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California Department of Education AFTER SCHOOL DIVISION. Know Your Grant Requirements! August 2012. Michael Funk , Director After School Division. Purpose of Today’s Webinar. Provide information on after school program regulations and requirements. Answer questions. 3. 3.
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California Department of EducationAFTER SCHOOL DIVISION Know Your Grant Requirements!August 2012
Michael Funk, Director After School Division
Purpose of Today’s Webinar Provide information on after school program regulations and requirements. Answer questions. 3 3
ASESRequired Program Elements • Educational and Literacy Component •Educational Enrichment Component • Nutritious Snack
21st CCLC E/M Required Program Elements • Educational and Literacy Component •Educational Enrichment Component • Nutritious Snack •Family Literacy
ASSETsRequired Program Elements • Educational and Literacy Component •Educational Enrichment Component • Nutritious Snack •Family Literacy •Physical Activity
ASES and 21st CCLC E/M Educational and Literacy Component Defined as tutoring or homework assistance in one or more of the following areas: • Language arts • Mathematics • History and Social Science • Computer training • Science
ASSETs Educational and Literacy Component The program shall include, but is not limited to: • High school exit exam preparation • Tutoring • Homework • College preparation • Career technical education
ASES, 21st CCLC E/M, and ASSETs Educational Enrichment Component May include: visual and performing arts, career technical education, recreation, physical fitness, prevention activities Examples: vegetable gardening, robotics, music and dance lessons
21st CCLC E/M and ASSETsFamily Literacy Programs must assess the need for family literacy services among adult family members of students to be served by the program. Based on that need, all programs must provide services or coordinate with local service providers to deliver literacy and educational development services.
ASES, 21st CCLC E/M, and ASSETsDaily Nutritious Snack All after school programs must provide a daily snack that meets the nutrition standards as stated in the California Education Code Section49430. Resources: http://www.cde.ca.gov/ls/nu/sn/snack.asp http://californiaafterschool.org http://www.californiaprojectlean.org
California Nutrition StandardsSnack Requirements • ≤35% total calories from fat • ≤10% total calories from saturated fat • ≤35% added sugar by weight • Contain no artificial trans fat • ≤175 calories for elementary age students • ≤250 calories for middle and high school students Exceptions: Non-fried fruits and vegetables, seeds, nut butters, cheese, eggs
Reimbursable Snack Must contain (at a minimum) a full serving of any two of the following four food components: • Fruit, Vegetable, or 100% Juice • Grain or Bread Product • Meat or Meat Alternate • Fluid Milk
Physical Activity • ASSETsprograms must include a physical activity component. • ASES, 21stCCLC E/M programs are strongly encouraged to include it.
ASES Program Plan An operational design of your after school program within the framework of the program requirements. A written plan that includes information on program operation, policies, procedures, staffing, and how the program will align with the regular day. A template is available on the CDE After School Web site at: http://www.cde.ca.gov/ ls/ba/as/documents/programplanguide.doc
ASES Program Plan(continued) A “living” document Reviewed and revised periodically to: Reflect the current needs of the community Provide continuous improvement in the development of an effective after school program. Required after grantees receives funding.
21st CCLC and ASSETsProgram Narrative Much of the initial content for the narrative is included in the grant application. The narrative cannot be changed without After School Division approval.
More on Collaboration… When: • Initial program development • Ongoing program implementation With whom: The schools the students attend and the surrounding community Alignment between: • After school program • Regular school day program
Principles of Effectiveness 21st CCLC E/M and ASSETs
Alignment with the School Day Shared student assessment data Access to curriculum maps/long-term learning goals Participate in professional development with regular day teachers Communication with teachers and principals, e.g., academic liaison.
Grade Levels of Students Served ASES • K and Grades 1 through 9, inclusive 21stCCLC E/M • K and Grades 1 through 9, inclusive ASSETs • Grades 9 through 12, inclusive
Hours of Operation • 21st CCLC • ASES • ASSETs • Before School • Supplemental
ASES and 21st CCLC E/M Must operate a minimum of 15 hours per week Must commence immediately upon the conclusion of the regular school day. Must operate until at least 6:00 p.m. everyday that school is in session. Middle and Junior High School programs mayadopt a flexible attendance schedule
ASES and 21st CCLC E/MBefore School Program Grants Must operate no less than 1 ½ hours each regular school day. A student who attends less than ½ of the daily before school program is not to be counted for attendance.
ASSETs Must operate a minimum of 15 hours per week. Must operate everyday school is in session. Not required to operate during specific hours. Can operate before school, after school, in summer, or during intersession.
