2013 Request for Applications: RFA 101 Amanda Flanary & Joe Roberts Governor’s Office of Early Childhood

Goals and Objectives Review “Big Picture” for Community Early Childhood Councils Introduce the vision for CECCs Review the CECC Request for Applications Discuss strategies for submitting a high quality application Review what has and has not changed Review critical dates OUR GOAL: To have a highly effective Community Early Childhood Council in EVERY COMMUNITY

Increasing School Readiness It’s a COMMUNITY issue Where are our children? Head Start – Serves at-risk families at 100% - 130% federal poverty level 3s and 4s (Nationally funded to reach only 40% of eligible children) KY State Funded Preschool – Serves at- risk 4s up to 150% poverty level and 3s with disabilities Data suggest that as many as 40% of children are not in Head Start, Preschool or Child Care. Improving School Readiness is a COMMUNITY issue.

Kentucky’s Early Childhood System How CECCs fit in Kindergarten Readiness Screener TQRIS Parent Engagement Professional Development P-20 Data Collaborative Early Learning Standards & Assessments Improve School Readiness CECCs are the “webbing” to the plan CECCs pull all the state systems together CECCs make it happen on the local level CECCs inform communities and promote change

Shift in CECC Strategy Last Year’s RFA New PrioritiesLast Year’s RFA Focus on School ReadinessGoal: Improve School Readiness Improving Environments Supporting Families Increasing Access to Data Governor’s Office of Early Childhood Early Childhood Advisory Council Increased Collaboration Ensure ALL children are ready for Kindergarten Required Members Increase use of Data Child Care Head Start Public Pre-School Kindergarten Screener, child assessment, developmental screening Data driven decision making Measuring results Continuous improvement Focused on Outcomes

2013 CECC Priorities Responsive, Intentional and Deliberate, Evolving Increasing School Readiness Increase Collaboration Increase Use of Data 2013 Priorities Responsive Utilizing new information (Early Childhood Profiles) Developing new resources (School Readiness Definition, Parent Guides, RFA Toolkit) Improved Community Needs section Development of a Strategic Plan Focused on high-impact activities Deliberate data and outcomes Intentional & Deliberate Evolving Strengthening Collaboration (Required Members) Building on a foundation of success

Observations from Refining the Process Recommendations for CECC Required Components – Some applications were missing required components ; use the checklist Detailed Descriptions – Be intentional and thorough when preparing your application Templates – Provides structure and order to an application. MOU Process – Process must be followed to ensure timely funding. Suggestion: Write questions in the margin of your copy of the RFA

2013 CECC Request for Applications Timeline of Critical Dates AprilMayJuneMarch 2013 March 1, 2013 RFA Available Resources and Checklist April 18-30, 2013 Statewide Technical Assistance (Time and location s vary) May15, 2012 Applications due July Award notifications March 14-15, 2013 CECC Annual Institute April 15, 2013 Intent to Apply Due

2013 CECC Request for Applications Restrictions and Guidelines (Page 3) Fiscal Agent – Must be a government agency Administrative Cost – Must NOT exceed 5% of total award Reporting – Required to submit an end of year report (Template Provided). Multiple Applications– If received for the same service area, both applications are disqualified. Things that have NOT changed

2013 CECC Request for Applications Restrictions and Conditions – Mini Grants (Page 4) Mini Grants May not exceed 25% of the total grant award CECC may spend an additional 10% above grant award IF a dollar for dollar match is found EXAMPLE: DeKalb County is granted $10,000 May use $2,500 in mini grants (25%) CECC found a community leader that donated an additional $1,000 CECC can now include an additional $1000 from CECC funding + the $1,000 in match to spend a total of $4,5000

