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Florida Department of Education Workshop 2009-2010 21st CCLC ...

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  • 1. Florida Department of Education Workshop 2009-2010 21st CCLC Request for Proposal (RFP) Presented by: University of Florida 21 st CCLC Leadership Team February 17, 2009 - Northwest Florida State College, Niceville, FL February 23, 2009 - University of Florida, Gainesville, FL February 24, 2009 - Mounts Botanical Gardens, West Palm Beach, FL February 25, 2009 - Jim Miles Professional Development Center, Lakeland, FL March 5, 2009 - Florida Department of Education, Tallahassee, FL
  • 2. Introductions
    • Florida Department of Education (FDOE)
    • www.fldoe.org/curriculum/21century/
    • Joe Davis
    • Family and Community Outreach Bureau Chief
    • Lani Lingo
    • 21 st CCLC Program Director
    2009-2010 RFP
  • 3. Presentation Objectives
    • Attendees will become more familiar with Florida’s 21 st Century Community Learning Centers (CCLC) Program and requirements of the 2009-2010 RFP
    • Attendees will be provided relevant information to develop a proposal for the RFP
    • KEY - indicates a form/document
    2009-2010 RFP
  • 4. Training Disclaimer
    • Please be advised that the information presented during the RFP training may differ from what is stated in the
    • Approved FDOE 2009-2010 RFP
    • All potential applicants MUST follow the approved FDOE 2009-2010 RFP to be considered for funding
    • www.fldoe.org/curriculum/21century
    2009-2010 RFP
  • 5. Overview of Florida’s 21 st CCLC Program
    • There are currently 96 projects funded by the FDOE
      • Of the 96 projects, there are 302 program sites
    • By the end of the 2008-2009 project year, 34 projects will no longer be funded by 21 st CCLC
    • For the 2009-2010 project year, it is anticipated there will be 25-45 grant awards
    2009-2010 RFP
  • 6.  
  • 7. Overview of Florida’s 21 st CCLC Program
    • Operate during Non-School Hours
      • Before School
      • After School
      • Weekend
      • Summer
      • Holiday breaks
    2009-2010 RFP
  • 8. Characteristics of Effective 21 st CCLC Programs
    • Strong management team and effective plan
    • Open communication with participating schools
    • Start the afterschool program on the first day of school and utilize strong marketing and promotion strategies
    • Recruit, train, and retain qualified teachers & staff
    • Active collaboration/partnerships
    • Parental and volunteer involvement
    • Strong academic focus through fun and engaging activities that reinforce learning
    2009-2010 RFP
  • 9. Funding Purpose/Priorities
    • Provide academic enrichment to assist students attending low performing schools to meet State and local standards in core subject areas
    • Offer a broad array of additional services, programs and activities that reinforce and complement the regular academic program of participating students
    • Offers families of students opportunities for literacy and related educational development
    2009-2010 RFP
  • 10. Total Funding Amount/Approximate Number of Awards
    • Approximately $25,000,000 available
    • Anticipate 25-45 grants to be awarded
    • May receive 21 st CCLC funding for a maximum of five years:
      • 100% funding in years 1 and 2
      • maximum of 80% funding in years 3, 4 and 5
    2009-2010 RFP
  • 11. Funding Request Guide
    • Must use the guide for each site to calculate the total funding amount for the project
    • Applicants may apply for an annual grant award of:
      • A minimum of $62,500
      • A maximum of $700,000
    2009-2010 RFP
  • 12. Funding Request Guide
    • May not propose to serve more students than attend the targeted schools on the Title I School table
      • Should not propose to serve more than 35% of the targeted school’s population
    • Programs must meet the proposed daily student attendance (the highest number will be used) as indicated on the:
      • Funding Request Guide
      • Title I School Table
      • Site Budget Worksheet- Site Profile
      • Grant Narrative
    2009-2010 RFP
  • 13. Matching Requirement
    • There is NO matching requirement, however:
      • When grant funds decrease beginning in year 3 , sub-grantees are expected to maintain both the size and scope of the program
      • Must identify, and include in the sustainability plan, other funding sources that will be available in each year, particularly in years 3, 4 and 5
    2009-2010 RFP
  • 14. Budget/Program Performance Period
    • July 1, 2009 - June 30, 2010
