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Grants and Other Financial Assistance Programs: FY2014

Massachusetts 21st Century Community Learning Centers - Exemplary Programs Grant
Fund Code: 647-B2

Purpose: The purpose of the federally-funded Massachusetts 21st Century Community Learning Centers (CCLC) Exemplary Program grant is to create a network of high quality 21st Century Community Learning Centers that:
  • Provide 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; and
  • Serve as mentors, models, and resources for other programs across the Commonwealth.
Priorities: Priorities for this grant program include:
  • Provide academic enrichment opportunities along with other activities designed to complement the students' core school-day program.
  • Provide professional development opportunities that support continuous program improvement.
  • Support children and youth in all domains of development.
  • Expand and enhance a statewide network of 21st CCLC Exemplary and Demonstration sites that will provide mentoring, peer support, training, and technical assistance.
  • Serve as mentors, models, and resources for new and existing 21st CCLC programs as well as state funded After-School and Out of-School Time (Fund Code 530 ASOST-Q) grant recipients across the Commonwealth.
  • Share lessons learned and promising practice.
  • Contribute to the development and implementation of the 21st CCLC statewide regional networks.
  • Support local implementation of the Department's District Standards and Indicators Download PDF document  Download MS WORD Document and Department Priorities.
  • Support college and career readiness for participating students.
Eligibility: Districts/Communities are eligible to apply for fiscal year 2013-2014 (FY14) Exemplary Program Grant funds through Fund Code 647-B2, as follows:
  • Exemplary Sites - Entities can apply for this competitive grant if they have sites that received an FY09 Fund Code 647-B1 grant as well as the corresponding continuation grants (in FY10-FY13), and have met all grant and eligibility requirements (detailed below).
  • Demonstration Sites - Entities can apply for this competitive grant if they have sites that received an FY11 Fund Code 647-B2 grant, as well as the corresponding continuation grants (in FY12-FY13), and have met all grant and eligibility requirements (detailed below).
Only those sites, or a subset of the sites that were funded through the aforementioned grants are eligible to apply for this Exemplary Program Grant.

Applicants must also have met the following the requirements throughout their grant funding cycle. For any requirements not met, the program must be able to demonstrate clearly how the issues have been addressed successfully. These elements relate specifically and exclusively to the individual sites in included in this application.
  • Maintained consistent attendance levels, with students participating on average at least 80 hours during the school year, not including students that withdrew.
  • Served a percentage of students who were eligible to receive free and reduced lunch that is equal to or greater than the percentage of that group in the school.
  • Submitted data to the Department of Elementary and Secondary Education (Department) within required timeframes.
  • Conducted Assessment of After-School Program Practices (APT) observations.
  • Operated each site for at least the required minimum hours of operation.
  • District coordinators attended 21st CCLC coordinator meetings, and program staff participated in Department-sponsored 21st CCLC professional development opportunities.
Demonstration sites must also have met the following the requirement:
  • Served in a mentoring capacity for 21st CCLC programs and/or other out-of-school time programs in the state.
Funding: Each eligible applicant may apply for up to the following
  • Exemplary Sites - 65% of the FY09 Fund Code 647-B1 grant award or $50,000/site whichever is the greater amount. If applying for fewer sites than eligible please pro-rate accordingly.
  • Demonstration Sites - 50% of the FY11 Fund Code 647-B2 grant award or $50,000/site, whichever is the greater amount
Eligible entities (and maximum amounts for which they can apply) are listed in Addendum F - Eligible Entities & Maximum Request Amounts, in the Additional Information section of this document.

Applicants are required to submit a plan for sustaining and/or enhancing the amount and quality of services offered, along with a plan for:
  • Exemplary sites - 50% match*
  • Demonstration sites - 100% match*
*As required by NCLB, the match cannot be from federal or state funds. Programs are encouraged to coordinate services with efforts funded through other federal and state dollars and these efforts can contribute to providing a similar level and quality of services, but technically those funds are not considered matching funds, per NCLB Title IV B Section 4204 (d) requirements. All or any portion of the match may come in the form of in-kind contributions. The match percentage is of the total amount of funds requested by the applicant, e.g., if an Exemplary site requests $100,000 then the 50% match value is $50,000.

See Project Duration section below for information on continuation funding.
Fund Use: Funds must be used solely to support, enhance, and provide related activities to 21st CCLC programs and must address the Purpose and Priorities detailed above. All funds received through this grant must support efforts that relate to serving as a model and resource for other out-of-school time and/or expanded learning time programs in the state. These efforts may include supporting elements of the program that are exemplary as well as staff time and costs associated with providing mentoring and training to others.

