Nebraska 21st Century Community Learning Centers Fall 2006 Grant Application Technical Assistance Me

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WELCOME

• Nebraska 21st CenturyCommunity Learning
  CentersFall 2006 Grant ApplicationTechnical
  Assistance Meeting

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Purpose of 21st CCLC Grant Program

• Provide funds to eligible schools and
  organizations for the purpose of creating or
  expanding community learning centers

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Purpose of 21st CCLC Grant Program

• which provide a range of high quality services
  to support student learning and development in a
  safe environment

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Three Required Goals

• Improve student learning in one or more core
  academic areas
• Increase social benefits positive behavioral
  changes
• Increase family/community involvement in schools

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• First Steps

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First Steps

• Get support from school leadership
• School
• School Board
• Community Partners
• Agency director(s)

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First Steps

• Meet with target school building principals
  (public and nonpublic)
• Clarify your vision and mission
• Investigate funding sources

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• Funding Priorities

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Absolute Priority

• Must serve students who attend school buildings
  that had at least 40 of students eligible for
  free or reduced-cost meals in 2005-2006

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Absolute Priority

• If proposal involves more than one school
  building, at least 75 of school buildings must
  meet absolute priority.

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Competitive Priorities

• In addition to the absolute priority
• (1) Serve students who attend schools in
  districts that received a rating of needs
  improvement on the Federal accountability (AYP)
  district status reported on the 05-06
  Nebraska State of the Schools Report

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Competitive Priorities

• (2) Submit a collaborative proposal that
  involves at least one district receiving 2005-06
  Title I, Part A funds and at least one
  community-based organization

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Competitive Priorities

• (3) Serve students who attend school buildings
  that have a mobility rate above 13.77 (the
  2005-06 statewide average)

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Competitive Priorities

• (4) Serve students who attend school buildings
  that have an extreme poverty rate (60 or more
  of the students qualified to receive free or
  reduced-cost meals in 2005-06)

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Competitive Priorities

• (5) Serve students who attend school buildings
  that have a percentage of ELL students above
  6.17 (the 2005-06 statewide average)

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• Eligible Applicants/
• Eligible Entities to be Served

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Eligible Applicants

• Virtually any public or private organization
  (e.g., public private school districts,
  community-based orgs, non-profit agencies, city
  or county gov. agencies, faith-based orgs.,
  institutions of higher ed., for-profit
  corporations or a consortium of two or more
  eligible entities)

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Eligible Applicants

• Fiscal agent must be school district or ESU
• A school building can benefit from only one 21st
  CCLC grant
• Multiple applications from a district ok if no
  duplication of service
• A single school building may be involved in only
  one application per funding cycle

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Eligible Applicants

• Ongoing projects may apply for new sites, or to
  add new groups of students (e.g. an elementary
  program expanding to middle school)

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• Applicants Other
• Than Public Schools

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Nonpublic Schools

• Must submit evidence that
• they meet the absolute priority (40.00
  low-income threshold), and
• if applicable, they meet the competitive
  priorities
• students are low-performing on assessments used
  for the same time period as is used by Title I
  (2 years) to determine low performance
• Mobility percentage
• English Language Learners percentage

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Nonpublic Schools

• Equitable services must be offered to nonpublic
  school students their families, if those
  students are part of the target population
  (reside within the public school buildings
  attendance boundaries)

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Faith-based Organizations

• FBOs are required to accept children of all
  religions
• Funds cannot be used for religious activities
• Guidance includes laws to which FBOs must adhere
• Fiscal agent must be school district or ESU

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• The Application
• (Part 1)

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Available Funding

• Approximately 1 million
• (Average 21st CCLC funding
• per site 78,482)

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Part 1

• Cover Page
• Statement of Assurances
• Consortia Partners Signature Page
• Nonpublic School Participation form (if
  applicable)

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Cover Page

• Identify lead agency representative
• Board authorized representative for applicant
  organization/consortium
• Identify project director
• Directly responsible for day-to-day operations
• Fiscal agent must be school district or ESU

