21 st Century Community Learning Centers Proposers Conference LA Department of Education

2. 21st Century Community Learning Centers Proposers Conference LA Department of Education September 25, 2007

3. Meeting Agenda • Greetings • Overview of Request for Proposals • Questions

4. Purpose of Program • To provide academic enrichment opportunities for children, particularly students who attend high poverty and low-performing schools, to meet State and local standards in core academic subjects; • To offer students a broad array of enrichment activities that can complement their regular academic programs; and • To offer literacy and other educational services to the families of participating children

5. Proposal Information • K-12 students targeted must attend schools eligible for school-wide Title I services • Maximum per student per year cost cannot exceed $1000 • Proposals cannot exceed $800,000 per year • Award period: • January 1, 2008 – December 31, 2010 (Contracts will be on a state fiscal year)

6. Eligibility • Local educational agencies (LEA) • Community-Based Organizations (CBO) • Faith-Based Organizations (FBO) • Other Public or Private Entities • Consortia of Such Entities • Only those entities not funded in the previous cycle can apply

7. Eligibility • Federal law requires states to “give priority to applications submitted jointly by eligible entities consisting of not less than one LEA and/or CBO or other public or private entity.” • These joint proposals should demonstrate evidence of collaborative planning and program design; substantial roles

8. Eligibility • Individual public schools may not submit a proposal. • If awarded a contract, a community- or faith-based organization may be required to provide evidence of having a fidelity bond equaling the amount awarded.

9. Principles of Effectiveness • Federally outlined • Proposers must provide inclusive and supervised services based upon: • An assessment of objective data regarding the need for after school programs in the schools/communities proposed; • An established set of performance measures ensuring high-quality opportunities; and • If appropriate, scientifically based research providing evidence that the methods will be effective

10. Academic enrichment activities Math and science education Arts, music, drama Entrepreneurial education Tutoring and mentoring activities Drug and violence prevention programs, character education Programs for limited English proficient students Recreational/nutrition and health activities Technology education Expanded library services Parental involvement/family literacy Programs for truant, suspended, expelled students Allowable Activities

11. Proposal Competitive Priorities • Joint submission of proposal by LEA and non-LEA entity • School Improvement Schools • Middle and High School Students • Programs in Districts Currently Not Served • Five bonus points for each of these categories

12. Components of High Quality After School Programs • Recent studies have identified a number of best practices as essential for fostering positive academic outcomes for students who participate in extended learning opportunities.

13. High Quality Planning and Design • Programs have clear mission and well-defined goals • Programs developed are based on assessed need of students, schools, and community • Planning involves stakeholders • Programs are aligned with school reform or improvement efforts • Programs are designed for maximum and sustained participation – the longer students attend, the better the gains!

14. Academic enhancement activities using innovative instructional strategies Arts, recreation and technology reinforcing LA content standards Giving youth opportunities to lead and to serve Creative and recreational activities that foster critical thinking skills Parental involvement activities that engage families “Rich” Programming Components

15. High Quality Evaluation • Programs use evaluation data to monitor effectiveness • Evaluation is aligned to program goals and intended outcomes • Have frequent assessments and benchmarking for student progress • Results shared with stakeholders to refine and strengthen program practice

16. High Quality Sustainability Strategies • Programs tap multiple funding sources • Funding consistent and equitable across program sites with priority given to serving at-risk student populations • Leveraged resources among partners • Focus on long-term sustainability

17. Alignment with School Curricula • Strong programs maintain an academic focus that integrates the regular classroom curriculum while using methods and materials that are fun and engaging • Activities should be experiential, hands-on, tailored to individual student needs, and delivered by qualified and talented staff

18. Safe Environments • Programs should have adequate space • If providing transportation, have drivers and vehicles insured • Program facilities should comply with all state and federal codes, fire marshal inspections, etc. • Have drinking water and healthy snacks available

19. Quality Staffing • Staff members receive ongoing professional development that teaches and updates skills to deliver high quality programming that does not duplicate traditional classroom instruction • Programs have low student-staff ratio • Train and use volunteers

20. Parental and Community Involvement • Programs housed in neighborhood schools to foster sustained collaboration • Offer programs and services to families • Survey parents and communities about services and needs • Create opportunities for parents to participate in programs

21. Websites on High Quality Practices • www.ed.gov/pubs - US Department of Education • www.afterschool.org – Afterschool Alliance • www.mott.org – The C.S. Mott Foundation, a leading supporter of after school program initiatives • www.financeproject.org – The Finance Project, a website that provides resources on financing and sustaining out-of-school time initiatives

22. Performance Requirements • Contractors will be required to: • Submit an annual performance report (PPICS) • Meet or exceed performance measures • Attend workshops or trainings offered by the state to improve program quality • Enter student participant data into the state’s web-based reporting system • Comply with federal confidentiality regulations

23. Performance Measures for 21st CCLC Programs • Participants will demonstrate increased academic achievement in reading and mathematics • Participants will demonstrate improved homework completion and class participation in other subject areas • Participants will demonstrate positive behavioral changes • Program will provide services that benefit the entire community • Programs will use funding efficiently and eventually self-sustaining

24. State Requirements • Contractors must provide at least 10 months of services for a minimum of 3 days a week for at least 2 hours per day* • Background checks are required for all staff working with students • Facility must meet all OSHA, ADA, and other relevant federal and state requirements • Programs should make provisions for students to have healthy snacks

25. State Requirements • Programs must establish a 21st CCLC Advisory Board that meets regularly • Contractors must use the State’s tracking systems for student participation and comply with State-sponsored evaluation studies • Must notify community of intent to apply for funding

26. Budget Guidelines • Contractors may use funds for the following: • After School and Summer Activities • Staffing, Supplies, Curricula, Professional Services, Equipment, etc. • Travel & Required State Meetings • Indirect Costs/Administrative Costs • LEAs – Use the approved Indirect Cost Rate up to 10% maximum cap • CBOs/Others - 10% maximum cap • Fiscal Audit/Evaluation Costs

27. Budget Guidelines • Contractors shall not use funds for the following: • Preparation of the proposal • Pre-award costs • Purchase of land and buildings; new construction, renovation • Mechanized or motorized vehicles • Entertainment • Incentives for student participation • Out-of-state or overnight field trips • Standard Office Furniture • Dues/Membership Fees

28. Proposal Requirements • Cover Page • Federal and State Assurances, including GEPA statement • Table of Contents • Program Summary and Abstract • Project Narrative • Budget Forms • Program Calendars* • Copy of fiscal audit or audited financial statement from prior year • Board Resolution from non-LEA proposers • Memoranda of Understanding • Letters of Commitment from LEA on behalf of proposed schools • List of Advisory Council Members

29. Narrative Components • Program Summary and Abstract (3 points) • Form B • Describe community and schools to be served • Number of participants to be served • In abstract section, outline any Competitive Priorities requested! • Up to one additional page may be added if more space is needed

30. Narrative (continued) • Need for the project (20 points) • Describe process used to determine needs; assessment; instruments used • Factors that place students at risk of educational failure - statistics, accountability information, literacy rates; identify gaps in services to children • Provide a community profile, including data • Cite school-specific data - www.louisianaschools.net

31. Narrative (continued) • Proposed Program Quality (36 points) • Goals and Outcomes • Goals>Objectives>Activities • What does the program intend to accomplish? • Do outcomes impact assessed needs?

32. Narrative (continued) • Project Activities and Services • Describe the variety and array of activities proposed, structure and schedule and how activities will be different from regular school • Outline curriculum choice for academic component and why it was selected - how can academic improvement be ensured? • Address transportation needs and how they will be met • Describe how participants and families will be recruited

33. Narrative (continued) • Addressing Identified Needs • Describe how proposed activities are linked to identified needs • How will staff vary methods to help meet individual needs of participants? • Partnerships and Linkages • Describe partnership of proposer and partnering organization - roles, partner commitments, refer to MOU (Partners are not always sub-contractors!)

34. Narrative (continued) • Adequacy of Resources (20 points) • Describe resources that will be used - facilities, libraries, equipment, access to computer labs; partner contributions • Describe how other available resources will be leveraged to support program goals and objectives • Address sustainability plans; identify strategies to fund center after contract period ends • Proposals must include a Budget for Y1, Y2 & Y3 and a cumulative budget for all three years • Reasonable, clearly explained requests for resources needed - a clear picture of where every dollar will go

35. Narrative (continued) • Quality of Management Plan (15 points) • Experience of proposer in providing similar activities; past performance and outcomes • Proposed management structure and plan, including an organizational chart and job descriptions for any full-time staff positions proposed; resumes for key project staff • Timeline for project implementation, sample daily schedules and lesson plans • Staff development and training • Information dissemination process

36. Narrative (continued) • Quality of Evaluation Plan (6 points) • How will program track the required performance measures? • How will LEA and lead organization share data? • How does program address Principles of Effectiveness? • How will evaluation results be shared with others?

37. Narrative (continued) • Assurances - All must be submitted with proposals • Letters of Commitment from Partners • Must have a signed letter of commitment from the district superintendent and the school principal • Must specify what each partner commits to provide to the project • Generic letters are unacceptable

38. PROPOSAL DUE DATE • Complete proposal and four copies should be received at Department of Education no later than 2:00 p.m. on Friday, October 12, 2007 at LA Department of Education Office of Management and Finance Purchasing Section – Fifth Floor (cube 5-242) 1201 N. Third Street P.O. Box 94064 Baton Rouge, LA 70802

39. QUESTIONS??? Please submit them in writing to: Kartina.Roberts@la.gov no later than October 2, 2007 Division of School and Community Support (225) 342-3906