Florida Department of Education Workshop 2009-2010 21st CCLC ...

Florida Department of Education Workshop

2009-2010 21st CCLC Request for Proposal

(RFP)Presented by:

University of Florida 21st CCLC Leadership Team

February 17, 2009 - Northwest Florida State College, Niceville, FLFebruary 23, 2009 - University of Florida, Gainesville, FL

February 24, 2009 - Mounts Botanical Gardens, West Palm Beach, FLFebruary 25, 2009 - Jim Miles Professional Development Center, Lakeland, FL

March 5, 2009 - Florida Department of Education, Tallahassee, FL

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Introductions

Florida Department of Education (FDOE)

www.fldoe.org/curriculum/21century/

Joe DavisFamily and Community Outreach Bureau Chief

Lani Lingo21st CCLC Program Director

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Presentation Objectives

• Attendees will become more familiar with Florida’s 21st Century Community Learning Centers (CCLC) Program and requirements of the 2009-2010 RFP

• Attendees will be provided relevant information to develop a proposal for the RFP

KEY- indicates a form/document

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Training Disclaimer

Please be advised that the information presented during the RFP training may differ from what

is stated in the

Approved FDOE 2009-2010 RFP

All potential applicants MUST follow the approved FDOE 2009-2010 RFP to be

considered for fundingwww.fldoe.org/curriculum/21century

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Overview of Florida’s 21st CCLC Program

• There are currently 96 projects funded by the FDOE

– Of the 96 projects, there are 302 program sites

• By the end of the 2008-2009 project year, 34 projects will no longer be funded by 21st CCLC

• For the 2009-2010 project year, it is anticipated there will be 25-45 grant awards

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Overview of Florida’s 21st CCLC Program

• Operate during Non-School Hours

– Before School

– After School

– Weekend

– Summer

– Holiday breaks

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Characteristics of Effective 21st CCLC Programs

• Strong management team and effective plan• Open communication with participating schools• Start the afterschool program on the first day of

school and utilize strong marketing and promotion strategies

• Recruit, train, and retain qualified teachers & staff• Active collaboration/partnerships• Parental and volunteer involvement• Strong academic focus through fun and engaging

activities that reinforce learning

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Funding Purpose/Priorities

• Provide academic enrichment to assist students attending low performing schools to meet State and local standards in core subject areas

• Offer a broad array of additional services, programs and activities that reinforce and complement the regular academic program of participating students

• Offers families of students opportunities for literacy and related educational development

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Total Funding Amount/Approximate Number of Awards

• Approximately $25,000,000 available

• Anticipate 25-45 grants to be awarded

• May receive 21st CCLC funding for a maximum of five years:

– 100% funding in years 1 and 2

– maximum of 80% funding in years 3, 4 and 5

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Funding Request Guide

• Must use the guide for each site to calculate the total funding amount for the project

• Applicants may apply for an annual grant award of:

– A minimum of $62,500

– A maximum of $700,000

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Funding Request Guide

• May not propose to serve more students than attend the targeted schools on the Title I School table– Should not propose to serve more than 35% of the

targeted school’s population• Programs must meet the proposed daily student

attendance (the highest number will be used) as indicated on the:– Funding Request Guide– Title I School Table– Site Budget Worksheet- Site Profile– Grant Narrative

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Matching Requirement

• There is NO matching requirement, however:

– When grant funds decrease beginning in year 3, sub-grantees are expected to maintain both the size and scope of the program

– Must identify, and include in the sustainability plan, other funding sources that will be available in each year, particularly in years 3, 4 and 5

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Budget/Program Performance Period

July 1, 2009 - June 30, 2010

The project effective date is the date the application is received by FDOE that meets

Conditions for Acceptance, or the date of the Federal Award Notification, whichever is later

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Target Population- Students

• At-risk (high academic, social or behavioral needs)

• Pre-K through 12th grade

• Must attend schools eligible for Title I School-wide Programs, or living within district defined service areas of such schools where at least 40% receive free and reduced priced lunch (FRPL)

• May use the “Weighted Feeder Pattern” Concept to document the average number of students receiving FRPL at all schools directly feeding into the proposed target school to determine eligibility

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Target Population- Students

• Applicants shall not propose to target student populations that will be targeted by another 21st CCLC program for the 09-10 project year– Example: If Program A targets students in grades K-3 from

Pond Elementary, Program B may target students in grades 4-5, but not K-3

• Every participating student must be afforded 12 impact hours of after school programming each week– Do not serve one group of students on Monday, Wednesday

and Friday; and another group on Tuesday and Thursday– Do not serve one group of students one week and another

group the next week

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Target Population- Families

• Only family members of regularly participating 21st CCLC students may participate