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Cover Page

• Grant Award Amounts
• Minimum 50,000 per year regardless of the
  number of co-applicants
• Maximum Based on number of students to be
  served funds available

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Continuation Funding Requirements

• A regular attendee is a student who attends
• 30 days or more for a typical 180 day school
  year, or
• 16.6 of the number of days the program component
  services are offered

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Continuation Funding Requirements

• Attendance objective should be realistic and
  attainable
• of days
• of students
• To assure continuation funding, attendance
  objective must be met at
• 70 in year 1
• 85 in year 2
• 100 in years 3-5

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Cover PageGrant Request Guidelines

• Minimum students served 37 if attending
  full-time for a 180-day school year (7.50 x 37 x
  180)
• Consortium A project may serve several
  districts in order to meet the minimum annual
  award amount of 50,000

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Cover PageGrant Request Guidelines

• 5 per day x number of students x number of days
  program will operate in either the before- or
  after-school hours

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Cover PageGrant Request Guidelines

• 7.50 per day x number of students x number of
  days the program will operate in both before-
  and after-school hours

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Cover PageGrant Request Guidelines

• 7.50 per day x number of students x number of
  days the program will operate on non-school days
  during school year as well as weekends, holidays,
  summer break

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Cover PageGrant Request Guidelines

• Supplemental funding may be requested due to
  extenuating factors if clearly justified in
  narrative

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Cover PageGrant Request Guidelines

• If annual continuation funding requirements met,
  grants will be
• 100 grant-funded in years 1-3
• 80 in year 4
• 60 in year 5
• Must continue original services to the original
  number of students in years 4 5

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Cover PageGrant Request Guidelines

• Must show evidence of sufficient resources to
  sustain project after grant funding ends
• No minimum percentage of in-kind or matching
  funds required

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Required Forms

• Cover Page
• Statement of Assurances
• Consortia Partners Signature Page
• Non-public School Participation form (if
  applicable)

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Required FormsSignatures

• Statement of Assurances Board authorized
  representative from lead agency
• Consortia Partners Signature Page Board
  authorized representative from each co-applicant
• Co-applicant Any organization receiving
  services from, or providing 1,000 or more in
  services/resources to, the project
• Building principal of every public and nonpublic
  student population to be served

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Required Forms

• Cover Page
• Statement of Assurances
• Consortia Partners Signature Page
• Non-Public School Participation form (if
  applicable)

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Required Forms

• Every nonpublic school serving students of the
  same grade level geographically located within
  the public school building attendance area must
  be consulted about potential participation
• A signed form attesting to this meaningful
  discussion is required by NDE

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The Application

• Table of Contents (Part 2)
• Abstract (Part 3)

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Site Summary FormPart 4

• Site Summary Form
• Absolute Priority (Required) 10 Points
• Competitive Priorities (If applicable)
• Five priorities -- 5 points each

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• Need
• (Part 5)

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Need

• Document risk factors substantiate with data
• Provide results of a community needs assessment

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Need

• Document academic needs need for support
  outside of the regular school day
• Document lack of community services to address
  needs

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• Project Design
• Plan of Operation Table
• (Part 6A)

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Plan of Operation Table

• Student attendance objective documented on cover
  page

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Plan of Operation Table

• Develop one objective for each of three required
  goals
• Improve student learning in one or more core
  academic areas
• Increase social benefits and positive behavioral
  changes
• Increase family and community involvement in
  schools

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Plan of Operation Table

• Objectives must indicate
• Who will be served
• Behavior or target expected
• Conditions/timeframe
• Degree or criterion of success

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Plan of Operation Table

• Example of an objective
• Fifty percent of regularly served students will
  meet or exceed district standards in reading by
  the end of the first year of the program.

