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Grants and Other Financial Assistance Programs

FY2020: 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 Century Community Learning Centers (CCLC) programs that will serve as mentors and resources to new and existing programs.

Priorities:
  • Increasing motivation to learn through culturally responsive, interactive, relevant, and engaging programming that includes high quality Project Based Learning (PBL) that is aligned to the Department of Elementary and Secondary Education's (Department) goals and strategies Download PDF Document.

  • Implementation of innovative teaching and learning strategies that are multi-disciplinary, cross curricular, and support students in all developmental areas (academic, social emotional, civic, wellness, etc.).

  • Developing strong collaboration and partnerships for planning and implementation in order to align and leverage resources, improve program quality, and develop shared outcomes for success.

  • Providing innovative shared professional development opportunities for teachers, administrators, and community-based partners.

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

  • Providing engaging summer programming that prevents and addresses the summer learning slide and supports the successful transition of students into elementary (including pre-K to K), middle, and/or high school.

  • Engaging families in culturally relevant and meaningful ways that build strong school-community partnerships to support student outcomes in all developmental areas as described above.

  • Contributing to increasing school day attendance and graduation rates and decreasing chronic absenteeism.

  • Developing sustainable models for supporting additional quality learning time.


Key Requirements:
  • Out-of-School Time [OST] Applicants must continue to offer at least 400 hours of comprehensive OST programming 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.

  • Expanded Learning Time [ELT] Due to requirements under the Every Students Succeeds Act (ESSA) applicants must offer a minimum of 300 expanded learning program hours by:

    • Continuing to provide a school schedule that has increased the total number of hours required for all students by at least 180 hours over the State mandated requirements;
    and
    • Provide between 64 – 120 hours of summer programming for a select population of students who could benefit from additional hands on learning time during the summer. Please note the total hours for SY and summer must add up to at least 300 hours.

Requirements for all applicants:

  • Summer programming must at minimum be four (4) hours/day for at least four (4) weeks.

  • Submit data and all other required forms to the Department within required time frames including Program Activity Forms within two weeks of the start of each session.

  • Conduct required site based Assessment of Program Practices (APT) observations as well as peer APT observations for Practitioner and Demonstration site applicants (see Eligibility section below for more details on applicant levels).

  • Attend 21st CCLC coordinator meetings (district coordinators and others as applicable) and participate in Department-sponsored 21st CCLC professional development opportunities (district and site coordinators and other program staff as applicable).

  • [OST] Served a percentage of students with high needs (as defined by the Department's accountability system) that is at minimum equal to and preferably above the school wide percentage (at the 21st CCLC site).

  • Have a part or full time coordinator responsible for overseeing the grant. For districts/communities with multiple sites, this position should be district/ community wide.

  • Have a site-based coordinator responsible for the daily operation of applicant site(s).

  • Share lessons learned and promising practices as well as contribute to the development and implementation of the statewide regional networks.

  • Address all the areas outlined in the Priorities section.

  • Commit to participating in an evaluation component to measure the impact these programs have on students. This includes implementing the Department-developed Survey of Academic Youth Outcomes (SAYO) evaluation tool.


Eligibility:
  • Promising Site Grants — For schools/sites that received a fiscal year 2016-2017 (FY17) Fund Code (FC) 646 grant, as well as the corresponding continuation grants, and have met all grant and eligibility requirements (detailed below).

  • Practitioner Site Grants — For schools/sites that received an FY16 and or FY17 FC 646 Download Word Document as well as the corresponding continuation and have met all grant and eligibility requirements (detailed below).

  • Demonstration Site Grants — For schools/sites that received a FY17 FC 646 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 eligible sites.

Applicants must have met the following requirements throughout the grant funding cycle, or clearly demonstrate how the issues related to not meeting the requirement(s) have been addressed successfully (Practitioner and Demonstration site applicants) or will be addressed (Promising site applicants). These items relate specifically and exclusively to the individual site(s) included with the submitted application.

  • [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).

  • Practitioner/Demonstration Site applicants MUST clearly demonstrate how they have served in a mentoring, coaching and resource capacity. Refer to Addendum D Exemplary Expectations for more details.


Funding Type:

Competitive -Federal CFDA 84.287

Funding:

A total of approximately $2,500,000 is projected to be available.

  • Applicants are eligible to apply for up to a maximum of 85% of their FY19 grant award or $50,000 per site (whichever is more).

  • Eligible entities (and maximum amounts for which they can apply) are listed in Addendum D- Eligible Entities and Maximum Request Amounts, which can be found in the Additional Information section below.

  • [OST] These sites may apply for up to an additional $10,000/site to help support transportation costs, if they are able to demonstrate the need and that at minimum part of the local grant match supports transportation costs.

    Transportation funds may only be used to support transporting students home during the school year (SY) program, and to and from the program during the summer. For students who have transportation in their Individualized Education Program (IEP) it is the responsibility of the district to support those costs. These funds may not be used for buses or transportation for field trips. Please see the Additional Information section for further details regarding field trip expenses.

