21st Century Community Learning Centers

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21st Century Community Learning Centers

           Grant Application

Overview .....................................................................................................................................   2

     Background and Eligibility ....................................................................................................             2
     Absolute Priority and Required Activities .............................................................................                     5
     OSDE Goals and Objectives for Consolidated Application ..................................................                                   9
     Preparing the Application ...................................................................................................... 10

Application Narrative ................................................................................................................ 12

     Program Need ........................................................................................................................ 12
     Program Design ..................................................................................................................... 12
     Resource Management........................................................................................................... 15
     Program Management ............................................................................................................ 17
     Competitive Priority .............................................................................................................. 17
     Grant Application Checklist .................................................................................................. 19
     Grant Application Forms A-H ............................................................................................... 21


     Appendix A: Narrative Scoring Guide .......................................................................... A1-A7
     Appendix B: Oklahoma Requirements for School-Age Programs ..................................... B1
     Appendix C: Resources on After-School Programs ....................................................... C1-C4
     Appendix D: Selected Published Research Articles on After-School Programs .......... D1-D2

                   21st Century Community Learning Centers (CCLC)
                         No Child Left Behind - Title IV, Part B



                       The purpose of the 21st CCLC program is to establish community learning
                       centers throughout Oklahoma that provide activities designed to complement the
                       regular academic program of K-12 students as well as opportunities for academic
                       enrichment. Authorized under Title IV, Part B, of the Elementary and Secondary
                       Education Act (ESEA), as amended by the No Child Left Behind Act of 2001,
                       (NCLB) the program’s specific purposes are to offer:

                           (1) Assistance to students in meeting state and local student performance
                               standards in core academic subjects and opportunities for academic
                               enrichment, including tutorial services for students, particularly those in
                               high-poverty areas and low-performing schools;

                           (2) A broad array of additional services, activities, and programs to students
                               such as youth development, drug and violence prevention, counseling, art,
                               music, technology, service-learning, character education, and physical
                               education and wellness to reinforce and complement the regular academic
                               program of participating students; and

                           (3) Opportunities for literacy training and related educational development
                               for families of students served by community learning centers and to help
                               working parents by providing a safe environment for students when school
                               is not in session.

Eligible Applicants    Agencies and organizations eligible to receive 21st CCLC program funds include,
                       but are not limited to: local educational agencies (LEA), nonprofit agencies, city or
                       county government agencies, faith-based organizations, institutions of higher
                       education, and for-profit corporations.
                       Organizations are not required to demonstrate prior experience in providing after-
                       school programs to be eligible. However, in its application, an organization that
                       does not have prior experience must demonstrate promise of success in providing
                       educational and related activities that will complement and enhance the academic
                       performance, achievement, and positive youth development of participating
                       Only those eligible entities willing to collaborate or partner with eligible LEAs are
                       encouraged to take advantage of this grant opportunity.
                       Applicants are limited to two sites in a multisite application, and each site must
                       meet the eligibility requirements.

   Collaboration       The federal guidance for 21st CCLC contains several provisions about the
                       importance of collaboration. The guidance requires each applicant to provide:

                                (1) A description of how the program was developed and will be carried out in
                                    active collaboration with the schools the students attend, if the local
                                (2) applicant is another public or private organization; and
                                (3) A description of the partnership between a local educational agency, a
                                    community-based organization (CBO), and other public or private
                                    organizations, if appropriate.

If the applicant is a public or private organization, the application should describe the arrangement with the LEA
for access to student achievement data necessary to evaluate the effectiveness of the program, including the
assurance of confidentiality of student data. The application should also describe how the LEA will share the
Priority Academic Student Skills (PASS) content-area standards and curriculum with the applicant.

Grant Awards/Duration
                              By statute, a 21st CCLC grant may not be made in an amount that is less than
                              $50,000. It is the intent of the Oklahoma State Department of Education (OSDE)
                              to award grants of sufficient size and scope to support high-quality, effective

                              The OSDE will award competitive grants ranging from $50,000 to $300,000 per
                              year for three years with an optional two years of additional funding providing
                                  •   The project annually meets or exceeds the stated program mission and
                                  •   Documentation of regular (daily) attendance is provided;
                                  •   Attention is given to timely submission of evaluation; and
                                  •   There is evidence of efforts to build a sustainable program.

                              In order to encourage program sustainability, a fourth year at 80 percent, and
                              a fifth year at 60 percent of the original amount may be funded.

                              An applicant may choose to apply for a maximum of two sites within one
                              consolidated application. In this case, a minimum of $50,000 and a maximum of
                              $300,000 may be awarded for each site, based upon the quality of the application.
                              Program expenditures will be reported and reimbursed through the Oklahoma
                              Cost Accounting System (OCAS) with the LEA acting as fiscal agent. At the
                              close of each funding cycle, all funds should be expended. There is NO

  Experience and Practice       Each year, participating organizations should collect data that can help them analyze
                                and refine their programs based on the impact of the activities. Programs with proven
                                effectiveness are those that are most likely to be sustained after the federal funding
                                ends. Current practice and research strongly suggests that three years is not enough
                                time for local communities to fully develop a program. Research finds that it takes a
                                period of approximately five years of continual revision and improvement for a
                                community to fully implement a successful program.

                              The OSDE encourages applicants to consider the scope of services, the
                              number of students to be served, the needs of the families and community,
                              and current available assets when determining the amount of money to

Use of Funds   Funds may be used solely for the purpose of creating local community learning
               centers that provide students and their families with activities that reinforce the
               regular academic program, and a broad array of other activities designed to
               complement their school-day programs and advance student achievement.
               Services must be offered during nonschool hours or periods when school is not in
               session. This time may include before and/or after school, evenings, weekends,
               school vacations, and/or summer.

