Request for Application

Regional STEM Hub – Backbone Continuation Grant

2015-2017

Grant Application Due Date: Friday, October9th, 2015

Oregon Department of Education

Office of Learning

255 Capitol Street NE

Salem, OR 97310-0203

Regional STEM Hubs – Backbone Continuation Grant

Request for Applications

I. Background and Legislative Intent

In 2013, Oregon’s Regional STEM Hubs were created as a Strategic Initiative recommended and overseen by Oregon’s STEM Investment Council and the Chief Education Office (formerly known as the Oregon Education Investment Board) to increase student interest, preparation, and attainment in science, technology, engineering, and mathematics for success in related degrees and careers.

These regionally-focused, multi-sector partnerships unite schools, institutions of higher education, non-profits, businesses, civic leaders and communities to drive local STEM innovation and improvements at the systems-level, while also working to identify systemic barriers and co-construct solutions with communities most affected by the barriers. The STEM Hubs leverage local resources and opportunities to bring STEM to students early and often, engaging them in and beyond the classroom. Hub borders are fluid, overlapping into surrounding communities and connected by multiple professional networks through which ideas and resources flow.

The Theory of Action for the Regional STEM Hub strategy is based upon a collective impact partnership model where partnerships engage with multiple sectors in the community; eliminate locally defined inequities; use data for continuous improvement; and leverage community assets in efforts to improve practice and increase opportunities related to STEM education.

Hubs align partner efforts towards a common agenda with a commitment to using relevant data for continuous improvement. Where regional programming gaps exist, STEM Hubs also implement strategies that include:

  • educator professional development around best practices in STEM instruction,
  • implementation of the Next Generation Science Standards and the Common Core,
  • increasing in and out of school hands-on STEM learning experiences for students, and
  • deepening student connections to the fast-growing STEM employment opportunities in the state of Oregon.

Local STEM employers provide internship and other career-related learning experiences for students and work alongside formal and informal educators to bring real-world contexts to enrich and deepen content understanding and its application.

Regional STEM Hubs form a mutually supportive statewide network of hubs for implementation and dissemination of best practices. Through HB 3072, the 2015 Oregon Legislature, in collaboration with the Governor’s office and the STEM Investment Council, provided continued monetary support to increase organizational capacity for this work. The intent is for all communities to have access to a STEM Hub in Oregon and to build an ecosystem to reach each and every student and educator.

All current and future Regional STEM Hub Grant sites are expected to incorporate and adopt the principles of Oregon’s Equity Lens. Through this Equity Lens, the Oregon Department of Education considers the creation of strategic opportunities for educational equity and excellence for every child and learner in Oregon. The Equity Lens provides twelve core beliefs that fuel opportunities to bolster success for diverse student populations across the state. The beliefs most pertinent to the work of this grant are highlighted below:

  • We believe that everyone has the ability to learn and that we have an ethical and moral responsibility to ensure an education system that provides optimal learning environments that lead students to be prepared for their individual futures.
  • We believe that our community colleges and university systems have a critical role in serving our diverse populations, rural communities, English language learners and students with disabilities. Our institutions of higher education, and the P-20 system, will truly offer the best educational experience when their campus faculty, staff and students reflect this state, its growing diversity and the ability for all of these populations to be educationally successful and ultimately employed.
  • We believe that the students who have previously been described as “at risk,” “underperforming,” “under-represented,” or minority actually represent Oregon’s best opportunity to improve overall educational outcomes. We have many counties in rural and urban communities that already have populations of color that make up the majority. Our ability to meet the needs of this increasingly diverse population is a critical strategy for us to successfully reach our 40/40/20 goal.
  • We believe that resource allocation demonstrates our priorities and our values and that we demonstrate our priorities and our commitment to rural communities, communities of color, English language learners, and out of school youth in the ways we allocate resources and make educational investments.
  • We believe that communities, parents, teachers, and community-based organizations have unique and important solutions to improving outcomes for our students and educational systems. Our work will only be successful if we are able to truly partner with the community, engage with respect, authentically listen—and have the courage to share decision making, control, and resources.

II. General Information

A. Purpose of the Regional STEM Hub Backbone Continuation Grant

The Regional STEM Hub Backbone Continuation Grant of 2015-2017 is intended to increase organizational backbone capacity to engage in cross-sector collaboration. These regional partnerships will ensure that community assets are leveraged in order to increasing students’ proficiency, interest, and attainment of post-secondary credentials and degrees in STEM and CTE. This collaboration will be a catalyst for economic vitality for individuals, communities, and the State. This grant focuses on the continual coordination, data, and communication efforts of the STEM Hubs.

To support the success of this initiative, the Oregon Regional STEM Hubs will be connected through a larger statewide STEM network that will unify efforts to:

a) improve student performance in STEM related content,

b) increase interest and improve preparation for STEM careers, and

c) increase proficiency in STEM concepts necessary to make personal and societal decisions.

Across these focus areas, we prioritize efforts that close the opportunity gaps for culturally and linguistically diverse students and students navigating poverty; connect with local economic and workforce needs; and increase high school and post-secondary graduation and attainment.

