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Arizona 21st CCLC Grant Application - Overview and Timeline

Learn about the Arizona Department of Education 21st Century Community Learning Centers grant application process, funding allocation, eligibility, and mandatory training. Get all the information you need to apply successfully.

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Arizona 21st CCLC Grant Application - Overview and Timeline

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  1. Arizona Department of Education21st Century Community Learning Centers Grant Grant Application Overview Cycle 7 April 1, 2008 - Flagstaff April 2, 2008 – Phoenix (2 sessions) April 3, 2008 - Tucson Register at:www.ade.az.gov Calendar of Events

  2. Arizona Department of Education 21st Century Community Learning Centers Grant School Effectiveness Division Associate Superintendent – Kathy Hrabluk Presented by: Cindy Trejo, Director Laura Hartman, Program Specialist Dr. Mary Lou Naylor, Program Specialist Yvonne Payton, Program Specialist Renae Rosales, Program Specialist Pam Seitzinger, Program Specialist Anderson Yazzie, Jr., Program Specialist

  3. Grant Timeline • Grant applications due online by exactly 5:00:00 PM, May 16, 2008. If application is not completely submitted, it will be considered late and will not be read! • Hard copies of the following (1 set per site) with original signatures are due hand delivered or postmarkedMay 16, 2008 by 5:00:00 PM: • Participants Verification Forms • Adequacy of Resources Forms • Private School Consultation Form • Projectedboard approval:August 2008 • Projected first payment: October 2008

  4. What is the minimum/maximum amount of award? • $4 Million Total approx. funding • Minimum is $50,000 • Maximum is $120,000 • 30 Estimated number of grants* *ADE may consider geographic equity

  5. Funding Allocation • $8.00 per day x number of projected regular attendees (students who attend 30 days or more) x number of days the program will operate (include summer, and other breaks) Example: $8 X 100 regular attendees X 120 days = $96,000

  6. Award Decisions Grantees will be selected based on: • Peer review of applications’ scores • Geographic equity considerations of Arizona’s 21ST CCLC sites • Assessment of applicants’ fiscal capacity and Adequacy of Resources

  7. ABSOLUTE PRIORITY - Entities that serve students who attend schools where at least 40% of the students qualify for free/reduced meals. Eligibility

  8. Approval of School/District Administration • Communication/Collaboration/Buy-In • All 21st CCLC proposals must demonstrate agreement of proposed grant contents by district and school administration for each site. This is done by submitting hard copy set of the Participants Verification form for each site which is available in Application Downloads within ADE Grants Management.

  9. Form A. Participants Verification Form • For every site: Participants Verification form (PV) must have original signatures of District Superintendent, School Principal and Community Partners. This sheet must be hand delivered to ADE (see address on form) by 5:00:00 PM or postmarked May 16, 2008. • If 6 sites, 6 PVs are required!

  10. Form B. Adequacy of Resources Forms • For every site: A hard copy of a Adequacy of Resources Forms must have original signatures of designated leadership. • This set of forms must be hand delivered or postmarked to ADE (see address on form) by 5:00:00 PM May 16, 2008. • Do not FAX or send in photocopy signatures. Failure to submit forms by due date, or not to include required signatures for each site will cancel your application. No exceptions will be made. • If 6 sites, 6 Adequacy of Resources Forms are required!

  11. Form C. Private School Consultation (New for Cycle 7) • Grantees must consult with private school officials during the design and development of the 21st CCLC program on issues such as how the children’s needs will be identified and what services will be offered. • Form C Serves as evidence that consultation took place. • If 6 sites, 6 Private School Consultation Forms are required!

  12. Mandatory Training • School Principal (or higher), Project Director, and Site Coordinator for each site that receives the award will be required to attend the ADE fall workshop that is scheduled for two days on October 6 - 7 2008. • Sites that fully participate in this training increase the likelihood of full grant implementation in their early years.

  13. Important: Disqualifiers Disqualified applications will be pre-screened out.* Disqualifying factors include: • Late and/or Missing the following: • On-line application Hard copies of: • Form A. Participation Verification forms (PV) • Form B. Adequacy of Resources Forms • Form C. Private School Consultation Form • Lack of original signatures on Form A. or Form B. • An incomplete application • More than 1 school per site in application • Budget exceeds $8/day formula

  14. Budget Alignment Points (New for Cycle 7) • Budget will be checked for alignment with entire grant proposal. Budget items should conform to the USFR Chart of Accounts. • The total requested dollar amounts are reasonable and necessary to promote the objectives and activities in the application. • Appropriate staffing requirements are reflected in the budget (1 Site Coordinator on Site during center hours).

  15. What is the purpose of the 21st CCLC Program? • Establish or expand Community Learning Centers that provide safe, engaging environments that complement the school day by promoting learning to improve student outcomes integrated with the Arizona School Improvement Plan. • Provide opportunities for intentional intervention activities in meeting State and local student performance standards in core academic subjects such as Reading, Language Arts, and Math. • Provide various academic enrichment that gives students ways to practice their academic skills through engaging intentional hands-on activities • For More detail see Non-Regulatory Guidance (NRG) B-1.

