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Grants and Other Financial Assistance Programs: FY2017

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 CCLC programs.
Key Requirements: Requirements for OST and ELT applicants:
  • [OST] Out-of-School Time (OST) applicants will offer at least 400 hours of comprehensive OST programming at a school/site during the school-year and summer for a selected population of students. Enrolled students are not expected to attend all 400 hours, however it is expected that students will attend the programming an average of a minimum of 80 -100 hours per year. (Note: the 400 hours minimum is a change from the previously required 448 hours.)

  • [ELT] Expanded Learning Time (ELT) applicants will offer a minimum of 300 expanded learning program hours during and/or outside of the traditional school day.

    • - The expanded learning program hours may reflect what is currently offered (300 additional hours above what was offered prior to the current grant award),

    • or

    • - Must include at least 180 hours of ELT,* and the combined total of ELT and OST** programming must be at least 300 hours, as follows:

      *ELT:

      • A longer school day/year, required for all students, above what was offered prior to the original grant award; and

      • An annual school schedule that offers at least 1,245 for elementary schools and 1,305 for secondary schools.

      **OST (for ELT applicants):
      • Summer and/or school vacation programming for a selected population of students.

All funded sites (OST and ELT) must also:
  • Support the implementation of out-of-school time (OST) programming and/or a longer school day/year (referred to as ELT) for students in grades K-12.

  • Use more time to provide creative and engaging academic enrichment opportunities that include service-learning and other project-based teaching and learning strategies that support core subject areas using a multi-disciplinary approach.

  • Help close proficiency gaps by increasing student engagement, fostering social and emotional learning; and promoting college and career readiness and success.

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

  • Share lessons learned and promising practices.

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

  • Use 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 of Elementary and Secondary Education (Department) Standards for High Quality Professional Development (HQPD).

  • Build strong school-community partnerships, including engaging families, to support children's development, learning, and wellness.

  • Create sustainable models for providing additional quality learning time.

  • Use data to drive continuous improvement and strengthen instruction and programming.

The following is the minimum approximate amount of time a program/site coordinator is expected to devote to mentoring-related activities, by site type:
  • Promising Sites — 15%

  • Demonstration Sites — 25%

Eligibility: Districts/Communities are eligible to apply for competitively awarded fiscal year 2016-2017 (FY17) Exemplary Program Grant funds through Fund Code (FC) 647-B2, as follows:
  • Promising Site Grants — For sites that received an FY14 FC 647 B1A for ELT or B1B for OST grant as well as the corresponding continuation grants (FY15-FY16), and have met all grant and eligibility requirements (detailed below).

  • Demonstration Site Grants — For sites that received an FY14 FC 647-B2 grant as well as the corresponding continuation grants (FY15-FY16), and have met all grant and eligibility requirements (detailed below).

Applicants may apply for this Exemplary Programs Grant for all or a subset of their sites that are eligible.

Applicants must have met the following requirements throughout their grant funding cycle, or clearly demonstrate how the issues related to not meeting the requirement(s) have been addressed successfully. These items relate specifically and exclusively to the individual site(s) included with the submitted application.
  • Submitted data to the Department within required time frames.

  • Conducted Assessment of Program Practices (APT) observations.

  • 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).

  • [OST] Maintained consistent attendance levels, with students participating during the school year on average at least 80 hours for high schools, 90 for middle schools, and 100 for elementary schools (not including students that withdrew).

  • [OST] Served a percentage of students with high needs (as defined by the Department's accountability system) that is above the school wide percentage of that student subgroup.

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

  • [ELT] Offered at least 300 additional hours for all students as part of the required school day/year during which students participated in additional enrichment and intervention.

Applicants for Demonstration Sites must also have met the following the requirements:
  • Served in a mentoring capacity for 21st CCLC programs and/or other out-of-school time programs in the state.

  • Conducted an APT-O Peer visit.

  • Actively participated in the regional network.

Funding: Applicants are eligible to apply for up to a maximum of 85% of their FY16 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 F — Eligible Entities and Maximum Request Amounts, which can be found in the Additional Information section below.

Applicants are required to demonstrate, through a combination of matching funds, in-kind resources, and/or collaborations/partnerships, their ability to, at minimum, sustain original programming levels.

All or any portion of the match may come in the form of in-kind contributions and coordination with other grant programs and/or services. As required by ESEA, Title IV B Section 4204(d), matching funds 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. Promising Sites should be able to demonstrate a minimum of a 15% match and Demonstration Sites a minimum of a 50% match of the original grant awards, in order to sustain original programming levels.
Fund Use: Funds must be used solely to support, enhance, and/or provide related programming and activities that address the Purpose and Key Requirements, detailed above, and may include salaries, stipends, contracts, instructional materials, and other expenses associated with implementing additional time.

