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Grants and Other Financial Assistance Programs: FY2012

Massachusetts 21stCentury Community Learning Centers - Exemplary Programs Grant
Fund Code: 647-B-2

Purpose: The purpose of the federally-funded Massachusetts 21stCentury Community Learning Centers (CCLC) Exemplary Program is to expand and enhance the mentoring capacity of Community Learning Centers that operate during out-of-school hours and provide students with academic enrichment opportunities along with other activities designed to complement the students' school-day program. Community Learning Centers may offer literacy and related educational development to families of students participating in the 21stCCLC programs.
Priorities: Priorities for this grant program include:
  • Expanding and enhancing a statewide network of exemplary 21stCCLC programs that will provide mentoring, peer support, training, and technical assistance;
  • Serve as learning labs for new and existing 21stCCLC programs as well as state funded After-School & Out of-School Time Quality grant recipients across the Commonwealth; and
  • Support the social, emotional, and physical development of students and their families by connecting them with needed services in order to maximize student learning and improve academic outcomes.
Additional priorities include exemplary program elements outlined in Addendum L (see Additional Information section below).
Eligibility: Districts/Communities are eligible to apply for these funds if they received a FY2009 Fiscal Year 2008-2009 (FY09) 21stCCLC Fund Code 647-B-2 grant, as well as the corresponding continuation grants in the following two years (FY2010 and FY2011), and have met all grant and eligibility requirements (detailed below). Applicants can only propose to serve sites, or a subset of these, that were funded through the FY2009 Fund Code: 647-B-2 grant awards.

The proposed program site(s) must also have met the following seven requirements during school years 2008-2009 and 2010-2011, and be on their way to meeting them in 2010-2011 as well. 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 the applicant is proposing to support through this FY2012 Fund Code: 647-B-2 grant.
  1. Conducted mentoring activities for other 21stCCLC sites and grant programs and/or other out-of-school time programs in the state.
  2. Maintained consistent attendance levels, with students participating on average at least 80 hours during the school year.
  3. Served a percentage of students in FY2009 and FY2010 who were eligible to receive free and reduced lunch that is equal to or greater than the percentage of that group in the school.
  4. Submitted data within required timeframes.
  5. Conducted Assessment of After-School Program Practices (APT) observations.
  6. Ran each site for at least the required minimum hours of operation.
  7. Attended coordinator meetings (district coordinators) and participated (program staff) in 21stCCLC professional development opportunities.
Funding: Each eligible applicant may apply for up to 50% of its FY2009 Fund Code 647-B-2 grant award (or $50,000/site whichever is the lesser amount). As noted above, applicants may apply for all or a subset of the sites funded from FY2009-FY2011. Eligible entities (and maximum amounts for which they can apply) are listed below.
  • Boston Public Schools ($100,000)
  • Brockton Public Schools ($100,000)
  • Fitchburg Public Schools ($97,500)
  • Framingham Public Schools ($93,750)
  • Haverhill Public Schools ($93,750)
  • Holyoke Public Schools ($50,000)
  • Malden Public Schools ($71,675)
  • Methuen Public Schools ($50,000)
  • New Bedford Public Schools ($93,750)
  • North Brookfield Public Schools ($50,000)
  • Quincy Public Schools ($50,000)
  • South Shore Daycare (Randolph/Holbrook) ($50,000)
  • Winthrop Public Schools ($71,250)
Applicants are required to submit a plan for sustaining and/or enhancing the amount and quality of services offered along with a plan for a 100% match in funds requested. 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.

SeeProject Durationsection below for information on continuation funding.
Fund Use: Funds must be used solely to support, enhance, and provide mentoring related activities to 21stCCLC programs funded from FY2009-2011, 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 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. A minimum of 20% of the Program Coordinator's time is expected to be devoted to mentoring related activities.

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. Conducting Assessment of After-School Program Practices (APT) visits to other sites upon request, and providing feedback;
  3. Serving as an ongoing mentor for one or more particular districts or sites;
  4. Providing curriculum examples or materials;
  5. Conducting trainings (topics that may be addressed include, but are not limited to, all of the Exemplary Program Elements listed in Addendum J - see Additional Information section below);
  6. Facilitating regional networking/learning opportunities; and
  7. Presenting at state and/or national conferences. See above regarding topics.
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. Science, technology/engineering, and mathematics (STEM) education activities;
  4. Arts and music education activities;
  5. Entrepreneurial education programs;
  6. Service learning;
  7. Mentoring programs;
  8. Activities for students who are English Language Learners (ELL) - that emphasize language skills and support academic achievement;
  9. Inclusive extended learning activities for students who receive special education services during the school day - that emphasize social skills and support academic achievement;
  10. Health education and physical activities;
  11. STEM education programs (including media technology, telecommunications, manufacturing, construction, and transportation);
  12. Activities that promote parental involvement/engagement and family literacy for families of participating students;
  13. Assistance to students who have been truant, suspended, or expelled - that emphasizes the student's adjustment and supports academic achievement;
  14. Behavioral health, drug and violence prevention, counseling, and character education programs; and
  15. Activities that address and incorporate aspects of the Download PDF Document  21stCentury Skills 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.
  • 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: 9/1/2011 - 8/31/2012

Eligibility for continued funding for this Exemplary Programs grant in years two and three (FY2013 and FY2014) 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 all the components of the Department of Elementary and Secondary Education (the Department) developed Survey of After-School Youth Outcomes (SAYO) evaluation tool;
  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 21stCCLC coordinators meetings and trainings; and
  6. Contribute information about effective practices on the Department'scontextual learning portal.
Program Unit: Learning Supports and Early Learning (OLSEL)
Contact: Karyl
Phone Number: (781) 338-3515
Date Due: Friday, July 15, 2011.

Competitive proposals must be received at the Department by 5:00 p.m. on the date due.
Required Forms:
  1. Download PDF Document Download MS WORD document  Part I - General - Program Unit Signature Page - (Standard Contract Form and Application for Program Grants)
  2. 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.)
  3. Download PDF Document Download MS WORD document   Part III - Required Program Information
  4. Download PDF Document Download MS WORD document   Addendum A - Administrative Assurances
  5. Download PDF Document Download MS WORD document   Addendum B - Program Assurances
  6. Download PDF Document Download MS WORD document   Addendum C - Community Council Membership Form
  7. Download PDF Document Download MS WORD document   Addendum D - Target Population Data
  8. Download PDF Document Download MS WORD document   Addendum E - Survey of After-School Youth Outcomes (SAYO) Form
  9. Download PDF Document Download MS WORD document   Addendum F - Match/Additional Sources of Revenue/In-Kind Contributions Form
  10. Download PDF Document Download MS WORD document   Addendum G - 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:
  • Download PDF Document Download MS WORD document   Addendum H - Required Forms Checklist
  • Download PDF Document Download MS WORD document   Addendum I - Assessment of After-School Program Practices (APT) Requirements
  • Download PDF Document Download MS WORD document   Addendum J - Elements of Exemplary Programs
  • Scoring Rubric - The Scoring Rubric will be aligned with the RFP questions and priorities (this update was added to the RFP 7/4/11). 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 (during FY2000 - 2011) and ratings from FY2011 site visits (plus any significant efforts to address issues noted during them) will contribute to approximately 30% of the proposal's score.
  • View HTML Page  Budget Detail - Description of Line Item Information
  • 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 then 10 pages in total.

    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 four (4) sets, each with an original signature of the Superintendent/Executive Director on Part I. Mail to:

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

    Last Updated: July 8, 2011
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