To: Prospective Grantees for 21St Century Community Learning Centers (21St CCLC) Programs

M E M O R A N D U M

To: Prospective Grantees for 21st Century Community Learning Centers (21st CCLC) Programs

From:Barbara Lunsford, Associate Superintendent for Educational Support

Date:January 4, 2011

Subject:21st CCLC 2011-2012 Request for Application

The Georgia Department of Education (“GaDOE”) is pleased to announce the 21st CCLC 2011-2012Request for Application. The application package contains the guidelines that should be followed when applying for a grant under this program and may be found, along with required supporting material, on the 21stCCLC website,

The purpose of the 21stCCLC program is authorized under Title IV, Part B of the Elementary and Secondary Education Act. The program provides before- and after-school, weekend, and/or summer school academic enrichment opportunities for children attending low-performing schools to help them meet local and state academic standards in subjects such as reading, mathematics, and science. Programs may also provide activities for youth development, drug and violence prevention, art, music, character education, counseling, and recreation to enhance the program’s academic components. A third component provides for family literacy programs.

Prospective grantees areencouraged to attend meetings during which guidance will be provided for completing and submitting a program application. Prospective grantees may choose from one of six meeting sites being offered throughout the state on January 10, 2011. Please refer to the pre-registration form on the 21st CCLC website of this application for more information. Prospective grantees should only register for one of the sixmeeting sites.

The Department expects to recommend approval of new grantees at the July 2011 meeting of the State Board of Education. All grantees approved for funding by the State Board of Education must attend a mandatory meeting of grantees. Upon approval, an award letter will be sent to approved sub-grantees. The letter will include specific information on meeting dates and times. A list of important dates and activities is shown below.

January 4, 2011Application available on Web site at:

January 10, 2011FY 11 Application Workshop Meetings for New Competitive Grant Applicants

February 14, 2011Applications due to the Georgia Department of Education

February 18, 2011Review of application components. Incomplete applications will not be forwarded to readers for scoring – Phase 1

February 28, 2011*Reader Training and Eligible Applications to Readers for Scoring

March 14, 2011*Readers review and scoring – Phase 2

March 21, 2011Federal compliance review and analysis of applications – Phase 3

April 11, 2011Interviews of potential new sub-grantees begins – Phase 4

July 14, 2011*Recommended sub-grantees submitted to

State Board of Education for action

July 16, 2011*Award letters mailed to sub-grantees

*may be subject to change

Please note that Georgia’s 21st CCLC program operates on a reimbursable basis. Questions concerning this application should be directed to . Thank you in advance for your interest in serving the children of Georgia.

21st Century

Community Learning Centers

2011-2012

Request for Application

Application Deadline

Monday, February 14, 2011

(Applications must be received no later than February 14, 2011 at 4:00 p.m.)

Part I: General Information

Program Purpose and Goals

The 21st CCLC program is authorized under Title IV, Part B of the amended Elementary and Secondary Education Act (“ESEA”) and has as its goals to:

• Provide opportunities for academic enrichment, including providing tutorial services to help students, particularly students who attend low-performing schools, to meet state and local student academic achievement standards in core academic subjects, such as reading and mathematics;
• 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
• Offer families of students served by community learning centers opportunities for literacy and related educational development.

The U.S. Department of Education has specified student outcomes and program implementation targets related to the goals of the program. The Georgia Department of Education (GaDOE) reports annually on the progress grantees are making toward meeting the targets. Successful applicants can expect to provide data on the student and implementation indicators and Federal targets as identified on the most recent Federal Performance Plan, which can be found at the following link:

Application Workshops

GaDOE will be hosting six regional technical assistance workshopson Jan. 10, 2011to assist potential applicants with their understanding of the program and the application process. There is no registration cost for the workshops; however, pre-registration is required. To register, applicants must complete and submit the pre-registration process as described on the 21st CCLC web page located at Locations are noted on the registration link.

Application Formatting and Submission Information

This application information package is developed by GaDOE and contains all of the forms and instructions necessary to apply for a grant under the 21st CCLC program. Please review the enclosed materials and carefully follow the instructions for completing the grant application. Before submitting the application, review the application requirements to ensure that all sections and documents are complete.

The application deadline is Monday, February 14, 2011 at 4:00 p.m. The application must be submitted and received on or before the deadline date and time. Applications receivedafterthe deadline will not be accepted. GaDOE is required to enforce the established deadline to ensure fairness to all applicants. No changes or additions to an application will be accepted once the application is received by GaDOE or after the deadline date and time. Electronic and faxed applications are not acceptable and will not be reviewed by GaDOE.

The application package must be physically received in hard copy form no later than Monday, February 14, 2011 at 4:00 p.m.

