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FY2013 Inclusive Preschool Learning Environments RFR Renewal Conference

FY2013 Inclusive Preschool Learning Environments RFR Renewal Conference. June 8, 2012 10 AM –12 PM Central Office 51 Sleeper Street, 4 th Floor Boston, MA. Today’s Agenda. Overview of the FY13 IPLE renewal application: Content FY13 Eligibility Requirements

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FY2013 Inclusive Preschool Learning Environments RFR Renewal Conference

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  1. FY2013 Inclusive Preschool Learning EnvironmentsRFR Renewal Conference June 8, 2012 10 AM –12 PM Central Office 51 Sleeper Street, 4th Floor Boston, MA

  2. Today’s Agenda • Overview of the FY13 IPLE renewal application: • Content • FY13 Eligibility Requirements • Nuts and Bolts of the Process • Budget Guidance • IPLE & QRIS

  3. FY2013 IPLE Grant: Application Sections • Procurement Information • EEC Purpose/Strategic Directions • Grant Specific Information • Purpose • Priorities • Eligibility • Funding • Required Services • Fund Use • Reporting • Project Duration

  4. FY13 IPLE Grant Renewal Conference • Questions may be submitted on index cards during our meeting today and responses will be recorded so that they can be included in the IPLE Q & A. • All other additional questions must be emailed by June 11, 2012 at 4 PM to procure@massmail.state.ma.us • The Q&A will be posted on June 14th (est.) • The Q& A document then becomes an official part of the RFR – be sure to read it carefully!

  5. FY2013 IPLE Grant: Overview • Grant Posting Available • Comm-PASS at www.ebidsourcing.com • Available on EEC’s website at www.mass.gov/EEC • Grantees are responsible for checking COMM-pass and EEC’s website for updates to the RFR

  6. FY2013 IPLE Grant: Overview • Grant Posting Available • COMM-pass • Available on EEC’s website at www.mass.gov/EEC Funding Opportunities Open Renewal Grants

  7. FY2013 Inclusive Preschool Learning Environments Grant: Purpose • The Inclusive Preschool Learning Environments Grant (IPLE), formerly known as Chapter 188/Phase I Direct Services of Community Partnership for Children Grant (CPC), was designed to support inclusive preschool learning environments serving preschool-age children with disabilities in early education and care settings with their same-aged peers without disabilities.

  8. EEC’s Strategic Linkages: Supporting Young Children in Inclusive Settings “To assure every child a fair and full opportunity to reach his full potential by providing and encouraging services which maximize a child’s capacity and opportunity to learn, which strengthen family life, and which support families in their essential function of nurturing a child’s physical, social, educational, moral, and spiritual development.”

  9. FY13 IPLE: Overarching Priorities In accordance with EEC’s Strategic priorities, the Massachusetts Early Learning Plan for Race To the Top-Early Learning Challenge (RTT-ELC) was created in 2012 to guide the development of a comprehensive Early Learning System which includes goals for: • Improving program quality, • Improving outcomes for children with high needs statewide, • Closing the readiness gap between children with high needs and their peers, and • Strengthening linkages between schools and communities to promote healthy child development and sustain program effects in early elementary grades 9

  10. FY2013 IPLE Grant Priorities Demonstrated pre-kindergarten to third grade alignment with and within local school districts. • Resources for Cross-sector Work • Administrator and Leadership Quality • Teacher Quality and Capacity • Instructional Tools In 2012, EEC also undertook a review to establish how Inclusive Preschool Learning Environment programs demonstrate pre-kindergarten to third grade alignment with and within their local school districts. The components reviewed were: • Learning Environments • Data-driven Improvement • Engaged Families • Access, Transitions, and Pathways

  11. FY2013 IPLE Priorities, Guidelines and Policy Objectives • The reviewed components were also found to be aligned with the Center-Based/School-Based QRIS Standards in the Massachusetts Quality Rating and Improvement System (QRIS) • Grant funded programs will be required to demonstrate participation in QRIS; and • Grant funded programs should be participating in QRIS at Level 2 by June 30, 2013 As a result, the following guidelines and policy objectives for the FY2013 renewal grant were adopted to guide the further development of the Inclusive Preschool Learning Environments in the Commonwealth:

  12. FY2013 IPLE Renewal Grant: Eligibility • ONLY Applicants that received FY12 IPLE grant funds or agencies that were sub-recipients of such funds are eligible to apply for FY13 IPLE funds. (Renewal grant funds) • Failure to satisfy all of the requirements of the FY2012 IPLE Grant will make a grantee ineligible to receive FY2013 funding (Reporting) • Be in good standing with the Department of Early Education and Care. A list of the 100 eligible Lead Agencies is listed in Appendix C on EEC’s website with the RFR posting.

