Early Head Start Grant Application Massachusetts Department of Early Education and Care FY 2010 Department

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					Massachusetts Department of Early Education and Care      FY 2010




          Department of Early Education and Care

                     Head Start Supplemental Grant

                                  Renewal Application

                                          Fund Code 390




FY 2010 Head Start Supplemental Renewal                       -1-
         Massachusetts Department of Early Education and Care                                    FY 2010



PART I: OVERVIEW, ELIGIBILITY, FUNDING, SUBMISSION AND CONTACT INFORMATION

Background:        The Massachusetts Department of Early Education and Care (EEC) provides services for children in
                   Massachusetts through a mixed delivery system, including, but not limited to, public, private, non-profit
                   and for-profit preschools, child care centers, nursery schools, preschools operating within public and
                   private schools, Head Start programs and independent and system affiliated family child care homes..
                   EEC is responsible for licensing early education and care and out-of-school time programs throughout
                   Massachusetts and for providing child care financial assistance to low-income families with children
                   from birth to 13 years of age. In addition EEC provides support for information and referral services,
                   inclusive programming for children with special needs, parenting and family support, and professional
                   development opportunities for educators in the early education and out-of-school time fields. These
                   efforts affect thousands of early education and out-of-school time providers, who serve more than
                   275,000 children each day. In its broadest role, EEC also serves as a source of information to more than
                   one million families in Massachusetts.

Purpose:           The purpose of this grant program is to build collaboration and to support program quality and access to
                   early education and comprehensive services offered by Head Start and Early Head Start programs for
                   children and families of the Commonwealth. These funds supplement federal funding of Early Head
                   Start and Head Start programs and support programs ability to meet the federal Office of Head Start
                   requirement to match no less than 20% of federal funds with non-federal sources.

                   In this way, funds support Head Start programs to meet federal mandates, including the new
                   requirements of the Head Start for School Readiness Act of 2007. Funds promote professional
                   development opportunities, enhance teacher retention, strengthen collaborations and partnerships,
                   expand access, and enhance program quality, and thereby promote school readiness for families of
                   children that meet poverty guidelines established by the federal government.
Goals and          By using state funds to support federally funded Head Start and Early Head Start programs, EEC creates
Priorities:        partnerships for the benefit of very low income children and families. It is EEC’s goal to fully integrate
                   Head Start programming into the early education and care systems of Massachusetts. To do so,
                   programs are expected to:

                   1.    Provide services in collaboration with other EEC funded initiatives;
                   2.    Supply data to support the development of systems to efficiently meet the needs of the
                         Commonwealth’s neediest and at-risk children and families;
                   3.    Share information on best practices related to the provision of comprehensive services to children
                         and families;
                   4.    Support quality enhancements; and
                   5.    Enroll the number of state-funded children in Head Start programs as identified in the Office of
                         Head Start’s Grant Award for each program. Note: Programs that received State Head Start
                         Expansion Grant funds in FY06 must continue to serve any children still enrolled with these funds.

Applicant          This is an application for renewal of FY 2009 grant funding. Therefore, only agencies that received
Eligibility:       Head Start Supplemental grant funding in FY 2009 are eligible to apply for these grant funds.Please
                   note: The lead agency and any subcontracted providers must comply with all applicable statutes,
                   regulations, policies, and procedures, inclusive of any changes made to the Head Start and Early
                   Head Start Programs as a result of enacted legislation, duly promulgated regulations, or policies
                   enacted by the federal and/or state government, the Department of Early Education and Care, and/or
                   its Board.



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       Massachusetts Department of Early Education and Care                                      FY 2010



Fund Use and     Funds must be used to:
Required            • Support collaboration at the local level between Head Start and Early Head Start and other EEC
Services:               funded initiatives;
                    • Supply EEC with data to support quality initiatives and integrated systems development;
                    • Share information with the field on best practice related to parent involvement and the provision
                        of comprehensive services to low income children and families;
                    • Improve the quality of programs for children in Early Head Start and Head Start by:
                            o reducing staff turnover/ retaining qualified staff;
                            o supporting eligible families receipt of comprehensive services; and
                            o meeting federal Head Start Performance Standards, including new requirements
                                outlined in the Federal School Readiness Act of 2007; and
                    • Provide the full array of Head Start services to children identified as state-funded Head Start
                        enrollment.

