Alabama 21 st Century Community Learning Centers

1. Alabama 21st Century Community Learning Centers Request for Application (RFA) Instructional Guidelines Fiscal Year 2020

2. Alabama State Department of Education Joslyn Reddick- Education Administrator/Federal Programs Yolonda Averett- 21stCCLC State Coordinator Julie Harrington- 21st CCLC Milanda Dean- 21st CCLC Jannique Ellis- Administrative Assistant Technical Advisors Dr. Phyllis French Ted Glover Donna Goodwin Sherry Calvert Contractual Services of Auburn University – Lynn Patrick Linda Dean Chris Groocia Paul Morin Linda Williams

3. Training Agenda and Objectives Grant Application overview Upon completion of this training, participants will be able to: Understand the purpose of the 21st CCLC grant Understand the components of the grant application Complete the application process Submit all required corresponding documentation

4. Point of Clarification This presentation has an extensive amount of verbiage. Each point will not be elaborated in great detail throughout the training. However, since the PowerPoint will be posted for instructional purposes, the wording is necessary.

5. Additional Points of Clarification • Any reference to an LEA (Local Education Agency) refers to a K-12 School district. • Any reference to a CBO (Community-based Organization) or FBO (Faith-based Organization) refers to any eligible organization outside of an LEA ie. Universities, municipalities, etc. • Authorized Representative refers to the head of any entity that is not an LEA. • Fiscal Agency is the organization that manages the financial business of the grant. • If you copy and paste from a Microsoft Word document into eGAP make sure you backspace to the last letter to clear up extra spaces. Then return to the beginning and make sure the information didn’t copy twice.

6. Important Dates to Remember April 19, 2019-RFA Powerpoint and eGAP PowerPoint Training Released

7. Important Dates to Remember April 26, 2019 – Letters of Intent due to the ALSDE for LEAs and non-LEAs May 6, 2019- Formal RFA Release June 21, 2019 – Application due date

8. Purpose of the 21st CCLC Grant(As defined by USDOE Legislation) The 21st Century Community Learning Program (CCLC) is a U.S. Department of Education program For the creation of Community Learning Centers which provide academic enrichment to assist at-risk students attending socio-economically challenged or lower performing schools to meet State and local standards in core subject areas

9. Purpose of the 21st CCLC Grant(Continued) To ensure high quality, expanded learning opportunities which occur outside of regular school hours for children in a safe and sound educational environment. Before School After School Weekend Summer Holiday breaks Services must be focused on Academic Enrichment, Family Involvement, and Science, Technology, Engineering and Math (STEM) and Service Learning

10. Eligible Applicants Any public or private organization is eligible to apply. Examples of agencies and organizations include, but are not limited to the following: Schools/School Districts (LEAs) Community-based organizations(CBOs) Faith-based organizations (FBOs) Non-profit agencies City or county government agencies Institutions of higher education For profit corporations

11. Target Population Applicants who will primarily serve students who attend schools with a high concentration of impoverished students, as defined by a poverty percentage of 40% or greater, determined by school enrollment or the participating attendance area. (Refer to the numbers provided in the eGAP System.) Entities that serve at-risk students (academic, social or behavioral needs) Pre-Kindergarten to Twelfth grade, who attend schools with a high concentration of students from low-income families.

12. Application Review and Selection Process Phase 1- Submission of Application by Grantees (June 21, 2019) Phase 2- Reader Review and Scoring (July/August) Phase 3- Notification of Awards (August 2019)

13. Measurements of Effectiveness Measure 1 – Applicants must conduct a needs assessment based on a thorough analysis of objective data pertaining to the population intended to be served – both in the school and community – regarding the need for out-of-school programming and activities. If awarded funding, grantees must develop systems to ensure the ongoing assessment of programmatic school and community needs.

14. Measurements of Effectiveness Measure 2 – Applicants must develop goals and measurable objectives that directly relate to identified needs; impact regular school and student success; improve regular school day attendance and behavior; and implement academic enrichment to enhance student educational achievement

15. Measurements of Effectiveness Measure 3 – Applicants must demonstrate the use of evidence-based research (please refer to Appendix A) which provides evidence that the program, strategies, or activities will help students meet the state and local academic achievement standards and accomplish the projected goals and objectives of the project.

16. Measurements of Effectiveness Measure 4 – If awarded funding, grantees must ensure the periodic evaluationof the program's achievement toward its stated goals and objectives. The results of each evaluation must then be used to refine, improve, and strengthen the program, and to refine the performance measures. *These four Measurements must guide the development of an applicant’s proposal.

17. Staffing Qualifications Applicants must provide a narrative of the program's organizational and staffing structure. The narrative should describe in detail the roles, job descriptions, responsibilities, qualifications/certifications, and proposed number of staff for the program. Possible staff positions are listed below. Please note that many times a program coordinator or site director completes several of these duties.

