21St Cclc Grant Application - PowerPoint by ulp58378

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									  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, FL
         February 23, 2009 - University of Florida, Gainesville, FL
    February 24, 2009 - Mounts Botanical Gardens, West Palm Beach, FL
February 25, 2009 - Jim Miles Professional Development Center, Lakeland, FL
     March 5, 2009 - Florida Department of Education, Tallahassee, FL
             Introductions
Florida Department of Education (FDOE)
 www.fldoe.org/curriculum/21century/

               Joe Davis
Family and Community Outreach Bureau Chief

               Lani Lingo
        21st CCLC Program Director

                                                     2
                                     2009-2010 RFP
            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



                                                          3
                                          2009-2010 RFP
             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 funding
      www.fldoe.org/curriculum/21century
                                                     4
                                     2009-2010 RFP
              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


                                                          5
                                          2009-2010 RFP
6
            Overview of Florida’s
            21st CCLC Program
• Operate during Non-School Hours
  – Before School
  – After School
  – Weekend
  – Summer
  – Holiday breaks



                                                    7
                                    2009-2010 RFP
           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
                                                              8
                                              2009-2010 RFP
          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

                                                        9
                                        2009-2010 RFP
    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



                                                     10
                                     2009-2010 RFP
            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



                                                         11
                                         2009-2010 RFP
               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

                                                             12
                                             2009-2010 RFP
             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
                                                          13
                                          2009-2010 RFP
           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


                                                    14
                                    2009-2010 RFP
           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
                                                              15
                                              2009-2010 RFP
           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
                                                                16
                                                2009-2010 RFP
         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
                                                       17
                                       2009-2010 RFP
        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

                                                      18
                                      2009-2010 RFP
        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)
                                                    19
                                    2009-2010 RFP
                        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



                                                              20
                                              2009-2010 RFP
                  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
                                                                  21
                                                  2009-2010 RFP
                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

                                                        22
                                        2009-2010 RFP
                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




                                                            23
                                            2009-2010 RFP
                   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
                                                                 24
                                                 2009-2010 RFP
         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




                                                            25
                                            2009-2010 RFP
                Contact Persons
21st CCLC Program Contact
                                        Lani Lingo
                        21st CCLC Program Director
                                      (850) 245-0852
                               lani.lingo@fldoe.org
Grants Management Contact
                                     Gloria Smith
                            Grants Management Office
                                      (850) 245-0718
                              gloria.smith@fldoe.org
                                                         26
                                         2009-2010 RFP
                 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



                                                       27
                                       2009-2010 RFP
                       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




                                                                   28
                                                   2009-2010 RFP
                      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
                                                                  29
                                                  2009-2010 RFP
               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

                                                                       30
                                                       2009-2010 RFP
                 Narrative Components
1.    Project Abstract or Summary
2.    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 Imperatives
11.   Dissemination Plan
12.   Budget

                                                                     31
                                                     2009-2010 RFP
     Narrative Components


1. Project Abstract or Summary




                                            32
                            2009-2010 RFP
            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


                                                                 33
                                                 2009-2010 RFP
Narrative Components


2. Project Need (A-D)




                                        34
                        2009-2010 RFP
                    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

                                                             35
                                             2009-2010 RFP
              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
                                                            36
                                            2009-2010 RFP
                     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

                                                                  37
                                                  2009-2010 RFP
                 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

                                                       38
                                       2009-2010 RFP
 Narrative Components


3. Operational Design
 Requirements (A-F)




                                        39
                        2009-2010 RFP
      Operational Design Requirements
A. Students with Special Needs
  a) 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
                                                                40
                                                2009-2010 RFP
      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.org
Bureau of Exceptional Education and Student Services:
                                  www.fldoe.org/ese


                                                          41
                                          2009-2010 RFP
      Operational Design Requirements
B. Student Safety
  a) Describe how student safety will be maintained on
     site
  b) 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

                                                            42
                                            2009-2010 RFP
      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


                                                          43
                                          2009-2010 RFP
      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


                                                           44
                                           2009-2010 RFP
     Operational Design Requirements
D. Recruitment and Retention
  a) 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




                                                             45
                                             2009-2010 RFP
     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
                                                                   46
                                                   2009-2010 RFP
     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

                                                                  47
                                                  2009-2010 RFP
     Operational Design Requirements
F. Supplemental Meals
  a) 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

                                                            48
                                            2009-2010 RFP
      Operational Design Requirements
F. 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

                                                               49
                                               2009-2010 RFP
         Narrative Components


4. Project Design and Implementation:
      Academic Enrichment (A-C)




                                                50
                                2009-2010 RFP
  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

