FY2013 Head Start State Supplemental Renewal Grant RFR: Renewal Conference

1. FY2013 Head Start State Supplemental Renewal Grant RFR: Renewal Conference April 4 & April 13, 2012

2. Agenda • Welcome & Introductions • Overview • Grant Timeline • Grant Application Sections • Procurement Information • EEC Purpose and Strategic Direction • Grant Specific Information 5. Thank you

3. FY2013 Head Start State Supplemental Renewal Grant: Overview • Grant Posting Available • Comm-PASS at www.ebidsourcing.com • Available on EEC’s website at www.mass.gov/EEC \ • Grantees are responsible checking EEC’s website for updates to the RFR

4. FY2013 Head Start State Supplemental Renewal Grant Timeline

5. FY2013 Head Start State Supplemental Renewal Grant: Purpose • Through the FY13 Massachusetts Head Start State Supplemental Renewal Grant, EEC seeks to support the development and creation of a system of early quality education and care in which Head Start (HS) and Early Head Start (EHS) programs are key partners in supporting and enhancing the Department’s broader commitment to ensure that all children and families have access to the full array of Head Start services.

6. FY2013 Head Start State Supplemental Renewal Grant: Eligible Applicants • This is an application for renewal. Only agencies that received a Head Start Supplemental grant in FY2012 are eligible to apply for these grant funds. All current HS and EHS programs seeking to renew their FY2012 grant must apply for renewal funding using this supplemental application. All renewal funding awards will be based on the quality and completeness of the renewal application and will be reviewed in accordance with the required services of this grant. • Please note: The lead agency and any subcontracted providers must comply with all applicable statutes, regulations, policies, and procedures, inclusive of any changes made to the HS and EHS Programs as a result of enacted legislation, duly promulgated regulations, or policies enacted by the federal and/or state government, EEC and/or its Board.

7. FY2013 Head Start State Supplemental Renewal Grant: Project Duration and Funding • The term of this grant is July 1, 2012 to June 30, 2013 • HS and EHS lead agency programs may apply for up to the level of funding identified in Appendix C. A total of $7,500,000 is available for this renewal period. EEC reserves the right to require grantees to submit amended budgets. • Note: Funding is subject to state and federal budget allotment and appropriation. Should additional funds become available, EEC reserves the right to make additional awards based on the responses received, the needs of the Commonwealth, identified professional development needs (if applicable), and/or best value to the Commonwealth. EEC reserves the right to reallocate funding to existing grantees in the event one or more grant is terminated or ended prior to the grant term. EEC also reserves the right, in the event additional funding becomes available, to add additional required services and/or extend the existing services.

8. FY2013 Head Start State Supplemental Renewal Grant: Priority Areas 1.Enhance program capacity to serve state-funded children Activities: • Continue to implement program practices that provide the full array of HS services to state-funded children by leveraging additional support and resources for children of working families and increase the number of children enrolled. • Continue to enroll the number of state-funded children in HS programs as identified in the Office of Head Start’s Grant Award for each program, if applicable to your program. • Continue to ensure that quality services are provided on a full-time basis during the entire year for state-funded children and working families. Note: if state funded changed ,please include approval letter from Regional Office

9. FY2013 Head Start State Supplemental Renewal Grant: Priority Areas 2.Provide professional development opportunities for staff Activities: • Provide staff with the ability to attend professional development opportunities by paying them competitive salaries, offering fringe benefits, stipends, and tuition reimbursement. • Maintain support for staff to move along the professional development continuum and increase competency in relationship to EEC’s 8 Core Competency Areas. (See Appendix G: QRIS Standards and Core Competency Areas.) • Support staff’s ability to earn credentials, certificates, and/or degrees in early education and care and related fields.

10. FY2013 Head Start State Supplemental Renewal Grant: Priority Areas 2.Provide professional development opportunities for staff Activities continued: • Support staff accessing on-line professional development opportunities (e.g. availability of equipment, space, internet connections, etc.) • Encourage programs to partner with local institutions of higher education to support staff to matriculate into credit bearing programs. • Provide staff with coaching and mentoring opportunities in the field of early education and care that meet the individual needs of staff. • Collaborate and partner with local agencies to enhance information on roles and resources regarding professional development opportunities.

