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Texas 21 st Century Community Learning Centers Cycle 4 Applicant’s Conference Tuesday, January 10, 2006 Texas Educational Telecommunications Network (TETN) Presented by: Vicki Logan, Grant Manager 21 st Century Community Learning Centers

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texas 21 st century community learning centers cycle 4

Texas 21st Century Community Learning Centers Cycle 4

Applicant’s Conference

Tuesday, January 10, 2006

Texas Educational Telecommunications Network


Presented by: Vicki Logan, Grant Manager 21st Century Community Learning Centers

Geraldine Kidwell, State Coordinator 21st Century Community Learning Centers

Texas Education Agency

request for application
Request for Application
  • Federal Authorization
  • The Texas 21st Century Community Learning Centers (21st CCLC) is authorized under Title IV, Part B, of the Elementary and Secondary Education Act (ESEA), as amended by the No Child Left Behind Act of 2001 (NCLB).
awarded grants cycles 1 2 and 3
Awarded Grants Cycles 1, 2, and 3

122 grants that have been awarded in 3 cycles of the Texas 21st CCLC grant programs since July 1, 2003. The average grant over the 3 cycles has had four (4) Centers within the application and five (5) participating schools in each grant.

Reference: Information, Page 1

funding available
Funding Available

A total of approximately $ 8,000,000 is available for funding approximately 54 single center sites during grand period, Fall 2006, Spring 2007, and June 2007 Summer program.

The largest possible grant designed to serve the maximum of five Centers may not exceed $750,000 per year.

Reference: Information, Page 1 and Page 9

amount of funding awarded takes into account
Amount of Funding Awarded takes into account:
  • the number of Centers (physical host sites) within the application,
  • types of programs offered,
  • the number of students projected to be served during the first year of implementation, and
  • the number of hours the Centers will be serving participants during the summer and regular school year.

Reference: Information Hours of Services Offered, page 13

basic components
Basic Components
  • Purpose
  • Intent
  • Need
  • Collaboration/Coordination
  • Reference Information: Page 2
eligible campuses
Eligible Campuses

Eligible campuses are schools eligible for schoolwide programs under Title I, section 1114; or schools that have a high percentage of low-income families (40% more students identified as economically disadvantaged) as indicated on the data submitted to PEIMS for school year 2005-2006.

A campus that is Title I schoolwide as the result of a waiver that does not have 40% or greater economically disadvantaged as indicated on the data submitted to PEIMS for school year 2005- 2006 is not eligible to participate in this grant program.

Reference: Information, Eligible Campuses Page 3

eligible campuses9
Eligible Campuses

A private or non-profit school is eligible if the campus has 40% or more economically- disadvantaged students in attendance.

A new school opening in the 2005-2006 school year should not be included in an application. A school must have one-year of operation before submitting an application to participate in this grant program.

Reference: Information, Eligible Campuses Page 3

number of centers
Number of Centers

One application may contain up to five community learning centers (physical hosting sites).

Reference: Information, Number of Campuses, page 3

number of centers11
Number of Centers

Fiscal agents currently receiving Texas 21st Century funds may submit Texas 21st CCLC Cycle 4 competitive applications to serve eligible campus(es) not served in Cycles 1, 2 or 3.

Reference: Information, Number of Campuses, page 3

designation of campus es per center
Designation of Campus(es) per Center

Each application must designate the specific participating campus(es) that meet the eligibility requirements of the grant in order to determine the students and families to be served in the 21st CCLC. To be considered for funding, each Center site included in the application must include and identify not less than one eligible secondary or elementary school.

Reference: Information page 4

definitions reference instructions page 35
Definitions Reference: Instructions, Page 35

A Center is the physical site at which the project activities will be implemented on a daily basis. It is characterized by defined hours of operation; dedicated staff that plan, facilitate, and supervise program activities; and an administrative structure which may include a position akin to a center coordinator. A 21st CCLC grant must fund at least one center that includes not less than one eligible school.