               Funds must be used only to supplement, not supplant, any federal, state or
               local dollars available to support activities allowable under the 21st CCLC
               Though a cash match is not required, applicants are encouraged to identify in-
               kind services that will contribute to the sustainability of the 21st CCLC.
               Attention will be given to each applicant’s capacity to administer the program
               based on:
                   •   Previous experience with similar amounts of funding at the state or federal
                       level through government or foundation grants;
                   •   Proven fiduciary responsibility demonstrated through annual audits; and
                   •   A clear and documented communication plan that links the school
                       district(s) and school program site(s), and major partners.

               Fees may be charged by 21st CCLC programs, however, programs must be
               equally accessible to all students targeted for services, regardless of their ability
               to pay. Programs that charge fees may not prohibit any family from participating
               due to its financial situation. Programs that opt to charge fees must offer a
               sliding scale of fees and scholarships for those who cannot afford the
               program. All income collected from fees must be used to fund program
               activities specified in the 21st CCLC grant application.


 Absolute Priority        The absolute priority is a mandatory requirement and must be addressed
                          by all applicants.

                            Eligible applications will:
                               • Propose to serve students who attend a school site that is eligible for
                                 designation as a Title I schoolwide program. To be eligible for this
                                 designation at least 40 percent of the students must qualify to receive free or
                                 reduced-price meals through the National School Lunch Program;
                               • Be submitted jointly between at least one LEA eligible to receive funds under
                                 Title I, Part A, and at least one public or private community organization. An
                                 exception may be granted for LEAs that do not have qualified community
                                 organizations within reasonable geographic proximity;

                                 In determining whether an application has been “submitted jointly,” there
                                 must be sufficient evidence that:

                                      The LEA and at least one other organization collaborated in the planning
                                      and design of the program;
                                      Each has a substantial role to play in the delivery of services;
                                      Each has significant ongoing involvement in the management and
                                      oversight of the program; and
                                      Provision has been made for educational services or activities
                                      appropriate for adult family members of students participating in the 21st
                                      CCLC program.
                               • Identify program goals and objectives which have the potential to increase
                                 student academic achievement, are scientifically based and provide evidence
                                 that the program or activity will help students meet the PASS standards.

                               Scientifically based research involves the application of rigorous, systematic, and
Experience and Practice        objective procedures to obtain reliable and valid knowledge relevant to education
                               activities and programs. This means research that:
                                   (1) employs systematic, empirical methods that draw on observation or
                                   (2) involves rigorous data analyses that are adequate to test the stated
                                       hypotheses and justify the general conclusions drawn;
                                   (3) relies on measurements or observational methods that provide reliable and
                                       valid data across evaluators and observers, across multiple measurements
                                       and observations, and across studies by the same or different investigators;
                                   (4) is evaluated using experimental or quasi-experimental designs in which
                                       individuals, entities, programs or activities are assigned to different
                                       conditions and with appropriate controls to evaluate the effects of the
                                       condition of interest, with a preference for random assignment, experiments,
                                       or other designs to the extent that those designs contain within-condition or
                                       across-condition controls;
                                   (5) ensures that experimental studies are presented in sufficient detail and clarity
                                       to allow for replication or, at a minimum, offer the opportunity to build
                                       systematically on their findings; and
                                   (6) has been accepted by a peer-reviewed journal or approved by a panel of
                                       independent experts through a comparably rigorous, objective, and scientific

Required Activities       Applicants must describe how each of the following components will be
                          incorporated into the proposed 21st CCLC program to advance student academic
                          achievement either, elementary or secondary levels:

                             • Remedial education and academic enrichment activities;
                             • Tutoring services, homework assistance, and mentoring programs;
                             • Reading and language arts activities;
                             • Mathematics and science education activities;
                             • Civic education and social studies activities;
                             • Art and music education activities;
                             • Telecommunications and technology education programs;
                             • Parental involvement and family literacy activities;
                             • Drug and violence prevention programs, counseling programs, and character
                                education programs; and
                             • Physical education and wellness activities.

   Optional Activities    Additionally, applicants may describe how the following components will be
                          incorporated into the program:

                             • Expanded library service hours;
                             • Entrepreneurial education programs;
                             • Assistance to students who have been truant, suspended, or expelled to allow
                                them to improve their academic achievement.

                            After-School Programs and the K-8 Principals, developed by the National
Experience and Practice     Association for Elementary School Principals (NAESP), in cooperation with the
                            National Institute on Out-of-School-Time, The National School-Age Care Alliance,
                            and the United States Department of Education (USDE), identifies standards for
                            quality school-age child care. One of the standards of excellence that specifically
                            pertains to after-school programming reflects a commitment to promoting
                            knowledge, skills, and understandings through enriching learning opportunities that
                            complement the school day. Specifically, high-quality after-school programs should
                            offer opportunities for children to develop in the following areas:
                                •   Communication skills in reading, writing, speaking, spelling, and listening;
                                •   Math skills in computation, application, and problem solving;
                                •   Scientific inquiry into the natural and physical world, as well as practical
                                    applications of science and technology;
                                •   The interrelationships of people and cultures to historic, geographic and
                                    economic environments;
                                •   Participation in the arts, including visual art, music, dance, and drama;
                                •   Development of physical fitness and motor skills through physical activity;
                                •   Opportunities for problem-solving that strengthen decision-making and
                                    higher-level thinking skills;
                                •   Study and time-management skills to encourage children’s responsibility for
                                    their own learning;
                                •   Personal and civic responsibility and the significance of service to others;
                                •   Appreciation of, and respect for, differences in culture, race, and gender; and
                                •   Skill development in computer and multimedia technology.

Experience and Practice
        Enrichment           Academic enrichment can include tutoring in core academic subject, and provide
                             extra learning opportunities that provide students with ways to practice their
                             academic skills through engaging, hands-on activities. Such activities might include:
                                  • chess clubs to foster critical thinking skills, persistence, and other positive work
                                  •   service-learning programs to apply academic learning, meet community needs,
                                      and reinforce civic education;
                                  •   theater programs, to encourage reading, writing and speaking as well as
                                      teamwork, goal-setting, and decision-making;
                                  •   book clubs to encourage reading and writing for pleasure;
                                  •   cooking programs to foster application of reading, writing, and math and
                                      science skills;
                                  •   poetry contests to encourage reading, writing and speaking;
                                  •   woodworking programs to encourage planning, measurement, estimation and
                                      other calculation skills; and
                                  •   computer clubs, including newspaper publishing, to promote writing, editing,
                                      and knowledge of and comfort with technology.