The following is the minimum amount of time a program coordinator is expected to devote to mentoring related activities:
  • Exemplary sites - 20%
  • Demonstration sites - 25%
Mentoring activities and related staff time and expenses that may be funded through this grant include, but are not limited to:
  1. Hosting site visits for staff from other programs;
  2. Participating in peer site visit training sessions and conduct visits using the APT and providing feedback;
  3. Participating in mentor trainings and serve as an ongoing mentor for one or more particular districts or sites;
  4. Uploading curriculum materials to the Contextual Learning Portal;
  5. Conducting trainings, presenting at Promising Practices Forums;
  6. Facilitating regional networking/learning opportunities; and
  7. Presenting at state and/or national conferences on topics related to 21st CCLC programming.
Programs/services that may be funded through this grant include:
  1. Enrichment activities that support and contribute to academic achievement;
  2. Academic enrichment activities that assist in closing achievement and proficiency gaps where they exist currently;
  3. Activities that promote and support college and career readiness skills;
  4. Science, technology/engineering, and mathematics (STEM) education activities;
  5. Arts and music education activities;
  6. Entrepreneurial education programs;
  7. Service-learning;
  8. Mentoring programs;
  9. Activities for students who are English language learners (ELL) - that emphasize language skills and support academic achievement;
  10. Inclusive activities for students who receive special education services that emphasize social skills and support academic achievement;
  11. Health and wellness education;
  12. Activities that offer and/or promote family engagement, literacy, and related educational development to families of students participating in the 21st CCLC programs;
  13. Behavioral health, prevention, counseling, and character education programs; and
  14. Activities that address and incorporate aspects of the 21st Century Skills Download PDF document initiative.
Funds may be used to pay for:
  1. Staff and coordinator salaries;
  2. Contracts with provider agencies;
  3. Professional development activities;
  4. Stipends for professionals, students, or family members involved actively in the delivery of services;
  5. Transportation; and
  6. Program materials.
Note:
  • No more than 10% may be used for program materials, not including materials used for mentoring purposes.
  • Budgets may not include any Indirect Costs (line 9 on the budget).
Project Duration: 09/01/2013 - 08/31/2014

Eligibility for continued funding for this Exemplary Programs grant in years two and three (FY15 and FY16) will be based on evidence that the program has met the priorities of this grant and has submitted yearly progress updates and reapplications; timely submission of required data that demonstrate the maintenance of attendance levels and program quality; and evidence that the grantee is working towards sustaining the program beyond the grant period.

Throughout the duration of the project, recipients are required to:
  1. Implement the APT observation tool;
  2. Implement the Department developed Survey of Academic Youth Outcomes (SAYO) evaluation tools;
  3. Submit Program Activity Forms within two weeks of the start of each session;
  4. Submit data to the Department three times each year on students who are enrolled in programs and services funded by this grant;
  5. Attend 21st CCLC coordinators meetings and trainings; and
  6. Contribute information about effective practices on the Department's Contextual Learning Portal.
Program Unit: Learning Supports and Early Learning (OLSEL)
Contact: Karyl Resnick email address: kresnick@doe.mass.edu
Phone Number: (781) 338-3515
Date Due: Friday, June 28, 2013
Proposals must be emailed (to cclc@doe.mass.edu) AND postmarked or hand-delivered to the Department by 5:00 p.m. on the date due.
Required Forms:
  1. Download PDF document Download MS WORD document  Part IA (September-June) - General - Program Unit Signature Page - (Standard Contract Form and Application for Program Grants) - for grant expenditures that will occur 9/1/2013- 6/30/2014.
  2. Download PDF document Download MS WORD document  Part IB (Summer 2014) - General - Program Unit Signature Page - (Standard Contract Form and Application for Program Grants) - for grant expenditures that will occur 7/1/2014- 8/31/2014.
  3.  Download MS EXCEL document  Part II Workbook (September 2013-June 2014) - Budget (II-A) and Budget Narrative (II-B)*
    (Print and mail with the proposal all four budget and budget narrative pages for September-June expenditures, using the portrait and not landscape setting. See important opening instructions at the bottom of this section.)*
  4.  Download MS EXCEL document  Part II Workbook (Summer 2014) - Budget (II-A) and Budget Narrative (II-B)*
    (Print and mail with the proposal all four budget and budget narrative pages for July-August expenditures, using the portrait and not landscape setting. See important opening instructions at the bottom of this section.)*
  5. Download PDF document Download MS WORD Document  Part III - Required Program Information
  6. Download PDF document Download MS WORD document  Addendum A - Administrative/Program Assurances
  7. Download PDF document Download MS WORD document  Addendum B - Survey of Academic Youth Outcomes (SAYO) Form
  8. Download PDF document Download MS WORD document  Addendum C - Documentation of Non-Public School Participation

*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. If applying for both funding categories (Exemplary and Demonstration) please submit one application for each funding category (e.g., one for the Exemplary sites and one for the Demonstration sites).
  2. Download PDF document Download MS WORD document  Addendum D - Eligible Entities and Maximum Request Totals
  3. Download PDF document Download MS WORD document  Addendum E - Elements of Exemplary Programs
  4. NOTE: The proposal submitted by the applicant will be worth approximately 70% of each applicant's overall score. Information gathered by the Department through data collection ((FY09-FY13 for Exemplary sites and FY11-FY13 for Demonstration sites) and ratings from FY13 site visits (plus any significant efforts to address issues noted during them) will contribute to approximately 30% of the proposal's score
  5. .
  6. View HTML Page  Budget Detail - Description of Line Item Information
  7. Additional Submission Details
    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, is 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.
  8. 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:
  1. Email one (1) complete set of all required documents, in their original Word or Excel formats (e.g., not converted to a PDF), to cclc@doe.mass.edu. NOTE: Signatures are not required on the emailed versions.

    Emailed documents must be received by the Department no later than 5:00 p.m. on Friday, June 28, 2013.

    AND
  2. Mail four (4) sets of all required documents, at least one of which is single-sided, clearly marked "ORIGINAL," and include all original signatures.

    Mail to:

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

    All mailed documents must be postmarked by (or be hand-delivered to the Department by) no later than Friday, June 28, 2013.


Last Updated: May 24, 2013
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