  • [ELT] These sites may apply for up to an additional $20,000 to support the required summer program hours. Please note the additional funding requested should be commiserate with the number of hours of summer programming offered (64–120 hours). Please refer to the grant requirements section for more details

  • [ELT] Preference for funding will be schools that include a PBL block into the school/student schedule.

  • Applicants are required to demonstrate, through a combination of matching funds, in-kind resources, and/or collaborations/partnerships, their ability to, at minimum, sustain originally funded 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.

  • Funding is contingent upon federal appropriation. All dollar amounts listed are estimated/approximate and are subject to change.

Funding is contingent upon availability. All dollar amounts listed are estimated/approximate and are subject to change. If more funding is to become available it will be distributed under the same guideline as listed in the initial RFP document.

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.).

Note:

  • Mentoring and coaching related activities, staff time and expenses that may be funded through this grant include, but are not limited to, the items detailed in Addendum E — Exemplary Expectations that 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.

  • [ELT] Funds for the 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 academically enriching programming and/or services that support the grant priorities.


Project Duration:

Upon Approval (no earlier than 09/01/2019) – 08/31/2020

Eligibility for continued funding in years two and three (FY21 and FY22) will be based on evidence that the program has met the key requirements, grant priorities (including maintenance of attendance levels for [OST]), and evidence that the grantee is working towards sustaining the program beyond the grant period.

Program Unit:

Office of Student and Family Support

Contact:
Karyl Resnick
Phone Number:

(781) 338-3515

Date Due:

Thursday, June 27, 2019

See the Submission Instructions section below for additional details.

Emailed Proposals must be received at the Department by 5:00 p.m. on the date due and hard copies post marked on the due date.

Required Forms:
Download Word Document
Part I — General Program Unit Signature Page (Standard Contract Form and Application for Program Grants)

Download Excel Document
Excel budget/budget narrative for school year and summer activities/expenditures

Download Word Document
Part IIIA/B — District/School/Site Specific Information

Download Word Document
Addendum A — Grant Assurances

Download Word Document
Addendum B — Documentation of Consultation with Non-Public Schools In accordance with the Elementary and Secondary Education Act (ESEA) Title IX Part E, Uniform Provisions, Subpart I - Private Schools, (similar to the Title I requirement), applicants must consult in a timely and meaningful way with private school officials within the geographic community proposed to be served, during the design and development of the 21st CCLC program, on issues such as how the private school students' and teachers' needs will be identified, and what services may be offered. Any services provided to private schools must be secular, neutral, and non-ideological.
Applicants must document this timely and meaningful consultation, as well as any resulting agreements, and must submit confirmation of this consultation using Addendum B — Documentation of Consultation Regarding Non-Public School Participation (see Required Forms section). For more information, see the U.S. Department of Education's Non-Regulatory Guidance.

Download Word Document
Addendum C — SAYO Outcomes Selection and APT Information

Attach a letter of support from the Superintendent of schools and/or School Committee.

Additional Information:
Download Word Document
Addendum D — Eligible Entities and Maximum Amounts

Download Word Document
Addendum E — Exemplary Expectations

Download Word Document
Addendum F — Elements of Exemplary Programs

  • 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 exemplary site visits will contribute to approximately 30% of the applicant's overall score.

Additional Submission Details

The narrative pages (Part IIIA/B) 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.

  • Recipients will be required to utilize the Survey of Academic and Youth Outcomes (SAYO) for all students served by these funds.

  • Field trips are an allowable expense provided they have an educational component and connect to and support program activities and outcomes. Out of state field trips are allowed in rare occasions and must be approved in advance by the Department's 21st CCLC Program Coordinator. Field trip expenses (entry fees, etc.) should be budgeted under other costs Memberships/Subscriptions/Computer Licenses. Grant funds may be used to cover field trip transportation costs and should be budgeted under student transportation line.

  • Guidance for completing Grant Budget Request — Section IIB of the Grants for Schools: Getting Them and Using Them, A Procedural Manual provides guidance for completing the required budget workbook.

  • Community Notification of Intent to Apply — Federal law requires that applicants for grants under the 21st CCLC program must notify their community of their intent to apply, in a timely manner prior to submission of the proposal, and if awarded funding, disseminate information about the 21st CCLC program to the community in a manner that is understandable and accessible. Applicants must submit confirmation of plans for these notifications (see Part IIIA section D.

  • Grant award notification: The Department will provide notice to all applicants when grant awards are finalized and will post a list of funded grantees on the Department's Grant Awards webpage. All applicants not selected for funding will be provided with information about the process for requesting feedback about their application. See the Department's formal appeal process for more information.


Submission
Instructions:

Email one complete application to cclc@doe.mass.edu and mail one complete hard copy of Parts IIIA and IIIB for each applicant site, excel budget pages and Addendum A–C to:

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

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


 
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