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Plan of Operation Table

• Write realistic objectives
• Annual progress will be reported and reviewed
• Must meet 60 of the objectives (other than
  attendance objective) at a minimum of 60 level
  each year in order to receive continuation
  funding

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Plan of Operation Table

• List activities, timeline, personnel responsible,
  primary resources needed and how outcomes will be
  measured (evaluation)
• Include annual expectations of progress for each
  objective as a percentage

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Plan of Operation NarrativeCore Design Elements

• Pre-K services limited to enrolled kindergartners
  during summer preceding kindergarten
• Summer school classes limited to target
  population in conjunction with other allowable
  activities
• Literacy services allowable if identified need,
  but limited to family members of eligible students

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Plan of Operation Narrative Core Design Elements

• Licensure Must be licensed if serving four or
  more children and charging a fee

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Plan of Operation Narrative Core Design Elements

• Required to be open from 1 to 4 hours per day
  depending on services offered
• Only before- school (1 hour),
• Only after-school (3 hours),
• Both before- and after-school
• Full days on non-school weekdays, weekends,
  holidays during summer break (4 hours)

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Plan of Operation Narrative Core Design Elements

• Meals/snacks must be offered
• Must participate in USDA Nutrition Program
• Recommended student attendance
• Elem. Every day
• M.S./H.S. 3 days/week

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Plan of Operation NarrativeHigh-Quality Program
Characteristics

• Goal setting and strong management
• Quality staffing professional development
• Focused on academic outcomes

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Plan of Operation NarrativeHigh-Quality Program
Characteristics

• Links between school-day teachers and
  after-school staff
• Learning experiences aligned with standards that
  complement school curriculum
• Program evaluation/continuous improvement process
• Sustainability plan

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Plan of Operation NarrativeHigh-Quality Program
Characteristics

• Attention to safety, health, and nutrition issues
• Appropriate environments
• Youth development knowledge
• Positive relationships

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Plan of Operation NarrativeHigh-Quality Program
Characteristics

• Effective partnerships with other community
  organiza-tions and individuals
• Strong family involvement
• Diverse offering of activities

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• Project Design
• Plan of Operation Narrative
• (Part 6B)

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Plan of Operation NarrativeRequired Components

• Summarize how risk factors will be remedied
• Describe how activities will improve student
  achievement link to
• State standards district objectives
• School improvement plans

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Plan of Operation NarrativeRequired Components

• Describe how activities will meet principles of
  effectiveness
• Cite research /or best practices that provide
  evidence that strategies are likely to attain the
  intended outcomes

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Plan of Operation NarrativeRequired Components

• Describe the plan to
• Recruit retain participants
• Transport participants
• Provide literacy and related educational
  development to families of participants

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Plan of Operation Narrative Schedule of Operation
by Site

• Use a table to provide a schedule of operation
  for each proposed site.

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Plan of Operation Narrative Schedule of Operation
by Site

• Provide schedule of operation by site
• Number to be served
• Organization operating site
• Collaborating partners
• Months days services provided
• Daily hours of operation
• Meals snacks provided

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• Project Design
• Management Plan
• (Part 6C)

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Management PlanStaffing

• Use a table to list each position, name (if
  known), qualifications, responsibilities,
  studentstaff ratio and percentage of FTE or
  hours/wk
• Local evaluator required

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Management PlanStaffing

• Document percentage of grant funds spent on
  administration versus direct services with
  students
• Justify salaries of project director and site
  coordinator(s) (include responsibilities with
  students and FTE)

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Management PlanStaffing

• Describe how parents, senior citizens, or other
  volunteers will be used
• Describe plans for initial ongoing staff
  development and training

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Management PlanCollaboration Partnerships

• Describe how project will collaborate with other
  agencies
• Describe how 21st CCLC funds will be used in
  conjunction with other federal, state, local
  programs
• Summarize all cash or in-kind service
  contributions of 1,000 or more

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Management PlanCollaboration Partnerships

• Describe how program was designed and will be
  implemented with input of students, parents,
  teachers, building principals, business
  community, CBOs, FBOs in collaboration with the
  schools students attend
• Include
• The system that will assure that pertinent
  student data are shared
• The plan for program alignment with the school
  day curriculum at each grade level and for
  individual student needs

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Management PlanCollaboration Partnerships

• The plan for ongoing communication between the
  project and school staff
• Collaborative process for problem-solving
• Process of shared expectations regarding sharing
  host facility space and equipment

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Management PlanCollaboration Partnerships

• An advisory committee is required. List members,
  their role, and the constituency they represent.