                 All budget items must be taken as direct costs (directly attributable to the project and documented). All
                 classroom supplies, materials, and equipment purchased with these Grant funds must be
                 developmentally appropriate for children enrolled in Early Head Start and Head Start programs.
                 Supplies must be targeted for use with young children in Early Head Start and Head Start programs
                 and/or family involvement activities.

                 Massachusetts Head Start Supplemental grant funds shall not be used for capital expenditures including,
                 but not limited to, the purchase or renovation of facilities, payment of debt, or reduction or supplanting
                 of funds for federally funded Head Start enrollment.

                 Services may be provided by the lead agency and/or through subcontracts.

                 Grantees must work collaboratively with EEC in data gathering projects designed to identify and
                 validate the wide range of comprehensive services purchased from Early Head Start and Head Start
                 programs through state funding sources.

                 Fiscal Administration and Oversight

                 Please note the limit on fiscal administrative costs. The sum of the following expenditures may not
                 exceed 8.0% of the total grant award (as delineated in Part II: Budget Detail and Narrative):

                      1. Salary of the supervisor of the Head Start Director;
                      2. Salaries of fiscal staff (including but not limited to: bookkeeper, contract monitors);
                      3. Rental of space, telephone/utility, maintenance and repair of space, internal audit costs
                         associated with the administration of the program; and
                      4. Costs of administrative caps on subcontracts.

                 Be advised that administrative costs associated with any subcontract shall not exceed 8.0% of the
                 subcontract agreement. Please use guidelines provided above, and delineated in Part II: Budget Detail
                 and Narrative, to determine the administrative costs of a subcontract. All subcontracted uses of these
                 funds must be approved by EEC in advance.

                 Please note: EEC reserves the right to include the above categories in its calculation of an
                 approved administrative cap. Federal indirect rates or those assigned by other entities may not be
                 charged to this grant.



       FY 2010 Head Start Supplemental Renewal                                                        -3-
        Massachusetts Department of Early Education and Care                                     FY 2010



Grant Term:       This is a one year Grant (7/1/2009 to 6/30/2010) subject to the following: legislative appropriation,
                  legislative authorization, an annual award of grant funds, and any other modification(s) made by EEC.
                  If additional funding becomes available in the FY 10 Final Budget or during the grant term, EEC may
                  disperse such funds through an open grant award process or may amend existing grants, in accordance
                  with the Final FY10 Budget line item language. EEC reserves the right to require Grantees to submit
                  amended budgets.

                  Head Start and Early Head Start lead agency programs may apply for up to the level of funding
                  identified in Appendix D, column 3 entitled “Anticipated FY 10 Total.”

Contact:          Nancy Doyle
                  EEC Head Start Grant Coordinator
                  (617) 988-7814
                  nancy.doyle@massmail.state.ma.us

Timeline and      Renewal Applications must be received at EEC’s Central Office by 4:30 p.m. on June 30, 2009.
Submission        Applications are processed as they are received; therefore, early submission is encouraged.
Date:
Required               1.   Part II: Budget Detail Page and Budget Narrative (Attached Separately)
Forms to be            2.   Part III: Subcontractor Budget Detail and Narrative (Attached Separately)
Submitted:             3.   Part IV: FY 2009 End of Year Reporting
                       4.   Part V: Narrative on Goals and Outcomes
                       5.   Part VI: Program Contact Information
                       6.   Part VII: FY 2010 Head Start Program Site Survey (Attached Separately)

                       Please note: Part I: Standard Contract Form will be sent to you following programmatic approval of
                       your grant. You will have to sign and return the contract form to EEC with original signatures (in
                       blue ink).
Additional      Appendix A: Budget Instructions (posted with this grant application)
Information for
the Applicant:  Appendix B: Lead Agency Role and Responsibilities (posted with this grant application)

                  Appendix C: Office of Head Start Data on the Number of State-Funded Head Start Children by Grantee