2013 CECC Request for Applications Restrictions and Conditions – MOU Process(Page 4) Memorandum of Understanding Step 1 MOU Mailed to Fiscal Agent Step 2 MOU Signed by Chair or Fiscal Agent return ORIGINAL to GOEC Step 3 GOEC signs and sends to Finance for review Step 4 Once approved by Finance, GOEC receives Effective Date Step 5 GOEC requests CECC to submit an invoice for FULL AMOUNT Step 6 Invoice approved by Finance Check Mailed to CECC

2013 CECC Request for Applications Mandatory Requirements (Page 5) Annual Institute– Send 2 CECC members to the Annual Institute (NO EXCEPTIONS – plan ahead – identify alternates) Conflict of Interest – Every member MUST fill complete Required Members – Representatives of Child Care, ALL Head Start and ALL School Districts EXAMPLE: If a CECC has a 4 county service region which has 6 school districts and is served by two Head Start Agencies, the CECC MUST have representatives from ALL school districts and ALL Head Start agencies as members of their council

2013 CECC Request for Applications Application Cover-page and Project Summary Template found in the Appendix Strongly suggest using the templates Project Summary – Tell us what you have done, not your mission statement. BE CONCISE

2013 CECC Request for Applications Summary of Previous Activities (Page 10) Focus on what you have LEARNED not what you have done Include how strategies have changed to respond to needs Identify outcomes of previous activities Demonstrate progress toward goals Not applicable for new or re-established CECCs

2013 CECC Request for Applications Community Needs (Page 10) New process for FY Data provided by Early Childhood Profile Analyze data on the profile Identify patterns and where data relates to other data Identify areas of MOST NEED All of the data on the profile is meant to be actionable For Counties that did not participate in the pilot of the screener, use the additional data to consider need May need additional data for more detail ALL PROJECTS SHOULD BE TIED TO AN IDENTIFIED NEED

2013 CECC Request for Applications Strategic Plan (Page 10) Clearly explain how you plan to address your needs addressed in the Community Needs Your opportunity to express your plan Outline how your plans address needs Identified Need Proposed Activity Identify Outcome Measure Progress Show effect on School Readiness Include timelines and due dates Include partners necessary to conduct successful activity

2013 CECC Request for Applications Communications Plan (Page 11) Communication and awareness is critical to a CECC’s success Promotes collaboration among partners Increases parent awareness Why a communications plan? Strategies to complete Governor’s Office of Early Childhood provides messaging via e-blasts Tell us how you plan to disseminate these messages to your partners Report back to us how messages were used Electronic, social media, printed, other Councils that do not have an electronic presence still must complete the plan

2013 CECC Request for Applications Budget and Budget Narrative (Page 11) Narrative should clearly describe how CECC plans to use funds to support activities identified in the strategic plan Budget template provided in Appendix Applications should be submitted using the template Clearly tie expenditures to activities identified in the narrative

2013 CECC Request for Applications Required Components (Page 11) Applications that do not have these components will NOT BE ELIGIBLE for consideration List of members (ALL MEMBERS – including all School Districts and All Head Starts Letters of Commitment  Verifies required members Conflict of Interest forms  Filled out by ALL members CECCs that do not have these components will be asked to re-apply.

2013 CECC Request for Applications Submission of Application (Page 12) Should not exceed 20 pages Does not include cover-page or required forms or RFA appendices Times New Roman or Arial font (12 pt) Double-spaced Text in charts or graphs may be single spaced Graphs and charts should not be used in excess All margins 1 inch Applications must be post marked no later than MAY 15, 2013 Any received after this date will be deemed non- responsive Mailed and hand delivered 1 original, 4 copies and electronic copies on a CD or a USB drive Within 10 business days of May 15, 2013 GOEC will provide applicants notification of receipt of application

2013 CECC Request for Applications Scoring and Evaluation (Appendix D) Applications will be reviewed by multiple independent reviewers Refer to Appendix D for scoring criteria Reviewers will utilize Appendix D to score applications Final score will represent a composite of independent reviews

Thank you! Questions/Answers Governor’s Office of Early Childhood 125 Holmes St. Frankfort, KY