  13. FY2013 IPLE Renewal Grant: Eligibility All IPLE Applicants must: • Continue to offer Inclusive Preschool Learning Environment in the same programs and classrooms that served children through the FY12 Inclusive Preschool Learning Environments Grant • Continue to meet the standards and definitions of an Inclusive Preschool Learning Environments • Demonstrate that programs and schools that receive IPLE funding are able to meet all of the modifications to the FY13 eligibility requirements

  14. FY2013 IPLE: Standards and Definition of an Inclusive Preschool Learning Environments Settings • Services may be provided in public schools, Head Start programs, and/or EEC licensed child care programs. Class Size and Teacher-Child Ratio • Class size may not exceed 20 children with one teacher and one aide when the classroom has up to five children with disabilities.* • Alternatively, class size may not exceed 15 children with one teacher and one aide when the classroom has six or seven children with disabilities.* • In order for a classroom to be considered an inclusive learning environment, at least 15% of the children enrolled in the classroom must have a documented disability.* *In order to establish that the classroom is serving children with disabilities, each child’s disability must be documented in an existing Individual Education Plan (IEP). 14

  15. FY2013 IPLE Eligibility Requirements: Modifications Participation in Massachusetts Quality Rating and Improvement System (QRIS). • Each program and school that receives IPLE funding must demonstrate participation in QRIS; • To be eligible for FY13 IPLE funding, each school and program must started a Center-based/School-based QRIS Application in the QRIS Program Manager (QPM), and • Complete and submit the QRIS School/Program Participation Formas part of the grant application Due by June 19, 2012 15

  16. FY2013 IPLE Eligibility Requirements: QRIS • Each program and school funded through the Inclusive Preschool Learning Environments grant must be participating in QRIS and self-assessed at QRIS Level 2 by June 30, 2013. • QRIS Participation is demonstrated by: • The submission of a QRIS Application that has a status of “Submitted as Final to EEC” by June 30, 2013, • Delivery of QRIS Supporting Documentation as required by QRIS by June 30, 2013, and • Registration in Professional Qualifications Registry (PQR) of IPLE Educators • Each IPLE Program Administrator, Preschool Teacher and Paraprofessional working at the program and /or school funded through the Inclusive Preschool Environments should have PQR information related Education, Work Experience, Educational Training and Professional Development completed within the last five (5) years should be reported in PQR. • This information is used to address several QRIS Standards at Level 2. 16

  17. FY2013 Core Functions : Required Services While focusing on priorities, IPLE core functions remain the same: • Provide direct services for preschool-age within a high-quality inclusive settings. • Support children with disabilities in inclusive pre-school settings with typically developing peers • Implement a developmentally appropriate and inclusive early childhood curriculum that is aligned with: • The Preschool Early Learning Guidelines, • The Massachusetts Curriculum Frameworks for Preschool and Kindergarten, and • The Early Childhood Program Standards for Three and Four Year Olds.

  18. FY2013 IPLE Funding • Subject to final appropriation by the Legislature, EEC anticipates up to $9,019,276 to be made available for the FY13 Inclusive Preschool Learning Environments renewal grants. • All grant awards for the FY13 IPLE are subject to FY 2013 federal and state budget appropriation, allocation review and budget language. • Please note that EEC reserves the right to withhold this grant funding from any entities that do not fulfill their FY12 Fund Code 391 reporting requirements. • Should additional funds become available, EEC reserves the right to make additional awards based on the responses received, the needs of the Commonwealth, and/or best value to the Commonwealth. • EEC also reserves the right to reallocate funding to existing grantees in the event one or more grant is terminated or ended prior to the grant term. 18

  19. FY2013 IPLE Grant: Fund Use • IPLE renewal grants may be used to fund • Preschool teachers’ salaries, • Paraprofessionals’ salaries, • Staff fringe benefits, and • The cost of transporting children to and from inclusive programs Specific exceptions are outlined in the Grant Application (RFR) and the Funding Parameters Expenditures in the Budget workbook. These should be reviewed carefully.

  20. FY2013 IPLE Grant: Fund UsePreschool Teacher and Paraprofessional Salaries, & Fringe Benefits • Programs that funded teacher salaries and fringe benefits in 2011-2012 should continue to use these funds in those same classrooms provided they continue to meet the definition of Inclusive Preschool Learning Environments • Fund use is limited to teacher and/or paraprofessional positions which are in direct relation to maintaining the required adult/child ratios and can not be used to fund additional persons in the classroom. • Salaries in public school settings must be proportionate to the number of preschool aged peer models, special education funds should be used to serve children with IEPs. • Preschool Direct Services Staff Fringe Benefits: only applicable for funding fringe benefit costs for teacher and paraprofessional positions funded through the teacher and paraprofessional salaries lines of this grant.

  21. FY2013 IPLE Grant: Fund Use • Teacher and paraprofessional salaries may be funded with Inclusive Preschool Learning Environments funding in programs not administered by the lead agency, provided such classrooms meet the definition of an Inclusive Preschool Learning Environment. • In the event that funding cannot be used in those programs, because the setting no longer meets the standards and definitions of IPLE, funding may be redistributed to other programs or classrooms provided those classrooms satisfy the definition of an Inclusive Preschool Learning Environment. • This funding may not be used to fund one-on-one aides, or transportation cost for students with disabilities, where these services are delivered through a child’s IEP. • Lobbying Expenses – Grant funds shall not be used to cover costs incurred by employees, lobbyists, or consultants to influence any local, state or Federal legislation or policy in either the Legislative or Executive. • Please refer to the IPLE Expenditure Parameters located within the Budget Workbook for additional information about the use of funds for the four allowable direct service budget line items for Fund Code 391.

  22. FY2013 IPLE Grant: Projected Deliverables and Reporting • QRIS Participation Report: Each program /school funded through the FY13 Inclusive Preschool Learning Environments grant will be required to submit no later than June 30, 2013 one of the following listed below: • a copy of the QRIS Summary Profile with a QRIS Rating Granted of Level 2 or higher OR • a copy of the QRIS Summary Profile with a status of “Submitted as Final to EEC” witha self-assessed Level of 2 or higher, along with the delivery of the QRIS Supporting documentation as required by QRIS. • Submission of Annual Performance Reporting, as specified by EEC. • Final Financial Report (FFR): The FFR must be submitted to EEC within 60 days of the close of the grant performance period, and no later than August 31, 2013.

  23. FY2013 IPLE Grant: Application Components =New for FY13 • Checklist for Grant Application • Signed Cover Sheet • Proposal Narrative • FY13 IPLE Budget Workbook • IPLE Front page • Fund Allocation and Budget Narrative • Signed Schedule A Form (if applicable) • Program Contact Information Form  • Preschool Outreach, Selection and Enrollment Procedures and Policies • Preschool Rate Sheet or a Statement indicating that Preschool Fees are not collected • QRIS School/Program Participation Form

  24. FY2013 IPLE Grant: Appendices Additional Information (for reference only) • Appendix A: Instructions for Budget Workbook • Appendix B: Evaluation and Rating Criteria • Appendix C: Eligibility Amounts     • Appendix D: Grant Payment Terms, Grant Expenditures, Termination, Recoupment of Funds, and Relevant Law    • Appendix E: Resources • PK-3rd Grade Alignment Presentationhttp://www.mass.gov/edu/government/departments-and-boards/department-of-early-education-and-care/head-start-and-public-schools-community-meetings.html • QRIS Resources for Programs - http://www.mass.gov/edu/birth-grade-12/early-education-and-care/qris/qris-resources-for-programs.html • Curriculum, Learning, and Assessment Resources http://www.mass.gov/edu/birth-grade-12/early-education-and-care/curriculum-and-learning

  25. FY2013 IPLE: Checklist for Grant Application  Instructions: Write Your Lead Agency name Indicate by marking that all items have been submitted. Please use the most current forms associated with the grant application. Assemble and submit in the order as listed

  26. FY2013 Application Signed Cover Page The electronic version: may be a scanned signed original, PDF) Original Mailed Version Requires Signature of authorized signatory in blue ink

  27. FY2013 IPLE Grant: Proposal Narrative • The Standard Questions are related to EEC’s Strategic Directions and Mission – (Questions I-IV) • The Program Specific Questions are related to the specific purpose of the Inclusive Preschool Learning Environment funding. (Questions V and VI) • Response length for each narrative question should be limited to 1.5 pages. Your answer should be in Arial font, size 12 and single-spaced. • When completing the proposal narrative, please ensure that responses provided reflect information for all communities served through this grant for which your agency serves as the lead agency for the purposes of Fund Code 391.

  28. FY2013 IPLE Grant: Budget Workbook There are four (4) tabs in the Inclusive Preschool Learning Environments Budget Workbook that are part of the FY13 IPLE Grant Application. • IPLE Front Page • Fund Allocation and Budget Narrative • Signed Schedule A Form (if applicable) • Program Contact Information • Expenditure Parameters: provides information about the Allowable Uses of funds for the Inclusive Preschool • Appendix A: offers instructions for Budget Workbook

  29. FY2013 IPLE Grant: IPLE Budget Workbook Front Page .

  30. FY13 IPLE: Consolidated Funding Amounts “Intent to Bid” – critical to know if grantees are intending to bid, not intending to bid, or applying as the Lead Agency for another eligible applicant. • Grantees continue to have the option of Consolidated Funding Amounts. • The Schedule A form is located in the Budget Workbook in the tab marked “III SchA Form”. This must be completed with the names of the participating agencies and the amount of funds assigned by each, and the original signature by the authorized signatory (in blue ink) • When the check box is selected and the Schedule A form is completed, the total amount assigned from the Schedule A form will appear in Amount Assigned field and in Part C on the front page. Otherwise, all fields on the schedule A form should be blank or display “$0.00.”

  31. FY2013 IPLE Grant: Fund Allocation and Budget Narrative • IPLE Budget Detail and Narrative Tab Information for Line Items 1 - 4 should be completed. • These are direct service line items only. • Salaries and Fringe Lines 1-3 • Information in Columns A and B must include: • Number of Staff and their total numberof FTEs (Full-Time Equivalencies in decimal format) and • Provide a Budget Narrative in Column D . • All fields where proposed expenditures listed in Column C must be accompanied by a budget narrative that provides a brief explanation of how the specified funds will aligned with specific grant related activities. Please note that quantitative and qualitative information should be included. • For example: salaries for 2 (full time) preschools teachers at Super K School in Your TOWN, MA or • 3 paraprofessionals part time at Great PreK1 schools , half-day prek- in MYTOWN, MA. --- (Column D offered space f or ~ 255 characters)

  32. FY2013 IPLE Grant: Fund Allocation and Budget Narrative • Transportation of Students Line 4 • Indicate the projected total number of children that will receive transportation in FY13 through Fund Code 391 • and the estimated cost per child in the budget narrative section. • Totals and sub-totals will calculate automatically based upon the dollar amounts entered in Column C. • , all other cells are protected as they contain formulas; (you cannot type in these cells.) • Again, if you are using a Schedule A Form, the Budget and Budget Narrative should reflect the proposed spending for the Total Eligibility Amount for the Lead Agency and all specified participating agencies that have given authorization. • Appendix A offers additional instructions for Budget Workbook Yellow Cells are available for data entry

  33. Preschool Outreach, Selection and Enrollment Procedures and Policies Preschool Rate Sheet or a Statement indicating that Preschool Fees are not collected QRIS School/Program Participation Form FY2013 IPLE Grant: Additional Required Application Components

  34. Preschool Outreach, Selection and Enrollment Procedures and Policies All applicants are required to submit a copy of each agency’s Preschool Outreach, Selection and Enrollment Procedures and Policies that details the current processes, procedures and policies that are applicable to the funded Inclusive Preschool Learning Environments. FY2013 IPLE Grant: Additional Required Application Components

  35. Preschool Outreach, Selection and Enrollment document should address: the criteria used to determine enrollment eligibility (for children without IEPs); how the IPLE program measures and tracks whether an IPLE applicants meets the eligibility criteria; describe the methodology used to select candidates when there are more eligible applicants for IPLE funded preschool than capacity allows (for children without IEPs) [i.e. does the IPLE maintain a waitlist, additional information or referrals offered]; and describe the strategies used to share The Inclusive Preschool Learning Environments Outreach, Selection, Enrollment Practices, Procedures & Policies with families and the local community, along with the appropriate contact information. FY2013 IPLE Grant: Additional Required Application Components

  36. Preschool Rate Sheet OR a Statement indicating that Preschool Fees are not collected • All applicants are required to submit either • a copy of the Preschool Rate Sheet for programs funded with the Inclusive Preschool Learning Environments grant or • Submit a Statement indicating that Preschool Fees are not collected. FY2013 IPLE Grant: Additional Required Application Components

  37. FY2013 IPLE Grant: Additional Required Application Components • QRIS School/Program Participation Form All applicants are be required to submit documentation on: • the number and name of each program or public school that that was funded through the FY12 ILPE grant and • Grantees must submit evidence with the grant application that each program and school that receives IPLE funding has started a Center-based/School-based QRIS Application in the on-line QRIS Application, the QRIS Program Manager (QPM) and • must complete and submit the QRIS School/Program Participation Form as part of the grant application.

