1. FY17 RFA Grant Meetings
Fall 2016

2. Agenda: Why is this a Model program? RFA Timeline and DE website
Changes and highlights FY17 Application
Monitoring Tools and Risk Assessment
Grant Fraud / Finance /Data Reporting
Example Application Sections from previous years
What is expected of you?

3. Explaining the Federal Fiscal Year
Although it is 2016, when we begin the application process,
We are awarding funding for the Federal Fiscal Year 2017
The Grant Awards will Begin on July 1, FY17
The Grant provides 3 years of funding
July 1, 2017 until June 30, 2020 –but we create 3 contracts (one for each state fiscal year).
After a comprehensive site visit, you could be approved for an additional 2 years of funding at 75%
July 1, 2020 until June 30, with 2 more contracts.

4. What we mean by a MODEL program
As a federally-funded program, your work is a MODEL of Best Practice, reported to your community (we require your annual local evaluation to be posted online on your website).
Because of the federal funding you are expected to run a high quality program that is an EXAMPLE of excellence to others in the state.
Your grant application is a PUBLIC document- and is available for review on the IDOE website.
Those who are interested in starting an afterschool or summer school program may want to visit you.
Data is reported on a USDOE online data system to create reports for Congress.

5. Grant Competition Timeline
RFA
Released
Applicant Workshops
And Webinars
Online Letter of Intent
Applicant Webinar
Grants Due
Peer Review Process
Grant Award Process
Awards Announced
Contracts Sent
Grants Begin July1st for summer School
First Quarter
Advance
Begin Summer School
June 30th expenses due before Aug 15th
July, Aug, Sept expenses Due before Oct 30th

6. Application Important Dates
Dec. 16, 2016 – 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.
January Grant reviewers conference in Des Moines area. Location TBD
March Grant awards announced.
Apr. - Jun Grant contracts finalized.
Jul. 1, 2017 – Contracts Begin, Program implementation begins. (Note: The Federal data reporting begins the school year with summer school.).

7. Application Workshops
Des Moines Area
West Des Moines Oct 7, 2016
10AM to Noon
Davenport
Sept 22, 2016
8:30 AM-10
Atlantic
Oct 14, 2014
10AM to Noon
3 locations
Around Iowa
And 1 statewide webinar Nov 9th

8. Statewide Webinar Workshop & FAQ
Nov. 9, 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 Rhonda Calderon at or

9. Application Important Dates
New Application Deadline:
FRIDAY, DECEMBER 16, 2016; 4:30 PM CST
FEDERAL FUNDING:
TOTAL FUNDS AVAILABLE FY2014: $6,029,497.00
TOTAL FUNDS AVAILABLE FY2015: $6,681,550.45
TOTAL FUNDS AVAILABLE FY2016: $6,243,557.70
TOTAL FUNDS AVAILABLE FY2017: $6,805,627.00

10. 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.
Note: We cannot return media, drives, or other storage items with electronic data submitted for this application.

11. Where to direct your questions
Direct ALL questions to Vic Jaras at
Phone:
Mail Applications to:
Jodi Bruce
Iowa Department of Education
Grimes State Office Building
400 E 14th 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.

12. Iowa Dept of Education website

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

14. Application Materials:
Scroll down the 21st CCLC page from the top until you find the
FY17 REQUEST FOR APPLICATION SECTION
Now BOOKMARK
This website for future use.

15.
FY 2017
Download these

16. 4% for local evaluation Changes to FY14 RFA
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.

17. ESSA
Changes to FY14 RFA
Every year we work to make the application easier
pages pages pgs
“The State Educational Agency will provide the least restrictive and burdensome regulations for local educational agencies and individual schools participating in a program assisted under this part” –ESSA 110(G)18-22

18. Checklist to help understand the app
Changes to FY14 RFA
A checklist to help you organize your data for the grant

19. When can you start? ALL NEW GRANTS WILL BEGIN ON JULY 1 July 1, 2017
THERE WILL BE AN ADVANCE START UP PAYMENT WHEN YOUR SIGNED GRANT AGREEMENT IS MAILED BACK TO THE IDOE.

