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Grants and Other Financial Assistance Programs: FY2012

Academic Support Services Allocation Grant
Fund Code: 632(School Year)/625(Summer)

Purpose: The goal of this state-funded allocation grant program is to enhance academic support services for the following students during School Year and/or Summer programs:
  1. post 12th graders (classes of 2003-2011) who have not met the Competency Determination required for a high school diploma; and
  2. students in grades 8-12 (classes of 2012-2016) who scored in the Warning/Failing or Needs Improvement levels (<240) on their most recent MCAS in English Language Arts or Mathematics, and/or the Warning/Failing level (<220) on their most recent Science and Technology/Engineering MCAS.
These services are to supplement currently funded local, state, and federal programs.
Priorities: Funding priority is given to districts with a high percentage of students who have not yet met the Competency Determination required for high school graduation.
Program parameters include, but are not limited to, the following:
  1. Programs should give priority to serving students in these categories:
    1. students from the classes of 2003-2011 who have not yet met the Competency Determination required for high school graduation;
    2. students in the classes of 2012-2016 who have scored at the Warning/Failing level on their most recent MCAS test(s) in English Language Arts, Mathematics, and/or Science and Technology/Engineering; and
    3. students in the classes of 2012-2016 who are new to the district and have not taken MCAS but whose academic history and assessments would indicate that additional support services are needed in order to gain the skills and knowledge to pass the 10thgrade MCAS tests required for graduation. (This documentation must be available if requested.)
  2. Programs may also serve students in the classes of 2014-2016 who have scored at the Needs Improvement performance level on their most recent MCAS in English Language Arts and Mathematics. Programs may also serve students in these classes who are new to the district and have not yet taken MCAS, but whose academic history and assessments indicate that additional support services are needed in order to gain the skills and knowledge to pass the high school MCAS tests required for graduation. (This documentation must be available if requested.)
  3. Programs may offer instruction during the school day, before school, after school, weekends, and during school vacations.
  4. Programs must use services and strategies that have proven results or a solid rationale for likelihood of success.
  5. Programs must provide identified students with small group instruction that addresses identified gaps in their acquisition of knowledge and skills in English language arts, mathematics, and/or science and technology/engineering.
  6. Programs must incorporate engaging, hands-on, and relevant curriculum that addresses the aforementioned gaps in students' knowledge and skills.
  7. Programs must ensure that services are available to students with disabilities.
  8. School districts must provide annual written notice to former students who have not yet earned their Competency Determination of the availability of post-high school remediation programs. Districts must also encourage these students to participate in such programs. See the Additional Information section below for more details.
Eligibility: Public school districts; charter schools; approved private special education schools; and collaboratives are eligible to apply for funds if they serve high school students who have scored at the Warning/Failing and/or Needs Improvement levels on their most recent English Language Arts and/or Mathematics MCAS tests, subsequent retests, and/or at the Warning/Failing level on their most recent Science and Technology/Engineering MCAS.

See the Funding section below for details on eligibility amounts. A list of eligible entities and their allocation amounts will be posted after the state budget is passed in early July. Subject to funding appropriation, allocations are expected to be comparable to fiscal year 2011 amounts.
Intent to Apply: ADDITIONAL REQUIREMENT: By or before Tuesday, October 4, 2011, a written intent to apply for School Year and/or Summer funding must be submitted in order to be able to reserve fiscal year 2012 Fund Code: 632 and/or Fund Code: 625 allocation amounts. Submission of a written intent to apply reserves the funds but does not obligate the entity to apply for the funding. However, entities that do not file an intent for funds by October 4, 2011 may lose eligibility to be allocated those funds.

No written intent is required for School Year (Fund Code: 632) applications submitted by or before October 4, 2011, as the actual application will serve as the written intent.

Applicants are encouraged to use the online form* to indicate an intent to apply for Fund Code: 632 and/or Fund Code: 625. Applicants may also send an email to achievement@doe.mass.edu with the following statement (or a similar one):
(Insert name of district/school/collaborative) DOES__ DOES NOT ___ (check one) intend to submit an fiscal year 2012 application for one or both of the following Academic Support Allocation grants: Fund Code: 632 (School Year) and/or Fund Code: 625 (Summer).
Funding: Individual grant awards are based on a formula that incorporates MCAS scores and fiscal year 2011 funding allocations. Funds are awarded if applicants meet the requirements of the Request for Proposals (RFP). The amount of funds for which an applicant may apply will be included in a memorandum sent to the superintendents, leaders, and directors of those eligible entities. Any entity wishing to be mailed a copy of the RFP and associated documents may send a request via email toachievement@doe.mass.edu. As noted in the Eligibility section, a list of allocation amounts will be posted after the state budget is passed in early July. Subject to funding appropriation, allocations are expected to be comparable to fiscal year 2011 amounts. Additionally, amounts for all Learning Supports and Early Learning (OLSEL) continuation and allocation grants (including this Academic Support Allocation Grant) will be posted in mid-late July 2011 once confirmed.

