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21 st CCLC FY 2010 Request for Proposals Technical Assistance Workshops January 22, 23, and Feb 2, 2009.

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Presentation on theme: "21 st CCLC FY 2010 Request for Proposals Technical Assistance Workshops January 22, 23, and Feb 2, 2009."— Presentation transcript:

1 21 st CCLC FY 2010 Request for Proposals Technical Assistance Workshops January 22, 23, and Feb 2, 2009

2 General Information (pp.1, 2) Title IV, Part B, NCLB $17.8 million in FY 2010 Minimum grant award-- $50,000 Maximum grant award--$150,000 per site 5 year award, based on sufficient funding from USDE Final grant award to be negotiated by ISBE

3 Eligible Applicants ( p. 1) LEAs public school districts public lab schools approved by ISBE charter schools area vocational centers Community based organizations Faith based organizations

4 Eligible Applicants Public and private entities Consortium of eligible organizations ROE/ISC offices that coordinate activities for LEAS or others

5 Population to be Served (p. 2) Students who attend schools with at least 40% low income families, i.e., schools eligible for Title I schoolwide programs (not necessarily receiving Title I funds)REQUIRED AS ABSOLUTE PRIORITY Students in prekindergarten through grade 12 Students in low performing schools, i.e., identified for state or federal improvement status Families of students served in the program Includes homeless and their caretakers/guardians

6 One Competition One Competition for $17.8 Million No specific amount set aside for any category of applicant Classification based on the schools applicant wishes to serve New Applicants Previously funded applicants Differing criteria Differing award amounts

7 New Applicants ( p. 1) An entity that has never received a grant under the 21st CCLC Program An entity that currently has a 21 st CCLC grant or had received a grant in the past and wishes to apply for new funds to serve only schools for which the applicant has not received 21st CCLC funds during any other grant cycle; or An entity that has a current 21st CCLC grant and is applying for funds to expand or enhance services (i.e., new grade levels or age ranges of students) in schools that it now serves.

8 Previously Funded Applicants (p. 2) An applicant that is an entity whose grant has expired or will expire at the end of FY09 and that is applying for funds to serve one or more schools to which it has provided services under a previous grant.

9 Previously Funded Applicants (p. 2) May also provide services to new schools but will be limited by amount of funds that a previously funded applicant may receive. Any new school added to a grant of a previously funded applicant must be in improvement status.

10 Applicant Experience (p. 1) New applicant: If the applicant has had no previous experience, demonstrate the likelihood that it will successfully implement the program and its capability to provide educational and related activities that will complement and enhance the academic performance, achievement, and positive youth development of the students.

11 Applicant Experience (p.1) Previously funded applicants: Describe any successful results the applicant has had during the previously funded grant period and include data from the most recent program evaluation that describe the high-quality programming that has been provided. indicate how the partnerships the applicant has had in place specifically contributed to the quality and success of the previously funded project

12 Previously Funded Applicants Describe the roles these and other partners will play in the continued efforts of the grantee. Include any changes that were made to previously provided programming that resulted from the evaluation. Submit a copy of the most recent program evaluation with the application.

13 Previously Funded No continuation or automatic funding; competitive Schools that were previously served but are no longer in status can be proposed for services as long as at least one school in the proposal is in academic status Any new schools to be served must be in academic improvement status

14 Declining Funding Model New Grants (p. 2 and 13) Year 1--negotiated amount $50,000 minimum $150,000 maximum per site Year 2--level funding Year 3--level funding Year 4--90% of FY 2010 Year 5--75% of FY 2010

15 Declining Funding Model Previously Funded (p. 13) Year 1 award equals Year 5 of previously funded grant Years 2 and 3level funded Year 475% of FY 2010 funded amount Year 550% of FY 2010 funded amount Rationale: This is to validate the need for continued sustainability planning over the lifetime of the grants.

16 21 st CCLC Grant Period Begin date: July 1, 2009 End Date: June 30, 2010, or August 31, 2010, if includes a summer program Continued funding based on completion of Continuation Application and successful progress toward meeting goals and objectives FY 2014 last year of funding

17 Program Continuation No automatically renewable grants-- Annual application for continuation of funds ISBE provides applications, forms, etc. Substantial progress in meeting objectives will be required (APR and other data)

18 Program Goals (pp. 3, 4) Programs must: help students meet the Illinois Learning Standards help students meet local standards be aligned with/complement the curriculum of school (esp. important for CBO/FBOs) be scientifically based be secular, neutral, and non ideological

19 Competitive Priorities (pp. 4, 5) 25 additional points will be awarded to applicants who propose to: Serve students in schools that are at least 40% poverty; and Submit a joint application with at least one LEA and one public or private community organization; and

20 Priority Points New Applicants: Propose to serve only schools that are identified for federal or state academic improvement status Previously funded: Serve at least one school that is in status; may serve previously funded schools that are not in status, but all new schools must be in status.