                  Appendix D: FY09 Head Start Supplemental Grant Eligibility Amounts (posted with this grant application)

                  Appendix E: Grant Payment Terms, Grant Expenditures, Termination, Recoupment of Funds, and
                  Relevant Law
Submission                           **PORTIONS OF THIS APPLICATION MUST BE EMAILED**
Instructions:
                   Applicants must mail two copies of the entire renewal application, including the sections required to be
                                            submitted electronically, to the following address:

                                                            Nancy Doyle
                                        Massachusetts Department of Early Education and Care
                                                   51 Sleeper Street, Fourth Floor


        FY 2010 Head Start Supplemental Renewal                                                         -4-
       Massachusetts Department of Early Education and Care                                       FY 2010



                                                               Boston, MA 02210
                                                              ATTN: Fund Code 390

                 Please do not include any of the appendices in your mailing. The appendices contain additional program
                 information and requirements for your reference.

                 Please make sure to put the “ATTN: Fund Code 390” line on the envelope as we have several
                 grant applications due to us at the same time.

                 In addition to the hard copy submission, applicants must also *email* the following documents
                 to: eec.hsgrant@massmail.state.ma.us

                  Part II: Budget Detail and Narrative

                 Part III Subcontract Budget Detail and Narrative (if applicable)

                 Part VII: FY 2010 Head Start Program Site Survey

                 Please include “Head Start Renewal” and the name of your Lead Agency in the subject line of the
                 email message.
Reporting:       In order to recognize accomplishments, identify challenges and inform future funding decisions,
                 quarterly progress reports are required of all FY10 EEC grant recipients. These reports will provide EEC
                 with information regarding expenditures, as well as the successes and challenges in meeting grant goals
                 and priorities. A template for reporting this information will be forthcoming. Reports will be required
                 for approval of final FY 10 grant payments.

                 All grantees will be required to participate in EEC data collection initiatives during the contract period,
                 including any reports that EEC may require to collect program performance data. All grantees will be
                 expected to report performance data in a format to be determined by EEC that may include but not be
                 limited to data related to collaborations, best practices, quality enhancements and state-funded
                 enrollment.




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Massachusetts Department of Early Education and Care                                  FY 2010



                                    PART IV – Report on FY 09 Activities

Final Reporting on FY 09 Grants :

    A. Based on the goals and objectives identified in your FY09 funding application, describe the
       final outcomes of your FY09 State Head Start Supplemental Grant for each of the following
       priorities selected:

             a) Improve the quality of programs for children in Early Head Start and Head Start programs;

             b) Reduce staff turnover and retain qualified staff;

             c) Support eligible families in receipt of comprehensive services; and

             d) Support the program’s ability to meet federal Head Start Performance Standards.

        Please restate FY 09 goals (in bulleted format) and respond to each with measurable
        outcomes. Provide a brief narrative if necessary to describe progress made or challenges
        encountered.




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Massachusetts Department of Early Education and Care                                      FY 2010



                                     Part V – FY 10 Goals and Outcomes

1. Collaboration.

    EEC is working to coordinate resources at the local level to prepare all students, from birth through
    higher education, to be lifelong learners and successful contributing citizens. This requires collaboration
    across public and private agencies, in addition to private, state and federal funding streams, that support
    promotion of children’s health and emotional well being, family self-sufficiency and economic stability,
    education, and assistance with meeting basic needs.

    Please describe key collaborations and arrangements for shared services that your agency has in place
    with other EEC funded initiatives, such as grant-funded programs, CCR&Rs, and public schools. In
    your response, please briefly describe key areas of collaboration and identify the organizations that are
    part of the collaboration, the resources shared, the common goals of the collaboration, and recent
    outcomes that have resulted from the collaboration. Provide examples of how your organization has
    operated more efficiently by sharing resources with other EEC funded organizations – e.g., sharing
    facility space, sharing staff, etc.

2. Data Collection

    All grantees will be required to participate in EEC data collection initiatives during the contract period,
    including any reports that EEC may require to collect program performance data. All grantees will be
    expected to report performance data in a format to be determined by EEC. Reporting requirements may
    include, but are not limited to, data related to collaborations, best practices, quality enhancements and
    state-funded enrollment.