PLEASE NOTE THAT THIS IS NOT A POSTMARK DATE

All application packages must be mailed or hand delivered to the following address:

Georgia Department of Education

21st Century Community Learning Centers Program

205 Jesse Hill Jr. Drive, S.E.

Suite 1862 Twin Towers East

Atlanta, Georgia 30334

It is the responsibility of the sender to ensure and verify that the application package, in its entirety, is received by the deadline. Due to the periodic disruptions to normal mail delivery, we strongly encourage the use of an alternative method (e.g., a commercial carrier such as Federal Express or UPS, U.S. Postal Service Express mail, a courier service or personal delivery) to deliver application packages to GaDOE.

Supplemental or revised application information, either from the applicant agency itself or other source(s),will not be accepted outside of the application package. An application package must contain every element intending to be submitted. Applicants are encouraged to carefully review the procedures for submitting their materials.

Each application package containing all of the required components will be read and scored by five independent readers; therefore, applicants must submit one original and five copies for a total of six applications. The original must be signed by the appropriate agency head(s) in blue ink and will be retained at GaDOE as part of its records. Please note that all application materialis subject to Georgia’s open records legislation and, therefore, may be shared upon request.

Applicants are strongly encouraged to submit only the requested information. Readers will have limited time to evaluate applications; therefore, their consideration of the application against the selection criteria will focus solely on the required sections of the application and the appendices. Supplementary materials such as videotapes, CD-ROMs, files on disks, publications, press clippings, testimonial letters, etc. will not be reviewed nor will they be returned to the applicant.

In order to be read and scored (Phase 2), all applications must follow the formatting and application submission requirements as detailed below. Please be advised that all applications that fail to follow any or all of the formatting and submission requirements will not be given to readers for scoring.

Formatting and Application Submission Requirements

Applicant must:

1. Submit one (1) non-stapled, complete original application with full original signatures in blue ink, secured solely by a single binder clip at the top.
2. Submit five (5) non-stapledcopies of the complete application, secured by individual binder clips at the top of each application copy.
3. Do not submit any documents using rubber bands, paperclips, staples, 3-ring or spiral binders, or envelopes.
4. Ensure that all narrative responsesare:
5. Submitted on 8.5” x 11” white paper using 12-point Times New Roman font;
6. Formatted using 1” margins – top, bottom, left, and right;
7. Portrait setting (see narrative requirements for information about Goals, Objectives, Activities, and Timeframe table that must be landscape formatted);
8. Double-spaced and single-sided with a page limit not to exceed 30 pages (pages numbered in the lower right-hand corner);
9. Assembled in the order presented in the 21st CCLC 2011-2012 RFA Checklist.

This grant competition is highly competitive. We strongly suggest that applicants ensure all guidelines and requirements are met before submitting applications. Applications not meeting the requirements will not be considered for funding. Please note that the GaDOE staff will not grant permission to applicants to change the criteria established in the application. This includes extending the date and time applications are due.

Timeline of Activities

The 21st CCLC program expects to recommend approval of new grantees at the July 2011 meeting of the State Board of Education. All new grantees approved for funding by the State Board of Education at that time must attend subsequent mandatory meetings of grantees. An award letter will be sent to grantees confirming the State Board of Education’s action. This letter will include specific information on these meeting dates and times.

Important dates and activities related to this round of applications areas follows:

January 4, 2011Application available on Web site at:

January 10, 2011FY 11 Application Workshop Meetings for New Competitive Grant Applicants

February 14, 2011Applications due to the Georgia Department of Education

February 18, 2011Review of application components. Incomplete applications will not be forwarded to readers for scoring – Phase 1

February 28, 2011*Reader Training and Eligible Applications to Readers for Scoring

March 14, 2011*Readers review and scoring – Phase 2

March 21, 2011Federal compliance review and analysis of applications – Phase 3

April 11, 2011Interviews of potential new sub-grantees begins – Phase 4

July 14, 2011*Recommended sub-grantees submitted to

State Board of Education for action

July 16, 2011*Award letters mailed to sub-grantees

*may be subject to change

Resources

• U.S. Department of Education 21st CCLC website

• Information on GaDOE’s 21st CCLC program

• Information on Title I schools and Adequate Yearly Progress

Georgia Department of Education

Brad Bryant, State Superintendent of Schools

January 4, 2011 • Page 1 of 38

All Rights Reserved

Part II: Application details

Eligibility Criteria

Any public or private organization is eligible to apply for a 21st CCLC grant. Examples of agencies and organizations eligible under the 21st CCLC program include, but are not limited to:

• Local school districts
• Non-profit agencies
• City or county government agencies
• Faith and community-based organizations,
• Institutions of higher education, and
• For-profit agencies.