21 Additional Priority (p. 5) Based on guidance from USDE: An additional 15 points will be awarded to an applicant that proposes services to at least one middle or high school. Middle Schoolincludes the following grades exclusively 5-8 6-8 7-8 High School Any school that serves a combination of grades 9-12 and grants a diploma

22 Additional Information Dont propose services to schools already being funded. Lists of schools currently being served by the grant are posted on line at Lists of schools in status are posted at

23 Program Specifications (p. 6) Provide students with academic enrichment opportunities as well as additional opportunities to complement regular academic programs Offer academic, artistic, and cultural enrichment programs when school is not in session

24 New Requirements for Programming (p. 6) 12 hours per week 28 weeks per year Parental services required GED classes Citizenship classes Literacy Parenting Social services ESL classes Other

25 Service Times (p. 6) After school Before school Weekends Vacations Summer Days when school is not in session

26 Locations of Programs Elementary, middle, secondary schools; or Locations as safe and accessible as schools Describe how students will travel safely to and from the site and home Funds (reasonable amounts) from grant can be used for transportation, including public transportation

27 Programs Not Allowed (p. 6 ) No Saturday or summer school only programs No programs during the regular school day unless for preschool or family members No noon or recess programs No drop in programs; attendees must be registered

28 Allowable Activities (pp. 6, 7) Remedial education services and academic enrichment Reading, math, and science activities Arts and music education Entrepreneurial education programs Tutoring and mentoring

29 Allowable Activities (pp. 6, 7) Activities for ELL students Recreational activities Expanded library hours Technology education

30 Collaboration (p. 7) No application from an entity other than a school district will be accepted without letters of collaboration from the school(s) to be served School districts must have letters of collaboration from partners Systems must be put into place to gather information from schoolsespecially important with CPS schools Description of collaborator(s) required in app

31 Principles of Effectiveness (pp.7, 8) Community Learning Center Programs must be based on an assessment of objective data regarding the need for before-and after-school programs and activities in the schools and communities an established set of performance measures aimed at ensuring the availability of high quality academic enrichment opportunities If appropriate, scientifically based research that provides evidence that the program or activity will help students meet the Illinois Learning standards and local student academic achievement standards

32 Activities Based on Scientific Research (p. 8) Cite these in the text of the narrativeno works cited page. Research that is systematic, empirical using methods that draw on observation and experiment Applicants base proposed strategies on such research, especially when providing services in core academic areas where it is available-- math, reading, and science (cite research in the narrative)

33 Evaluation Requirements (p.8) Annual evaluation required Results used to refine, improve, and strengthen the program Document made available to public and ISBE upon requestwill be required as part of the Continuation Application each year Participate in state and federal evaluation Copy of Program Evaluation required from previously funded applicants

34 Evaluation (p. 9 and Attachment 6) Used to refine, improve, and strengthen the program Submitted to ISBE annually Made available to the public upon request

35 Evaluation –Previously Funded In addition to other requirements: Describe and indicate whether maintaining or modifying the previously used evaluation plan and why this decision was made. If changing, provide rationale for proposed changes.

36 Private School Participation (p. 10) Students, teachers, and other ed personnel are eligible to participate on an equitable basis Must provide comparable opportunities for the participation of both public and private school students in the area served by the grant

37 Private School Participation (p.10) Must consult with private school officials during the design and development of the services described in the application Program services must be secular, neutral, and non ideological Sign off is requiredAttachment11

38 Sustainability (p. 10 and Attachments 7A/B ) How will you maintain the size and scope of the program including the minimum number of hours per day and weeks per year as the funding declines in years 4 and 5? Predict and include as part of plan other sources of fund that will be available in years 4 and 5.

39 Allowable Uses of Funds (p. 13) Parental involvement and literacy Assistance to truants, suspended, or expelled to allow academic achievement Drug and violence prevention, counseling, and character education

40 Non-allowable Use of Funds ( pp.14, 15 ) Proposal preparation costs Pre award costs Overnight or out of state travel for students Food for professional development events, faculty, staff, or administrative meetings for staff in any setting except at Family Nights, etc.