20. Monitoring of the program
2 monitoring tools:
Site monitoring tool that is aligned with the Elementary Secondary Education Act statutes for 21st Century and provides Risk Assessment compliance.
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.

21. Monitoring and Risk Assessment
States are now required to do a risk assessment before making a grant award.

22. RFA KEY POINTS:
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.

23. 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

24. Watch the percentages:

25. About Consultation
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.
The required form included in Appendix A - it MUST be completed for your proposal to be funded.
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.

26. Private School Consultation Rules
A sub-grantee shall provide students enrolled in private schools with a genuine opportunity for equitable participation in accordance with the requirements in §§ (EDGAR) and in the authorizing statute and implementing regulations for a program.
76.652   Consultation with representatives of private school students.
(a) An applicant for a subgrant shall consult with appropriate representatives of students enrolled in private schools during all phases of the development and design of the project covered by the application, including consideration of:
(1) Which children will receive benefits under the project;
(2) How the children's needs will be identified;
(3) What benefits will be provided;
(4) How the benefits will be provided; and
(5) How the project will be evaluated.

27. Private School Consultation Rules
76.653   Needs, number of students, and types of services.
76.654   Benefits for private school students.
(a) Comparable benefits. The program benefits that a subgrantee provides for students enrolled in private schools must be comparable in quality, scope, and opportunity for participation to the program benefits that the subgrantee provides for students enrolled in public schools.
(b) Same benefits. If a subgrantee uses funds under a program for public school students in a particular attendance area, or grade or age level, the subgrantee shall insure equitable opportunities for participation by students enrolled in private schools who: (are free and reduced lunch students)
(1) Have the same needs as the public school students to be served; and
(2) Are in that group, attendance area, or age or grade level.
(c) Different benefits. If the needs of students enrolled in private schools are different from the needs of students enrolled in public schools, a subgrantee shall provide program benefits for the private school students that are different from the benefits the subgrantee provides for the public school students.

28. Private School Consultation
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.
Your Consultation form should be completed in September or October NOT December.
Your consultation should include:
Contact names, phone numbers, s.
Dates and summary of meeting
OUTCOME of the meeting (agree to participate, decline to participate).

29. Start Up Funding for summer school
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
- you will not receive reimbursement payments until you have submitted claims over the amount of your initial advance.

30. RFA KEY ELIGIBILITY 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.

31. RFA KEY POINTS:
Continuation Grants- There will be no more separate continuation grant applications. Continuation language has been discontinued. Existing Continuation grants will be honored until their contract concludes.
Note: This reduces the paperwork and regulations needed for this grant and makes it less restrictive.
Now there is ONE grant process,
Not TWO.

32. RFA KEY POINTS:
New 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.

33. RFA KEY POINTS:
Site Visit (between year 1-3) -paperwork is done by the IDOE (program may need to provide documentation) one site.
Comprehensive 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. Sustainability Plan is reviewed.
The Site and Comprehensive Visit forms are posted with the application, so you know what to expect from a monitoring visit.

34. RFA KEY POINTS:
A previously funded 21st 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.

35. 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.
Your Partnerships are reviewed after year 3, during a meeting with your partners.

36. 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.
Will you be my partner?

37. RFA KEY POINTS:
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.

38. 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.

39. 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.

40. 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 21st 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.

41. 21st Century Statewide Partnerships
IOWA COMMUNITY COLLEGES- THERE IS ONE NEAR YOU

42. 21st Century Statewide Partnerships
Need help with Literacy? Consider a partnership with your local library.
The IOWA LIBRARY DIRECTORY lists 756 libraries around the state.