  16. Types of Activities • All Arizona students enrolled in the program must receive essential academic enrichment in Reading, Writing and Math to include, but not limited to, targeted intervention. • Other academic enrichment/youth development activities may be offered such as: chess clubs, book clubs, theatre programs to encourage reading and writing for pleasure, art, music, career/technical education, drug/violence prevention, etc. • Most successful 21st CCLC offer a balanced program that combines intentional intervention activities with fun, engaging academic enrichment classes. • For More detail see Non-Regulatory Guidance (NRG) G-1.

  17. Communication among day staff and after school staff • Effective integration of the expanded day program with the regular school day requires dedicated, ongoing communicationand articulation between regular school day and after school staff. • Successful sites plan meeting time and develop systems for communication among both staff members.

  18. School Improvement • 21st CCLC programs can be an important component / complement in a school improvement plan or other achievement outcome grants – particularly as it offers extended learning time to help children meet academic achievement standards. • 21st CCLC intentional complementary learning activities must align with the school’s core curriculum.

  19. Principles of Effectiveness • Grantees must identify and implement programs and activities that can directly enhance student learning based on NCLB principles of effectiveness. • Must address the needs of the students, their families and the community. • Must be continuously evaluated using school data as performance measures.

  20. Principles of Effectiveness (Continued) • Evaluation activities must result in refining individual students’ program. • NOTE: More details about your evaluation plans are requested and should be aligned in the application sections: Adequacy of Resources, Evaluation Plan and Budget Detail Narrative. • Must respond to evaluation findings, both on-going and for future program design. • For More detail see Non-Regulatory Guidance (NRG) p. 51.

  21. 21st CCLC, NCLB Title IV, Part B • Implements activities based on rigorous scientific research. • Focuses services on academic enrichment opportunities specifically essential core content areas such as Reading, Writing and Math. • Offers families of students opportunities for literacy and related educational development.

  22. 21st CCLC Program Facts • Entities other than LEA’s are eligible to apply as long as they partner with a site school. • Five Year Grant with full funding Years 1-3, 25% reduction in year 4 and 50% reduction in year 5. • Programs typically take place on the school campus but the grant does allow alternative locations that are as available and accessible as the school.

  23. 21st CCLC Best Practices • The after school, before school and summer school 21st CCLC program must complement the regular academic school day. • After school program must be implemented according to the original awarded grant proposal. • After school program staff should work in close collaboration with the regular school day staff and community partners. • Partnerships and collaborations are required to provide services outlined in the grant and ensure long-term commitments of resources for sustainability.

  24. 21st CCLC Best Practices • Reading, math and writing program activities are required to be based on scientifically-based practices that provide evidence that the program activity will help students meet achievement standards. • All academic enrichment activities are obligated to be aligned to Arizona State Standards, using cross-curricular connections to meet multiple performance objectives. • Services to the adult family members of participating students may include family literacy activities and other educational activities based on community needs. • The program staff must consult school and district administration regarding hiring, safety, health and nutrition procedures, and policies.

  25. What are some research-based characteristics of effective after-school programs? • Programs offer an array of targeted academic enrichment opportunities interesting and diverse enough to keep children participating regularly. • Learning opportunities must be intentional and can be embedded within all after-school activities.

  26. What are some research-based characteristics of effective after-school programs?(continued) • Trained staff must be able to challenge yet encourage children. • Content matters! – after school activities can be exciting and engaging, yet still be aligned with state and local academic standards. • “Dosage” matters! – the more time children can spend engaged in learning activities, the better they will do.

  27. Student Attendance and Program Design • It is recommended that programs require elementary student attendance every day and middle school/high school attendance at least four days per week. This is to maximize the impact of the program on student achievement and behavior. • 21st CCLC is not to be a “drop-in” program.

  28. Accountability- Annual Performance Report(APR) • Grantees will be required to collect data (attendance, grades, test scores in Reading and Math, and teacher surveys regarding participants behavior). • Grantees will be required to report on student learning outcomes, program evaluation, objectives, course offerings, activities and accomplishments.

  29. Prior Experience Prior Experience Points will be awarded to applicants who can competitively demonstrate: • Prior experience managing and implementing a comprehensive out-of-school time program. • Prior experience in providing services to students and their families on a regular basis. • Prior experience applying practices in the program that encourage Positive Youth Development.

  30. Advisory Council • The Advisory Council should be made up of staff, parents, students and community members and ideally be involved in the original writing of the grant. • A 21st CCLC Advisory Council will actively engage in the development of policies and /or procedures that will support the ongoing implementation of the 21st CCLC After-School Programs.

  31. Caution - Common Mistakes This grant should NOT be written with the main objectives being: • To acquire large amount of technology equipment • To acquire large amount of capital equipment • Adult programming • Professional Development • Increasing school day staff

  32. Common Mistakes (continued) • An application can have up to 10 sites/schools. Grant must be site specific. If you are applying for more than one school, then each school becomes a site and should have it’s own budget and accompanying forms (A.B.C.) and be submitted individually. • Budget should align to the Program Design and Implementation, Adequacy of Resources, and possibly other areas of the application.