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Management PlanCollaboration Partnerships

• Advisory Committee
• Seek stakeholders
• School personnel
• Family members
• Community members and agencies

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Management PlanCollaboration Partnerships

• Key Points for Advisory Committee
• Multiple perspectives
• Offer opportunities
• Know needs

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Management PlanEquitable Access

• Describe plan for equitable access and
  participation for
• Students and family members with limited English
  proficiency and literacy needs
• Participants with disabilities
• Eligible non-public school youth

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Management PlanSite Location

• Document that the site is either a school
  building or an equally safe and accessible
  location
• Describe the location and space within the
  building that will be used
• Must provide letter of commitment from building
  principal of every public and nonpublic student
  population to be served

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Management PlanNon-school Sites

• For non-school sites, provide
• Evidence that site is as available accessible
  as the school site(s)
• Evidence that school district and co-applicants
  are in agreement on alternate site

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Management PlanNon-school Sites

• Communication plan between alternate site(s) and
  school(s) including
• Alignment of academic component with state/local
  standards curriculum
• Access to student academic records
• Monitor school day attendance
• Share info on student progress
• Consideration of transportation costs

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Management PlanSustainability

• Provide evidence of in-kind/matching funds in
  years 4 5 to continue service to the original
  number of students
• Describe the sustainability plan
• Document the investments that each partner will
  make after the grant funding ends

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Management PlanFiscal Management

• Fiscal agent must be public school district or ESU

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• Evaluation
• (Part 7)

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Evaluation

• Federal Requirements (for local grantees)
• Grantee Profile
• Annual Performance Report
• State Requirements
• MS Access database
• Narrative report

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Evaluation

• State Requirements
• Grantee must administer four required
  state-developed surveys to obtain data
• Teacher
• Single most important source for outcome data
• Goal is 90 or greater return rate
• Parent
• Student
• Collaboration

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Evaluation

• Applicants must secure local evaluator
• Describe qualifications
• Advanced graduate level studies in assessment and
  evaluation
• External to program
• Not employed by grantee or any agency providing
  services to students

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Evaluation

• Describe local evaluators role in
• Supporting local program
• Doing observation/rating of program
• Reviewing evaluation findings
• Submitting Success Stories
• Describe plan for evaluation of 3 required
  objectives

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Evaluation

• State and local evaluators will work together to
  assist programs to
• Receive training
• Gather critical data to support local programs
• Identify areas of needed plans for improvement
• Monitor overall quality

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• Adequacy of Resources/ Budget Section
• (Part 8A)

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Adequacy of Resources

• Describe how existing site resources will be used
• Provide a sliding scale for services for which a
  fee is charged
• Discuss per pupil costs provide justification
  for any request over the funding guidelines

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Adequacy of ResourcesWaiver Requests

• Waivers must be requested in this section (i.e.
  not meeting minimum service hours)

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• Adequacy of Resources/ Budget Section
• (Part 8B)

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Budget

• All budget figures must be rounded
• Budget Summary by Total Request
• Grant Funds Only
• In-Kind/Matching Funds Only
• Covers entire 5-year budget

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Budget

• Matching/In-kind
• No set amount required for years 1-3
• 20 for year 4
• 40 for year 5

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Budget

• Annual Budget Summary
• Shows how grant funds requested for year 1 will
  support eligible grant activities

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Budget

• Annual Budget Justification (Yr. 1 only)
• Grant Funds Only
• In-Kind/Matching Funds Only
• Justify proposed expenditures by including
  purpose itemization of all object codes

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BudgetMandatory Budget Items

• Grant funds or in-kind matching funds must be
  budgeted for
• Student transportation (if necessary)
• Local project evaluator (suggested annual fee no
  more than 2,500 per site)
• Accommodations for special needs students

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BudgetMandatory Budget Items

