florida department of education workshop 2009-2010 21st cclc
TRANSCRIPT
Florida Department of Education Workshop
2009-2010 21st CCLC Request for Proposal
(RFP)Presented by:
University of Florida 21st CCLC Leadership Team
February 17, 2009 - Northwest Florida State College, Niceville, FLFebruary 23, 2009 - University of Florida, Gainesville, FL
February 24, 2009 - Mounts Botanical Gardens, West Palm Beach, FLFebruary 25, 2009 - Jim Miles Professional Development Center, Lakeland, FL
March 5, 2009 - Florida Department of Education, Tallahassee, FL
2
Introductions
Florida Department of Education (FDOE)
www.fldoe.org/curriculum/21century/
Joe DavisFamily and Community Outreach Bureau Chief
Lani Lingo21st CCLC Program Director
2009-2010 RFP
3
Presentation Objectives
• Attendees will become more familiar with Florida’s 21st Century Community Learning Centers (CCLC) Program and requirements of the 2009-2010 RFP
• Attendees will be provided relevant information to develop a proposal for the RFP
KEY- indicates a form/document
2009-2010 RFP
4
Training Disclaimer
Please be advised that the information presented during the RFP training may differ from what
is stated in the
Approved FDOE 2009-2010 RFP
All potential applicants MUST follow the approved FDOE 2009-2010 RFP to be
considered for fundingwww.fldoe.org/curriculum/21century
2009-2010 RFP
5
Overview of Florida’s 21st CCLC Program
• There are currently 96 projects funded by the FDOE
– Of the 96 projects, there are 302 program sites
• By the end of the 2008-2009 project year, 34 projects will no longer be funded by 21st CCLC
• For the 2009-2010 project year, it is anticipated there will be 25-45 grant awards
2009-2010 RFP
6
7
Overview of Florida’s 21st CCLC Program
• Operate during Non-School Hours
– Before School
– After School
– Weekend
– Summer
– Holiday breaks
2009-2010 RFP
8
Characteristics of Effective 21st CCLC Programs
• Strong management team and effective plan• Open communication with participating schools• Start the afterschool program on the first day of
school and utilize strong marketing and promotion strategies
• Recruit, train, and retain qualified teachers & staff• Active collaboration/partnerships• Parental and volunteer involvement• Strong academic focus through fun and engaging
activities that reinforce learning
2009-2010 RFP
9
Funding Purpose/Priorities
• Provide academic enrichment to assist students attending low performing schools to meet State and local standards in core subject areas
• Offer a broad array of additional services, programs and activities that reinforce and complement the regular academic program of participating students
• Offers families of students opportunities for literacy and related educational development
2009-2010 RFP
10
Total Funding Amount/Approximate Number of Awards
• Approximately $25,000,000 available
• Anticipate 25-45 grants to be awarded
• May receive 21st CCLC funding for a maximum of five years:
– 100% funding in years 1 and 2
– maximum of 80% funding in years 3, 4 and 5
2009-2010 RFP
11
Funding Request Guide
• Must use the guide for each site to calculate the total funding amount for the project
• Applicants may apply for an annual grant award of:
– A minimum of $62,500
– A maximum of $700,000
2009-2010 RFP
12
Funding Request Guide
• May not propose to serve more students than attend the targeted schools on the Title I School table– Should not propose to serve more than 35% of the
targeted school’s population• Programs must meet the proposed daily student
attendance (the highest number will be used) as indicated on the:– Funding Request Guide– Title I School Table– Site Budget Worksheet- Site Profile– Grant Narrative
2009-2010 RFP
13
Matching Requirement
• There is NO matching requirement, however:
– When grant funds decrease beginning in year 3, sub-grantees are expected to maintain both the size and scope of the program
– Must identify, and include in the sustainability plan, other funding sources that will be available in each year, particularly in years 3, 4 and 5
2009-2010 RFP
14
Budget/Program Performance Period
July 1, 2009 - June 30, 2010
The project effective date is the date the application is received by FDOE that meets
Conditions for Acceptance, or the date of the Federal Award Notification, whichever is later
2009-2010 RFP
15
Target Population- Students
• At-risk (high academic, social or behavioral needs)
• Pre-K through 12th grade
• Must attend schools eligible for Title I School-wide Programs, or living within district defined service areas of such schools where at least 40% receive free and reduced priced lunch (FRPL)
• May use the “Weighted Feeder Pattern” Concept to document the average number of students receiving FRPL at all schools directly feeding into the proposed target school to determine eligibility
2009-2010 RFP
16
Target Population- Students
• Applicants shall not propose to target student populations that will be targeted by another 21st CCLC program for the 09-10 project year– Example: If Program A targets students in grades K-3 from
Pond Elementary, Program B may target students in grades 4-5, but not K-3
• Every participating student must be afforded 12 impact hours of after school programming each week– Do not serve one group of students on Monday, Wednesday
and Friday; and another group on Tuesday and Thursday– Do not serve one group of students one week and another
group the next week
2009-2010 RFP
17
Target Population- Families
• Only family members of regularly participating 21st CCLC students may participate
• Must offer one or more of the following:– Parent involvement in child’s education– Family literacy to support child’s learning– Related educational development to support
child’s learning• Services to family members cannot extend beyond
the dates of student services
2009-2010 RFP
18
Minimum Hours of Operation
• 36 weeks of student services per project year (may include Summer if proposed)
• 4 after school and/or summer days per week
• 12 afterschool, impact hours per week
– Does not include Before School, Weekend, Holiday, and Adult Family Member services