    To the best of its ability, EEC will make use of data on Massachusetts programs collected by the
    Federal Office of Head Start. However, all applicants must:

        a) Complete the Part VII: FY10 Head Start Program Site Survey of this application; and
        b) Provide a signed Statement of Assurance certifying that your program will participate in future
           data gathering efforts.

3. Sharing of Best Practice

        Please describe at least one component of your Head Start or Early Head Start program, unique to
        your agency, related to quality enhancement, family support and parent involvement, curriculum
        and assessment, comprehensive services or workforce development, that you consider a best
        practice, which you would be willing to have EEC share with the field.

4. Supporting Quality


         Please respond to the following questions regarding the use of FY10 State Head Start Supplemental
         Grant funds to support the following elements of quality enhancement:

                 a) Staff Salaries and Benefits

                       i. What percentage of your Head Start/ Early Head Start staff salaries will be funded
                          by this grant? ____%



FY 2010 Head Start Supplemental Renewal                                                        -7-
Massachusetts Department of Early Education and Care                                      FY 2010



                      ii. What percentage of your Head Start/ Early Head Start fringe benefits will be
                          funded by this grant? ____%
                     iii. What is the total number of full-time equivalent positions (FTEs) funded with these
                          state dollars? ____
                     iv. In which of the following ways will these funds be used to help to reduce staff
                          turnover and retain qualified staff in your Head Start program? (select all that
                          apply):

                                   Funds will be used to provide increases to salaries and/or benefits
                                   Funds will be used to maintain current level of pay/benefits
                                   Funds will be used to provide bonuses/incentive pay for staff
                                   Funds will be used to fund contracts with individuals for services that we
                                   otherwise could not afford (i.e. speech therapist, mental health consultant)
                                   Funds will be used to provide professional development opportunities for
                                   staff
                                    Other, please describe:

                 b) Other than support of staff salaries, how will State Supplemental funds support eligible
                    families in receipt of comprehensive services? Describe strategies that your agency
                    plans to prioritize in FY10 and anticipated measurable outcomes for these.

                 c) How will funds be used to support the program’s ability to meet federal Head Start
                    Performance Standards and, in particular, the School Readiness Act of 2007? Describe
                    strategies that your agency plans to prioritize in FY10 and anticipated measurable
                    outcomes for these.

                 d) Specifically, what impact will a reduction to the Head Start Supplemental line item
                    have on state-funded programming, i.e. changes to staff salaries or benefits, number of
                    children served or other services offered?

5. Expanded Enrollment

The state-funded enrollment of Head Start children, according to your Office of Head Start grant award, is
listed in Appendix C. These enrollment numbers were provided by the Region 1 Office of Head Start.
Responses to these questions will be shared with them.

        Is the number shown for your agency in Appendix C the number of state-funded children that you
        plan to serve in FY10?

                 Yes / No

                 If no, how many state funded children do you plan to serve in FY10? _____

                          AND

                 Have you received permission from the Office of Head Start to reduce enrollment by this
                 number? Yes /       No If no, describe your plans to do so:




FY 2010 Head Start Supplemental Renewal                                                        -8-
Massachusetts Department of Early Education and Care                 FY 2010




                         PART VI: FY09 PROGRAM CONTACT INFORMATION


1. HEAD START DIRECTOR
Name:

Name of Agency:

Mailing Address:

Phone:

Fax:

E-mail:



2. HEAD START FISCAL CONTACT

Name:

Name of Agency:

Mailing Address:

Phone:

Fax:

E-mail:




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Massachusetts Department of Early Education and Care                                  FY 2010




                   PART VII:        FY 10 HEAD START PROGRAM SITE SURVEY

Instructions: Please use your FY09 Head Start Program Site Survey to complete this section.

Open the Excel document named, “PART VII: FY10 Head Start Program Site Survey”(the link to this
document is included with this grant posting on the EEC website) and save it to your computer. Rename
the file so it includes the name of your Head Start Program.

