Title
of Presentation
21st Century
Community
Learning Centers
C6A Pre-Proposal Workshop
2012-13 Request For Proposals
Susan D’Annunzio
Student Services Supervisor
Bureau of Teaching and Learning
Division of Student Services
Tom Corbett, Governor
Ron Tomalis, Secretary of Education
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21st Century Community Learning Centers
Pennsylvania Department of Education
Office of Elementary and Secondary Education
Carolyn C. Dumaresq, Deputy Secretary
Bureau of Teaching and Learning
Edward A. Vollbrecht, Bureau Director
Division of Student Services
Carmen M. Medina, Division Chief
www.education.state.pa.us
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21st Century Community Learning Centers
The Pennsylvania Department of Education (PDE) does not
discriminate in its educational programs, activities or employment
practices based on race, color, national origin, sex, sexual
orientation, disability, age, religion, ancestry, union membership, or
any other legally protected category. This policy is in accordance
with state law, including Pennsylvania’s Human Relations Act, and
with federal law, including Title IV and Title VII of the Civil Rights Act
of 1964, Title IX of the Education Amendments of 1972, Section 504
of the rehabilitation Act of 1973, the Age Discrimination in
Employment Act of 1967 and the American Disabilities Act of 1990.
www.education.state.pa.us
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21st Century Community Learning Centers
Soaring Beyond Expectations
Cohort 6A Pre-Proposal Workshop
Pennsylvania Department of Education
Division of Student Services
Division of Federal Programs
www.education.state.pa.us
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21st Century Community Learning Centers
Purpose
The primary purpose of the 21st CCLC program is to
assist schools and community partners to develop
and implement comprehensive extended learning
opportunities for children in grades Pre-K-12 as a
means of increasing academic achievement and
building resiliency.
www.education.state.pa.us
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21st Century Community Learning Centers
Opening Participant Question
Current Grantee
Community-Based Organization
Faith-Based Organization
Prospective Grantee
www.education.state.pa.us
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Changes this Grant Round
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Letter of Intent To Apply - due April 20, 2012(ksykes@pa.gov)
PDE eGrants electronic application- due May 4, 2012, by noon
Printed paper applications (5 copies) - due May 11, 2012
Award Duration - 39 months
Advance Payment of 25% of Year 1 grant award
No required full-time Program Coordinator
No required physical activity
Pennsylvania Funding Priorities-middle school, high school credit
recovery and STEM
Fee For Service Limitations
Additional sliding scale technology cap for STEM applicants
Maintain 85% of targeted student attendance
Reduced national conference attendance requirement to one
conference
www.education.state.pa.us
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Important Dates To Remember
• RFP release March 23, 2012
• Intent To Apply Due Date: April 20, 2012 (ksykes@pa.gov)
• Complete and submit the online application prior to noon on
May 4, 2012 (electronic)
• Print and mail five (5) copies of the submitted application to:
PA Department of Education, Division of Federal Programs,
333 Market Street, 7th floor, Harrisburg, PA 17126-0333 (Attn:
21st Century CCLC Grant Program) Printed applications
must be received no later than May 11, 2012, in order to
proceed to the peer review. Applicants who fail to meet
this deadline will be disqualified. (paper)
www.education.state.pa.us
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e-Grants Advice
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Read everything before completing anything
eGrants access http://egrants.ed.state.pa.us/
Send program questions to RA-21st CCLC@pa.gov
e-Grants help desk: RA-egrantshelp@pa.gov
Submit eGrants application no later than May 4, 2012
eGrants Help Desk - 717-506-2317 option #2
Only one application per organization
www.education.state.pa.us
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eGrants Application Process
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The 2012-13 21 CCLC application is available on the Pennsylvania
Department of Education eGrants system at http://egrants.ed.state.pa.us.
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Pennsylvania school districts, charter schools and intermediate units are
already approved agencies in the PDE e-Grants system.