B.Grant Eligibility and Funding Requirements

Partnerships that have received funding in the previous (2013-2015) biennium will be expected to provide evidence and explanation that their partnership is vibrant, has deeper understanding and clarity on their purpose and goals, and is making purposeful adjustments to their partnership plans. Continued financial support will be distributed to those partnerships that have:

a) strong and committed leadership/governance,

b) clearly understand the needs of the broader community and what it is trying to achieve,

c) know the assets and expertise that it has that can be leveraged for change,

d) engaging with the broader community to achieve results,

e) committed to addressing issues of equity, access, opportunity, and attainment for culturally and linguistically diverse learners and learners and families navigating povertyand,

f) willing to hold itself accountable with quantitative and qualitative data.

The minimum criteria for continuation funding are as follows:

  1. Applicant must have received a Regional STEM Hub Grant during the 2013-2015 biennium and must have submitted their final grant report.
  1. Applicant must have an established backbone organization to coordinate and support the various partners of the Regional STEM Hub to ensure effective communication, a focus on data and outcomes, and the alignment of programming to address the STEM-related needs of the community.
  1. Applicant must have an approved and current Partnership Plan that guides the vision, goals, strategies, and outcomes of the Regional STEM Hub, which contributes to the achievement of the State’s education goals and the STEM-related goals identified by the STEM Investment Council.
  1. Fiscal agents must be one of the following:

a)a public school district,

b)an educational service district,

c)a public charter school,

d)community college, or

e)a public university

Based on the availability of state resources, this grant is expected to beginNovember 9th, 2015 and ends June 30th, 2017 upon acceptance, review and approval of:

a) the2013-2015 Biennium Final Regional STEM Hub Grant Report

b) anonline self-assessment

c) a current *Partnership Plan and partner commitments

d) justification of additional considerations (optional – see section C)

e) a 2015-2017 budget narrativeand worksheet

f)an individual review panel interview with Regional STEM Hub representatives

The intended grant award amounts are estimated to be between $120,000 - $270,000 including additional consideration for having an extensive reach (section C, part 1 below). These amounts will be in addition to the $30,000 that was previously received to ensure operational continuity. Technical assistance and cross-Hub collaboration support will also be provided as an on-going resource. The Oregon Department of Education, in collaboration with the Chief Education Office, intends to award monetary funding and technical assistance to all applicants that meet the criteria; however, there is no guarantee of award or funding dollar amount.

Funds will be available upon official notification through June 30, 2017. Under certain circumstances and with prior notification, ODE may approve use of grant funds between June 30, 2017 and September 30, 2017. Grant funds may not be used outside of the award periodNovember 9, 2015 – June 30th 2017 without prior approval.

*Partnership plans are current if they are revised between May 1, 2015 and November 30, 2015. If the partnership plan has not been revised by submission, this will need to be a stipulation as part of the grant agreement and updated by November 30, 2015.

C.Additional Considerations (optional)

STEM Hubs may provide justification to be considered for an allocation of funds at the higher end of the estimated award range (see above). Two major categories of circumstances and/or activities of the Hub will be taken into account:

1) Extensive Reach (geographic range and density of populations served);

2) Statewide network support activities. In order to be considered for funding related to these two categories, please respond to the prompts below. In addition to your responses, evidence of these circumstances and/or activities should be evident in your partnership and budget plans.

1)Extensive Reach

STEM Hubs may have extenuating circumstances that justify a higher funding allocation due to serving populations across a vast geographic range or a large number of students and educators. These Hubs may need additional resources to ensure that they are able to adequately serve their partnership.Please provide your rationale and evidence for increased funding.

2)Statewide network support

One element in our theory of action is that Hubs will generate new ideas and resources that have the potential to be scaled across the entire network. If your Hub has developed, piloted, and is able to provide evidence of impact for a tool or resource of substantial benefit to other Hubs, please provide a request that includes:

  • A description of the tool/resource and how it would benefit the larger statewide network of STEM Hubs.
  • Evidence that other Hubs are interested in your tool/resource.
  • A proposed budget and plan to scale and sustain the activities/resources.
  • What implications scaling would have on other Hubs (e.g. Would they need to participate in professional development hours, or would they need staff time to implement?)

Note: funds awarded in this section are in addition to the other aspects of backbone funding.

D. Reporting and Assurances

Successful proposals will include specific outcomes and metrics that align to the STEM Pathways Documentand the STEM Hub Outcomes Framework. Data collection and quality improvement process will provide evidence there has been progress toward meeting outcomes within the timeline of the grant. Progress must be documented and measureable and observable through anecdotal records or documented through other means. The results of the evaluation will be reported to ODE as part of an interim, Legislative, and final Grant Report. Evaluations will be included in the report to the Oregon Legislature. Submission of materials that include images of minors must be accompanied by a signed release form by a parent or guardian.

