Welcome

1. Welcome 21st Century Community Learning Centers – Out-of-School Time (CCLC-OST) Grant Funding Opportunity Fiscal Year 2014 Fund Code 647-B1B Grant Information Session May 29, 2013 1:30–3:30PM at the Department in Malden

2. Session Agenda • General Grant Overview • Purpose/Priorities • Eligibility • Funding/Fund Use • Lessons from the Field • Questions

3. The Department’s (ESE) goal To prepare all studentsfor success after high school

4. Our core strategies Prepare all students for success after high school by: • Strengthening curriculum, instruction, and assessment • Improving educator effectiveness • Turning around the lowest performing districts and schools • Using data and technology to support student performance

5. How can students reach academic goals if they do not see the relevance of learning to their lives? That is the Intent of the Massachusetts 21st Century Community Learning Centers Program Grant

6. OVERVIEW

7. The MA 21st CCLC approach to learning focuses on strategies that engage & support students with different learning styles in gaining a greater understanding of classroom content in an atmosphere the fosters creativity. How do we do this?

8. Goals of the Massachusetts 21st Century Community Learning Centers Program

9. An old adage states: "Tell me and I forget, show me and I remember, involve me and I understand.” The last part of this statement is the essence of the MA 21st CCCL program.

10. By embedding academics into engaging projects we not only give students a richer and more in-depth learning experience but we are also are helping them to develop self-expression, critical thinking, problem solving skills and positive relationships.

11. Elementsof a Content Rich Program • Inquiry-based learning- The instructor guides the students in the process of finding the answers themselves and encourages them to ask new questions along the way. • Project-based learning-instructionalapproach built upon authentic learning activities that engage student interest and motivation. With this type of active and engaged learning, students are inspired to obtain a deeper knowledge of the subjects they're studying. Learning through questioning, inquiry, and critical thinking. • Media technology-as a means to develop students into healthy consumers, innovative producers, and critical thinkers. • Incorporate technology to enhance learning. • Emphasizes project-oriented, inquiry-based learning. The philosophy and techniques of inquiry-based learning are particularly well suited to media technology because they inspire exploration. • Encourages Collaboration. Builds essential teamwork skills. • Service-learning- teaching and learning strategy that integrates meaningful service with instruction.

12. Offering hands on, project-based, experiential learning activities that complement and support the school day and enable students to become more active & engaged learners. • Focusing on projects such as digital story telling that cut across content areas to enable students to see the connections between different domains (ELA, Math, Science & Technology, History and Social Sciences). • Providing the opportunity to understand how the content learned in the classroom connects to everyday life ( E.g., connection between sports and math, science and art, service-learning and literacy). • High quality professional development that connects to needs identified through data sources.

13. Service-Learning* • All grantees are required to engage students in at least one service-learning project each year. Training will be provided.

14. What is Service-Learning? • Service-learning is: • A teaching and learning methodology • A way to “bring learning to life” • A student engagement strategy • Service-learning is NOT: • A one-time community service project • An “add-on” • An adult-driven activity

15. 21st CCLC Grant Purpose/Priorities • Primary purpose: To support additional leaning time for students in grades K-12 before and/or after school and during the summer that provides creative and engaging academic enrichment opportunities that will help to close proficiency gaps, and support college and workforce readiness and success.

16. ELIGIBILITY REQUIREMENTS • School districts, cities and towns, community-based organizations (CBOs), other public or private entities, or a consortium of two (2) or more of the above. • CBOs must have a partnership with a public school. • Applicants must have (or plan for) a local council with one of its primary functions the coordination of the 21st CCLC program. • District/communities that currently receive 21st CCLC grantees are among those eligible to apply, as part of the competitive process, provided they meet this grant’s eligibility requirements and are applying for a site that did not receive any 21st CCLC funding during FY2013. 17

17. Eligible applicants must meet at least one (1) of the criteria listed below: • Primarilyserve students in schoolsdesignated as Title I school-wide programs. AND/OR • Serve students in districts/schools with 20% or more low-income families as indicated on the ESE’s School and District profiles page. http://profiles.doe.mass.edu/ 18

