21st century community learning center (clc) grant …
TRANSCRIPT
21st Century Community Learning
Center (CLC) Grant Management
Teri LeSagePolly Tubbs
Alison Wineberg
Objectives
● Grantees will understand the fundamental programming requirements of the 21st CCLC grant.
● Grantees will understand the budget requirements of the 21st CCLC grant.○ Grantees will identify the correct budget forms for
various processes.● Grantees will learn who to contact and where to
access information in the event of questions.
Background
● Every Student Succeeds Act (ESSA) amended the Elementary and Secondary Education Act (ESEA):○ Amended some eligibility criteria○ Amended the academic focus of the program○ Expanded allowable activities
● DPI is now in the 15th year of the project● The entire statute can be found at:
https://www2.ed.gov/documents/essa-act-of-1965.pdf
Current Grant Requirements
● Minimum number of days and hours:○ At least 115 days of programming per school year○ At least 10 hours of programming per week○ Summer programming does not count towards total
number of days● Minimum number of participants:
○ ADA that reflects funding tier
Average Daily Attendance (ADA)
Funding Tier
25-40 $80,000
41-55 $100,000
56-70 $115,000
71-85 $130,000
86 & Up $145,000 (MAX)
Grant Requirements: ADA
● Report ADA:○ Mid-year○ YPR
● DPI will follow up if attendance falls outside funding tier○ Opportunity to address concerns
● Funding will not increase if attendance exceeds funding tier
Grant Requirements: Service Locations
● Primary site: ○ The school from which the CLC program will draw
the majority of its participants (at least 51% of program’s projected ADA)
● Feeder schools:○ Students from feeder schools must be served at
the primary CLC site● Note: Funds may not be used to operate multiple
CLC sites
Grant Requirements: Services/Programs
● All program participants must receive academic enrichment services that align with state academic standards ○ Note: Homework Help is not an enrichment activity
● Programs must offer at least two other allowable activities
● All grantees must offer programming for the families of 21st CCLC participants
Grant Requirements: Morning Programs
● Morning programming is an allowable use of funds● Must be included in the approved plan that was
submitted to DPI● Must adhere to all requirements of the grant● Cannot be a drop-in program● Students must be registered participants● Students must receive academic enrichment
Grant Requirements: Staffing
● All programs are required to employ a dedicated program coordinator:○ If overseeing 1 site: minimum of 20 hours per week ○ If overseeing multiple sites: 40 hours per week
● Recommended staff:student ratio: 1:15
Grant Requirements: Accessibility
● The program must take place in a safe and easily accessible facility○ If the program is located in a facility other than a school,
the program will be at least as available and as accessible
● Programs must ensure safe transportation to and from program○ Parent/guardian pickup cannot be the only means
of transportation
Budget: Introduction
● Effective budgeting requires careful planning and looking beyond the numbers
● Consider these components of your budget:○ Does the budget fit the goals of the program?○ Is the budget reasonable/logical?○ Does the budget connect to the project (as outlined in the
Program Plan)? ○ Are there performance measures in place to know if you
are on target?
Budget: Introduction Cont’d
● Good Budgeting - time for number crunching:○ Budgets have two basic parts:
■ Expenses ■ Grant funds■ Do they balance?
● Indirect Cost Rates - the “cost of doing business”○ Percentage of these costs have been previously negotiated○ Shared costs across your organization (e.g. HR, utilities, etc…)○ Visit https://dpi.wi.gov/sfs/aid/federal/indirect-costs for more information
Budget: Budget Change Requests
● Budget Change Request Form available online under CLC Resources and Forms: https://goo.gl/TxUvnz
● Rationale (p1): provide a detailed description of each change, including what it is and why the change is being proposed. The more detail provided the better.