11. FY2013 Head Start State Supplemental Renewal Grant: Priority Areas 3.Participation of HS and EHS programs in QRIS Activities: • Continue to support program quality by ensuring that all HS and EHS center-based and family child care programs participate in the Massachusetts Quality Rating Improvement System (QRIS) by FY2014. Programs must achieve no less than 66% participation of their total center and family child care sites participating in FY2013. • Continue to support program activities that promote and enhance upward mobility in the QRIS system.

12. FY2013 Head Start State Supplemental Renewal Grant: Priority Areas 4.Use of state funds to match federal funding requirements Activities: • Continue to use funds to supplement federal funding and support programs ability to meet the federal Head Start requirement of matching no less than 20% of the federal funds with non-federal funding.

13. FY2013 Head Start State Supplemental Renewal Grant: Priority Areas 5.Program Staff Required to Register in the Professional Qualifications Registry Activities: • All program staff must be registered in EEC’s Professional Qualifications (PQ) Registry and their titles must be entered in the PQ Registry to comply with EEC’s requirements issued in January, 2010. • PQ Registry Update: If your PQ Registry Renewal Date was January 1, 2012, your renewal registration should have been completed between January 1 and February 3, 2012. Programs must ensure that no staff members are in an “expired” status as of February 3, 2012.

14. FY2013 Head Start State Supplemental Renewal Grant: Reporting • In order to recognize accomplishments, identify challenges, and inform future decisions, all programs are required to complete and submit monthly progress reports.These reports will provide EEC with information regarding expenditures, as well as the successes and challenges in meeting grant priorities and required activities. A template for future reporting information to EEC will be forthcoming. • Grantees must complete the Head Start Project Deliverables Form included with this application Note: EEC reserves the right to modify and/or add additional reporting requirements. In addition, all grantees are required to participate in EEC data collection initiatives during the grant period, including any reports that EEC may require to collect program performance data. All grantees will be expected to report performance data in a format to be determined by EEC.

15. FY2013 Head Start State Supplemental Renewal Grant: Fund Use • Anticipating level funding • Same guidelines as in FY2012 • Administrative costs must not exceed 8%

16. FY2013 Head Start State Supplemental Renewal Grant: Application Components • Checklist for Grant Application • Signed Cover Page • The Application for Program Grants (Excel Workbook) • Proposal Narrative • Reporting Forms • Projected Deliverables Report • Head Start Site Survey • Monthly Report ( to be provided) • One original signed and three hard copies • Electronic All electronic submission information for this grant must be sent to: procure@massmail.state.ma.us

17. FY2013 Head Start State Supplemental Renewal Grant: Site Survey

18. FY2013 Head Start State Supplemental Renewal Grant: Site Survey (Center-based, Family Child Care, & Home-based)

19. FY2013 Head Start State Supplemental Renewal Grant: Application for Program Grants (Excel document) FY2013 Head Start State Supplemental • Front Page • Program Contact Information • Communities Served • Languages Spoken • Lead Fund Allocation & Expenditure Description • Subcontractor Fund Allocation & Expenditure Description (if applicable) • Budget Detail

20. FY2013 Head Start State Supplemental Renewal Grant: Fringe Benefits Information – Lines 4a and 4b • 4a is fringe for staff in the "Program Costs" column for Line 1, 2 and/or 3 • 4b is fringe for staff in the "Admin Costs" column for Lines 1, 2 and/or 3 • Fringe Benefits: Provide a breakdown & explanation in the Expenditure Description for Fringe on line. • If fringe exceeds 35%, provide a breakdown of categories and percentages. • If less or equal to 35%, provide a breakdown of categories and percentages if possible. • EEC will review the breakdown and contact you. • If the amount is coming from another source, please provide this information in Expenditure Description. • Health Insurance • FICA • Worker’s Compensation • Medicare • MA State Tax • SUTA • Other Retirement Systems • Other • Reminder that adding fringe in the Admin column may increase Admin expenses. Applicants must stay within the 8% Admin cap. 