– Every student must be afforded 12 impact hours of after school programming each week
2009-2010 RFP
19
Minimum Hours of Operation
• 2 impact hours per day for After School
• 1 impact hour per day for Before School, if proposed
• 4 impact hours per day for Weekend, Holiday and Summer services, if proposed
• Services to Pre-K and Adult Family Members may occur during regular school hours (documentation will be required)
2009-2010 RFP
20
Facilities
• May operate in a public school• If an alternative facility is selected:
– Must be as available and accessible (comparable) to the student’s local school
– Must have sufficient resources to provide all proposed and required activities
– Must have appropriate equipment, security resources, and a clear strategy for safe student transportation
2009-2010 RFP
21
Eligible Applicants
• Non-profit agencies• City or county government agencies• Faith-based organizations• Community-based organizations• Local Education Agencies• Institutes of higher education• For-profit corporations
Individual public schools may not submit an application, but may apply through an LEA or other eligible entity
2009-2010 RFP
22
Eligibility Criteria
• New Public Schools and Schools without “Title I School-wide Program” status may:– Document 40% of students qualify for FRPL meals
through the USDA– Use the “Weighted Feeder Pattern” concept– Use the most recent data from the US Census to
document 40% of students are considered “low-income”http://aspe.hhs.gov/POVERTY/figures-fed-
reg.shtml
2009-2010 RFP
23
Eligibility Criteria
• Private Schools may:– Satisfy eligibility criteria described for Schools
without “Title I School-wide Program” status– Provide services to eligible private and/or public
school students and families
2009-2010 RFP
24
Eligibility Criteria• Partnerships or consortium are encouraged
• Designate one agency as applicant and fiscal agent who must:
• Be an eligible grant recipient
• Receive, administer and report on grant funds
• Have signed agreements with each partner or consortium member outlining services to be provided
• Be an active member of the consortium
• Not act as a “flow-through” for grant funds and sub-grant funds to other recipients
• Responsible for the performance of partners/consortium members and how each plans to participate
2009-2010 RFP
25
Targeting Student Populations
• Applicants shall not propose to target students that will be targeted by another 21st CCLC program
• Applications proposing to target a student population identified in a continuation 21st CCLC grant and/or a newly proposed 21st CCLC grant may not be reviewed
2009-2010 RFP
26
Contact Persons
21st CCLC Program ContactLani Lingo
21st CCLC Program Director(850) 245-0852
[email protected] Management Contact
Gloria SmithGrants Management Office
(850) [email protected]
2009-2010 RFP
27
Assurances (Part 1)
• General Terms and Conditions for Participation in Federal and State Programs– Applicants must have signed statement by the
agency head, on file at FDOE, certifying adherence
www.fldoe.org/comptroller/doc/gbsectiond.doc
2009-2010 RFP
28
Assurances
• School Districts, Community Colleges, Universities, and State Agencies– Certification on file at FDOE will remain in effect unless:
• A change occurs in Federal or State law
• Other changes in circumstances affecting a term, assurance or condition
2009-2010 RFP
29
Assurances
• Private Colleges, Community Based Organizations, and Other Agencies– Certification of adherence must be submitted to FDOE
each year of the 5 year grant award
– Must also submit:• Agency’s current budget
• List of current Board of Directors
• Agency’s most recent audit report
• Agency’s Chart of Accounts
• Proof of Eligibility to operate a business in Florida
• Articles of Incorporation
2009-2010 RFP
30
Preparing your Proposal• Establish 21st CCLC Management Team and responsibilities
• Assess needs in the community and target population
• Determine if the targeted schools:– Meet eligibility requirements and are not currently receiving 21st
CCLC funding or being served by another 21st CCLC program
• Communicate with potential partners to:– Seek buy-in to the 21st CCLC project
– Identify support and/or services to be provided
– Provide documentation of partnership
• Design activities and services to meet needs of the target population
2009-2010 RFP
31
Narrative Components1. Project Abstract or Summary2. Project Need (A-D)3. Operational Design Requirements (A-F)4. Project Design and Implementation: Academic Enrichment
(A-C)5. Project Design and Implementation: Personal Enrichment
(A-D)6. Project Design and Implementation: Adult Family Members 7. Goals, Measurable Objectives, Activities and Timeframe (A-
C)8. Coordination of Services and Sustainability Plan (A-G)9. Evaluation (A-G)10. Support For Strategic Imperatives11. Dissemination Plan12. Budget
2009-2010 RFP
32
Narrative Components
1.Project Abstract or Summary
2009-2010 RFP
33
Project Abstract or Summary
• Provide a brief overview of the proposed project that must include:– Who will the project directly impact
– What need(s) the project will address
– What the project will strive to ultimately accomplish
– Who will do what by when
– How the project will be carried out
• Abstract or Summary shall not exceed two pages
2009-2010 RFP
34
Narrative Components
2.Project Need (A-D)
2009-2010 RFP
35
Project Need
A. General Need of Community Evaluate community needs and available resources Describe how the program will address these needs Include full citations for all data used
B. Target Population Identification Detail specific characteristics of student population Identify schools attended by targeted students Describe the Criteria for Student Selection
2009-2010 RFP
36
Title I School Table
• Number of students identified on table should match the number of students in the Project Need section, Funding Request Guide and Site Budget Worksheet- Site Profile
• Include documentation and justification after the table if proposing to serve New Public Schools, Schools without “Title I School-wide Program” status, or Private Schools
