FY16 RFA Technical Assistance Meeting Fall 2015

Agenda: RFA Timeline and DE website Changes and highlights FY16 Application Continuation Grants are history Monitoring Tools and Risk Assessment Grant Fraud / Finance /Data Reporting Example Application Sections from FY14 What is expected of you?

Grant Competition Timeline RFA Released Applicant Workshops And Webinars Online Letter of Intent Applicant Webinar Grants Due Grants Due Peer Review Process Grant Award Process Awards Announced Contracts Sent Grants Begin July1 st for summer School Begin Summer School June 30 th expenses due before Aug 15 th July, Aug, Sept expenses due before Oct. 30th First Quarter Advance

Application Important Dates SEPT 25, 2015 Davenport, Iowa (Meeting and Workshop) Oct. 7 - Atlantic Technical Assistance Meeting - 10 a.m.-12 p.m., Iowa Western, Cass County Center, 705 Walnut Street, Atlantic, IA Oct Des Moines Area Technical Assistance Meeting - 10 a.m.-12 p.m., Clive Public Library, 1900 NW 114th St, Clive, IA Oct. 30, Letters of Intent to Apply must be submitted via an online application and survey of student needs Nov. 12, FAQ Webinar and Virtual Technical Assistance Meeting a.m. Call in information: ; passcode

Application Important Dates Dec. 11, New grant applications due date. Must be received inside, or delivered to, the Iowa Department of Education by 4:30 P.M. CDT (Hours 8:00 a.m. - 4:30 p.m. Monday-Friday.) No exceptions. Dec Jan Grant reviewers read and score applications for funding. Jan. 21, Grant reviewers conference in Des Moines area. West Des Moines Learning Resource Center. Mar Grant awards announced. Apr. - Jun Grant contracts finalized. Jul. 1, 2016 – Contracts Begin, Program implementation begins. (Note: The Federal data reporting begins the school year with summer school.).

Application Workshops Des Moines Area Clive, Iowa October 22, AM to Noon Atlantic Oct 7, AM to Noon Davenport Sept 25, :30 AM-9:30 3 locations Around Iowa And 1 statewide webinar

Statewide Webinar Workshop & FAQ Nov. 12, FAQ Webinar and Virtual Technical Assistance Meeting a.m. Call in information: ; passcode To access the webinar room, click on "Enter as a guest" and enter your first and last name. please mute your computer mic and speakers); Connect headphones to your computer or laptop to eliminate echo and/ or feedback. For more information on these workshops, please contact Indira at or

Application Important Dates N EW A PPLICATION D EADLINE : FRIDAY, DECEMBER 11, 2015; 4:30 PM CST FEDERAL FUNDING: TOTAL FUNDS AVAILABLE FY2014: $6,029, TOTAL FUNDS AVAILABLE FY2015: $6,681, TOTAL FUNDS AVAILABLE FY2016: $6,243,557.70

Electronic Copy Required WE REQUIRE AN ELECTRONIC COPY. Submit Appendix A - The required forms. Plan on sending in your materials early in case of delays in the mail, technical issues, etc. The electronic copy will be accepted on a CD or flash drive, to Vic Jaras at Note: Due to size limitations and filtering, we are not responsible if your does not go through. An electronic copy on physical media is preferred.

Where to direct your questions Mail Applications to : Jodi Bruce Iowa Department of Education Grimes State Office Building 400 E 14 th Street Des Moines, Iowa Please DO NOT ask questions of Jodi- If she gets a question, it will be sent to me. Mail the application to Jodi Bruce. She will date stamp and verify that we have received your hard copy application. Direct ALL questions to Vic Jaras at Phone:

Iowa Dept of Education website

How to find 21 st CCLC section Click on A-Z Index Click on 2 Select 21 st Century Learning Centers

Application Materials: Scroll down the 21 st CCLC page from the top until you find the FY16 REQUEST FOR APPLICATION SECTION

Download these

Changes to FY14 RFA What’s new? A warning on the website- Most of these online “free grant writing” places charge between 10-15% for evaluation and up to 30% of your grant for their “free” writing services.

Changes to FY14 RFA What’s new? “The State Educational Agency will provide the least burdensome regulations for local educational agencies and individual schools participating in a program” - ESEA pages pages pgs Every year we work to make the application easier Every year we work to make the application easier

Changes to FY14 RFA What’s new? A checklist to help you organize your data for the grant

What’s New? ALL NEW GRANTS WILL BEGIN ON JULY 1 THERE WILL BE AN ADVANCE PAYMENT WHEN YOUR SIGNED GRANT AGREEMENT IS MAILED BACK TO THE IDOE.

2 monitoring tools: Our Site monitoring tool that is aligned with the Elementary Secondary Education Act statutes for 21st Century and provides Risk Assessment compliance. Our Comprehensive monitoring tool collects data from 4 meetings where all stakeholders have input into program performance. This is a 3 year check and provides Risk Assessment compliance. What’s New?