An adjunct site is place that is designated within a recurring activity schedule for the purposes of facilitating an activity that is not able to be implemented on the premises of the identified center physical. An adjunctsite to be used for occasional activities can not be designated as a separate center.

location of centers
Location of Centers

TEA may approve an application for a center to be located in a facility other than an elementary or secondary school only if the center will be at least as available and accessible to the targeted students to be served as if the program were located in an elementary or secondary school. Applicants must provide an impact statement describing how the facility will accomplish this. (SAS #4A-Program Abstract, Part 3)

Reference: Information, page 4

campus participation in center
Campus Participation in Center

No campus may participate in more than 1 center and in more than 1 application in any Texas Cycle of 21st CCLC grants. Do not enter the same campus in multiple applications or centers. Different grade levels from the same campus meeting at the campus physical address can not be divided into 2 centers.

Reference: Instructions, Part 1: Centers, Page 35

partnerships and or collaborations
Partnerships and/or Collaborations
  • The application must include documentation that supports and describes the formal partnerships.
  • Collaborations must also be described, including details of the contributions that have been agreed upon by both parties as to obligations and responsibilities and the relevance to accomplishing the goals of the grant through 21st CCLC program activities.

Reference: Information, Partnerships, Page 4

application submission authority
Application Submission Authority

Requirements for:

  • Public LEA’s
  • Nonprofit Organization, For-profit Organizations

Reference: Information, Pages 4-6

program goals and funding
Program Goals and Funding
  • The purpose of 21st CCLC Cycle 4 grant program is to offer opportunities for communities to establish or expand activities in community learning centers any time school is not in regular session to include before and after school, summer recess, vacation days, and week-ends.

Reference: Information, G Program Goals and Funding, pages 7-8

21 st century community learning center
21st Century Community Learning Center

A 21st Century Community Learning Center is the physical host site where the program activities are to be implemented on a daily basis, regardless of the number of eligible schools participating in the Center.

A Center must serve at least one elementary or secondary campus, but may serve more than one.

Applicants may designate activities to be implemented at a maximum of five different Centers, i.e., physical host sites, on a daily basis.

Reference: Information, 21st Century Learning Centers, page 8

grantee staffing positions
Grantee Staffing Positions

21st CCLC Center Director/Program Coordinator

For each grant submitted a 21st CCLC Center Director/Program Coordinator may not direct activities at more than five Centers. Each Center Site may serve students from more than one eligible campus, but a campus may not be served by more than one Center. A grantee is strongly encouraged to have a full time 21st CCLC Director/Program Coordinator for each grant.

A 21st CCLC Site Director/Coordinator

Each center site within the grant to be implemented should have a site director/coordinator who is responsible to the21st the21st CCLC Center Director/Program Coordinator. The site director/coordinator has the responsibility to oversee and manage the day to day activities of the center.

Reference: Information, Grantee Staffing Positions, Pages 8 and 9

grantee staffing positions21
Grantee Staffing Positions

A 21st CCLC (Overall) Director/Project Coordinator of the Texas 21st CCLC Grants under a single fiscal agent with more than one Texas 21st CCLC grant may provide oversight and budgetary accountability/control for the all of the grantee’s 21st CCLC programs. (Optional Position for multiple 21st CCLC grants under one fiscal agent)

This person serves as the fiscal agent’s primary contact for the 21st CCLC Grants and has responsibility for1) budgeting compliance and 2) submitting all required grant reports ensuring program quality and compliance within the grant requirements.

Reference: Information, Pages 8 and 9

grant period and program implementation
Grant Period and Program Implementation

The Notice of Grant Award (NOGA) begins July 1, 2006, and ends the first year June 30, 2007.

The Cycle 4 Texas 21st Century grantees will be expected to implement a program than begins not later than September 15, 2006, for the fall term of the 2006-2007 school year.