41 Non-allowable Uses of Funds Clothing Incentives of cash, clothing, or other unreasonable costs Purchase of equipmentcomputers, printers, scanners, telephones, etc., regardless of cost Daily snack/meal costs (ISBE nutrition, or 217/782-2491) or 217/782-2491

42 Non-allowable Uses of funds Furniture Staff events that include retreats, lock-ins, or other events of a similar nature Field trips that are purely recreational in nature (have no academic support) Promotional or marketing items (mugs, pens, totes, banners, etc.)

43 Non-allowable Uses of Funds Decorative items Facility construction, remodeling, or renovation Classes previously offered and paid for by district or other fund sources Supplanting

44 Reporting Requirements Collect and submit required annual performance report Demonstrate substantial progress being made toward meeting goals and objectives of project Participate in state-wide evaluation Participate in the federal evaluation

45 RFP Appendices (A-C) A. List of Resourcesnot all inclusive B. Statewide Objectives C. Function and Object Descriptors to assist with budget preparation

46 State Objectives (Appendix B) Objective 1: Participants will demonstrate an increased involvement in school activities and in participating in other subject areas such as technology, arts, music, theater, and sports and other recreation activities. Objective 2: Participants in the programs will demonstrate increased academic achievement.

47 Objectives, cont. Objective 3: Participants in the programs will demonstrate social benefits and exhibit positive behavioral changes. Objective 4: The 21st CCLCs will work toward services that benefit the entire community by including families of participants and collaborating with other agencies and non-profit organizations.

48 Objectives, cont. Objective 5: These programs will serve children and community members with the greatest needs for expanded learning opportunities. Objective 6: 21st CCLC Program personnel will participate in professional development and training that will enable them to implement an effective program. Professional development activities must be aligned with the No Child Left Behind Act definitions and National Staff Development Councils professional development standards.

49 Objectives, cont. Objective 7: 21st CCLC Program projects will use the funding most efficiently by coordinating and collaborating with other federal and state funding sources, agencies, and other community projects to supplement the program and not supplant the funds, and to eventually become self-sustaining.

50 Program Specifications-Attachment 13 A-S--Read carefully E. Notice of intent to submit F. Active collaboration with schools the students attend H. Keep attendance records I. Conduct criminal background checks J. Train for and report suspected child abuse and neglect K. Get permission to use students for public relations purposes

51 Program Specific Terms of the Grant L. Not be delinquent in debts to State M. Conduct needs assessments, parent and student satisfaction surveys, and self- assessments for APR N. Attend mandated workshops and trainings provided by ISBE P. Provide reviewers for application review Q. Evaluate programs R. Course Credit

52 Proposal Style (p. 15) Typed, using 1-inch margins, double-spacing and 12- point font; Pages must be numbered and contain headers on each identifying the applicant; No spiral binding or binders; and No supplementary materials should be included and will not be reviewed.

53 Criteria for Review (pp.23-27) Need10 points Quality of Project Services30 points Quality of Management Plan15 points Adequacy of Resources15 points Quality of Evaluation10 points Sustainability10 points Cost Effectiveness 10 points Rubric used for scoring follows these criteria

54 Proposal Format (p. 16) Cover Page Abstract1 page Narrative25 pages double spaced, 12 point font Evaluation Attachments-1-18 Appendices A-D

55 Required Appendices to Accompany Proposals Appendix A--Principals Letters Appendix BPartner Letters Appendix D--Detailed Job Descriptions for positions included in the budget For Previously Funded Applicants Appendix C-- Most recent written program evaluation

56 Incomplete/Ineligible Applications Missing signatures Missing RCDT codes (if applicant has one) Missing attachments Missing appendices Will not be reviewed or scored!

57 Disallowed Works cited pages (cite in text) Attaching information not requested: Letters of endorsement/testimonials Newsletters CDs or DVDs Other Will not be reviewed

58 Cover Page (Attachment 1) Complete fully RCDT code New grantees may have no code if non- school districts Code will be issued if successful Applicant name, address, etc. A.Applicants original signatures

59 Cover Page (Attachment 1) B. Fiscal Agent original signature Entity that is non school district cannot submit to work with a school without permission and signoff from district superintendent Applicants working with CPS schools need signature of district designeecall

60 Program Summary (Attachment 2) A. Applicant Name(s) B. Non-public Consultation Submit Attachment 11 C. Priority points check Check if new or previously funded applicant D. Second competitive priority check off (type of school)

61 Attachment 2 E. Total Funds Requested F. Total Number of After School Sites G. Total Number of Partners H. Partner Information (Provide letter from each explaining role and contributions in Appendix B and as describe in the narrative

62 After School Sites (Attachment 3) Complete all information requested Very important to have contact information for main contact Complete a sheet for each site (duplicate as needed) Multiple schools may be served at each site Complete all information for each school Mark yes or no if served previously by this applicant Give projected enrollments Provide the grades to be served

