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Grants and Other Financial Assistance Programs: FY2014

Massachusetts 21st Century Community Learning Centers - Out-of-School Time
Fund Code: 647-B1B

Purpose: The purpose of the federally-funded Massachusetts 21st Century Community Learning Centers (CCLC) - Out-of-School Time (OST) grant is to support additional learning time for students in grades K-12 before and/or after school and during the summer that provides creative and engaging academic enrichment opportunities that will help to address college and workforce readiness and success.
Priorities: Priorities for this grant program include the following.
  1. Assist in closing the proficiency gaps where they currently exist.
  2. Provide creative and innovative programming that complements the students' school-day program, by embedding academics into high interest enriching activities.
  3. Create support systems for students in all domains of development.
  4. Provide professional development opportunities that support continuous program improvement.
  5. Support local implementation of the Department of Elementary and Secondary Education's (Department) District Standards and Indicators Download PDF Document  Download Word Document and Department Priorities.
  6. Develop College and Career Readiness in grades K-12.
  7. Create a content-rich creative environment where there is a seamless integration among arts, sciences, civics, mathematics, and English language arts, etc. to engage students in their learning.
  8. Integrate school-day and out-of-school-time programs to promote shared learning goals, teaching and support strategies, and staff recruitment and training activities.
  9. Create and maintain a school and community-based infrastructure that establishes procedures to improve outcomes for students through successful program implementation and oversight.
  10. Establish procedures to evaluate program effectiveness through the collection and analysis of data.
  11. Promote efficient use of public resources and facilities through effective partnerships among schools, community-based agencies, adult community learning centers, and other public and private entities.
  12. Create opportunities for student leadership, decision-making, and civic engagement.
  13. Engage and support families and caregivers as partners in meaningful and culturally respectful ways where families actively support their children's learning and development in and out of school.
Eligible entities are school districts, cities and towns, community-based organizations (CBOs), other public or private entities, or a consortium of two (2) or more of such agencies, organizations, or entities.

To apply for these funds, applicants must:
  • Have or commit to having a Community Council that has as one of its primary functions the coordination of the 21st CCLC Program. See Addendum A - Administrative/Program Assurances and Signature Page in the Additional Information section below for a description of Community Council membership.
  • Offer a school year and summer program. For Hours of Operation options, see the Program Summary Cover Sheet in the Part III - Required Program Information document in the Required Forms section below.
  • Designate a full-or part-time coordinator to oversee the administration and implementation of this grant.
Eligible applicants must meet at least one (1) of the criteria listed below:
  1. Primarily serve students in schools designated as Title I School-Wide programs; and/or
  2. Demonstrate that the applicant serves students in schools with 20% or more low-income families as indicated on the Department's School and District profiles page or through another documented source.
  1. Applications may not propose more than one site.
  2. Entities may not be the lead applicant on more than one proposal.

    However, entities may be a partner on more than one proposal.

    Note: Applicants should be aware that due to limited available funding, the Department does not plan to fund more than one program in any given school district/community.
  3. Applicants may not propose sites that were included in a fiscal year 2013-2014 (FY14) 21st CCLC-ELT Fund Code: 647-B1A grant proposal.
    As noted in the FY14 21st CCLC-ELT documents, applicants may not submit FY14 proposals for the same new site through both grant programs (through both Fund Code 647-B1A and 647-B1B).
  4. Massachusetts 21st CCLC grantees.
    District/communities that currently receive 21st CCLC grantees are among those eligible to apply, as part of the competitive process, provided they meet this grant's eligibility requirements and are applying for a site that did not receive any 21st CCLC funding during FY13.
Competitive priority* will be given to applications that meet the following:
  1. Propose to serve youth in schools/districts designated as Level 3-5.
  2. Districts/Communities that have not received MA 21st CCLC funding in the past five years (FY09-FY13).
  3. Applications that are jointly developed and submitted in full partnership from a school district and community-based organization(s) or other public or private entity(ies).
* Competitive priority means preference over an application of comparable merit that does not meet the criteria.