Reference: Information, Page 9

project description
Project Description

After-school student learning and development activities must be aligned with classes from the regular school day, but should supplement the content using a variety of instructional methods through out-of-school learning opportunities that are different from those used in the classroom. Successful programs will provide students at risk of academic failure access to small group instruction that is designed to provide intervention and accelerated learning beginning at the student’s level of need.

Reference: Information, H Project Description, pages 9-10

project description24
Project Description

Applicants are required to provide a detailed plan of objectives for the grant program. The activities to be implemented must be designed to meet the needs of the students participating in that center and serve to accomplish the objectives stated in the grant application. The activities will be indicated at the center level. The application in Part 3 will reflect your in-depth planning and must describe how these activities will supplement existing activities.

Reference: Information, H Project Description, pages 9-10

project description25
Project Description

A well-planned and sequenced program must be planned jointly by all participants implementing the project and supported by the administration and staff of the local education agency. 21st CCLC grant projects should be designed to provide a range of high-quality, out-of-school activities relevant to Texas Essential Knowledge and Skills (TEKS)-based courses. The TEKS courses include both the foundation and the enrichment curriculum.

Reference: Information, H Project Description, pages 9-10

allowable activities
Allowable Activities


Information, pages 10-13, presents examples of out-of-school supplemental learning opportunities appropriate for 21st CCLC Programs.

program implementation
Program Implementation

21st CCLC Services to school-age children, kindergarten through grade 12, must be limited to times when school is not in session. The out-of-school learning opportunities time include

before and after school, summer recess, week-ends, and holidays when the school is closed.

However, 21st CCLC activities targeting only pre-kindergarten children and adult family members may take place during regular school hours, as these times may be the most suitable for serving these populations.

Reference: Information, Page 13

21 st cclc program
21st CCLC Program
  • opportunities providing academic alignment that complements the activities of the instructional day with after-school childcare
  • consistent days and hours of implementation
  • designed relevant and meaningful activities that interest students and sustain regular attendance

Reference: Information, pages 13-14

project requirements
In addition to the requirements in Section III of this RFA, each application must address (on the appropriate schedule) each of the requirements listed below and identified in PL 107-110, Title IV, Part B, §4204 Local Competitive Grant Program (2) Contents, in order to be considered for funding.

The scoring and selection criteria will address each item that is required.

Reference: Pages 15 -16

Project Requirements
project requirements sas a780 07 page 24
Project RequirementsSAS A780-07 Page 24

The following requirements must be addressed by the applicant in the Program Strategies (immediately following this schedule) and/or in the Program Activities in order to be funded. Provide the page number in Schedule #4B upon which the requirement is addressed/documented. On the appropriate schedule (i.e., Program Strategies or Program Activities), clearly identify each requirement by providing a subheading for each and then describing the strategies/activities that will be used to carry out the requirement.

project requirements31
Project Requirements

Principles of Effectiveness (Relevant to Strategy Implementation)

Additional TEA Program Requirements

Reference: Page 15

project evaluation and reporting
Project Evaluation and Reporting

The applicant must describe how it will conduct periodic evaluations to assess its progress toward achieving its stated goals and objectives and achieving the desired results based on the established performance indicators of providing high-quality out-of-school opportunities for academic enrichment.

The applicant must describe how they will utilize the evaluation results to improve their program. In addition, the statute requires that these evaluations be made available to the public upon request, with public notice of such availability provided.

Reference: Information Pages 16-17

The details of specific performance measures and targets are outlined in Part II, Instructions: Schedule #4C- Program Evaluation Design, Information entered: Part III SAS A780-07, pages 35-36

use of funds
Use of Funds

In general, the budget schedules must provide evidence that:

1. Project costs are reasonable in relation to expected outcomes: (a) The amount requested might realistically be expected to have an impact on the stated needs, and (b) The expected outcomes are sufficient to justify the amounts requested;

2. The program will identify and coordinate funding from several sources; and

3. All expenditures are pertinent to and appropriate for the objectives/activities stated.

Reference: Information, K. Use of Funds, page 17

prorating funds
Prorating Funds

21st CCLC funds are only to be used for the implementation of the 21st CCLC grant programs.