    • The project effective date is the date the application is received by FDOE that meets Conditions for Acceptance, or the date of the Federal Award Notification, whichever is later
    2009-2010 RFP
  • 15. Target Population- Students
    • At-risk (high academic, social or behavioral needs)
    • Pre-K through 12 th grade
    • Must attend schools eligible for Title I School-wide Programs, or living within district defined service areas of such schools where at least 40% receive free and reduced priced lunch (FRPL)
    • May use the “ Weighted Feeder Pattern ” Concept to document the average number of students receiving FRPL at all schools directly feeding into the proposed target school to determine eligibility
    2009-2010 RFP
  • 16. Target Population- Students
    • Applicants shall not propose to target student populations that will be targeted by another 21 st CCLC program for the 09-10 project year
      • Example : If Program A targets students in grades K-3 from Pond Elementary, Program B may target students in grades 4-5, but not K-3
    • Every participating student must be afforded 12 impact hours of after school programming each week
      • Do not serve one group of students on Monday, Wednesday and Friday; and another group on Tuesday and Thursday
      • Do not serve one group of students one week and another group the next week
    2009-2010 RFP
  • 17. Target Population- Families
    • Only family members of regularly participating 21 st CCLC students may participate
    • Must offer one or more of the following:
      • Parent involvement in child’s education
      • Family literacy to support child’s learning
      • Related educational development to support child’s learning
    • Services to family members cannot extend beyond the dates of student services
    2009-2010 RFP
  • 18. Minimum Hours of Operation
    • 36 weeks of student services per project year (may include Summer if proposed)
    • 4 after school and/or summer days per week
    • 12 afterschool, impact hours per week
      • Does not include Before School, Weekend, Holiday, and Adult Family Member services
      • Every student must be afforded 12 impact hours of after school programming each week
    2009-2010 RFP
  • 19. Minimum Hours of Operation
    • 2 impact hours per day for After School
    • 1 impact hour per day for Before School, if proposed
    • 4 impact hours per day for Weekend, Holiday and Summer services, if proposed
    • Services to Pre-K and Adult Family Members may occur during regular school hours (documentation will be required)
    2009-2010 RFP
  • 20. Facilities
    • May operate in a public school
    • If an alternative facility is selected:
      • Must be as available and accessible (comparable) to the student’s local school
      • Must have sufficient resources to provide all proposed and required activities
      • Must have appropriate equipment, security resources , and a clear strategy for safe student transportation
    2009-2010 RFP
  • 21. Eligible Applicants
    • Non-profit agencies
    • City or county government agencies
    • Faith-based organizations
    • Community-based organizations
    • Local Education Agencies
    • Institutes of higher education
    • For-profit corporations
    • Individual public schools may not submit an application, but may apply through an LEA or other eligible entity
    2009-2010 RFP
  • 22. Eligibility Criteria
    • New Public Schools and Schools without “Title I School-wide Program” status may:
      • Document 40% of students qualify for FRPL meals through the USDA
      • Use the “ Weighted Feeder Pattern ” concept
      • Use the most recent data from the US Census to document 40% of students are considered “low-income”
      • http://aspe.hhs.gov/POVERTY/figures-fed-reg.shtml
    2009-2010 RFP
  • 23. Eligibility Criteria
    • Private Schools may:
      • Satisfy eligibility criteria described for Schools without “Title I School-wide Program” status
      • Provide services to eligible private and/or public school students and families
    2009-2010 RFP
  • 24. Eligibility Criteria
    • Partnerships or consortium are encouraged
    • Designate one agency as applicant and fiscal agent who must:
        • Be an eligible grant recipient
        • Receive, administer and report on grant funds
        • Have signed agreements with each partner or consortium member outlining services to be provided
        • Be an active member of the consortium
        • Not act as a “flow-through” for grant funds and sub-grant funds to other recipients
        • Responsible for the performance of partners/consortium members and how each plans to participate
    2009-2010 RFP
  • 25. Targeting Student Populations