Applications from agencies and organizations other than a school district, city, or town will be screened for capacity to administer the program based on the applicant's:**
  1. proven fiscal responsibility, for example, as demonstrated through an annual audit;
  2. previous experience with similar amounts of funding at the state or federal level through government, foundation, or private grants;
  3. documentation of linkage with the school site; and
  4. documentation of a clear plan of communication and linkage with the school site for purposes of completing required Survey of Academic Youth Outcomes (SAYO) teacher surveys and access to pertinent student data.
** Any entity that wishes to include indirect costs in the budget and does not have a current approved rate from the Massachusetts Department of Elementary and Secondary Education and does not have a current Federal rate may apply to the Department for a maximum five percent (5%) indirect cost rate. This rate is only for grants issued by the Department and is not to be considered as an overall indirect cost rate to be used with any other funding sources. To access a list of approved rates or an application, go to Grants website.
Funding: Applicants may apply for between $50,000 and $175,000, to implement school year and summer programs (at one site). The requested amount should be appropriate and reasonable for the size and scope of the project.
Fund Use: Funds must be used solely to support the purpose and priorities detailed above. Services must be offered during non-school hours or periods when school is not typically in session, including before school, after school, evenings, weekends, school vacations, and summer.

Funds may also be used to offer families of these students' literacy and related educational development.

Required programs/services
  • Service-Learning.
  • Family Engagement (promote parental involvement and family literacy for families of participating students).

    Note: At least five (5) percent of the total budget must be set aside to support family involvement. This may include a part-time Family Engagement/Outreach Liaison if one does not currently exist.
Additional programs/services that may be funded under this grant may include the following:
  • STEM (science, technology/engineering, and mathematics) education activities;
  • Arts and Music Education;
  • Entrepreneurial Education Programs;
  • Financial Literacy;
  • Mentoring;
  • Supports for English language learners that emphasize language skills and support academic achievement;
  • Inclusive activities for students who receive special education services that emphasize social skills and support academic achievement;
  • Health and Wellness;
  • Assistance to students who have been truant, suspended, or expelled that emphasizes the student's adjustment and supports academic achievement;
  • Drug and violence prevention programs, counseling programs, and character education programs;
  • Activities that address and incorporate aspects of the 21st Century Skills initiative;
  • Social/Emotional Learning; and
  • Collaborative planning time between school day and 21st CCLC program staff.
Project Duration: 09/01/2013 - 08/31/2014

Pending budget appropriation, continuation of funding will be available for a total grant period of three (3) years (FY14-FY16).

Continued funding in years two (FY15) and three (FY16) will be contingent upon demonstrating the following:
  • the ability to use data to inform and demonstrate continuous program improvement;
  • maintenance of attendance levels and program quality;
  • evidence that the grantee is working towards sustaining the program beyond the grant period; and
  • submission of a yearly reapplication.
Throughout the duration of the project, recipients are required to:
  • implement the Assessment of Program Practices (APT) observation tool;*
  • implement the Department-developed Survey of Academic Youth Outcomes (SAYO) evaluation tool;*
  • submit Program Schedules within two weeks of the start of each session;
  • submit data to the Department three times each year on students who are enrolled in programs and services funded by this grant;
  • attend 21st CCLC coordinators meetings and trainings; and
  • implement a minimum of one service-learning project each year.*
* The Department will provide training to grant recipients in these areas.
Program Unit:Learning Supports and Early Learning (OLSEL)
Contact: Karyl Resnick
Phone Number: 781-338-3515
Letter of Intent A Letter of Intent is due by Friday, May 31, 2013
Date Due: Friday, June 14, 2013
Competitive proposals must be received at the Department by 5:00 p.m. on the date due.