Applicants that are not a local school district or have an agreement with a local school district to serve as the fiscal agent for the proposed program (upon approval by the State Board of Education) shall, prior to commencing work, but no longer than 60 days after the grant award notice, furnish to GaDOE a fidelity bond listed in favor of GaDOE which is issued in the amount equal to 25 percent of the annual grant award AND a General Liability policy in the amount of no less than $1,000,000 per occurrence and showing GaDOE as an "additional insured" for and as "certificate holder".

Retrieved from "

A previously funded 21st CCLC program whose grant is ending in FY11 is eligible to apply for 2011-2012 grant funds. However, such programs should understand that they will follow the competitive process for determining new grant awards and no special consideration will be given for having received a prior grant. In addition, previously funded grantees must have resolved all audit findings and submitted all program information, end of program reports, and grant completion reports through GAORS before new or additional funding can be awarded. Any 21st CCLC sub-grants that have been terminated by GaDOE are not eligible to reapply for three consecutive school years from the date of termination.

Any person, agency, etc., debarred from receiving Federal funds is not eligible to apply for a 21st CCLC program grant. Applicants must sign the Program Specific Assurances formin Appendix D, which contains debarment assurance language.

Official Sub-Grantee

Applications may be submitted by a variety of agencies and organizations. However, please note that the official sub-grant award recipient is the fiscal agent.

Fidelity to the Application

Sub-grantees will not be permitted to change the project’s scope that is originally outlined in the application, scored by reviewers during the application review process, and approved by the SBOE. This policy is designed to provide basic fairness to applicants for discretionary sub-grants.

Program Activities

Each eligible organization receiving an award will use the funds to carry out a broad array of before- and after-school, summer, weekend, and/or holiday activities that advance overall student achievement in core academic subjects such asreading and mathematics. Other activities may include, but are not limited to:

• Academic enrichment learning programs and remedial education activities, including providing additional assistance to students to allow them to improve their academic achievement, in other core academic areas such as science;

• Arts and music education activities;

• Entrepreneurial education programs;

• Tutoring services (including those provided by senior citizen volunteers) and mentoring programs;

• Programs that provide afterschool 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.

Applicants are also obligated under Section 504 of the Rehabilitation Act to ensure that their proposed community learning center program is accessible to persons with disabilities.

Absolute Priority

Title IV, Part B Section 4204 (I)B(i)(ii) requires GaDOE to award grants only to applicants that will primarily serve students who attend schools with a high concentration of poor students. For the purpose of this application, high concentration of poor students is defined as a poverty percentage of 40% or greater (students eligible for free or reduced price meals) as determined by school enrollment or participating attendance area. Additional information on poverty of eligible schools is located on the GaDOE Web site at .

In order for any application to be considered for funding it must meet a minimum quality score of 210 points. Competitive priority points will be added only after a minimum quality score has been obtained. Competitive priority points will not be used to reach the minimum quality score.

Competitive Priority:

Competitive priority points will be awarded for those applicants that meet very specific criteria.These points, listed below, will be given by adding additional points to applications meeting these criteria. Please note that priority points will be added only after the application has met the minimum quality score of 210. Applications not meeting the minimum quality score requirement will not be eligible to receive funding even if the priority points cause the application to reach the minimum quality score.

1. Proposal is submitted jointly/collaboratively between at least one LEA proposing to serve students who attend school identified for improvement by GaDOE, and are receiving funds under Part A of Title I, and at least one public or private community organization and/or faith based organization;
2. Programs proposing to serve schools that have been designated as needs improvement, in corrective action, or state directed;
3. Programs proposing to serve students who attend high schools; and
4. Program is proposing to serve participants in a county that is not currently receiving 21st CCLC funding.

Please note that a joint orco-application (Priority 1) is not merely a partnership. In addition, an organization contracted to provide services is not considered to be a joint or co-applicant. To be considered as a co-applicant, there must be evidence that:

1. the LEA and at least one other organization collaborated extensively in the planning and design of the program;
2. each co-applicant organization has substantial roles to play in the delivery of services;
3. all co-applicant organizations share grant resources to carry out their roles;
4. all co-applicants have significant and ongoing involvement in the management and oversight of the program; and
5. A signed agreement is in place among the co-applicants and the fiscal agent that specifically states that co-applicants cannot act as ‘flow-through’ for grant funds and do not sub-grant to other recipients is required(place in Appendix C).

All applicants must complete the 21st CCLC 2011-2012 Competitive Priority Worksheet (Form 2) and place it after the Cover Sheet’(Form 1).Applications that meet the criteria above will receive additional points for each criterion met. The readers will assign thesecompetitive points as applicable.

Please note that grant awards will be made subject to approval by the Georgia State Board of Education. Awards will be determined based on rank (highest score first) and available funding. Therefore, it should be noted that a score of 210 or higher does not guarantee funding. After the selection process, applicants who were not awarded funding will receive copies of the readers’ comments. This information will be sent to the individual identified as the applicant contact person on the Cover Sheet’ (Form 1).