    • Applicants shall not propose to target students that will be targeted by another 21 st CCLC program
    • Applications proposing to target a student population identified in a continuation 21 st CCLC grant and/or a newly proposed 21 st CCLC grant may not be reviewed
    2009-2010 RFP
  • 26. Contact Persons
    • 21 st CCLC Program Contact
    • Lani Lingo
    • 21 st CCLC Program Director
    • (850) 245-0852
    • [email_address]
    • Grants Management Contact
    • Gloria Smith
    • Grants Management Office
    • (850) 245-0718
    • [email_address]
    2009-2010 RFP
  • 27. Assurances (Part 1)
    • General Terms and Conditions for Participation in Federal and State Programs
      • Applicants must have signed statement by the agency head, on file at FDOE, certifying adherence
    • www.fldoe.org/comptroller/doc/gbsectiond.doc
    2009-2010 RFP
  • 28. Assurances
    • School Districts, Community Colleges, Universities, and State Agencies
      • Certification on file at FDOE will remain in effect unless:
        • A change occurs in Federal or State law
        • Other changes in circumstances affecting a term, assurance or condition
    2009-2010 RFP
  • 29. Assurances
    • Private Colleges, Community Based Organizations, and Other Agencies
      • Certification of adherence must be submitted to FDOE each year of the 5 year grant award
      • Must also submit :
        • Agency’s current budget
        • List of current Board of Directors
        • Agency’s most recent audit report
        • Agency’s Chart of Accounts
        • Proof of Eligibility to operate a business in Florida
        • Articles of Incorporation
    2009-2010 RFP
  • 30. Preparing your Proposal
    • Establish 21 st CCLC Management Team and responsibilities
    • Assess needs in the community and target population
    • Determine if the targeted schools:
      • Meet eligibility requirements and are not currently receiving 21 st CCLC funding or being served by another 21 st CCLC program
    • Communicate with potential partners to:
      • Seek buy-in to the 21 st CCLC project
      • Identify support and/or services to be provided
      • Provide documentation of partnership
    • Design activities and services to meet needs of the target population
    2009-2010 RFP
  • 31. Narrative Components
    • Project Abstract or Summary
    • Project Need (A-D)
    • Operational Design Requirements (A-F)
    • Project Design and Implementation: Academic Enrichment (A-C)
    • Project Design and Implementation: Personal Enrichment (A-D)
    • Project Design and Implementation: Adult Family Members
    • Goals, Measurable Objectives, Activities and Timeframe (A-C)
    • Coordination of Services and Sustainability Plan (A-G)
    • Evaluation (A-G)
    • Support For Strategic Imperatives
    • Dissemination Plan
    • Budget
    2009-2010 RFP
  • 32. Narrative Components
    • Project Abstract or Summary
    2009-2010 RFP
  • 33. Project Abstract or Summary
    • Provide a brief overview of the proposed project that must include:
      • Who will the project directly impact
      • What need(s) the project will address
      • What the project will strive to ultimately accomplish
      • Who will do what by when
      • How the project will be carried out
    • Abstract or Summary shall not exceed two pages
    2009-2010 RFP
  • 34. Narrative Components
    • Project Need (A-D)
    2009-2010 RFP
  • 35. Project Need
    • A. General Need of Community
      • Evaluate community needs and available resources
      • Describe how the program will address these needs
      • Include full citations for all data used
    • B. Target Population Identification
      • Detail specific characteristics of student population
      • Identify schools attended by targeted students
      • Describe the Criteria for Student Selection
    2009-2010 RFP
  • 36. Title I School Table
    • Number of students identified on table should match the number of students in the Project Need section, Funding Request Guide and Site Budget Worksheet- Site Profile
    • Include documentation and justification after the table if proposing to serve New Public Schools, Schools without “Title I School-wide Program” status, or Private Schools
    • Not included in 30 page limit
    • http://schoolgrades.fldoe.org/default.asp
    2009-2010 RFP
  • 37. Project Need
    • C. Specific Needs of Target Population
      • Provide objective needs assessment data for targeted students and their family members
        • Data must clearly establish need for targeted population
        • Must explore academic, social, emotional, cultural and physical needs of target population