• Must offer one or more of the following:– Parent involvement in child’s education– Family literacy to support child’s learning– Related educational development to support

child’s learning• Services to family members cannot extend beyond

the dates of student services

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Minimum Hours of Operation

• 36 weeks of student services per project year (may include Summer if proposed)

• 4 after school and/or summer days per week

• 12 afterschool, impact hours per week

– Does not include Before School, Weekend, Holiday, and Adult Family Member services

– Every student must be afforded 12 impact hours of after school programming each week

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Minimum Hours of Operation

• 2 impact hours per day for After School

• 1 impact hour per day for Before School, if proposed

• 4 impact hours per day for Weekend, Holiday and Summer services, if proposed

• Services to Pre-K and Adult Family Members may occur during regular school hours (documentation will be required)

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Facilities

• May operate in a public school• If an alternative facility is selected:

– Must be as available and accessible (comparable) to the student’s local school

– Must have sufficient resources to provide all proposed and required activities

– Must have appropriate equipment, security resources, and a clear strategy for safe student transportation

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Eligible Applicants

• Non-profit agencies• City or county government agencies• Faith-based organizations• Community-based organizations• Local Education Agencies• Institutes of higher education• For-profit corporations

Individual public schools may not submit an application, but may apply through an LEA or other eligible entity

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Eligibility Criteria

• New Public Schools and Schools without “Title I School-wide Program” status may:– Document 40% of students qualify for FRPL meals

through the USDA– Use the “Weighted Feeder Pattern” concept– Use the most recent data from the US Census to

document 40% of students are considered “low-income”http://aspe.hhs.gov/POVERTY/figures-fed-

reg.shtml

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Eligibility Criteria

• Private Schools may:– Satisfy eligibility criteria described for Schools

without “Title I School-wide Program” status– Provide services to eligible private and/or public

school students and families

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Eligibility Criteria• Partnerships or consortium are encouraged

• Designate one agency as applicant and fiscal agent who must:

• Be an eligible grant recipient

• Receive, administer and report on grant funds

• Have signed agreements with each partner or consortium member outlining services to be provided

• Be an active member of the consortium

• Not act as a “flow-through” for grant funds and sub-grant funds to other recipients

• Responsible for the performance of partners/consortium members and how each plans to participate

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Targeting Student Populations

• Applicants shall not propose to target students that will be targeted by another 21st CCLC program

• Applications proposing to target a student population identified in a continuation 21st CCLC grant and/or a newly proposed 21st CCLC grant may not be reviewed

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Contact Persons

21st CCLC Program ContactLani Lingo

21st CCLC Program Director(850) 245-0852

[email protected] Management Contact

Gloria SmithGrants Management Office

(850) [email protected]

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Assurances (Part 1)

• General Terms and Conditions for Participation in Federal and State Programs– Applicants must have signed statement by the

agency head, on file at FDOE, certifying adherence

www.fldoe.org/comptroller/doc/gbsectiond.doc

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Assurances

• School Districts, Community Colleges, Universities, and State Agencies– Certification on file at FDOE will remain in effect unless:

• A change occurs in Federal or State law

• Other changes in circumstances affecting a term, assurance or condition

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Assurances

• Private Colleges, Community Based Organizations, and Other Agencies– Certification of adherence must be submitted to FDOE

each year of the 5 year grant award

– Must also submit:• Agency’s current budget

• List of current Board of Directors

• Agency’s most recent audit report

• Agency’s Chart of Accounts

• Proof of Eligibility to operate a business in Florida

• Articles of Incorporation

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Preparing your Proposal• Establish 21st CCLC Management Team and responsibilities

• Assess needs in the community and target population

• Determine if the targeted schools:– Meet eligibility requirements and are not currently receiving 21st

CCLC funding or being served by another 21st CCLC program

• Communicate with potential partners to:– Seek buy-in to the 21st CCLC project

– Identify support and/or services to be provided

– Provide documentation of partnership

• Design activities and services to meet needs of the target population

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Narrative Components1. Project Abstract or Summary2. Project Need (A-D)3. Operational Design Requirements (A-F)4. Project Design and Implementation: Academic Enrichment

(A-C)5. Project Design and Implementation: Personal Enrichment

(A-D)6. Project Design and Implementation: Adult Family Members 7. Goals, Measurable Objectives, Activities and Timeframe (A-