Location of 21st CCLC       A community learning center may be located in a facility other than an elementary
                            or secondary school. However, the facility must be at least as available and
                            accessible to the participants as if the program was located in an elementary or
                            secondary school.
                            Whether the program takes place in a school building or other facility, the
                            applicant must include a plan of how students will travel safely to and from
                            the community learning center and home, and include funds in the budget for
                            this cost.

      Operation Hours       The majority of funded community learning centers are open at least 15 hours per
                            week during the regular school year. Research suggests that more time spent in
                            engaged and sustained learning activities yields greater benefits. Applicants should
                            consider the number of students who would benefit from after-school services, how
                            many students the facility will accommodate, and a plant to encourage regular
                            (daily) attendance of participating students. To best serve the children of working
                            families, centers should establish consistent and dependable hours of operation and
                            describe this process in the application.

                            The federal guidance does not specify hours of operation or the
                            minimum/maximum numbers of students a center must serve. The guidance does
                            specify that 21st CCLCs must offer services during nonschool hours or periods
                            when school is not in session. Pre-Kindergarten or Kindergarten students enrolled
                            in a half-day program may receive 21st CCLC services before or after their class
                            during regular school hours, as this may be the most suitable for serving these

Existing Site Eligibility   Applicants who have previously been funded for a State 21st CCLC program
                            should provide a project summary as evidence of operating a successful program.
                            Such evidence should be limited to five additional pages, and should include:

                              •   Summary of most recent Applicant Performance Report (APR);
                              •   Number of students served;
                              •   Academic achievement reports;
                              •   Student attendance records; and
                              •   Any outside evaluation information.

Funds for Planning   Funds must be used to provide services and cannot exclusively support planning.

                     The legislation requires a local applicant to demonstrate prior experience or promise
                     of success in providing educational and related activities. Applicants should plan
                     for implementation prior to applying for the grant. However, grantees may use
                     funds for ongoing planning throughout the grant period to strengthen the program
                     based on evaluation results. Grant funds may NOT be used to reimburse a
                     proposal–writing firm or an individual grant writer.

Community-Based      Community-based organizations (CBOs), including faith-based organizations
   Organizations     (FBOs), are eligible to apply for 21st CCLC grants provided they meet all
                     requirements of this program as stated in the application. In order to ensure that
                     a grantee meets the program’s purposes and criteria, it should not discriminate
                     against beneficiaries on the basis of religion. In matters of
                     program eligibility, the OSDE will not discriminate against grant applicants with
                     regard to religion. Thus, community-based and faith-based organizations may
                     apply for local grants on the same basis as other applicants.

                     Funds shall be used solely for the purposes set forth in this grant program. No
                     funds provided pursuant to this program shall be expended to support religious
                     practices, such as religious instruction, worship, or prayer. FBOs may offer
                     such practices, but not as part of the program receiving assistance, and FBOs
                     should comply with generally applicable cost accounting requirements to ensure
                     that funds are not used to support these activities. For example, FBOs are
                     required to provide evidence that grant funds are accounted for separately to
                     ensure that they are not used inappropriately.


The 21st CCLC program was included in the OSDE’s consolidated application for activities funded under the
No Child Left Behind (NCLB) Act. In the consolidated application, the OSDE adopted the five performance
goals identified by the United States Department of Education (USDE). Applicants are encouraged to consider
the following goals and program-specific objectives in preparing the 21st CCLC application. Competitive
grants will be awarded to school and community partnerships that show the greatest promise of
enhancing the attainment of the five performance goals as designated in the consolidated application.

Goal 1:   By the end of the school year, all students who regularly attend the 21st CCLC program will
          improve their academic performance in Reading and Math by scoring a “satisfactory” or
          better on the state CRT or increasing their knowledge and skills by a minimum of 20% as
          measured by pre- and post-testing at the beginning and end of the school year.
          *    Pre- and posttesting using benchmark tests such as DIBELS, BEAR®, STAR, PassKey, Orchard,

           *   State CRT exams (Grades 3 - 8).

          *    After school academic instruction and activities will be aligned with the Oklahoma Priority Academic
               Student Skills (PASS).

          *    After school academic activities will support the school day with intentional, innovative, and strategic
               activities that enhance intervention, remediation, acceleration, and enrichment programming.

Goal 2:   All students will be instructed by “Highly Qualified Teachers” and caring adults.

           *   Certified teachers are designated as "Highly Qualified." Professional development for Highly Qualified
               teachers will include trainings that are "after school specific" in nature. A list of attended professional
               development trainings or sessions will be submitted for SDE approval.

           *   Ninety percent of "noncertified" personnel will participate in a minimum of three OSDE-approved
               professional development training and technical assistance each year.

Goal 3:   All students will have a physically and emotionally safe place to attend, and continual
          instruction to promote healthy bodies, minds, and habits.
          *    Instruction “in” and implementation “of” good nutrition and exercise, healthy skills and knowledge, and
               good role models of physical, mental, and psychological health.

Goal 4:   All grantees will provide four opportunities yearly for parents and students to learn and serve
          their community together.

          *    PTA, OPAT, Lion’s Quest, parenting classes, enrichment activities, computer activities, community
               service, and service-learning projects are examples of ways to involve parents/community members.

Goal 5:   All grantees will identify students that exhibit the behaviors identified as “at-risk” for drop-
          out’ and provide appropriate programming and instruction to engage those students.

          *    Identifying students that have poor attendance habits, have been retained, are “unengaged” in the regular
               school day, or their family history shows a cycle of dropout behaviors, etc.