        • Forms the basis of all proposed goals, objectives and activities
      • Data information may be obtained through survey assessments and reliable databases
    2009-2010 RFP
  • 38. Project Need
    • D. Evidence of Experience
      • Demonstrate the agency has experience, or evidence of success, providing educational and related activities
      • No previous experience- must describe the likelihood of successful implementation and capability to provide activities and services outlined in the proposal
    2009-2010 RFP
  • 39. Narrative Components
    • Operational Design
    • Requirements (A-F)
    2009-2010 RFP
  • 40. Operational Design Requirements
    • A. Students with Special Needs
      • Identify special needs in the target population
        • Includes students who may be identified as Limited English Proficient, Homeless, Migrant, or those with physical, developmental, psychological, and sensory or learning disability
      • Describe how students with special needs will be identified
      • Describe how students will be appropriately and equitably served
    2009-2010 RFP
  • 41. Operational Design Requirements
    • A. Students with Special Needs continued…
      • No child may be excluded from participating provided that they can be safely accommodated
    • Council for Exceptional Children:
    • www.cec.sped.org
    • Bureau of Exceptional Education and Student Services:
    • www.fldoe.org/ese
    2009-2010 RFP
  • 42. Operational Design Requirements
    • B. Student Safety
      • Describe how student safety will be maintained on site
      • Describe how safety will be maintained during off-site activities and field trips (if applicable)
      • Describe how personnel hired will meet requirements of the agency and personnel will have all required and current certifications, where applicable
      • Indicate the distance between the participating students’ schools and the 21 st CCLC center
    2009-2010 RFP
  • 43. Operational Design Requirements
    • B. Student Safety continued…
      • Describe how safe transportation will be addressed and how participating students will travel safely to and from the center
      • Successful applicants must submit a
      • Detailed Safety Plan
      • upon request
    2009-2010 RFP
  • 44. Operational Design Requirements
    • C. Collaboration with Schools
      • Describe the plan of communication between the 21 st CCLC program, the schools students regularly attend, and the regular day teachers to address:
        • Accessing student records
        • Sharing of information on student progress with regular day teachers and families
    2009-2010 RFP
  • 45. Operational Design Requirements
    • D. Recruitment and Retention
      • Describe and detail the criteria for selecting 21 st CCLC students
      • Describe the process for recruiting targeted students to be enrolled
      • Identify specific techniques and practices to ensure consistent and long term participation
    2009-2010 RFP
  • 46. Operational Design Requirements
    • E. Professional Development
      • Identify the project’s plans for professional development to include all conferences/trainings
      • All conferences/trainings must be pre-approved, in writing, by FDOE
      • If funded, programs must send at least three people to the following required conference/training:
        • Florida 21 st CCLC State Conference
          • All Project Directors must attend the State Conference
    2009-2010 RFP
  • 47. Operational Design Requirements
    • E. Professional Development continued…
      • Florida 21 st CCLC State Conference (Orlando)
        • Registration- approx. $300/person x 3 people
        • Hotel- approx. $145/night x 3 nights x 3 people
        • Other related costs (i.e., transportation, per diem)
      • If funded, participate in the FDOE Grant Fiscal Management Training
        • No registration fee or anticipated costs
    2009-2010 RFP
  • 48. Operational Design Requirements
    • F. Supplemental Meals
      • Describe how the project will meet the nutritional needs of students based on when the program is open:
        • Only afterschool (daily snack)
        • Both before and after school (daily breakfast and snack)
        • Non-School days (daily breakfast, lunch and/or snack- depending on operational hours)
      • Describe the snacks/meals to be provided that meet USDA guidelines
    2009-2010 RFP
  • 49. Operational Design Requirements
    • F. Supplemental Meals continued…
      • No 21 st CCLC student shall be charged for costs associated with supplemental meals
      • Funding for supplemental meals CANNOT be drawn from 21 st CCLC funds (state in grant narrative)