C)8. Coordination of Services and Sustainability Plan (A-G)9. Evaluation (A-G)10. Support For Strategic Imperatives11. Dissemination Plan12. Budget

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Narrative Components

1.Project Abstract or Summary

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Project Abstract or Summary

• Provide a brief overview of the proposed project that must include:– Who will the project directly impact

– What need(s) the project will address

– What the project will strive to ultimately accomplish

– Who will do what by when

– How the project will be carried out

• Abstract or Summary shall not exceed two pages

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2.Project Need (A-D)

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Project Need

A. General Need of Community Evaluate community needs and available resources Describe how the program will address these needs Include full citations for all data used

B. Target Population Identification Detail specific characteristics of student population Identify schools attended by targeted students Describe the Criteria for Student Selection

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Title I School Table

• Number of students identified on table should match the number of students in the Project Need section, Funding Request Guide and Site Budget Worksheet- Site Profile

• Include documentation and justification after the table if proposing to serve New Public Schools, Schools without “Title I School-wide Program” status, or Private Schools

Not included in 30 page limit

http://schoolgrades.fldoe.org/default.asp

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Project Need

C. Specific Needs of Target Population Provide objective needs assessment data for targeted

students and their family members- Data must clearly establish need for targeted population

- Must explore academic, social, emotional, cultural and physical needs of target population

- Forms the basis of all proposed goals, objectives and activities

Data information may be obtained through survey assessments and reliable databases

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Project Need

D. Evidence of Experience Demonstrate the agency has experience, or

evidence of success, providing educational and related activities

No previous experience- must describe the likelihood of successful implementation and capability to provide activities and services outlined in the proposal

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3.Operational Design Requirements (A-F)

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Operational Design Requirements

A. Students with Special Needsa) Identify special needs in the target population

• Includes students who may be identified as Limited English Proficient, Homeless, Migrant, or those with physical, developmental, psychological, and sensory or learning disability

b) Describe how students with special needs will be identified

c) Describe how students will be appropriately and equitably served

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A. Students with Special Needs continued…– No child may be excluded from participating

provided that they can be safely accommodated

Council for Exceptional Children:

www.cec.sped.orgBureau of Exceptional Education and Student Services:

www.fldoe.org/ese

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B. Student Safetya) Describe how student safety will be maintained on

siteb) Describe how safety will be maintained during off-

site activities and field trips (if applicable)c) Describe how personnel hired will meet

requirements of the agency and personnel will have all required and current certifications, where applicable

d) Indicate the distance between the participating students’ schools and the 21st CCLC center

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B. Student Safety continued…e) Describe how safe transportation will be

addressed and how participating students will travel safely to and from the center

Successful applicants must submit a

Detailed Safety Plan

upon request

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C. Collaboration with Schools– Describe the plan of communication between the

21st CCLC program, the schools students regularly attend, and the regular day teachers to address:

a) Accessing student records

b) Sharing of information on student progress with regular day teachers and families

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D. Recruitment and Retentiona) Describe and detail the criteria for selecting 21st

CCLC students

b) Describe the process for recruiting targeted students to be enrolled

c) Identify specific techniques and practices to ensure consistent and long term participation

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E. Professional Development– Identify the project’s plans for professional

development to include all conferences/trainings– All conferences/trainings must be pre-approved, in

writing, by FDOE– If funded, programs must send at least three

people to the following required conference/training:

• Florida 21st CCLC State Conference– All Project Directors must attend the State Conference

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E. Professional Development continued…

Florida 21st CCLC State Conference (Orlando)• Registration- approx. $300/person x 3 people• Hotel- approx. $145/night x 3 nights x 3 people• Other related costs (i.e., transportation, per diem)

If funded, participate in the FDOE Grant Fiscal Management Training

• No registration fee or anticipated costs

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F. Supplemental Mealsa) Describe how the project will meet the nutritional

needs of students based on when the program is open:• Only afterschool (daily snack)• Both before and after school (daily breakfast and

snack)• Non-School days (daily breakfast, lunch and/or

snack- depending on operational hours)b) Describe the snacks/meals to be provided that meet

USDA guidelines

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Operational Design RequirementsF. Supplemental Meals continued…

– No 21st CCLC student shall be charged for costs associated with supplemental meals

– Funding for supplemental meals CANNOT be drawn from 21st CCLC funds (state in grant narrative)

http://frac.org/afterschool/snacks.html www.flimpact.org/

Note: The Administrative Fee charged by Florida Impact (in partnership with Food Research and Action Center) may be charged to the 21st CCLC grant- LEAs are not eligible for

this. This fee is NOT considered an administrative cost

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4.Project Design and Implementation:

Academic Enrichment (A-C)

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Project Design and Implementation

Academic Enrichment– Each activity must be based on objective assessment

data indicating the need of the activity and be based upon an established set of performance measures

– If appropriate, be based on scientifically based research

– Must propose academic enrichment activities to assist students in meeting Florida’s Next Generation Sunshine State Standards

http://www.floridastandards.org/index.aspx

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Academic Enrichment continued…– All academic services must be aligned with the

curriculum in core subject areas– All activities and services must:

• Align to specific objectives in the Goals, Measurable Objectives, Activities, and Timeframe table

• Address the needs of the target population

• Be continuously evaluated using performance measures

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A. Remedial Education and Academic Enrichment -

Reading1) Describe the manner in which reading will be

included and an integral part of the program

2) Describe how the project will address Just Read Florida!

http://www.justreadflorida.com3) Describe how the activities will complement the

student’s regular academic program2009-2010 RFP

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A. Remedial Education and Academic Enrichment -

Reading continued…4) Include the student to staff ratio

5) State in grant narrative that services will be provided by certified teachers holding a valid FDOE teaching certificate

• Should be creative, fun, designed to foster a love of reading and outlined in lesson plans

• Should NOT mirror the regular day school2009-2010 RFP

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B. Remedial Education and Academic Enrichment -

Math and Science1) Describe how the proposed project will address

the math and science needs of the target population

2) Describe how the project will ensure math and science activities are creative, fun and engaging

3) Describe how math and science activities will complement the students’ regular academic program

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B. Remedial Education and Academic Enrichment -

Math and Science continued…4) Include the student to staff ratio5) State in grant narrative that services will be

provided by certified teachers holding a valid FDOE teaching certificate

• Should be creative, fun, engaging and outlined in lesson plans

• Should NOT mirror the regular day schoolwww.fldoestem.org/center13.aspx

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C. Tutoring Services and Mentoring Program

1) Describe how the program will provide tutoring and homework assistance to complement the student’s regular academic program

2) Describe how mentoring will be provided to improve student performance

3) Describe how the program will recruit and utilize qualified volunteers for tutoring

When possible, tutoring should be delivered by certified teachers or paraprofessionals

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5.Project Design and Implementation: Personal

Enrichment (A-D)

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Personal Enrichment– A broad array of additional activities to reinforce

and complement the student’s regular academic program must be offered

– All activities and services must:• Align to objectives in the Goals, Measurable

Objectives, Activities, and Timeframe section

• Address needs of the target population

• Be continuously evaluated using performance measures

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A. Physical Education and Recreational Activities

– Reflect a variety of structured activities– Encourage active student participation regardless

of skill level1) Explain how the program will provide fun, age-

appropriate physical education and/or recreational activities

2) Describe alternative activities for inclement weather

3) Include student to staff ratio2009-2010 RFP

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B. Dropout Prevention and Character Education

1) Describe and identify at least one activity from the National Dropout Prevention Center/Network that focuses on reducing dropout rates for targeted students

www.dropoutprevention.org/effstrat/default.htm

2) Describe how character education will be infused in the program

www.fldoe.org/bii/curriculum/social_studies/ce.asp

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C. Service Learning1) Describe the type of service learning project(s) to be

implemented and how the service learning project(s) will meet a recognized need in the local or global community

2) Describe the plan to implement the project(s)• Must describe how teachers, students, and community

organizations will be working collaboratively to carefully plan, implement, and assess the service learning project(s)

www.fsu.edu/~flserve/sl/sl.htmlwww.servicelearning.org/

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D. Additional Personal Enrichment Activities– In addition to the three required personal enrichment

activities, applicants must propose at least one additional activity within the following categories:• Arts and Music Education

• Entrepreneurial education

• Programs for LEP students

• Telecommunications and technology education

• Expanded library service hours

• Drug and violence prevention and/or counseling activities

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Project Design and ImplementationD. Additional Personal Enrichment

Activities continued..– For each additional activity proposed:

• Describe the specific activities that will be included

• Must have a comprehensive curricula • Must be designed to help improve student

academic performance and success in life• Align to the Goals, Measurable Objectives,

Activities and Timeframe table

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6.Project Design and Implementation: Adult

Family Members

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Adult Family Members– The project must propose services designed to

increase the involvement of adult family members to support their child’s learning

1) Applicants must provide at least one of the following: • Parent involvement in child’s education• Family literacy to support child’s learning• Related educational development activities to

support child’s learning

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Adult Family Members continued…2) Describe how recruitment of adult family

members will occur, including how dissemination of information about activities to adult family members will occur

