through the last week of the school year. ii. Operating 12 hours in a typical week, at least 4 days per week, and at lease 2 hours per day.iii. CCLC is not a drop-in program, students must attend 30 days to be considered a regular

attendee.

c)Intensity and Duration of Services for Summeri. All programs are expected to operate a summer program, for a minimum of 20 hours a week

for 4 weeks.

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Program Requirements 1. Be located in a safe and easily accessible facility.

2. Transport students safely to and from the center.

3. Disseminate information about the center to the wider community.

4. Align with challenging state academic standards.

5. Coordinate with other federal, state, and local programs.

6. Collaborate with the schools the students attend.

7. Develop a sustainability plan in anticipation of the grant expiration.

8. Provide Equitable Services and Timely Consultation to Private Schools.

9. Conduct an annual external evaluation of the program’s effectiveness in meeting it’s

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Data and Evaluation RequirementsLocal Evaluation• Grantees must on an annual basis, participate in the U.S. Department of Education’s 21APR

data collection system.• Grantees must on an annual basis participate in a local independent evaluation of the program.• Grantees must on an annual basis fully implement the Youth Program Quality Intervention

(YPQI). • It’s recommended to allocate up to 10% of your budget based on scope of activities for data

reporting and local evaluation activities. • Local evaluation contracts need to clearly outline the scope of work, and cost calculation for

local evaluation should be evident in the budget narrative. Statewide Evaluation • WA state contracts with an independent evaluation firm to evaluate the effectiveness of the

CCLC programs statewide.• Grantees will be required to complete annual staff, site coordinator, and student surveys as part

of the statewide evaluation activities.

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Performance Goals and Objectives◦ State Goals◦ To establish community learning centers that support students in high poverty, low-performing schools to

meet academic achievement standards.◦ To offer a broad array of additional services designed to complement the regular academic program.◦ To offer families of students opportunities for educational development.◦ To offer high-quality expanded learning opportunities that lead to positive outcomes for participants.

◦ Objective 1◦ Participants in the 21st CCLC programs will demonstrate educational and social benefits and exhibit

positive behavioral changes.

◦ Objective 2◦ 21st CCLC will offer high-quality enrichment opportunities that positively affect student outcomes such as

school attendance and academic performance, and result in decreased disciplinary actions or other adverse behaviors.

◦ Objective 3◦ The 21st CCLC will establish relationships with community organizations and schools that will provide

ongoing partnerships of mutual support.

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Application Instructions• Applications including: required signatures, and required uploaded documents must be submitted into

iGrants no later than 4:00 pm, Thursday July 24, 2017.

• Give yourself plenty of time to fill out the required iGrants pages and to upload all the required documentation for a complete application.

iGrants

• iGrants is OSPI’s online grants management system. Form package #807.

• Important iGrants staff cannot create user accounts. The procedures for gaining access to iGrants are as follows: 1. School Districts/Charter Schools Districts/Tribal Compact Districts/Schools-After creating

your EDS account, contact your district data security manager and request the iGrants User role for your organization. A list of district data security managers is also located on the iGrants home page under the Obtain User Login Credentials link.

2.ESD/College/University: After creating your EDS account, have your supervisor email CustomerSupport@k12.wa.us with approval for you to have the iGrants User role at your organization.

3.All Other Organizations: After creating your EDS account, email CustomerSupport@k12.wa.us with the following information: Your first and last name, Your email address, Legal name of your organization, Street address of your organization, City/State/Zip, Business phone (with area code)

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Proposal Requirements-iGrants-1. A Contact Page-to be completed in iGrants.

2. Eligible Entity Partnership and Compliance with Program Assurances Page- To be filled out in iGrants. Printed, Signed, & Uploaded as an attachment.

3. A Program Profile Page- 20 points to be completed in iGrants.

4. A Program Abstract- to be uploaded as an attachment in iGrants.

5. A Proposal Narrative- to be uploaded as an attachment in iGrants.1. Need for Program-20 points.2. Quality of Project Design-55 points.3. Management Plan- 25 points.4. Data Collection and Evaluation- 20 points.5. Promise as a Model- 25 points.

6. A Budget Narrative-25 points to be completed in iGrants.

7. Required Appendices uploaded as attachments iGrants. 22Part

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Program Profile Page-20 Points-iGrants1. School year program operates September through June, minimum of 2 hours/day,

12 hours a week, 4-days per week, for a minimum of 30 weeks accounting for school breaks.

2. Summer program meets a minimum of 20 hours a week for a minimum of 4 weeks.3. Programming provides support in academic content area, and enrichment activities,

curriculum is specific to program design and needs of targeted participants.4. Percent of poverty is a minimum of 40% per building served.5. Weighted points will be awarded to specific populations and program activities; in the

priorities for funding section. 6. Title 1 serving/eligible schools.7. Appropriate services are provided to meet the identified need of adult family

members, and program proposes to serve a minimum of 60% of enrolled students 30 days or more.