      • http://frac.org/afterschool/snacks.html
      • www.flimpact.org/
      • Note: The Administrative Fee charged by Florida Impact (in partnership with Food Research and Action Center) may be charged to the 21 st CCLC grant- LEAs are not eligible for this . This fee is NOT considered an administrative cost
    2009-2010 RFP
  • 50. Narrative Components
    • Project Design and Implementation: Academic Enrichment (A-C)
    2009-2010 RFP
  • 51. Project Design and Implementation
    • Academic Enrichment
      • Each activity must be based on objective assessment data indicating the need of the activity and be based upon an established set of performance measures
      • If appropriate, be based on scientifically based research
      • Must propose academic enrichment activities to assist students in meeting Florida’s Next Generation Sunshine State Standards
      • http://www.floridastandards.org/index.aspx
    2009-2010 RFP
  • 52. Project Design and Implementation
    • Academic Enrichment continued…
      • All academic services must be aligned with the curriculum in core subject areas
      • All activities and services must:
        • Align to specific objectives in the Goals, Measurable Objectives, Activities, and Timeframe table
        • Address the needs of the target population
        • Be continuously evaluated using performance measures
    2009-2010 RFP
  • 53. Project Design and Implementation
    • A. Remedial Education and Academic Enrichment -
    • Reading
      • Describe the manner in which reading will be included and an integral part of the program
      • Describe how the project will address Just Read Florida!
        • http://www.justreadflorida.com
      • Describe how the activities will complement the student’s regular academic program
    2009-2010 RFP
  • 54. Project Design and Implementation
    • A. Remedial Education and Academic Enrichment -
    • Reading continued…
      • Include the student to staff ratio
      • State in grant narrative that services will be provided by certified teachers holding a valid FDOE teaching certificate
    • Should be creative, fun, designed to foster a love of reading and outlined in lesson plans
    • Should NOT mirror the regular day school
    2009-2010 RFP
  • 55. Project Design and Implementation
    • B. Remedial Education and Academic Enrichment -
    • Math and Science
      • Describe how the proposed project will address the math and science needs of the target population
      • Describe how the project will ensure math and science activities are creative, fun and engaging
      • Describe how math and science activities will complement the students’ regular academic program
    2009-2010 RFP
  • 56. Project Design and Implementation
    • B. Remedial Education and Academic Enrichment -
    • Math and Science continued…
      • Include the student to staff ratio
      • State in grant narrative that services will be provided by certified teachers holding a valid FDOE teaching certificate
    • Should be creative, fun, engaging and outlined in lesson plans
    • Should NOT mirror the regular day school
    • www.fldoestem.org/center13.aspx
    2009-2010 RFP
  • 57. Project Design and Implementation
    • C. Tutoring Services and Mentoring Program
      • Describe how the program will provide tutoring and homework assistance to complement the student’s regular academic program
      • Describe how mentoring will be provided to improve student performance
      • Describe how the program will recruit and utilize qualified volunteers for tutoring
      • When possible, tutoring should be delivered by certified teachers or paraprofessionals
    2009-2010 RFP
  • 58. Narrative Components
    • Project Design and Implementation: Personal Enrichment (A-D)
    2009-2010 RFP
  • 59. Project Design and Implementation
    • Personal Enrichment
      • A broad array of additional activities to reinforce and complement the student’s regular academic program must be offered
      • All activities and services must:
        • Align to objectives in the Goals, Measurable Objectives, Activities, and Timeframe section
        • Address needs of the target population
        • Be continuously evaluated using performance measures
    2009-2010 RFP
  • 60. Project Design and Implementation
    • A. Physical Education and Recreational Activities
      • Reflect a variety of structured activities
      • Encourage active student participation regardless of skill level
      • Explain how the program will provide fun, age-appropriate physical education and/or recreational activities
      • Describe alternative activities for inclement weather
