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Grants and Other Financial Assistance Programs: FY2013

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

Purpose: The purpose of the federally-funded Massachusetts 21st Century Community Learning Centers (CCLC) Exemplary Program grant is to enhance and expand the mentoring capacity of high quality 21st Century Community Learning Centers that serve as models and resources for other programs across the Commonwealth.
Priorities: Priorities for this grant program include:
  • Provide professional development opportunities that support continuous program improvement.
  • Expand and enhance a statewide network of 21st CCLC Promising , Exemplary, and Demonstration sites that will provide mentoring, peer support, training, and technical assistance;
  • Serve as learning labs for new and existing 21st CCLC programs as well as state funded After-School & Out of-School Time Quality grant recipients across the Commonwealth;
  • Share lessons learned and promising practices with communities interested in applying for a 21st CCLC grant as well as new and existing 21st CCL programs,
  • Contribute to the development of the 21st CCLC statewide regional networks; and
  • Support local implementation of the Department's Download PDF document Download MS WORD document   District Standards and Indicators and Department Priorities
  • Provide academic enrichment opportunities along with other activities designed to complement the students' core school-day program.
  • Support children and youth in all domains of development.
Eligibility: Districts/Communities are eligible to apply for FY2013 Exemplary Program Grant funds through Fund Code 647-B-2, as follows:
  • Promising Sites - Entities can apply for this competitive grant if they have sites that received a Fiscal Year 2010 (FY2010) Fund Code 647-B-1 grant, as well as the corresponding continuation grants (in FY2011 and FY2012), and have met all grant and eligibility requirements (detailed below).
  • Exemplary Sites - Entities can apply for this competitive grant if they have sites that received an FY2008 Fund Code 647-B-1 grant as well as the corresponding continuation grants (in FY2009-FY2012), and have met all grant and eligibility requirements (detailed below).
  • Demonstration Sites - Entities can apply for this competitive grant if they have sites that received an FY2010 Fund Code 647-B-2 grant, as well as the corresponding continuation grants (in FY2011 and FY2012), and have met all grant and eligibility requirements (detailed below).

Applicants can only propose to provide mentoring and serve at sites, or a subset of these, that were funded through the aforementioned grants.

Applicants must also have met the following the requirements throughout their grant funding cycle. 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 mentor at and support through this FY2013 Fund Code: 647-B-2 grant.
  • Maintained consistent attendance levels, with students participating on average at least 80 hours 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 greater than the percentage of that group in the school.
  • Submitted data to the Department of Elementary and Secondary Education (Department) within required timeframes.
  • Conducted Assessment of After-School Program Practices (APT) observations.
  • Operated each site for at least the required minimum hours of operation.
  • District coordinators attended 21st CCLC coordinator meetings, and program staff participated in Department-sponsored 21st CCLC professional development opportunities.

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: Each eligible applicant may apply for up to the following
  • Promising Sites - 85% of the FY2010 Fund Code 647 B-1 grant award*
  • Exemplary Sites - 65% of the FY2008 Fund Code 647-B-1 grant award*
  • Demonstration Sites - 50% of the FY2010 Fund Code 647-B-2 grant award*

*Eligible entities (and maximum amounts for which they can apply) are listed in Addendum F - Eligible Entities & Maximum Request Amounts, in the Additional Information section of this document. In cases where the maximum funding calculation results in an amount less than $50,000 for that site category (Promising, Exemplary, or Demonstration), the entitity is eligible to apply for $50,000 for that site category.

Applicants are required to submit a plan for sustaining and/or enhancing the amount and quality of services offered, along with a plan for:
  • Promising sites - 15% match*
  • Exemplary sites - 50% match*
  • Demonstration sites - 100% match*

*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 Promising site requests $100,000 then the 15% match value is $15,000.

