21ST Century Community Learning Centers Technical Assistance Sessions

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21ST Century Community Learning Centers
Technical Assistance Sessions

• Michigan Department of Education
• Early Childhood and Parenting Programs
• and
• National Center for Community Education
• March 30, 2004 April 1-2, 2004

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21st CCLC Basics

• ESEA Title IV, Part B (No Child Left Behind Act)
• 21.7 M to Michigan for Federal FY03 31.2 M for
  Federal FY 04
• Approximately 8.7M available for new grants in
  Cohort C
• Competitive grant
• Consistent with Michigan State Board of Education
  priorities

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21st CCLC Basics, cont.

• Initial year (cohort C)
• 7/1/04-6/30/05
• 4 continuation years possible (if funding is
  available)
• 7/1/05-6/30/06
• 7/1/06-6/30/07
• 7/1/08-6/30/08
• 7/1/09-6/30/09
• Next round Depends on funding ?!?

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21st CCLC Purposes

• Federal Priority
• Academic enrichment
• Tutorial services
• Homework help

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21st CCLC Purposes

• Enrichment/other services
• Youth development and character education
• Drug and violence prevention
• Counseling
• Art and music
• Recreation and sports
• Technology education

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21st CCLC Purposes

• Services to students families
• Family literacy and educational development
• Family involvement in education

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Eligible Applicants

• LEAs
• Local School Districts
• Intermediate School Districts
• Public School Academies
• CBOs Community-Based Organizations
• FBOs Faith-Based Organizations
• Consortia/partnerships of the above
• Former federal grantees
• Applicants may apply for multiple grants to serve
  different groups of students
• Must propose service to students who attend
  schools with 30 eligibility for free and reduced
  price meals

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Funding Range

• Minimum grant award 50,000/year
• No maximum grant award depends on number of
  sites, number of students/site, length and
  variety of services
• Ballpark figures
• 120,000-170,000/site per year
• Maximum of 5 sites/application

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Mailing Directions

• Delivery by agent only
• Checklist required for fax-back confirmation
• Original with signatures in blue ink and 4 copies
• Receipt at MDE by
• May 4, 2004 by 5 PM

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Application Review Process

• Need for grant reviewers
• Scored according to rubrics
• Maximum score 17075 priority points245
• Individual review, inter-rater reliability, team
  consensus on category of recommendation
• Rank order according to score
• Additional factors may apply non-duplication of
  service, geographical distribution evidence of
  previous successful grant performance

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Part A Cover of Application

• Identification of applicant organization fiscal
  agent
• Complete all requested information
• Identification of co-applicant, if in consortium
• Listing of the five service site(s) and school(s)
  to be served by that site with their district
  code use to indicate middle schools
• Original signature of applicants authorized
  official in blue ink on original application

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Is This School Eligible?

• We suggest you check your Free and Reduced-Price
  Meal to confirm 30 school eligibility level.
• October 2003 data
• http//www.michigan.gov/mde/1,1607,7-140-6525_6530
  _6569---,00.html then look for Resources and
  Related Information(bottom of page), and then
  Breakfast and Lunch Info by District-October 2003

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Assurances, Pages 1a and 1b

• Original signature in blue ink on original
• Affirms that applicant will comply with all
  requirements
• Note Section 9524compliance with freedom of
  religion requirement for school districts

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Consortium Agreement, Page 1c

• Include only if
• Application is a partnership between an LEA and a
  CBO OR
• Application is a partnership of several eligible
  agencies or LEAs
• Applicant fiscal agent
• Partners collaborating LEA(s) or agency(ies)
• Copy Page 1c for more partners if needed
• Original must have signatures in blue ink

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Part B Acknowledgment Forms

• 20 points
• Rubric on page 15 of instructions
• May duplicate each form as many times as
  necessary
• Letters of support in lieu of forms OK
• 3 types of forms
• Need for ProjectPage 2a
• Effort to CollaboratePage 2b
• Intent to Provide ServicesPage 2c

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Need for Project, Page 2a

• Use for agency or group supporting the project
• Shows community coordination of services to
  students
• MPCB (Multi Purpose Collaborative Body) support
  appropriate in some areas

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Effort to Collaborate, Page 2b

• Required for CBO or FBO applicant
• Need form or letter from LEA (superintendent/direc
  tor) AND principal of each school identified for
  services
• Verify how the school will collaborate with the
  applicant
• LEA applicants proposing service to district
  buildings should ELIMINATE Page 2b

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Intent to Provide Services, Page 2c

• For entities that will provide services, but are
  not part of the formal management consortium
• Form or letter should indicate agreement to
  provide the specific services described in the
  narrative

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Part C Project Abstract, Page 3

• Used to provide brief information about the
  project often copied to represent the project to
  the public
• Use 3rd person
• Do NOT say see attached
• 5 points rubric p. 16 of instructions

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Part D Narrative Proposal
and Project Plan, Page 4

• 125 points75 priority points 200
• 15 pages of narrative
• Copy project plan chart as many times as
  necessary
• 6 sections

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Assessment of Need

• 10 points75 priority points 85 points
• Describe need for enrichment and academic
  programming and rationale for the project design
• Include data to support need
• May use feeder elementary school income data if
  necessary for middle and high schools

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Priority Points

• See pages 18-19 of instructions
• Points based on percentage of schools meeting the
  various priorities
• Title I school wide eligibility (40 low income)
  15 points possible
• Extreme poverty based on census data 15
  points possible

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Priority Points cont.