18. ADDITIONAL ELIGIBILITY PARAMETERS: • Applicants may not propose more than one site. • Entities may not be the lead applicant on more than one proposal. However, entities may be a partner on more than one proposal NOTE: Applicants should be aware that due to limited available funding, the Department does not plan to fund more than one program in any given school district/community. •  Applicants may not propose sites that were included in an FY14 21st CCLC-ELT Fund Code : 647-B1A grant proposal. • District/communities that currently receive 21st CCLC grantees are among those eligible to apply, as part of the competitive process, provided they meet this grant’s eligibility requirements and are applying for a site that did not receive any 21st CCLC funding during FY2013.

19. Applications from agencies and organizations other than a school district, city, or town will be screened for capacity to administer the program based on the applicant's: • Proven fiscal responsibility, for example, as demonstrated through an annual audit; • previous experience with similar amounts of funding at the state or federal level through government, foundation, or private grants; • documentation of linkage with the school site; and • documentation of a clear plan of communication and linkage with the school site for purposes of completing required Survey of Academic Youth Outcomes (SAYO) teacher surveys and access to pertinent student data.

20. Competitive priority will be given to applications that meet the following: • Propose to serve youth in schools/districts designated as Level 3-5. • Districts/Communities that have not received MA 21st CCLC funding in the past five years (FY2009-FY2013). • Applications that are submitted in full partnership by a school district and community-based organization(s) or other public or private entity(ies). Application was jointly developed.

21. GRANTEE REQUIRMENTS • Implement the ESE-developed Survey of Academic Youth Outcomes (SAYO) evaluation tool.* • Implement Assessment of Program Practices (APT) observation tool.* • Submit data to ESE three times per year on students who are enrolled in programs and services funded by this grant.* • Submit data to USED once a year on hours of operation, staffing, partnerships, and activities.* • Attend 21st CCLC coordinators meetings and trainings.* • Offer at least one Service-Learning project each year.* * Training provided by ESE. 22

22. Title IX (Uniform Provisions) of the No Child Left Behind Act • School districts are mandated to consult with non-public school administrators about the non-public school students’ needs and how those needs can be best addressed by federal programs. This must occur in a timely and meaningful way during the design and development of the program. • Schools/districts must provide equitable services to non-public school students and their families, if those students are part of the target population. 23

23. FUNDING FY2014 Competitive Grant Between $900,000 & $1M is available through Fund Code 647-B1B for implementing FY14 school year and summer programs. • Applicants may apply for between $50,000 and $175,000, for one site, to implement school year and summer programs. 24

24. FUND USE • Funds must support the allowable purpose and priorities (see Funding Opportunity RFP for more details). • Services must be only during non-school hours. • At least five (5) percent of the total budget must be set aside to support family involvement. This may include a part-time Family Engagement/Outreach Liaison if one does not currently exist. • No more than 20% of the total budget may be used for program coordination and administration and no more than 10% may be for program materials. • FUNDS CANNOT be used for overhead costs, rental of space or utilities includingphones and cell phones, capital expenses, or educational materials that are used as part of the school day curriculum. • Indirect costs are frequently referred to as overhead costs. If you opt to take indirect, use your most recently approved rate. If the approved rate is higher than 5.0%, the agency can use only a maximum rate of 5.0% for this grant. (Any entity that wishes to include indirect costs in the budget and does not have a current approved rate see Funding Opportunity RFP for details. 25

25. Grantees Must Adhere to the Following Program Guidelines • Each 21st CCLC site offer at least 448 hours per year. • Programs offering before-school services during the academic year must run for at least one (1) hour each morning that the component is offered, and conclude that component before the school day begins. • Participating students must attend during the school year a minimum of 100* hours on average for elementary schools, 90 for middle school and 80* for High School. • Programs must offer a daily, nutritious snack (and breakfast if offering a morning program) that meets the requirements of the United States Department of Agriculture (USDA) National School Lunch Program for meal supplements. • *NOTE: Hours of participation are based on MA 21st CCLC statewide data. • Drop-in programs are NOT ALLOWED. 26