      • Include student to staff ratio
    2009-2010 RFP
  • 61. Project Design and Implementation
    • B. Dropout Prevention and Character Education
      • Describe and identify at least one activity from the National Dropout Prevention Center/Network that focuses on reducing dropout rates for targeted students
      • www.dropoutprevention.org/effstrat/default.htm
      • Describe how character education will be infused in the program
      • www.fldoe.org/bii/curriculum/social_studies/ce.asp
    2009-2010 RFP
  • 62. Project Design and Implementation
    • C. Service Learning
      • Describe the type of service learning project(s) to be implemented and how the service learning project(s) will meet a recognized need in the local or global community
      • Describe the plan to implement the project(s)
        • Must describe how teachers, students, and community organizations will be working collaboratively to carefully plan, implement, and assess the service learning project(s)
    • www.fsu.edu/~flserve/sl/sl.html
    • www.servicelearning.org/
    2009-2010 RFP
  • 63. Project Design and Implementation
    • D. Additional Personal Enrichment Activities
      • In addition to the three required personal enrichment activities, applicants must propose at least one additional activity within the following categories:
        • Arts and Music Education
        • Entrepreneurial education
        • Programs for LEP students
        • Telecommunications and technology education
        • Expanded library service hours
        • Drug and violence prevention and/or counseling activities
    2009-2010 RFP
  • 64. Project Design and Implementation
    • D. Additional Personal Enrichment Activities continued..
      • For each additional activity proposed:
        • Describe the specific activities that will be included
        • Must have a comprehensive curricula
        • Must be designed to help improve student academic performance and success in life
        • Align to the Goals, Measurable Objectives, Activities and Timeframe table
    2009-2010 RFP
  • 65. Narrative Components
    • Project Design and Implementation: Adult Family Members
    2009-2010 RFP
  • 66. Project Design and Implementation
    • Adult Family Members
      • The project must propose services designed to increase the involvement of adult family members to support their child’s learning
      • Applicants must provide at least one of the following:
        • Parent involvement in child’s education
        • Family literacy to support child’s learning
        • Related educational development activities to support child’s learning
    2009-2010 RFP
  • 67. Project Design and Implementation
    • Adult Family Members continued…
      • Describe how recruitment of adult family members will occur, including how dissemination of information about activities to adult family members will occur
      • State in grant narrative that only adult family members of actively participating students will be served
      • www.famlit.org
    2009-2010 RFP
  • 68. Narrative Components
    • Goals, Measurable Objectives, Activities and Timeframe (A-C)
    2009-2010 RFP
  • 69. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table
      • Complete the Goals, Measurable Objectives, Activities, and Timelines Table
        • Each activity detailed in each of the three Project Design and Implementation sections (i.e., Academic Enrichment, Personal Enrichment and Adult Family Members ) must be incorporated in the table and align to at least one proposed objective
      • Included as a part of the required narrative
    2009-2010 RFP
  • 70. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Goals
      • Must have at least four broad, realistic goals
      • “ Planned outcomes” derived from the needs assessment data
      • Must be participant focused and encompass the entire population
      • Must be the numbered (i.e., “1”, “2”, “3”, “4”)
    • Example Goal:
    • 1) Improve academic achievement
    2009-2010 RFP
  • 71. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Measurable Objectives
      • Must have at least two specific, annual objectives for EACH GOAL
        • Objectives are measurable, quantitative, challenging, and can be assessed throughout the project year
      • Within each objective , identify anticipated measurements that will be used to assess project performance
    2009-2010 RFP
  • 72. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Measurable Objectives continued…
      • Student-based objectives must be assessed with non-participatory measurements
