California Department of Education

21st Century
Community Learning Centers Program

Cohort 9

Fiscal Year 2014–15

Request for Applications

For Programs Proposing to Serve Elementary and
Middle/Junior High School Students

Title 20 United States Code sections 7171–7176 and

California Education Code sections 8484.7–8484.9

October 2013

After School Division

California Department of Education

1430 N Street, Suite 3400

Sacramento, CA 95814-5901

916-319-0923

1

Inquiries

Direct all RFA inquiries and correspondence to:

21st CCLC Grant Application

After School Division––21st CCLC RFA Helpdesk

California Department of Education

1430 N Street, Suite 3400

Sacramento, CA 95814-5901

916-319-0923 Telephone––Ask for 21st CCLC RFA Helpdesk

916-319-0221 Fax––Attention 21st CCLC RFA Helpdesk

Submit all RFA questions online through the 21st CCLC RFA Helpdesk at

OVERVIEW OF THE

21st CENTURY COMMUNITY LEARNING CENTERS PROGRAM

Background

The 21st Century Community Learning Centers (21stCCLC) program, authorized under the federal Elementary and Secondary Education Act (ESEA), received its first appropriation in 1996. The 21st CCLC program funding has supported thedevelopment of community learning centers established by public schools, community-based organizations (CBOs), and private schools, with the assistance of community partners.

Federal and state laws guide the implementation of the 21st CCLC program. The No Child Left Behind (NCLB) Act of 2001 established the 21st CCLC program and gave administrative responsibility to the states. Federal funds are appropriated through the annual California Budget Act. The NCLB expanded state and local accountability for student academic achievement and emphasizes the importance of adopting scientifically-based research practices.

Purpose

The purpose of the 21st CCLC program is to provide local flexibility in the establishment or expansion of community learning centers that provide students with academic enrichment opportunities.Activities are designed to complement students’ regular academic program, assist with literacy and related educational development services for families of these students, and provide a safe environment for students participating in their programs.

Funding

An estimated $16million in funding has been allocated for 21st CCLC program Cohort 9, fiscal year (FY)2014–15. Applicants awarded a 21st CLLC grant may receive five one-year grants, subject to semiannual attendance reporting (California Education Code [EC] Section 8426[a] [1]) and other reporting requirements. Each year’s grant award will depend on the availabilityof 21st CCLC program federal funds received by the California Department of Education (CDE).

In FY 2013–14 (Cohort 8),applicants requested over $122 million in 21st CCLC program funding with a total of $22 millionbeingawarded. Of the122 applications submitted,30 applications were funded (956 sites applied,172sites were funded). Eightpercent of the total funds requested were awarded, indicating the highly competitive nature of the process.

The21st CCLCCohort 6 grants, which are due to expire on June 30, 2014, amount to approximately $16 million. The CDE anticipatesreceiving new applications from the 42 expiring grants represented in Cohort 6. New funding is not guaranteed to expiring grantees.

TABLE OF CONTENTS

I.KEY TERMS

II.CRITICAL DATES FOR THE REQUEST FOR APPLICATIONS

III.ELIGIBILITY AND PRIORITIES

A.Who May Apply

B.Priority for Funding

C.Point Reductions

D.Disqualifications

E.Funding

1.Before School Programs

2.After School Programs

3.Supplemental Programs

F.Core Grant Awards

G.Optional Grants

H.Good Standing

I.Reading and Scoring

IV.THE APPLICATION

A.Application Submission

B.Public Notice

C.Collaborative Signatures

D.Core Application Narrative

1.Community Needs Assessment

2.Program Elements

3.Collaboration and Partnerships

4.Sustainability Plan

5.Youth Involvement and Leadership

6.Program Administration

7.Program Evaluation

8.Budget and Cost Effectiveness

E.Application Appendix

1.Table of Contents

2.Letter of Agreement

3.Memorandum of Understanding

4.Other Attachments

F.Formatting Requirements

G.Consultation with Private Schools......