These funds may not be used to supplant existing costs, which would otherwise be funded (in the absence of these grant funds) from other sources (e.g., current salary levels, current transportation costs, instructional materials already being used during the school day, etc.).

Note:
  • 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 G — Mentoring Expectations which can be found in the Additional Information section below.

  • 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).

  • [ELT] Funds for the required longer school-day/year may not be used to supplant existing teacher salaries; however funds may be used for stipends or salaries related to providing enrichment or intervention for students as part of ELT.

Project Duration: Upon Approval (no earlier than 09/01/2016) - 08/31/2017

Eligibility for continued funding for this Exemplary Programs Grant in years two and three (FY18 and FY19) 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; on timely submission of required data that demonstrate the maintenance of attendance levels [OST] and program quality; and on evidence that the grantee is working towards sustaining the program beyond the grant period.

In addition to the Key Requirements noted above; throughout the duration of the project, recipients are required to:
  • Fulfill mentoring expectations;

  • [OST] Submit Program Activity Forms within two weeks of the start of each session;

  • Implement the Department-developed Survey of Academic Youth Outcomes (SAYO) and Assessment of Program Practices Tool (APT-O) evaluation tools;

  • Submit data to the Department three times each year (including summer) on students who are enrolled in programs and services funded by this grant;

  • Attend 21st CCLC coordinators meetings and trainings; and

  • Contribute information about promising practices through promising practices forums, regional networks, etc.

Program Unit: Office of Learning Supports and Early Learning (OLSEL)
Contact: Karyl Resnick: kresnick@doe.mass.edu
Kristen McKinnon: kmckinnon@doe.mass.edu
Phone Number: Karyl Resnick: (781) 338-3515
Kristen McKinnon: (781) 338-6306
Date Due: [ELT] Thursday, May 5, 2016
[OST] Wednesday, June 8, 2016

Proposals must be emailed (to cclc@doe.mass.edu) by 5:00 PM.
Required Forms:
Download Excel Document
Part I / Part II — General Program Unit Signature Page (Standard Contract Form and Application for Program Grants) / Budget Workbook

Applicants must submit a signature page and budget/budget narrative for school year (9/1/2016 - 6/30/2017) and summer (7/1/2017 - 8/31/2017) activities/expenditures, worksheets for each can be found in the Part I / Part II Excel workbook.

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.

Download PDF Document  Download Word Document
Addendum A — Grant Assurances
Download PDF Document  Download Word Document
Addendum B — Documentation of Organizational Capacity (only for lead applicants that are not a public school district)

Download PDF Document  Download Word Document
Addendum C — Documentation of Consultation with Non-Public Schools

Under Title IX (Uniform Provisions) 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.

Download PDF Document  Download Word Document
Addendum D — SAYO Outcomes Selection and APT Information
Download PDF Document  Download Word Document
Addendum E — Documentation of Community Notification

Additional Information:
Download PDF Document  Download Word Document
Addendum F — Eligible Entities and Maximum Request Amounts
Download PDF Document  Download Word Document
Addendum G — Mentoring Expectations
Download Word Document
Elements of Exemplary Programs

  
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 FY16 site visits will contribute to approximately 30% of the applicant's overall score.

  
Additional Submission Details
The narrative pages (Part IIIA Download PDF Document  Download Word Document and Part IIIB Download PDF Document  Download Word Document) must be numbered 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 grant priorities, and addresses each question fully.

  
Section IIB of the Grants for Schools: Getting Them and Using Them, A Procedural Manual provides guidance for completing the required budget workbook.
Submission Instructions: Email the following to cclc@doe.mass.edu:
  • One complete set of all required documents, in their original Word or Excel formats (e.g., not converted to a PDF);
  • Plus a signed, and scanned version (PDF) of the Part I signature page, for each of the school year and summer budgets submitted.
Emailed documents must be received by the Department no later than 5:00 p.m. on the due date.

Information Added Mid-April:

Additionally, please ALSO mail one (1) original hard copy of all required information (Parts I, II, IIIA, IIIB and Addendum A-E). Please place them in that order and unstapled (to be photocopied by the Department and distributed to reviewers).
Mail to:

Karyl Resnick
Massachusetts Department of Elementary & Secondary Education
21st Century Community Learning Centers Program
75 Pleasant Street
Malden, MA 02148

Mailed documents must be postmarked no later than 5:00 p.m. on the due date.


Last Updated: March 31, 2016
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