Arizona Department of Education 21 st Century Community Learning Centers Grant

1. Arizona Department of Education21st Century Community Learning Centers Grant Grant Application Overview Cycle 8 March 17, 2009 - Phoenix (2 sessions) March 18, 2009 - Flagstaff March 18, 2009 - Tucson Register at:www.ade.az.gov Calendar of Events

2. Arizona Department of Education 21st Century Community Learning Centers Grant School Effectiveness Division Associate Superintendent – Kathy Hrabluk Presented by: Cindy Trejo, Director Dr. Mary Lou Naylor, Program Specialist Pam Seitzinger, Program Specialist Anderson Yazzie, Jr., Program Specialist Laura Hartman, Program Specialist B. Renae Rosales, Program Specialist Catherine Land, Program Specialist

3. 21st Century Community Learning Center Grant Overview

4. 21st Century Community Learning Center Grant Writing Resources:(Located under Fund Alert in the GME system) PowerPoint Presentation Required Downloadable forms A,B,C Grant Application (on-line GME) Grant Application Instructions Program Planning Tool Partner Planning Tool Budget Planning Tool- Sample Budget Non-Regulatory Guidance USFR Chart of Accounts Cost Principles Matrix Youth Development Framework Principles of Effectiveness 40 Developmental Assets Standards and Rubric for School Improvement

5. 21st CCLC, NCLB Title IV, Part B • Implement activities based on rigorous scientific research • Focus services on academic enrichment opportunities, specifically essential core content areas such as Reading, Writing, Science and Math • Offer families of actively participating students opportunities for literacy and engagement in how to support their student’s learning and related educational development

6. Funding Purpose • The purpose of this important afterschool, before school, Saturday and summer school program is to create Community Learning Centers that provide high-quality, Arizona State Standards – based academic learning opportunities, leading to increased achievement.

7. ABSOLUTE PRIORITY - Entities that serve students who attend schools where at least 40% of the students qualify for free/reduced meals Any public or private organization is eligible to apply. Examples of agencies and organizations include, but are not limited to: Non-profit agencies City or county government agencies Faith-based organizations Community-based organizations Institution of higher education For profit corporations Eligible Applicant(s)

8. Collaboration with Community Partners • Section 4204(b)(2)(H) requires districts applying for local grants to provide a description of the partnership between a local educational agency, a community-based organization (CBO), and other public or private organizations, if appropriate.

9. Students At-risk students from pre-kindergarten to twelfth grade who attend schools with a high concentration of students from low-income families Adults and Families Adult family members of those students who are actively participatingin the regular 21st CCLC program Programs mustoffer services to support family engagement and/or provide family literacy activities Target Populations

10. What is the Minimum/Maximum Amount of Award? • $3.5 Million Total approx. funding • Minimum is $50,000 • Maximum is $120,000 • 30 Estimated number of grants* *ADE may consider geographic equity In the event that anticipated federal funding is decreased, a proportional decrease will be made to all awardees. All funding is contingent upon receipt of federal funds.

11. Funding Allocation • $8.00 per day x number of days the program will operate (include summer, and other breaks) x number of projected regular attendees (students who attend 30 days or more) Example: 130 days X 120 students x $8 = Total Funds Needed $124,800 Total Funds Requested = $120,000

12. Budget Alignment Points(New for Cycle 7 & 8) • Budget will be checked for alignment with entire grant proposal. Budget items should conform to the USFR Chart of Accounts. • The total requested dollar amounts are reasonable and necessary to promote the objectives and activities in the application. • Appropriate staffing requirements are reflected in the budget (1 Site Coordinator on Site during center hours).

13. 21st Century Community Learning Center Grant Essential Considerations

14. Award Decisions Grantees will be selected based on: • Peer review of qualified applications • Geographic equity considerations of Arizona’s 21ST CCLC sites • Assessment of applicants’ fiscal capacity and Adequacy of Resources

15. Approval of School/District Administration • Communication/Collaboration/Buy-In • All 21st CCLC proposals must demonstrate agreement of proposed grant contents by district and school administration for each site. This is done by submitting hard copy set of the Participants Verification form for each site which is available in Application Downloads within ADE Grants Management.