8. Programs who do not propose to serve families will not be considered for funding.26

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Site Profile(s)

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Program Abstract

Required- submitted as an attachment in iGrants.

A program abstract is a short and powerful one page statement that describes the scope

of work in the grant application. It may contain but is not limited to: the purpose,

proposed outcomes, populations served, background information, etc..

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1. The application provides local, current, objective school and community data to identify at risk populations.a) For each site number and % of students who are eligible for free and reduced

lunch, below proficiency in math and reading by grade level, English Learners and special education, at risk for not graduating on time, and H.S. dropout rate required.

2. The percent of targeted students that are scoring below proficiency in reading and/or math demonstrates high need. Points will be awarded for lower proficiency levels.

3. The application describes current during school, out of school and summer school programming at the proposed sites and explains why current services are insufficient to meet the need described, and how the site will coordinate with existing services.

4. The application describes the specific needs of the target population and how this program intends to support the need described.

5. The application provides current, objective needs data for families to be served, including a summary of recent youth/family survey data that describes the need for out of school programming.

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Need for Program 20 points

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Program Description1. Identify specific program goals, measureable objectives and activities, and

describe how they will meet the needs of the target student population and their families. Goals and objectives must align to the state performance targets, and activities must improve the academic performance of attendees, increase student enrichment, increase family success,.

2. Use a table to outline each site’s goals, objectives, activities, measurements, and timelines. The activities should clearly link to the identified needs of the target students and families described in the need statement.

3. Provide a brief literature review or cite research that supports the choice of curriculum and activities used for all sites, for the intended population.

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Quality of Project Design 55 Points

Presenter

Presentation Notes

Heidi

Quality of Project Design Recruitment and Retention of Students and Family Members

1. Identifies effective strategies for recruiting and retaining the target population identified in

the need statement.

2. Provides strategies for involving private schools in the development of the proposed

project, and ensuring equitable participation of private and homeschool students in the

program, if applicable.

Family Engagement and Education

1. Culturally and linguistically appropriate outreach and recruitment strategies.

2. Activities are goal oriented, sustained over time, relevant, and ensure improved educational

attainment, connections to the community, and knowledge about child development and

learning for families.37

Quality of Project DesignLinkages to the School Day

1. Strategies for collaborating with school day staff and administration and linking to the school day.

2. Strategies for aligning with WA State Learning Standards and school day curriculum to extend and expand learning opportunities.

3. Strategies for using student assessment data for program planning and student progress monitoring.

4. Shared use of space, equipment, and transportation in the school district.

Transportation and Safety1. Describes an adequate safety plan aligned with the school or organization safety plan, and

including safety procedures and practice drills.2. Describes a transportation plan that will ensure transportation is not a barrier to

participation for the target population, and leverages existing resources of the partners if applicable.

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Describes Staffing Model:

1. Your organizational staffing design by attaching a 21st CCLC program org chart

that clearly shows supervisory responsibilities. Include full time equivalent (FTE),

and percent full time or hours per week of each staff member paid under 21st

CCLC.

2. What qualifications and background or experience you will require of the

program director, site coordinator(s), and direct service staff. Include job

descriptions and qualifications for site coordinator(s) and direct service staff.

3. How all staff fit into the existing staffing structures of the school or CBO.

4. Strategies to recruit and maintain high-quality staff.

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Management Plan 25 Points

Management PlanDescribes a Comprehensive Local Professional Development Plan

1. Ensures successful implementation of program goals and objectives.2. Supports evidence based instructional practices.3. Delivery of academic content and project based learning aligned with the

school day.4. Delivery of high quality services to promote student belonging,

engagement, and leadership.5. Professional learning community with ongoing opportunities for staff

collaboration, planning, reflection, and feedback on practice with coaching supports.

Includes a detailed program implementation plan/timeline 1. Ensures full operation by October 17, 2017, or sooner.2. Establishes benchmarks for monitoring student, family and program

progress, and partner collaboration throughout the year.40

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1. Evidence of qualifications of local evaluator demonstrate capacity to fulfill evaluation

obligations. See evaluation guidelines and guidance on designing a local 21st CCLC evaluation

on the OSPI 21st CCLC website.

2. Outlines effective methods, timelines, staff and data to measure participant and program

performance or progress in meeting its goals and objectives.

3. Outlines specific methods, timelines, and staff for federal APR data collection.

4. Outlines specific methods, timelines and staff dedicated to completion of the Youth or

School Age Program Quality Assessment and Improvement Plans.

5. Effective Strategies for using data and evaluation results and leading indicator reports

monitoring progress, improving programs, informing stakeholders, and improving programs.

