Application Package for the nd 2 WV competition of st 21 Century Community Learning Center (21stCCLC) grants with July 1st, 2004 funding provided by The West Virginia Department of Education http://21stcclc.k12.wv.us/ with funding from The U.S. Department of Education http://www.ed.gov/21stcclc http://www.afterschool.gov/cgi-binh/home.pl APPLICATION DUE DATE An original application and six copies must be received by 3:00 p.m., Monday, March 29th, 2004 at the office of Sallie A. Harrington, Ed.S West Virginia Department of Education Building 6, Room 230 1900 Kanawha Blvd., East Charleston, WV 25305 West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding FOREWORD I am pleased to share the attached 2004 Application Package for funding from West Virginia‘s 21st Century Community Learning Centers program. The purpose of this program is to create local community learning centers that provide academic enrichment opportunities for children, particularly students who attend high-poverty and low-performing schools to: (a) meet state and local student standards in core academic subjects; (b) offer students a broad array of enrichment activities that can complement their regular academic programs; and (c) offer literacy and other educational services to the families of participating children. This Application Package is designed to help WV public and private organizations successfully participate in this initiative. The 21st Century Community Learning Centers program is authorized under Title IV, Part B, of the Elementary and Secondary Education Act, as amended by the No Child Left Behind Act of 2001 which transferred administration of the program from the U.S. Department of Education to state education agencies (SEAs). The West Virginia Department of Education (WVDE) will make competitive local grants to eligible organizations to support the implementation of community learning centers that will assist student learning and development. Eligible applicants are public and private organizations including, but not limited to: schools and school systems, non-profit agencies, city and county governmental agencies, faith-based organizations, institutions of higher education, and for-profit corporations. I encourage local communities to apply for funding to implement programs for which there is evidence, based on rigorous research and evaluation, that they can be more effective in helping children succeed in school. The No Child Left Behind Act of 2001 recognizes that improved student achievement occurs when communities implement programs and strategies scientifically proven to be effective. If you have questions or need further information regarding West Virginia‘s 21st Century Community Learning Centers program, please contact: Ms. Sallie A. Harrington or Ms. Pat Givens, West Virginia Department of Education, Building 6, Room 230, 1900 Kanawha Boulevard, East, Charleston, WV 25305, (304) 558-7881 phone, (304) 558-3946 Fax, e-mail: email@example.com or firstname.lastname@example.org or visit the WVDE 21st Century website: http://21stcclc.k12.wv.us/ _________________________________ David Stewart State Superintendent of Schools TABLE OF CONTENTS FOREWORD ............................................................................................................2 TABLE OF CONTENTS ........................................................................................3 PRIORITIES THAT APPLY TO THIS COMPETITION .................................6 GENERAL APPLICATION GUIDELINES ........................................................6 HOW TO PREPARE AN APPLICATION FOR A 21STCCLC GRANT ..........6 REQUIRED APPLICATION INFORMATION ..................................................8 APPLICATION NARRATIVE GUIDELINES ..................................................10 FREQUENTLY ASKED QUESTIONS ABOUT 21ST CCLC PROGRAM ....18 REPORTING INFORMATION ..........................................................................31 APPENDICES ........................................................................................................32 COVER PAGE .......................................................................................................33 WV 21ST CCLC LOCAL PROGRAM SUMMARY AND ABSTRACT ..........36 WVDE – 21st CCLC GRANT BUDGET FORM ................................................38 EXAMPLE BUDGET NARRATIVE ..................................................................39 ASSURANCES .......................................................................................................41 APPLICATION CHECKLIST .............................................................................48 2004-2009 WV 21st CCLC APPLICATION RATING FORM..........................49 APPLICATION REVIEW BONUS (15 POINTS) ............................................51 21ST CCLC PROGRAM GOAL, OBJECTIVES AND INDICATORS ...........52 PRINCIPLES OF EFFECTIVENESS FOR 21ST CCLC PROGRAMS...........53 West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding West Virginia Department of Education’s st 21 Century Community Learning Center Grant Program WHAT? The West Virginia Department of Education (WVDE) is pleased to announce the second state 21st Century Community Learning Center (21stCCLC) competition for grants to establish and/or expand community learning centers that will assist learning and development for school-age children and their families during out-of-school time. This program was formerly administered by the U.S. Department of Education and is now administered by state educational agencies as authorized under Title IV, Part B of the Elementary and Secondary Education Act, H.R.-1. Allocations for each state are based upon the state‘s student enrollment and Title I participation. West Virginia expects to receive approximately $2.5 million (year 2) for new 21st CCLC grants. HOW TO APPLY? Application information should be available on the WVDE 21stCCLC website http://21stcclc.k12.wv.us/ the middle of January 2004, and will be mailed to public school superintendents and other interested persons. Each local 21st CCLC grant application must describe information such as: the before- school, after-school and summer-school (optional) activities to be funded; how the activities will improve student achievement; how students will travel safely to and from the learning center; the partnership(s) between the local county school board and community-based public or private organizations (as appropriate); an evaluation of the community needs; available resources for the learning center; and other provisions requested in this application package. HOW MANY GRANTS WILL BE AWARDED AND FOR HOW MUCH? By federal statute a 21stCCLC grant may not be less than $50,000 per year. WVDE anticipates awarding 10-20 three-year grants (with a possible option for reduced funding in years four and five for successful programs) in this competition. No matching funds are required. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding WHO WILL BE SERVED? Since the purpose of 21stCCLC funding is primarily to improve the achievement of low-performing school children, competitive priorities will be given to: applications that serve children in schools designated as WVDE-identified low-performing and seriously-impaired schools; and joint submissions (applications) by a local county Board of Education, and public or private community-based organizations. WHO CAN APPLY? Public and private organizations may apply for funding. Examples of public and private organizations include, but are not limited to: non- profit agencies, city and county government agencies, faith-based organizations, institutions of higher education, and for-profit agencies. WHEN TO APPLY? Eligible applicants must submit their original application plus six copies before March 29, 2004 at 3 p.m. to: Sallie A. Harrington, Ed.S Assistant Director, Office of Planning, Evaluation Special Programs & Support Services West Virginia Department of Education Building 6, Room 230 1900 Kanawha Boulevard East Charleston, WV 25305 HOW WILL APPLICATIONS BE REVIEWED? WVDE will conduct the 21stCCLC application review process in April 2004, and make grant-award announcements in May 2004, with funding expected to begin July 1st, 2004. INFORMATION A technical assistance workshop and also a Community Education Association of West Virginia meeting will be held Friday, February 27, 2004, at the Flatwoods Days Inn Conference Center – Sutton, West Virginia to further distribute this 21stCCLC application package, provide information about existing programs and expectations, and respond to questions about the grants. Participation is not required to submit an application. The meeting times are: 9:30 a.m. to 11:30 a.m. - Community Education Association of WV 1:00 p.m. to 4:00 p.m. – 21stCCLC Technical Assistance Workshop For general 21stCCLC information, contact: www.ed.gov/21stcclc For Technical Assistance Workshop (Bidder‘s Conference) registration, contact: email@example.com or (304) 558-7881. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding PRIORITIES THAT APPLY TO THIS COMPETITION Absolute Priority - Applications must include activities that offer significant expanded learning opportunities for at-risk children and their families that contribute to reduced drug use and violence. Competitive Priorities – Applications will receive bonus points (see page 51) if they: (a) are jointly submitted by a county board of education and public or private organizations; (b) serve children in WVDE-identified low-performing schools and/or seriously-impaired schools (for information regarding these schools, contact Steve McBride at 304 558-2691 or firstname.lastname@example.org ); and (c) describe realistic ways to sustain the program after the federal funding ceases. GENERAL APPLICATION GUIDELINES Intent to apply - Applicants are asked to notify WVDE by February 2nd, 2004 of their intent to apply for 21stCCLC funding (although it is not mandatory or binding to do so). Please contact Pat Givens at: email@example.com or (304) 558- 7881 phone or (304) 558-3946 fax. Application reviewers – WVDE will use a peer review process of individuals with diverse expertise, geographic location, gender, racial, and ethnic representation from an array of educational and non-educational organizations to review applications. Interested reviewers without conflicts of interest (bias in any way regarding competition outcome) should contact Pat Givens at: (304) 558-7881 phone or (304) 558-3946 fax or firstname.lastname@example.org as soon as possible regarding serving in this capacity during the April 2004 review process. Grant Award Decisions - WVDE reserves the right to not award all grant monies and to negotiate specific grant amounts. All awards are subject to the availability of federal funds. Grants are not final until the WVDE grant contract is fully executed. HOW TO PREPARE AN APPLICATION FOR A 21STCCLC GRANT Carefully read this entire Application Package before beginning to prepare an application. This document identifies who is eligible to apply under this competition, what applicants must propose to do, what must be contained in an application, and what criteria will be used to evaluate applications. Applications should address all the Sections, Selection Criteria (Application Narrative), Conditions, Assurances, Required Forms, and Appendices described in this West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Application Package. To be eligible, a completed 21stCCLC application must contain all the following Sections, in the sequence provided. 1. Cover Page (see pp. 33-35) The applicant must provide all the contact and descriptive information requested on the required Cover Page. These pages will comprise the first three sheets of your application. 2. Application Checklist, appropriately checked (see page 48) 3. Program Summary and Abstract (see pp. 36-37) The applicant must complete the required Program Summary and Abstract form. Briefly describe the community needs being addressed (including the participants to be served), the objectives, the activities proposed to meet the objectives, the intended outcomes, and all other requested information. 4. Table of Contents Include a table of contents with sections, appendices, and page numbers clearly identifiable for the application reviewers. 5. Application Narrative (see pages 10-17)) Follow the guidelines to describe such things as how your activities are designed to assist low achieving students to meet or exceed state and local standards in core academic areas, how the public schools and community-based organizations and agencies will collaborate, and how your project will meet the application needs. 6. Budget (see p. 38) Complete a WVDE Budget Form for each of the first three years of your project. 