3) State in grant narrative that only adult family members of actively participating students will be served

www.famlit.org

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7.Goals, Measurable Objectives, Activities and

Timeframe (A-C)

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Goals, Measurable Objectives, Activities and Timeframe

A. Table– Complete the Goals, Measurable Objectives,

Activities, and Timelines Table• Each activity detailed in each of the three

Project Design and Implementation sections (i.e., Academic Enrichment, Personal Enrichment and Adult Family Members) must be incorporated in the table and align to at least one proposed objective

– Included as a part of the required narrative

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A. Table continued…• Goals

– Must have at least four broad, realistic goals

– “Planned outcomes” derived from the needs assessment data

– Must be participant focused and encompass the entire population

– Must be the numbered (i.e., “1”, “2”, “3”, “4”)

Example Goal:

1) Improve academic achievement

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A. Table continued…• Measurable Objectives

– Must have at least two specific, annual objectives for EACH GOAL• Objectives are measurable, quantitative,

challenging, and can be assessed throughout the project year

– Within each objective, identify anticipated measurements that will be used to assess project performance

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A. Table continued…• Measurable Objectives continued…

– Student-based objectives must be assessed with non-participatory measurements

– Adult Family Member objectives may be assessed with performance and/or participatory measurements

– Objectives must be numbered (i.e., “1.1”, “1.2”, “2.1”, “2.2”)

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– Within the first objective ONLY, identify the standard to which “regularly participating students” is defined:• Attending the program 30 days or more• Attending the program for 40% of total

operational days

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– Programs should use the 30 day criterion unless the objective focuses on activities that will not occur for more than 30 days

– For specific summer only objectives, must identify the 40% criterion

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– Four parts to each objective:

1. Threshold- single number at the beginning of the objective that states the threshold for demonstrating attainment and/or progress toward achieving the objective– Must reflect an understanding of the target

population and their needs

– 80% is the common threshold

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2. Objective Population- specific population for the objective (e.g., all students, regularly participating students, students with a history of behavioral problems, etc…)

- Must reflect an understanding of the target population and their needs

- Each goal must encompass the entire population. If not, additional objectives may be needed

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3. Anticipated Change- identifies the direction (e.g., “will increase”, “will decrease,” “will maintain”) Impact on the target population Must not be too specific (unattainable) or too general

(immeasurable) Must align with proposed activities and vice versa Focus is guided by the goal and will guide the

selection of assessments

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4. Assessment- identifies the type of assessments planned to demonstrate achievement and/or progress of the objective Will always begin, “..as demonstrated by

such measures as..” and end with a list of anticipated measurements

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Four Part Objective Example1. Threshold- 80%

2. Objective Population- of regularly participating students with a history of behavioral problems

3. Anticipate Change- will show improvement in pro-social behaviors

4. Assessment- as demonstrated by such measures as weekly staff assessments, teacher surveys, parent surveys and school discipline records

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A. Table continued…• Activities and Timeframe

– Identify only those specific activities from the three Project Design and Implementation sections (i.e., Academic Enrichment, Personal Enrichment and Adult Family Members)– Following each activity, indicate the timeframe in which each activity will occur (e.g., “daily throughout the project year”, “monthly throughout the school year”, “daily during summer session”)– Activities and Timeframe must be identified using a letter system (i.e., “a”, “b”, “c”)

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A. Table continued…• Follow format requirements for the table:

– 11 point Arial font– Landscape view

• Leave a blank line after each objective and activity• Align each timeframe with the corresponding

activity• Included as a part of the 30 page limit

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B. Need Based Goals–Following the table, describe how each of the

identified goals is clearly linked to the needs

Sample Format:

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Goal Need

As stated in the Goals, Measurable Objectives,

Activities and Timeframe Table

As identified in the Project Need section

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C. Weekly Schedule– Describe program operational hours (e.g., services,

days, hours)– Tentative Weekly Schedules must be provided for each

component proposed (i.e., after school, before school, weekend, summer, and holiday breaks)

– Activities identified on the Weekly Schedules must align to the three Project Design and Implementation sections (i.e., Academic Enrichment, Personal Enrichment, Adult Family Members) and those identified in the Goals, Measurable Objectives, Activities and Timeframe table

– Place Weekly Schedules in Appendices for each site

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8. Coordination of Services and Sustainability Plan

(A-G)

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Coordination of Services and Sustainability Plan

