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Grants and Other Financial Assistance Programs: FY2013

Massachusetts 21st Century Community Learning Centers - Supporting Additional Learning Time
Fund Code: 647-B-1

Purpose: The purpose of the federally-funded Massachusetts 21st Century Community Learning Centers (CCLC) Grant is to 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 address college and workforce readiness and success.
Priorities: Priorities for this grant program include the following:
  1. Assist in closing the achievement and proficiency gaps where they currently exist.
  2. Provide creative and innovative programming that complements the students' school-day program, by embedding academics into high interest enriching activities.
  3. Create support systems for children and youth in all domains of development.
  4. Provide professional development opportunities that support continuous program improvement.
  5. Support local implementation of the Department of Elementary and Secondary Education's (Department) District Standards and Indicators Download PDF Document  Download Word Document and Department Priorities.
  6. Create a content-rich creative environment where there is a seamless integration among arts, sciences, civics, mathematics, and English language arts, etc. to engage students in their learning.
  7. Integrate school-day and out-of-school-time programs to promote shared learning goals, teaching and support strategies, and staff recruitment and training activities.
  8. Create and maintain a school and community-based infrastructure that establishes procedures to improve outcomes for children and youth through successful program implementation and oversight.
  9. Establish procedures to evaluate program effectiveness through the collection and analysis of data.
  10. Promote efficient use of public resources and facilities through effective partnerships among schools, community-based agencies, adult community learning centers, and other public and private entities.
  11. Create opportunities for student leadership, decision-making, and civic engagement.
  12. Engage and support families and caregivers as partners in meaningful and culturally respectful ways where families actively support their children's learning and development in and out of school.
Eligibility: Eligible entities are school districts, cities and towns, community-based organizations (CBOs), other public or private entities, or a consortium of two (2) or more of such agencies, organizations, or entities. To apply for these funds, applicants must:
  • Have or commit to having a Community Council that has as one of its primary functions the coordination of the 21st CCLC Program. See Addendum A - Administrative/Program Assurances and Signature Page in the Additional Information section below for a description of Community Council membership.
  • Offer a school year and summer program. For options see the Part III - Required Program Information document (Section G-d) Hours of Operation in the Required Forms section below.
  • Designate a full or part time coordinator, depending on the number of sites, to oversee the administration and implementation of this grant.
Note: Current Massachusetts Department of Elementary and Secondary Education 21st CCLC grantees are among those eligible to apply for this grant, as part of the competitive process, provided they meet the eligibility requirements and are applying for funding to expand into new sites or sites that completed their funding cycles during or before fiscal year 2010-2011 (FY2011).

Eligible applicants must meet at least one (1) of the criteria listed below:
  1. Primarily serve students in schools designated as Title I schoolwide programs; and/or
  2. Demonstrate that they serve students in schools with 20% or more low-income families as indicated on the Department's School and District profiles page or through another documented source.
Competitive priority* will be given to applications that meet the following:
  1. Propose to serve youth in schools/districts designated as a Level 3-5 school/district.
  2. Schools with a FY2011 Composite Performance Index (CPI)** below in 87.2 in English language arts (ELA), and/or in 79.9 in Mathematics, and/or 77.5 in Science.
  3. Applications that are submitted in full partnership by a school district and community-based organization(s) or other public or private entity(ies). Application was jointly developed.
Applications from agencies and organizations other than a school district, city, or town will be screened for capacity to administer the program based on the applicant's:***
  1. Proven fiscal responsibility, for example, as demonstrated through an annual audit;
  2. Previous experience with similar amounts of funding at the state or federal level through government, foundation, or private grants;
  3. Documentation of linkage with the school site; and
  4. Documentation of a clear plan of communication and linkage with the school site for purposes of completing required Survey of After-school Youth Outcomes (SAYO) teacher surveys and access to pertinent student data.
* Competitive priority means preference over an application of comparable merit that does not meet the criteria.

** The CPI is a 100-point index that combines the Proficiency Index (scores of students who participate in standard MCAS ELA and mathematics tests) with the MCAS-Alt Index [scores of those who take the MCAS-Alternate Assessment (MCAS-Alt)]. The CPI is a measure of the extent to which students are progressing toward proficiency (a CPI of 100) in ELA and mathematics. To view a district's CPI, go to School and District Profiles page.

*** Any entity that wishes to include indirect costs in the budget and does not have a current approved rate from the Massachusetts Department of Elementary and Secondary Education and does not have a current Federal rate may apply to the Department for a maximum five percent (5%) indirect cost rate. This rate is only for grants issued by the Massachusetts Department of Elementary and Secondary Education and is not to be considered as an overall indirect cost rate to be used with any other funding sources. To access a list of approved rates or an application, go to Grants Information website
Funding: Grant awards will be between $50,000 and $350,000 in FY2013 for implementing school year and summer programs. Applicants are eligible to apply for an amount related to the number of proposed sites, which is between $50,000 and a maximum of:
  • $175,000 for 1 site;
  • $275,000 for 2 sites; and
  • $350,000 for 3 sites.
When determining the number of sites and amount to request, in order to support high-quality effective programs applicants are encouraged to consider:
  • The amount of experience the district/community has in developing and implementing programs of this type; and the scope of services, number of students to be served, and needs of the families and community.
Fund Use: Funds must be used solely to support the purpose and priorities detailed above. Services must be offered during non-school hours or periods when school is not typically in session, including before school, after school, evenings, weekends, school vacations, and summer. Funds may be used to offer families of these students' literacy and related educational development.

