21st Century Community Learning Centers (CCLC)– Supporting Additional Learning Time Grant Information Webinar February 9, 11, and 23, 2016 Presented by: Department of Elementary and Secondary Education (ESE) Staff Massachusetts Department of Elementary and Secondary Education

To prepare all students for success after high school ESE’s Mission… To prepare all students for success after high school

Our core strategies Strengthening curriculum, instruction, and assessment Improving educator effectiveness Turning around the lowest performing districts & schools Using data and technology to support student performance Supporting the social, emotional, & health needs of students & families Massachusetts Department of Elementary and Secondary Education

21st CCLC Grant Purpose To support the planning and implementation of Expanded Learning Time (ELT) and Out-of-School Time (OST) for students in grades K-12, that helps to: close proficiency gaps; increase student engagement; support students’ social and emotional learning; Promote college & career readiness and success.

Agenda Welcome What is 21st CCLC? Key Grant Information (anticipated) Massachusetts Department of Elementary and Secondary Education

Overview

Goals of the Massachusetts 21st CCLC Programs Coordination between core content instructional time and academic enrichments and supports, with shared learning goals, teaching, and support strategies. A school and community-based infrastructure with established procedures that improve student outcomes, supports social emotional learning needs, and engages families. Development of College and Career Readiness Skills (includes analytic reasoning, critical-thinking, problem-solving) Development of systems of support for students and staff. A system that evaluates program effectiveness through data collection and analysis and leads to continuous program improvement efforts. Massachusetts Department of Elementary and Secondary Education

Grant Overview (Anticipated Grant Information) Fund Code 647-B1 – for New Schools/Sites The information in this presentation is anticipated. Please see Request for Proposals (RFP) documents for full details.

Grant Allowable Models for Adding Time Model 1 (ELT) Expanded Learning Time Model 2 (OST) Out-of-School Time Offer a minimum of 300 expanded learning program hours before, during, and/or after the traditional school day, which must include at least 180 hours of ELT, and the combined ELT and OST programming must be at least 300 hours. Offer at least 400 hours of comprehensive OST programming (not drop-in) for a selected group of students during the school year and summer.

Grant Allowable Models for Adding Time – More details Model 1 (ELT) Expanded Learning Time Model 2 (OST) Out-of-School Time ELT = a longer school day required for all students: Must be 180 hours above what was offered either this school year (2015-16) or last (2014-15). Total hours offered for the year must be at least 1,285 (Elementary) and 1,305 (Middle/High) OST = summer and/or school vacation programming for a selected population of students. Existing OST programs (without current 21st CCLC funding) may apply – but must demonstrate expanded or enhanced services/programming. Students are not expected to attend all 400 hours. Expected average minimum hours students attend during the school year: Elementary = 100 Middle = 90 High = 80

Basic Eligibility Eligible applicants are: School districts, cities and towns Community-based organizations (CBOs) Other public or private entities, or A consortium of two (2) or more of such agencies, organizations, or entities.

Basic Eligibility (cont.) Eligible applicants must also meet at least one (1) of the following: Primarily serve students in schools designated as Title I School-Wide programs Primarily serve students in schools with ≥15% students who are Economically Disadvantaged (ED)

Additional Eligibility Information Non-school/city/town applicants must demonstrate: that they will implement in partnership with a public school/district capacity to administer the program

Additional Eligibility Information Model 1 (ELT) - Cannot apply for a school that received funding for ELT in FY16 (through this grant or the state-funded ELT grant). Model 1 (ELT) - must continue to meet all requirements of an existing 21st CCLC OST grant award (if the site has an existing 21st CCLC OST grant), including the originally required number of OST hours. Model 2 (OST) - Cannot apply for a school/site that received funding for OST in FY16 (through this grant).

Grant Priorities All applicants will implement activities that use more time for: implementing teaching and learning strategies that are multi-disciplinary and support core subject areas, including service-learning (SL) and project-based learning (PBL) creative and innovative enrichment collaborative planning and professional development for staff and partners

Grant Priorities (continued) All applicants will implement activities that: Build and/or strengthen community and family partnerships Support students’ social and emotional learning (SEL) Improve sustainability of ELT or OST programming

Competitive Priorities Competitive priority will be given to applicants that: Propose to serve youth in schools/communities with higher percentages of families who are ED. Propose to implement more time in a school or in partnership with a school designated as Level 3, 4, or 5. Submit the application in full partnership among: a school district, and a community-based organization or other public/private entities

Competitive Priorities Model 1 (ELT) Applicants ONLY For ELT applicants that propose to: add time at a middle school. implement an expanded school calendar. implement a blended learning educational model. implement a teacher career ladder model. implement service-learning and/or project-based learning during core academic time. a creative schedule that includes opportunities for enrichment that are not just at the end of the school day.