63 Proposal Abstract (Attachment 4) RCDT code must be entered if known Fiscal agent is applicant Limit abstract to one page, double spaced Describe the overall objectives and activities of the project

64 Proposal NarrativeNo Attachment (pp. 16, 20) Limit to 25 pages, double spaced Content Describe needwhat is the need and how will this proposal meet the need? Estimate the number of students and families to be served Describe recruitment and retention of students Describe consultation with private schools

65 Narrative (p. 20) Describe the activities to be conducted for parents Describe how activities will improve student achievement, esp. in math and reading Reference scientifically based research Identify other funding sources

66 Narrative Describe partnership and collaboration efforts Describe previous experience with after school programming or the likelihood of success Describe any volunteers to be used

67 Project Services Chart (Attachment 5) Complete the required information regarding School Year Services Summer Services

68 Evaluation (Attachment 6) Limit to 2 pages, double spaced Describe evaluation to be conducted to show success of program Include quantitative and qualitative measures Show how evaluation will be used for continuous improvement Indicate the methods to be used and data to be collected (minimum is for objectives in Appendix B)

69 Sustainability Plan (Attachments 7A/B, 10 points) Limit to 3 pages, double spaced, including chart Describe the amounts and sources of additional funding that will used to maintain the size and scope in years 4 and 5 Complete chart Describe the preliminary plan for how the proposed program will continue to exist when all 21 st CCLC funds cease

70 Sustainability Plan (Attachments 7) Previously funded: Describe previous measures taken to maintain size and scope in years 4 and 5 in previous grant, including the funding sources that were used Describe how the size and scope will be maintained in years 4 and 5 of this grant Complete sustainability chart for this grant

71 Budget Summary and Payment Schedule (Attachment 8) Refer to fiscal handbook at, click on publications; see Appendix C Get assistance from ROE, ISBE, or others administrative capFunction 2300 Payments must be requested monthly in amounts that are needed to meet expenses

72 Budget Breakdown (Attachment 9) Be sure to complete as accurately as possible Get help Refer to fiscal handbook (from previous page) Describe expenditures completely and put into correct function and object codes Refer to budget PowerPoint online at Make sure costs are reasonable

73 A Word about Budgets Be practical Dont ask for more funds than needed Make sure instructional costs are adequate and a major component of the budget Dont pay exorbitant salaries Dont overload with staffesp. admin staff Dont send in a budget that is exorbitant per pupil amount Dont include indirect costs unless are representing a university

74 Budget Tips Do what is required Limit administrative cost to 5% Include funds for staff development Include funds for evaluation Include transportation funds, if needed

75 Subcontractors (Attachment 10) If subcontractors are to be used for any purpose, complete Attachment 10. Subcontractors must be approved by ISBE Details of subcontracting budgets must be included in budget Contracts are always budgeted in Object 300 of the budget

76 Equitable Participation of Private Schools (Attachment 11) Private school official and applicant must sign off that this has been done Original signatures required One attachment needed for each school Duplicate as necessary

77 State Required Graduation Courses (Attachment 12) If program is to offer credit for courses that are required for graduation, this attachment must be signed and attached with proposal. If courses are to be provided that are not required, this does not have to be completed, but a complete description should be provided in the application.

78 Program Specific Terms of the Grant (Attachment 13) A-S--Read carefully E. Notice of intent to submit F. Active collaboration with schools the students attend H. Keep attendance records I. Conduct criminal background checks J. Train for and report suspected child abuse and neglect K. Get permission to use students for public relations purposes

79 Program Specific L. Not be delinquent in debts to State M. Conduct needs assessments, parent and student satisfaction surveys, and self- assessments for APR N. Attend mandated workshops and trainings provided by ISBE P. Provide reviewers for application review Q. Evaluate programs R. Course Credit

80 Certificate and Assurances (Attachments 14-18) Complete with required signatures Co- applicants must sign also; make copies for each and submit Attachment 13read carefully for program specific terms of the grant Attachment 18GEPA This is the nondiscrimination statement that districts and other entities have on file

81 Proposal Reviewers Readers will be knowledgeable about after school programs and issues Teachers Administrators Retired educators Non grantees but in after school programming Non conflict of interest statements will be signed Training will be held Assignments will be made geographically, etc.

82 New Grantee Workshop Held in late summer to provide guidance as program is implemented

83 Questions?? In Springfield, 217-524-4832 Marci Johnson Gail Meisner Carol McCue Gary Miller In Chicago, 312/814-2282 Joe Banks ISBE 21 st CCCLC website,

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