Complete the information requested for each site. You can use the FY09 Head Start Site Survey to copy
and paste the information in (and include any changes or updates) and return.

If you do not have a copy your FY09 Head Start Site Survey data that you submitted to EEC last year,
please email Nancy Doyle. Please put “Request for FY09 Site Survey” in the subject line of your email.
Please include the name of your Head Start Lead Agency in your request for this information.




FY 2010 Head Start Supplemental Renewal                                                   - 10 -
Massachusetts Department of Early Education and Care                                     FY 2010



                                APPENDIX A – BUDGET INSTRUCTIONS


The budgetary section of this application requires financial information regarding the support of project
expenditures. Its purpose is to obtain an applicant’s budgetary information, using a line item or object of
expenditure format. All amounts on budget lines must be rounded to whole dollars.
General Instructions

There are two tabs to your Head Start Budget:

    •   Head Start Budget tab
    •   Expenditure Parameters tab

Your Budget also contains the following:

    •   Expenditure Category: Delineates the specific expenditure categories that reflect allowable
        expenditures that can be used to support the program goals and priorities.
    •   Proposed FY 2010 Expenditure: Report the proposed funding you intend to allocate to specific
        expenditure categories. This column will auto-sum all of the figures entered to provide a subtotal
        amount and total grant award amount at the bottom of the spreadsheet.
    •   Expenditure Description: Provide a detailed explanation of how the funding proposed in the
        Proposed FY 2010 Expenditure column will be used. Please do not reiterate the definitions that are
        included in the Expenditure Parameters tab.

Note: The sum of Lead Agency administrative costs and subcontracted administrative costs must not
exceed 8% of the total grant. Federal indirect rates or those assigned by other entities may not be charged
to this grant.

Grant recipients must do the following:

             Maintain separate and auditable records for each project;
             Maintain time and attendance records to support payrolls;
             Maintain time distribution records for salaries and wages of employees that are chargeable to
              more than one grant program; and
             Administer funds in compliance with relevant federal, state and local laws, regulations, and/or
              policies, including but not limited to 815 CMR 2.00 et. seq.




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Massachusetts Department of Early Education and Care                                   FY 2010



                APPENDIX B – LEAD AGENCY ROLE AND RESPONSIBILITIES

The lead agency in its fiscal capacity must meet the following requirements:

        •        Ensure that the FY2010 goals and priorities are implemented and that funding is expended
                 to support Head Start programming in accordance with the parameters of this renewal
                 application and EEC policies;
        •        Ensure accurate accounting of Head Start funds including but not limited to tracking direct
                 service expenditures;
        •        Respond to any fiscal queries from EEC;
        •        Designate a Head Start contact person as the main point of contact between the Lead
                 Agency and EEC. The Head Start contact person is responsible for disseminating all
                 relevant information to the proper agents and participating programs. The contact person
                 must attend all relevant EEC trainings and meetings. If the contact person is not available
                 year round, a designee must be identified by the Lead Agency to carry out program
                 activities in their absence;
        •        Prepare amendments as needed. Amendment requests should be submitted directly to
                 EEC’s Grant Management Department by May 30th for EEC approval so that goods and
                 services are received by June 30th;
        •        Manage and monitor all subcontracts and provide reimbursements in a timely fashion;
                 adhere to “Subcontract Requirements of Lead Agency” set forth below;
        •        Verify that programs meet the required quality standards and that licensed programs are in
                 good standing with EEC before placing children;
        •        Comply with EEC monitoring requests;
        •        Implement EEC required data collection and policy initiatives;
        •        Submit all EEC required data reports by defined due dates; and
        •        Return any unspent funds to the Commonwealth on or before August 30th.