  38. QRIS School/Program Participation Form Tab 1

  39. FY2013 IPLE Grant: Additional Required Application Components • QRIS School/Program Participation Form This form contains three (3) tabs. Tab 1: Lead Agency Information, Tab 2: IPLE funded Public School Information, and Tab 3: IPLE Funded EEC-Licensed Program Information. Lead agencies should complete ONE (1) form that contains information for all IPLE funded programs and schools and submit as required with your FY13 Inclusive Preschool Learning Environments Grant Application (i.e. one electronic copy-emailed and one original) and one copy mailed.) Please read the instructions carefully to ensure that all appropriate fields are completed. Instructions for Tab 2 and Tab 3 provided in separate tabs of the workbook. Yellow Cells are available for data entry

  40. FY2013 IPLE Grant: Additional Required Application Components • QRIS School/Program Participation Form • Tab 1: Lead Agency Information • Enter the contact information for the person completing this form • Please select your Lead Agency Name from the Drop Down Menu • Please provide information about the number of schools and EEC licensed programs that your Lead Agency anticipates funding through the FY13 Inclusive Preschool Learning Environments Grant. • Please note that these programs and schools must meet all FY13 Eligibility Requirements. • How many public schools will continue to receive Inclusive Preschool Learning Environments Funding through your lead agency in FY13? (anticipated) • B. How many EEC-Licensed Programs will continue to receive Inclusive Preschool Learning Environments Funding through your lead agency in FY13? (anticipated)

  41. FY2013 IPLE Grant: • QRIS School/Program Participation Form • To create a QRIS Application for each school and each program that anticipates receive funding through the Inclusive Preschool Learning Environments Grant (Fund Code 391), at least one person’s Single Sign In User Name must be set up as a Single Sign In (SSI) user withSSI Program Admin User Privileges for each of these schools or programs.

  42. FY2013 IPLE Grant: Application Submission • Assemble and submit in the order as listed on the Checklist for Grant Application . All submitted information will be reviewed as outlined in the general evaluation criteria. These forms are also all available on EEC website: www.mass.gov/eec and Comm-PASS. • Please save all electronic documents using the following format “Document Name391_your lead agency name” append 391 and your Lead agency name to all copies of documents that will be submitted electronically. • For example “IPLE391Proposal Narrative_Lead agency name” • Please submit documents in its file format i.e. word, excel, etc… To be submitted electronically: Due by4:00 PM on June 19, 2012 The Required Program Forms must be submitted via email as an attachment to procure@massmail.state.ma.us. Pleaseinclude the name of your agency and name of grant as the subject line of the email.

  43. Application Submission Information One (1) Original and one (1) hard copy of All required documents must be received at EEC’s Central Office by4:00 PM on June 19, 2012 Department of Early Education and Care FY 2013 Inclusive Preschool Learning Environments Grant Attention: Jessica Fix, Grant Administration 51 Sleeper Street, 4th Floor Boston, MA 02210 • Electronic workbook • Proposal narrative • Attachments • Fiscal form

  44. FY2013 IPLE Grant: Late Submissions • In general, applications received after the deadline will NOT be reviewed or considered for funding. • EEC reserves the right to review and/or fund an application submitted after the deadline where an emergency situation caused or contributed to the late submission. • EEC shall have the right to specify the amount of time for submission of such additional information/ revisions. • EEC shall have the right to disqualify responses where such information and/or revisions are not submitted within the timeframe specified by EEC.

  45. FY2013 IPLE Grant: FY2013 Evaluation and Rating Criteria  • The general criteria to be considered by evaluators and that more specific criteria may be developed and used by the evaluation team in scoring applications. • Additional information about the grant evaluation and rating criteria is located in Appendix B. • EEC reserves the right to request additional information regarding any responses/applications received. EEC shall have the right to specify the amount of time for submission of such additional information. EEC shall have the right to disqualify responses where such information is not submitted within the timeframe specified by EEC. • Additionally, EEC reserves the right not to renew a grant based on a Respondent’s proposal score. 

  46. FY13 IPLE Grant Renewal Conference Q&A • All other additional questions must be emailed by June 11, 2012 at 4 PM to procure@massmail.state.ma.us • please use the subject line: 391 question • The Q&A will be posted on June 14th (est.) • The Q& A document then becomes an official part of the RFR – be sure to read it carefully! • EEC will continue to respond to questions regarding QRIS Technical Assistance Needs related to SSI, PQR, and QPM) • Please utilized the PQR and QRIS Resources page on EEC’s Website. Or send request for Technical Assistance to • EEC Help Desk – EEC, HelpDeskor • QRIS Technical Assistance Fund Code 391

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