Prorating costs among the other funding sources may be required due to a particular cost item requested. The method of calculation must demonstrates fair share (%) is charged to all appropriate funding sources, including state or local funds and must be documented.

Reference: Information, Pages 17-18

unallowable uses not exhaustive list
Unallowable Uses –Not Exhaustive List


  • The construction of new buildings or the construction of ropes course
  • The renovation/remodeling of existing structures
  • Fundraising activities of any kind
  • Fees, wages or stipends to participants
  • Grantees may not charge participants a fee to participate
  • Infrastructure or installation of infrastructure needed for computer access
  • Students who are being tutored or mentored may not be paid for receiving such services
  • Any student that has not completed high school shall not be paid with grant funds to tutor, mentor, or instruct students
  • Lease/purchase agreements (i.e., debt service)
  • Field trips
  • Purchase furniture
  • Purchase portable buildings
  • Writing grants to obtain other grant funds
  • Training on grant writing or fund raising
  • Private lessons or one on one instruction either academic or enrichment
  • Cell phones for personal use
  • Electronic calendaring or communication systems, such as PDA’s or Blackberries

Reference: Information, Unallowable Uses, page 18

required budget items
Required Budget Items:
  • 21st CCLC Training
  • Cycle 4 Orientation
  • Summer Conference
  • Southwest Educational Development Laboratory Required 21st CCLC Training

Reference: Information, Required Budget Items, Pages 18-19

limitation on administrative expenditures
Limitation on Administrative Expenditures

The TEA limits the amount of funds that may be expended to administer the program to no more than five percent (5%) of the total grant awarded for any fiscal year. Funds requested for administrative use must be requested in the application on the appropriate budget schedules.

Administrative funds include both direct administrative costs andindirect costs. Direct administrative costs may include costs associated with accounting and other fiscal activities, auditing, and overall program administration. Direct administrative costs also include salaries and benefits for staff who supervise activities of program staff and insurance that protects the grantee. Refer to the SAS instructions for Schedule #3 - Budget Summary, for more detailed information pertaining to administrative costs.

  • Reference: Information, Page 19
coordination with the business office
Coordination with the Business Office

To ensure compliance with required accounting procedures, all applicants are strongly encouraged to consult with the applicant’s business office prior to submitting the application regarding the assignment of budgeted items to the proper class/object codes. Applicants should ensure that all budgeted amounts in all columns are added correctly and that totals requested on supporting budget schedules match the totals on the budget summary (SAS Schedule #3 - Budget Summary). Advance coordination with the business office will expedite negotiation and processing of the application.

Reference: Coordination with the Business Office, page 19-20

supplement and not supplant
Supplement and Not Supplant
  • Funds for this program must be used to supplement (increase the level of services) and not supplant (replace) funds from nonfederal sources. Any program activity required by state law, State Board of Education (SBOE) rules, or local board policy may not be paid with these funds. State or local funds may not be decreased or diverted for other uses merely because of the availability of these funds. Grantees must maintain documentation which clearly demonstrates the supplementary nature of these funds.
  • In addition, funds must be used to supplement and not supplant other federal, state, and local funds. Applicants must describe in the application on Schedule #4B-Program Description-Part 2 Program Strategies how program funds will supplement and not supplant state mandates, SBOE rules, or activities previously conducted with state or local funds.

Reference: Information, Supplement and Not Supplant, page 20

conditions for submission of application and other requirements
Conditions for Submission of Application and Other Requirements

Review carefully the entire section.