Not included in 30 page limit
http://schoolgrades.fldoe.org/default.asp
2009-2010 RFP
37
Project Need
C. Specific Needs of Target Population Provide objective needs assessment data for targeted
students and their family members- Data must clearly establish need for targeted population
- Must explore academic, social, emotional, cultural and physical needs of target population
- Forms the basis of all proposed goals, objectives and activities
Data information may be obtained through survey assessments and reliable databases
2009-2010 RFP
38
Project Need
D. Evidence of Experience Demonstrate the agency has experience, or
evidence of success, providing educational and related activities
No previous experience- must describe the likelihood of successful implementation and capability to provide activities and services outlined in the proposal
2009-2010 RFP
39
Narrative Components
3.Operational Design Requirements (A-F)
2009-2010 RFP
40
Operational Design Requirements
A. Students with Special Needsa) Identify special needs in the target population
• Includes students who may be identified as Limited English Proficient, Homeless, Migrant, or those with physical, developmental, psychological, and sensory or learning disability
b) Describe how students with special needs will be identified
c) Describe how students will be appropriately and equitably served
2009-2010 RFP
41
Operational Design Requirements
A. Students with Special Needs continued…– No child may be excluded from participating
provided that they can be safely accommodated
Council for Exceptional Children:
www.cec.sped.orgBureau of Exceptional Education and Student Services:
www.fldoe.org/ese
2009-2010 RFP
42
Operational Design Requirements
B. Student Safetya) Describe how student safety will be maintained on
siteb) Describe how safety will be maintained during off-
site activities and field trips (if applicable)c) Describe how personnel hired will meet
requirements of the agency and personnel will have all required and current certifications, where applicable
d) Indicate the distance between the participating students’ schools and the 21st CCLC center
2009-2010 RFP
43
Operational Design Requirements
B. Student Safety continued…e) Describe how safe transportation will be
addressed and how participating students will travel safely to and from the center
Successful applicants must submit a
Detailed Safety Plan
upon request
2009-2010 RFP
44
Operational Design Requirements
C. Collaboration with Schools– Describe the plan of communication between the
21st CCLC program, the schools students regularly attend, and the regular day teachers to address:
a) Accessing student records
b) Sharing of information on student progress with regular day teachers and families
2009-2010 RFP
45
Operational Design Requirements
D. Recruitment and Retentiona) Describe and detail the criteria for selecting 21st
CCLC students
b) Describe the process for recruiting targeted students to be enrolled
c) Identify specific techniques and practices to ensure consistent and long term participation
2009-2010 RFP
46
Operational Design Requirements
E. Professional Development– Identify the project’s plans for professional
development to include all conferences/trainings– All conferences/trainings must be pre-approved, in
writing, by FDOE– If funded, programs must send at least three
people to the following required conference/training:
• Florida 21st CCLC State Conference– All Project Directors must attend the State Conference
2009-2010 RFP
47
Operational Design Requirements
E. Professional Development continued…
Florida 21st CCLC State Conference (Orlando)• Registration- approx. $300/person x 3 people• Hotel- approx. $145/night x 3 nights x 3 people• Other related costs (i.e., transportation, per diem)
If funded, participate in the FDOE Grant Fiscal Management Training
• No registration fee or anticipated costs
2009-2010 RFP
48
Operational Design Requirements
F. Supplemental Mealsa) Describe how the project will meet the nutritional
needs of students based on when the program is open:• Only afterschool (daily snack)• Both before and after school (daily breakfast and
snack)• Non-School days (daily breakfast, lunch and/or
snack- depending on operational hours)b) Describe the snacks/meals to be provided that meet
USDA guidelines
2009-2010 RFP
49
Operational Design RequirementsF. Supplemental Meals continued…
– No 21st CCLC student shall be charged for costs associated with supplemental meals
– Funding for supplemental meals CANNOT be drawn from 21st CCLC funds (state in grant narrative)
http://frac.org/afterschool/snacks.html www.flimpact.org/
Note: The Administrative Fee charged by Florida Impact (in partnership with Food Research and Action Center) may be charged to the 21st CCLC grant- LEAs are not eligible for
this. This fee is NOT considered an administrative cost
2009-2010 RFP
50
Narrative Components
4.Project Design and Implementation:
Academic Enrichment (A-C)
2009-2010 RFP
51
Project Design and Implementation
Academic Enrichment– Each activity must be based on objective assessment
data indicating the need of the activity and be based upon an established set of performance measures
– If appropriate, be based on scientifically based research
– Must propose academic enrichment activities to assist students in meeting Florida’s Next Generation Sunshine State Standards
http://www.floridastandards.org/index.aspx
2009-2010 RFP
52
Project Design and Implementation
Academic Enrichment continued…– All academic services must be aligned with the
curriculum in core subject areas– All activities and services must:
• Align to specific objectives in the Goals, Measurable Objectives, Activities, and Timeframe table
• Address the needs of the target population
• Be continuously evaluated using performance measures
2009-2010 RFP
53
Project Design and Implementation
A. Remedial Education and Academic Enrichment -
Reading1) Describe the manner in which reading will be
included and an integral part of the program
2) Describe how the project will address Just Read Florida!
