21st Century Community
Learning Centers (CCLC)–
Supporting Additional Learning
Time
Grant Information Webinar
February 9, 11, and 23, 2016
Presented by: Department of Elementary and
Secondary Education (ESE) Staff
ESE’s Mission…
To prepare all students
for success after high school
2
Our core strategies
Strengthening curriculum, instruction,
and assessment
Improving educator effectiveness
Turning around the lowest performing
districts & schools
Using data and technology to support
student performance
Supporting the social, emotional, &
health needs of students & families
3
21st CCLC Grant Purpose
To support the planning and implementation of
Expanded Learning Time (ELT) and Out-of-School
Time (OST) for students in grades K-12, that helps to:
 close proficiency gaps;
 increase student engagement;
support students’ social and emotional learning;
Promote college & career readiness and success.
4
Agenda
Welcome
What is 21st CCLC?
Key Grant Information (anticipated)
5
Overview
Goals of the Massachusetts
21st CCLC Programs
 Coordination between core content instructional time and
academic enrichments and supports, with shared learning goals,
teaching, and support strategies.
 A school and community-based infrastructure with established
procedures that improve student outcomes, supports social
emotional learning needs, and engages families.
 Development of College and Career Readiness Skills (includes
analytic reasoning, critical-thinking, problem-solving)
 Development of systems of support for students and staff.
 A system that evaluates program effectiveness through data
collection and analysis and leads to continuous program
improvement efforts.
Massachusetts Department of Elementary and Secondary Education
8
9
Grant Overview
(Anticipated Grant Information)
Fund Code 647-B1 – for New Schools/Sites
The information in this presentation is anticipated.
Please see Request for Proposals (RFP) documents for
full details.
Grant Allowable Models for
Adding Time
Model 1 (ELT)
Expanded Learning Time
 Offer a minimum of 300
expanded learning
program hours before,
during, and/or after the
traditional school day,
which must include at
least 180 hours of ELT,
and the combined ELT
and OST programming
must be at least 300
hours.
Model 2 (OST)
Out-of-School Time
Offer at least 400 hours
of comprehensive OST
programming (not drop-in)
for a selected group of
students during the
school year and summer.
11
Grant Allowable Models for
Adding Time – More details
Model 1 (ELT)
Expanded Learning Time
ELT = a longer school day
required for all students:
Must be 180 hours above what
was offered either this school
year (2015-16) or last (201415).
Total hours offered for the
year must be at least 1,285
(Elementary) and 1,305
(Middle/High)
OST = summer and/or school
vacation programming for a
selected population of students.
Model 2 (OST)
Out-of-School Time
Existing OST programs (without
current 21st CCLC funding) may apply
– but must demonstrate expanded or
enhanced services/programming.
Students are not expected to
attend all 400 hours. Expected
average minimum hours students
attend during the school year:
Elementary = 100
Middle = 90
High = 80
12
Basic Eligibility
Eligible applicants are:
School districts, cities and towns
Community-based organizations (CBOs)
Other public or private entities, or
A consortium of two (2) or more of such
agencies, organizations, or entities.
13
Basic Eligibility (cont.)
Eligible applicants must also meet at
least one (1) of the following:
Primarily serve students in schools designated
as Title I School-Wide programs
Primarily serve students in schools with ≥15%
students who are Economically Disadvantaged
(ED)
14
Additional Eligibility
Information
Non-school/city/town applicants must
demonstrate:
that they will implement in partnership with a
public school/district
capacity to administer the program
15
Additional Eligibility
Information
 Model 1 (ELT) - Cannot apply for a school that
received funding for ELT in FY16 (through this
grant or the state-funded ELT grant).
 Model 1 (ELT) - must continue to meet all
requirements of an existing 21st CCLC OST grant
award (if the site has an existing 21st CCLC OST
grant), including the originally required number of
OST hours.
 Model 2 (OST) - Cannot apply for a school/site
that received funding for OST in FY16 (through
this grant).
16
Grant Priorities
All applicants will implement activities that use more
time for:
 implementing teaching and learning strategies
that are multi-disciplinary and support core
subject areas, including service-learning (SL)
and project-based learning (PBL)
 creative and innovative enrichment
 collaborative planning and professional
development for staff and partners
17
Grant Priorities (continued)
All applicants will implement activities that:
Build and/or strengthen community and family
partnerships
Support students’ social and emotional
learning (SEL)
Improve sustainability of ELT or OST
programming
18
Competitive Priorities
Competitive priority will be given to
applicants that:
Propose to serve youth in schools/communities with
higher percentages of families who are ED.
Propose to implement more time in a school or in
partnership with a school designated as
Level 3, 4, or 5.
Submit the application in full partnership among: a
school district, and a community-based
organization or other public/private entities
19
Competitive Priorities
Model 1 (ELT) Applicants ONLY
For ELT applicants that propose to:
add time at a middle school.
implement an expanded school calendar.
implement a blended learning educational model.
implement a teacher career ladder model.
implement service-learning and/or projectbased learning during core academic time.
a creative schedule that includes opportunities
for enrichment that are not just at the end of the
school day.
20
Competitive Priorities
Model 2 (OST) Applicants ONLY
For OST applicants that:
Have not received 21st CCLC funding within at least
the past three years – fiscal year 2013-2014
(FY14)-FY16
21
# of Schools/Sites for which a
lead applicant may apply
The same school/site may not be included for
both ELT and OST.
 Model 1 (ELT):
 No maximum # of schools/sites
 Model 2 (OST):
 Up to TWO schools/sites - for districts with ≥35% ED
 ONE school/site - for all other districts
NOTE: A total of approximately $2,500,000 is projected to be
available. The final total amount available is subject to
budget appropriation.
22
Funding*
Model 1 (ELT)
Per proposed site:
 Maximum $500 per pupil
enrolled (2015-2016)
and
 Up to $25,000 for
summer/school vacation
week programming
Model 2 (OST)
Maximum $175,000
for one site
Maximum $250,000
for two sites
*The requested amount should be appropriate and reasonable for the size and
scope of the proposed activities.
23
Fund Use
Funds may support:
Salaries
Stipends
Contracts
Instructional materials, and
Other expenses associated with implementing
additional time.
24
Fund Use
Funds must supplement not supplant
currently funded costs
Funds should support enhanced or new
services for students
Model 1 (ELT), funds must support
enrichment and/or blended learning
components of ELT, aligned to the grant
priorities
25
Grant Duration
 Upon award (no earlier than September 1, 2016)
through August 31, 2017
 Total grant period is THREE years (FY17-FY19)
 Continuation grant equal to the amount awarded in
year one for each of the continuation grant years.
 Continuation grants are pending budget appropriation,
contingent upon implementation of required grant
activities and demonstration of the following:
 using data to inform and support continuous improvement
 maintaining program attendance levels (for OST and summer)
 evidence of work towards sustainability
 annual submission of mid-year and end-of-year
report/reapplication
26
Key Requirements
Have an advisory council/group which
advises grant-funded programs
May be new or part of an existing council
That is representative of the community served
27
Key Requirements
Designate a part- or full-time coordinator
To oversee grant implementation
To attend required coordinator meetings and
trainings
To support program evaluation
To ensure programmatic reporting and
requirements are met
28
Key Requirements
Attend required training on and administer
program evaluation tools
Use multiple sources of data to support continuous
program improvement
Select program outcomes
Survey students, staff and school-day teachers
(using Survey of Academic Youth Outcomes –
SAYO)
Observe program using provided tools (APT-O)
29
Key Requirements
Attend required training on and implement
service-learning (SL) and/or project-based
learning (PBL)
PBL – an instructional approach that provides
authentic learning activities to engage, interest and
motivate students. Students answer questions
and/or solve problems.
SL – is a form of PBL where students
discover/investigate needs and problems,
identify/research solutions, decide, plan, implement
and evaluate projects that address those needs.
30
Key Requirements
 Implement activities to support one or both of
the following:
 Family Involvement
Ongoing, systems of involvement and communication
To support student’s learning in and out of school
 Social and Emotional Learning (SEL) and Supports
Help students develop social-emotional competencies
Self-awareness, self-management, responsible decisionmaking, social awareness, relationship skills
 Encouraged to set aside up to 5% of the budget
to support these activities.
 Funds may support related staffing, services,
resources/activities, etc.
31
Key Requirements
Set aside funds to attend the 21st CCLC
Summer Institute
Typically July
Sharing of national promising practices and trends
in 21st CCLC and OST
Submit required reporting
Mid-year preliminary report
Survey data (SAYO S, T, Y)
End-of-year
USED data
32
Required Forms
 Part I / Part II - Signature Page
(Standard Contract Form) / Budget
Workbook
 Part III-A – Required Program
Information (RPI) – District
 Part III-B – RPI– School/Site
 Addendum A – Grant Assurances
 Addendum B – Documentation of
Organizational Capacity
 Addendum C – Documentation of
Consultation with Non-Public Schools
 Addendum D – Documentation of
Community Notification
 Addendum E – SAYO Outcomes
Selection and APT Information
Part I / Part II – Excel File –
General Tips
Submit ONE per lead applicant, including
request for ALL sites included in the
application.
All YELLOW highlighted cells are UNLOCKED
for typing your information. All other cells are
locked.
34
Part I / Part II – Excel File –
General Tips
Please do not copy/paste sheets into another
workbook. (Formula links will be broken!)
Start with PtI-SchoolYear to enter applicant
contact information. (Will then pre-populate
everywhere else needed!)
35
Part I – Standard Contract
Total Amount Requested will
calculate/populate automatically when you
enter amounts in the budget pages.
School-year and summer (if applicable) should
be by the superintendent or executive director.
Scan the signed original(s) to submit via email.
36
Part II – Budget Workbook
 ONLY include the grant requested amounts.
 Include an FTE ONLY if the employee is salaried
and a portion of that salary will be covered by the
grant. Otherwise, include hourly rates.
 If stipends are requested, include rates (hourly) if
applicable.
 Make sure all rates are reflected on the left pages
of the document.
37
Part II – Budget Workbook
In the narrative (right side of document),
include a brief description of the purpose of
the expenditure.
Please don’t change the formatting/page set
up of the file.
Technical problems? Contact
kmckinnon@doe.mass.edu
38
Part III – Required Program
Information
Part III-A – District
Submit ONE per lead applicant
Part III-B – School/Site
Submit ONE for each school/site
included in application
39
Part III – General
Instructions for Completing
Insert responses into the existing document.
Respond beneath each applicable question.
Questions are highlighted in gray.
Please do not delete questions, even if they
are not applicable for you!
Adhere to applicable page limits.
40
Part III – Instructions for
Completing
Please do not change the font size or margins.
Narrative and/or bulleted responses are
acceptable.
41
Part III-A – District
 Non-district applicants must work with applicable
districts to plan and implement programming.
 Describe:
How OST/ELT supports district
goals/priorities
Previous experience with OST/ELT
Plans for supporting implementation
Plans for supporting sustainability
42
Part III-B – School/Site
Reminder: Submit ONE for each school/site
proposed in application.
Describe:
the planning process and team
plans for overseeing, monitoring and evaluating
implementation
the school’s needs/priorities to be addressed
through OST
43
Part III-B – School/Site
Describe:
a “typical day” – what will a student experience
as a result of proposed programming
The population to be served; how the needs of
specialized populations will be addressed;
recruitment and outreach strategies
proposed programming – engaging
instructional practices and enrichment
opportunities that will be implemented
(include both grant-funded and other)
44
More Required Forms –
Addenda A-E
A - Grant Assurances
Certifies the applicant’s agreement to the grant assurances. Some of
which include:
 Ensuring that all subcontracted providers are adhering to the
the same fiscal controls and grant fund use requirements.
 The school district and collaborating partners will provide
access of needed and pertinent student data to applicant or
partnering agencies.
 The program will primarily outreach to and serve students
who are economically disadvantaged, at-risk academically
and/or socially/emotionally, receive special education services,
and/or are limited English proficient or whose first language is
not English.
46
PLEASE READ THE FULL GRANT ASSURANCES DOCUMENT
COMPLETELY BEFORE SIGNING
Massachusetts Department of Elementary and Secondary Education
B - Organizational Capacity
ONLY for applicants who are NOT a public
school district, city or town.
Must implement more time in partnership with
a school/district.
Will be screened for capacity to administer the
program and must demonstrate:
experience with similar amounts of funding
plans for linkages and communication with school
site
Massachusetts Department of Elementary and Secondary Education
47
C – Consultation with NonPublic Schools
 Required for ALL applicants.
 Must consult with private school officials in their
catchment area during the design and development of
the 21st CCLC program.
 Consultation must be timely and meaningful.
 The lead applicant remains in control of funds
 Services must be secular, neutral and non-ideological.
 Recommend consulting with your Title I program on
their process.
48
Massachusetts Department of Elementary and Secondary Education
D – Community Notification
Federal requirement for ALL applicants.
Applicants must publicly notify the community,
in advance, of intent to apply for this grant.
Example: notice in the local newspaper
(public notices section)
Announcements at school committee meetings
alone are not considered public notification.
Upon award, funded programs must publicly
disseminate information about the program.
Massachusetts Department of Elementary and Secondary Education
49
E – SAYO Outcomes Selection
To assess how participation in 21st CCLC programs supports a student’s school-day
experience, programs are required to solicit input from the school-day teachers (SAYO-T),
educators that work in 21st CCLC funded programs or activities (SAYO-S) and youth
participants (SAYO-Y).
Model 2 (OST) applicants must complete and
submit. [T- Select 1 academic outcome
(ELA/Math), 3 intermediary, S-3 outcomes]
Model 1 (ELT) applicants should review, but
are not required to complete/submit.
Outcomes are pre-selected for ELT sites.
Massachusetts Department of Elementary and Secondary Education
50
Submission Instructions
Email to cclc@doe.mass.edu:
ALL required forms in their original format (Excel or
Word)
Scanned PDFs of ALL documents that require
signatures with original signatures
AND
Submit the requested information using the
link provided in Part IIIA/B
BOTH of the above must be received by
5:00 PM on the date due.
Anticipated Grant Timeline
Additional Information Webinars
90 minute grant presentation and questions:
February 9 (1:00-2:30 PM)
February 11 (2:00 -3:30 PM)
February 23 (11:30 AM – 1:00 PM)
In-person panel of 21st CCLC grantees:
March 8 (9:30 AM-12:30 PM)
Devens Commons, Devens
Will address questions ONLY:
March 3 (2:00-2:30 PM)
March 15 (2:00-2:30 PM)
March 22 (11:30 AM-12:00 PM)
March 29 (11:30 AM-12:00 PM)
April 1 (1:00-1:30 PM)
April 4 (11:00-11:30 AM)
RFP/Funding Opportunity Posting
Early to mid-February 2016
Letters of Intent Due (non-binding)
March 18
Full Proposal Due
April 5 (emailed by 5PM)
Award Notifications
Spring/Summer 2016 (likely early- to mid- June)
Anticipated Program Start Date
September 1, 2016
52
53