States are now required to do a risk assessment before making a grant award. What’s New?

There is a spread sheet titled “funding formula,” which you should download and use to help you calculate your award request. It will allow you to make sure that your request is not too high or too low. RFA KEY POINTS:

This spreadsheet can help you calculate your award request: Input your projected number of students for each type of program you will offer Input the number of days your will provide service Your request is displayed and if your numbers are fundable or not

Grantees must consult with private and non-public school officials during the design and development of the 21CCLC program on issues such as how the children's needs will be identified and what services will be offered. Services and benefits provided to private school students must be secular, neutral, and non-ideological. Consultation involves communication and discussions between LEAs and private school officials on key issues that are relevant to the equitable participation of eligible private school students, teachers, and other education personnel in ESEA programs. The required form included in Appendix A This is a statutory requirement of the grant- you MUST include this completed form to be eligible for this competition. Include the outcome of your consultation. RFA KEY POINTS:

One Quarter Advance for Summer School: Upon execution of a signed and approved grant contract, the Iowa Department of Education will provide grantees an advance of three months funding to cover costs of summer and start-up. Additional funding requires submitting quarterly claims for reimbursement RFA KEY POINTS:

40% FREE AND REDUCED LUNCH is the MINIMUM required to be eligible for this grant. Use the TITLE I Free and Reduced lunch numbers by School (as of Sept 1, 2015) posted on the IDOE website. Student Needs Assessment Template- A form designed to help you collect relevant needs information. RFA KEY POINTS:

Continuation Grants- There will be no more separate continuation grants. Continuation language has been discontinued. Existing Continuation grants will be honored until their contract concludes. RFA KEY POINTS:

New ApplicationsNew Applications: Iowa will offer three-year grant awards. The funding level will remain 100 percent each year of the grant. Grantees demonstrating sufficient compliance will be eligible for additional funding for two years at 75 percent of the original funding request after a comprehensive site visit. We cannot extend any grant beyond 5 years per statutory limitations. RFA KEY POINTS:

Site Visit.Site Visit (between year 1-3) -paperwork is done by the IDOE (program may need to provide documentation) one site. Comprehensive Site VisitComprehensive Site Visit (during year 3, before year 4-5) –paperwork is done by the IDOE (program provides 4 meetings with all stakeholder groups) all sites. The Site and Comprehensive Visit forms are posted with the application, so you know what to expect from a monitoring visit. RFA KEY POINTS:

A previously funded 21 st CCLC program whose grant will end before the funding for the new grant begins is eligible to apply for new grant funds. However, previous grantees must provide evidence of some level of sustainability that will be used in the new application to provide services at a lower cost or serve more children than the previous grant. RFA KEY POINTS:

PARTNERSHIPS: A partnership is defined as an entity with the primary partners making significant contributions to the grant goals and outcomes, and providing either direct financial support or in-kind support. If you have had a previous grant award, you should have substantial evidence of what your community partners are contributing. RFA KEY POINTS:

Because of the sustainability expectations of the grant, your application should financially reflect the contributions of your community partners. A jointly submitted application does not automatically qualify as a partnership. An organization contracted to provide services is not considered to be a partner for this purpose. RFA KEY POINTS: Will you be my partner?

To be considered as an eligible partnership, there must be evidence that: The partnership includes at least one Local Education Agency (LEA) or school district (with only designated high-poverty, Title I schools) and at least one community-based organization that is not primarily an entity contracted to provide services to the project. RFA KEY POINTS:

The school district administration and at least one community-based organization collaborated extensively in the planning and design of the program. Each partner organization has substantial roles to play in the implementation of the program; delivery of services, program evaluation, and program improvement plans over the duration of the project. RFA KEY POINTS:

The Memorandum of Understanding (MOU) identifies all partner obligations and contributions for cash, direct service, or in-kind, as well as roles and responsibilities for oversight supervision and management of the project. TIP: Your EVIDENCE of support from your partners should show up in your budget narrative, as in-kind contributions. RFA KEY POINTS:

Adult Literacy Partnerships - Many Community Colleges in Iowa offer FREE adult literacy and GED preparation. We encourage all grantees to partner with their regional colleges to support adult literacy. The 21 st Century grant is not a GED program. A list of Iowa Community Colleges is provided in the application. See appendix G for more details. We have added a Family Engagement Committee to strengthen our partnership with families of the children we serve. RFA KEY POINTS:

21 st Century Statewide Partnerships IOWA COMMUNITY COLLEGES - THERE IS ONE NEAR YOU

Need help with Literacy? Consider a partnership with your local library. The IOWA LIBRARY DIRECTORY lists 756 libraries around the state. /c-d/directories/main-directoryhttp:// /c-d/directories/main-directory 21 st Century Statewide Partnerships

IPTV They have a state trainer.. plus PBS Kids Lab- Literacy and Math curriculum Electric Company- Extended Learning curriculum FREE SERVICES PROVIDED FOR YOUR PROGRAM 21 st Century Statewide Partnerships