http://www.justreadflorida.com3) Describe how the activities will complement the
student’s regular academic program2009-2010 RFP
54
Project Design and Implementation
A. Remedial Education and Academic Enrichment -
Reading continued…4) Include the student to staff ratio
5) State in grant narrative that services will be provided by certified teachers holding a valid FDOE teaching certificate
• Should be creative, fun, designed to foster a love of reading and outlined in lesson plans
• Should NOT mirror the regular day school2009-2010 RFP
55
Project Design and Implementation
B. Remedial Education and Academic Enrichment -
Math and Science1) Describe how the proposed project will address
the math and science needs of the target population
2) Describe how the project will ensure math and science activities are creative, fun and engaging
3) Describe how math and science activities will complement the students’ regular academic program
2009-2010 RFP
56
Project Design and Implementation
B. Remedial Education and Academic Enrichment -
Math and Science continued…4) Include the student to staff ratio5) State in grant narrative that services will be
provided by certified teachers holding a valid FDOE teaching certificate
• Should be creative, fun, engaging and outlined in lesson plans
• Should NOT mirror the regular day schoolwww.fldoestem.org/center13.aspx
2009-2010 RFP
57
Project Design and Implementation
C. Tutoring Services and Mentoring Program
1) Describe how the program will provide tutoring and homework assistance to complement the student’s regular academic program
2) Describe how mentoring will be provided to improve student performance
3) Describe how the program will recruit and utilize qualified volunteers for tutoring
When possible, tutoring should be delivered by certified teachers or paraprofessionals
2009-2010 RFP
58
Narrative Components
5.Project Design and Implementation: Personal
Enrichment (A-D)
2009-2010 RFP
59
Project Design and Implementation
Personal Enrichment– A broad array of additional activities to reinforce
and complement the student’s regular academic program must be offered
– All activities and services must:• Align to objectives in the Goals, Measurable
Objectives, Activities, and Timeframe section
• Address needs of the target population
• Be continuously evaluated using performance measures
2009-2010 RFP
60
Project Design and Implementation
A. Physical Education and Recreational Activities
– Reflect a variety of structured activities– Encourage active student participation regardless
of skill level1) Explain how the program will provide fun, age-
appropriate physical education and/or recreational activities
2) Describe alternative activities for inclement weather
3) Include student to staff ratio2009-2010 RFP
61
Project Design and Implementation
B. Dropout Prevention and Character Education
1) Describe and identify at least one activity from the National Dropout Prevention Center/Network that focuses on reducing dropout rates for targeted students
www.dropoutprevention.org/effstrat/default.htm
2) Describe how character education will be infused in the program
www.fldoe.org/bii/curriculum/social_studies/ce.asp
2009-2010 RFP
62
Project Design and Implementation
C. Service Learning1) Describe the type of service learning project(s) to be
implemented and how the service learning project(s) will meet a recognized need in the local or global community
2) Describe the plan to implement the project(s)• Must describe how teachers, students, and community
organizations will be working collaboratively to carefully plan, implement, and assess the service learning project(s)
www.fsu.edu/~flserve/sl/sl.htmlwww.servicelearning.org/
2009-2010 RFP
63
Project Design and Implementation
D. Additional Personal Enrichment Activities– In addition to the three required personal enrichment
activities, applicants must propose at least one additional activity within the following categories:• Arts and Music Education
• Entrepreneurial education
• Programs for LEP students
• Telecommunications and technology education
• Expanded library service hours
• Drug and violence prevention and/or counseling activities
2009-2010 RFP
64
Project Design and ImplementationD. Additional Personal Enrichment
Activities continued..– For each additional activity proposed:
• Describe the specific activities that will be included
• Must have a comprehensive curricula • Must be designed to help improve student
academic performance and success in life• Align to the Goals, Measurable Objectives,
Activities and Timeframe table
2009-2010 RFP
65
Narrative Components
6.Project Design and Implementation: Adult
Family Members
2009-2010 RFP
66
Project Design and Implementation
Adult Family Members– The project must propose services designed to
increase the involvement of adult family members to support their child’s learning
1) Applicants must provide at least one of the following: • Parent involvement in child’s education• Family literacy to support child’s learning• Related educational development activities to
support child’s learning
2009-2010 RFP
67
Project Design and Implementation
Adult Family Members continued…2) Describe how recruitment of adult family
members will occur, including how dissemination of information about activities to adult family members will occur
3) State in grant narrative that only adult family members of actively participating students will be served
www.famlit.org
2009-2010 RFP
68
Narrative Components
7.Goals, Measurable Objectives, Activities and
Timeframe (A-C)
2009-2010 RFP
69
Goals, Measurable Objectives, Activities and Timeframe