A. Other Federal, State and local programs

Identify programs that will be coordinated with

the proposed program

B. Partnership Summarya)Identifies current public/private partnerships

and provides a description of the

services/contributions from the partnerships

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B. Partnership Summary continued…b)Plan for documenting the value of in-kind

contributions of goods and/or services provided

c)Plan to maintain partnerships A community partner will actively contribute to

the 21st CCLC project Partners are NOT sub-contractors Sub-contractors are NOT to be included in the

grant narrative description of Partnership Summary

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C. Summary of Partners and Contractors Table

Must complete Summary of Partners and

Contractors Table and place in AppendicesFor sub-contractors, identify all that are

related to the 21st CCLC program, whether

they are paid or NOT paid by 21st CCLC fundsNot included in the 30 page limit

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D. Commitment Letters (not included in 30 page limit)

Include dated letters from EACH partner in the Summary of Partners and Contractors Tablea) On the partners agency’s letterheadb) Identify services or contribution will be provided

for the 2009-2010 project yearc) Identify specific services/contributions to be made

by partnerd) Identify the approximate value of the

services/contributionse) Signed by the authorized agent of the partnering

agency2009-2010 RFP

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E. Letters of Support (not included in 30 page limit)

Letter of Support is required when the site location and/or targeted schools are not included as partners in the 21st CCLC program and, therefore, did not provide a Commitment LetterLetter of Support must indicate the proposed program was developed and will be carried out in active collaboration with the school (s) students attend during the 2009-2010 project yearSubmit a dated letter on the site’s/school’s letterhead indicating their support that is signed by anauthorized agent from the site/school

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F. Sustainability NarrativeApplicants are not permitted to charge any fees associated with 21st CCLC programming without prior authorization from FDOEDescribe: a) the plan to identify and develop new

public/private partnershipsb) How the program will evidence

sustainability in years 3-5 and beyond to maintain the size and scope of the project

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G. Five Year BudgetReflects additional support in years 1 and 2Reflects necessary support to offset the 20%

funding decrease in years 3-5Place in Appendices (not included in 30

page limit)

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9. Evaluation (A-G)

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Evaluation

• Must undergo periodic (formative) evaluations to assess progress

• Must submit a Summative Evaluation Report and Data Collection Worksheets by June 30, 2010

• Must demonstrate adequate progress (continuous progress) towards achieving stated program objectives

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Evaluation

Evaluation Plana)Assessment of progress toward each objectiveb)Anticipated methods for data collection (e.g., who, how, etc)c)Identify specific measures and data sources to measure progress towards each objectived)Timeline for data collectione)Benchmarks to monitor progressf)Methods for continuous and overall data analysisg)Written formative evaluation reports are requiredh)How information will be used to monitor progress and shared with stakeholders

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Evaluation

Evaluation Plan continued…- Describe how the results of the evaluation will be:

1)Used to refine, improve and strengthen the program

2)Made available to public upon request (process)

- Must provide all data being collected to FDOE upon request and/or during site visits by the UF 21st CCLC Leadership Team

- Programs must generate, maintain and provide written periodic (formative) evaluation reports to FDOE and/or UF upon request

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Evaluation

Evaluation Plan continued…- See Reporting Outcomes within the approved 2009-

2010 RFP for more information

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10. Support for Strategic Imperatives

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Strategic Imperatives

- Incorporate one or more of the Areas of Focus included in Florida’s Next Generation PreK-20 Education Strategic Plan

www.fldoe.org/Strategic_Plan/pdfs/StrategicPlanApproved.pdf

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11. Dissemination Plan

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Dissemination Plan

• Describe the methods/strategies to disseminate and share information about the proposed project to appropriate/targeted populations to inform them of the availability of 21st CCLC services

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12. Budget

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Budget

• Must use grant funds to supplement, not supplant

• Costs must be allowable, reasonable and necessary to carry out the program’s purpose and objectives

• Budget and narrative must align• Not permitted to propose a budget in excess of

that allowed by the Funding Request Guide• Successful applicants may use grant funds for

allowable costs only during the grant award period

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Budget

• The budget has two parts:

–Description in grant narrative (Fiscal Management Plan)

–Budget Narrative Form (DOE 101)• Not included in 30 page limit

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Budget (Grant Narrative)

Fiscal Management Plana) Describe the amount of funding required to effectively

achieve the proposed performance targetb) Clearly defined responsibilities, timelines and milestones

for accomplishing project tasksc) Describe how the items within the budget support the

goals of the project d) Describe the members of the project management team

and indicate their responsibilities and credentials•Describe background training, experience and qualifications for the Project Director