21. FY2013 Head Start State Supplemental Renewal Grant: Indirect Cost • The indirect cost rate allocation is part of the expenses allocated to Administrative funds • Under no circumstances can the use of the indirect cost rate and/or Admin costs exceed the amount of funds (8% of the total requested amount) allocated to administrative purposes • For example, if a program is funded at $100,000, a grantee with an approved rate of 15% might think it can allocate $15,000. This would not be accurate.  The amount of funds the grantee can allocate to indirect cost is limited to $8,000 because the administration allocation has been capped at 8%. Note: must submit Federal approval letter for indirect rate, if higher than 8%

22. FY2013 Head Start State Supplemental Renewal Grant: Indirect Cost • If an agency requests any money on Line 9: Indirect Cost, they must provide an approval letter on letterhead stating their Indirect Cost Rate from the agency that provided them with their rate. • Indirect Cost Rate Letter (Federal) is usually from Health and Human Services • Public Schools do not need an Indirect Cost Rate approval letter. Their rate is provided by The Department of Elementary and Secondary Education. • Applicants must write their actual approved Indirect Cost Rate in the box on Line 9 of the fund allocation tab. • In the absence of having an approval letter, applicants must give us a detailed Admin budget.

23. Additional Information about Admin Costs • All Admin Costs for Lead agency and Subcontractors (if applicable) cannot exceed 8% of the grant requested amount. • For the purposes of this Grant Application, Grants Administration expenses are defined as the following: • Salary of Supervisor/Director (Line 1) • Secretary/Bookkeeper salary/wages and/or stipends for secretary/bookkeeper (Line 3) • Fringe Benefits from positions on Line 1 & Line 3 (Line 4b) • Rental of Space • Telephone/Utilities • Indirect Costs (Line 9)

24. FY2013 Head Start State Supplemental Renewal Grant: Proposal Narrative • The Standard Questions • Questions related to EEC’s Strategic Directions and Mission • The Program Specific Questions • Questions related to the specific purpose of the funding • Answers: Please limit your answer to each Narrative Question to 1.5 page. Your answer should be in Arial font, size 12 and single-spaced.

25. FY2013 Head Start State Supplemental Renewal Grant: Projected Deliverables

26. FY2013 Head Start State Supplemental Renewal Grant: Appendices Additional Information (for reference only) • Appendix A: Instructions for completing the Application for Program Grants (Excel Workbook) • Appendix B: Eligibility Amounts • Appendix C: Evaluation and Rating Criteria • Appendix D: Grant Payment Terms, Grant Expenditures, Termination, Recoupment of Funds, and Relevant Law • Appendix E: Budget Guidelines/Use of Funds • Appendix F: State-Funded Enrollment by Program • Appendix G: QRIS Standards and Core Competency Areas

27. FY2013 Head Start State Supplemental Renewal Grant: Late Submissions • In general, applications received after the deadline will NOT be reviewed or considered for funding. • EEC reserves the right to review and/or fund an application submitted after the deadline where an emergency situation caused or contributed to the late submission. • EEC shall have the right to specify the amount of time for submission of such additional information/ revisions. • EEC shall have the right to disqualify responses where such information and/or revisions are not submitted within the timeframe specified by EEC.

28. FY2013 Head Start State Supplemental Renewal Grant: Scoring • Scores will be used to assess the strength of proposals received and to determine whether a performance/monitoring plan should be developed and implemented for a grantee.  • The general criteria to be considered by evaluators and that more specific criteria may be developed and used by the evaluation team in scoring applications. • Reviewers will score and evaluate the Projected Deliverables • Additionally, EEC reserves the right not to renew a grant based on a Respondent’s proposal score. 

29. FY2013 Head Start State Supplemental Renewal Grant Thank you!

30. FY2013 Head Start State Supplemental Renewal Grant Contact Programmatic Questions: Jennifer.amaya-thompson@state.ma.us 617 988-6634 Contact Fiscal/Budget Questions: Jessica.fix@massmail.state.ma.us 617 988-7834