ASES and 21st CCLC E/MSupplemental Grants Types of supplemental grants: after school and before school. Funding is to be used for a program that operates in excess of 180 regular school days, including weekends, holidays, summer, or intersession. Does not apply to ASSETs.
ASES and 21st CCLC E/MRequired Policies Attendance policies must be established, communicated to all involved in the program, and applied. • Early Release in after school programs • Late Arrival in before school programs
ASES, 21st CCLC E/M, and ASSETsFacility and Transportation • The after school program must be located at a safe and easily accessible location. •Transportation is to be provided to and from the program site, if any activities are conducted off-site. • Non-school facilities must: • Ensure the program will be at least as accessible as if located at a school site • Provide safe transportation
Student Participation • Services must be available to all students and families targeted for services regardless of their ability to pay. • If fees are charged, programs must use a sliding scale. • Scholarships must be available for those who cannot afford to participate. • All funds must go back into the program.
Staffing ASES and 21st CCLC E/M: Student to staff ratio must not exceed 20:1 ASSETs: No staffing ration requirement applies.
Staffing(Continued) • Staff who directly supervise students must meet minimum qualifications for an instructional aide. • Staff and volunteers are subject to the health screening and fingerprint clearance requirements.
Staff Training All grantees are required to provide staff training and development. Examples include: On-site or on-line training, workshops, conferences, formal education, technical assistance, access to a resource center or demonstration site, peer mentoring, electronic listservs, and professional associations.
21st CCLC E/M and ASSETsPrivate School Consultation All grantees, including private schools, must consult with officials from private schools (including faith-based schools) that meet the funding eligibility criteria and are in the geographic area to be served. CDE Web site link with additional information: http://www.cde.ca.gov/sp/ps/cd/guidance.asp
Private School Consultation • Identification of students’ needs • Discussion of services to be offered • Size and scope of services and the proportion of funds allocated • Program delivery options
21st CCLC E/M and ASSETsOptional Grants Equitable Access Family Literacy 39 39
Grant Reporting and Accountability
ASES, 21st CCLC E/M, and ASSETsAssurances Listed in the Request for Application Signed by the Superintendent or Authorized Agent Sets the standard for the operation of your after school program Grantees are responsible for meeting the Assurances (e.g., grant requirements)
ASES, 21st CCLC E/M, and ASSETsFunding Requirement No less than 85% of grant funds are to be allocated to school sites for direct services to students. 15% cap on administrative costs, which also includes indirect costs.
ASSETs Allocation of Funds • May spend a maximum 15% in “startup” costs during Year 1. •May spend the greater of 6%, or $7,500, to collect outcome data for evaluation and reports to the CDE.
ASESMatching Funds •ASES programs must obtain a local contribution of cash or in-kind funds of not less than 1/3 of total grant amount. •Facilities or space usage may fulfill up to 25% of the required local match.
ASESMaking the Match(continued) Examples of in-kind donations include: Low cost or free meeting space Principal’s time Snacks Supplies Teacher’s time and expertise, e.g., dance, music, etc.
ASES, 21st CCLC E/M, and ASSETsSupplementing versus Supplanting • After school program funds are to be used to supplement, and not supplant, state and local funds. • Examples of supplanting include: - Using funds for regular day classes - Using funds for community sports teams
Reporting to the CDE After School Division Reports to be Submitted: •Annual budget report •Quarterly expenditure reports •Semi-annual program attendance All budget-related reports are to be submitted via the After School Support and Information SysTem (ASSIST).
ASES, 21st CCLC E/M, and ASSETsAttendance Meeting your attendance goal established in the grant application is critical to maintaining grant funding. Attendance is reported to the CDE semi-annually; however, tracking attendance more frequently at the local level is strongly encouraged to prevent a reduction in grant funds.
ASES, 21st CCLC E/M, and ASSETsGrant Retention The CDE may: Adjust grant award amounts of any school that falls below 85 percent of the targeted attendance in each of two consecutive years. In any year after the initial year that program attendance falls below 75 percent, the CDE shall review the program and may adjust the grant award amount.
ASES, 21st CCLC E/M, and ASSETsOutcome-Based Data • Submit annually for evaluation. • Include measurable student outcomes for academic performance, attendance, and positive behavioral change. • Reporting forms, instructions, and due dates: - ASES - http://www.cde.ca.gov/ls/ba/as/ - 21stCCLC E/M and ASSETs - http//www.cde.ca.gov/ls/ba/cp/