1. 21st Century Community Learning Centers (CCLC)– Supporting Additional Learning Time
Grant Information Session
March 3, 2017
9:30 – 3:00 PM
Hilton Garden Inn at Devens Commons
Presented by: Department of Elementary and Secondary Education (ESE) Staff
Massachusetts Department of Elementary and Secondary Education

2. ESE is guided by this mission...
"To strengthen the Commonwealth's public education system so that every student is prepared to succeed in postsecondary education, compete in the global economy, and understand the rights and responsibilities of American citizens, and in so doing, to close all proficiency gaps."

3. Our core strategies
Strengthening curriculum, instruction, and assessment
Improve educator effectiveness
Support social-emotional learning, health, and safety
Turning around the lowest performing districts & schools
Using technology and data to support student performance
Massachusetts Department of Elementary and Secondary Education

4. 21st CCLC Grant Purpose
Support the implementation of out-of-school time (OST) programming and/or Expanded Learning Time (ELT- a longer school day/year for all students) programming. These opportunities will:
help close proficiency gaps;
help increase student engagement,
support a well rounded education
support social and emotional learning
Promote college & career readiness and success.

5. Priority of the MA 21st CCLC Program
The main priority of this grant is to support the thoughtful implementation of engaging approaches to learning during OST and/or ELT that meet the specific academic, social and emotional, and developmental needs of students, and is aligned to the Department of Elementary and Secondary Education’s (Department) goals and strategies.

6. Overarching Priorities Include:
Using more time to implement innovative teaching and learning strategies that are multi-disciplinary and support students in all developmental areas (academic, social and emotional, civic, wellness, etc.).
Using more time to implement service-learning and project-based learning that supports core academic areas.
Using data effectively in designing programming that addresses student needs and interests.
Developing systems of support that are culturally competent and relevant to the select population of students and families to be served with these funds.
Demonstrate that the activities proposed are not otherwise accessible to students who would be served, or would expand access to high-quality services that may be available in the community.

7. Overarching Priorities Cont.
A system that evaluates program effectiveness through data collection and analysis and leads to continuous program improvement efforts.
Developing engaging summer programming that addresses summer learning loss and helps students transition successfully into elementary, middle, and high school.
Engaging families and building strong school-community partnerships to support student outcomes in all developmental areas as described above.
Developing sustainable models for supporting additional quality learning time.

8. Grant Overview

9. Allowable Models for Adding Time
Model 2 (ELT)
Expanded Learning Time
Model 1 (OST)
Out-of-School Time
Offer a at least 300 expanded learning program hours by:
ADDING at least 180 hours to the school day/year, required for all students
AND
OFFERING at least 120 hours (or the difference between 300 hours and the amount of time added to the required school day/year) summer and/or school vacation week programming to a selected group of students
Offer at least 400 hours of comprehensive OST programming (not drop-in) for a selected group of students.

10. Allowable Models for Adding Time – More details
Model 1 (OST)
Out-of-School Time
Model 2 (ELT)
Expanded Learning Time
The longer required school day/year:
180 hours added must be over and above what was offered either this school year ( ) or last ( ).
Total hours offered for the year must be 1,285 (Elementary) and 1,305 (Middle/High)
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. Average minimum hours students required to attend during the school year:
Elementary = 100
Middle = 90
High = 80
80% of Summer Programming

11. 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.

12. Basic Eligibility (cont.)
Applicants must 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)
The Department reserves the right to consider additional factors such as geographic distribution and diversity of applicant type in making final award decisions. In addition, for applicants under Model 2 (ELT) that are receiving or applying for School Redesign Grants, the Department will consider the status of both applications in making funding decisions.

13. Additional Eligibility Information
Non-school/city/town applicants must demonstrate:
Implement in partnership with a school/district
capacity to administer the program
Applicants in communities with an open bid process for selecting providers to implement OST programming in school buildings must provide a letter of support for the proposed 3- year program from the chair of the school committee.
Students, and other program beneficiaries will not be denied access to or participation in activities based on gender, gender identity, race, national origin, color, disability, sexual orientation, or age.

14. Additional Eligibility Information
Model 1 (OST)
May apply for a school that received ELT funding in Fiscal Year (FY) 17.
Cannot apply for a school/site that received funding through this grant for OST in FY17.
Model 2 (ELT)
May apply for a school that received 21st CCLC OST funding in FY17, however the OST program must continue to meet all existing grant requirements including the originally required number of OST hours.
Cannot apply for a school that received funding for ELT in FY17 (through this grant or the state-funded ELT grant).