• Staff development
• In addition to local training, annually budget
  for staff attendance at
• One NDE-sponsored statewide conference
• Two NDE-sponsored regional workshops (at least 2
  staff per site)
• One national after-school conference (limit of 2
  participants)
• All out-of-state travel must be pre-approved by
  NDE

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BudgetRestricted Costs

• Remodeling facilities (limit of 500 per year)
• Computer hardware (limit of 2 of annual grant
  budget)

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BudgetRestricted Costs

• Stipends for teachers to perform grant-related
  work on non-contract time
• Limit of 15/hr. or 120/day (inclusive of
  benefits) or the school district rate

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BudgetRestricted Costs

• NDE calculates rates annually
• Must use restricted indirect cost rate of the
  school district or ESU that is fiscal agent

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BudgetRestricted Costs

• Consultant costs are limited to 500 per 8-hour
  day
• Building rental costs limited to fair market
  value of similar facilities. Provide comparable
  rates, if applicable.

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BudgetNon-Allowable Costs

• Programs that operate, or for teaching that
  occurs, during the regular school day
• Capital construction
• Vehicle purchases (leasing or use charges are
  acceptable)

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BudgetNon-Allowable Costs

• Land acquisition
• Supplanting federal, state, or local funds
• Proposal development or planning costs

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BudgetNon-Allowable Costs

• Direct charges for items or services covered by
  indirect cost
• Other costs as determined by NDE
• Any other costs not allowable for federal
  programs per EDGAR

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• Appendix
• (Part 9)

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Appendix

• Letters of commitment are required from
• Entities providing 1,000 or more per year in
  services/resources
• Principal of each public and nonpublic student
  population to be served for each site
• Appendix may not be used to circumvent page limit

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• Preparing the Application
• For Submission

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Format Instructions

• Double-spaced, 1 margins
• Write narrative in same order as requested in the
  application
• Use application headings
• Number each page

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Page Limit

• Narrative portion no more than 25 pages
• Excludes table of contents, forms, budget and
  letters of commitment

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Forms Tables on Web Site

• Some required forms are available as interactive
  PDF documents
• Table templates are available as Word documents

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Timeline of the Grant Process

• December 1, 2006 -- Intent to apply due
• December 15, 2006 (Optional) Deadline to submit
  draft for critique feedback
• January 3, 2007 Critique of application draft
  returned (if submitted)

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Timeline of the Grant Process

• February 2, 2007 Application postmark deadline
• March, 2007 Peer review of applications
• April, 2007 State Board considers approval of
  awards/applicants notified
• April 16, 2007 Grant period begins

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• Review of Applications

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Application Sections Point Values

• Absolute Priority
• 1 _at_ 10 points 10
• Competitive Priorities
• 5 _at_ 5 points each 25
• TOTAL PRIORITY POINTS 35

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Application Sections Point Values

• Need 20 points
• Project Design 50 points
• -Plan of operation table 15 pts.
• -Plan of oper. narrative 15 pts.
• -Management plan 20 pts.

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Application Sections Point Values

• Evaluation 15 pts.
• Resources/Budget
• Adequacy of Resources 5 pts.
• Budget 10 pts.
• TOTAL NARRATIVE POINTS 100

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Application Sections Point Values

• Total Priority Points 35
• Total Narrative Points 100
• Total Possible Points 135

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Other Grant Selection Factors

• Geographic diversity
• Based on highest overall score
• Applications must meet minimum score requirements

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Technical Assistancefor Applicants

• Application Scoring Sheet (Rubric) (Section I)
• Checklist of Required Components (Section H)
• Submission of draft for critique and feedback
  (due 12/15/06)

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For more information, contact

• 21st Century Community Learning
• Centers Grant Program
• Nebraska Department of Education
• 301 Centennial Mall South
• P.O. Box 94987
• Lincoln, NE 68509-4987

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For Grant Application Information

• Jan Handa
• Phone [phone]
• E-mail jan.handa_at_nde.ne.gov
• Fax [phone]
• Web www.nde.state.ne.us/21stcclc

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• Questions?