A. Table– Complete the Goals, Measurable Objectives,
Activities, and Timelines Table• Each activity detailed in each of the three
Project Design and Implementation sections (i.e., Academic Enrichment, Personal Enrichment and Adult Family Members) must be incorporated in the table and align to at least one proposed objective
– Included as a part of the required narrative
2009-2010 RFP
70
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Goals
– Must have at least four broad, realistic goals
– “Planned outcomes” derived from the needs assessment data
– Must be participant focused and encompass the entire population
– Must be the numbered (i.e., “1”, “2”, “3”, “4”)
Example Goal:
1) Improve academic achievement
2009-2010 RFP
71
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Measurable Objectives
– Must have at least two specific, annual objectives for EACH GOAL• Objectives are measurable, quantitative,
challenging, and can be assessed throughout the project year
– Within each objective, identify anticipated measurements that will be used to assess project performance
2009-2010 RFP
72
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Measurable Objectives continued…
– Student-based objectives must be assessed with non-participatory measurements
– Adult Family Member objectives may be assessed with performance and/or participatory measurements
– Objectives must be numbered (i.e., “1.1”, “1.2”, “2.1”, “2.2”)
2009-2010 RFP
73
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Measurable Objectives continued…
– Within the first objective ONLY, identify the standard to which “regularly participating students” is defined:• Attending the program 30 days or more• Attending the program for 40% of total
operational days
2009-2010 RFP
74
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Measurable Objectives continued…
– Programs should use the 30 day criterion unless the objective focuses on activities that will not occur for more than 30 days
– For specific summer only objectives, must identify the 40% criterion
2009-2010 RFP
75
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Measurable Objectives continued…
– Four parts to each objective:
1. Threshold- single number at the beginning of the objective that states the threshold for demonstrating attainment and/or progress toward achieving the objective– Must reflect an understanding of the target
population and their needs
– 80% is the common threshold
2009-2010 RFP
76
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Measurable Objectives continued…
2. Objective Population- specific population for the objective (e.g., all students, regularly participating students, students with a history of behavioral problems, etc…)
- Must reflect an understanding of the target population and their needs
- Each goal must encompass the entire population. If not, additional objectives may be needed
2009-2010 RFP
77
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Measurable Objectives continued…
3. Anticipated Change- identifies the direction (e.g., “will increase”, “will decrease,” “will maintain”) Impact on the target population Must not be too specific (unattainable) or too general
(immeasurable) Must align with proposed activities and vice versa Focus is guided by the goal and will guide the
selection of assessments
2009-2010 RFP
78
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Measurable Objectives continued…
4. Assessment- identifies the type of assessments planned to demonstrate achievement and/or progress of the objective Will always begin, “..as demonstrated by
such measures as..” and end with a list of anticipated measurements
2009-2010 RFP
79
Goals, Measurable Objectives, Activities and Timeframe
Four Part Objective Example1. Threshold- 80%
2. Objective Population- of regularly participating students with a history of behavioral problems
3. Anticipate Change- will show improvement in pro-social behaviors
4. Assessment- as demonstrated by such measures as weekly staff assessments, teacher surveys, parent surveys and school discipline records
2009-2010 RFP
80
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Activities and Timeframe
– Identify only those specific activities from the three Project Design and Implementation sections (i.e., Academic Enrichment, Personal Enrichment and Adult Family Members)– Following each activity, indicate the timeframe in which each activity will occur (e.g., “daily throughout the project year”, “monthly throughout the school year”, “daily during summer session”)– Activities and Timeframe must be identified using a letter system (i.e., “a”, “b”, “c”)
2009-2010 RFP
81
Goals, Measurable Objectives, Activities and Timeframe
A. Table continued…• Follow format requirements for the table:
– 11 point Arial font– Landscape view
• Leave a blank line after each objective and activity• Align each timeframe with the corresponding
activity• Included as a part of the 30 page limit
2009-2010 RFP
82
Goals, Measurable Objectives, Activities and Timeframe
B. Need Based Goals–Following the table, describe how each of the
identified goals is clearly linked to the needs
Sample Format:
2009-2010 RFP
Goal Need
As stated in the Goals, Measurable Objectives,
Activities and Timeframe Table
As identified in the Project Need section
83
Goals, Measurable Objectives, Activities and Timeframe
C. Weekly Schedule– Describe program operational hours (e.g., services,
days, hours)– Tentative Weekly Schedules must be provided for each
component proposed (i.e., after school, before school, weekend, summer, and holiday breaks)