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Fiscal Management Plan continued…e) Explain the following:

–How total costs on the DOE101 are reasonable and necessary to the number of persons to be served, the scope of the project, and its anticipated benefits–How the requested funds were allocated for accomplishing tasks and activities described in the application

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Fiscal Management Plan continued…–How 21st CCLC funds will supplement and not supplant the after-school program –How no more than 5% of budget will be spent on activities related to the administration of the grant (see Fiscal Requirements in the approved 2009-2010 RFP for more information)

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Fiscal Management Plan continued…–Proof must be submitted showing that salaries

and hourly wages for all program staff are

consistent with the demographic area of the

proposed project (not included in 30 page limit)

www.bls.gov/oes/current/oessrcma.htm#F

www.bls.gov/bls/blswage.htm

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Budget (DOE 101)–Must provide a detailed budget narrative form that itemizes and details:- how all grant funds will be used, - how funds from other sources will be used

–Must provide a funding equation to describe how the budget line item amounts were derived–If key personnel or items, needed to achieve the goals and objectives of the project, are paid 100% from other funding sources, an account title and description must be provided with a zero amount listed–Budget must include funds for at least three active staff members, with one being the Project Director, to attendthe 21st CCLC Statewide Conference

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Fiscal Requirements•Please review and utilize the following topics in the approved 2009-2010 RFP when developing the DOE 101 and Budget Narrative:• Allowable Expenses (i.e., staffing, supplies,

transportation)• Unallowable Expenses (i.e., food, entertainment,

furniture)• Administrative Costs (including Indirect Costs)- 5% cap

of total award amount• Evaluation Costs- 5% cap of total award amount• Procurement Services (i.e., contracts)

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Priority Points

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Priority Points

- Not included in 30 page limit

- May only receive priority points after the application has received a score of 70 points or more

Priority 1: Joint Application

Priority 2: Operation in rural countywww.florida-arts.org/grants/

RuralEconomicDevelopmentInitiative.htm

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Other Requirements• RFP Checklist • 21st CCLC Program Assurances• Equitable Services for Private School

Participationwww.ed.gov/policy/elsec/leg/esea02/

pg111.html– Must submit the Private School Participation

Form signed by the Agency Head– Must submit a detailed plan of action for providing

consultation for equitable services to private school students and teachers

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Other Requirements

• Statement of Assurance for Evaluation Data

• General Education Provisions Actwww.ed.gov/fund/grant/apply/appforms/

gepa427.pdf

– Provide a signed, one page summary description of the proposed plan to ensure equitable access to, and participation of students, teachers, and other beneficiaries with special needs

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Other Requirements• 21st CCLC Advisory Board

– Must provide a narrative description only if funded.– Will be required to have a board composed of students,

teachers, parents, community agencies and the private sector.

• Funding Request Guide• Agency Profile• Site Budget Worksheets

a) Site Profileb) Site Expenditures

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Performance Accountability Forms• Deliverables - identify all deliverables to be developed by

the project- review your narrative to see what you may have identified

• Training, Technical Assistance and Dissemination - identify all training and technical assistance, as well as other delivery strategies- see narrative sections for Professional Development, Recruitment & Retention and Dissemination Plan

• Student Performance - align with the Goals, Measurable Objectives, Activities and Timeframe table

• Service Delivery - aligns to Project Design and Implementation- Academic and Personal Enrichment, and Adult Family Members

• 3rd Party Evaluator - aligns to Evaluation, if applicable

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Funding Contingencies

• If awarded, future funding will be contingent upon:

– Available funds from US Department of Education (USED)

– Satisfactory performance as evaluated by the 21st CCLC program office at FDOE

– Submission of next year’s RFA (continuation)

– Compliance with all grant requirements within the 21st CCLC RFP/RFA (i.e., programmatic, fiscal, reporting)

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Project Deliverables

Not required with the application• Agencies receiving funds via “Performance based

Reimbursement” are required to submit the Project Deliverables and Invoice Form

• ALL agencies must complete the Monthly Report Form

Review forms to understand program timeline for deliverables and documentation

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Project Performance Accountability and Reporting Requirements

• Each 21st CCLC sub-grantee is required to meet or exceed the following:

– Provide services to the proposed number of 21st CCLC students on a daily basis

– Operate official 21st CCLC program for the hours, days, and weeks in the approved application

– Provide all activities and services in the approved application and any approved amendments

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Project Performance Accountability and Reporting Requirements