16. Communication Among Day Staff and After-School Staff • Effective integration of the expanded day program with the regular school day requires dedicated, ongoing communicationand articulation between regular school day and after school staff. • Successful sites plan meeting times and develop systems to facilitate this communication

17. Accountability-Annual Performance Report(APR) • Grantees will be required to collect data (attendance, grades, test scores in Reading and Math, and teacher surveys regarding participants behavior). • Grantees will be required to report on student learning outcomes, program evaluation, goals and objectives, course offerings, activities and accomplishments.

18. Requirements of Operation • Community learning centers services must be offered during non-school hours or periods when school is not in session. Services are not to be provided during regular school hours. • However, activities targeting pre-kindergarten children and adult family members may take place during regular school hours, as these times may be most suitable for serving those populations. • Lunch time is considered during regular school hours.

19. Fees for Service • Charging of fees is allowable but not recommended. • If fees are charged, no student shall be denied services regardless of their ability to pay. • Income collected from fees must be used to supplement a specific program activity specified in the grant application and must be used within the duration of the grant award. • The Arizona Department of Education discourages the charging fees as it may hinder the recruitment and retention of participating students. • See G-14 in the Non-Regulatory Guidance for more details on this issue.

20. 21st Century Community Learning Center Grant Program Design and Student Activities

21. How do After-School Classes Look Differently from School Day Classes? • http://www.sedl.org/afterschool/toolkits/ • http://www.sedl.org/afterschool/toolkits/tour/tour_win.html?int=tour.swf&title=2-Minute%20Tour • Two Minute Tour: Engage Kids, Support Academics, Connect with Families, Make Learning Fun!

22. Academics Youth Development Family Engagement Administrative Leadership Minimum of 2 objectives; Maximum of 4 Minimum of 1 objective; Maximum of 2 objectives Minimum of 1 objective; Maximum of 2 objectives Minimum of 1 objective; Maximum of 2 objectives Program Objectives

23. Operational Requirements for Centers Although sites may determine how to design individual programs, the following MUST be followed for Total Center Requirements: • Minimum of 120 Days per Fiscal Year • Minimum of 27 Weeks Academic Year • Minimum of 3 Weeks Summer School • Minimum of 4 Days per Week • Minimum of 12 Hours per Week of TOTAL CENTER SERVICES • Minimum of 8 Hours per Week of DIRECT STUDENT SERVICES • Minimum of 2 Hours per Week of ADULT FAMILY SERVICES

24. Student Attendance and Program Design • It is recommended that programs require elementary student attendance every day and middle school/high school attendance at least three days per week. This is to maximize the impact of the program on student achievement and behavior. • 21st CCLC is not to be a “drop-in” program.

25. School Improvement • 21st CCLC programs can be an important component / complement in a school improvement plan or other achievement outcome grants – particularly as it offers extended learning time to help children meet academic achievement standards • 21st CCLC intentional complementary learning activities must align with the school’s core curriculum

26. Research-Based Characteristics of Effective After-School Programs • Programs offer an array of targeted academic enrichment opportunities interesting and diverse enough to keep children participating regularly. • Learning opportunities must be intentional and can be embedded within all after-school activities.

27. Research-Based Characteristics of Effective After-School Programs (continued) • Trained staff must be able to challenge yet encourage children. • Content matters! – after school activities can be exciting and engaging, yet still be aligned with state and local academic standards. • “Dosage” matters! – the more time children can spend engaged in learning activities, the better they will perform.

28. Principles of Effectiveness • Grantees must identify and implement programs and activities that can directly enhance student learning based on NCLB principles of effectiveness • Must address the needs of the students, their families and the community • Must be continuously evaluated using school data as performance measures

29. Principles of Effectiveness (Continued) • Evaluation activities must result in refining individual students’ program • NOTE: More details about your evaluation plans are requested and should be aligned in the application sections: Adequacy of Resources, Evaluation Plan and Budget Detail Narrative • Must respond to evaluation findings, both on-going and for future program design • For More detail see Non-Regulatory Guidance (NRG) p. 51

30. Types of Activities • All Arizona students enrolled in the program must receive essential academic enrichment in Reading, Writing, Science and Math to include but not limited to targeted intervention • Other academic enrichment activities may be offered such as: chess clubs, book clubs, theatre programs to encourage reading and writing for pleasure, art, music, youth development activities, career/technical education, drug/violence prevention, etc. • Most successful 21st CCLC offer a balanced program that combines remedial education activities with fun, engaging academic enrichment classes • For More detail see Non-Regulatory Guidance (NRG) G-1