  • Preparation of application to be submitted.
  • Conditions which will negate review of the application submitted
  • Conditions which will impact the grant reviewer due to exceeding page limits

Reference: Information, Conditions for Submissions of Application and Other Requirements, Page 21

conditions which apply to all applicants considered for funding
Conditions which apply to all Applicants Considered for Funding

Review carefully all conditions A. through T. , pages 21-24.

procedures for submitting applications
Procedures for Submitting Applications

An original plus five (5) complete copies of the application and all required attachments must be submitted for a total of six (6) sets. At least three (3) sets must contain an original signature in blue ink on Schedule #1 of the person authorized to bind the applicant in a contract. The required number of copies of the application including all required attachments must be received in the TEA Document Control Center by 5:00 p.m. on the established deadline date in order to be considered for funding.

Reference: Information, Number of Copies, page 25

due date for submission
Due Date For Submission

Closing Date:

5:00 p.m., Central Time, Thursday, February 9, 2006

The TEA's Document Control Center is open Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding holidays.

Applications will not be accepted nor considered for funding if received in the Document Control Center after 5:00 p.m. (Central Time) on the closing date.

location of tea document control
Location of TEA Document Control

The Document Control Center is located on the sixth floor of the William B. Travis Building, 1701 North Congress (at 17th Street and North Congress, two blocks north of the Capitol) in Room 6-108, Austin, Texas 78701-1494.

submit mailed applications to
Submit Mailed Applications To:

Document Control Center, Room 6-108

Texas Education Agency

William B. Travis Building

1701 North Congress Avenue

Austin, Texas 78701-1494

Specific instructions

submission date corrected to thursday february 9 2006
Submission Date Corrected toThursday, February 9, 2006

In the original email sent to each ECS the due date was incorrect. Please note the correct date is Thursday, February 9, 2006.

review criteria
Review Criteria


  • Basic Score Chart:
  • Categories and Possible Points
  • Criterion 1 through Criterion 6
  • Required additional criteria for each application submitted: Collaboration and Coordination
  • Review the indicators for each criterion

Reference: Information, pages 26-29

priority for funding
Priority for Funding

The federal priority will be given to an application that receives a score of not less than 70% of the total possible points on the basic score chart proposing to target services to students who:

  • attend school(s) that have been identified as in need of improvement under Title I, section 1116 School Improvement and
  • is submitted jointly by eligible entities consisting of not less than one local educational agency (LEA) receiving funds under Part A of Title I and a community-based organization (CBO) or other public or private entity.
  • Reference: Information, Page 4 and Priority Points, page 29
priority points
Priority Points


  • Priority points may be added for competitive ranking to an application receiving 70% of the total possible points (not less than 84 points) on the basic score chart proposing to target services to students who attend school(s) that have been identified as in need of improvement under Title I, Section 1116 School Improvement and is submitted jointly by eligible entities consisting of not less than —one local educational agency receiving funds under Part A of Title I and a community-based organization or other public or private entity.

Reference: Information, Page 29

priority points51
Priority Points

Special Rule

  • SPECIAL RULE- TEA will provide the same priority to an application submitted by a LEA if the LEA demonstrates that it is unable to partner with a community-based organization in reasonable geographic proximity and of sufficient quality to meet the requirements of this grant.

Reference: Information, Page 29

priority points52
Priority Points

Federal Priority:

Criteria to be met (Information, Priority Points, page 29)

*Must submit Page 30 SAS A780-07 Schedule #4B-Program Description- Part 2, Program Strategies Jointly Submitted Applications Only

Instructions, Page 45: (7) Management Plan for Jointly Submitted Applications between not less than one LEA and one CBO. Required if applicable to the Application

Special Rule: Information, Priority Points, page 29

instructions general schedules
Instructions: General Schedules

Schedule # 1-General Information

Mailing Address to send applications in the left-hand bottom corner of the schedule.

Reference: SAS-A780-07, page 1

instructions general schedules54
Instructions: General Schedules
  • (New) Certification for Inclusion of Participating Schools

A required schedule that is to be submitted if campus(es) are to participate in the identified centers within the grant that are not under the jurisdiction of the fiscal agent submitting the grant application.