H.Appeals

V.SCORING RUBRIC

A.Scoring Rubric Sections

1.Community Needs Assessment

2.Program Elements

3.Collaboration and Partnerships

4.Sustainability Plan

5.Youth Involvement and Leadership

6.Program Administration

7.Program Evaluation

8.Budget and Cost Effectiveness

VI.PROGRAM ASSURANCES

VII.OPTIONAL EQUITABLE ACCESS GRANT

A.Narrative for Optional Equitable Access Grant

Scoring Rubric for ASSETs program––Optional Equitable Access Grant

VIII.OPTIONAL FAMILY LITERACY GRANT

A.Narrative for Optional Family Literacy Grant

Scoring Rubric for 21st CCLC––Optional Family Literacy Grant

IX.APPLICATION CHECKLIST

1

I.KEY TERMS

21st CCLC for the purpose of this Request for Applications (RFA) refers to the federally-funded 21st Century Community Learning Centers for Elementary and Middle/Junior High School.

API refers to Academic Performance Index.

Applicant refers to an agency or organization requesting funding from a grant program administered by the CDE.

ASD refers to the After School Division.

ASSETs for the purpose of this RFA refers to the federally-funded 21st Century High School After School Safety and Enrichment for Teens Program.

ASSISTrefers to the CDEs After School Support and Information SysTem online reporting system. This is the only method used for obtaining an application identification number, submitting applicant information and data, and printing required forms to be submitted with the grant application.

Authorized Agent refers to:

  • Superintendent of a Local Educational Agency (LEA), County Office of Education (COE), school district, and locally-funded charter school
  • Principal or Executive Director of a direct-funded charter school
  • Chief Executive Officer of a government agency (county, city, or combination)
  • Authorized executive representative of a state university or college, community-based organization (CBO), faith-based organization (FBO), or another public or private entity, including a private high school
  • Authorized executive representative of the lead consortium agency composed of two or more agencies, organizations, or entities, such as those above

Note:In the absence of the Authorized Agent, a designee is able to sign the application. AnASSIST-generated Authorized Agent DesigneeFormand a copy of the governing board resolution or minutes authorizing the designee to accept fiscal agreements must be submitted with the application (see the Application Checkliston page 61).

Attendance Area is defined as the geographical area in which the students who reside in the boundaries of the school or school district would be served.

CALPADS refers to the California Longitudinal Pupil Achievement Data System.

CBA refers to the California Budget Act.

CBO refers to a community-based organization.

CDE refers to the California Department of Education.

Charter School refers to a public school that provides instruction in any combination of grades, kindergarten through twelfth grade.

  • Locally-funded charter schoolrefers to a charter school funded throughanLEA, and the LEAsboard governs the charter school operations.
  • Direct-funded charter schoolrefers to acharter school that receives funds directly from the state and has its own governing board.
  • Charter School Districts refers tounified school districts in which all or most of the schools are charter schools.

COE refers to County Office of Education.

EC refers to the California Education Code.

ELL refers to English Language Learners.

Expanded Learning Programsrefers to before and after school programs.

FBO refers to a faith-based organization.

FRPM refers to Free and Reduced Price Meals.

Good Standingrefers to all of the following:

  • All attendance reports for current or expiring grantees have been submitted to the After School Division (ASD) and have been found by to be accurate and complete.
  • All expenditure reports for current or expiring grantees have been submitted to the ASD and have been found to be accurate and complete.
  • Annual Statewide Evaluation Data for current or expiring grantees have been submitted to the ASD and have been found to be accurate and complete.
  • The grantee does not have any outstanding CDE invoices.
  • The grantee, subcontractor, or other affiliates do not have outstanding or unresolved Federal Program Monitoring (FPM) findings in any previous fiscal year(s) or have been determined by the ASD to be making adequate progress toward the resolution of any findings.
  • The grantee, subcontractor, or other affiliates do not have outstanding or unresolved 21st CCLC, ASSETs, or After School Education and Safety (ASES) audit findings in any previous fiscal year(s) or have been determined by the ASD to be making adequate progress toward the resolution of any findings.

Grantee refers to an applicant who has a current approved grant contract (Form

AO-400 Grant Award Notification) for ASES, 21st CCLC, or ASSETs grant funds.

LOArefers to Letter of Agreement.