● First column (p2): approved budget from most recently-submitted and approved grant
● Second column, etc. (p2): list proposed changes to budget
Budget Change Requests Cont’d
● Required only when a line item (salaries, non-caps, etc.) needs more than a 10% change
● Submit to your CLC liaison● Deadline for budget changes is May 30, 2018
Budget: Claims for Reimbursement
● DPI Fiscal Reimbursement Claim Form (PI-1086) available online under CLC Resources and Forms: https://dpi.wi.gov/sms/fedaids/pi-1086 ○ Send claims to Ryan Egan, [email protected]
● Recommend at least quarterly claim submission● Final Claims Due September 30, 2018● Obligation period: July 1, 2017 - June 30, 2018
○ Claims are retroactive to July 1, 2017
Budget: Technology Purchases
● Prohibited during the 5th (final) year● Assurances for Technology Form available under CLC
Resources and Forms: https://goo.gl/ny2niy ○ Explain why the technology is needed to meet stated
program objectives in most recently-approved grant○ Assurances:
■ Program’s student-to-staff ratio is reasonable (approx. 1:15)■ Equipment inventory■ Purchased exclusively for CLC use ■ Staff training provided
Budget: Food Expenditures
● In general, grant funds may not be used to cover food costs
● National School Lunch Program- Afterschool Snacks:○ http://dpi.wi.gov/school-nut
rition/after-school○ http://www.fns.usda.gov/sc
hool-meals/afterschool-snacks
● Summer Food Service Program○ http://dpi.wi.gov/community
-nutrition/sfsp● Child and Adult Care Food
Program○ http://dpi.wi.gov/community
-nutrition/cacfp
Budget: Allowable Costs
● Reasonable and necessary to implement program● Costs are reflected in the program plan and aligned
with program goals● Staffing is adequately budgeted for and reflected in the
plan● Review the Federal Uniform Grant Guidance:
https://dpi.wi.gov/wisegrants/uniform-grant-guidance
Budget: Carryover
● DPI retains the right to restrict and/or capture carryover of unspent funds
● Allowable carryover announced in late fall/early winter● Grantees will be asked to submit a revised budget
reflecting any additional carryover● New awards are issued reflecting new total● Unspent funds remaining after final (5th) year of grant
cycle considered “lapsed”
Budget: Funding & Sustainability
● Comprehensive sustainability plan necessary○ 21st CCLC grant is not intended to be the sustained
funding source for program
● Coordination of Funds:
○ Grantees should pursue partnerships and funding resources to sustain program beyond grant■ Afterschool Snack, Fund 80, Title I, school resources, child care
reimbursement funds (i.e., YoungStar), local businesses, charitable organizations, and civic organizations, etc.
● No more than 95% of award can be subcontracted for services
● If 25% or more is contracted with another agency, a detailed budget of how the agency(s) will use funds must be provided
● May charge a fee, but fee cannot be a barrier to participation under any circumstances
● No match or in-kind requirements at this time● Capital objects are discouraged ($5000 or more per
item)
Budget: Miscellaneous
Budget: Miscellaneous Cont’d
● Costs associated with incentives or dues not allowed● No pre-award costs allowed (i.e. for grant writing or planning
time)● Funds may not be used for activities that serve youth during
school hours (i.e. for lunchtime clubs or substitute teacher expenses)
● See https://dpi.wi.gov/sfs/finances/overview for more information
Miscellaneous
● Private school students and families within school service area must be offered opportunity to participate
● Adult family member programming is restricted to family members of CLC participants, unless coordinated with other funding sources
● CLC evaluation reports must be made available to the public
Record Keeping & Communication
● Keep track and have available for DPI/program staff/transition periods:
● Changes to grant program contact, district administrator, or principal: contact DPI
● If you want to change an aspect of your programming as presented in your application: contact DPI prior to implementing changes for approval
● ADA ● Financial records (e.g., timesheets, signed agreements, receipts, etc.)● Enrollment records
Training and Technical Assistance
● To register for the Fall Conference: https://www.regonline.com/builder/site/?eventid=1996393
● Other:○ Spring Training: March, 2018○ WAN Trainings: TBD○ Webinars:
https://dpi.wi.gov/sspw/clc/training○ New Grantee Mentor Program
The Future of 21st CCLC Programs
● Future grant funding dependent on federal funding○ Wisconsin allocation can and does fluctuate
● Tentative competition: November 2017● For more information, visit http://afterschoolalliance.org/
For More Information
Contact:
Teri LeSage Tanya Morin Alison Wineberg Polly Tubbs
[email protected] [email protected] [email protected] [email protected]
608-267-5078 608-267-9393 608-267-3751 608-266-3459
For more information, visit: https://dpi.wi.gov/sspw/clc
To join the listserv: contact Alison Wineberg