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Complete the RFGA Applicant Sign-Up to request access to the 21st CCLC
grant program as a new agency for this bureau.
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Online – eGrants support - help with any technical questions that you may
have about the eGrants system. Support from 8 a.m.to 4 p.m., Monday
through Friday (excluding holidays). Not available Saturdays or Sundays.
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eGrants Website may be unavailable on the first Sunday of each month,
from 7 a.m. to 5 p.m., for routine maintenance.
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The 2012-13 eGrants application requires applicants to complete the online
application process for each section of the program listed. All sections must
be marked complete to submit the application, even if they are blank.
www.education.state.pa.us
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Funds Available
Applicants may request funds ranging from a
minimum of $50,000 to a maximum of
$500,000.
Approximately 18 million will be available for
funding.
Period of Availability for Year 1: June 1, 2012 –
September 30, 2013
www.education.state.pa.us
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Funding Priorities
As mandated by federal law (P.L. 107-110, §4204[ i ]),
funding priority will be given to applications that meet
both of the following conditions:
1. The applicant proposes to serve students who attend school districts
that have been identified for improvement by the Pennsylvania
Department of Education; and
2. The application has been submitted jointly by at least one LEA
receiving funds under Title I, Part A and at least one public or private
community organization.
3. To be viewed as a joint application, there must be evidence that (1)
the LEA and at least one other organization collaborated in the
planning and design of the program; (2) each have substantial roles
to play in the delivery of services; (3) both share grant resources to
carry out those roles and (4) both have significant ongoing
involvement in the management and oversight of the program.
www.education.state.pa.us
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Pennsylvania Funding Priorities
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Five additional review points will be given to applications that:
Include programs that target and give priority to middle schools students (sixth
grade through eighth grade) and who also:
– Have previous experience and success in providing services to middle
school students and
– Propose offering services exclusively to students from eligible middle
schools. Programs requesting priority to serve middle schools may not serve
elementary school students.
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Preference for funding will be given to qualified applicants offering credit
recovery to high school students.
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Align the proposed afterschool programming with existing research-based
programs that demonstrate effective utilization of Science, Technology,
Engineering and Mathematics (STEM). Raise the awareness and understanding
of students about STEM activities by infusing STEM into expanded learning
opportunities, after school and summer programming. Applicants proposing
STEM services under Cohort 6A will be eligible for an increased annual
technology cap based on the following sliding scale: 15% year 1; 10% year 2;
and 5% year 3. http://tinyurl.com/21cclcSTEM
www.education.state.pa.us
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Grant Award Selection and Notification
• Competitive application and peer review
process
• Highly qualified reviewers
• Written notification
www.education.state.pa.us
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Award Duration and Amounts
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3 years (2012-2015)
Anticipated Start Date - June 1, 2012
Year 1- June 1, 2012 – Sept. 30, 2013
Subsequent Years- October 1 - September 30
No carry-over of unspent funds from one year to the next
www.education.state.pa.us
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Eligibility
Eligible Applicants
• Federal law mandates per section 4203 (a) (3) that
any public or private organization may apply for
CCLC funding if it proposes to serve:
• Students who primarily attend:
– schools eligible for schoolwide programs under [Title I]
section 1114, or
– schools that serve a high percentage of students [at least
40 percent] from low-income families and
• the families of students described in Item 1 above
www.education.state.pa.us
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Eligible Participants
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Public, private and nonpublic school students
Target population
Adult family members of participating students
Equitable services to private school students and
their families
www.education.state.pa.us
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Effectiveness and Federal Assurances
Principles of Effectiveness and Federal Assurances
• The Principles of Effectiveness are defined as per
section 4205 (b) of the No Child Left Behind Act.
• The No Child Left Behind Act provides the Principles of
Effectiveness to guide local grantees in identifying and
implementing programs and activities that directly
enhance student learning.