SAS A780-07 page 3

Instructions: Page 5.

general schedules schedules 2 part a certification for inclusion of participating schools
General Schedules: Schedules #2-Part A Certification for Inclusion of Participating Schools
  • The undersigned Principals and theirSuperintendents have read the Texas 21st Century Community Learning Centers Cycle 4 application and approve the inclusion of the named campus(es) to be submitted as an active participant in the grant program.
  • The Campus(es) identified meet the eligibility requirements and are not included in any other Texas 21st Century Community Learning Centers grant, in any other 21ST CCLC cycle, or in any other application being submitted for the 21st CCLC Cycle 4 grant competition.

References: SAS A780-07, Page 3; Instructions, Page 5

instructions general schedules56
Instructions: General Schedules

Schedule # 2-Certification for Shared Services Arrangements

A shared services arrangement is an agreement between two or more school districts, open enrollment charter schools, and/or education service centers that provides services for entities involved. Such entities may desire to enter into a shared services arrangement (SSA) for the performance and administration of a program in order to maximize use of funds and services to be provided. Arrangements with other entities (such as colleges/universities, community-based organizations, councils of governments, etc.) to provide services are not considered shared services arrangements. These other entities may contract with the fiscal agent/SSA to provide services or may enter into a collaborative partnership with the fiscal agent/SSA to conduct grant activities, but such contractors/partners will not be members of the SSA.

SAS A780—07

Instructions: page 6-7

budget schedules
Budget Schedules



Documentation Required for Charges to Payroll

  • SCHEDULE #3G CAPITAL OUTLAY (Exclusive of 6619 and 6629
program schedules
Program Schedules




program schedules59
Program Schedules
program schedules60
Program Schedules
program schedules61
Program Schedules
provisions and assurances
Provisions and Assurances
  • Guidelines Related to Specific Costs
current 21 st cclc grantees and participating schools
Current 21st CCLC Grantees and Participating Schools


Open “Awardees” Box on the left-hand side of the home page.


Cycle 1

Cycle 2

Cycle 3

school year 2005 2006 school improvement status
School Year 2005-2006 School Improvement Status
  • http://www.tea.state.tx.us/nclb/PDF/SIPCampus.pdf

Status Identification of Stage 2

If you have questions, call the Division of No Child Left Behind (NCLB) Coordination

Phone Number: 512-463-9374, Request Option #3 for School Improvement Assistance.


Program Evaluation Unit 

21st Century Community Learning Centers: Evaluation of Projects Funded For the 2003-04 School Year - (January 2005) - 1.0mb



21st Century Community Learning Centers (21st CCLC) Analytic Support for Evaluation and Program Monitoring

An Overview of the 21st CCLC Program: 2003-2004


Appendix C: Glossary pages 65-72


21STCCLC PROGRAM EVALUATION A report on the Overview of the 21st CCLC Program for 2003-2004 as it exists under state administration prepared by Learning Point Associates. All the information outlined in this report was obtained from the 21st CCLC Profile and Performance Information Collection System (PPICS). PPICS is a Web-based data-collection system designed to capture information regarding state-administered 21st CCLC programs. TEXT (125K) PDF (25K)

GRANTEE PERFORMANCE REPORTSGrantee data will be reported annually via the 21st CCLC Information Collections System (PPICS), an online system developed by Learning Point Associates under contract with the U.S. Department of Education. The site address is www2.learningpt.org/ppics/public.asp

(Texas: Years 2003 and 2004 posted. Year 2005 will be available during January 2005)

21st Century Performance Targets and Performance Goalshttp://www.ed.gov/programs/21stcclc/performance.html

contact information cycle 4 texas 21 st century community learning centers
Contact Information Cycle 4 Texas 21st Century Community Learning Centers:

Vicki LoganGrant Manager 21st Century

Community Learning Centers

Texas Education Agency, Room 6-104(512) 475-4468

Email: Vicki.Logan@tea.state.tx.us