                Training      Each funded program will be required to send a representative(s) annually to at
                              least one (1) state, one (1) regional, and one (1) national workshop.

Principles of Effectiveness   The federal guidance includes the Principles of Effectiveness for a 21st CCLC
                              program. Your program narrative must include a description of how its
                              proposed activities will meet these principles listed below. Such programs shall
                                • Based on an assessment of objective data regarding the need for before- and
                                    after-school programs (including summer recess periods) and activities in the
                                    schools and communities;
                                • Based upon an established set of performance measures aimed at ensuring
                                  the availability of high quality academic enrichment opportunities; and
                                • Based upon research that provides evidence that the program or activity will
                                  help students meet the state and local student academic achievement
                              The grant application, as well as continued funding, will be based on these
                              Principles of Effectiveness.

Preparing the Application     Read the entire Request for Proposal (RFP) and the Application Narrative
                              Scoring Guide (Appendix A) before preparing the application. Information
                              contained in the RFP clearly identifies:
                                •   Who is eligible to apply for a 21st CCLC grant;
                                •   What the applicant(s) must propose to do;
                                •   What must be contained in the application; and
                                •   The criteria that will be used to evaluate applications.
                              In preparation for writing the application, a 21st CCLC Advisory Committee
                              should be established and should consist of the individual preparing the
                              application, representative(s) from partnering organizations, school
                              administrators, community and civic leaders, parents, and students. The Advisory
                              Committee should be used to guide the application and should convene at least
                              quarterly to guide the development and implementation of the 21st CCLC
                              program. Complete Form C by listing the individual members of the Advisory

 Application Instructions     The completed application must contain all sections included in the Application
                              Narrative in the order provided by the Checklist on page 22. Copies of all forms
                              and assurances discussed in each section are provided in the Application Forms
                              section of this RFP.

                              Provide no more than 25 pages of narrative (12-point font, double-spaced), with
                              one-inch margins, plus no more than 15 pages of supporting documents

                              Reviewers will have a limited time to review applications and will focus their
                              consideration of the application against the Narrative Scoring Guide
                              included as Appendix A. When writing the narrative, please follow the
                              outline provided in the Narrative Scoring Guide.

             There are five sections in the application narrative. Scoring is based on a total of
             540 possible points. Applicants may choose to include these additional
             components for 10 competitive priority points per component. The score for
             each section represents a percentage of the total score as indicated in the

                 Program Need (10% of the total score)
                 Program Design (66% of the total score)
                 Resource Management (12% of the total score)
                 Program Management (12% of the total score)
                 Competitive Priorities (up to 40 additional points)

             Supplementary materials such as videotapes, CD-ROMs, files on disks,
             publications, press clippings, and/or testimonial letters will not be reviewed nor
             will they be returned to the applicant.

             The deadline for submitting the application will be posted on the OSDE
             Web site <http://sde.state.ok.us>. A signed original, plus two copies of the
             21st CCLC grant application in its entirety must be received at the
             Oklahoma State Department of Education in Suite 215 by 4:30 p.m. on the
             deadline date. The superintendent of the LEA to be served by the center(s)
             must sign Form A as the authorizing official. No faxes, electronic, or late
             applications will be accepted. Applications written for multiple applicants
             by a single grant writer MUST reflect the local needs for the community for
             which they are written. DUPLICATE APPLICATIONS WILL NOT BE

Assistance    For general matters concerning the 21st CCLC application or technical
              assistance preparing the application, please contact:
              Melodie Fulmer, Director 21st CCLC
              Oklahoma State Department of Education
              2500 North Lincoln Boulevard, Room 215
              Oklahoma City, Oklahoma 73105-4599
              (405) 522-6225

 I. Program Need (10% of the total score)
                            The extent to which the proposed program will provide services or otherwise
                            address the needs of students at risk of educational failure.

            Community       Describe your community - cite factors that place students in your community
            Description     at risk of educational failure, and clearly describe the extent to which your
                            proposed program is appropriate to, and will successfully address the needs of
                            the target population. Data to validate the factors may include, but not be limited
                            to the:
                               • Poverty and unemployment rates in the communities to be served;
                               • Percentage or rapid growth of limited English proficient students and adults;
                               • Percentage of Title I students;
                               • Dropout rates; and
                               • Literacy rates and education levels in the community.

                            Use specific, relevant, and current data regarding the students and families to be
                            served by the project, including recent community needs assessments and an
                            inventory of community assets/resources. Communication with the LEA Title I
                            director is encouraged as data is being collected in preparation for the
           Risk Factors     Describe how the proposed program will address the risk factors for each target
                            population. The services to be provided should be closely aligned with the
                            academic enrichment, youth development, and family service needs identified.

 II. Program Design (60% of the total score)
                            The Program Design section of the narrative includes three parts:

                            1) The extent to which the goals, objectives, and outcomes to be achieved by
                               the proposed project are clearly specified and measurable.
                            In its grant application to the United States Department of Education, the OSDE
                            set performance goals to be measured in the statewide 21st CCLC program (see
                            page 9). There should be a direct correlation between your program goals and
                            activities, the state performance goals, and the Oklahoma core curriculum PASS
                            standards. You may review the PASS document at <http://sde.state.ok.us>.

                            Based upon your needs assessment, identify:

                              • Measurable program goals, objectives, and outcomes for the entire three- or
                                five-year grant aimed at ensuring the availability of high quality academic
                                opportunities for students engaged in the 21st CCLC program;

                              • Activities for Program Year 1.         Activities for subsequent years will be
                                requested in the annual evaluations;
                              • The timeline for meeting the goals and objectives of Program Year 1,
                                including partnership meetings, professional development, and reasonable
                                start-up and implementation benchmarks;
                              • The scientifically research-based curriculum you anticipate using in your 21st
                                CCLC program;
                               • Specific teaching strategies that program staff will use to help students meet
                                  their academic needs;

                               • How the program is expected to improve student performance, particularly in
                                  core academic areas such as reading/language arts, mathematics, science,
                                  social studies/civic education, and the arts;

                               • How your program will provide services and activities during extended hours
                                  that are not currently available during the regular school day;

                               • How 21st CCLC staff will collaborate with regular school day teachers to
                                  assess students’ needs;

                               • How and to what degree the specific learning opportunities and activities are
                                  expected to improve student achievement, including a description of how
                                  activities are coordinated with the regular school day; and

                               • Strategies that support regular (daily) student attendance in the local 21st
                                  CCLC program.