Competitive Priorities Model 2 (OST) Applicants ONLY For OST applicants that: Have not received 21st CCLC funding within at least the past three years – fiscal year 2013-2014 (FY14)-FY16

# of Schools/Sites for which a lead applicant may apply The same school/site may not be included for both ELT and OST. Model 1 (ELT): No maximum # of schools/sites Model 2 (OST): Up to TWO schools/sites - for districts with ≥35% ED ONE school/site - for all other districts NOTE: A total of approximately $2,500,000 is projected to be available. The final total amount available is subject to budget appropriation.

Funding* Maximum $175,000 for one site Maximum $250,000 for two sites Model 1 (ELT) Model 2 (OST) Per proposed site: Maximum $500 per pupil enrolled (2015-2016) and Up to $25,000 for summer/school vacation week programming Maximum $175,000 for one site Maximum $250,000 for two sites *The requested amount should be appropriate and reasonable for the size and scope of the proposed activities.

Fund Use Funds may support: Salaries Stipends Contracts Instructional materials, and Other expenses associated with implementing additional time.

Fund Use Funds must supplement not supplant currently funded costs Funds should support enhanced or new services for students Model 1 (ELT), funds must support enrichment and/or blended learning components of ELT, aligned to the grant priorities

Grant Duration Upon award (no earlier than September 1, 2016) through August 31, 2017 Total grant period is THREE years (FY17-FY19) Continuation grant equal to the amount awarded in year one for each of the continuation grant years. Continuation grants are pending budget appropriation, contingent upon implementation of required grant activities and demonstration of the following: using data to inform and support continuous improvement maintaining program attendance levels (for OST and summer) evidence of work towards sustainability annual submission of mid-year and end-of-year report/reapplication

Key Requirements Have an advisory council/group which advises grant-funded programs May be new or part of an existing council That is representative of the community served

Key Requirements Designate a part- or full-time coordinator To oversee grant implementation To attend required coordinator meetings and trainings To support program evaluation To ensure programmatic reporting and requirements are met

Key Requirements Attend required training on and administer program evaluation tools Use multiple sources of data to support continuous program improvement Select program outcomes Survey students, staff and school-day teachers (using Survey of Academic Youth Outcomes – SAYO) Observe program using provided tools (APT-O)

Key Requirements Attend required training on and implement service-learning (SL) and/or project-based learning (PBL) PBL – an instructional approach that provides authentic learning activities to engage, interest and motivate students. Students answer questions and/or solve problems. SL – is a form of PBL where students discover/investigate needs and problems, identify/research solutions, decide, plan, implement and evaluate projects that address those needs.

Key Requirements Implement activities to support one or both of the following: Family Involvement Ongoing, systems of involvement and communication To support student’s learning in and out of school Social and Emotional Learning (SEL) and Supports Help students develop social-emotional competencies Self-awareness, self-management, responsible decision-making, social awareness, relationship skills Encouraged to set aside up to 5% of the budget to support these activities. Funds may support related staffing, services, resources/activities, etc.

Key Requirements Set aside funds to attend the 21st CCLC Summer Institute Typically July Sharing of national promising practices and trends in 21st CCLC and OST Submit required reporting Mid-year preliminary report Survey data (SAYO S, T, Y) End-of-year USED data

Required Forms Part I / Part II - Signature Page (Standard Contract Form) / Budget Workbook Part III-A – Required Program Information (RPI) – District Part III-B – RPI– School/Site Addendum A – Grant Assurances Addendum B – Documentation of Organizational Capacity Addendum C – Documentation of Consultation with Non-Public Schools Addendum D – Documentation of Community Notification Addendum E – SAYO Outcomes Selection and APT Information

Part I / Part II – Excel File – General Tips Submit ONE per lead applicant, including request for ALL sites included in the application. All YELLOW highlighted cells are UNLOCKED for typing your information. All other cells are locked.

Part I / Part II – Excel File – General Tips Please do not copy/paste sheets into another workbook. (Formula links will be broken!) Start with PtI-SchoolYear to enter applicant contact information. (Will then pre-populate everywhere else needed!)

Part I – Standard Contract Total Amount Requested will calculate/populate automatically when you enter amounts in the budget pages. School-year and summer (if applicable) should be by the superintendent or executive director. Scan the signed original(s) to submit via email.

Part II – Budget Workbook ONLY include the grant requested amounts. Include an FTE ONLY if the employee is salaried and a portion of that salary will be covered by the grant. Otherwise, include hourly rates. If stipends are requested, include rates (hourly) if applicable. Make sure all rates are reflected on the left pages of the document.