– Activities identified on the Weekly Schedules must align to the three Project Design and Implementation sections (i.e., Academic Enrichment, Personal Enrichment, Adult Family Members) and those identified in the Goals, Measurable Objectives, Activities and Timeframe table
– Place Weekly Schedules in Appendices for each site
2009-2010 RFP
84
Narrative Components
8. Coordination of Services and Sustainability Plan
(A-G)
2009-2010 RFP
85
Coordination of Services and Sustainability Plan
A. Other Federal, State and local programs
Identify programs that will be coordinated with
the proposed program
B. Partnership Summarya)Identifies current public/private partnerships
and provides a description of the
services/contributions from the partnerships
2009-2010 RFP
86
Coordination of Services and Sustainability Plan
B. Partnership Summary continued…b)Plan for documenting the value of in-kind
contributions of goods and/or services provided
c)Plan to maintain partnerships A community partner will actively contribute to
the 21st CCLC project Partners are NOT sub-contractors Sub-contractors are NOT to be included in the
grant narrative description of Partnership Summary
2009-2010 RFP
87
Coordination of Services and Sustainability Plan
C. Summary of Partners and Contractors Table
Must complete Summary of Partners and
Contractors Table and place in AppendicesFor sub-contractors, identify all that are
related to the 21st CCLC program, whether
they are paid or NOT paid by 21st CCLC fundsNot included in the 30 page limit
2009-2010 RFP
88
Coordination of Services and Sustainability Plan
D. Commitment Letters (not included in 30 page limit)
Include dated letters from EACH partner in the Summary of Partners and Contractors Tablea) On the partners agency’s letterheadb) Identify services or contribution will be provided
for the 2009-2010 project yearc) Identify specific services/contributions to be made
by partnerd) Identify the approximate value of the
services/contributionse) Signed by the authorized agent of the partnering
agency2009-2010 RFP
89
Coordination of Services and Sustainability Plan
E. Letters of Support (not included in 30 page limit)
Letter of Support is required when the site location and/or targeted schools are not included as partners in the 21st CCLC program and, therefore, did not provide a Commitment LetterLetter of Support must indicate the proposed program was developed and will be carried out in active collaboration with the school (s) students attend during the 2009-2010 project yearSubmit a dated letter on the site’s/school’s letterhead indicating their support that is signed by anauthorized agent from the site/school
2009-2010 RFP
90
Coordination of Services and Sustainability Plan
F. Sustainability NarrativeApplicants are not permitted to charge any fees associated with 21st CCLC programming without prior authorization from FDOEDescribe: a) the plan to identify and develop new
public/private partnershipsb) How the program will evidence
sustainability in years 3-5 and beyond to maintain the size and scope of the project
2009-2010 RFP
91
Coordination of Services and Sustainability Plan
G. Five Year BudgetReflects additional support in years 1 and 2Reflects necessary support to offset the 20%
funding decrease in years 3-5Place in Appendices (not included in 30
page limit)
2009-2010 RFP
92
Narrative Components
9. Evaluation (A-G)
2009-2010 RFP
93
Evaluation
• Must undergo periodic (formative) evaluations to assess progress
• Must submit a Summative Evaluation Report and Data Collection Worksheets by June 30, 2010
• Must demonstrate adequate progress (continuous progress) towards achieving stated program objectives
2009-2010 RFP
94
Evaluation
Evaluation Plana)Assessment of progress toward each objectiveb)Anticipated methods for data collection (e.g., who, how, etc)c)Identify specific measures and data sources to measure progress towards each objectived)Timeline for data collectione)Benchmarks to monitor progressf)Methods for continuous and overall data analysisg)Written formative evaluation reports are requiredh)How information will be used to monitor progress and shared with stakeholders
2009-2010 RFP
95
Evaluation
Evaluation Plan continued…- Describe how the results of the evaluation will be:
1)Used to refine, improve and strengthen the program
2)Made available to public upon request (process)
- Must provide all data being collected to FDOE upon request and/or during site visits by the UF 21st CCLC Leadership Team
- Programs must generate, maintain and provide written periodic (formative) evaluation reports to FDOE and/or UF upon request
2009-2010 RFP
96
Evaluation
Evaluation Plan continued…- See Reporting Outcomes within the approved 2009-
2010 RFP for more information
2009-2010 RFP
97
Narrative Components
10. Support for Strategic Imperatives
2009-2010 RFP
98
Strategic Imperatives
- Incorporate one or more of the Areas of Focus included in Florida’s Next Generation PreK-20 Education Strategic Plan
www.fldoe.org/Strategic_Plan/pdfs/StrategicPlanApproved.pdf
2009-2010 RFP
99
Narrative Components
11. Dissemination Plan
2009-2010 RFP
100
Dissemination Plan
• Describe the methods/strategies to disseminate and share information about the proposed project to appropriate/targeted populations to inform them of the availability of 21st CCLC services
2009-2010 RFP
101
Narrative Components
12. Budget
2009-2010 RFP
102
Budget
• Must use grant funds to supplement, not supplant
• Costs must be allowable, reasonable and necessary to carry out the program’s purpose and objectives
• Budget and narrative must align• Not permitted to propose a budget in excess of
that allowed by the Funding Request Guide• Successful applicants may use grant funds for