Experience and Practice        Merely asserting in the application that the project will assist students in meeting or
                               exceeding local and state standards in core academic areas does not provide the
                               reviewers of the application with a full understanding of how this will occur.

                          2)      The extent to which the design of the proposed program is appropriate to,
                                  and will successfully address the needs of the target population.
                           Based upon your needs assessment:

                               • Describe the role of the advisory committee in determining the design of the
                                  proposed program;

                               • Provide evidence that the program will be adequately staffed with qualified
                                  personnel. Provide résumés or job descriptions for key staff as supporting

                               • Describe any services that are planned for adult family members of youth
                                  participants; and

                               • Describe how students participating in the program will travel safely to and
                                  from the center and home (include cost in budget).

                          3)     The extent to which the proposed project will establish linkages with
                                 other appropriate agencies and organizations providing services to the
                                 target population
                           Based upon your needs assessment, describe:

                               • The eligible applicant’s experience or promise of success, in providing
                                  educational and related programs that will complement and enhance the
                                  academic performance, achievement, and positive youth development of
                               • The vision and responsibilities of specific program partners as they relate to
                                  the 21st CCLC program, including the roles to be played by each of the
                                  partners, i.e., who will do what, when, and where, to what ends, and with what
                                  anticipated results.
                            Include letters of commitment or memoranda of understanding, as supporting
                            documentation, that clearly indicate the role and capacity of each partnering
                            organization discussed in the application. Applicants are advised that letters
                            of support with a clear demonstration of buy-in from senior administrators of
                            the partnering organization are more important than the quantity of letters.
                            The most successful applications will have involved their community partners
                            in planning and writing the grant application.
                          • The process for developing plans for the continuous strengthening of the
                            partnership(s) between the local educational agency, community-based
                            organization(s), and public or private organization(s) (if appropriate). Include
                            preliminary plans for continuing the proposed programs beyond the three- to
                            five-year period of 21st CCLC grant funding.
                          • How other federal, state, and local programs will be combined or coordinated
                            with the 21st CCLC program to make the most effective use of public

Experience and Practice   Federal programs can also complement local 21st CCLC programs. Many current
                          21st CCLC programs are eligible to receive funds through the U.S. Department of
                          Agriculture (USDA) Food and Nutrition Service for “After-school Snacks.” Local
                          communities can also participate in USDA’s Summer Food Service program. These
                          snacks and meals can contribute to the nutritional services provided in local
                          programs. For specific information on these programs, contact Dee Baker,
                          Executive Director of Child Nutrition, at the Oklahoma State Department of
                          Education, (405) 521-3327.

                          Services made available through funds from Temporary Assistance to Needy
                          Families (TANF), administered by the U.S. Department of Health and Human
                          Services, can be combined with 21st CCLC programs to serve children outside of the
                          regular school day. 21st CCLC programs can also utilize federal funding available
                          through local prevention grants under Title V of the Juvenile Justice and
                          Delinquency Prevention Act (administered by the Office of Juvenile Justice and
                          Delinquency Prevention in the U.S. Department of Justice). Further information on
                          local prevention grants can be found at <http://ojjdp.ncjrs.org/titlev/index.html>.

                          • How the applicant will recruit, train, and use volunteers, for example, National
                            Senior Service Corps, in activities carried out through the community learning

Experience and Practice    National Senior Service Corps: Currently more than 12,900 seniors in Oklahoma
                           contribute their time and talents in one of three programs: Foster Grandparents, who
                           serve one-on-one with more than 3,000 young people who have special needs; Senior
                           Companions, who help more than 800 other seniors live independently in their homes;
                           and Retired and Senior Volunteer Program (RSVP) volunteers, who work with more
                           than 1,700 local groups to meet a wide range of community needs.
                           To contact the National Senior Service Corps programs in your area, refer to the
                           Corporation for National and Community Service Web site at <www.cns.gov>. Select
                           “Senior Corps” programs to find programs in your state.
                           For additional information, contact:
                                   Corporation for National Service State Office in Oklahoma
                                   Nancy Sharrock
                                   Theresa Long, Program Officer
                                   (405) 231-5201

                           National Civilian Conservation Corps (NCCC): AmeriCorps’ NCCC teams meet
                           community needs in cooperation with nonprofit programs, state and local agencies, and
                           other community groups. Members serve on teams that address environmental,
                           education, public safety, disaster relief, and other community needs across the country.
                           For more information on how an NCCC team can support your 21 st CCLC program,
                                   Jules Hampton, Region Director
                                   Project Director
                                   1700 South 28th Avenue, suite 20
                                   Hattiesburg, MS 39402 601-296-4711

III. Resource Management (15% of the total score)

    General Guidance      Projected budget costs should be reasonable in relation to the number of persons
                          to be served and for the anticipated results and benefits.

                          Administrative costs under this grant may not exceed 15 percent of the total
                          grant amount. Administrative costs include indirect costs and direct
                          administrative charges, such as administrative payroll. For example, a school
                          getting a grant for $200,000 would have a combined administrative salary,
                          benefits, and indirect cost of $30,000.

                          Salaries of positions that simply coordinate grant activities are also considered
                          administrative and should be calculated under the 15 percent cap.

                          Salaries of positions that are providing student, teacher, or parent training or
                          other direct services would not be considered administrative.

                          Each funded program will be required to send a representative(s) to at least one
                          (1) state, one (1) regional, and one (1) national workshop each year. Adequate
                          funding ($5000) should be included in your budget for their travel and lodging.