43. 21st 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

44. 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

45. The Value of Partnerships in Iowa
21st Century funds provide for 11,807 children ( school year)
However, grantees serve 13,410 children because of community partnerships.
This means that 1,603 additional children are receiving afterschool and summer school BECAUSE OF PARTNERSHIPS.
In Cohort 7, we spent
$1,904, to provide for 1,743 children to have this program.
So, I could state that the VALUE of our partnerships in Iowa provides an additional $1,800,000 into afterschool programs to help at-risk children every year. In 2012, we had less than 100 partners- in 2015 we had 414

46. Evidence of supplanting can render the best application un-fundable.
RFA KEY POINTS:
SUPPLEMENT AND NOT SUPPLANT- Additional emphasis was added in the application.
Evidence of supplanting can render the best application un-fundable.
If you have questions about supplanting- before you submit your application.

47. 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:

49. 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

50. 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.
EXAMPLE: 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.

51. What is Grant 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 future Federal funds.
Federal Funds have guidelines and reporting requirements.

52. Example Case: Remember this grant is to help at-risk children, not just create jobs. We REQUIRE a MINIMUM of 60 hours contact time per month and 30 days of summer school.
District “A” applies for this grant requesting $100,000 per year and propose to operate an afterschool program for 3 hours per day, 5 days a week.
Q: Will they meet the minimum number of contact hours?
District “A requesting $100,000 per year proposes a full time director or administration position. They want to pay a teacher 35,000 a year to run this program.
Q: Is this allowable- why or why not?
Administrative Costs: Up to 8% of each site’s total budget may be used for administrative costs- the limit here would be $8,000 for administrative work.

53. Example Case: Remember this grant is to help at-risk children, not just create jobs. We REQUIRE a MINIMUM of 60 hours contact time per month and 30 days of summer school.
District “A” requesting $100,000 per year proposes a full time director or administration position. They want to pay a teacher 35,000 a year to run this program.
Q: Is this allowable- why or why not?
It is NOT allowable- FIRST, it is SUPPLANTING. The district should pay the teacher salary. Our program should ONLY pay for the additional hours a teacher or staff person works. So this would be 15 hours of extra pay.
Administrative Costs: Up to 8% of each site’s total budget may be used for administrative costs- the limit here would be $8,000 for administrative work.
Since this is a smaller grant. You could have more than one person share administration duty. You could have someone split administration with teaching. Only those with multiple sites and multiple cohorts can afford a full time person.

54. Example Case: Remember this grant is to help at-risk children, not just create jobs. We REQUIRE a MINIMUM of 60 hours contact time per month and 30 days of summer school.
Community Group “B” requesting $150,000 per year proposes a full time director or administration position. They want to pay a current staff member $53,000 a year to run this program full time. However, the program operates 3 hours a day, 5 days a week.
Q: Is this allowable- why or why not?
It is NOT allowable- FIRST, it is SUPPLANTING. If you have a staff person, their salary should be paid by the school or community group but counted as an in-kind contribution.
Administrative Costs: Up to 8% of each site’s total budget may be used for administrative costs- the limit here would be $10,000 for administrative work.
Only those with multiple sites and multiple cohorts can afford a full time person.

55. 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 $750,000 per year.

56. 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

57. Two Financial Deadlines:
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 30th) claims are due by August 15th.
Federal Grant Year (July, Aug, Sept expenses) due by October 30th for expenses up to Sept 30th.

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

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

60. 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 30th federal grant deadline).

61. Federal Data Collection System
Grantees are required to provide data into this federal monitoring system for afterschool programs. The Iowa Dept. of Education Monitors your progress.
If you are funded, you will need to enter data into an online system.
Data System
training is provided at our Spring Conference and the system has tutorials you can download.

62. EXAMPLES:

63. EXAMPLES:
TIP: REVIEW YOUR SUSTAINABILITY PLAN EACH YEAR AS WELL

64. EXAMPLES:
A Memo of Understanding (MOU) provides the following information:
What in-kind support will be provided
How long will support be provided
How much money, how many staff, volunteers or material is being contributed

65. EXAMPLES:
Note: The 4% limit on evaluation would provide $6,000 a year for a $150,000 award

66. 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

67. 5th
APRIL 27, 28 & 29, 2017
In Des Moines, Iowa

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