• Low-performing school, those identified as
  D-alert or unaccredited on EducationYES! 15
  points possible
• Low-performing school, those that did not achieve
  the annual yearly progress (AYP) target due to
  student proficiency.
• 15 points possible

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Priority Points cont.

• Joint application between LEA and CBO proposing
  service to Title I buildings in School
  Improvement Status 10 points possible
• Sites serving middle schools 5 points possible

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Quality of Proposed Project Model

• 60 points
• heart of the proposal
• Use narrative and project plan sheets
• Complete, thorough plan, including all of the
  items on page 20
• Rubric on page 21-22 of instructions

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Include (see p.20).

• Goals, objectives, outcomes
• How project addresses stated needs
• Linkages
• Numbers of students, hours,features
• Location, sites, accessibility, transportation

• Operational information
• Collaboration
• Parent involvement and services
• Staff qualifications and staff development
• Program evaluation
• Services.

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Discuss Services.

• Academic enrichment
• Tutorial services
• Homework help
• Other
• Connections with school and individual teachers
• Connection between 21st CCLC program and school
  curriculum and goals, including school
  improvement activities

• Youth development
• Drug and violence prevention
• Counseling
• Character education
• Asset development
• Mentoring

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Discuss Services.

• Enrichment
• Arts, music, etc.
• Recreation
• Sports
• Technology education
• Reinforce and complement the academic program
• Diversity of services to meet student needs

• Family Services
• Services available only to families of enrolled
  students
• Family literacy
• Related educational services
• Parent involvement in their own childrens
  education
• Family activities and involvement

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Facility Plan

• 10 points, rubric on page 23 of instructions
• Complete Part E, page 5
• P.A. 116/licensing or exemption
• Describe accessibility of the sites and how
  students will be transported or escorted if
  non-school sites are to be used
• Sites appropriate for activities

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Program Personnel

• 15 points
• Rubric on page 24 of instructions
• Full-time project director
• Full-time site coordinators
• Data entry staff

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Program Personnel, cont.

• Indicate credentials and experience
• Numbers of staff and ratio
• Assure national and state staff development
  participation
• Include local staff development plan
• Indicate how volunteers and partners will
  participate
• Complete Part F. Program Personnel chart

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Evaluation

• 20 points, rubric on page 25 of instructions
• Standards and accreditation
• Local evaluation
• Program quality
• Student outcomes
• Qualitative and quantitative
• Staff evaluation, student and parent
  satisfaction, curriculum and environment
  evaluation
• Statewide evaluation
• Connections

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Commitment and Capacity and Sustainability
Plan

• 10 points
• Rubric on page 26 of instructions
• Start no later than 1st day of fall semester may
  start in summer
• Sustainability plan beyond federal funding

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Budget

• 20 points possible, rubric on page 29 of
  instructions
• Funding period July 1, 2004 - June 30, 2005
• Three parts summary, detail, narrative
• Appropriate, cost-effective, expenditures for
  planned services
• Minimum request 50,000

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Budget, cont.

• Administration capped at 10 of request (lines
  230, 240, 250, 260 and 280, plus indirect costs)
  does not include rent of a facility not owned by
  applicant or partners
• Use line 280 for evaluation does not count in
  10 administration cap

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Budget, cont.

• Use negotiated indirect rate, if available
• CBOs and FBOs may not charge directly for
  administrative costs use 10 maximum for
  indirect costs if no negotiated indirect rate
• Signatures in blue ink on original application
• Check EDGR for more information

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Budget Detail

• Use a spread sheet or chart format to make it
  easy for the readers
• Be sure to include all of the items in the
  narrative
• Be sure it adds up
• Highlight totals
• Transfer totals to the Budget Summary

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Checklist and Packaging

• Include checklist on page 30 of instructions
• Include original of application, with signatures
  in blue, and 4 copies, for a total of 5
• Attach checklist to original application
• Use delivery agent keep receipt
• If you have not received a fax back by May 5th
  - CALL US

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Questions?

• Lorraine Thoreson thoresonl_at_michigan.gov
• Amanda Schuster schustera_at_michigan.gov
• 517-373-8483