To facilitate evaluation of the grant by ODE and the Chief Education Office, recipients will provide additional data related to the impact of the STEM Hub on students, teachers and community partners. This data may include but are not limited to the following:

  • Target Goals that address how culturally and linguistically diverse learners and learners and families navigating poverty will be an supported during the 2015-2017 biennium and beyond
  • An interim grant report, due by October 15, 2016
  • Data and information requests during legislative sessions
  • A final grant report, due August 31, 2017
  • Ongoing site visits and interviews and/or surveys conducted by the Chief Education Office, ODE staff and/or evaluators

By signing the assurances included in this application, school districts, non-profit organizations, post-secondary institutions, business, industry and community partners agree to cooperate with ODE and the Chief Education Office to collect and report such data to the extent that it is possible. In addition, products and materials created as a result of Region STEM Hub grants will be made available for unrestricted reuse and recombination according to the following Creative Commons licensing agreement:

E. Budget Narrative and Worksheet

Describe how the funding amount requested was determined and will be utilized. This narrative should clearly reflect the descriptions to the proposed backbone functionalities. Major single expenditures should be itemized and linked to specific grant activities. Also, include the following:

  • Identify roles and responsibilities for each individual with a salary funded partially or entirely though this grant.
  • Identify the nature of the contracted services included in the professional and technical services.
  • Identify specific events and venues if travel includes conferences and meetings in other states.

III. Request for Application Timeline and Events

Completion Dates / Activities
July 31, 2015 / Submission of Final 2013-2015 Biennium Grant Report
September 9, 2015 / Request for Applications (RFA) available online – Announcement via email, web, etc.
September 15, 2015 / 4 PM Technical Assistance Webinar – Understanding the RFA
October 9, 2015 / Online Self-Assessment Completed by 12:00PM PDT and Applications due to ODE by 12:00PM PDT
October 13-16, 2015 / Applications individually reviewed and initially evaluated
October 19, 20 & 22, 2015 / Interviews with Cross-sector Review Panels
November 9, 2015 / Awards estimated to be finalized (applicants have one week from notification to appeal)
November 2015 / 1st Regional STEM Hub Phone/webinar meeting
January 2016 / 1st Statewide Regional STEM Hub Convening
Monthly Communication / Ongoing Regional STEM Hub Phone/webinar Meeting
October 15, 2016 / Full Interim Report Due to support the 2017 legislative session
April 1, 2017 / Notice of intent to use funds during the summer of 2017
June 30, 2017 / Last day to expend funds
August 15, 2017 / Last date to draw funds (note: EGMS system shutdown approx. two weeks to update index numbers in late July – early August)
August 31, 2017 / Final grant report due (for awardees not delivering programs July 1 – September 30, 2017)

Funding for Summer Programming July 1 2017 through September 30, 2017

Proposals awarded under this RFP will be funded for eligible expenses incurred through June 30, 2017. Under specific ODE guidelines, awardees may also receive advanced payment for summer activities occurring between July 1, 2017 and September 30, 2017. Awardees will be required to submit an updated proposal to ODE that outlines anticipated summer expenditures no later than April 1, 2017. The proposal should be based on activities identified and budgeted for in this RFP and may only use remaining grant funds. No additional funds will be awarded for summer activities.

Any funds not expended by the awardee will need to be returned to ODE with the final report. The following timelines are only applicable to funded programs that are intending on delivering summer activities between July 1, 2017 and September 30, 2017 with the existing funding.

Completion Dates / Summer Related Activities
April 1, 2017 / Application to utilize funds for summer programs July1September302017
June 30, 2017 / Summer activities transitional period
October 31, 2017 / Final report for all grant related activities

IV. Application Process

Application Review, Scoring, and Appeals Process

The following process will be used to submit documents and determine the continuation funding for the Regional STEM Hubs:

  1. Completion of the online Self-Assessment by 12:00 PM on Friday, October 9, 2015
  2. Electronically submit via secure file transfer to Joy Blackwell () at the Oregon Department of Education by 12:00 p.m. on Friday, October 9, 2015 the following:
  • Cover Page,
  • Current Partnership Plan & Partner Commitments,
  • 2015-2017 Budget Narrative & Worksheet, and
  • Any additional information not previously documented in the 2013-2015 Biennium Final Regional STEM Hub Grant Report
  1. A review panel will read and evaluate all required documentsin this application process with the expectation that criteria outlined are addressed.
  2. The Regional STEM Hub Grant Review Committee will conduct interviews with a panel from each applicant region. In addition the Hub Director/Coordinator, representatives from the Hubs should include key leaders from different sectors of the Partnership.
  3. The Regional STEM Hub Grant Review Committee will make final recommendations and suggestions based on the submission and previous work of the grant recipient. The Deputy Superintendent of Public Instruction will make the final award decision.

The Oregon Department of Education,in collaboration with the Chief Education Office,will notify applicants of funding,provide a summary of comments and suggestions related to their applications. Applicants will have one week from the date of the notification letter to contest the funding decision through the process identified in the notification. Once appeals have been considered, the award decisions made by the Deputy Superintendent are final.