31. 21st Century Community Learning Center Grant Grant Management Enterprise (GME) Basics

32. Questions Regarding CTDS Numbers • A “C.T.D.S.” number is also required before you can submit a grant application. “C.T.D.S.” stands for County, Type, District, and School. The website to access the necessary form is:http://www.ade.az.gov/schoolfinance/FAQs/CTDS_District/AddChgDistSchl.pdf. • For questions regarding C.T.D.S. numbers, please call Jeremy Betts at (602) 542-8243 in School Finance.

33. General Statement of Assurances • All organizations applying for the grant must have a 2009 and 2010 General Statement of Assurances on file with ADE’s Grants Management Department. • The General Statement of Assurances are downloadable from the Grants Management website: http://www.ade.az.gov/gme/ • Grants Management’s phone number is (602) 542-3470.

34. Accessing the Application • The on-line application can be accessed at ADE’s Grants Management website: http://www.ade.az.gov/gme/ Go to year: 2010 • You must have a user ID and password.

35. ALL 21st CCLC Grant Applications MUST be Submitted On-Line on the GME System In addition, three hard copy documents are required per site • A. Participants Verification Form A • B. Adequacy of Resources Form B • C. Private School Consultation Form C • If 6 sites, 6 sets of forms are required! • These are available as “REQUIRED DOWNLOADABLE FORMS” on GME website.

36. Use Caution if Reviewing Previously Awarded Grants • You can access previously awarded grants through ADE’s Grants Management website at: http://www.ade.az.gov/gme/ProjectSummary/ProjectSelect.asp • This is public information and available to all. Use with caution! Cycle 8 application has changed and there is a range of quality in approved applications.

37. GME Common Mistakes • An application can have up to 10 sites/schools. Grant must be site specific. If you are applying for more than one school, then each school becomes a site and should have it’s own budget and set of accompanying forms (A.B.C.). • Budget should align to the Program Design and Implementation, Adequacy of Resources, and possibly other areas of the application. • Copying from word document to application-if experiencing trouble type directly into cell. Do not waste too much time. • Save each page in the application before switching to a new page.

38. Technical Questions Regarding the Grant Management System • Grant Management’s phone number is (602) 542-3470. • Remember 7,500 is the maximum number of characters you may type for each question. This includes commas, periods, spaces, etc. • This is approximately 3 single-spaced pages with normal margins. • Regarding the due date, remember to allow yourself plenty of time to be able to access assistance from Grant Management’s staff should you have technical difficulties.

39. 21st Century Community Learning Center Grant Critical Reminders

40. Grant Timeline • Grant applications due online by exactly 5:00:00 PM, May 1, 2009. If application is not completely submitted, it will be considered late and will not be read! • Hard copies of the following (1 set per site) with original signatures are due hand delivered or postmarkedMay 1, 2009 by 5:00:00 PM (1535 W. Jefferson Bin #5) • Participants Verification Forms • Adequacy of Resources Forms • Private School Consultation Form • ProjectedAZ StateBoard of Education approval:August 2009 • Projected first payment: October 2009

41. Important: Disqualifiers Disqualified applications will be pre-screened out.* Disqualifying factors include: • Late and/or Missing the following: • On-line application Hard copies of: • Form A. Participation Verification forms (PV) • Form B. Adequacy of Resources Forms • Form C. Private School Consultation Form • Lack of original signatures on Form A. or Form B. • An incomplete application • More than 1 school per site in application • Budget exceeds $8/day formula

42. Appeal Process • Any interested party may protest a request for grant application, a determination of not susceptible for award, or the award of a competitive grant. • A detailed statement of the legal and factual grounds of the protest including copies of relevant documents and the form of relief requested must be submitted to Superintendent of Public Instruction, Tom Horne.

43. Questions for the AZ Department of Education 21st CCLC Unit • Questions and Answers from each training session will be posted on the website for all to view • Should you have a general question about the Cycle 8 Process, for example: Time line, Forms A-C, or anything other than content, please call 602-364-2349