Grants and Other Financial Assistance Programs: FY2018

Massachusetts 21st Century Community Learning Centers - Exemplary Programs Grant
Fund Code: 646

Purpose:Supported with federal funds the purpose of this competitive Exemplary Grant Program is to expand and enhance a statewide network of high quality 21st CCLC programs.

Priorities: The main priority of the exemplary grant is to create a statewide system of high quality 21st CCLC programs that will serve as mentors and resources to new and existing programs. Additionally, the Department's priorities for this grant include:
  • Implementing engaging approaches to learning during Out-of-School Time (OST) and/or Expanded Learning Time (ELT) that meet the specific academic, social and emotional, and developmental needs of students, which are aligned to the Department of Elementary and Secondary Education's (Department) goals and strategies.

  • Implementing service-learning and project-based learning that supports core academic areas.

  • Using data effectively in designing programming that addresses student needs and interests and demonstrates continuous program improvement efforts.

  • Supporting literacy in the early grades and math in middle school grades.

  • Providing additional opportunities for adults (including school staff, program providers and partners) to participate in collaborative planning and professional development that supports desired student outcomes.

  • Developing systems of support that are culturally competent and relevant to the select population of students and families served with these funds.

  • Providing engaging summer programming that addresses summer learning loss and helps students transition successfully into elementary, middle, and high school.

  • Engaging families and building strong school-community partnerships to support student outcomes in all developmental areas as described above.

  • Developing sustainable models for supporting additional quality learning time.

Key Requirements: Requirements for OST and ELT applicants:
  • [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.

  • [ELT] Applicants must offer a minimum of 300 expanded learning program hours during and/or outside of the traditional school days. (Please note this is an increase from the original FY15 required hours due to new ESSA requirements for ELT):

    Schools must continue to provide a school schedule that increases the total number of hours required for all students by a minimum of 180 hours and reflect a total of a minimum of 1,245 hours (for elementary schools) and 1,305 hours (for secondary schools);


    Schools must provide at least 120 hours of programming during either the summer or school vacation weeks for a selected population of students who could benefit from additional learning time or the difference between 300 hours and the number of hours added to the school schedule so that the total combined hours offered is at least 300.

All funded sites (OST and ELT) must also:
  • 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 creative and engaging academic enrichment.

  • 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.

  • Provide 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.

  • 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 and continuous program improvement.

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%

  • Practitioner Sites — 20%

  • Demonstration Sites — 25%

Eligibility: Districts/Communities are eligible to apply for competitively awarded fiscal year 2017-2018 (FY18) Exemplary Program Grant funds through Fund Code (FC) 646, as follows:
  • Promising Site Grants — For schools/sites that received a FY15 FC647 B1 as well as the corresponding continuation and have met all grant and eligibility requirements (detailed below).

  • Practitioner Site Grants — There is not any sites eligible for Practitioner level in FY18.

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

Applicants may apply for this Exemplary Program 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 400 hours of operation.

  • [ELT] Offered at least 180 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 Type: Federal CFDA: 84.287

Funding: A total of approximately $1,500,000 is projected to be available.

Applicants are eligible to apply for up to a maximum of 85% of their FY17 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 G - 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. Those resources must be linked directly to supporting programming and services at the applicant schools/sites.

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. 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 help 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, Priorities, 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.).

  • 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 09/01/2017) - 08/31/2018

Eligibility for continued funding for this Exemplary Programs Grant in years two and three (FY19 and FY20) 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 Student and Family Support (SFS)
Contact:Karyl Resnick
Phone Number:Karyl Resnick: (781) 338-3515
Date Due:Friday, June 2, 2017
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 (9/1/2017 - 6/30/2018) and summer (7/1/2018 - 8/31/2018) 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 Word Document
Part III-A - Required Program Information - District (Submit one per lead applicant).
Download Word Document
Part III-B - Required Program Information - School/Site (Submit one per proposed school/site).
Download Word Document
Addendum A - Grant Assurances
Download Word Document
Addendum B - Documentation of Organizational Capacity (only for lead applicants that are not a public school district)

Download Word Document
Addendum C - Documentation of Consultation with Non-Public Schools - Please Note: 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 Word Document
Addendum D - SAYO Outcomes Selection and APT Information
Download Word Document
Addendum E - Documentation of Community Notification
Download Word Document
Addendum F - Exemplary Activities Log (Demonstration Sites Only)

Additional Information:
Download Word Document
Addendum G - Eligible Entities and Maximum Request Amounts
Download Word Document
Addendum H - Mentoring Requirements and 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 FY17 site visits will contribute to approximately 30% of the applicant's overall score.

Additional Submission Details
The narrative pages (Part IIIA and Part IIIB) 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:
  • Submit one (1) original hard copy of all required forms (Parts I, II, IIIA, IIIB and Addenda A-E) collated and unstapled to be copied and distributed to reviewers.

  • Submit electronically one (1) complete set of all required documents, in their original Word or Excel formats (e.g., not converted to a PDF).

  • Submit a signed original scanned version (PDF) of the Part I signature page, for the school year and summer.

  • If applicant is applying for ELT and OST sites must submit separate budgets for each model (ELT and OST).

Proposal Specifications: Each proposal must be submitted in the format outlined below. Please use the following as a checklist in assembling a completed proposal:
  • Pages must be 8.5" x 11" with 1" margins on the top, bottom, and printed single sided.

  • Font must be no smaller then Arial 10 point.

  • Pages must be consecutively numbered.

  • Supplementary materials such as publications, press clippings, testimonial letters, and newsletters, other than information requested in this RFP, will not be considered as part of the review.

Submissions should be sent according to the above instructions as follows:

Mail hard copy to:

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

E-mail electronic copy to:

All electronic submissions must be received by the Department no later than 5:00 p.m. on Friday, June 2, 2017. Hard copies must be postmarked by the due date.

Awarded Recipients: Upon award, recipients will be required to enter the approved budget and Part I in EdGrants. Once selected, recipients will be contacted with further instructions on the process.