Regardless of the originally approved funding amount, the FDOE is authorized to equitably reduce the amount of funding for

any sub-grantee failing to meet daily attendance numbers, amount of operation, or

activities

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Reporting Outcomes

• USED- P.P.I.C.S. www.ppics.learningpt.org

• UF- Academic and Behavioral Impacts, Teacher Surveys, and Student and Parent Satisfaction Measures

www.afterschoolflorida.hhp.ufl.edu/data_collection_information.html

• FDOE- Monthly Attendance Reports, Mid-Year Data Collection (1/30/10), End-of-Year Data Collection (6/30/10), and Summative Evaluation Report (6/30/10)

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Notice of Intent to Apply

Please notify Lani Lingo, 21st CCLC Program Director, via email or fax, of the

agency’s intent to apply by the date identified in the 2009-2010 RFP

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Frequently Asked Questions

Questions concerning the RFP process or the 21st CCLC program must be submitted on

FDOE’s 21st CCLC website located at: http://data.fldoe.org/21Century/questions/

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Conditions for Acceptance / Substantially Approvable Form

• Be on time! Make sure your application is received within FDOE no later than the close of business on the due date

• Application includes all required forms, including: – DOE 100A Application Form bearing the original

signature of the Superintendent for the school district or the agency head for other agencies.NOTE: Applications signed by officials other than the appropriate agency head must have a letter signed by the agency head or documentation for authorization

- DOE 101 - Budget Narrative Form

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Conditions for Acceptance / Substantially Approvable Form

• Submission of the signed certification signifying compliance with the “General Assurances for Participation in Federal and State Programs,” (if not already on file with FDOE)

• Private Colleges, Community Organizations, and Other Agencies must submit:

• A list of the current board of directors and Articles of Incorporation;

• A copy of the organization’s current budget;• A copy of the organization’s Chart of Accounts;• A copy of the institution’s or agency’s most recent

annual audit report (if available); and• Proof of eligibility to operate a business in Florida.

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Technical/Formatting and Other Application Submission Requirements

Proposal DO’s• Narrative responses MUST be:

• In the order of the RFP Checklist• Double-spaced, Single-sided• Page numbered• Portrait setting (tables may be landscaped- see RFP

instructions)• 12-point Arial font (font sizes in tables may be

different- see RFP instructions)• Margins- 1” top, bottom, left and right• Limited to 30 pages

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Proposal DO’s• Submit one non-bound, non-stapled proposal with

original signatures • Submit SIX (6) STAPLED, COMPLETE COPIES of

the proposal OR

• Submit one non-bound, non-stapled proposal with original signatures

• Submit ONE (1) COMPLETE COPY of the proposal• Submit a complete proposal on a Compact Disc (CD)

in a single, PDF document

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Proposal DO’s• Mail your complete proposal to:

Office of Grants Management

Florida Department of Education

325 West Gaines Street

Room 325

Tallahassee, FL 32399-0400

Submit your proposal on or before the due date

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Proposal DON’T• BE LATE!• Fax or hand-deliver your application• Submit CDs, DVDs, newspaper clippings, other

supplementary materials, and/or agency manuals• Include tabs, covers, or other items• Bind, staple, or spiral the original application

Incomplete applications or those exceeding the page limit may not be reviewed

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Review Contingencies• Proposals submitted without the required copy(ies)

may not be reviewed.• Proposals submitted on CD that do not also submit

the signed original and single hardcopy may not be reviewed.

• Proposals submitted with additional information in original, copies, and/or PDF file may not be reviewed.

• The FDOE will not reproduce and/or add missing information to submitted copies and/or PDF electronic submissions

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ResourcesFDOE 21st CCLC

www.fldoe.org/curriculum/21century

Florida’s 21st CCLCwww.afterschoolflorida.hhp.ufl.edu/rfp

21st CCLC Program Listingwww.afterschoolflorida.hhp.ufl.edu/

program_listing.html

21st CCLC Program Highlightswww.afterschoolflorida.hhp.ufl.edu/

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ResourcesOverview of Afterschool Programs

Concept to Classroom:www.thirteen.org/edonline/concept2class/

afterschool/index.html

After School Program Toolkit:www.cisnet.org/working_together/after-

school.asp

High-Quality Complementary Learning Activities and Programs:

www.learningpt.org/afterschool/hqactivities/

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1322009-2010 RFP

Thank you for your participation and best wishes!

21st CCLC Leadership Team

Florida Department of Education Workshop 2009-2010 21st CCLC ...

Education

proposal rfp

rfp attendees

rfp training

rfp key

stcclc program director

receive21 stcclc funding

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afterschool program