6. Submission of Signed Data Sharing Agreement between all partners.41

Data Collection and Evaluation 20 Points

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1. Specific data and evidence of past success demonstrated for applicant and partners

in operating quality OST programs with positive outcomes for youth.

2. Specific evidence demonstrating experience or promise of success in providing

educational and related activities that will enhance academic achievement and

positive youth development.

3. Signed Memorandum of Understanding between eligible entity partners, detailing

partner commitments.

4. Description of collaboration with other state and federal programs, detailing

contributions to program.

5. Sustainability plan includes strategies for sustaining the program when funding ends.

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Promise as a Model 25 Points

Budget Narrative 25 PointsIn the budget narrative you will be required to submit detailed cost calculations for the following categories:

1. Certificated and Classified Staff2. Benefits and Payroll Taxes3. Supplies/Materials4. Instructional Resources5. Travel6. Transportation7. Staff Development8. Evaluation9. Conferences10. Facilities11. Youth Program Quality Intervention/Assessment materials

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Budget Narrative1. Includes costs/contributions for all budget categories identified in the RFP

2. Includes detailed and itemized cost calculations for all categories to justify the total expenditure for each category

3. All costs are reasonable and necessary, and allocable

4. All costs are allowable under the new OMB Uniform Guidancehttp://www.ecfr.gov/cgi-bin/text-idx?SID=8dbf420b13206b011b3a408e28560356&mc=true&node=sp2.1.200.e&rgn=div6

5. Allowable Direct vs Indirect costs, especially for administrative salaries

6. Includes all costs for YPQA services, materials, and travel associated with training and assessment activities.

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Youth Program Quality Assessment 1. Boxed Sets of Services and Materials note required expenditures.

2. Ala carte items.

3. Travel and lodging required.

4. Pay for staff/ substitutes for participation in training required if

outside regular work schedule.

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Subrecipient Risk Assessment Questionnaire 2 CFR § 200.205 - Federal Awarding Agency Review Of Risk Posed By Applicants.OSPI will use the questionnaire to assess the subrecipient’s risk

in consideration for issuance of a competitive subaward. OSPI’s risk assessment questionnaire includes: financial

stability, quality of management systems, history of performance, past reports and finings from monitoring visits, the applicant’s ability to effectively implement statutory and regulatory guidance

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Required Appendices1. Job descriptions and required qualifications for program director, site coordinator(s), direct

service staff, and local evaluator. 2. A 21st CCLC program organizational chart showing primary partner responsibilities for

fiscal authority, lines of operational authority, including supervision for directors, site coordinators, all direct service staff and data and evaluation staff participating in the provision of 21st CCLC program services, (directly or in-kind); (Partner organizational charts will not be accepted.)

3. Current, signed Memorandums of Agreements between eligible entity partners (partners that are not contractors that will be making significant ongoing contributions to the project operations including design, implementation, evaluation, and continuous improvements for the duration of the project.)

4. Current Data Sharing Agreement, signed by the participating school district superintendent(s) (or designee) and the Chief Administrator(s) from the community based organization(s). The agreement should be specific enough to ensure the program meets the data collection, reporting and sharing requirements outlined in assurances, and the Data Collection and Evaluation section of the narrative.

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Gaining Access to iGrants1. School Districts: All users must contact their district security manager.

2. ESDs, Colleges and Universities: All users who don’t already have access to iGrants please email Customer Support at CustomerSupport@k12.wa.us.

3. Non-Profit and For-Profit Organizations: Please email Customer Support CustomerSupport@k12.wa.us with the following information:

4. Your Name

5. Email Address

6. Name of Your Organization

7. Street Address (include City, State and Zip)

8. Business Telephone (include area code)

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iGrants Form Package #807; 2017-2018 Fiscal Period

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Submitting your Proposal in iGrants 1. Complete the contact page by pressing the Mark Completed icon.2. Complete the application page(s) and mark each one completed by pressing the

Mark Completed icon.3. Complete the budget page (if applicable) by pressing the Mark Completed icon.4. Mark the form package finished by pressing the Finish icon.5. Press the Notify button to email district officials (Fiscal Officer, Grants

Administrator and iGrants District Administrator) that the form package is ready for internal review.

6. The iGrants District Administrator will send a request for approval to OSPI for processing.

Please be aware that the iGrants system will close down at 4:00 pm, July 24, 2017. Allow enough time for your proposal to be routed in-house, and if applicable through the designated iGrants Administrator. Please follow these instructions for final submission.

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Contact Information 21st Century Community Learning Center Program Supervisors

Heidi Schultz, heidi.Schultz@k12.wa.us

Debra Williams-Appleton, debra.Appleton@k12.wa.us

Program Administrative Assistant

Kelsey Winters, Kelsey.winters@k12.wa.us

Program Phone Number

360-725-6059

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