                                                          51
                                          2009-2010 RFP
  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
                                                         52
                                         2009-2010 RFP
     Project Design and Implementation
A. Remedial Education and Academic Enrichment -
   Reading
  1) 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.com
  3) Describe how the activities will complement the
     student’s regular academic program

                                                         53
                                         2009-2010 RFP
      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 school

                                                           54
                                           2009-2010 RFP
     Project Design and Implementation
B. Remedial Education and Academic Enrichment -
   Math and Science
  1) 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

                                                           55
                                           2009-2010 RFP
     Project Design and Implementation
B. Remedial Education and Academic Enrichment -
   Math and Science 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, engaging and outlined in
   lesson plans
• Should NOT mirror the regular day school
         www.fldoestem.org/center13.aspx
                                                           56
                                           2009-2010 RFP
     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
                                                          57
                                          2009-2010 RFP
         Narrative Components


5. Project Design and Implementation:
       Personal Enrichment (A-D)




                                                58
                                2009-2010 RFP
  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
                                                         59
                                         2009-2010 RFP
       Project Design and Implementation
A. Physical Education and Recreational Activities
   –  Reflect a variety of structured activities
   –  Encourage active student participation regardless
      of skill level
   1) 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 ratio

                                                           60
                                           2009-2010 RFP
     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

                                                         61
                                         2009-2010 RFP
     Project Design and Implementation
C. Service Learning
  1) 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.html
                 www.servicelearning.org/                   62
                                                2009-2010 RFP
     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
                                                                  63
                                                  2009-2010 RFP
      Project Design and Implementation
D. 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


                                                            64
                                            2009-2010 RFP
         Narrative Components


6. Project Design and Implementation:
         Adult Family Members




                                                65
                                2009-2010 RFP
    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

                                                            66
                                            2009-2010 RFP
  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

                                                         67
                                         2009-2010 RFP
      Narrative Components


7. Goals, Measurable Objectives,
  Activities and Timeframe (A-C)




                                             68
                             2009-2010 RFP
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
                                                       69
                                       2009-2010 RFP
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

                                                                 70
                                                 2009-2010 RFP
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
                                                            71
                                            2009-2010 RFP
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”)

                                                         72
                                         2009-2010 RFP
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


                                                          73
                                          2009-2010 RFP
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




                                                             74
                                             2009-2010 RFP
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
                                                             75
                                             2009-2010 RFP
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
                                                               76
                                               2009-2010 RFP
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

                                                                 77
                                                 2009-2010 RFP
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



                                                           78
                                           2009-2010 RFP
Goals, Measurable Objectives, Activities and
               Timeframe
               Four Part Objective Example
1.   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

                                                           79
                                           2009-2010 RFP
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”)
                                                                 80
                                                 2009-2010 RFP
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


                                                             81
                                             2009-2010 RFP
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:
              Goal                         Need

      As stated in the Goals,   As identified in the Project
     Measurable Objectives,            Need section
     Activities and Timeframe
                Table

                                                                    82
                                                    2009-2010 RFP
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

                                                              83
                                              2009-2010 RFP
     Narrative Components


8. Coordination of Services and
    Sustainability Plan (A-G)




                                            84
                            2009-2010 RFP
 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 Summary
     a) Identifies current public/private partnerships
        and provides a description of the
        services/contributions from the partnerships

                                                            85
                                            2009-2010 RFP
 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
                                                             86
                                             2009-2010 RFP
Coordination of Services and Sustainability
                   Plan
C. Summary of Partners and Contractors Table
      Must complete Summary of Partners and
       Contractors Table and place in Appendices
      For sub-contractors, identify all that are
       related to the 21st CCLC program, whether
       they are paid or NOT paid by 21st CCLC funds
      Not included in the 30 page limit



                                                        87
                                        2009-2010 RFP
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 Table
         a) On the partners agency’s letterhead
         b) Identify services or contribution will be
            provided for the 2009-2010 project year
         c) Identify specific services/contributions to be
            made by partner
         d) Identify the approximate value of the
            services/contributions
         e) Signed by the authorized agent of the partnering
            agency
                                                              88
                                              2009-2010 RFP
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 Letter
       Letter 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 year
       Submit a dated letter on the site’s/school’s
        letterhead indicating their support that is signed by an
        authorized agent from the site/school

                                                                   89
                                                   2009-2010 RFP
 Coordination of Services and Sustainability
                    Plan
F. Sustainability Narrative
       Applicants are not permitted to charge any fees
        associated with 21st CCLC programming
        without prior authorization from FDOE
       Describe:
         a) the plan to identify and develop new
            public/private partnerships
         b) How the program will evidence
            sustainability in years 3-5 and beyond to
            maintain the size and scope of the project
                                                           90
                                           2009-2010 RFP
 Coordination of Services and Sustainability
                    Plan
G. Five Year Budget
      Reflects additional support in years 1 and 2
      Reflects necessary support to offset the 20%
       funding decrease in years 3-5
      Place in Appendices (not included in 30
       page limit)