MOU refers to Memorandum of Understanding.

RFA refers to this Request for Applications.

Satisfactorily met attendance goals refers to a currently funded school site that would not be subject to an involuntary grant reduction, per EC Section 8483.7, for FY 2014–15 and has not taken a voluntary grant reduction in lieu of an involuntary reduction.

Schools Eligible for Title I Schoolwide Programs are public schools for which a minimum of 40 percent of the students in the school, or residing in the attendance area served by the school, are from low-income families (Section 1114[a][1] of Title I of the NCLB Act). For the purposes of this RFA, school sites having a minimum of 40 percent of the students eligible for FRPM, as reported to CALPADS for

FY 2013–14, will be considered to have met the 40 percent low-income eligibility criteria. Prospective applicants who wish to use a measure of low-income other than FRPM should refer to Section III of this RFA.

Template applicationrefers to applications that share common language and format. Template applications may differ in data, demographics, and community specific information.

Timely and meaningful consultation is a two-way communication and discussion about the best ways to meet the needs of private school students and teachers. It begins early in the process of program design and development and is to be completed prior to the submission of the application.

Title I Schoolwide Programs for the purpose of this RFA are school sites that appear on the Consolidation Application and Reporting System data collection report from the Title I, Part A, Notice of Authorization of Schoolwide Program form, as of March 15, 2014.

II.CRITICAL DATES FOR THE REQUEST FOR APPLICATIONS

Dates / Critical Events
October 17, 2013 / The RFAis available on the CDEs 21st CCLCWeb page at
October 21, 2013 / Webinar to address grant questions and the application process
December 12, 2013 / Submission date forthegrant application.Due to the ASD by 5:00 p.m.
NOTE: Grant applications must arrive in the ASD by this date and time in order to be included in the competitive process.
February 24–28, 2014 / The CDE will host the Readers’ Conference in Sacramento, CA, for the evaluation, reading, and scoring of grant applications.
April 2014 / Intent to Award announcement is the initial posting of grant awards. This notification is not the final list of grantees. The final funding list will be posted on the CDE Web site when all data is verified and appeals are decided. Applicants are advised not to obligate funds based on this list.
April 2014 / Appeals must be submitted within 10 calendar days of the Intent to Award announcement with original signatures from the Authorized Agent. No faxed or e-mailed copies will be accepted.
June 2014 / Final funding list will be posted on the CDE Web site.

III.ELIGIBILITY AND PRIORITIES

Any public or private organization thatproposes to serve students, who primarily attendelementary and middle/junior high schools eligible for Title I Schoolwide programs or schools that serve a population in which a minimum of 40 percent of students come from low-income families,is eligible to apply for a 21st CCLC programgrant for Cohort 9 in FY 2014–15. Specifically, the applicant must propose to serve:

Publicelementary and middle/junior high schools that operate Title I Schoolwide programs or that are eligible to operate Title I Schoolwide programs(see the definition of “Schools Eligible to Operate Title I Schoolwide Programs” in the Key Terms section of this document)

Private schoolsthat serve a student population from low-income families

If a publicelementary or middle/junior high school meets the above criteria, the applicant is not required to demonstrate its eligibility. The ASD will obtain data on the percentage of students eligible for FRPM from the CDE “Student Poverty––FRPM Data” downloadable file pertaining to “Free and Reduced Price Meal Data” located at FRPM downloadable file contains the count of FRPM eligible students, agesfive through seventeen, who will be enrolled and certified through the California Longitudinal Pupil Achievement Data System (CALPADS) FY 2013–14 on the first Wednesday of October 2013. For schools designated as National School Lunch Program Provision 2 and 3 schools, the FRPM downloadable file will include the count of students eligible for FRPM calculated from the schools’ certified through CALPADS enrollment and the schools’ “base year” percentage of students eligible for FRPM.

Data used in the grant application scoring process will be the data available in the “Student Poverty––FRPM Data” downloadable file as of March 15, 2014.Private schools must demonstrate eligibility through alternate methods described below.

