Know Your Grant Requirements! August 2012

1. California Department of EducationAFTER SCHOOL DIVISION Know Your Grant Requirements!August 2012

2. Michael Funk, Director After School Division

3. Purpose of Today’s Webinar  Provide information on after school program regulations and requirements.  Answer questions. 3 3

4. ASESRequired Program Elements • Educational and Literacy Component •Educational Enrichment Component • Nutritious Snack

5. 21st CCLC E/M Required Program Elements • Educational and Literacy Component •Educational Enrichment Component • Nutritious Snack •Family Literacy

6. ASSETsRequired Program Elements • Educational and Literacy Component •Educational Enrichment Component • Nutritious Snack •Family Literacy •Physical Activity

7. ASES and 21st CCLC E/M Educational and Literacy Component Defined as tutoring or homework assistance in one or more of the following areas: • Language arts • Mathematics • History and Social Science • Computer training • Science

8. ASSETs Educational and Literacy Component The program shall include, but is not limited to: • High school exit exam preparation • Tutoring • Homework • College preparation • Career technical education

9. ASES, 21st CCLC E/M, and ASSETs Educational Enrichment Component  May include: visual and performing arts, career technical education, recreation, physical fitness, prevention activities  Examples: vegetable gardening, robotics, music and dance lessons

10. 21st CCLC E/M and ASSETsFamily Literacy  Programs must assess the need for family literacy services among adult family members of students to be served by the program.  Based on that need, all programs must provide services or coordinate with local service providers to deliver literacy and educational development services.

11. ASES, 21st CCLC E/M, and ASSETsDaily Nutritious Snack All after school programs must provide a daily snack that meets the nutrition standards as stated in the California Education Code Section49430. Resources:  http://www.cde.ca.gov/ls/nu/sn/snack.asp  http://californiaafterschool.org  http://www.californiaprojectlean.org

12. California Nutrition StandardsSnack Requirements • ≤35% total calories from fat • ≤10% total calories from saturated fat • ≤35% added sugar by weight • Contain no artificial trans fat • ≤175 calories for elementary age students • ≤250 calories for middle and high school students Exceptions: Non-fried fruits and vegetables, seeds, nut butters, cheese, eggs

13. Reimbursable Snack Must contain (at a minimum) a full serving of any two of the following four food components: • Fruit, Vegetable, or 100% Juice • Grain or Bread Product • Meat or Meat Alternate • Fluid Milk

14. Physical Activity • ASSETs programs must include a physical activity component. • ASES, 21st CCLC E/M programs are strongly encouraged to include it.

15. Program Development and Design

16. ASES Program Plan  An operational design of your after school program within the framework of the program requirements.  A written plan that includes information on program operation, policies, procedures, staffing, and how the program will align with the regular day.  A template is available on the CDE After School Web site at: http://www.cde.ca.gov/ ls/ba/as/documents/programplanguide.doc

17. ASES Program Plan(continued)  A “living” document  Reviewed and revised periodically to:  Reflect the current needs of the community  Provide continuous improvement in the development of an effective after school program.  Required after grantees receives funding.

18. 21st CCLC and ASSETsProgram Narrative  Much of the initial content for the narrative is included in the grant application.  The narrative cannot be changed without After School Division approval.

19. Collaboration

20. More on Collaboration… When: • Initial program development • Ongoing program implementation With whom: The schools the students attend and the surrounding community Alignment between: • After school program • Regular school day program

21. Principles of Effectiveness 21st CCLC E/M and ASSETs

22. Student Engagement and Voice

23. Alignment with the School Day  Shared student assessment data  Access to curriculum maps/long-term learning goals  Participate in professional development with regular day teachers  Communication with teachers and principals, e.g., academic liaison.

24. Program Administration

25. Grade Levels of Students Served ASES • K and Grades 1 through 9, inclusive 21stCCLC E/M • K and Grades 1 through 9, inclusive ASSETs • Grades 9 through 12, inclusive

26. Hours of Operation • 21st CCLC • ASES • ASSETs • Before School • Supplemental

27. ASES and 21st CCLC E/M  Must operate a minimum of 15 hours per week  Must commence immediately upon the conclusion of the regular school day.  Must operate until at least 6:00 p.m. everyday that school is in session.  Middle and Junior High School programs mayadopt a flexible attendance schedule

28. ASES and 21st CCLC E/MBefore School Program Grants  Must operate no less than 1 ½ hours each regular school day.  A student who attends less than ½ of the daily before school program is not to be counted for attendance.

29. ASSETs  Must operate a minimum of 15 hours per week.  Not required to operate during specific hours.  Can operate before school, after school, in summer, or during intersession.