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Massachusetts Department of Early Education and Care                            FY 2010




             Appendix C: Office of Head Start Data on State -Funded Enrollment by Program




                                                                     Head Start State
                               MA Head Start Grantees               Funded Enrollment

             Action for Boston Community Development                                 48
             Berkshire County Head Start Development                                  9
             Cape Cod Child Development                                              15
             Citizens for Citizens                                                    0
             Communities United                                                      10
             Community Action                                                         6
             Community Action Agency of Somerville                                   24
             Community Action of Franklin, Hampshire and North                       10
             Community Action Programs-Intercity                                     17
             Community Teamwork                                                      15
             Dimock Community Services Corporation                                    0
             Greater Lawrence Community Action Council                               10
             Health Education Services                                                0
             Holyoke-Chicopee-Springfield Head Start                                 54
             Lynn Economic Opportunity                                               16
             Marthas Vineyard Community Services                                      0
             Montachusett Opportunity Council                                         0
             Pathways for Children                                                    0
             People Acting in Community Endeavors                                     5
             Quincy Community Action Programs                                         9
             Self-Help                                                               13
             Somerville Mental Health Association                                     0
             South Middlesex Opportunity Council                                     10
             South Shore Community Action Council                                     0
             Tri-City Community Action Program                                       30
             Triumph                                                                  6
             Westfield School Committee                                              23
             Worcester Community Action Council                                       0
             Worcester Public Schools                                                 0




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Massachusetts Department of Early Education and Care                                    FY 2010


     APPENDIX E – GRANT PAYMENT TERMS, GRANT EXPENDITURES, TERMINATION,
                    RECOUPMENT OF FUNDS, AND RELEVANT LAW

Amendments to required services or deliverables which do not affect funding changes:
If during the project, either EEC or a Grantee would like to request a change in the required services,
deliverables, or timeline, EEC or the Grantee may propose such changes to the other. The parties must
mutually agree to such change(s) in writing. A written memorandum may be used to memorialize such
changes; a formal grant amendment will not be required.

Programmatic Budget Adjustments (formerly called grant amendments): If during the project, a
Grantee would like to request a change from the original approved budget, thus changing deliverables, or
timeline, the Grantee may propose such changes to EEC who may agree to implement such changes. This
is done by filing a Programmatic Budget Adjustment (formerly called a grant amendment). A
Programmatic budget adjustment is required 30 days in advance of proposed changes and in any case where
the original budget line is changed by more than 10%. EEC reserves the right to approve or deny any
proposed changes. When the Programmatic Budget Adjustment forms are available, you will receive
electronic notification regarding where they are posted on the EEC website.

Grantees are encouraged to use Electronic Funds Transfers (EFT). EFT allows for payments to be made
from the Commonwealth to grantees electronically and is the preferred method of payment for all payees
doing business with the Commonwealth. Use of EFT significantly reduces payment delays through a
reduction in processing and mailing time. Registering a grantee for EFT payments requires completion of
an Electronic Funds Transfer form by the Grantee and submission to EEC as part of contract execution.

First quarter grant payments will be released to you automatically. To initiate subsequent grant payments,
grantees must submit a Request for Funds Form for the appropriate fiscal year. Throughout the grant term,
grantees must seek EEC’s approval for any budget changes by filing EEC Amendment Forms. Within sixty
(60) days of the termination of a grant, a grantee must submit an FR1 Final Financial Report and repay the
Commonwealth for any unexpended funds. These forms are available at EEC’s website, www.eec.state.ma.us.

    Forms must be sent to the following address:
    Massachusetts Department of Early Education and Care
    51 Sleeper Street, 4th Floor
    Boston, MA 02210
    Attn: Accounting Unit

All grant recipients must use the grant monies in accordance with the terms and requirements set forth in
this Request for Responses, the Commonwealth Terms and Conditions, in addition to applicable EEC
policies, regulations and/or state or federal laws. EEC reserves the right to recoup any and all monies which
are not spent in accordance with such terms, conditions, policies, regulations, and/or laws. EEC further
reserves the right to terminate grant funding to any recipient who violates any of the grant terms,
requirements, and/or conditions which are incorporated into this Request for Responses. EEC has the right
to suspend, amend, and/or terminate the grant funding in the event of a Budget reduction initiated under
M.G.L. c. 29, sec. 9C.

The selected Grantee must comply with all applicable provisions of the Massachusetts General Laws, State
Finance Law, 815 Code of Massachusetts Regulations 2.00 et seq. (regarding grants), and the Office of the
State Comptroller’s policies and procedures regarding grants.




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