26. Project Duration Pending budget appropriation, continuation of funding will be available for a total grant period of 3 years. • Continued funding in years two (FY 2015) and three (FY 2016) will be based on meeting all grant requirements including: • submission of yearly progress updates; • timely submission of required forms and data; • the ability to use data to inform and demonstrate continuous program improvement; • maintenance of attendance levels and program quality; • evidence that the grantee is working towards sustaining the program beyond the grant period; and • submission of a yearly reapplication. 27

27. Use of Contracted Providers • Must be held to the same standards as the fiscal agent (e.g., administrative costs, materials/supplies, indirect costs must be calculated at the same rate as fiscal agent). • Application must include budgets and budget narratives for each individual contracted provider. 28

28. Results Oriented Approach The MA 21st CCLC Program worked with the National Institute on Out-of-School Time (NIOST) over a three-year period to create the Survey of Academic Youth Outcomes (SAYO), an evaluation tool for use by Massachusetts’ 21st CCLC grantees.

29. Survey of Academic Youth OutcomesEvaluation System • Uses brief pre and post-participation surveys to collect data from school-day teachers and after-school staff. • Programs collect data on selected outcomes that are aligned with their goals and program practices. • Each outcome area is measured by asking school-day teachers and after-school staff to respond to four or five questions related to observableyouth behaviors. • Enables the 21st CCLC programs to capture information reflecting changes that are (a) associated with participation in a high-quality after-school program and (b) likely to occur over a one-year period. • Customizable to meet district / school needs. • Programs select from a list of outcomes and measure what best reflects the focus and goals of the programs.

30. Afterschool ProgramPractices Tool APT 31

31. APTFeatures • Measures program quality. • Helps programs strengthen how they work with youth in order to enhance their experiences and promote SAYO outcomes. • APT-O • Guides observations • Snap shot of your program “in action” • APT-Q • Examines aspects of quality that are not easily observed – “behind the scenes” • Guides reflections of practices 32

32. What Does The APT Measure? • Program climate • Relationships (staff:youth and peer:peer) • Program practices • That support individual interests and needs • That promote youth engagement and stimulate thinking • Youth participation 33

33. ENROLLMENT DATA 34

34. What Type of Enrollment Data? • Student Name • SASID (state assigned student ID number) • 21st CCLC Site • Hours of service (enrolled and attended) • Demographic • Gender, grade, race/ethnicity • LEP, Low-Income, and SPED status • MCAS 35

35. Hints • Be very realisticabout the number of students you will serve. • Describe the specific strategiesyou will use to engage hard to reach populations. Be clearin addressing HOW specific activities: • will connect to and support learning. • will assist students in their area(s) of need. • Merely asserting that the project will assist students in academic areas does not provide the reviewers with a full understanding of how this will occur. • Be succinct and to the point and careful not to overwhelm the reviewers with too many facts and figures. Highlight innovative practices….. Our best innovations come from changing the way we do things. 37

36. Assembling Your Application Remember peer reviewers are reading multiple applications so make your application as easy to read as possible. Pages numbered, single-spaced, and printed on 1 side only. Font - no smaller than Arial 10 pt. Respond to each question as listed, do not answer multiple questions in one. Make sure the question to which you are responding is written directly above the answer to your question. Keep to the page and additional non-required information to the limit (10 pages in total not including required forms). If including additional information, provide enough of a synopsis in the body of the application for the reader to get the point. Do not spend unnecessary time or money on frills like binders. 38

37. DUE DATES Letters of Intent May 31, 2013 Grant Applications June 14, 2013 5:00 P.M. There will be no extensions.

38. THINK DIFFERENT Create an open climate for questioning deeply ingrained assumptions about out-of-school programs. Think “DIFFERENT” in terms of designing a creative and responsive program because: Learning happens by design not by mistake.

39. If you have additional questions contact: Karyl Resnick - Coordinator 21st Century Community Learning Centers 781-338-3515 kresnick@doe.mass.edu