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Grants and Other Financial Assistance Programs: FY2016

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

Purpose: The goal of this federally-funded Massachusetts 21st Century Community Learning Centers (CCLC) Exemplary Programs grant is to expand and enhance a statewide network of high quality 21st Century Community Learning Centers that:
  • 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 close proficiency gaps, increase student engagement, and support college and career readiness and success.

  • Serve as mentors, models and resources for other programs across the Commonwealth.

Key Requirements:
  • Provide high quality academic enrichment opportunities designed to complement students' core school-day program.

  • Serve as mentors, models, and resources for new and existing 21st CCLC programs as well as state funded out of-school time (Fund Code 530 ASOST-Q) grant recipients across the Commonwealth.

  • Share lessons learned and promising practices.

  • Contribute to the development and implementation of the 21st CCLC statewide regional networks.

  • Using more time to implement service-learning and other project-based teaching and learning strategies that support core subject areas using a multi-disciplinary approach.

  • Supporting students' social-emotional learning.

  • Using more time to provide additional opportunities for adults (including school staff, program providers and partners) to participate in collaborative planning and professional development that supports desired student outcomes, continuous program improvement and the Department's Standards for High Quality Professional Development (HQPD).

  • Building strong school-community partnerships and engaging families to support student outcomes in all developmental areas (academic, social/emotional, civic engagement, wellness, etc.).

  • Creating sustainable models for providing additional quality learning time.

Eligibility: Districts/Communities are eligible to apply for fiscal year 2015-2016 (FY16) Exemplary Programs Grant funds through Fund Code 647-B2, as follows:
  • Promising Sites - Entities that have received an FY13 Fund Code 647-B1 as well as the corresponding continuation grants (in FY14-FY15), and have met all grant and eligibility requirements (detailed below).

  • Practitioner (formerly referred to as Exemplary) and Demonstration Sites - Entities that have sites that received an FY13 Fund Code 647-B2 as well as the corresponding continuation grants (in FY14-FY15), 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 Programs grant.

Applicants must also have met the following requirements throughout their grant funding cycle. For any requirements not met, the program must be able to clearly demonstrate how the issues have been addressed successfully. These items relate specifically and exclusively to the individual sites included in this application.

  • Maintained consistent attendance levels, with students participating on average at least 80 hours for high schools, 90 for middle schools, and 100 for elementary schools 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 preferably greater than the percentage of that group in the school.

  • Submitted data to the Department within required time frames.

  • Conducted Assessment of Program Practices (APT) observations.

  • Operated each site for at least the required minimum 448 hours of operation.

  • Attended 21st CCLC coordinator meetings (district coordinators and others as applicable), and participated in Department-sponsored 21st CCLC professional development opportunities (district and site coordinators and other program staff as applicable).

Practitioner and 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: For each funding level (Promising, Practitioner, and Demonstration), applicants will be eligible to apply for up to a maximum of 85% of their FY13 (and FY14-FY15) grant award or $50,000 per site (whichever is more). If applicants choose to apply for fewer sites than those eligible, maximum funding amounts will be prorated

Eligible entities (and maximum amounts for which they can apply) are listed in Addendum E - Eligible Entities & Maximum Request Amounts, in the Additional Information section of this document.

*Applicants are required to demonstrate through a combination of matching funds, in-kind resources, and/or collaborations/partnerships their ability to sustain their current programming levels and/or enhance the amount and quality of services offered.

*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 a Practitioner site requests $100,000 then the 50% match value is $50,000.

Fund Use: Funds must be used solely to support, enhance, and provide related programming and activities that address the Purpose, Key Requirements and Priorities detailed above, and may include staff time and other costs associated with providing mentoring and training to others.

The following is the minimum approximate amount of time a program /site coordinator is expected to devote to mentoring related activities:

  • Promising Sites - 15%
  • Practitioner 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 the items detailed in Addendum F in the Additional Information section of this document.

Funds may be used to pay for:

  1. Staff and coordinator salaries;
  2. Contracts with provider agencies;
  3. Professional development activities that support the Department's HQPD standards;
  4. Stipends for professionals, students, or family members involved actively in the delivery of services;
  5. Transportation; and
  6. Program materials.


  • 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: 09/01/2015 - 08/31/2016

Eligibility for continued funding for this Exemplary Programs grant in years two and three (FY17 and FY18) will be based on evidence that the program has met the priorities of this grant, fulfilled the mentoring requirements, 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. Offer at least 448 hours of comprehensive OST programming at a school/site during the school-year and summer for a targeted group of students. Enrolled students are not expected to attend all 448 hours, however it is expected that students will attend the OST programming an average of a minimum of 80 -100 hours per year.
  2. Fulfill mentoring expectations;
  3. Implement the APT observation tool;
  4. Implement the Department developed Survey of Academic Youth Outcomes (SAYO) evaluation tools;
  5. Submit Program Activity Forms within two weeks of the start of each session;
  6. Submit data to the Department three times each year on students who are enrolled in programs and services funded by this grant;
  7. Attend 21st CCLC coordinators meetings and trainings; and
  8. Contribute information about promising practices through 21st CCLC forums, promising practices forums, and/or and regional networks.
Program Unit: Office of Learning Supports and Early Learning (OLSEL)
Contact: Karyl Resnick
Phone Number: (781) 338-3515
Date Due: Thursday, June 18, 2015

Proposals must be emailed (to by 5:00 and postmarked or hand-delivered to the Department by the date due.

Required Forms:
Download Excel Document
Part I/Part II Signature Page and Budget Workbook - General Program Unit Signature Page - (Standard Contract Form and Application for Program Grants) and Budget / Budget Narrative Workbook for School Year (expenditures that will occur 9/1/2015 - 6/30/2016) and for Summer (expenditures that will occur 7/1/2016 - 8/31/2016).

For the mailed versions, print and sign and mail both Part I signature pages (school year and summer); and print and mail all four budget and budget narrative pages for School Year (September 2015 - June 2016) expenditures - using the portrait and not landscape setting, and do the same thing for all four Summer (July - August 2016) budget and budget narrative pages. See important opening instructions at the bottom of this section.*

Download PDF Document Download Word Document
Part III-A - Required Program Information - Cover Sheet and District Summary Sheet
Note: Submit only one of these, no matter how many sites or funding site levels are being proposed.

Download PDF Document Download Word Document
Part III-B - Required Program Information - School/Site Summary
Note: If applying for more than one site, please submit a separate Part III-B for each site.

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Addendum A - Administrative/Program Assurances

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Addendum B - Documentation of Organizational Capacity
(Applicants that are not a public school district, city or town must complete this addendum.)

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Addendum C - Documentation of Non-Public School Participation

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Addendum D - SAYO Outcome Selection Form

*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:
Download PDF Document  Download Word Document
Addendum E - Eligible Entities & Maximum Request Amounts
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Addendum F - Elements of Exemplary Programs
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Addendum G - Exemplary Programs Grant - Mentor Expectations
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Addendum H - Sample Elements of Exemplary Programs Chart

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 and ratings from FY15 site visits or interviews will contribute to approximately 30% of the proposal's score.

Additional Submission Details
The narrative pages (Part III) must be numbered, 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. 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. All applicants 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
    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 Thursday, June 18, 2015


  2. Mail two (2) sets of all required documents, and include all original signatures. For ease of photocopying please use binder clips and do not staple documents.

    Mail to:

    Karyl Resnick, 21st CCLC Coordinator
    Office of Learning Supports & Early Learning
    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 Thursday, June 18, 2015.

Last Updated: June 2, 2014
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