• Every 21st CCLC grantee is required to meet the Federal
Assurances, which are contained within the 21st Century
contract document. The Federal Assurances are located
in the eGrants application.
• See Program Assurance Section of the eGrants
application
www.education.state.pa.us
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Required Documents and Forms
• All forms created or accessed in eGrants:
21st CCLC 2012-13 Application for Funds
Certification of Nonpublic Involvement
Letters of Agreement
• Budget Forms: Year 1 Budget Worksheet and Year 2 & 3
Estimated Budgets in eGrants
Summary Budget Form
Narrative Budget Form
• Additional forms: Can be uploaded from eGrants
www.education.state.pa.us
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Program Requirements
Center Operation:
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Space, hours, locations and activity schedules
Center budgets
Operational hours
Staff clearances
Nutritional snacks
www.education.state.pa.us
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21st Century Community Learning Centers
Center Operation: (continued)
The Center must have:
• appropriate and safe equipment
• adequate security
• a clear strategy for the safe transport of students to
and from the Center and home
• space that meets all OSHA, ADA and other relevant
federal and state facility requirements
• summer, weekends and holidays
• staff clearances
• nutritional snacks
www.education.state.pa.us
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Program Components and Activities
Required Program Components and Activities
• Academic Enrichment Activities
• Parental Involvement Activities
• Other Allowable Activities
• 12-15 Hours per Week REQUIRED
• 36 Weeks of Programming
www.education.state.pa.us
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Required Grantee Meetings
Include cost in budget for 2 staff members to attend:
• One statewide grantee meeting and one regional
training annually
• One PDE - approved national conference annually
Exceptions:
• Non sanctioned conference expenses
• Require written requests and PDE approval
www.education.state.pa.us
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Community Advisory Board
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Composition
Required number of meetings
Maintain minutes & attendance
Quarterly Performance Report
Who should be on the board?
www.education.state.pa.us
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Evaluation and Monitoring
• Contracted State 21st CCLC Evaluator,
Allegheny Intermediate Unit #3
www.education.state.pa.us
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Grantees should be prepared to report:
• Student outcomes:
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Reading and math report card grades (fall & spring)
Reading and math PSSA (prior & current year)
PPICS Teacher Surveys
School attendance, tardies (per needs assessment)
School discipline (per needs assessment)
Local assessment data (per needs assessment)
• Implementation:
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Activities
Operations and staffing
Program attendance
Student demographics
www.education.state.pa.us
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www.education.state.pa.us
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Contact AIU Evaluators
Yolanda Yugar
Leslie McConnell
yolanda.yugar@aiu3.net
412.394.5939
leslie.mcconnell@aiu3.net
412.394.5821
www.education.state.pa.us
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Reporting Requirements
• Federal: Profile & Performance Information Collection System (PPICS)
– Grantee Profile
– Annual Performance Report (APR)
• State: Pa Grantee Report
• Monitoring – at least once per 3-year cycle
• Implementation Survey
(Year 1 grantees only)
• Quarterly Performance Report and Year-End Performance Report
• Monthly Expenditure Report
• Annual Local Evaluation Report
www.education.state.pa.us
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External Local Evaluator
Grantees are required to have an external local evaluator.