15. Competitive Priorities
Competitive priority will be given to applicants that:
Propose to serve youth from schools/communities with >40 percent of students who are ED, as indicated at the Department's School and District profiles page for
Propose to implement more time in a school or in partnership with a school designated as Level 3, 4, or 5.

16. Competitive Priorities Cont.
Submit the application in full partnership among: a school district, and a community-based organization or other public/private entities
Please note: LEA’s that would like to receive priority points without a partner must provide documentation that supports they are unable to partner with a community-based organization in a reasonable geographic proximity and of sufficient quality.
Elementary programs proposing to include Kindergarten (K) in their program model and a summer program that will include rising K (Pre-K transitioning to K).

17. Competitive Priorities
Model 1 (OST) Applicants ONLY
Applicants that have not previously received 21st CCLC funding.
Propose to implement service-learning and/or project-based learning during core academic time.
Model 2 (ELT) Applicants ONLY

18. # of Schools/Sites for which a lead applicant may apply
The same school/site may not be included for both ELT and OST.
Up to TWO (2) schools/sites - for districts/communities with ≥40% ED
ONE (1) school/site - for all other districts/communities
NOTE: A total of approximately $2,000,000 is projected to be available. The final total amount available is subject to budget appropriation.

19. Funding Model 2 (ELT) Model 1 (OST)
Up to $150,000 per site – For sites that will serve approximately students per day.
Up to $125,000 per site – For sites that will serve approximately students per day.
Please note all sites must meet attendance requirements.
Maximum $500 per pupil enrolled ( )
and
Up to $20,000 for summer/school vacation week programming
The requested amount should be appropriate and reasonable for the size and scope of the proposed activities.

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

21. Fund Use Funds must supplement not supplant currently funded costs.
Funds should support enhanced or new services for students.
Model 2 (ELT), funds must support enrichment and/or blended learning components of ELT, aligned to the grant priorities

22. Fund Use Funds may not be used for any of the following: Scholarships
Purchasing of equipment with a value of >$500 (appliances, vans, etc.)
Purchasing of materials that will enhance a building space (sheds, building materials, furniture, etc.)
Rental of Space or Utilities (phone, electric, etc.)
Out of State Travel for Staff other then approved 21st CCLC Conferences/meetings

23. Grant Duration
Upon award (no earlier than September 1, 2017) through August 31, 2018
Total grant period is THREE years (FY (FY18) – FY (FY20)
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/re- application

24. Key Requirements
Conduct an assessment of the need and interest of students, teachers, families, the community, and partnering schools (if a CBO is the applicant) in having a 21ST CCLC ELT/OST site.
The assessment must have been conducted within the past year and connected to the proposed site.
Please note: The assessment may be coordinated with or part of a larger district/community wide effort.

25. 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

26. 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

27. Key Requirements
Attend required training on and administer program assessment tools
Use multiple sources of data to support continuous program improvement
Select program outcomes that support identified student needs
Survey students, staff and school-day teachers (using Survey of Academic Youth Outcomes – SAYO)
Observe program using provided tools (Assessment of Program Practices Tool – APT)

28. Program Assessment Tools
Programs are required to utilize the field tested and research based APAS suite of tools (A Program Assessment System) developed by ESE and that National Institute on Out-of-School Time (NIOST) that help programs assess youth outcomes and program quality as well as their linkage. APAS includes:
SAYO –designed to assess how participation in 21st CCLC programs support students' academic and social emotional learning (SEL) experiences.
APT - designed to complement SAYO by helping programs evaluate and strengthen quality practices that research suggests are linked with SAYO outcomes.

29. SAYO SAYO-T (Teacher) & S (Staff) SAYO-Y (Youth)
The SAYO-T is a survey completed by the school day teachers of the students served by the program and the SAYO-S is completed by the program staff/academic enrichment providers.
SAYO-Y (Youth)
The SAYO-Y is a survey, completed by youth, that measures their experiences in the 21st CCLC program, youth’s sense of competence, and youth’s future aspirations. The SAYO-Y is designed to supplement areas measured by the SAYO-S and SAYO-T and is an opportunity to hear directly from youth and learn more about their experiences, attitudes, perceptions, and beliefs.