allowable costs only during the grant award period
2009-2010 RFP
103
Budget
• The budget has two parts:
–Description in grant narrative (Fiscal Management Plan)
–Budget Narrative Form (DOE 101)• Not included in 30 page limit
2009-2010 RFP
104
Budget (Grant Narrative)
Fiscal Management Plana) Describe the amount of funding required to effectively
achieve the proposed performance targetb) Clearly defined responsibilities, timelines and milestones
for accomplishing project tasksc) Describe how the items within the budget support the
goals of the project d) Describe the members of the project management team
and indicate their responsibilities and credentials•Describe background training, experience and qualifications for the Project Director
2009-2010 RFP
105
Budget (Grant Narrative)
Fiscal Management Plan continued…e) Explain the following:
–How total costs on the DOE101 are reasonable and necessary to the number of persons to be served, the scope of the project, and its anticipated benefits–How the requested funds were allocated for accomplishing tasks and activities described in the application
2009-2010 RFP
106
Budget (Grant Narrative)
Fiscal Management Plan continued…–How 21st CCLC funds will supplement and not supplant the after-school program –How no more than 5% of budget will be spent on activities related to the administration of the grant (see Fiscal Requirements in the approved 2009-2010 RFP for more information)
2009-2010 RFP
107
Budget (Grant Narrative)
Fiscal Management Plan continued…–Proof must be submitted showing that salaries
and hourly wages for all program staff are
consistent with the demographic area of the
proposed project (not included in 30 page limit)
www.bls.gov/oes/current/oessrcma.htm#F
www.bls.gov/bls/blswage.htm
2009-2010 RFP
108
Budget (DOE 101)–Must provide a detailed budget narrative form that itemizes and details:- how all grant funds will be used, - how funds from other sources will be used
–Must provide a funding equation to describe how the budget line item amounts were derived–If key personnel or items, needed to achieve the goals and objectives of the project, are paid 100% from other funding sources, an account title and description must be provided with a zero amount listed–Budget must include funds for at least three active staff members, with one being the Project Director, to attendthe 21st CCLC Statewide Conference
2009-2010 RFP
109
Fiscal Requirements•Please review and utilize the following topics in the approved 2009-2010 RFP when developing the DOE 101 and Budget Narrative:• Allowable Expenses (i.e., staffing, supplies,
transportation)• Unallowable Expenses (i.e., food, entertainment,
furniture)• Administrative Costs (including Indirect Costs)- 5% cap
of total award amount• Evaluation Costs- 5% cap of total award amount• Procurement Services (i.e., contracts)
2009-2010 RFP
110
Narrative Components
Priority Points
2009-2010 RFP
111
Priority Points
- Not included in 30 page limit
- May only receive priority points after the application has received a score of 70 points or more
Priority 1: Joint Application
Priority 2: Operation in rural countywww.florida-arts.org/grants/
RuralEconomicDevelopmentInitiative.htm
2009-2010 RFP
112
Other Requirements• RFP Checklist • 21st CCLC Program Assurances• Equitable Services for Private School
Participationwww.ed.gov/policy/elsec/leg/esea02/
pg111.html– Must submit the Private School Participation
Form signed by the Agency Head– Must submit a detailed plan of action for providing
consultation for equitable services to private school students and teachers
2009-2010 RFP
113
Other Requirements
• Statement of Assurance for Evaluation Data
• General Education Provisions Actwww.ed.gov/fund/grant/apply/appforms/
gepa427.pdf
– Provide a signed, one page summary description of the proposed plan to ensure equitable access to, and participation of students, teachers, and other beneficiaries with special needs
2009-2010 RFP
114
Other Requirements• 21st CCLC Advisory Board
– Must provide a narrative description only if funded.– Will be required to have a board composed of students,
teachers, parents, community agencies and the private sector.
• Funding Request Guide• Agency Profile• Site Budget Worksheets
a) Site Profileb) Site Expenditures
2009-2010 RFP
115
Performance Accountability Forms• Deliverables - identify all deliverables to be developed by
the project- review your narrative to see what you may have identified
• Training, Technical Assistance and Dissemination - identify all training and technical assistance, as well as other delivery strategies- see narrative sections for Professional Development, Recruitment & Retention and Dissemination Plan
• Student Performance - align with the Goals, Measurable Objectives, Activities and Timeframe table
• Service Delivery - aligns to Project Design and Implementation- Academic and Personal Enrichment, and Adult Family Members
• 3rd Party Evaluator - aligns to Evaluation, if applicable
2009-2010 RFP
116
Funding Contingencies
• If awarded, future funding will be contingent upon:
– Available funds from US Department of Education (USED)
– Satisfactory performance as evaluated by the 21st CCLC program office at FDOE
– Submission of next year’s RFA (continuation)
– Compliance with all grant requirements within the 21st CCLC RFP/RFA (i.e., programmatic, fiscal, reporting)
2009-2010 RFP
117
Project Deliverables
Not required with the application• Agencies receiving funds via “Performance based
Reimbursement” are required to submit the Project Deliverables and Invoice Form
• ALL agencies must complete the Monthly Report Form