7. Budget Narrative (see example pages 39-40) Provide a detailed budget narrative with your year 1,2 & 3 budget forms that clearly explain: (a) the mathematical basis for estimating the costs of professional personnel salaries, benefits, project staff travel, student transportation, materials and supplies, consultants and subcontracts, indirect costs, and other project expenditures; (b) how the major cost items relate to the proposed activities; (c) the cost of evaluation; and (d) a detailed description, as applicable, explaining in-kind support and/or funding/resources provided by partners in the project. 8. Assurances Forms (see pp. 41-47) Attach the properly signed and completed assurances forms. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding 9. Appendices Attach only the following items in your Appendix: a) A list of collaborating partners List all project partners (organizations) with contact persons, addresses, and year-round telephone, fax numbers, and e-mail addresses. Letters of commitment and memoranda of understanding should be included in this section, clearly documenting the detailed role and contribution of each collaborating partner. b) Evidence of previous success. A brief summary of any evaluation studies, reports, or research that document the effectiveness or success of the collaborating partners, or the activities/services in your narrative section of the application. c) Equitable access and participation. A description of the steps the applicant proposes to ensure equitable access to and participation by students, personnel, family members, and other program beneficiaries with special needs. Note: adding other attachments to your application may disqualify it. Reviewers will have a limited time to review applications and will focus on the sections of your application and the appendices listed above. Supplementary materials such as videotapes, CD-ROMs, files on disks, publications, press clippings, testimonial letters, etc., will not be reviewed or returned to the applicant. REQUIRED APPLICATION INFORMATION Include the following information in your application: Before-school, after-school and/or summer recess activities to be funded; How students will travel safely to and from the center and home or schools; How the organization will disseminate information about the center (including its location) to the community in a manner that is understandable and accessible; How the activities are expected to improve student achievement; Federal, state, and local programs that will be combined or coordinated with the proposed program for the most effective use of public resources; How the program will address the 21st CCLC Program Goal, Objectives, and Indicators described on page 52. How the program is based on the following principles of effectiveness: An assessment of objective data regarding need for the before- school, after-school programs, and/or summer recess activities and other proposed activities in the schools and communities; An established set of performance measures aimed at ensuring the availability of high-quality academic enrichment opportunities; and West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding If appropriate, scientifically based research that provides evidence that the program or activity will help students meet State and local student academic achievement standards; The partnership between a local educational agency, a community-based organization, and another public or private organization (if appropriate); An evaluation of the community needs and available resources for the community learning center and a description of how the proposed program in the center will address those needs (including the needs of working families); The eligible organization‘s experience, or promise of success, in providing educational and related activities that will complement and enhance the academic performance, achievement, and positive youth development of students; and How the applicant will use qualified senior citizens to serve as volunteers, if the applicant plans to do so. Further, each application must contain assurances that: The program will take place in a safe and easily accessible facility; The program was developed and will be carried out in active collaboration with the schools the students attend; The program will primarily target students who attend schools eligible for Title I schoolwide programs and their families; Funds under the program will be used to increase the level of State, local and other non-Federal funds that would, in the absence of these Federal funds, be made available for authorized programs and activities, and will not supplant Federal, State, local, or non-Federal funds; The community was given notice of the applicant‘s intent to submit an application; and After the submission, the applicant will provide for public availability and review of the application. The application must also include a convincing, reasonable plan for sustaining the community learning center(s) after federal funding ends. And applications must comply with the following conditions: (a) The Application Narrative section must not exceed 20 typed and numbered pages, using a 12-point font, double line spacing, with one-inch margins all around; (b) the application must be on plain white paper (one side only) and held together with a binder clip or stapled (no notebooks or coverings), and must not include unsolicited designs, headings, appendices, news clippings, or other materials; and (c) the application must respond to the exact sequence, outline form, headings, and information requested herein. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding APPLICATION NARRATIVE GUIDELINES In the 20-page (max) narrative of your application, respond to the ‗Required Application Information‘ (above) and the following criteria. Each criterion is presented in bold type followed by supporting guidance regarding how the criterion applies to this competition. Note: The reviewers will use these criteria to rate your application, so it is in your best interest to follow them closely. The maximum points (total of 105) that may be awarded in the application review are also indicated (see the Application Rating Form, pp. 49-51). 1) Needs & Remedies (20 points total–10 for needs & 10 for remedies) Needs of students at risk of educational failure in your community. Applicants are advised that a local inventory of your community showing the gaps in the services that are available may be helpful in determining your needs. Provide a needs description of your community and the target population (needy students and their families), including the following information. Cite factors and data that place local students at risk of educational failure, such as: the poverty rates in the communities to be served; the number of students in WVDE-identified, low-performing or seriously-impaired schools; the percentage of Title I students; the dropout rates; the literacy rates; and educational levels in the community. Use specific and relevant data regarding the students and community members to be served by the project and the needs of the community. Remedies Describe how you’re proposed project will remedy the risk factors (needs) you have described above for your target populations. Include your measurable objectives, activities and outcomes to be achieved by your proposed project. The services (remedies) to be provided should be closely tied to your identified needs. 2) Quality of Project Design (25 points – 5 points per subsection) (A) Indicate the extent to which the proposed project will provide services or otherwise address the needs of students at risk of educational failure. Clearly describe the activities to be provided by the project, how they are linked to the identified needs and objectives, and how student achievement will be measured. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Tailor your activities to address the specific needs of the students and their families to achieve the desired outcomes. Explain the roles to be played by each of the partners in carrying out the activities, describing who will do what, when, and where, to what ends, and with what anticipated results. For example, explain how your project will provide services and activities during extended hours that are not currently available during the regular school day, how project staff will vary their approaches to help meet the individual needs of students, and how staff will collaborate with regular school day teachers to assess and measure student needs. (B) The extent to which the design of the proposed project is appropriate to, and addresses the needs of the target population and other identified needs. Explain how specific activities in the project will lend themselves to assisting students in their area(s) of need, and will improve their achievement. For instance, merely asserting in an 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 an understanding of specifically how this will occur. Successful applicants must also address specific activities that address the needs of potential dropouts and students otherwise at risk of academic failure, including students living in poverty and students with limited English proficiency. Competitive priority will be given to applications that serve children in WVDE- identified low-performing and seriously-impaired schools. For information regarding these schools, contact Steve McBride at 304 558-2691 or email@example.com (C) The extent to which a local county Board of Education is a collaborating partner in the project. The U.S. Department of Education and the West Virginia Department of Education, strongly encourage applications that include a local county board of education. The application reviewers will give a competitive priority to applications that are jointly submitted by a local county board of education and public or private organizations. (D) The extent to which the project will establish linkages with local agencies and organizations to provide needed services to the target population. Letters of commitment or memoranda of understanding must be included (in the appendix) that clearly indicate the role, capacity and contributions of each partnering organization in the application. The quality of letters of support, with a clear demonstration of buy-in from senior administrators of the partnering West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding organizations, is more important than the quantity. The most successful applicants will have involved their partners in planning and writing this grant application, as well as in helping to implement the grant once awarded. (E) The extent to which the project will establish additional activities/linkages such as the following. (i) Opportunities for students to give back to their communities through educational service activities. Highly successful components of K-12 programs nationally and in West Virginia include community service ( http://learnandserve.k12.wv.us/ ) and civic engagement as a part of academic achievement. Activities that allow students to identify, organize and complete community projects to gain educational proficiency, practical experience, improve their schools and communities and build citizenship are highly desirable. These activities should be coordinated with existing programs such as; school clubs, Boys & Girls Clubs, Learn & Serve West Virginia programs, YMCA programs and other service organizations. (ii) Residential learning experiences outside the local community. Participating in summer, weekend or school-year residential learning activities with existing organizations who have trained staff, proven track records, proper accreditation and liability insurance can be very beneficial for students. These activities, away from the home and local community, can provide a unique climate for enhancing student experiences. This can be achieved through positive role models, character and team building activities, civic responsibility, leadership skill building, entrepreneurship and strengthened self-confidence. Local programs are encouraged to work with organizations such as: the accredited residential facilities at YMCA Camp Horseshoe (304 478-2481), Youth in Government, Student Legislature and Supreme Court, Model United Nations, Institute for IDEAS, Youth Opportunity Camps, WV’s Youth Action Council, and HI-Y. (iii) Volunteers In Service To America (VISTA) workers. VISTAs (budgeted at $9,120 cash per person per year) are available for full time service for a one-year term. They should engage in project development or resource acquisition activities rather than engage in direct service to students. For example, they should not tutor students, but direct their efforts to recruit and train the tutors. Local site supervision, space and support to achieve the goals and objectives of the project must be provided. For information about VISTA projects in your county, contact the Corporation for National and Community Service State Office at 304/347-5246. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding (iv) Retired and Senior Volunteers (RSVP). RSVP volunteers are people 55 and over who will enhance your project by tutoring, mentoring or providing administrative support (telephoning, filing, data collection, etc.) necessary to implement your project. For information about RSVP projects in your county, contact the Corporation for National and Community Service State Office at 304/347-5246. (V) West Virginia Partnerships to Assure Student Success (WV PASS) WV PASS represents a national partnership between America's Promise and Communities in Schools. WV Pass enables counties the opportunity to apply for and work with an AmeriCorps Promise Fellow; an individual who receives a living stipend and an educational award for providing 1700 hours of service in one year. Their mission is to fulfill the Five Promises for young people: (a) ongoing relationships with caring adults in their lives - parents, mentors, tutors, or coaches; (b) Safe places with structured activities during non-school hours; (c) healthy start and future; (d) marketable skills through effective education; and (f) opportunities to give back through community service. For more information, contact: Jack Wiseman, by phone 304 558/2440 x-21, by e-mail, firstname.lastname@example.org, by fax, 304 558/1311. 3) Adequacy of resources (15 points – 5 points per subsection) (A) The adequacy of community support, including facilities, equipment, supplies, and other resources, from the applicant organizations and other local groups. Show that appropriate resources and personnel have been carefully allocated for the tasks and activities described in your application. Make sure your grant and local budgets will adequately cover program expenses, including student transportation. It is important to describe how you will leverage existing school and community resources, such as computer labs, libraries, classrooms and outdoor facilities to carry out your activities. Budgets, which include three (3) or more sites, should fund at least one full time project coordinator (or reasonably explain why it is not necessary). Budgets must also include: (a.) funding (travel, food & lodging) for at least two project staff members to attend a 2-day training activity in West Virginia during each year of the project; (b.) attendance at an NCCE Orientation workshop for three people: the project director, a community-based person and a school-based person (Registration cost is generally $300 per team plus travel, food and lodging - For more information about NCCE training see www.nccenet.org ); West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding (c.) attendance at a one statewide Project Directors meeting with the WVDE involving a one day meeting and the cost of travel to Flatwoods; (d.) attendance at a jointly sponsored WVDE and Community Education Association of West Virginia (CEA of WV) conference and training (The three person team that attended the NCCE training will attend this 3 day conference/training in West Virginia - Registration cost is approximately $200 plus travel, food and lodging and membership dues to CEA- WV are included in the cost); (e.) plans for on-going local training to be determined by the individual project (Expenses may include payment of staff for time to attend the training and hospitality); and (f.) any cost associated with plans for ongoing staff development and training. Provide evidence that your plans have the support of program designers, service providers, and participants. Grant funds cannot be used to purchase facilities or vehicles, or support construction. (B) The extent to which the costs are reasonable in relation to the number of persons to be served and to the anticipated results and benefits. Costs should be allocated (and will be judged) against the scope of your project, and its anticipated benefits. Justify the use of all of your resources including those that partners are contributing, such as the use of community recreational areas, staff, supplies, transportation, funding, etc. (C) The extent to which the project realistically establishes the ability for sustainability of the program after the federal funding ceases 21st CCLC funding is intended as an incentive to promote the long-range establishment of out-of-school-time community programs. So it is especially important to specifically explain how the proposed project will be sustained when federal funding ceases. A competitive priority will be given to applications that substantiate the ability to sustain the program after federal funding ceases, and application reviewers will be closely examining the degree of community involvement and support after federal funding expires. 4) Quality of the management plan (20 points – 10 points per subsection) (A) The adequacy of the management plan to achieve the objectives of the project (on time and within budget), including clearly defined responsibilities, timelines, and milestones for accomplishing project tasks. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Use charts and timelines to describe the structure of your project and the procedures for managing it. Clearly relate your objectives, events, beneficiaries, and time of expected results. Describe the role and responsibility of all key community and school staff (with position descriptions for key people). Grantees should plan on the following annual trainings: a.) at least two project staff members to attend a 2-day training activity in West Virginia during each year of the project; b.) attendance at an NCCE Orientation workshop for three people ( the project director, a community-based person and a school-based person- see www.nccenet.org ); c.) attendance at a one day statewide Project Directors meeting with the WVDE in Flatwoods; d) attendance at a 3 day conference/training in West Virginia jointly sponsored by WVDE and Community Education Association of West Virginia (CEA of WV) by the three person team that attended the NCCE training; e.) plans for on-going local training to be determined by the individual project; and f.) plans for ongoing local staff development and training. (B) How the applicant will ensure that a diversity of perspectives is brought to bear in the operation of the project. Describe how you will include parents, teachers, students, the business community, a variety of disciplinary and professional fields, recipients or beneficiaries of services, and others (as appropriate) in planning for and operating your project. 5) Quality of Project Evaluation. (20 points) This section will be rated according to the extent to which the methods of evaluation include the use of the local objective performance measures that are clearly related to the intended outcomes of the project and include the collection of reliable and valid quantitative and qualitative data. Submit a strong evaluation plan that will shape the development of the project from the beginning of the grant period that includes the following: --the program objectives and performance indicators (see page 52 ) established under the Government Performance and Results Act (GPRA) for the 21st Century Community Learning Centers Program; West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding --clear benchmarks (assessed annually or more often) to monitor progress toward specific objectives (e.g., stating how students will be involved regularly in what activities for six months in order to reach an objective relating to improved reading and/or math scores or grades after one year of involvement); --outcome measures to assess impact on student learning and behavior, including but not limited to standardized test scores, quarterly report cards; and which may include teacher, parent, student surveys or interviews and other data collection instruments; and --identity of the individual or organization who will conduct the formative (on- going) and summative (annual) evaluations, specifying whether the evaluation will be conducted by project personnel or by an independent third party, and briefly describe the qualifications of the individuals who will be conducting the evaluation. Regardless of whether evaluation activities will be performed by project personnel or an independent third party, evaluation costs should be included in the budget and explained in the budget narrative. The evaluation plan should also describe the evaluation design, including: --what designs or methods will be used (e.g., participants compared to a similar group of non-participating students, case study, pre/post assessment), avoiding overly general statements, i.e. “Qualitative and quantitative data will be collected”; --what types of data will be collected (must include student reading and math achievement data,) noting what data from project records, such as activity logs and attendance rosters, will be utilized in the evaluation and how such data relate to specific project objectives; --what evaluation instruments and/or protocols will be used (name if already developed, such as a specific survey used at another 21st CCLC site or by the WV statewide evaluation); or will be developed, and when they will be developed; --how the data will be analyzed (indicate appropriate examples of quantitative and/or qualitative analysis, such as comparison of means, or content coding of responses); --how evaluation information will be used to monitor progress and to provide accountability information to stakeholders about success at the project site(s); and --a timeline of evaluation data collection and reporting activities, including what audiences will receive reports. WVDE should be included as a recipient of evaluation reports; West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Applicants should also review Evaluation and Accountability section on pp. 25-26. 6) Bonus Points during Application Review Applications that are jointly submitted by a county board of education and public or private organizations will receive 5 bonus points. Applications that serve children in WVDE-identified low-performing schools and/or seriously-impaired schools will receive 5 bonus points. Applications that describe means for realistically sustaining the program after the federal funding ceases will receive 5 bonus points. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding FREQUENTLY ASKED QUESTIONS ABOUT 21ST CCLC PROGRAM Adapted from “21st Century Community Learning Centers Non-Regulatory Guidance, May 2002” US Department of Education, Office of Elementary and Secondary Education What is the 21st Century Community Learning Centers Program? Part B of Title IV of the Elementary and Secondary Education Act, as amended by the No Child Left Behind Act of 2001 (Pub.L.107-110), provides opportunities for communities to establish or expand activities in community learning centers. The 21stCCLC program seeks to create community learning centers that provide academic enrichment opportunities for children and their families, providing a safe environment for students when school is not in session. The purpose of the program is to establish or expand community learning centers that provide students with academic enrichment opportunities along with activities designed to complement the students‘ regular academic program. Community learning centers must also offer families of these students‘ literacy and related educational development. Centers – which can be located in elementary, middle, and secondary schools, or other similarly accessible facilities – must provide a range of high-quality services to support student learning and development, including tutoring and mentoring, homework help, academic enrichment (such as hands-on science or technology programs), and community service opportunities, as well as music, arts, sports and cultural activities. At the same time, centers must help working parents by providing a safe environment for students when school is not in session. 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, the law‘s specific purposes are to: (1) provide opportunities for academic enrichment, including providing tutorial services to help students (particularly students in high-poverty areas and those who attend low-performing schools) meet State and local student performance standards in core academic subjects such as reading and mathematics; (2) offer students a broad array of additional services, programs, and activities, such as youth development activities, drug and violence prevention programs, counseling programs, art, music, and recreation programs, technology education programs, and character education programs, that are designed to reinforce and complement the regular academic program of participating students; and (3) offer families of students served by community learning centers opportunities for literacy and related educational development. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding How has the 21st CCLC program changed? The No Child Left Behind Act of 2001 made several significant changes to the USED-administered 21st CCLC program. These changes ensure that the program focuses on helping children in high-need schools succeed academically through the use of scientifically based practice and extended learning time. The new statute provides additional state and local flexibility in how funds can be used to support higher academic achievement, and dramatically expands eligibility for 21st CCLC funding to public and private educational and youth-serving organizations. Changes to the 21st CCLC program‘s authorizing statute include: Section 9501 of the No Child Left Behind statute applies to the 21st CCLC program. This section deals with the requirement for equitable participation of private school children in federally funded elementary and secondary school programs. Public and private school students are eligible to participate in 21st CCLC programs on an equitable basis. A public school or other public or private organization that is awarded a grant must provide equitable services to private school students and their families. In designing a program that meets this requirement, grantees must provide comparable opportunities for the participation of both public and private school students in the areas served by the grant. In other words, any child who either lives in or attends school in an area served by a 21st CCLC grant is eligible to participate in the program on an equitable basis, regardless of where the program is housed or who manages the grant. Furthermore, if a public school or district is applying, they must consult with private school officials during the design and the development of the 21st CCLC program on issues such as how the children's needs will be identified and what services will be offered. Services and benefits provided must be secular, neutral, and non- ideological. Implementing activities based on rigorous scientific research. For the first time, the new authorizing statute provides principles of effectiveness (see p. 56) to guide local grantees in identifying and implementing programs and activities that can directly enhance student learning. These activities must address the needs of the schools and communities, be continuously evaluated using performance measures, and be based on scientific research. Focusing services on academic enrichment opportunities. Under the new legislation, grantees must provide academic enrichment activities to students in high-poverty schools to help them meet State and local standards in the core content areas, such as reading, math, and science. In addition, applicants must also provide services to the families of children who are served in the program. Under the previous statute, grantees provided a West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding broad array of services to children and community members. The new legislation allows community learning centers to serve adult family members of students, but not community members at large. Transferring program administration from the Federal to the State level. The new legislation turns over responsibility for administering the 21st CCLC program to the State educational agency (SEA) in each State. The U.S. Department of Education (the Department) will allocate funds to the SEAs by formula. The SEA will manage grant competitions and award grants to eligible organizations for local programs. States now will be accountable to the Department for ensuring that all statutory requirements are met. Under the previous legislation, the Department managed a nationwide competition and directly awarded over 1,600 grants to public schools and school districts that worked in collaboration with other public and nonprofit organizations, agencies, and educational entities. Expanding eligibility to additional entities. The new legislation allows public and private organizations to receive funds directly from the State under this program. Under the previous authority, only public schools or local educational agencies could directly receive grants. The Department continues to strongly encourage all applicants to collaborate with other public and private agencies, including the local school districts, to create programs as comprehensive and high-quality as possible. Targeting services to poor and low-performing schools. The new legislation requires States to award grants only to applicants that will primarily serve students who attend schools with a high concentration of poor students. In addition, States must give priority to applications for projects that will serve children in schools designated as in need of improvement under Title I and that are submitted jointly by school districts receiving Title I funds and community-based organizations or public or private organizations. These priorities are new. The previous legislation restricted eligibility to inner-city or rural schools and strongly encouraged schools to collaborate with community-based organizations. Extending the duration of grant awards. States now have the discretion to award grants to local organizations for a period of three to five years. The previous law limited the duration of the grants to three years. WVDE will award three-year grants with the option for extended funding for years four and five based upon annual provision of evidence of program effectiveness. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Increasing accountability at the State and local levels. The new legislation requires States to develop performance indicators and performance measures that they can use to evaluate programs and activities. States must require local grantees to implement programs that meet the principles of effectiveness (see p.53). In addition, grantees must periodically evaluate their programs to assess progress toward achieving the goal of providing high-quality opportunities for academic enrichment. Expanding the range of locations in which local programs may take place. The new legislation provides support for services for children and their families in elementary or secondary schools or in any other location that it is at least as available and accessible as the school. Requiring funds to supplement and not supplant. Local grantees must use program funds to supplement and not supplant other Federal, State, and local funds. Providing WVDE with funds to carry out administrative responsibilities. Five percent of West Virginia‘s 21st CCLC allocation will be reserved by WVDE for the administrative and support responsibilities associated with implementing a quality program. These funds will be used to plan the competition, manage a review process, award the grants, monitor progress, and strengthen the program by providing training and technical assistance to local grantees, and conduct evaluations. What is the definition of a 21st Century Community Learning Center? A community learning center offers academic, artistic, and cultural enrichment opportunities to students and their families when school is not in session (before school, after school, or during holidays or summer recess). According to section 4201(b)(1) of the program statute, a community learning center assists students in meeting State and local academic achievement standards in core academic subjects, such as reading and mathematics, by providing the students with opportunities for academic enrichment. Centers also provide students with a broad array of other activities – such as drug and violence prevention, counseling, art, music, recreation, technology, and character education programs – during periods when school is not in session. Community learning centers must also serve the families of participating students, e.g., through family literacy programs. What organizations are eligible to apply for 21st CCLC funds? Any public or private organization is now eligible to apply for a 21st CCLC grant. Examples of agencies and organizations now eligible under the 21st CCLC program include, but are not limited to: non-profit agencies, city or county West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding government agencies, faith-based organizations, institutions of higher education, and for-profit corporations. The statute encourages eligible organizations to collaborate with LEAs when applying for funds. Organizations do not have to demonstrate prior experience in providing after- school programs to be eligible to apply for a grant. However, in its application to the WVDE, an organization that does not have such 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 the students. What must a local organization include in its application to WVDE? The application narrative guidelines are described in previous sections (pp. 10-17) of this document. WVDE will award grants to eligible organizations on a competitive basis in accordance with the statute. Is collaboration a requirement for organizations eligible to apply? The legislation contains several provisions about the importance of collaboration. Section 4204(b)(2)(H) requires applicants for local grants to provide a description of the partnership between a local educational agency, a community-based organization (CBO), and/or other public or private organizations, if appropriate. If the local applicant is another public or private organization, it must provide an assurance that its program was developed and will be carried out in active collaboration with the schools the students attend. In addition, Section 4204(i)(1)(B) requires that States give priority to applications submitted jointly by an LEA receiving Title I funds and a CBO or other agency proposing to serve students in schools in need of improvement under Section 1116. WVDE will provide the same priority to LEAs proposing to target schools in need of improvement but which demonstrate an inability to partner with a CBO within reasonable geographic proximity and of sufficient quality. By bringing together community organizations with school districts, centers can take advantage of multiple resources in the community. Community learning centers can offer residents in the community an opportunity to volunteer their time and their expertise to help students achieve academic standards and master new skills. Collaboration can also ensure that the children attending a learning center benefit from the collective resources and expertise throughout the community. May a community learning center be located or take place outside of a school? Yes. WVDE may approve an application for a community learning center to be located in a facility other than an elementary or secondary school. However, the alternate facility must be at least as available and accessible to the participants as if West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding the program were located in an elementary or secondary school. WVDE will determine the evidence an applicant will need to demonstrate that the program will be available and accessible. (Note: ―elementary school‖ and ―secondary school‖ are defined in ESEA as any ―nonprofit institutional day or residential school, including a public charter school…‖) Whether the program takes place in a school building or other facility, the applicant must address transportation; i.e. how students will travel safely to and from the community learning center and home, and the budget for it . Are there any requirements for the hours of operation of a center or the number of students a local program must serve? No. The statute does not mention specific hours of operation or minimum or maximum numbers of students a center (or one site of an applicant‘s center) must serve. The statute does, however, specify that community learning centers must offer services during non-school hours or periods when school is not in session, including before-school, after-school, evenings, weekends and during the summer. Each community should base its application on the needs of its students and their families. Can 21st CCLC program funds support services to adults? Yes. But only adult family members of students participating in a community- learning center may participate in educational services or activities appropriate for adults. In particular, local programs may offer services to support parental involvement and family literacy. Services may be provided to families of students to advance the students‘ academic achievement. However, programs are open only to those adults who are members of the families of participating children. Can 21st CCLC program funds support services for pre-kindergarten children? Yes. Although ―students‖ are designated in statute as the intended beneficiaries of the program, the U.S. Department of Education and WVDE believe that younger children who will become students in the schools being served can also participate in program activities designed to get them ready to succeed in school. Can 21st CCLC student activities take place during the regular school day? No. The statute specifically indicates services are to be provided outside the regular school day, that is, before school, after school, evenings, weekends, or summer. The program may offer services to students (during normal school hours on days) when school is not in session, e.g., school holidays or teacher professional development days. Activities targeting pre-kindergarten children and adult family members may take place during regular school hours, as these times may be the most suitable for serving these populations. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Several civil rights laws apply to recipients of Federal grants. Do these laws apply to private organizations that receive a grant under this program? Yes, these laws apply to recipients of federal financial assistance, whether they are public or private. They include Title VI of the Civil Rights Act, which bars discrimination based on race, color, or national origin; Title IX of the Education Amendments of 1972, which bars discrimination based on gender; Section 504 of the Rehabilitation Act of 1973, which bars discrimination based on disability; and the Age Discrimination Act of 1975. Section 9534 of the Elementary and Secondary Education Act in effect provides that nothing in that Act disturbs the application of these laws. By the same token, the Act does not alter the applicability of other non-discrimination laws that are unrelated to the receipt of federal funds (such as Title VII of the Civil Rights Act, which forbids employment discrimination on the basis of race, color, religion, sex, or national origin, but also contains certain exceptions). Are religious organizations, including entities such as religious private schools, eligible to receive 21st CCLC grants from the SEA? Yes. Faith-Based Organizations (FBOs) are eligible to apply for local grants provided they meet all statutory and regulatory requirements of this program. In order to ensure that a local grantee, including a FBO, meets the program‘s purposes and criteria, it should not discriminate against beneficiaries on the basis of religion. In matters of program eligibility, WVDE will not discriminate against grant applicants with regard to religion. Thus, faith-based and community-based organizations are encouraged to 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 may wish to keep grant funds in a separate account or accounts to ensure that they are not used inappropriately. OMB Circulars A-21 (for educational institutions) and A-122 (for non-profit organizations) provide further guidance regarding these accounting requirements. For what activities may a grantee use 21st CCLC program funds? 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 achievement. In the U.S. Department of Education‘s view, local grantees are limited to providing activities within the following list: West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Remedial education activities and academic enrichment learning programs, including providing additional assistance to students to allow the students to improve their academic achievement; Mathematics and science education activities; Arts and music education activities; Entrepreneurial education programs; Tutoring services (including those provided by senior citizen volunteers) and mentoring programs; Programs that provide after-school activities for limited English proficient students that emphasize language skills and academic achievement; Recreational activities; Telecommunications and technology education programs; Expanded library service hours; Programs that promote parental involvement and family literacy; Programs that provide assistance to students who have been truant, suspended, or expelled, to allow the students to improve their academic achievement; and Drug and violence prevention programs, counseling programs, and character education programs. (Note: Drug and violence prevention activities are absolute priorities.) Applicants are reminded of their obligation under section 504 of the Rehabilitation Act to ensure that their proposed community learning centers program are accessible to persons with disabilities. Evaluation and Accountability - What evidence is required from the States and local programs to determine whether 21st CCLC programs are research- based and effective? There are two elements to evaluation and accountability. The first element involves basing your program on activities that have proven effectiveness (activities proven through scientifically based research). The second element involves evaluating the effectiveness of your program using scientific principles. Each is explained further below. What is scientifically based research? Local programs must indicate how they meet the principles of effectiveness described in the law. According to statute, programs and activities must be based on: West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding an assessment of objective data regarding the need for before- and after-and summer- school programs (including summer school programs) and activities in schools and communities; an established set of performance measures aimed at ensuring high-quality academic enrichment opportunities; and scientifically based research that provides evidence that the program or activity will help students meet the State and local academic achievement standards. Scientifically based research, as defined in Title IX of the reauthorized ESEA, is research that involves the application of rigorous, systematic, and 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 experiment; (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; (6) has been accepted by a peer-reviewed journal or approved by a panel of independent experts through a comparably rigorous, objective, and scientific review. For example, scientifically based reading research has identified five essential components of effective reading instruction. To ensure that children learn to read well, explicit and systematic instruction must be provided in these five areas: 1. Phonemic Awareness – The ability to hear, identify and manipulate the individual sounds – phonemes – in spoken words. Phonemic awareness is the understanding that the sounds of spoken language work together to make words. 2. Phonics – The understanding that there is a predictable relationship between phonemes – the sounds of spoken language – and graphemes – the letters and spellings that represent those sounds in written language. Readers use these relationships to recognize familiar words accurately and automatically and to decode unfamiliar words. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding 3. Vocabulary Development – Development of stored information about the meanings and pronunciation of words necessary for communication. There are four types of vocabulary: Listening vocabulary – the words needed to understand what is heard Speaking vocabulary – the words used when speaking Reading vocabulary – the words needed to understand what is read Writing vocabulary – the words used in writing 4. Reading fluency, including oral reading skills – Fluency is the ability to read text accurately and quickly. It provides a bridge between word recognition and comprehension. Fluent readers recognize words and comprehend at the same time. 5. Reading comprehension strategies – Strategies for understanding, remembering, and communicating with others about what has been read. Comprehension strategies are sets of steps that purposeful, active readers use to make sense of text. What is evaluation based on scientific principles? In addition to choosing activities for your program that are based on sound scientifically based research, you will need to base your evaluation on scientific principles that align with the aforementioned description of scientifically based research. When feasible, programs should strive to use experimental or quasi- experimental research designs to test the effectiveness of their activities in achieving objectives. If such designs are not possible due to low enrollment or other reasons, such reasons should be stipulated and more appropriate evaluation methods chosen and justified. For more information on the U.S. Department of Education‘s proposed definition of scientifically based evaluation, please visit http://www.ed.gov/legislation/FedRegister/proprule/2003-4/110403b.html What are the components of a high-quality after-school program? According to the U.S. Department of Education publication Working for Children and Families: Safe and Smart Afterschool Programs, there are eight components that are generally present in high-quality after-school programs. These include: ~ goal setting, strong management, and sustainability ~ quality after-school staffing ~ attention to safety, health, and nutrition issues ~ effective partnerships with community-based organizations, juvenile justice agencies, law enforcement, and youth groups ~ strong involvement of families West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding ~ snacks and/or meals ~ enriching learning opportunities ~ linkages between school-day and after-school personnel ~ evaluation of program progress and effectiveness After-School Programs and the K-8 Principal, developed by the National 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 U.S. Department of Education, 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 arts, music, dance, and drama. Development of physical fitness and motor skills through sports and other 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. Skill development in computer and multimedia technology. (Source: The National Association of Elementary School Principals. After- School Programs & The K-8 Principal) The National School-Age Care Alliance (NSACA) has developed the NSACA Standards for Quality School-Age Care, as a useful tool for developing and evaluating programs. In addition, NSACA publishes the journal School-Age Review, which contains developments in theory, research and practice in the after-school field. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding What are the evaluation requirements for local grantees? Each grantee must budget for and conduct ongoing evaluation activities to assess its progress toward achieving its goal of providing high-quality opportunities for academic enrichment. The evaluation must be based on the factors included in the principles of effectiveness. The results of the evaluation must be: (1) used to refine, improve, and strengthen the program and to refine the performance measures; (2) assess effectiveness of activities; (3) shared with WVDE; and (4) made available to the public upon request. Local grantees must work with the WVDE to evaluate the academic progress of children participating in the state‘s 21st CCLC program. Program grantees will be required to complete an Annual Performance Report (APR) indicating locally collected data such as: number of hours of programming; enrollment per site; achievement and grade data; regularly participating students; etc. Grantees will also be responsible for administering a semi-annual Teacher Survey to the regular school-day teachers of regularly attendees of the program. The Teacher Survey will be provided by the WV 21st CCLC statewide evaluator to all grantees; distributing and collecting the surveys is the responsibility of the grantees and will be reported on the APR. Summaries of Teacher Survey results will be provided to grantees, and grantees are encouraged to use these data in their local evaluations. What federal regulations apply to this program? The following regulations are applicable to the 21st Century Community Learning Centers Program: The U.S. Education Department General Administrative Regulations (EDGAR) in 34 CFR Parts 75,77, 79,80,81,82,85, and 86, and (b) 34 CFR Part 299. The EDGAR regulations can be found on the Department's website: http://www.ed.gov/about/offices/list/index.html?src=mr Assistance in planning an effective afterschool program? The publication Beyond the Bell: A Toolkit for Creating Effective Afterschool Programs is a timely and helpful publication to assist after-school program staff to plan and make good decisions in six critical areas: management, collaboration, programming, integration with the traditional school day, evaluation, and communication. While the primary utility of the Toolkit is for after-school programs already in existence, it can be extremely valuable for those in the planning stages. For more information, check www.ncrel.org/after/bellkit.htm . Many other resources are available on www.ed.gov/21stcclc , the www.afterschoolalliance.org website, the www.afterschool.gov site, the National Center for Community Education www.nccenet.org site, the National Community Education www.ncea.com site, and the Corporation for National & Community Service--Learn and Serve America site www.cns.gov . West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Other useful web sites Safe and Smart: Making the Afterschool Hours Work for Kids is downloadable from USED at www.ed.gov/pubs/SafeandSmart Bringing Education into the Afterschool Hours by USED can be found at www.ed.gov/pubs/edpubs.html A Resource Guide for Planning and Operating After-School Programs is available from www.sedl.org/pubs/fam95/ Also useful is the National Institute on Out-of-School Time resources and fact sheets available at www.niost.org . The Finance Project site with good and recent research is downloadable at www.financeproject.org The Coalition for Community Schools is at www.communityschools.org . The Mott Foundation is at http://www.mott.org/21/about.asp and http://www.mott.org/publications/pdf/mifv2n3.pdf The National School-Age Care Alliance www.nsaca.org provides online info including standards of quality in afterschool care. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding REPORTING INFORMATION What reports are required from subgrantees? Subgrantees will be required to complete and submit a WVDE Annual Performance Report (WVDE-APR), similar to the federal 21st CCLC APR, that describes project (subgrantee) activities, accomplishments, and outcomes. The two purposes of the APR information are to: (1) demonstrate that substantial progress has been made toward meeting the objectives of the project as outlined in the grant application, and (2) collect data that address the performance indicators for the subgrantee 21 st Century Community Learning Center program. WVDE will collect descriptive and achievement data using the APR. Descriptive data includes (a) grant-level information showing current progress toward goals/objectives narrative, lessons learned, budget, and extent of community collaboration; and (b) center-level data such as dates and hours of operation, staff, ages/grades served, number of student and adult family members participating, student demographic data, enrollment, activities, and linkages to the regular school day. Achievement data must be reported for regular attendees (those who have attended for at least 30 days) during the reporting year or all students if a center has fewer than 100 regular attendees. It includes overall grades, achievement test results, teacher survey results, and other data sources, as requested; and achievement data on individual target students –those regularly participating in program activities. Descriptive data must be submitted to WVDE in June of each project year. Achievement data must be submitted to WVDE in October of each project year. By March of the third year of the project, a summary report of the major challenges, and accomplishments achieved, during the initial three-year grant period will be required. This report will be used to determine whether a fourth year of the project will be funded, and at what (reduced) level. If invited, subgrantees are required to participate in evaluations that the U.S. Department of Education and/or WVDE may conduct of the program. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding APPENDICES The following pages of this application contain your ‗Required Forms‘ and other ‗Relevant Information‘. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding COVER PAGE (Note: all blanks must be completed. If you have questions, contact Pat Givens at email@example.com , by phone (304) 558-7881, or by fax (304) 558-3946 WVDE 21st Century Community Learning Centers Grant Application School year 2004-2009 Funds Requested _________________ County(s): _______________________________ FEIN Number _________________________ (Federal Employees Identification Number) West Virginia Vendor Number ________________________________________________ Proposed Project Dates ____/____/____ ____/____/____ start date end date Applying Agency: ___________________________________________________________ Collaborating Community Organization(s) ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ County School System (if included as a partner) __________________________________ Schools (if included) ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Local Project Title: _________________________________________________________ Lead Agency _______________________________________________________________ Contact Person: ____________________________________________________________ Phone #: ____________ Fax #: ____________ e-mail: ______________________________ Address: ___________________________________________________________________ ___________________________________________________________________ West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Fiscal Agency _______________________________________________________________ Contact Person: _____________________________________________________________ Phone # Fax #: e-mail: ____________________________ Address: ___________________________________________________________________ Number of program sites: _______ Names of Site Locations: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Site Number Expected number of Title 1 2 3 4 5 6 7 8 9 10 11 I students to be served at each site: Elementary students Middle school students High school students Total students Expected number of WVDE-identified Low- performing or Seriously- 1 2 3 4 5 6 7 8 9 10 11 impaired School students to be served at each site: Elementary students Middle school students High school students Total students Number of collaborating partners actively involved in the project Schools Community-Based Organizations ___Faith-Based Organizations ___community/business ___Other (list) __________________________________ Estimated Cost per Title I Student served (per year) $_________ Matching (local) funds: (none required) In-kind $___________ Cash $___________ Other (list)____________________ West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding ___ Check if there is a cooperative agreement with the local county school system as a collaborating partner ___ Check if serving WVDE low-performing students, and/or seriously-impaired school students ___ Check if a realistic description of how the program will be sustained after the federal funding ceases is provided and indicate the page number ___ Date: ____________________ Agency Head‘s/Superintendent‘s Signature* Note: *Signature indicates that applicant agrees to all conditions in the proposal . West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding WV 21ST CCLC LOCAL PROGRAM SUMMARY AND ABSTRACT Applicant Contact Information Agency: _________________________ Program Contact Person Name: _________________ Address: ____________________________________________________________________ Phone:_______________ Fax:_______________ e-mail: _____________________________ Student Populations to be Served (indicate number of schools in blank) ___ Elementary Schools ___ Middle Schools ___ High Schools ___ Title I schools ___ Low-performing Schools ___ Seriously-impaired Schools Community Partners (indicate number in blank) ___ National Organizations (e.g., Boys & ___ County or Municipal Agencies (e.g., Girls Clubs, YMCA/YWCA, Big police, Parks & Recreation, Social Brothers/Big Sisters) Services) ___ Community-Based Organizations ___ Colleges or Universities (local non- profits or foundations) ___ Faith-Based Organizations ___ Libraries or Museums ___ Hospitals/Clinics/Health Providers ___ Businesses ___ other __________________________ List the name of each partner with the 21st Century Community Learning Center _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Services to be Provided (check all that apply) Reading or Literacy Sports or Recreation Health, Nutrition Mathematics Technology, Video or Youth Development Science Media Services for Adults Art, Music, Dance, Community Service Other ___________ Theater Cultural Activities, Social Studies Times of Operation ________After school ________Weekend ________Summer ________Before school West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Page 2 -- Program Summary and Abstract Name & location Rural or Number % of % of number of of each site that Urban of Free/Reduced % of low- seriously- family will become a site students Lunch students performing impaired members CLC (R/U) served (Title I) students students served Total Totals for the Urban Total Average % of Average % Total % Total family entire project ______ students Free/Reduced of low- of members served Lunch students performing seriously- served Total students impaired Rural students ______ ______ _________ _______ _____ ________ (Note: If more space is needed to list schools and statistics, please include this chart on a separate piece of paper.) Abstract. In the space below, briefly describe your program‘s goals, services, activities, and planned participants. _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ WVDE – 21ST CCLC GRANT BUDGET FORM Complete a form for the 1st, 2nd, and 3rd years of your program County Agency/School _________________________ Financial Contact Person ______________________________________________ Complete Street Address ________________________________________ Phone # Fax # E-mail ________________________ REQUEST FOR FEDERAL FUNDING (LINE ITEMS) Salary (administrative) $ _______ Fringe Benefits $ _______ Salary (tutors) $ _______ Supplies/consumables $ _______ Transportation $ _______ Travel reimbursement (meetings) $ _______ Training $ _______ Evaluation $ _______ Rental $ _______ Indirect cost (School Board rate or 6% maximum) $ _______ Other (describe) _____________________________________________ $ _______ TOTAL FEDERAL FUNDING REQUESTED $ _______ LOCAL FUNDING & CONTRIBUTIONS (LINE ITEMS) (Cash & In-Kind costs not required, but encouraged) Salary (administrative) $ _______ Fringe Benefits $ _______ Salary (tutors) $ _______ Supplies/consumables $ _______ Transportation $ _______ Travel reimbursement (meetings) $ _______ Training $ _______ Evaluation $ _______ Rental $ _______ Other (describe) _____________________________________________ $ _______ LOCAL FUNDING CONTRIBUTIONS TOTAL $ _______ TOTAL PROGRAM BUDGET (FEDERAL + LOCAL) $ _______ _________________________________________________________ Date _____________ Superintendent‘s or Agency Director‘s Signature *************************************************************************** STATE USE ONLY Federal Funds Approved $ Program Code _______________ Account # 8714-096 Revenue Code 04511 FIMS ID _________ have Pat check these numbers Date_______________ Assistant State Superintendent's Signature *************************************************************************** West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding EXAMPLE BUDGET NARRATIVE Your proposal must have a budget narrative explaining each line item on your 2004-2005 Budget Form. List each of your requested budget items, whether it is federally funded or a local contribution, the purpose, and the math used to estimate it. Funding Budget Item Type Examples of Funding Purposes and Calculations Salary federal 1 project director x $2,500/month x 12 months = $30,000 + fringe benefits = $____ federal 1 staff x $20/hour x 5,400 hours = $108,000 + fringe benefits = $____ federal 2 VISTA workers x $9,000/year = $18,000 federal 1 aide x $10/hour x 5,400 hours = $54,000 + fringe benefits = $____ local 1 piano instructor x $100/day x 36 days = $3,600 provided by the Community Fine Arts Association local 1 Americorps worker x $1,500/year = $1,500 provided by the Lion‘s Club local 1 Karate teacher x $100/day x 72 days = $7,200 provided by the local YWCA local 1 Dentist x $300/day x 72 days = $21,600 provided by the local Health Clinic local half time receptionist x 180 days x $50/day = $9,000 provided by the local school system Supplies and federal writing materials = $2,000 Consumables federal computer software = $2,300 (list items) local copy paper – 1,000 reams x $6/ream = $6,000 provided by the local school system local gardening tools = $500 provided by the Neighborhood Garden Club local vegetable & flower seeds, plants & fertilizer = $700 provided by We-Grow-Em Landscape Company local 1,000 pine seedlings = $4,000 Sweet Acres Nursery Transportation federal Driver for field trips x $1,600/mo x 9mo = $14,400 local bus home for kids x $200/day x 180 days = $36,000 provided by local school system West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding EXAMPLE BUDGET NARRATIVE continued: Budget Item Type Examples of Funding Purposes and Calculations Travel federal 6 staff x 3 training sessions x $300/ trip = $5,400 federal 6 people x $300 workshop registration fee = $1,800 Evaluation federal 1 consultant @ $3,000 local 1 staff x $20/hour x 100 hours = $2,000 Equipment federal 6 computers/printers/monitors x $1,200 = $7,200 local miscellaneous classroom equipment = $5,000 provided by the Boys & Girls Club Rental/Lease federal photo copier x $200/month x 12mo = $2,400 federal facility utilities $.32 per KWH (use local utility rate) x 4,500-KWH x 9-months = $12,960 local school computer room x 1,600 ft2 x $6.00/ft2 per month x 9 months = $86,400 local school gymnasium x 2,400 ft2 x $6.00/ft2 per month x 9 months = $129,600 Other federal 6 Field trips x $500/trip = $3,000 local tutors x 1,680-hours x $13.65 per hour = $22,932 provided by the Senior Citizen‘s Auxiliary local 6 craft consultants x $1,000/person = $6,000 local Cash donation from Bell-Atlantic = $1,000 local Cash donation from City National Bank = $5,000 Note: It is your responsibility to maintain documentation (for 5-years) to support your expenditures. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding ASSURANCES Lobbying, Debarment, Suspension, etc. form ED 80-0013 CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants should also review the instructions for certification included in the regulations before completing this form. Signature of this form provides for compliance with certification requirements under 34 CFR Part 82, "New Restrictions on Lobbying," and 34 CFR Part 85, "Government-wide Debarment and Suspension (Nonprocurement) and Government- wide Requirements for Drug-Free Workplace (Grants)." The certifications shall be treated as a material representation of fact upon which reliance will be placed when the Department of Education determines to award the covered transaction, grant, or cooperative agreement. 1. LOBBYING As required by Section 1352, Title 31 of the U.S. Code, and implemented at 34 CFR Part 82, for persons entering into a grant or cooperative agreement over $100,000, as defined at 34 CFR Part 82, Sections 82.105 and 82.110, the applicant certifies that: (a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal grant or cooperative agreement; (b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; (c) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all subrecipients shall certify and disclose accordingly. 2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS As required by Executive Order 12549, Debarment and Suspension, and implemented at 34 CFR Part 85, for prospective participants in primary covered transactions, as defined at 34 CFR Part 85, Sections 85.105 and 85.110-- A. The applicant certifies that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; (b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (2)(b) of this certification; and (d) Have not within a three-year period preceding this application had one or more public transaction (Federal, State, or local) terminated for cause or default; and B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. 3. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug-Free Workplace Act of 1988, and implemented at 34 CFR Part 85, Subpart F, for grantees, as defined at 34 CFR Part 85, Sections 85.605 and 85.610 - A. The applicant certifies that it will or will continue to provide a drug-free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing an on-going drug-free awareness program to inform employees about: (1) The dangers of drug abuse in the workplace; (2) The grantee's policy of maintaining a drug-free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance programs; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will: (1) Abide by the terms of the statement; and (2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; (e) Notifying the agency, in writing, within 10 calendar days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to: Director, Grants Policy and Oversight Staff, U.S. Department of Education, 400 Maryland Avenue, S.W. (Room 3652, GSA Regional Office Building No. 3), Washington, DC 20202-4248. Notice shall include the identification number(s) of each affected grant; (f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted: (1) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e), and (f). B. The grantee may insert below the site(s) for the performance of work done in connection with the specific grant: Place of Performance (Street address. city, county, state, zip code) Check [ ] if there are workplaces on file that are not identified here. DRUG-FREE WORKPLACE (GRANTEES WHO ARE INDIVIDUALS) As required by the Drug-Free Workplace Act of 1988, and implemented at 34 CFR Part 85, Subpart F, for grantees, as defined at 34 CFR Part 85, Sections 85.605 and 85.610- A. As a condition of the grant, I certify that I will not engage in the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in conducting any activity with the grant; and B. If convicted of a criminal drug offense resulting from a violation occurring during the conduct of any grant activity, I will report the conviction, in writing, within 10 calendar days of the conviction, to: Director, Grants Policy and Oversight Staff, Department of Education, 400 Maryland Avenue, S.W. (Room 3652, GSA Regional Office Building No. 3), Washington, DC 20202-4248. Notice shall include the identification number(s) of each affected grant. As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications. NAME OF APPLICANT PROJECT NAME PRINTED NAME AND TITLE OF AUTHORIZED REPRESENTATIVE SIGNATURE DATE ED 80-0013 12/98 West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding ASSURANCES - 2 Non-Construction form SF 424B OMB Approval No. 0348-0040 ASSURANCES - NON-CONSTRUCTION PROGRAMS Public reporting burden for this collection of information is estimated to average 15 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0040), Washington, DC 20503 Note: Certain of these assurances may not be applicable to your project or program. If you have questions, please contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case, you will be notified. As the duly authorized representative of the applicant I certify that the applicant: 1. Has the legal authority to apply for Federal assistance, and the institutional, managerial and financial capability (including funds sufficient to pay the non-Federal share of project cost) to ensure proper planning, management, and completion of the project described in this application. 2. Will give the awarding agency, the Comptroller General of the United States, and if appropriate, the State, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award; and will establish a proper accounting system in accordance with generally accepted accounting standards or agency directives. 3. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. 4. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency. 5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. 004728-4763) relating to prescribed standards for merit systems for programs funded under one of the 19 statutes or regulations specified in Appendix A of OPM's Standards for a Merit System of Personnel Administration (5 C.F.R. 900, Subpart F). 6. Will 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 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U. -1683, and 1685-1686), which prohibits discrimination on the basis basis of handicaps; (d) the Age Discrimination Act o -6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), 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 (P.L. 91- -3 and 290 ee 3), as amended, relating to confidentiality of alcohol and drug 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(s) which may apply to the application. 7. Will comply, or has already complied, with the requirements of Titles II and III of the uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of persons displaced or whose property is acquired as a result of Federal or federally assisted programs. These requirements apply to all interests in real property acquired for project purposes regardless of Federal participation in purchases. 8. Will comply, as applicable, with the provisions of the Hatch Act (5 U.S.C. 001501-1508 and 7324-7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding 9. Will comply, as applicable, with the provisions of the Davis-Bacon Act (40 U.S.C. 00276a to 276a-7), the Copeland Act (40 -333), regarding labor standards for federally assisted construction subagreements. 10. Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93-234) which requires recipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000 or more. 11. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in floodplains in accordance with EO 11988; (e) assurance of project consistency with the approved State Federal actions to State (Clear Air) Implementation Plans under Section 176(c) of the Clear Air Act of 1955, as amended (42 as amended, (P.L. 93-523); and (h) protection of endangered species under the Endangered Species Act of 1973, as amended, (P.L. 93-205). 12 Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. 001721 et seq.) related to protecting components or potential components of the national wild and scenic rivers system. 13. Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966, as amended -1 et seq.). 14. Will comply with P.L. 93-348 regarding the protection of human subjects involved in research, development, and related activities supported by this award of assistance. 15. Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89- care, handling, and treatment of warm blooded animals held for research, teaching, or other activities supported by this award of assistance. 16. Will comply with the Lead- - based paint in construction or rehabilitation of residence structures. 17. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular No. A- , and Non- 18. Will comply with all applicable requirements of all other Federal laws, executive orders, regulations and policies governing this program. NAME OF APPLICANT PROJECT NAME PRINTED NAME AND TITLE OF AUTHORIZED REPRESENTATIVE SIGNATURE DATE Standard Form 424B (Rev. 7-97) Back West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding ASSURANCES - 3 GEPA Equitable Access form 1890-0007 OMB Control No. 1890-0007 (Exp. 09/30/2004) NOTICE TO ALL APPLICANTS The purpose of this enclosure is to inform you about a new provision in the Department of Education's General Education Provisions Act (GEPA) that applies to applicants for new grant awards under Department programs. This provision is Section 427 of GEPA, enacted as part of the Improving America's Schools Act of 1994 (Public Law (P.L.) 103-382). To Whom Does This Provision Apply? Section 427 of GEPA affects applicants for new grant awards under this program. ALL APPLICANTS FOR NEW AWARDS MUST INCLUDE INFORMATION IN THEIR APPLICATIONS TO ADDRESS THIS NEW PROVISION IN ORDER TO RECEIVE FUNDING UNDER THIS PROGRAM. (If this program is a State-formula grant program, a State needs to provide this description only for projects or activities that it carries out with funds reserved for State-level uses. In addition, local school districts or other eligible applicants that apply to the State for funding need to provide this description in their applications to the State for funding. The State would be responsible for ensuring that the school district or other local entity has submitted a sufficient section 427 statement as described below.) What Does This Provision Require? Section 427 requires each applicant for funds (other than an individual person) to include in its application a description of the steps the applicant proposes to take to ensure equitable access to, and participation in, its Federally-assisted program for students, teachers, and other program beneficiaries with special needs. This provision allows applicants discretion in developing the required description. The statute highlights six types of barriers that can impede equitable access or participation: gender, race, national origin, color, disability, or age. Based on local circumstances, you should determine whether these or other barriers may prevent your students, teachers, etc. from such access or participation in, the Federally-funded project or activity. The description in your application of steps to be taken to overcome these barriers need not be lengthy; you may provide a clear and succinct description of how you plan to address those barriers that are applicable to your circumstances. In addition, the information may be provided in a single narrative, or, if appropriate, may be discussed in connection with related topics in the application. Section 427 is not intended to duplicate the requirements of civil rights statutes, but rather to ensure that, in designing their projects, applicants for Federal funds address equity concerns that may affect the ability of certain potential beneficiaries to fully participate in the project and to achieve to high standards. Consistent with program requirements and its approved application, an applicant may use the Federal funds awarded to it to eliminate barriers it identifies. What are Examples of How an Applicant Might Satisfy the Requirement of This Provision? The following examples may help illustrate how an applicant may comply with Section 427. (1) An applicant that proposes to carry out an adult literacy project serving, among others, adults with limited English proficiency, might describe in its application how it intends to distribute a brochure about the proposed project to such potential participants in their native language. (2) An applicant that proposes to develop instructional materials for classroom use might describe how it will make the materials available on audio tape or in braille for students who are blind. (3) An applicant that proposes to carry out a model science program for secondary students and is concerned that girls may be less likely than boys to enroll in the course, might indicate how it intends to conduct "outreach" efforts to girls, to encourage their enrollment. We recognize that many applicants may already be implementing effective steps to ensure equity of access and participation in their grant programs, and we appreciate your cooperation in responding to the requirements of this provision. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Estimated Burden Statement for GEPA Requirements According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. The valid OMB control number for this information collection is 1890-0007. The time required to complete this information collection is estimated to average 1.5 hours per response, including the time to review instructions, search existing data resources, gather the data needed, and complete and review the information collection. If you have any comments concerning the accuracy of the time estimate(s) or suggestions for improving this form, please write to: Director, Grants Policy and Oversight Staff, U.S. Department of Education, 400 Maryland Avenue, SW (Room 3652, GSA Regional Office Building No. 3), Washington, DC 20202-4248. NAME OF APPLICANT PROJECT NAME PRINTED NAME AND TITLE OF AUTHORIZED REPRESENTATIVE SIGNATURE DATE West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding APPLICATION CHECKLIST One original and six copies of the application are must be received by 3:00 p.m., Monday, March 29th, 2004 at the office of Sallie A. Harrington, WVDE, Building 6, Room 230, 1900 Kanawha Blvd., East Charleston, WV 25305 A complete application must include the following in the order below. Check each of the following items as they are completed __ 1.) Cover Pages, fully completed with information, and signed by an authorized official. __ 2.) Application Checklist (completed) __ 3.) Program Summary and Abstract __ 4.) Table of Contents __ 5.) Program Narrative - no more than 20 pages double-spaced __ 6.) Budget - a completed WVDE Form for years 1, 2 & 3 of requested funding __ 7.) Budget Narrative (1st year only) - the mathematical basis for estimating the costs of professional personnel salaries, benefits, project staff travel, materials and supplies, consultants and subcontracts, indirect costs, and any projected expenditures __ 8.) The required Assurances, Certifications, and Disclosure forms (must be signed by an authorized official). -Non-Construction Programs (Form OMB 424B) -The certification regarding lobbying; debarment, suspension and other responsibility matters; -Drug-free workplace requirements (Form ED-80-0013) __ 9.) The Appendix, providing only: (a) a list of consortium members or partners and letters of support or commitment and memoranda of understanding; (b) evidence of previous success (if applicable); and (c) proposed steps to ensure equitable access and participation for participants with special needs. __ 10. A statement that the application meets the requirements of The Principles of Effectiveness (see p.53) as required by statute. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding 2004-2009 WV 21ST CCLC APPLICATION RATING FORM Reviewer Identification Code _____________ Points available = 105 Total Points = _____ County ______________ Agency __________________________ WVDE ID Number __________ Criteria 1 - Need & Remedies for project (20 points) To receive a score of ten (10) points on each item below, applicant must have: (a) Needs - cited convincing evidence (with data) that community students are at risk of educational failure; such as, number of Title I students, number of WVDE low performing students, number of seriously-impaired school students, dropout rate, literacy rate, educational level, and poverty rate, etc. (b) Remedies - described how the proposed project will effectively remedy the conditions and risk factors for students in the above categories Minimal/Weak Acceptable Extensive/Strong 1234567 8 9 10 11 12 13 14 15 16 17 18 19 20 Comments: ______________________________________________________________________________ ______________________________________________________________________________ ___________________________________________________ Criteria 2 - Quality of Project Design (20 points) To receive a score of five (5) points on each item below, applicant must have specified: (a) clear and measurable relevant objectives, and outcomes consistent with the USED goals, objectives, performance indicators, and principles of effectiveness; (b) a project design which is sufficient to meet the needs of the target population; (c) established vital partnerships with community agencies and organizations; and (d) established additional activities/linkages to support its effort such as: service- learning; experiences outside the community like Camp Horseshoe, HI-Y Youth in Government, or Model United Nations; WV PASS; VISTA; RSVP; or Americorps, etc. Minimal/Weak Acceptable Extensive/Strong 1234567 8 9 10 11 12 13 14 15 16 17 18 19 20 West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Comments: ______________________________________________________________________________ ______________________________________________________________________________ ___________________________________________________ Criteria 3 - Adequacy of resources (10 points) To receive a score of five (5) points on each item below, applicant must have indicated: (a) a credible amount of community support for things such as facilities, equipment, supplies, funding, staff, transportation, personnel development, and dissemination of information, etc.; (b) reasonable costs for the number of persons served, anticipated results and benefits; and Minimal/Weak Acceptable Extensive/Strong 1234567 8 9 10 11 12 13 14 15 16 17 18 19 20 Comments: ______________________________________________________________________________ ______________________________________________________________ Criteria 4 - Quality of the management plan (20 points) To receive a score of ten (10) points on each item below, applicant must have indicated: (a) a realistically adequate management plan for achieving the objectives of the proposed project on time and within budget, including clearly defined responsibilities, timelines, and milestones for accomplishing project tasks; and (b) how the project will ensure that a diversity of perspectives are brought to bear in planning and carrying out the project, including those of parents, teachers, students, the business community, a variety of disciplinary and professional fields, recipients or beneficiaries of services, and others, as appropriate. Minimal/Weak Acceptable Extensive/Strong 1234567 8 9 10 11 12 13 14 15 16 17 18 19 20 Comments: ______________________________________________________________________________ ______________________________________________________________________________ ___________________________________________________ West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding Criteria 5 - Quality of Project Evaluation. (20 points) To receive a score of twenty (20) points on the item below, the applicant must have indicated: how performance measures will be used to insure the intended outcomes of the project, how they will collect reliable and valid quantitative and qualitative data, and how they will realistically verify student accomplishment. Minimal/Weak Acceptable Extensive/Strong 1234567 8 9 10 11 12 13 14 15 16 17 18 19 20 Comments: ______________________________________________________________________________ ______________________________________________________________________________ ___________________________________________________ APPLICATION REVIEW BONUS (15 POINTS) A cooperative agreement with the local county school system as a collaborating partner will receive a 5-point bonus. Serving WVDE low-performing and/or seriously-impaired will receive a 5-point bonus. A realistic description of how the program will be sustained after the federal funding ceases will receive a 5-point bonus. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding 21ST CCLC PROGRAM GOAL, OBJECTIVES AND INDICATORS GOAL: Enable expansion of extended learning opportunities for preschool to grade twelve students through educational, health, social service, cultural, and recreational activities in community learning centers. Objective 1 – Participants in 21st Century Community Learning Center programs will demonstrate educational and social benefits and exhibit positive behavioral changes. Indicator 1.1 Achievement. Students regularly participating in the program will show continuous improvement in achievement through measures such as test scores, grades, and/or teacher reports. Indicator 1.2 Behavior. Students participating in the program will show improvements on measures such as school attendance, classroom performance, and decreased disciplinary actions or other adverse behaviors. Objective 2 – 21st Century Community Learning Centers will offer a range of high-quality educational, developmental, and recreational services. Indicator 2.1 Core educational services. More than 85% of Centers will offer high quality services in at least one core academic area, e.g. reading and literacy, mathematics, and science. Indicator 2.2 Enrichment and support activities. More than 85% of Centers will offer enrichment and support activities such as nutrition and health, art, music, technology, and recreation. Indicator 2.3 Community involvement. Centers will establish and maintain partnerships within the community that increase levels of community collaboration in planning, implementing, and sustaining programs. Indicator 2.4 Services to parents and other adult family members. More than 85% of Centers will offer educational services to the families of students participating in the program. Indicator 2.5 Extended hours. More than 75% of Centers will offer services at least an average of 15 hours a week and provide services when school is not in session, such as during the summer and holidays. Objective 3 – 21st Century Community Learning Centers will serve children and community members with the greatest needs for expanded learning opportunities. Indicator 3.1 High-need communities. More than 80% of Centers are located in high poverty communities. West Virginia‘s 21st Century Community Learning Centers July 1st, 2004 funding PRINCIPLES OF EFFECTIVENESS FOR 21ST CCLC PROGRAMS The No Child Left Behind Act of 2001 in Section 4205 Local Activities, part b, states the following principles of effectiveness. (1) IN GENERAL- For a program or activity developed pursuant to this part to meet the principles of effectiveness, such program or activity shall — (a) be based upon an assessment of objective data regarding the need for before and after school programs (including during summer recess periods) and activities in the schools and communities; (b) be based upon an established set of performance measures aimed at ensuring the availability of high quality academic enrichment opportunities; and (c) if appropriate, be based upon scientifically based research that provides evidence that the program or activity will help students meet the State and local student academic achievement standards. (2) PERIODIC EVALUATION (a) IN GENERAL- The program or activity shall undergo a periodic evaluation to assess its progress toward achieving its goal of providing high quality opportunities for academic enrichment. (b) USE OF RESULTS- The results of evaluations under subparagraph (a) shall be: (i) used to refine, improve, and strengthen the program or activity, and to refine the performance measures; and (ii) made available to the public upon request, with public notice of such availability provided. The following clarification of principles of effectiveness is offered in the "Evaluation of 21st Century Community Learning Center Programs: A Guide for State Education Agencies", the Issues and Opportunities in Out-of-School Time Evaluation brief, no. 2 April 2002 published by the Harvard Family Research Project. SEAs must ensure that programs: meet the principles of effectiveness based on the assessment of objective data, an established set of performance indicators, and scientifically-based research on helping students meet a state's high academic achievement standards.
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