30. ASES and 21st CCLC E/MSupplemental Grants  Types of supplemental grants: after school and before school.  Funding is to be used for a program that operates in excess of 180 regular school days, including weekends, holidays, summer, or intersession.  Does not apply to ASSETs.

31. ASES and 21st CCLC E/MRequired Policies Attendance policies must be established, communicated to all involved in the program, and applied. • Early Release in after school programs • Late Arrival in before school programs

32. ASES, 21st CCLC E/M, and ASSETsFacility and Transportation • The after school program must be located at a safe and easily accessible location. •Transportation is to be provided to and from the program site, if any activities are conducted off-site. • Non-school facilities must: • Ensure the program will be at least as accessible as if located at a school site • Provide safe transportation

33. Student Participation • Services must be available to all students and families targeted for services regardless of their ability to pay. • If fees are charged, programs must use a sliding scale. • Scholarships must be available for those who cannot afford to participate. • All funds must go back into the program.

34. Staffing ASES and 21st CCLC E/M: Student to staff ratio must not exceed 20:1 ASSETs: No staffing ratio requirement applies.

35. Staffing(Continued) • Staff who directly supervise students must meet minimum qualifications for an instructional aide. • Staff and volunteers are subject to the health screening and fingerprint clearance requirements.

36. Staff Training  All grantees are required to provide staff training and development.  Examples include: On-site or on-line training, workshops, conferences, formal education, technical assistance, access to a resource center or demonstration site, peer mentoring, electronic listservs, and professional associations.

37. 21st CCLC E/M and ASSETsPrivate School Consultation All grantees, including private schools, must consult with officials from private schools (including faith-based schools) that meet the funding eligibility criteria and are in the geographic area to be served. CDE Web site link with additional information: http://www.cde.ca.gov/sp/ps/cd/guidance.asp

38. Private School Consultation • Identification of students’ needs • Discussion of services to be offered • Size and scope of services and the proportion of funds allocated • Program delivery options

39. 21st CCLC E/M and ASSETsOptional Grants  Equitable Access  Family Literacy 39 39

40. Grant Reporting and Accountability

41. ASES, 21st CCLC E/M, and ASSETsAssurances  Listed in the Request for Application  Signed by the Superintendent or Authorized Agent  Sets the standard for the operation of your after school program  Grantees are responsible for meeting the Assurances (e.g., grant requirements)

42. ASES, 21st CCLC E/M, and ASSETsFunding Requirement  No less than 85% of grant funds are to be allocated to school sites for direct services to students.  15% cap on administrative costs, which also includes indirect costs.

43. ASSETs Allocation of Funds • May spend a maximum 15% in “startup” costs during Year 1. •May spend the greater of 6%, or $7,500, to collect outcome data for evaluation and reports to the CDE.

44. ASESMatching Funds •ASES programs must obtain a local contribution of cash or in-kind funds of not less than 1/3 of total grant amount. •Facilities or space usage may fulfill up to 25% of the required local match.

45. ASESMaking the Match(continued) Examples of in-kind donations include:  Low cost or free meeting space  Principal’s time  Snacks  Supplies  Teacher’s time and expertise, e.g., dance, music, etc.

46. ASES, 21st CCLC E/M, and ASSETsSupplementing versus Supplanting • After school program funds are to be used to supplement, and not supplant, state and local funds. • Examples of supplanting include: - Using funds for regular day classes - Using funds for community sports teams

47. Reporting to the CDE After School Division Reports to be Submitted: •Annual budget report •Quarterly expenditure reports •Semi-annual program attendance All budget-related reports are to be submitted via the After School Support and Information SysTem (ASSIST).

48. ASES, 21st CCLC E/M, and ASSETsAttendance  Meeting your attendance goal established in the grant application is critical to maintaining grant funding.  Attendance is reported to the CDE semi-annually; however, tracking attendance more frequently at the local level is strongly encouraged to prevent a reduction in grant funds.

49. ASES, 21st CCLC E/M, and ASSETsGrant Retention The CDE may:  Adjust grant award amounts of any school that falls below 85 percent of the targeted attendance in each of two consecutive years.  In any year after the initial year that program attendance falls below 75 percent, the CDE shall review the program and may adjust the grant award amount.

50. ASES, 21st CCLC E/M, and ASSETsOutcome-Based Data • Submit annually for evaluation. • Include measurable student outcomes for academic performance, attendance, and positive behavioral change. • Reporting forms, instructions, and due dates: - ASES - http://www.cde.ca.gov/ls/ba/as/ - 21st CCLC E/M and ASSETs - http//www.cde.ca.gov/ls/ba/cp/