                          Each eligible organization that receives an award may use the funds to carry out a
                          broad array of before- and after-school activities (including during summer
                          recess periods) that advance student academic achievement. In Elementary and
                          Secondary Education Act (ESEA), NCLB provides some flexibility in how 21st
                          CCLC funds can be used at the local level for grantees that are LEAs.

                     • Consolidation of Local Administration Funds -- With approval from the state
                       educational agency (SEA), LEAs may consolidate administrative funds with
                       any other administrative funds available from ESEA programs consistent
                       with the administrative provisions established for each program. Such
                       consolidation may enhance the effective and coordinated use of
                       administrative funds under the consolidated programs.

                     • School wide Programs -- LEAs are permitted to consolidate and use funds
                       under Part A of Title I together with 21st CCLC and other ESEA program
                       funds received at the school to upgrade the entire educational program of a
                       school that serves an eligible school attendance area. (A school in which not
                       less than 40 percent of the children are from low-income families is eligible
                       for “schoolwide” status.) However, local schools are still responsible for
                       implementing activities for which they received the 21st CCLC award.

                     • Rural Education Initiatives -- LEAs eligible for the Small, Rural School
                       Achievement program may use their “applicable funding” (funds received
                       under the Improving Teacher Quality State Grants, Educational Technology
                       State Grants, State Grants for Innovative Programs, and Safe and Drug-Free
                       Schools and Communities program) to carry out activities authorized under
                       the 21st Century Community Learning Centers, Title I, Part A, Title III, or
                       any of these particular programs.

                   Note: 21st CCLC grant funds cannot be used to purchase facilities, buses,
                   furniture, or food, nor can they be used to support new construction. Grant
                   funds cannot supplant other federal, state, and/or local funds.

Budget Narrative   For Year 1 of the grant, complete the Budget Worksheet, included as Form E.
                   This worksheet will serve as the budget narrative; itemize and justify the
                   projected use of the grant funds as well as any other funds committed to
                   the program.
                   In addition, a projected Program Budget Summary (Form F) must be
                   completed to provide a comprehensive overview of the three- to five-year
                   On the budget worksheet (Form E) describe:
                     • Any cash and in-kind resources that partners are contributing, such as the use
                       of transportation, community recreational areas, staff, supplies, etc;
                     • Evidence that appropriate resources and personnel have been carefully
                       allocated for the tasks and activities described in the application (including
                       program expenses and transportation);

                     • Any program funds allocated to program partners, if appropriate;

                     • The basis for estimating the costs of professional personnel, i.e., salaries,
                       benefits, projected staff travel, materials and supplies, consultants and
                       subcontracts, indirect costs, and any other projected expenditures; and

                     • How the major cost items relate to the proposed activities.

     IV. Program Management (15% of the total score)

          General Guidance    Charts, timetables, and job descriptions for key staff are particularly helpful in
                              describing the structure of your project and the procedures for managing it
                              successfully. Successful projects typically budget for and employ a full-time
                              project director and seek guidance and advice from a variety of members of the
                              community. It is suggested that you address the issue of planning for
                              sustainability after the grant period and elaborate upon how the applicant and
                              partnering organizations will assist in sustaining the program. Applicants are
                              advised to describe the role and responsibility of all key staff, and outline a plan
                              and budget for ongoing staff development and training.
                                • Describe the plan to achieve the objectives of the proposed program on time
                                  and within budget, including clearly defined responsibilities, timelines, and
                                  benchmarks for tasks;
                                • Describe how the organization will disseminate information about the 21st
                                  CCLC program to a culturally diverse community in a manner that is
                                  understandable and accessible;
                                • Describe how the applicant will ensure that a diversity of perspectives are
                                  brought to bear in the operation of the proposed project, including those of
                                  parents, teachers, the business community, a variety of disciplinary and
                                  professional fields, recipients or beneficiaries of services, or others, as
                                  appropriate; and
                                • Provide assurance that the fiscal agent (the LEA) will adopt and use proper
                                  methods of administering each program, including the:

                                    – Enforcement of any obligations imposed on agencies, institutions,
                                      organizations, and other recipients responsible for carrying out each
                                      program; and

                                    – Correction of deficiencies in program operations that are identified
                                      through audits, monitoring, or evaluation.

Experience and Practice
                                Based upon successful applications in the past, it is suggested that the applicant:

                                  • clearly delineate the roles to be played by each of the partners, describe who will
                                    do what, when, and, where and with what anticipated results. Provide job
                                    descriptions for key staff is helpful in describing the structure of the project and
                                    the procedures for managing it successfully.
                                  • show that appropriate resources and personnel have been carefully allocated for
                                    the tasks and activities described in the application. Make sure that your
                                    proposed budget will adequately cover program expenses, including
                                    transportation. It is important to demonstrate how you will leverage existing
                                    resources, such as computer labs, libraries, and classrooms to carry out your
                                  • include a schedule for advisory council meetings and professional development
                                    as well as program implementation. Make sure the timeline is set up with
                                    reasonable expectations for start-up dates, etc.

V. Competitive Priority      The OSDE will award competitive priority points to applications that:

                                • Propose to serve children and youth in schools identified as in need of
                                improvement (pursuant to Section 1116 of Title I);

                           • Describe how service-learning as a teaching and learning methodology
                           will be embedded into the 21st CCLC program;
                           • Describe proposed service-learning projects;

Experience and Practice
                             Service-learning, as an educational methodology, can promote academic
                             learning and development through active participation in organized after-school
                             service experiences. These experiences, coordinated between the school and the
                             community, address unmet educational, public safety, human and environmental
                             needs in the community. High quality service-learning promotes positive youth
                             and character development through civic engagement, improved academic
                             performance, attendance, and improved self-esteem.

                           • Have never been awarded a 21 CCLC grant; and/or

                           • Commits to serve secondary (middle school and/or high school students).

                          Up to 10 points may be awarded for each of the competitive priority areas
                          that an application addresses for a maximum possibility of 40 total points.

              21st Century Community Learning Center
                     Grant Application Checklist

Please submit your grant with pages organized in the following order:





   PROJECT SUMMARY (only previously funded 21st CCLC programs)







   APPLICATION NARRATIVE (no more than 25 pages, 12-point font,
    double-spaced with one-inch margins)

   SUPPORTING DOCUMENTS (no more than 15 pages)

Grant Application Forms
                                                        FORM A
                        21 Century Community Learning Center (CCLC)
                                                        Title Page

Name of Applicant:

Applicant is:
                         Local Educational Agency                            Faith-based Organization
                         Community-based Organization                         Other (describe)
Address:                                                                         County:

Title of Applicant’s Project:
1st CCLC status:
______New Applicant or          ______Received State Administered Grant Award*
                                ______*Award Period Ended (See Form B)

Signature of Authorizing Official:

Address:                                                                         County:

Telephone:                                Fax:                                   E-mail Address:

Name of Primary Partner:

                                                                                 Signature of Authorizing Official

Address:                                                                         County:

Telephone                                 Fax                                    E-mail
Name of each proposed 21st CCLC       Number of        % of Free or         % of Limited    Estimated number of       Estimated
    site, and level of students        students       Reduced Price      English Proficient     students to be        number of
            to be served              enrolled in          lunch          students of each enrolled by the end of    adults to be
   (elementary, middle, high)        proposed site   of each school to         school       year one of the grant       served
                                                         be served


Type of Program: (Check or circle all that apply.)
                Before school               After school                     Weekend                      Summer

Days of Program Operation:        M–F        M – TH        M–W–F             Operating Hours:
Total Grant Amount Requested:
(SDE Use Only) Total Grant Award:

                                             FORM B (Part 1)
                       21 Century Community Learning Center (CCLC)


  Services that the 21st CCLC proposes to address (check all that apply):
        Remedial education activities and academic enrichment learning programs, including
        providing additional assistance to students to allow the students to improve their academic

        Reading and language arts activities

        Mathematics and science education activities

        Civic education and social studies activities

        Arts and music education activities

        Tutoring services, homework assistance (including those provided by senior citizen
        volunteers) and mentoring programs

        Programs that provide after-school activities for limited English proficient (LEP) students
        that emphasize language skills and academic achievement

        Programs that promote parental involvement and family literacy

        Telecommunications and technology education programs

        Expanded library service hours

        Entrepreneurial education programs

        Programs that provide assistance to students who have been truant, suspended, or expelled,
        to allow the students to improve their academic achievement

        Drug and violence prevention programs, counseling programs, and character education

        Physical education and wellness activities

In a maximum of 250 words suitable for publishing, briefly describe the key elements of this grant proposal.

                                            FORM B (Part 2)
                  21 Century Community Learning Center (CCLC)
                                     Capacity Determination

In order to determine if the applicant agency possesses the capacity to administer the proposed
program, the following information must be provided. If it is determined that sufficient capacity does
not exist, the application will not be reviewed.
1. In the space below, briefly describe previous experience with similar amounts of funding through
foundation grants or federal, state, or local sources.

2. From your most recent audit, please attach a copy of the “Schedule of Findings and Questioned Costs.”

3. In the space below, briefly describe plans for communication that will link the applicant (LEA,
community-based organization, or other public or private entities), the school/program site(s), and major

4. If the applicant has been a recipient of a 21st CCLC state grant, the final year’s expenditure report must
be attached as well as a copy of the grant.
                                            FORM C
                   21 Century Community Learning Center (CCLC)
                           Advisory Committee Membership and Agreement

*STATEMENT OF SUPPORT: I have participated in the planning and design of this program and agree to
  support and participate in the activities as outlined in this application.

        Print Name                    Signature*              Date                     Role
                                                                        (Refer to Advisory Committee on page
                                                                                11 of this application.)

                                                FORM D
                       21 Century Community Learning Center (CCLC)
                              Partnership Information and Agreement
     (Provide one form for each proposed program site. This form may be duplicated as necessary.)
  *STATEMENT OF SUPPORT: I/We have participated in the planning and design of this
  program and/or agree to support and participate in the activities as outlined in this application.

Legal Name of Participating        Description of Services and               Authorized Signature*
         Agency                             Support                       (Please print name below signature)
(Name, Address, Phone, and Fax)
                                      FORM E
                      21 Century Community Learning Center (CCLC)

                                              Budget Worksheet
This worksheet is intended to help you plan the budget for the first year of your program and will serve as the
budget narrative for the application. In each section, list all projected costs including those that will not be
funded by the grant (in- kind), but do note clearly which costs are in-kind and their funding source(s).

List each projected instructional staff   Per person, show number of projected hours   Total cost of each entry.
position (include certified and           multiplied by the hourly rate to calculate
uncertified teachers, program director,   wages. Include calculation for benefits to
superintendent, principal, aids, and      be paid.
tutors) involved in direct

Total Cost -- Instructional Staff

                                               FORM E (Page 2)
                                           21 CCLC Budget Worksheet

List projected administrative staff                 Show number of hours multiplied by the rate of     Total cost of each
(includes clerical staff, non-instructional         pay, or the salary, of each administrative staff   entry.
administrative staff, i.e., program director,       person. Per consultant, show projected length
superintendent, principal, custodial staff, and     of service, amount of compensation, and how
technical support), consultants (include all        compensation was calculated.
consultants whether or not there is a charge for
their services), and any other projected services


Total Cost -- Professional Services

List projected services needed to operate,          Show projected amount these services will          Total cost of each
repair, maintain, and/or rent property owned        require and how the amount was determined.         entry.
or used by the LEA. Include cleaning, repair,
and maintenance services.

Total Cost -- Purchased Property Services

                                                 FORM E (page 3)
                                           21st CCLC Budget Worksheet

Estimate the cost of student               Itemize all costs associated with       Total cost of each entry.
transportation, both in- and out-of-       student transportation (recurring
district, if appropriate, and insurance    transportation and/or special events
costs (liability, vehicle, and property)   transportation).
related to the program.
                                           Show projected mileage i.e.(number of
Staff travel is also included here.        miles X $.505 per mile) for staff
Estimate costs for state, regional and     transportation (include automobile
national meetings. Any other in- or        and air transportation).
out-of-district travel should be
included.                                  Cost and calculations should be shown
                                           for each item of printing and
Also include projected costs for           description of how printing will be
advertising and printing.                  used.

Total Cost -- Purchased Services

                                                 FORM E (Page 4)
                                           21st CCLC Budget Worksheet

List projected materials and               Provide calculations for figuring the      Total cost for each entry.
supplies needed for instructional and      cost of each item. State the purpose for
administrative purposes. Include           any specialized items.
expendables (paper, office supplies,
paper products, cleaning supplies,
etc.), curriculum, books, games,
health/wellness equipment, etc., and
specialized items (videos, audiovisuals,
software, testing supplies and
materials and tools for instructional

Total Cost -- Supplies/Materials

                                                 FORM E (Page 5)
                                           21st CCLC Budget Worksheet

Expenditures for the acquisition of        Show cost of each item and justify why   Total cost for each entry.
fixed assets or additions to fixed         the item is essential to the program.
assets. Included here are expenditures
for initial, additional, and replacement
items of equipment such as machinery,
furniture, and fixtures, or for lost or
stolen equipment with an
acquisition cost of $2,500 or

Total Cost – Property

Amounts paid for goods and                 Show the cost for each item listed and   Total cost for each entry.
services not otherwise classified.         the number of each item being
Include staff registration and/or          purchased.
tuition for participation in
professional conventions and
seminars, and professional
memberships and/or dues.

Total Cost – Other

                                                                   FORM F

                                                       PROGRAM BUDGET SUMMARY

Project Code: 553                                                                               FY 2009 Allocation_______________
County/District Code________                                        District Name                 Site Name _________________________

                                        Year 1          Year 2        Year 3         Year 4      Year 5
   BUDGET CATEGORIES                   2009-2010       2010-2011     2011-2012      2012-2013   2013-2014           TOTAL
100 Personnel
 A. Instructional Staff
200 Benefits
300 Professional Services
 A. Administrative Staff
 B. Consultants
 C. Other
400 Property Services
500 Purchased Services
 A. Staff Travel
 B. Student Transportation
 C. Printing/Advertising
600 Supplies/Materials
 A. General
 B. Books/Periodicals
 C. Specialized (<$2,500)

700 Property (>$2,500) Fixed Assets
800 Other
 A. Staff Dues, Fees, and
Total Direct Costs (objects 100-800)
Indirect Costs
Total Costs (Direct and Indirect)

                                            Download and complete a full-size FORM F
                                              to submit with your grant application.
                                                                  FORM G
                                 21       Century Community Learning Center (CCLC)
                                                    General Statement of Assurances

The Chief Operating Officer, Principal or Superintendent, or other designated leader requesting 21st CCLC funding must read the
assurances and sign below.
As the duly authorized representative of the application, I certify that the applicant will:

    Primarily target students who attend schools eligible for Title I school wide programs under Section 1114 and the families of
    such students;
    Provide a safe and easily accessible facility and will comply with the Uniform Federal Accessibility Standards to ensure that
    facilities comply with the Architectural and Transportation Barriers Compliance Board (ATBCB) in Section 502 of the
    Rehabilitation Act of 1973 (the Rehabilitation Act), 29 U.S.C. 792;
    Offer a sliding scale of fees and scholarships (if fees are charged) to make the program available to all families regardless of
    their financial situation. Income collected from fees will fund program activities specified in the grant application;

    Allocate funds to support program representatives to participate in state, regional (multistate), and national training
    Participate in evaluations conducted by state or federal officials, and agree to cooperate with technical-assistance teams, and to
    host site visits as requested;
    Share pertinent student data required for the evaluation components between the applicant and partners;

    Use such fiscal control and fund accounting procedures as will ensure proper disbursement of, and accounting for, federal
    funds paid to the applicant under this program;
    Use funds under the program to increase the level of state, local and other nonfederal funds that would, in the absence of these
    federal funds, be made available for authorized programs and activities, and not supplant federal, state, local, or non-federal

    Submit required reports to the OSDE to enable the OSDE to perform its duties; and maintain such records, provide such
    information, and afford such access to the records as the OSDE may reasonably require;

    Assure that instruction and content will be secular, neutral, and non-ideological; assure that equitable participation of
    nonpublic participants (if any) will be provided;

    Comply with all federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil
    Rights Act of 1964 which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education
    Amendments of 1972 which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973
    which prohibits discrimination on the basis of handicaps; (d) the Age Discrimination Act of 1975, which prohibits
    discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972, as amended, relating to
    nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment
    and Rehabilitation Act of 1970, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; (g) 523 and 527 of
    the Public Health Service Act of 1912 relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the
    Civil Rights Act of 1968 relating to nondiscrimination in the sale, rental or financing of housing; (i) any other
    nondiscrimination provisions in the specific statute(s) under which application for federal assistance is being made; and (j) the
    requirements of any other nondiscrimination statute;

    Assure that the proposed program was developed, and will be carried out, in active collaboration with the schools the students
    attend; and

    Comply with all applicable requirements of all other federal laws, executive orders, regulations and policies governing the 21st
    CCLC program.

Signature of Authorized Certifying Official                         Title

Applicant Organization                                              Date Submitted
  Form H

                            21st Century Community Learning Center (CCLC)
                             Statement of Assurance for Program Evaluation

   While the 21st CCLC grant may include five years of subsequent funding, the years following the initial
year are dependant upon submission of evaluation data according to the timeline presented by the evaluator.

   I understand that if evaluation data is not submitted as required, the grantee will forfeit future funding.

__________________________________________                     _____________________________________
Signature of Authorized Certifying Official                     Title

__________________________________________                     ______________________________________
Applicant Organization                                          Date Submitted