Note: See above section for information regarding Letters of Intent.
Required Forms:
  1. Download PDF Document Download Word Document  Part I - General - Program Unit Signature Page - (Standard Contract Form and Application for Program Grants)
  2. Download Excel Document  Part II Workbook - Budget (II-A) and Budget Narrative (II-B)*
    (Print and mail with the proposal all four budget and budget narrative pages. See important opening instructions at the bottom of this section.)*
  3. Download PDF Document Download Word Document  Part III - Required Program Information
  4. Download PDF Document Download Word Document  Addendum A - Administrative/Program Assurances and Signature Page
  5. Download PDF Document Download Word Document  Addendum B - Community Council/Planning Team Membership Form
  6. Download PDF Document Download Word Document  Addendum C - Documentation of Non-Public School Participation
  7. Download PDF Document Download Word Document  Addendum D - Resource Map /Program Components

*Note: The Budget and Budget Narrative Workbook is a Microsoft Excel file which includes macros that enable the workbook to compute totals and summary tables.

  1. For Microsoft Office 2000/2003, you may need to change the security setting in Excel before opening the file. In Excel, click 'Tools', 'Macro', and then 'Security'. When the dialog box appears, change the security setting to 'Medium' and then click 'OK'. You can now open the budget file.

  2. For Microsoft Office 2007, you must save the workbook as an earlier version of Excel (.xls not .xlsx).

Additional Information:
  1. The intended purpose of this funding is to provide high quality programs to students and families who may not otherwise be able to afford or access services of this type. Programs that opt to charge fees may not prohibit any child from participating for financial reasons. Note: Applicants that choose to establish a fee structure must include requested information at the bottom of the Part III Required Program Information document in the Required Forms section. The information must explain the fee structure and how the program will ensure that income and/or ability to pay will not deter families from enrolling their children in the program. Additionally, a description will need to be included of how the funds collected will be administered, managed, and used to supplement grant funded activities.
  2. Funds allocated under this program may be used only to supplement, not supplant, funds that local schools and community-based organizations would otherwise expend for programs of this type. Rental of space, cash stipends to students to attend the program, cell phones, telephone and utilities, overhead costs and the purchase of materials that are used during the school day are not allowable expenses under this grant. Income generated from fees, services, or other public or private funds must be used to fund additional costs consistent with the grant application and cannot be carried over beyond the three year grant cycle. Contracted providers must be held to the same standards.
  3. Elements of a Content-Rich 21st CCLC Program - These elements are intended as a resource as schools/districts/community-based organizations plan their 21st CCLC program. It is the goal of this 21st CCLC grant program to support additional time that includes these elements. (These are not explicit expectations for applying for/receiving funds under this grant.)
  4. The pages must be numbered, single-spaced, printed on one side only, with a one inch margin. The font size should be no smaller than 10-point Arial type. It is in the best interest of the applicants to ensure that the proposal is easy to read, developed logically in accordance with the selection criteria, and addresses each question fully. Non-required support materials information is limited to no more than 10 pages in total.
  5. In cases when applications are scored similarly, some consideration will be given to funding high-quality proposals that will serve a diverse range of geographic areas.
  6. Title IX (Uniform Provisions) of the No Child Left Behind Act
    School districts are mandated to consult with non-public school administrators about the non-public school students' needs and how those needs can be best addressed by federal programs. This must occur in a timely and meaningful way during the design and development of the program. Schools/districts must provide equitable services to non-public school students and their families, if those students are part of the target population.
Submission Instructions: Submit five (5) sets, with at least one copy clearly marked as ORIGINAL that has original signatures on all documents requiring signatures. Mail to:

Karyl Resnick,
Coordinator 21st Century Community Learning Centers Program
Learning Supports and Early Learning (OLSEL)
Massachusetts Department of
Elementary and Secondary Education
75 Pleasant Street
Malden, MA 02148-4906

Last Updated: May 10, 2013
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