      • Adult Family Member objectives may be assessed with performance and/or participatory measurements
      • Objectives must be numbered (i.e., “1.1”, “1.2”, “2.1”, “2.2”)
    2009-2010 RFP
  • 73. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Measurable Objectives continued…
      • Within the first objective ONLY , identify the standard to which “regularly participating students” is defined:
        • Attending the program 30 days or more
        • Attending the program for 40% of total operational days
    2009-2010 RFP
  • 74. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Measurable Objectives continued…
      • Programs should use the 30 day criterion unless the objective focuses on activities that will not occur for more than 30 days
      • For specific summer only objectives, must identify the 40% criterion
    2009-2010 RFP
  • 75. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Measurable Objectives continued…
      • Four parts to each objective:
        • 1. Threshold - single number at the beginning of the objective that states the threshold for demonstrating attainment and/or progress toward achieving the objective
          • Must reflect an understanding of the target population and their needs
          • 80% is the common threshold
    2009-2010 RFP
  • 76. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Measurable Objectives continued…
      • 2. Objective Population - specific population for
      • the objective (e.g., all students, regularly
      • participating students, students with a history
      • of behavioral problems, etc…)
          • Must reflect an understanding of the target population and their needs
          • Each goal must encompass the entire population. If not, additional objectives may be needed
    2009-2010 RFP
  • 77. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Measurable Objectives continued…
      • 3. Anticipated Change- identifies the direction
      • (e.g., “will increase”, “will decrease,” “will
      • maintain”)
        • Impact on the target population
        • Must not be too specific (unattainable) or too general (immeasurable)
        • Must align with proposed activities and vice versa
        • Focus is guided by the goal and will guide the selection of assessments
    2009-2010 RFP
  • 78. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Measurable Objectives continued…
      • 4. Assessment- identifies the type of assessments
      • planned to demonstrate achievement and/or
      • progress of the objective
        • Will always begin, “..as demonstrated by such measures as..” and end with a list of anticipated measurements
    2009-2010 RFP
  • 79. Goals, Measurable Objectives, Activities and Timeframe
    • Four Part Objective Example
    • Threshold- 80%
    • Objective Population- of regularly participating students with a history of behavioral problems
    • Anticipate Change- will show improvement in pro-social behaviors
    • Assessment- as demonstrated by such measures as weekly staff assessments, teacher surveys, parent surveys and school discipline records
    2009-2010 RFP
  • 80. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Activities and Timeframe
      • Identify only those specific activities from the three
      • Project Design and Implementation sections (i.e.,
      • Academic Enrichment, Personal Enrichment and Adult
      • Family Members )
      • Following each activity, indicate the timeframe in which
      • each activity will occur (e.g., “daily throughout the
      • project year”, “monthly throughout the school year”,
      • “ daily during summer session”)
      • Activities and Timeframe must be identified using a
      • letter system (i.e., “a”, “b”, “c”)
    2009-2010 RFP
  • 81. Goals, Measurable Objectives, Activities and Timeframe
    • A. Table continued…
    • Follow format requirements for the table:
      • 11 point Arial font
      • Landscape view
    • Leave a blank line after each objective and activity
    • Align each timeframe with the corresponding activity
    • Included as a part of the 30 page limit
    2009-2010 RFP
  • 82. Goals, Measurable Objectives, Activities and Timeframe
    • B. Need Based Goals
      • Following the table, describe how each of the
      • identified goals is clearly linked to the needs
    • Sample Format:
    2009-2010 RFP As identified in the Project Need section As stated in the Goals, Measurable Objectives, Activities and Timeframe Table Need Goal
  • 83. Goals, Measurable Objectives, Activities and Timeframe
    • C. Weekly Schedule
      • Describe program operational hours (e.g., services, days, hours)