• Your evaluator should have:
– Demonstrated experience collecting, managing, analyzing,
and reporting K-12 educational data
– An understanding of FERPA and data safeguarding
• Your evaluator should:
– Assist you in setting up your evaluation plan
– Collect data and/or assist the program in collecting data
– Assist you in fulfilling reporting requirements
– Prepare an annual evaluation report
• Applicants must include 5%-8% of annual budget for
evaluation activities
www.education.state.pa.us
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Role of AIU Evaluation Team
• Provide grantees with information and
technical assistance for data collection,
analysis, and reporting
• Prepare state-level reports that summarize
data from on-site monitoring and grantee
reports
• Provide grantees/evaluators with evaluation
resources
www.education.state.pa.us
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Center for Schools and Communities
Role of Center for Schools and Communities
• PDE contracted technical assistance and training provider
• Coordinates trainings, conferences, teleconferences and
webinars
• Maintains the 21st CCLC website at www.21stcclc.org
• Technical assistance consultations with grantees
• Provides relevant and current research
• Receives the QPR at QPR@csc.csiu.org
• Oversees the Advisory Board membership, meetings and
communications between members
• Assists with login/passwords to PPICS
www.education.state.pa.us
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Sustainability Planning
• Leverage additional funds
• Clear, written plan
www.education.state.pa.us
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Budget Guidance
Common Budget Errors:
• Technical equipment expenses listed under the 700 code
must be approved before grantee can proceed with
spending.
• Technical equipment costs cannot exceed 5% of annual
budget.
• Items with a unit cost less than $1,499 should be listed
under 600/supplies.
• Failure to follow directions, poor descriptions, lack of
consistent and adequate description between budget
documents and program narrative.
www.education.state.pa.us
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Budget Years Cohort 6A
The anticipated budget years for this 21st CCLC grant
round are as follow:
Year 1 - June 1, 2012 - Sept. 30, 2013
Year 2 - October 1, 2013 - Sept. 30, 2014
Year 3 - October 1, 2014 - Sept. 30, 2015
www.education.state.pa.us
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Budget Documents
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Establish need for requested amount
Minimum of $50,000
Maximum annual request of $500,000
12-15 hours per week REQUIRED
36 weeks of programming
PDE reserves the right to reduce requested grant amounts
www.education.state.pa.us
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Budget Form Preparation
Summary Budget Form
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Self Populates
Based Upon Budget Narrative Form
Budget Narrative Form
 Specifies Cost Bases for All Major
Items
www.education.state.pa.us
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Unallowable Expenses
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Pre-award costs
Unapproved out-of-state or overnight field trips including retreats, lock-ins, etc.
Incentives in excess of $25 (no direct cash to students)
Purchase of facilities or vehicles (e.g., Buses, Vans or Cars)
Land acquisition
Capital improvements and permanent renovations
Supplanting federal, state or local funds
Direct charges for items/services that the indirect cost rate covers
Training and professional development materials that are available to grantees
at no cost
• Dues to organizations, federations or societies for personal benefits
• Religious worship, instruction or proselytization
www.education.state.pa.us
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Budget Do’s and Don’ts
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Budget for state and national conferences
Program expenses including transportation and
administrative costs
Budget should reflect program design
A significant portion of each 21st Century budget must
be spent on academic activities
Grant funds may be used to pay for employee
clearances
Allocate 5-8% of the annual budget for evaluation
Fees for service must be clearly explained and cannot
hamper attendance of low income students
www.education.state.pa.us
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21st CCLC Program Officers
Chuck Goulding
Deborah Klabe
(717) 346-3251
(717) 772-3586
cgoulding@pa.gov
deklabe@pa.gov
Richard “Chip” Murray
(717) 214-7314
rimurray@pa.gov
www.education.state.pa.us
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Contact Information
Carmen M. Medina
Chief, Division of Student Services
Pennsylvania Department of Education
(717) 783-6466
cmedina@pa.gov
Susan D’Annunzio
Student Services Supervisor
(717) 346-3186
sdannunzio@pa.gov
www.education.state.pa.us
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Fiscal Contact Information
Division of Federal Programs
(717) 783-2193
Cindy Rhoads
Federal Programs Regional Coordinator
(717) 783-9167
crhoads@pa.gov
www.education.state.pa.us
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CliAdditional Information
For more information on these
21st Century Community Learning
Centers please visit
www.education.state.pa.us or
contact
The mission of the Pennsylvania Department of Education is to lead
and serve the educational community, to enable each individual to grow
into an inspired, productive, fulfilled lifelong learner.
www.education.state.pa.us
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