Also note that for Promising sites, the maximum projected continuation award amounts, pending appropriation and available funding, in year two (FY2014) and year three (FY2015) will be a maximum of 75% and 65% of the FY2013 (corrected December 2012) award, or $50,000/site, whichever is the greater amount (and no more than the amount received in the previous year). For Exemplary and Demonstrations sites, the projected maximum continuation award amounts in years two and three will be level funding to their FY2013 competitive award.

See Project Duration section below for information on continuation funding.
Fund Use: Funds must be used solely to support, enhance, and provide mentoring related activities to 21st CCLC programs 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 and/or expanded learning 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.

The following is the minimum amount of time a program coordinator is expected to devote to mentoring related activities:
  • Promising sites - 10%
  • Exemplary 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:
  1. Hosting site visits for staff from other programs;
  2. Participating in peer site visit training sessions and conduct visits using the APT and providing feedback;
  3. Participating in mentor trainings and serve as an ongoing mentor for one or more particular districts or sites;
  4. Uploading curriculum materials to the Contextual Learning Portal;
  5. Conducting trainings, presenting at Promising Practices Forums;
  6. Facilitating regional networking/learning opportunities; and
  7. Presenting at state and/or national conferences on topics related to 21st CCLC programming.

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. Activities that promote and support college and career readiness skills;
  4. Science, technology/engineering, and mathematics (STEM) education activities;
  5. Arts and music education activities;
  6. Entrepreneurial education programs;
  7. Service learning;
  8. Mentoring programs;
  9. Activities for students who are English Language Learners (ELL) - that emphasize language skills and support academic achievement;
  10. Inclusive activities for students who receive special education services that emphasize social skills and support academic achievement;
  11. Health and Wellness education;
  12. Activities that offer and/or promote family engagement, literacy, and related educational development to families of students participating in the 21st CCLC programs;
  13. Behavioral health, prevention, counseling, and character education programs; and
  14. Activities that address and incorporate aspects of the Download PDF document  21st Century 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.

Note:
  • No more than 10% may be used for program materials, not including materials used for mentoring purposes.
  • For Exemplary and Demonstration sites budgets may not include any Indirect Costs (line 9 on the budget).
Project Duration: Upon Approval (not earlier than 9/1/2012) - 8/31/2013

Eligibility for continued funding for this Exemplary Programs grant in years two and three (FY2014 and FY2015) 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 the Department developed Survey of After-School Youth Outcomes (SAYO) evaluation tools;
  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 21st CCLC coordinators meetings and trainings; and
  6. Contribute information about effective practices on the Department's Contextual Learning Portal.
Program Unit: Learning Supports and Early Learning (OLSEL)
Contact: Karyl Resnick kresnick@doe.mass.edu
Phone Number: (781) 338-3515
Date Due: Friday, July 27, 2012.
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 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 MS WORD Document  Part III - Required Program Information
  4. Download PDF document Download MS WORD document  Addendum A - Administrative/Program Assurances
  5. Download PDF document Download MS WORD document  Addendum B - Target Population Data
  6. Download PDF document Download MS WORD document  Addendum C - Survey of After-School Youth Outcomes (SAYO) Form
  7. Download PDF document Download MS WORD document  Addendum D - Match/Additional Sources of Revenue/In-Kind Contributions Form
  8. Download PDF document Download MS WORD document  Addendum E - 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: If applying for more than one funding category (Promising, Exemplary and/or Demonstration), please submit one application for each funding category (e.g., one for the Promising sites, one for the Exemplary sites, and/or one for the Demonstration sites).
  1. Download PDF document Download MS WORD document  Addendum F - Eligible Entities & Maximum Request Amounts
  2. Download PDF document Download MS WORD document  Addendum G - Elements of Exemplary Programs
  3. 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 - FY2012) and ratings from FY2012 site visits (plus any significant efforts to address issues noted during them) will contribute to approximately 30% of the proposal's score.
  4. 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 than 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, 21st CCLC Coordinator
Learning Supports and Early Learning (OLSEL)
Massachusetts Department of
Elementary and Secondary Education
75 Pleasant Street
Malden, MA 02148-4906


Last Updated: December 18, 2012
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