TO OPERATE A FISCAL YEAR 2012 (9/1/2011-6/30/2012) SCHOOL YEAR PROGRAM (FUND CODE: 632)
Submit a grant application that includes all of the forms listed in the Required Forms section. Applications will be reviewed and approved in accordance with the tentative start dates checked on the applications. All funds awarded under Fund Code: 632 must be expended by June 30, 2012.

NOTE: Each year, some districts find that after the program begins it is prudent to increase or decrease the total amount they receive for School Year programs (resulting in less or more money for a subsequent Summer program). In these cases, an amendment to increase or decrease School Year (Fund Code: 632) funding amounts must be received by the Department no later than April 30, 2012.

Any amendment to decrease School Year funding amounts may not be for an amount greater than the balance not yet received/requested by the grant recipient. For example, a district approved for a $60,000 grant that has received $45,000 by March may submit an amendment in April to decrease the School Year grant amount by up to $15,000.

The release of funds is contingent upon the submission of all required fiscal year 2011 program data and narrative evaluations.

REMINDER: Grant recipients may expend funds as of the date the grant is entered as approved into the Grants Management system at the Department of Elementary and Secondary Education (Department). Details may be found at: Grants for Schools: Getting Them and Using Them, A Procedural Manual.

Grants will be received and reviewed on an ongoing basis. Districts should submit their grant a minimum of 15 business days prior to the proposed start of the program to allow sufficient time for review, resolution of issues, and processing in order to comply with the state finance regulation 815 CMR 2:00, section 2.05, (4)(b). Programs are not permitted to expend funds on programs until program approval.

TO OPERATE A SUMMER 2012 (JULY/AUGUST 2012) PROGRAM (FUND CODE: 625)
Submit a grant application that includes all of the forms listed in the Required Forms section.
All funds awarded under Fund Code: 625 must be expended between July 1, 2012 and August 31, 2012. Any expenses related to pre-program professional development/planning or delivery of supplies prior to July 1, 2012 must be budgeted as part of the Fund Code: 632 (School Year) grant.

The release of funds is contingent upon the submission of all required fiscal year 2011 program data and narrative evaluations.
Fund Use:
  1. Funds must be used to extend student learning time in English language arts (ELA), mathematics, and/or science and technology/engineering by expanding successful programs or initiating new direct services.
  2. Services provided for students must be in one or more of the subject matters that make them eligible for the services.
  3. These services must be for students meeting eligibility requirements described above in this RFP's Purpose and Priorities sections (#1-2 in Priorities).
  4. Funds must be used for the academic portions of programs and focus on the acquisition of skills in English language arts, mathematics, and/or science and technology/engineering needed to earn a Competency Determination.
  5. Funds may be used for activities that enhance and support student learning, which may include, but are not limited to:
    1. integrated tutoring and mentoring programs;
    2. supplemental web-based tutorial programs that are diagnostic and prescriptive;
    3. weekend and school vacation programs focused on academic support in English language arts, mathematics, and/or science and technology/engineering;
    4. the English language arts, mathematics, and/or science and technology/engineering components of comprehensive after-school programs;
    5. the academic support/remediation component of summer programs;
    6. costs related to removing barriers to participation and learning, including incentives for students as well as services that address logistical and/or behavioral health issues; not to include stipends or direct compensation for students;
    7. college and career readiness activities;
    8. service-learning projects;
    9. work-based learning activities;
    10. high school transition support; and
    11. counseling programs and services to educate parents and high school students on post 12thgrade remediation options.
  6. Not more than 25 percent of the total amount of funding available to the district may be budgeted for supplies, licenses related to computer software (line 8 - memberships/subscriptions), and any instructional/non-instructional equipment costing more than $5,000 or having a useful life of less than one year.
  7. Not more than 15 percent of the total amount to the district may be used for program coordination costs (stipends for a program coordinator, bookkeeper, secretary, evaluator, etc.). Programs must supplement currently funded local, state, and federal programs at the school or district.
  8. Under no circumstances may students be charged money to enroll or attend the Academic Support Programs. This includes refundable registration fees.
If a grantee serves significantly fewer students than proposed in the grant application, the Department may request the return of such funds or withhold an appropriate amount of funds not yet paid. If a grantee provides services to students who do not meet the eligibility requirements of this grant program, this will be considered misuse of funds and the Department will require that the grantee return the funding.
Project Duration: Fund Code: 632 (School Year Program) Upon Approval - 6/30/2012
Fund Code: 625 (Summer Program) 7/1/2012 - 8/31/2012
Program Unit: Learning Supports and Early Learning (OLSEL)
Dates Due: All proposals must be postmarked by 5:00 p.m. on the date due.