18. Staff Descriptions • Program Director - Administrative Position • Site Coordinator - Administrative Position • EZ Reports - Administrative Position (often completed by either the Program Director or Site Coordinator)

19. Staff Descriptions • Bookkeeper / CSFO - Administrative Position • Lead Teacher – Non-Administrative Position • Teacher - Non-Administrative Position • Assistant Teacher - Non-Administrative Position • Student Assistant - Non-Administrative Position - High School and College Students • Volunteer – A volunteer is defined as any person who provides a service for the 21st CCLC program and is not compensated for that service. A volunteer may provide services such as tutoring, art, dance, life skills, etc. To work with students independently, volunteers must be 21 years of age or older.

20. Points to Ponder Does your application: • identify the required staff members listed above? • include the appropriate staff to support the administrative obligations of the program? • include the appropriate staff, both in numbers and qualifications, is included for the proposed activities? • include 21st CCLC program organizational charts in the attachments?

21. Competitive Priorities • Joint Co-Applicants submitting a Joint Co-Applicant proposal A joint submission is an application that clearly demonstrates the collaboration and cooperation between a local LEA and a community organization. The collaboration outlined in the application must include detailed information regarding partnership management, programmatic collaboration, and fiscal collaboration and cooperation. (i.e. Narrative, Project Design, Services, Management, Assessment, etc.) Additionally, applicants must demonstrate the strength and quality of the proposed collaboration throughout the entire grant application. Both the co-applicant and partner relationships should include material in-kind contribution to the program and these contributions should be clearly demonstrated in the content of the application.

22. Additional Details Detailed and explicit instructions regarding the specifications and parameters are clearly detailed in the RFA. All administration, operations, programmatic management, etc. must be collaboratively intertwined.

23. Additional Competitive Priorities • Summer School initiatives to assist with the alleviation of “summer learning loss,” additional competitive priority points may be awarded.

24. Additional Competitive Priorities Applicants proposing to operate a program focusing on high school students must meet the following criteria • This application will serve high school students in grades 9-12 ONLY. For unit schools K-12, the application MUST only serve students in grades 9-12 to qualify for the competitive priority points

25. Additional Competitive Priorities • COUNTIES WITHOUT CURRENT 21ST CCLC PROGRAMS

26. Additional Competitive Priorities SCHOOLS IN IMPROVEMENT • In order to qualify for priority points in this area, targeted schools must be identified by the ALSDE as Comprehensive Support and Improvement School or an Additional Targeted Support and Improvement School • Comprehensive Support and Improvement School • Additional Targeted Support and Improvement School **Please note, this information may be obtained from Local Education Agencies (School Districts)

28. Renewability Section 4204(j) of the ESSA notes that a state may, but is not required, to renew a subgrant provided under this part to an eligible entity, based on the eligible entity’s performance during the preceding subgrant period. While Alabama does consider subgrant performance during the preceding year as a part of the Continuation Award during the three-year award period, Alabama 21st CCLC does not offer Renewability as allowed under the ESSA.

29. Program Income Program income is any gross income earned by the non-Federal entity that is directly generated by a supported activity or earned as a result of the Federal award during the period of performance (2 CFR §200.80). At this time, the Alabama 21st CCLC program does not offer Program Income as allowed under the ESSA.

30. Expanded Learning Program Section 4204(a) of the ESSA defines Expanded Learning Program (ELP) activities as enrichment and engaging academic activities that are included as part of a program that provides students at least 300 additional program hours before, during, or after the traditional school day and supplements, but does not supplant regular school day requirements. States receiving 21st CCLC funds may, but are not required, to support ELP activities. The Alabama 21st CCLC program does not offer ELP activities as allowed under the ESSA.

31. Proper Use of Funds Once funding is awarded to eligible applicants, allocations must be used in the manner consistent with all requirements of federal and state statutes. Funds must be used only to supplement (increase) and notsupplant(replace) any federal, state, or local funds available to support allowable activities under the 21st CCLC program. A few examples of allowable operational expenses for the implementation of a 21st CCLC Program are as follows: Personnel and personnel benefits Staff development and training Academic enrichment activities Classroom materials, supplies, and equipment Subcontractors, consultants, and evaluators

32. Improper Uses of Funds Examples of how funds may not be used are as follows: Pre-Award costs (For example, a grant writer) Entertainment, refreshments, snacks (food) Purchase of facilities or vehicles Capital improvements ** Allowable and non-allowable expenses for federal programs are addressed in the Education Department General Administrative Regulations (EDGAR) at http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html .

33. Required Hours of Operation Applicants must list the total number of weeks the program will be in operation throughout the year, the days per week, the days per year, and the daily operational hours. (The ALSDE’s expectation is that if the school is in session, the Out-of-School program should be as well.) In accordance with studies cited in the 21st CCLC Non-regulatory Guidance, the ALSDE requires elementary schools (or 21st CCLC sites that serve elementary Grades K-6) to be open five days per week, for a minimum of ten contact hours, Monday-Friday, for the entire regular school year. If the 21st CCLC site serves middle school and/or high school students for a minimum of six contact hours, the site should be open at least three to five days per week. During the summer, a site may be opened four or more days per week(Monday-Thursday) as long as a minimum of twenty contact hours are met. Sites can operate more than twenty hours if they desire. Operation during school holidays, weekends, summer, and other school breaks is a local decision, recognizing that desired results are directly related to the amount of contact time with students.

34. 21st CCLC Funding Grants are awarded in amounts ranging from $50,000 to $200,000 per year for each of three years, if continued federal funding permits. The SDE always reserves the right to award amounts less than that which is requested based on the results of the review and scoring process. As stated in the RFA, $1500 per pupil is a reasonable starting point when calculating expenses to help determine the amount requested. All applications are reviewed and scored according to the efficacy of their program demonstrated through the answers to each component/section of the RFA.

35. Required Forms • Form 1-Intent to Apply-signed and submitted by April 26, 2019 • Form 2- Cover Page-completed with all required signatures • Form 3-Assurances-each item initialed and form signed by required persons • Form 4-Partnership Agreement-completed with required signatures • Form 5-Contract/MOU-Required only if submitting joint application

36. Required Forms-cont. • Form 6-Superintendent/Principal Support-one completed and signed for each school being served. • Form 7-Budget Summary-completed • Form 8-Budget Expenditure-completed • Form 9- Staff Summary-completed • Form 10-Academic Year Budget Line Item Chart-completed • Form 11-Summer Program Budget Line Item Chart-completed • Form 12- Administrative Cost Worksheet • Form 13-Timeline

37. Please be advised- • Only one grant proposal to serve the students of a particular school(s) may be submitted. If more than one proposal to serve the same school(s) is submitted, none of the proposals will proceed to the reading process.

38. Please be advised – Non – compliance of submission requirements Failure to address all RFA components Not submitting all required related forms and documentation Applications not meeting the minimum qualifying score requirement of 188 points out of 234 points will not be eligible to receive funding, evenif the priority points cause the application to reach the minimum qualifying score Failure to attend a live Onsite Training – as specified in the RFA will result in the Application not being read!!! Please make sure you sign in!!

39. Application DeadlineFriday, June 21, 2019Applications must be electronically submitted through the ALSDE eGAP System, no later than Friday, June 21, 2019 5:00 PM(CST)Remember! The local LEA chain of command must be fully considered prior to submission. Additionally, CBOs and FBOs must observe their own internal controls prior to submission.Please Note:No hard copies, faxes or emails will be accepted....nor any proposal submitted beyond the time stamp due date.

40. 21st Century Grant Regional Training April 2019

41. What is the Healthy Wellness Initiative (HWI) ?

42. HWI provides to 21st Century Grantees…. Newsletter, emails, and website Presentations Staff in-services Student activities Parent programs Education materials Survey

43. HWI Newsletter – Alabamapublichealth.gov, A-Z • Select H – Healthy Wellness Initiative

44. 2018 Afterschool Program Survey • About 75 providers participated • Majority of the programs had between 40-80 students attending • About 20 programs did not have, or weren’t aware of students with disabilities enrolled • 24 programs had 1-5 students with disabilities • 22 programs had 6-20 students with disabilities

45. Top training requests Healthy nutrition/snacks for kids More knowledge on programs Variety of activities for all ages Evidence based curriculum

46. Inclusion in Afterschool health promotion programs Why be inclusive? It benefits both your program and students with disabilities. It is needed! 1 in 5 American Adults has a disability and 1 in 3 Alabamians What is it? Disability Inclusion – including people with disabilities in everyday activities and encouraging them to have roles similar to their peers who do not have a disability

47. Common types of Disability “There is no greater disability in society, than the inability to see a person as more.” -Robert M. Hensel • Vision • Movement • Thinking • Remembering • Communicating • Hearing • Mental health • Social relationships

48. Evidence Based After- school Curriculum • Catch Kids Club – physical activity and nutrition • SPARK – physical activity

49. Inclusion in Afterschool health promotion programs • HWI can provide on-site training for curriculum adaptations for both SPARK and CATCH Kids Club

50. Nutrition & Food Guides References https://www.choosemyplate.gov/ https://health.gov/dietaryguidelines/2015/