1 GRANT REVIEW PROCESS EEC Fiscal Committee January 9, 2012

FY13 Grant Timeline 2 Grant/Contract NamePost Grant ApplicationProposals Due Educator Provider Support (6 grants) 2/2/123/29/12 Universal Pre-Kindergarten (209 grants) 2/9/124/5/12 Coordinated Family and Community Engagement (107 grants) 2/24/124/20/12 Mental Health (6 grants) 3/2/124/27/12 Head Start (29 grants) 3/13/125/6/12 Income Eligible, Inclusive (97 grants) 3/20/125/15/12 Early Childhood SPED (306 grants) 6/25/128/13/12 CCRR 6/1/127/1/12

Proposed FY13 Funding Totals 3 Grant/Contract NameFY13 Proposed Funding Totals (subject to appropriation) Educator Provider Support$3,167,999 Universal Pre-Kindergarten$5,564, Coordinated Family and Community Engagement $13,665, Mental Health$1,250, Head Start$7,500, Income Eligible, Inclusive$9,019, Early Childhood SPED$7,331, CCRR$5,546,309.00

Grant Review Process Training Grants Review Process Training for all staff Grants Admin will present the basics of grant review for staff at all offices (regional and central) in January and February Provide checklist for reviewers and applicants Distribute revised review packet for each grant Continue online posting of information to assist reviewers Continue with pre-review training at the start of the first day of the review 1 st day reviewers may read independently Second day reviewers can gather as a larger group to present independent reviews and scores 4

All staff are invited to participate Increase knowledge about EECs mission Link with other state agencies and bring in other external partners Increases reviewers Enhances integrity of the review process Increases collaboration Clarification of roles and tasks Reviewers complete all components of the grant Application for Program Grant: make sure the fund allocations match the budget narrative Proposal Narrative Projected Deliverables Grant Specific Documents Grants Administration will review the accuracy of the budget calculations Follow-up Completed Grants Reviewers & Team Leaders 5

Renewal/Bidders Conferences Conduct renewal conferences for grantees in all regional locations for all grants offering the general approach to completing grant applications and budgets Conduct bidders conferences for competitive grants Continue to provide training for Application for Program Grants (Excel workbook) Encourage attendance at bidders conference. Develop evaluations on the training to be completed by grantee Post Q & As for grant after renewal/bidders conference 6

7 The Standard Questions

Definition of High Needs The Department of Early Education and Care defines high needs children as: Children and parents with special needs; Children whose home language is not English; Families and children involved with multiple state agencies; English language learners; Recent immigrants; Children with parents who are deployed and are not living on a military base; Low-income households; Parents with less than a high school education; Children who are homeless or move more than once a year; and Children in racial and ethnic communities that experience social exclusion. Research indicates that children who have these multiple risk factors may have poor school and life outcomes. 8

Question I The following section addresses your programs effectiveness for service delivery. In responding to this question, be sure to consider High Needs Children as defined by EEC. Each response will be scored separately. 1. Describe the ability of your program or agency to provide high quality and seamless services outlined in this Grant Application given the resources provided through this grant. 2. Describe your programs or agencys governance (i.e., submit and/or describe an organizational chart that demonstrates individual roles and responsibilities), including how your program or agency seeks to engage the participation of families, educators, and/or providers in the decision making process. Who makes the fiscal decisions in your agency? Is there a governing body that meets regularly? If so, please provide a meeting schedule. 3. Describe barriers or obstacles encountered last year and discuss any strategies your program or agency used to overcome them in the following areas: Programmatic Administrative (i.e. management, fiscal, staffing, etc.) 9

Question II The following section addresses demographic data about the populations you serve. In responding to this question, be sure to consider High Needs Children as defined by EEC. Each response will be scored separately. 1. Describe the demographic data about the population(s) that receive services directly or indirectly from your agency and how your agency uses this data to tailor the services it provides to meet the needs of the families, educators, and/or providers (programs) in the communities you serve. 2. If your grant provides services directly to families, please explain how demographic data is used to meet the needs of families, including: Children and parents with special needs; Children whose home language is not English; Families and children involved with multiple state agencies; English language learners; Recent immigrants; Children with parents who are deployed and are not living on a military base; Low-income households; Parents with less than a high school education; Children who are homeless or move more than once a year; and Children in racial and ethnic communities that experience social exclusion; Those not engaged in the mixed delivery system. 3. If your grant provides services to educators and providers (programs) working with families, with particular attention to those educators and providers serving High Needs, please describe how demographic data is used to help those educators and programs develop the competencies and resources needed to serve families effectively. As applicable, please address this in the context of: Public and private school preschool programs; Center-based programs; System-affiliated and/or Independent FCC providers; School age/Out-of-school-time providers; Head Start Programs; Community based; Informal setting; Others, please specify. 10

Question III The following section relates to strengthening and communicating available community resources to families. In responding to this question, be sure to consider High Needs Children as defined by EEC. Each response will be scored separately. 1. Explain how your program will strengthen families specifically in the areas of, but not limited to, parental resilience, social connections, knowledge of Parenting and Child Development, Concrete Support in times of need, and/or Social and Emotional Competence of Children. 2. Please provide an outreach plan that demonstrates how your program communicates available services to specific groups of families, educators, and/or providers based on the services they need. Provide examples and describe interagency agreements such as Memoranda of Understanding, protocols, assurances, and/or data sharing agreements that your agency uses to collaborate with other EEC-funded programs/initiatives such as: Coordinated Family and Community Engagement (CFCE); Child Care Resources and Referral (CCR&R), MA211; Educator and Provider Support (EPS); Early Childhood Mental Health (ECMH); Head Start; Quality Rating Improvement System (QRIS); Universal Pre-Kindergarten (UPK) to provide comprehensive services to families; educators, and/or programs. 11

Question IV The following questions are related to data collection. In responding to this question, be sure to consider High Needs Children as defined by EEC. Each response will be scored separately. 1. Describe your process for collecting and using data including, as applicable, tracking and maintaining a database of the children, families, educators, and providers (see the Reporting Requirements section of the RFP for information on the types of information EEC will collect from grantees through monthly reporting). 2. Reflect on your agencys data collection in FY12 and how you will use that information to inform data collection in FY13; describe how data will be used to make adaptations and improvements to grant services and activities. 3. Describe how your agency measures the impact and evaluates the benefits of your services to children, families, and/or educators and providers as well as their satisfaction with those services provided. Please include data on customer satisfaction in FY12 and how you will measure customer satisfaction in FY Please check any tools used to track data: ___Work Sampling ___Teaching Strategies or TS Gold ___Ages and Stages ___Creative Curriculum ___Environment Rating Scales (ECCRs, ITERS, FCCERS, SACCERS) ___Pre-Las ___Other Please specify: __________________________________ 12