Review forms to understand program timeline for deliverables and documentation
2009-2010 RFP
118
Project Performance Accountability and Reporting Requirements
• Each 21st CCLC sub-grantee is required to meet or exceed the following:
– Provide services to the proposed number of 21st CCLC students on a daily basis
– Operate official 21st CCLC program for the hours, days, and weeks in the approved application
– Provide all activities and services in the approved application and any approved amendments
2009-2010 RFP
119
Project Performance Accountability and Reporting Requirements
Regardless of the originally approved funding amount, the FDOE is authorized to equitably reduce the amount of funding for
any sub-grantee failing to meet daily attendance numbers, amount of operation, or
activities
2009-2010 RFP
120
Reporting Outcomes
• USED- P.P.I.C.S. www.ppics.learningpt.org
• UF- Academic and Behavioral Impacts, Teacher Surveys, and Student and Parent Satisfaction Measures
www.afterschoolflorida.hhp.ufl.edu/data_collection_information.html
• FDOE- Monthly Attendance Reports, Mid-Year Data Collection (1/30/10), End-of-Year Data Collection (6/30/10), and Summative Evaluation Report (6/30/10)
2009-2010 RFP
121
Notice of Intent to Apply
Please notify Lani Lingo, 21st CCLC Program Director, via email or fax, of the
agency’s intent to apply by the date identified in the 2009-2010 RFP
2009-2010 RFP
122
Frequently Asked Questions
Questions concerning the RFP process or the 21st CCLC program must be submitted on
FDOE’s 21st CCLC website located at: http://data.fldoe.org/21Century/questions/
2009-2010 RFP
123
Conditions for Acceptance / Substantially Approvable Form
• Be on time! Make sure your application is received within FDOE no later than the close of business on the due date
• Application includes all required forms, including: – DOE 100A Application Form bearing the original
signature of the Superintendent for the school district or the agency head for other agencies.NOTE: Applications signed by officials other than the appropriate agency head must have a letter signed by the agency head or documentation for authorization
- DOE 101 - Budget Narrative Form
2009-2010 RFP
124
Conditions for Acceptance / Substantially Approvable Form
• Submission of the signed certification signifying compliance with the “General Assurances for Participation in Federal and State Programs,” (if not already on file with FDOE)
• Private Colleges, Community Organizations, and Other Agencies must submit:
• A list of the current board of directors and Articles of Incorporation;
• A copy of the organization’s current budget;• A copy of the organization’s Chart of Accounts;• A copy of the institution’s or agency’s most recent
annual audit report (if available); and• Proof of eligibility to operate a business in Florida.
2009-2010 RFP
125
Technical/Formatting and Other Application Submission Requirements
Proposal DO’s• Narrative responses MUST be:
• In the order of the RFP Checklist• Double-spaced, Single-sided• Page numbered• Portrait setting (tables may be landscaped- see RFP
instructions)• 12-point Arial font (font sizes in tables may be
different- see RFP instructions)• Margins- 1” top, bottom, left and right• Limited to 30 pages
2009-2010 RFP
126
Technical/Formatting and Other Application Submission Requirements
Proposal DO’s• Submit one non-bound, non-stapled proposal with
original signatures • Submit SIX (6) STAPLED, COMPLETE COPIES of
the proposal OR
• Submit one non-bound, non-stapled proposal with original signatures
• Submit ONE (1) COMPLETE COPY of the proposal• Submit a complete proposal on a Compact Disc (CD)
in a single, PDF document
2009-2010 RFP
127
Technical/Formatting and Other Application Submission Requirements
Proposal DO’s• Mail your complete proposal to:
Office of Grants Management
Florida Department of Education
325 West Gaines Street
Room 325
Tallahassee, FL 32399-0400
Submit your proposal on or before the due date
2009-2010 RFP
128
Technical/Formatting and Other Application Submission Requirements
Proposal DON’T• BE LATE!• Fax or hand-deliver your application• Submit CDs, DVDs, newspaper clippings, other
supplementary materials, and/or agency manuals• Include tabs, covers, or other items• Bind, staple, or spiral the original application
Incomplete applications or those exceeding the page limit may not be reviewed
2009-2010 RFP
129
Technical/Formatting and Other Application Submission Requirements
Review Contingencies• Proposals submitted without the required copy(ies)
may not be reviewed.• Proposals submitted on CD that do not also submit
the signed original and single hardcopy may not be reviewed.
• Proposals submitted with additional information in original, copies, and/or PDF file may not be reviewed.
• The FDOE will not reproduce and/or add missing information to submitted copies and/or PDF electronic submissions
2009-2010 RFP
130
ResourcesFDOE 21st CCLC
www.fldoe.org/curriculum/21century
Florida’s 21st CCLCwww.afterschoolflorida.hhp.ufl.edu/rfp
21st CCLC Program Listingwww.afterschoolflorida.hhp.ufl.edu/
program_listing.html
21st CCLC Program Highlightswww.afterschoolflorida.hhp.ufl.edu/
program_highlights.html2009-2010 RFP
131
ResourcesOverview of Afterschool Programs
Concept to Classroom:www.thirteen.org/edonline/concept2class/
afterschool/index.html
After School Program Toolkit:www.cisnet.org/working_together/after-
school.asp
High-Quality Complementary Learning Activities and Programs:
www.learningpt.org/afterschool/hqactivities/
2009-2010 RFP
1322009-2010 RFP
Thank you for your participation and best wishes!
21st CCLC Leadership Team