Additional programs/services that may be funded under this grant may include the following:
  • STEM (science, technology/engineering, and mathematics) education activities;
  • Arts and Music Education;
  • Entrepreneurial Education Programs;
  • Financial Literacy;
  • Service Learning;
  • College and Career Readiness;
  • Mentoring;
  • Supports for English language learners that emphasize language skills and support academic achievement;
  • Inclusive activities for students who receive special education services that emphasize social skills and support academic achievement;
  • Health and Wellness;
  • Family Engagement (promote parental involvement and family literacy for families of participating students);
  • Assistance to students who have been truant, suspended, or expelled that emphasizes the student's adjustment and supports academic achievement;
  • Drug and violence prevention programs, counseling programs, and character education programs;
  • Activities that address and incorporate aspects of the 21st Century Skills initiative;
  • Social/Emotional Learning; and
  • Collaborative planning time between school day and program staff.
Additional Fund Use Requirement: At least five (5) percent of the total budget must be set aside to support family involvement. This may include a part-time Family Engagement/Outreach Liaison if one does not currently exist.
Project Duration: Upon Approval - 8/31/2013

Pending budget appropriation, continuation of funding will be available for a total grant period of three (3) years (FY2013-FY2015).

Continued funding in years two (FY2014) and three (FY2015) is contingent upon demonstrating the following:
  • The ability to use data to inform and demonstrate continuous program improvement;
  • Maintenance of attendance levels and program quality;
  • Evidence that the grantee is working towards sustaining the program beyond the grant period; and
  • Submission of a yearly reapplication.
Throughout the duration of the project, recipients are required to:
  • Implement the Assessment of After-School Program Practices (APT) observation tool;
  • Implement all the components of the Department developed Survey of After-School Youth Outcomes (SAYO) evaluation tool;
  • Submit Program Activity Forms within two weeks of the start of each session;
  • Submit data to the Department three times each year on students who are enrolled in programs and services funded by this grant;
  • Attend 21st CCLC coordinators meetings and trainings; and
  • Implement a minimum of one service-learning project each year. The Department will provide training.
Program Unit: Learning Supports and Early Learning (OLSEL)
Contact: Karyl Resnick
Phone Number: 781-338-3515
Letter of Intent A Letter of Intent is due by August 23, 2012 and must include the information indicated below. The Letters of Intent should be submitted electronically to Karyl Resnick via and should be no more than two pages long and include a description of the following:
  • The name of the potential applicant agency;
  • Contact information (name, email, phone number);
  • Details regarding the target population, grade level(s) proposing to serve, and the number of sites proposing to develop; and
  • An overview of the idea or project, highlighting ways in which the idea/project is creative and innovative and how it will engage students in their learning.
Date Due: Thursday, September 20, 2012
Competitive proposals must be received at the Department by 5:00 p.m. on the date due.

Note: See above section for information regarding Letters of Intent (due August 23, 2012).
Required Forms:
  1. Download PDF Document Download Word Document  Part I - General - Program Unit Signature Page - (Standard Contract Form and Application for Program Grants)
  2. Download Excel Document  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 Word Document  Part III - Required Program Information
  4. Download PDF Document Download Word Document  Addendum A - Administrative/Program Assurances and Signature Page
  5. Download PDF Document Download Word Document  Addendum B- Community Council/Planning Committee Membership Form
  6. Download PDF Document Download Word Document  Addendum C - Composite Performance Index (CPI) Data
  7. Download PDF Document Download Word Document  Addendum D - Documentation of Non-Public School Participation
  8. Download PDF Document Download Word Document  Addendum E - Program Components
  9. Download PDF Document Download Word Document  Addendum F - Survey of After-School Youth Outcomes (SAYO) Form
  10. Download PDF Document Download Word Document  Addendum G - Community Resource Map Form/Sample Resource Map
  11. Download PDF Document Download Word Document  Addendum H - Additional Sources of Revenue/In-Kind Contributions 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:
  1. Download PDF Document Download Word Document  Addendum I - Elements of a Content-Rich Out-of-School-Time Program
  2. The pages must be numbered, single-spaced, printed only on one side, 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, 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. (The Resource Map is part of the required support materials and does not count towards this 10 page maximum.)
  3. In cases when applications are scored similarly, some consideration will be given to funding high-quality proposals that will serve a diverse range of geographic areas.
  4. 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 five (5) sets, with at least one copy clearly marked as ORIGINAL that has original signatures on all documents requiring signatures.

Mail to:

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

Last Updated: July 23, 2012
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