Part II – Budget Workbook In the narrative (right side of document), include a brief description of the purpose of the expenditure. Please don’t change the formatting/page set up of the file. Technical problems? Contact kmckinnon@doe.mass.edu

Part III – Required Program Information Part III-A – District Submit ONE per lead applicant Part III-B – School/Site Submit ONE for each school/site included in application

Part III – General Instructions for Completing Insert responses into the existing document. Respond beneath each applicable question. Questions are highlighted in gray. Please do not delete questions, even if they are not applicable for you! Adhere to applicable page limits.

Part III – Instructions for Completing Please do not change the font size or margins. Narrative and/or bulleted responses are acceptable.

Part III-A – District How OST/ELT supports district goals/priorities Non-district applicants must work with applicable districts to plan and implement programming. Describe: How OST/ELT supports district goals/priorities Previous experience with OST/ELT Plans for supporting implementation Plans for supporting sustainability

Part III-B – School/Site Reminder: Submit ONE for each school/site proposed in application. Describe: the planning process and team plans for overseeing, monitoring and evaluating implementation the school’s needs/priorities to be addressed through OST

Part III-B – School/Site Describe: a “typical day” – what will a student experience as a result of proposed programming The population to be served; how the needs of specialized populations will be addressed; recruitment and outreach strategies proposed programming – engaging instructional practices and enrichment opportunities that will be implemented (include both grant-funded and other)

More Required Forms – Addenda A-E

A - Grant Assurances Certifies the applicant’s agreement to the grant assurances. Some of which include: Ensuring that all subcontracted providers are adhering to the the same fiscal controls and grant fund use requirements. The school district and collaborating partners will provide access of needed and pertinent student data to applicant or partnering agencies. The program will primarily outreach to and serve students who are economically disadvantaged, at-risk academically and/or socially/emotionally, receive special education services, and/or are limited English proficient or whose first language is not English. PLEASE READ the full grant assurances document COMPLETELY BEFORE SIGNING Massachusetts Department of Elementary and Secondary Education

B - Organizational Capacity ONLY for applicants who are NOT a public school district, city or town. Must implement more time in partnership with a school/district. Will be screened for capacity to administer the program and must demonstrate: experience with similar amounts of funding plans for linkages and communication with school site Massachusetts Department of Elementary and Secondary Education

C – Consultation with Non-Public Schools Required for ALL applicants. Must consult with private school officials in their catchment area during the design and development of the 21st CCLC program. Consultation must be timely and meaningful. The lead applicant remains in control of funds Services must be secular, neutral and non-ideological. Recommend consulting with your Title I program on their process. Massachusetts Department of Elementary and Secondary Education

D – Community Notification Federal requirement for ALL applicants. Applicants must publicly notify the community, in advance, of intent to apply for this grant. Example: notice in the local newspaper (public notices section) Announcements at school committee meetings alone are not considered public notification. Upon award, funded programs must publicly disseminate information about the program. Massachusetts Department of Elementary and Secondary Education

E – SAYO Outcomes Selection To assess how participation in 21st CCLC programs supports a student’s school-day experience, programs are required to solicit input from the school-day teachers (SAYO-T), educators that work in 21st CCLC funded programs or activities (SAYO-S) and youth participants (SAYO-Y). Model 2 (OST) applicants must complete and submit. [T- Select 1 academic outcome (ELA/Math), 3 intermediary, S-3 outcomes] Model 1 (ELT) applicants should review, but are not required to complete/submit. Outcomes are pre-selected for ELT sites. Massachusetts Department of Elementary and Secondary Education

Submission Instructions Email to cclc@doe.mass.edu: ALL required forms in their original format (Excel or Word) Scanned PDFs of ALL documents that require signatures with original signatures AND Submit the requested information using the link provided in Part IIIA/B BOTH of the above must be received by 5:00 PM on the date due.

Anticipated Grant Timeline Additional Information Webinars 90 minute grant presentation and questions: February 9 (1:00-2:30 PM) February 11 (2:00 -3:30 PM) February 23 (11:30 AM – 1:00 PM) In-person panel of 21st CCLC grantees: March 8 (9:30 AM-12:30 PM) Devens Commons, Devens Will address questions ONLY: March 3 (2:00-2:30 PM) March 15 (2:00-2:30 PM) March 22 (11:30 AM-12:00 PM) March 29 (11:30 AM-12:00 PM) April 1 (1:00-1:30 PM) April 4 (11:00-11:30 AM) RFP/Funding Opportunity Posting Early to mid-February 2016 Letters of Intent Due (non-binding) March 18 Full Proposal Due April 5 (emailed by 5PM) Award Notifications Spring/Summer 2016 (likely early- to mid- June) Anticipated Program Start Date September 1, 2016