Districts must submit separate applications for Fund Code: 632 (School Year program) and Fund Code: 625 (Summer program).

For School Year Programs (Fund Code: 632)
Submit grants at least 15 business days prior to the proposed start of the program, in order to allow sufficient time for review, resolution of issues, and processing in order to comply with the state finance regulation 815 CMR 2:00, section 2.05, (4)(b).
  • At the latest: Friday, March 2, 2012 for a School Year program (ends June 30, 2012).
For Summer Programs (Fund Code: 625)
  • At the latest: Friday, April 6, 2012 for a Summer program (July 1 - August 31, 2012).
Contacts: Contact any Academic Support Liaison via achievement@doe.mass.edu or 781-338-3010.
Required Forms: Eligible entities must submit separate applications, signature pages, budget pages, and budget narratives for Fund Code: 632 (School Year program) and Fund Code: 625 (Summer program). Entities choose whether to submit a school year and/or summer application.
  1. Download PDF Document Download MS WORD document  If applicable, School Year Program (Fund Code: 632) Part I - General: Program Unit Signature Page (Standard Contract Form and Application for Program Grants)
  2. Download PDF Document Download MS WORD document  If applicable, Summer Program (Fund Code: 625) Part I - General: Program Unit Signature Page (Standard Contract Form and Application for Program Grants)
  3. Download MS EXCEL file     Part II Workbook - Budget (II-A) and Budget Narrative (II-B)*

    (Print and mail with the application all four budget and budget narrative pages. See important opening instructions below.)
  4. Download PDF Document Download MS WORD document   Part III - Required Program Information
  5. Download PDF Document Download MS WORD document   Assurances Document (Required only for programs proposing to serve students in the classes of 2014-2016.)

*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. View HTML Page  Budget Detail - Description of Line Item Information
  2. Applicants Must Submit a Written Intent to Apply (or the actual application) by or before October 4, 2011 to Reserve Funds (See Intent to Apply section above for details.)
  3. Narrative Evaluations
    Funded programs are required to submit a narrative report on the overall effectiveness of the program, using the Department's Narrative Evaluation Guidelines, which will be posted in the fall of 2011 to the Academic Support Fund Code: 632/625 webpage. Reports are due July 31, 2012 for School Year programs and September 28, 2012 for Summer programs.
  4. Download PDF Document Download MS WORD document  General Guidelines - for Academic Support Allocation Grant Programs
  5. Download PDF Document Download MS WORD document  District/Vendor Guidelines for Use of Academic Support Funds
  6. Required Student Data Submissions
    Individual Student Data Information is required to be submitted through the Department's Security Portal. Due dates are July 31, 2012 for School Year programs and September 28, 2012 for Summer programs. Details and instructions will be provided by the Department to all grant recipients and will be posted to the Academic Support Data Collection webpage.
  7. Professional Development/Technical Assistance Sessions
    Grantees are expected to have personnel (coordinators, data entry staff, instructors, etc.) attend appropriate Academic Support professional development workshops and data training sessions. We welcome your input and feedback on the workshops. A schedule of sessions will be sent to grantees and posted on the Department's Academic Support webpage.
  8. Annual Written Notice to Former Students
    All school districts must provide annual written notice to their former students who have not yet earned their Competency Determination (and who have not transferred to another school) in order to:
    1. inform those students of the availability of publicly funded post-high school remediation programs aimed at helping them satisfy the graduation requirement; and
    2. encourage them to participate in those programs.
The written notice shall be sent annually by first class mail to the last known addresses of those students. The district is obligated to send annual written notice to a student's last known address for a period of two years from the date the student left high school in the district. Districts are strongly encouraged to use additional successful recruitment strategies that extend beyond the minimum requirement to solicit participation.
Submission Instructions: Submit two (2) sets of each fund code (if applicable), with original signatures of the Superintendent/ Executive Director.

Mail to:

Donna Pisaturo, Grants Specialist
Learning Supports and Early Learning (OLSEL)
Massachusetts Department of
Elementary and Secondary Education
75 Pleasant Street
Malden, MA 02148-4906


Last Updated: May 24, 2011
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