                                                          91
                                          2009-2010 RFP
Narrative Components


9. Evaluation (A-G)




                                       92
                       2009-2010 RFP
                    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




                                                         93
                                         2009-2010 RFP
                  Evaluation
                Evaluation Plan
a) Assessment of progress toward each objective
b) Anticipated methods for data collection (e.g., who,
   how, etc)
c) Identify specific measures and data sources to
   measure progress towards each objective
d) Timeline for data collection
e) Benchmarks to monitor progress
f) Methods for continuous and overall data analysis
g) Written formative evaluation reports are required
h) How information will be used to monitor progress
   and shared with stakeholders
                                                           94
                                           2009-2010 RFP
                     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
                                                             95
                                             2009-2010 RFP
                    Evaluation
            Evaluation Plan continued…
-   See Reporting Outcomes within the approved 2009-
    2010 RFP for more information




                                                         96
                                         2009-2010 RFP
        Narrative Components


10. Support for Strategic Imperatives




                                               97
                               2009-2010 RFP
               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




                                                              98
                                              2009-2010 RFP
 Narrative Components


11. Dissemination Plan




                                        99
                        2009-2010 RFP
               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




                                                         100
                                         2009-2010 RFP
Narrative Components


    12. Budget




                                       101
                       2009-2010 RFP
                     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
                                                        102
                                        2009-2010 RFP
                       Budget
•   The budget has two parts:

    – Description in grant narrative (Fiscal
      Management Plan)

    – Budget Narrative Form (DOE 101)
      • Not included in 30 page limit




                                                               103
                                               2009-2010 RFP
              Budget (Grant Narrative)
Fiscal Management Plan
a)   Describe the amount of funding required to effectively
     achieve the proposed performance target
b)   Clearly defined responsibilities, timelines and milestones
     for accomplishing project tasks
c)   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

                                                                  104
                                                  2009-2010 RFP
           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



                                                              105
                                              2009-2010 RFP
           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)




                                                                106
                                                2009-2010 RFP
          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

                                                          107
                                          2009-2010 RFP
             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 attend
  the 21st CCLC Statewide Conference
                                                              108
                                              2009-2010 RFP
                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)

                                                                 109
                                                 2009-2010 RFP
Narrative Components


  Priority Points




                                       110
                       2009-2010 RFP
                       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 county
www.florida-arts.org/grants/RuralEconomicDevelopmentInitiative.htm



                                                                     111
                                                     2009-2010 RFP
                Other Requirements
•    RFP Checklist
•    21st CCLC Program Assurances
•    Equitable Services for Private School
     Participation
    www.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
                                                             112
                                             2009-2010 RFP
              Other Requirements
•   Statement of Assurance for Evaluation Data
•   General Education Provisions Act
www.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


                                                           113
                                           2009-2010 RFP
               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 Profile
    b) Site Expenditures


                                                                114
                                                2009-2010 RFP
      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

                                                                      115
                                                      2009-2010 RFP
              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)



                                                              116
                                              2009-2010 RFP
               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

                                                           117
                                           2009-2010 RFP
    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
                                                        118
                                        2009-2010 RFP
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



                                                 119
                                 2009-2010 RFP
                 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)

                                                                     120
                                                     2009-2010 RFP
      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




                                                  121
                                  2009-2010 RFP
     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/




                                                 122
                                 2009-2010 RFP
    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

                                                                 123
                                                 2009-2010 RFP
    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.

                                                                   124
                                                   2009-2010 RFP
    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

                                                                   125
                                                   2009-2010 RFP
    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
                                                             126
                                             2009-2010 RFP
    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
                                                              127
                                              2009-2010 RFP
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

                                                             128
                                             2009-2010 RFP
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
                                                          129
                                          2009-2010 RFP
                     Resources
FDOE 21st CCLC
        www.fldoe.org/curriculum/21century

Florida’s 21st CCLC
          www.afterschoolflorida.hhp.ufl.edu/rfp

21st CCLC Program Listing
 www.afterschoolflorida.hhp.ufl.edu/program_listing.html

21st CCLC Program Highlights
www.afterschoolflorida.hhp.ufl.edu/program_highlights.html

                                                             130
                                             2009-2010 RFP
                      Resources
Overview 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/



                                                                 131
                                                 2009-2010 RFP
Thank you for your participation and
           best wishes!


    21st CCLC Leadership Team



                                                  132
                                  2009-2010 RFP

								
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