  33. Annual Renewal Application Awarded Grantees will submit a Renewal Application due each year in Mid-May • Ongoing Funding will be earned through adequate services to students as aligned to the original grant. • Ongoing Funding will be earned through adequate service to families of participating students as aligned to the original grant • Other components such as number and types of classes offered, will be taken into consideration when authorizing funding for subsequent years (implementation of classes and number of classes should be aligned to the original grant)

  34. Renewal Funding Dependant on Service to Students • Second year funding will be fully earned through meeting at least 75% of the proposed number of regular attendees in year one, as well as meeting your objectives. Regular attendee is a student who has attended the program at least 30 days or more. • Third year funding will be fully earned through meeting at least 80% of the proposed number of regular attendees in year two, as well as meeting your objectives. • Fourth year funding will be reduced by 25% and will be fully earned through meeting at least 85% of proposed number of regular attendees in year three, as well as meeting your objectives. • Fifth year funding will be reduced by 50% and will be fully earned through meeting at least 90% of regular attendees in year four, as well as meeting your objectives.

  35. Is collaboration a requirement? Yes • Section 4204(b)(2)(H) requires districts applying for local grants to provide a description of the partnership between a local educational agency, a community-based organization (CBO), and other public or private organizations, if appropriate.

  36. Is collaboration a requirement?(continued) • If the local applicant is another public or private organization, it must provide an assurance that its program was developed and will be carried out in active collaboration with the schools the students attend. • Bringing together community organizations with school districts, 21stCCLCs can maximize resources in the community.

  37. An Average 21st CCLC Site • 137 regular attendees (students attending 30 days or more). • 60 adults actively involved in literacy and related educational development services to the families of children who are served in the program.

  38. Requirement of operation for 21st Community Learning Centers Community learning centers services must be offered during non-school hours or periods when school is not in session. Services are not to be provided during regular school hours. • However, activities targeting pre-kindergarten children and adult family members may take place during regular school hours, as these times may be most suitable for serving those populations. • Lunch time is considered during regular school hours.

  39. Requirement of operation for 21st Community Learning Centers Although sites may determine how to design individual programs, the following MUST be followed for Total Center Requirements: • Minimum of 120 Days per Fiscal Year • Minimum of 27 Weeks Academic Year • Minimum of 3 Weeks Summer School • Minimum of 4 Days per Week • Minimum of 12 Hours per Week (8 of those hours must be for DIRECT STUDENT SERVICES).

  40. Fees for Service • Charging of fees is allowable but not recommended. • If fees are charged, no student shall be denied services regardless of their ability to pay. • Income collected from fees must be used to supplement a specific program activity specified in the grant application and must be used within the duration of the grant award. • The Arizona Department of Education discourages the charging fees as it may hinder the recruitment and retention of participating students. • See G-14 in the Non-Regulatory Guidance for more details on this issue.

  41. Appeal Process • Any interested party may protest a request for grant application, a determination of not susceptible for award, or the award of a competitive grant. • A detailed statement of the legal and factual grounds of the protest including copies of relevant documents and the form of relief requested must be submitted to Superintendent of Public Instruction, Tom Horne.

  42. Accessing the Application • The on-line application can be accessed at ADE’S Grants Management website: http://www.ade.az.gov/gme/ Go to year: 2009 • You must have a user ID and password.

  43. Technical Questions regarding the Grant Management System • Grants Management’s phone number is (602) 542-3470. • Remember 7,500 is the maximum number of characters you may type for each question. This includes commas, periods, spaces, etc. • This is approximately 3 single-spaced pages with normal margins. • Regarding the due date, remember to allow yourself plenty of time to be able to access assistance from Grant’s Management staff should you have technical difficulties.

  44. General Statement of Assurances • All organizations applying for the grant must have a 2008 and 2009 General Statement of Assurances on file with ADE’s Grants Management Department. • The General Statement of Assurances are downloadable from the Grants Management website: http://www.ade.az.gov/gme/ • Grants Management’s phone number is (602) 542-3470.

  45. Questions regarding CTDS Numbers • A “C.T.D.S.” number is also required before you can submit a grant application. “C.T.D.S.” stands for County, Type, District, and School. The website to access the necessary form is:http://www.ade.az.gov/schoolfinance/FAQs/CTDS_District/AddChgDistSchl.pdf. • For questions regarding C.T.D.S. numbers, please call Jeremy Betts at (602) 542-8243 in School Finance.

  46. Use Caution if reviewing Previously Awarded Grants • You can access previously awarded grants through ADE’s Grants Management website at: http://www.ade.az.gov/gme/ProjectSummary/ProjectSelect.asp • This is public information and available to all. Use with caution! Cycle 7 application has changed and there is a range of quality in approved applications.

  47. Questions regarding the content on the Grant Application • Dr. Betsy Bounds, Phone: (520) 577-9460 Email: blb22@aol.com • Dr. Barbara Benton, Phone: (520) 331-3169 Email: bcbenton@cox.net

  48. Questions for the AZ Department of Education 21st CCLC Unit • Should you have a general question about the Cycle 7 Process, for example: Time line, Forms A-C, or anything other than content, please call 602-364-2349

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