ADDITIONAL PARTNERSHIPS: Iowa Public Television (IPTV) – PBS Electric Company Curriculum for afterschool (IPTV has a full time trainer) Hyvee- Nutrition Education Food Bank of Iowa –Backpack Program United Way - They support afterschool Contact your local companies and organizations. More partnership examples are posted online in the Application Examples from FY14

SUPPLEMENT AND NOT SUPPLANT - Additional emphasis was added in the application. Evidence of supplanting can render the best application un-fundable. RFA KEY POINTS:

The Supplement, Not Supplant Tests: The Supplement, Not Supplant Tests: When determining whether a fiscal expenditure supplements and not supplants, school districts must run these three tests. Test I: Required – Is the program or activity that the district wants to fund required under state, local, or another federal law? If it is, then it is supplanting. Test II: Equivalency – Were state or local funds used in the past to pay for this program or activity? If they were, it is supplanting. Test III: Non-Title Programs – Are the same programs or activities being implemented in other schools that do not receive Title funds AND are these programs and activities being paid for with state or local funds? If yes, then this is supplanting. You cannot use federal funds to backfill – that is supplanting If an expenditure does not pass any of the above tests, then it is presumed that Title funds are supplanting state or local funds. Expenditures must pass all three tests to truly be supplemental. Source:

What is Grant Fraud? What is fraud in the context of education grants? In a nutshell, fraud occurs when education grants are not applied for, received, or spent for their intended purposes, generally through theft, misappropriation, or false statements. Fraud can occur in applying for a grant, such as if false information is provided on the grant application

What is Grant Fraud? It’s important to recognize that there can be fraud even if no money has been received, such as when false information is provided in a grant application, and that type of fraud should also be reported, investigated, and prosecuted. EXAMPLES: Not reporting correct Free and Reduced Lunch percentages, Asking for more funds than you have the capacity for, Duplication or shifting of services for kids or families, excessive administrative costs, unjustified expenses not related to the allowable services of this grant.

What is Grant Fraud? What are the penalties for committing fraud? Penalties for fraudulent use of Federal education funds are severe, and can include prison sentences, fines, damages, restitution (paying back what was stolen), and debarment from receiving Federal funds. Federal Funds have guidelines and reporting requirements.

FINANCE FOR COMMUNITY GROUPS OMB CIRCULAR A-87 REQUIRES COMMUNITY BASED ORGANIZATIONS TO HAVE AN A-87 COMPLIANT ANNUAL AUDIT NOTE: This applies to those whose total number of grants from all federal sources is over 500,000 per year.

What is expected of you? Serve the needs of children Become a MODEL of afterschool programming that we can communicate Maintain a webpage that: Communicates your evaluation with your community and showcases the best practices you develop Develop and cultivate community partnerships to sustain this program after federal funding expires

What is expected of you? Serve the needs of children Review your Budgets Monthly Submit quarterly claims Manage your budget – Get approvals Two Financial Deadlines: State Fiscal Year (ending June 30 th ) claims are due by August 15 th. Federal Grant Year (July, Aug, Sept expenses) due by October 30 th for expenses up to Sept 30 th.

What is expected of you? Review your Budgets Monthly Submit quarterly claims Manage your budget – Get approvals LINE ITEM ADJUSTMENTS 1.Change your quarterly spreadsheet line items (if under 10%) 2. Vic with your reason for the change and provide a contact phone # and best time to call 3.A phone meeting occurs to discuss changes 4.Vic will you a budget approval 5.Submit your revised budget in the mail.

What is expected of you? Attend Webinars, State PD events and Conferences Participate in Committees Out of state PD requires approval Annual Local evaluation -for previous year Federal required data reporting Communicate changes in your program and ask questions

Budget: We have a spreadsheet to assist you in calculating your funding request based upon the number of students you will serve. Do NOT simply ask for the maximum award size without the numbers of children to justify that size of award. Pay attention to the allowable percentages in the budget. Make sure to document any in-kind contributions in your budget narrative. We expect you to spend 100% of your annual award We require that expenses be submitted before August 15 (for the previous fiscal year. State of Iowa deadline. We require that you submit July, August September expenses before October 30 (for the Sept 30 th federal grant deadline ).

Federal Data Collection System Grantees are required to provide data into this federal monitoring system for afterschool programs If you are funded, you will need to enter data into an online system. Data System training is provided at our Spring Conference The PPICS will be replaced in You will be notified with details when they are available from the US Department of Education.

EXAMPLES:

Where Points are lost… Student Needs Assessment- 20 points Project Narrative- 20 points Research Base -5 points Management Plan- 20 points Communication Plan- 5 points Partnerships -10 points Evaluation Plan- 10 points Budget Narrative- 10 points Every year, I receive s and calls about 5 bonus points, but few questions about the 20 point sections

APRIL 28 & 29, 2016 In Des Moines, Iowa 4th

QUESTIONS? Contact: Vic Jaras Iowa Department of Education Bureau of Standards and Curriculum