Alternate Methods of Demonstrating that the Applicant School Site Serves a Low Income Population

If FRPM data is unavailable for a public or private elementary ormiddle/junior high school, the applicant must contact the CDE for a prior written approval to use an alternate method of demonstrating that the elementary or middle/junior high school site serves a low-income population. This applies to both public and private schools(see 21st CCLC RFA Helpdesk contact information on page i).

After receiving written approval from CDE to use an alternate method, an applicant must include aone page “Demonstration of Low-Income Population Percentage for Public/Private Narrative” describing how eligibility was determined. An analysis must be based on one of the data sourceslisted on the following page, including a description of the data collection methodology and methods of computation, and concluding with the estimated percentage of low-income students at the school site.

For public schools, a minimum of 40 percent of the students in the applicant school, or residing in the attendance area served by the school, are from low-income families. Private schools must indicate that low-income students are enrolled in their school.

The measures of income that may be used are:

  • Percentage of children ages five to seventeen in poverty according to the most recent census data
  • Percentage of students eligible for FRPM under the National School Lunch Program
  • Percentage of children in families receiving assistance under the Temporary Assistance for Needy Families program, also known as California Work Opportunity and Responsibility to Kids or CalWORKs
  • Percentage of children eligible to receive medical assistance under the Medicaid program, also known as the California Medical Assistance Program or Medi-Cal
  • A survey of family incomes that, to the extent possible, protects the identity of families of participating students
  • A composite of any of the above measures

This narrative in the grant application is to be placed immediately after the Additional Required Information page and does not count toward the page limit for the core application narrative (see Application Checklist on page 61).

A.Who May Apply

Examples of agencies and organizations eligible to apply for grant funding include, but are not limited to, the following:

  • LEAs, including school districts, COEs, and locally-funded charter schools
  • Direct-funded charter schools
  • Nonprofit agencies
  • Public entities, city and county government agencies, organizations,or other entities
  • Institutions of higher education
  • CBOs, including FBOs (grant funds cannot be expended to support religious practices, such as religious instruction, worship, or prayer as part of the 21st CCLC program)
  • For-profit corporations
  • Consortia of two or more of the above agencies, organizations, or entities
  • Current grantees of anASES or 21st CCLC program are eligible to competefor funds to expand program services to additional students at existing sites up to the legislative maximum of $112,500 per site for elementary schools and $150,000 per site for middle/junior high schools.
  • Current 21st CCLCgrantees with grants expiring in FY 2013–14 may apply for grant funds to continue those programs. However, grantees are not guaranteed21st CCLCfunding and must compete for funds.

Note: A school site may be included in only one application in the Cohort 9 funding cycle. If a school site is included in multiple applications, the school site will be disqualified from all applications(see the online ASSIST-generated “Disqualification Form”).

Jointly-submitted applications must check the appropriate box and clearly list the name of at least one LEA and one CBO/public or private entity on the ASSIST-generated “Additional Required Information” form.

B.Priority for Funding

State and federal laws specify one priority forfunding that must be used in the process of awarding21st CCLC grants:

An elementary or middle/junior high schoolthat is classified as a Program Improvement (PI) school and jointly submits an application by a school district and a CBO will be awarded an extra fivepoints.

Priority points will not be granted if the grant application does not specify the joint submission found on the ASSIST-generated “Additional Information” form and list both entities.In order to waive the partnering requirement and receive this priority, an LEA must demonstrate that it is unable to partner with a CBO by providing a 1-page justification (see “Application Checklist” on page 61).

The PI datafor FY 2013–14 used in the grant scoring process will be available as of March 15, 2014on the CDE Website at

A grant application may propose to serve more than one school site. All sites within the grant application will receive the same score for the core application narrative, and priority points will be added separately to each qualifying site’s score. An individual site may earn at most five priority points. Schools with or without priority may be included in a single application.Applications will be funded in descending order of their final scores including priority points (highest to lowest).

C.Point Reductions

Applications not meeting formatting and submission requirements will receive point reductions from their application score (see ASSIST-generated “Point Reduction Form”). Two pointswill be deducted for each of the following requirements that are missing or not followed, with a maximum reduction of ten points. These possible point reductions are for application requirements and do not include any point reductions for grantees not in good standing. The requirements are as follows: