Massachusetts Department of Early Education and Care
FY 2010
Massachusetts Department of
Early Education and Care
CONSOLIDATED PACKAGE
Including:
Early Childhood Special Education Allocation
Renewal Application
Fund Code 262
and
Inclusive Preschool Learning Environments
Renewal Application
Fund Code 391
and
Early Childhood Special Education ARRA/IDEA Funds
Fund Code 762
Early Childhood Special Education and Inclusive Preschool Learning Environments Renewal Grant / ARRA funds
1
Massachusetts Department of Early Education and Care
FY 2010
The Massachusetts Department of Early Education and Care (EEC) provides services for
children in Massachusetts through a mixed delivery system which includes child care centers,
out-of-school time programs, family child care homes, public preschool programs, private
school preschool and kindergarten, and Head Start programs. EEC is responsible for licensing
early education and care and out-of-school time programs throughout Massachusetts and for
providing child care financial assistance to low-income families with children birth to 13 years
of age. In addition EEC provides support for information and referral services, inclusive
programming for children with special needs, parenting and family support, and professional
development opportunities for educators in the early education and out of school time fields.
These efforts affect thousands of early education and out of school time providers, who serve
more than 275,000 children each day. In its broadest role, EEC also serves as a source of
information to more than one million families in Massachusetts.
The Consolidated Package contains three grants related to the inclusion of children with
Consolidated
disabilities in early education and care programs. Grants may be submitted as a Consolidated
Application:
Package or individually by fund code. Each grant has a similar purpose to support young
children with disabilities and each also has unique reporting requirements to state and federal
agencies:
 Early Childhood Special Education Allocation (fund code 262);
 American Recovery and Reinvestment Act (ARRA/IDEA) (fund code 762) funds for
Preschool Special Education; this grant follows the application and reporting
requirements of the Department of Elementary and Secondary Education (ESE); and
 Inclusive Preschool Learning Environments (fund code 391).
Purpose of Funds:
Background:
262
Early
Childhood
Special Ed
The Early Childhood Special Education Allocation funds are supplemental Federal funds
(Section 619, Part B of IDEA) to provide school systems with funding to support 3, 4, and 5
year-old children with disabilities in high-quality programs across settings following the federal
and state requirements for inclusive environments. The Department of Early Education and Care
(EEC) collaborates with the Department of Elementary and Secondary Education’s (ESE)
Special Education Policy and Planning (SEPP) unit on the indicators in the Massachusetts State
Performance Plan (http://www.doe.mass.edu/sped/spp/full.doc) and will report on the four
indicators related to early childhood:

inclusion and Least Restrictive Environment (LRE) (Indicator #6),

measuring preschool outcomes (Indicator #7),

family involvement (Indicator #8), and

transition from Part C/Early Intervention (Indicator #12).
Districts’ responses will be a main source of data to respond to the State Performance Plan
(SPP) for early childhood. Grantees’ participation is critical to measuring federal, state and
local progress.
762
ARRA/IDEA
Part B
American Recovery and Reinvestment Act (ARRA/IDEA Part B) is to fund activities that
will advance ARRA’s short-term economic goals by investing quickly to save and create jobs
and to fund activities that support ARRA’s long-term economic goals by: investing wisely;
funding activities designed to strengthen education; drive reforms; and improve results for
students. See http://www.eec.state.ma.us/recovery.aspx and http://www.doe.mass.edu/arra/ for
additional information.
Early Childhood Special Education and Inclusive Preschool Learning Environments Renewal Grant / ARRA funds
2
Massachusetts Department of Early Education and Care
FY 2010
391
Inclusive PreK
Inclusive Preschool Learning Environments funds are state funds (formerly known as
Learning
Chapter 188/Phase I of CPC) designed to support inclusive preschool learning environments for
Environments
preschool children with disabilities with their typically developing peers. All applicants must
meet the standards/definition of Inclusive Preschool Learning Environments defined in section
below.
Goals and Priorities:
262
Early
Childhood
Special Ed
Early Childhood Special Education: Demonstrate improvement in each of the Early
Childhood Indicators in the State Performance Plan (SPP) –
Indicator 6: Percent of preschool children with Individualized Education Programs (IEPs) who
received special education and related services in the Least Restrictive Environment (LRE) with
typically developing peers (i.e., early childhood settings, and part-time early childhood/part-time
early childhood special education settings).
Indicator 7: Percent of preschool children with IEPs who demonstrate improved:
A. Positive social-emotional skills (including social relationships);
B. Acquisition and use of knowledge and skills (including early language/ communication
and early literacy); and
C. Use of appropriate behaviors to meet their needs.
Indicator 8: Percent of parents with a child receiving special education services who report that
schools facilitated parent involvement as a means of improving services and results for children
with disabilities.
Indicator 12: Percent of children referred by Part C prior to age 3, who are found eligible for
Part B, and who have an IEP developed and implemented by their third birthdays. This is a
compliance indicator* – 100% required.
*See http://www.doe.mass.edu/sped/spp/ for more information on the State Performance Plan
(SPP).
762
ARRA/IDEA
Part B
ARRA/IDEA: These Federal funds have a life of 2 years and activities must be sustainable.
Recovery: Up to 50% of the total two-year allocation must be used to sustain and support
existing Early Childhood Special Education programming.
Investment: At least 50% of total two-year allocation must be used to meet one or more of
these federal goals:
 Educator Quality and Effectiveness – activities resulting in increased effectiveness for
all staff working with young students with disabilities; Indicator 6: Preschool LRE.
 Supporting Schools, Districts and Students – activities resulting in smooth transitions
for children with disabilities exiting Part C/Early Intervention and entering Early
Childhood Special Education or exiting preschool and entering Kindergarten (see
required activity in section below); Indicator 12: Transition from Part C/Early
Intervention.
 Assessment and Data Systems – activities that result in increased and/or improved
implementation of high-quality, research/curriculum based formative assessment and
improved outcomes for young children with disabilities; Indicator 7: Measuring
Preschool Outcomes.
391
Inclusive PreK The Inclusive Preschool Learning Environments renewal grant allows lead agencies to serve
Early Childhood Special Education and Inclusive Preschool Learning Environments Renewal Grant / ARRA funds
3
Massachusetts Department of Early Education and Care
Learning
Environments
FY 2010
preschoolers with disabilities in inclusive settings with their typically developing peers.
Inclusive Preschool Learning Environments shall meet the following standards/definitions:
 Services in such programs may be provided in the public school, Head Start, or a
licensed child care setting.
 Class size shall not exceed 20 with one teacher and one aide and no more than five
students with disabilities.* If the number of students with disabilities* is six or seven
then the class size may not exceed 15 students with one teacher and one aide. At a
minimum, classrooms composition must reflect 15% children with documented
disabilities to be considered an inclusive learning environment.
 Classrooms where children with documented special needs and/or disabilities comprise
over 50% of classroom enrollment are considered substantially separate learning
environments and do not qualify for these funds.
* Disability must be documented, and the children must have IEPs.
Eligibility:
Early Childhood Special Education (fund code 262) is available to all public schools and
charter school serving 3, 4, and 5 year old students.
262
American Recovery and Reinvestment Act (ARRA/IDEA Part B) (fund code 762) is
available to all public schools and charter school serving 3, 4, and 5 year old students.
762
Inclusive Preschool Learning Environments (fund code 391) grant funding is available to the
same lead agencies that received funds in FY09. These lead agencies may consolidate with its
public school that receives 262 and 762 funds, using a Schedule A form.
391
Funding Amounts:
262
Early
Childhood
Special Ed
The FY2010 Early Childhood Special Education federal award is $9,735,466, with 76% or
$7,331,103 available to award to eligible school districts and charter schools. Allocations range
from $506 to $500,000. Funds will be awarded according to the required funding formula that is
based on the 1996 number of three-, four- and five-year olds with disabilities, current number of
three to five- year olds living in poverty, and the total enrollment of K-12 students in the
community. See for allocation amounts.
762
ARRA/IDEA
Part B
ARRA/IDEA Part B funding is considered an increase to the regular Early Childhood Special
Education Grant and amounts are based on the current number of three to five- year olds living
in poverty, and the total enrollment of K-12 students in the community. Allocation amounts for
the first installment of ARRA funds are listed Second allocations may vary based on
federal formula and will be available in fall 2009.
391
Inclusive PreK The FY2010 state award for Inclusive Preschool Learning Environments is $8,900,531and is
Learning
available to the same lead agencies that received these funds in FY09. Eligibility amounts are
Environments listed
All grant awards are subject to FY 2010 state and federal budget appropriations and budget
language.
Fund Use:
262
Early
Childhood
Special Ed
The Early Childhood Special Education Allocation Grant allows school systems to provide
programs for three, four, and five-year olds and/or to contract with other public and private
providers, such as Head Start, private preschools, and/or licensed child care providers. Funds
may also support the three indicators 6, 7, and 12 (stated above related to early childhood) in the
Massachusetts State Performance Plan. The cost for contracted services must be within the range
of the provider’s rate schedule for similar services to other children and their families.
Early Childhood Special Education and Inclusive Preschool Learning Environments Renewal Grant / ARRA funds
4
Massachusetts Department of Early Education and Care
FY 2010
Specialists/therapists and aides may be funded only if they are providing services in an inclusive
setting, including serving 3, 4, and 5 year old children with disabilities in community-based
programs.
Funds may be used to do the following:

Address the four SPP indicators related to early childhood.

Add staff to work in the classroom to assist with inclusion activities or consult with the
teacher on inclusion issues. This may include but is not limited to a behavioral
specialist, aide, therapist, etc. The designated staff must work in a large or small group
setting within the inclusive classroom.

Support transition activities from Early Intervention into preschool, from preschool into
kindergarten, and from kindergarten into Grade 1.

Provide training on inclusive practices for parents, teachers, community providers,
therapists and other staff members working with young children with disabilities.

Facilitate parent involvement as a means of improving services and results for children
with disabilities.

Expedite services for children with disabilities experiencing homelessness.
These funds may not be used for the following:
762
ARRA/IDEA
Part B
Required
ARRA/IDEA
Part B Activity

Screening and evaluation materials or activities related to Child Find and eligibility.

IEP services provided in a pull-out or one-on-one setting.

Purchasing adaptive equipment for individual children as designated in their
Individualized Education Program (IEP) or specific services such as Applied
Behavioral Analysis (ABA).
American Recovery and Reinvestment Act (ARRA/IDEA Part B) – Districts must
coordinate decisions regarding use of all ARRA funds across funding streams, including Title I,
Individuals with Disabilities Education Act (IDEA), and State Fiscal Stabilization Funds. In
addition, districts must collaborate to support and strengthen regional and collaborative
approaches in order to achieve efficiencies and economies of scale that will last beyond the two
year life of ARRA funding. This could include partnering with other districts, educational
collaborative, Early Intervention programs, non-profit organizations, licensed community-based
Early Education and Care and Head Start programs, colleges and universities and professional
organizations in making strategic investments.
Districts are required to propose a plan, including a timeline and a letter of assurance
from EI program(s) that work with the district, to contact all Early Intervention programs
that serve infants and toddlers within the district’s boundaries to develop protocols for the
effective referral of children receiving early intervention services to the school district so that
determination of eligibility and transitions can function smoothly and districts can meet 100%
compliance. ARRA grant funds may be designated for such purpose, if needed, to develop, train
and implement such plans.
Resources for transition plan: From the National Association of State Directors of Special
Education, Inc. (NASDSE)
http://www.projectforum.org/docs/StateEffortstoMeettheECTransitionRequirementsofIDEAfina
l.pdf
Early Childhood Special Education and Inclusive Preschool Learning Environments Renewal Grant / ARRA funds
5
Massachusetts Department of Early Education and Care
FY 2010
From the State Performance Plan/Annual Performance Report
Indicator #12: Early Childhood Transition
SPP
APR
From EEC http://www.eec.state.ma.us/docs/EECTransitionGuideForWeb(3).pdf
To ensure transparency and accountability, school districts will be expected to report how the
ARRA funds are being spent and the results of the expenditures. Districts must maintain
accurate, complete, and reliable documentation on all ARRA/IDEA expenditures and be
prepared to submit quarterly reports and a summary of activities for public reporting to the
Department of Early Education and Care (EEC), and EEC will submit reports to the Department
of Elementary and Secondary Education (ESE).
391
Inclusive PreK
Learning
Inclusive Preschool Learning Environments renewal grants fund Preschool Teacher Salary,
Environments Paraprofessional Salary, Staff Fringe Benefits and Transportation of Students to support the
inclusion of typically developing peers into early childhood special education programs.
Programs that funded teacher salaries and fringe in FY2009 should continue to use these funds
in those same classrooms provided they continue to meet the definition of Inclusive Preschool
Learning Environments above. In the event that funding is not going to be used in those
programs according to the definition, that funding may be redistributed only to other programs
that meet the definition of Inclusive Preschool Learning Environment.
Teacher and paraprofessional salaries may be funded with Inclusive Preschool Learning
Environment funding in a program which is not administered by the lead agency, provided that
the same classroom in which they are working meets the definition of an Inclusive Preschool
Learning Environment, as detailed above.
This funding may not be used to fund one-on-one aides, or transportation for eligible students
with disabilities, as those services should be delivered through a child’s IEP.
Grant Terms:
262
Early
Childhood
Special Ed
762
ARRA/IDEA
Part B
391
Inclusive PreK
The Early Childhood Special Education Allocation Grant renewal grant funding is for the
period 9/1/2009 – 8/31/2010 (provided applicants meet all program requirements) and funds are
budgeted from 9/1/09-6/30/10 and 7/1/10-8/31/10.
American Recovery and Reinvestment Act (ARRA/IDEA Part B) 7/1/09 – 6/30/10*
*These ARRA funds have been awarded to states as part of the FY2010 appropriation, and have
a life of 2 years. As with other federal entitlement grants, they are subjected to the Federal
Tydings Amendment, which allows any funds not expended in the year appropriation to be
carried over for obligation during an additional 15 month period. This makes the effective end
date for these funds September 30, 2011. EEC and ESE are currently working on specific
carryover procedures for these funds and that information will be provided as soon as it is
available.
Early Childhood Special Education and Inclusive Preschool Learning Environments Renewal Grant / ARRA funds
6
Massachusetts Department of Early Education and Care
FY 2010
Learning
Environments
The Inclusive Preschool Learning Environments Grant renewal grant funding is for the
period of 7/1/09-6/30/10 (provided applicants meet all program requirements).
Contact:
Patricia Cameron
Senior Policy Specialist, Special Education
617-988-7812
Patricia.cameron@massmail.state.ma.us
Date Due:
Grants may be submitted as a Consolidated Package or individually by fund code. In order to be
reasonably assured that funds will be available by the beginning of the school year, renewal
applications should be received at EEC’s Central Office by 4:30 p.m. on Friday, June 26, 2009.
Districts must apply for a portion of their ARRA funds by December 30, 2009.
Required
Forms to be
Submitted:
Forms: http://www.eec.state.ma.us/kr_grant_submit.aspx
Standard Contract Form*
DUNS form/W-9
Grant Specific Budget Detail Pages and Budget Narrative
Required Program Information for 262
262
391
762
√√
Statistical Information – on-line application for 262
Required Program Information for 391
Required Program Information for 762 including Letter of
Assurance from Early Intervention program(s)
Required Contact Information
Schedule A – Consolidated Assignment (if applicable)
*Standard Contract Forms for 262, 391 and 762 will be sent to you by EEC fiscal staff
following the programmatic approval of each grant. You will have to sign and return the
contract forms to EEC with an original signature in BLUE INK (no copies).
Additional
Information:
Submission
Instructions:
http://www.eec.state.ma.us/recovery.aspx and http://www.doe.mass.edu/arra/ for ARRA
information.
Appendix D – Grant Negotiation, Payment Terms, Grant Expenditures, Termination,
Recoupment of funds, and relevant law
**PLEASE NOTE: SUBMISSION REQUIRES ON-LINE (262 Statistical Information only), EMAILING AND MAILING PORTIONS OF THIS CONSOLIDATED PACKAGE**
Applicants must mail in two copies of the




to:
Required Program Information for each grant,
Contact Information Form,
Schedule A for each grant (if applicable), and
DUNS/W-9
Kevin Roach
Massachusetts Department of Early Education and Care
51 Sleeper Street – 4th Floor
Boston, MA 02210
ATTN: Fund Code 262/391/762
Early Childhood Special Education and Inclusive Preschool Learning Environments Renewal Grant / ARRA funds
7
Massachusetts Department of Early Education and Care
FY 2010
Please be sure to include the ATTN: line as EEC has multiple grants due at the same time.
Applicants must email the following documents to
earlychildhoodsped@massmail.state.ma.us:


Budget Detail Pages and Budget Narrative Forms for 262, 391 and 762
Required Statistical Information for 262 or complete the on-line version
Please put “Fund Code and name of Lead Agency” in the subject line of the email message.
APPENDIX D – GRANT NEGOTIATION, PAYMENT TERMS, GRANT EXPENDITURES, TERMINATION,
RECOUPMENT OF FUNDS, AND RELEVANT LAW
EEC may negotiate with the selected Grantee(s) the specific deliverables and timeline for their completion
prior to the commencement of this project. Payments will be made according to the final negotiated terms.
EEC will have sole discretion to determine whether a deliverable has been successfully completed by a
Grantee thereby triggering a payment.
Amendments to required services or deliverables which do not affect funding changes:
If during the project, either EEC or a Grantee would like to request a change in the required services,
deliverables, or timeline, EEC or the Grantee may propose such changes to the other. The parties must
mutually agree to such change(s) in writing. A written memorandum may be used to memorialize such
changes; a formal grant amendment will not be required.
All grants are distributed for one fiscal year at a time. These ARRA funds have been awarded to states as part
of the FY2010 appropriation. As with other federal entitlement grants, they are subjected to the Federal
Tydings Amendment, which allows any funds not expended in the year appropriation to be carried over for
obligation during an additional 15 month period. This makes the effective end date for these funds September
30, 2011. EEC and ESE are currently working on specific carryover procedures for these funds and that
information will be provided as soon as it is available.
Programmatic Budget Adjustments (formerly called grant amendments) and Payment Requests:
If during the project, a Grantee would like to request a change from the original approved budget, thus
changing deliverables, or timeline, the Grantee may propose such changes to EEC who may agree to
implement such changes. This is done by filing a Programmatic Budget Adjustment (formerly called a grant
amendment). A Programmatic budget adjustment is required 30 days in advance of proposed changes and in
any case where the original budget line is changed by more than 10%. EEC reserves the right to approve or
deny any proposed changes. When the Programmatic Budget Adjustment forms are available, you will
receive electronic notification regarding where they are posted on the EEC website.
Grantees are encouraged to use Electronic Funds Transfers (EFT). EFT allows for payments to be made from
the Commonwealth to grantees electronically and is the preferred method of payment for all payees doing
business with the Commonwealth. Use of EFT significantly reduces payment delays through a reduction in
processing and mailing time. Registering a grantee for EFT payments requires completion of an Electronic
Funds Transfer form by the Grantee and submission to EEC as part of contract execution.
First quarter grant payments will be released to you automatically. To initiate subsequent grant payments,
grantees must submit a Request for Funds Form for the appropriate fiscal year. Throughout the grant term,
grantees must seek EEC’s approval for any budget changes by filing EEC Amendment Forms. Within sixty (60)
Early Childhood Special Education and Inclusive Preschool Learning Environments Renewal Grant / ARRA funds
8
Massachusetts Department of Early Education and Care
FY 2010
days of the termination of a grant, a grantee must submit an FR1 Final Financial Report and repay the
Commonwealth for any unexpended funds. These forms are available at EEC’s website, www.eec.state.ma.us.
Forms must be sent to the following address:
Massachusetts Department of Early Education and Care
51 Sleeper Street, 4th Floor
Boston, MA 02210
Attn: Sandy Fortier Hollow
All grant recipients must use the grant monies in accordance with the terms and requirements set forth in this
Request for Responses, in addition to applicable EEC policies, regulations and/or state or federal laws. EEC
reserves the right to recoup any and all monies which are not spent in accordance with such terms and/or
laws. EEC further reserves the right to discontinue grant funding to any recipient who violates any of the
grant terms and/or conditions which are incorporated into this Request for Responses.
The selected Grantee must comply with all applicable provisions of the Massachusetts General Laws, State
Finance Law, 815 Code of Massachusetts Regulations 2.00 et seq. (regarding grants), and the Office of the
State Comptroller’s policies and procedures regarding grants.
In accordance with the Commonwealth’s Terms and Conditions, EEC reserves the right to, among other
things, withhold payment or seek reimbursement if the Lead Agency does not comply with the requirements
delineated in this RFR.
Dunn and Bradstreet Universal Numbering System (DUNS) number requirement –
The United States Office of Management and Budget (OMB) requires all vendors that receive federal grant
funds have their DUNS number recorded with and subsequently reported to the granting agency. If a
contractor has multiple DUNS numbers the contractor should provide the primary number listed with the
Federal government’s Central Contractor Registration (CCR) at /www.ccr.gov. Any entity that does not have
a DUNS number can apply for one on-line at www.DNB.com under the DNB D-U-N Number Tab.
Early Childhood Special Education and Inclusive Preschool Learning Environments Renewal Grant / ARRA funds
9