30. Assessment of Program Practices Tool (APT)
The APT consists of the Observation Tool (APT-O) which is designed to provide a “snap shot” of your program’s quality in areas linked to SAYO outcome areas and a companion Questionnaire (APT-Q) that reflects on structural aspects of the program not easily observable.  
The goal of the APT is to assess the extent to which 21st CCLC programs are implementing practices congruent with their desired SAYO outcomes. 
The APT is intended to be a tool that assists with continuous program improvement and with identifying areas for professional development.

31. 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.
Understanding PBL vs. SL

32. Additional Requirements
Family Engagement
Families play important roles in supporting learning both in school and out-of-school. Programs should be working to build capacity to engage families in meaningful ways to better support student learning and development. Effective family engagement requires ongoing and/or sustained participation by the adult family member(s) of participants in the 21st CCLC program.
It is recommended that at least five (5%) percent of the total budget is set aside to support Family Engagement. This may include a part-time Family Engagement/Outreach Liaison if one does not currently exist.

33. Additional Requirements
Submit required reporting
Program schedules
Mid-year preliminary report
Survey data (SAYO S, T, Y)
End-of-year
USED data
It is recommended setting aside funds to attend the 21st CCLC Summer Institute
Typically July
Sharing of national promising practices and trends in 21st CCLC

34. 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

35. Part I / Part II – Excel File – General Tips
Submit ONE per lead applicant, including request for ALL sites included in the application.
If applying for both ELT & OST submit a separate budget for each.
All YELLOW highlighted cells are UNLOCKED for typing your information. All other cells are locked.

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

37. 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 signed by the superintendent or executive director.

38. 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 or list flat rate.
Make sure all rates are reflected on the left pages of the document.

39. Part II – Budget Workbook
In the narrative (right side of document), include a description of the purpose of the expenditure. Make sure expenditures match with proposed program.
Please don’t change the formatting/page set up of the file.
Technical problems? Contact

40. 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

41. 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.

42. Part III – Instructions for Completing
Please do not change the font size or margins.
All questions are shaded in gray and responses should be written in the white space below each question.
Narrative and/or bulleted responses are acceptable.

43. 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

44. 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

45. Part III-B – School/Site
Describe:
a “typical day” – what will a student experience as a result of proposed programming
the select 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)

46. More Required Forms – Addenda A-E

47. 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 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

48. 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

49. 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.

50. 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)
School Committee local cable announcements alone are not considered public notification.
Upon award, funded programs must publicly disseminate information about the program.

51. E – SAYO Outcomes Selection
Model 1 -OST required to select a primary Academic focus (ELA or Math) and three (3) Social Emotional Learning (SEL) outcomes. Homework is a required outcome if homework/academic support will be provided.
Sites should select the outcomes that best match the expected results of the program activities. The district and school curricular priorities, school improvement plan, and student level data/need should guide the outcome selection.

52. E – SAYO Outcomes Selection
Model 2-ELT
Select three (3) SEL outcomes that best match the expected results of the 21st CCLC funded activities. The district and school curricular priorities, school improvement plan, and student level data/need should guide the outcomes selected.
SAYO-Teacher: To be completed by a core content classroom teacher.
SAYO-Staff: To be completed by the educator instructing the grant-funded activities.
Utilize student level data to assess academic performance. (e.g. local benchmark assessments, MCAS scores, etc.)

53. Department Intent to Apply
Due MARCH 24, 2017– Submit Intent to Apply following the instructions provided on our web site
and in the RFP Required Prior to Grant Submission section.

54. Proposal Specifications
Each proposal must be submitted in the format outlined below.
Pages must be 8.5” x 11” with 1” margins on the top, bottom, and printed single sided;
Font must be no smaller then Arial 10 point;
Pages must be consecutively numbered;
Supplementary materials such as publications, press clippings, testimonial letters, and newsletters, other than information requested in this RFP, will not be considered as part of the review.

55. Submission Instructions
Submit one (1) original hard copy of all required forms (Parts I, II, IIIA, IIIB and Addenda A-E) collated and clipped together with a binder clip (unstapled) to be copied and distributed to reviewers. to
One (1) complete set of all required documents, in their original Word or Excel formats (e.g., not converted to a PDF);
A signed original scanned version (PDF) of the Part I signature page, for the school year and summer.
If applicant is applying for ELT and OST sites must submit separate budgets for each model (ELT and OST).
Note: Those awarded a competitive grant in will be required to input contact and budget and other info through the Department’s new on line EdGrants system which will be used for all grants in FY18.

56. Grant Timeline