      • Tentative Weekly Schedules must be provided for each component proposed (i.e., after school, before school, weekend, summer, and holiday breaks)
      • Activities identified on the Weekly Schedules must align to the three Project Design and Implementation sections (i.e., Academic Enrichment, Personal Enrichment, Adult Family Members ) and those identified in the Goals, Measurable Objectives, Activities and Timeframe table
      • Place Weekly Schedules in Appendices for each site
    2009-2010 RFP
  • 84. Narrative Components
    • 8. Coordination of Services and Sustainability Plan (A-G)
    2009-2010 RFP
  • 85. Coordination of Services and Sustainability Plan
    • Other Federal, State and local programs
      • Identify programs that will be coordinated with
      • the proposed program
    • Partnership Summary
      • Identifies current public/private partnerships
      • and provides a description of the
      • services/contributions from the partnerships
    2009-2010 RFP
  • 86. Coordination of Services and Sustainability Plan
    • Partnership Summary continued…
      • Plan for documenting the value of in-kind
      • contributions of goods and/or services provided
      • Plan to maintain partnerships
        • A community partner will actively contribute to the 21 st CCLC project
        • Partners are NOT sub-contractors
        • Sub-contractors are NOT to be included in the grant narrative description of Partnership Summary
    2009-2010 RFP
  • 87. Coordination of Services and Sustainability Plan
    • C. Summary of Partners and Contractors Table
      • Must complete Summary of Partners and
      • Contractors Table and place in Appendices
      • For sub-contractors, identify all that are
      • related to the 21 st CCLC program, whether
      • they are paid or NOT paid by 21 st CCLC funds
      • Not included in the 30 page limit
    2009-2010 RFP
  • 88. Coordination of Services and Sustainability Plan
    • D. Commitment Letters (not included in 30 page limit )
      • Include dated letters from EACH partner in
      • the Summary of Partners and Contractors Table
        • On the partners agency’s letterhead
        • Identify services or contribution will be provided for the 2009-2010 project year
        • Identify specific services/contributions to be made by partner
        • Identify the approximate value of the services/contributions
        • Signed by the authorized agent of the partnering agency
    2009-2010 RFP
  • 89. Coordination of Services and Sustainability Plan
    • E. Letters of Support (not included in 30 page limit )
      • Letter of Support is required when the site
      • location and/or targeted schools are not included
      • as partners in the 21 st CCLC program and,
      • therefore, did not provide a Commitment Letter
      • Letter of Support must indicate the proposed
      • program was developed and will be carried out in
      • active collaboration with the school (s) students
      • attend during the 2009-2010 project year
      • Submit a dated letter on the site’s/school’s
      • letterhead indicating their support that is signed by an
      • authorized agent from the site/school
    2009-2010 RFP
  • 90. Coordination of Services and Sustainability Plan
    • F. Sustainability Narrative
      • Applicants are not permitted to charge any fees
      • associated with 21 st CCLC programming
      • without prior authorization from FDOE
      • Describe:
        • the plan to identify and develop new public/private partnerships
        • How the program will evidence sustainability in years 3-5 and beyond to maintain the size and scope of the project
    2009-2010 RFP
  • 91. Coordination of Services and Sustainability Plan
    • G. Five Year Budget
      • Reflects additional support in years 1 and 2
      • Reflects necessary support to offset the 20%
      • funding decrease in years 3-5
      • Place in Appendices ( not included in 30
      • page limit)
    2009-2010 RFP
  • 92. Narrative Components
    • 9. Evaluation (A-G)
    2009-2010 RFP
  • 93. Evaluation
    • Must undergo periodic (formative) evaluations to assess progress
    • Must submit a Summative Evaluation Report and Data Collection Worksheets by June 30, 2010
    • Must demonstrate adequate progress (continuous progress) towards achieving stated program objectives
    2009-2010 RFP
  • 94. Evaluation
    • Evaluation Plan
      • Assessment of progress toward each objective
      • Anticipated methods for data collection (e.g., who,
      • how, etc)
      • Identify specific measures and data sources to
      • measure progress towards each objective
      • Timeline for data collection
      • Benchmarks to monitor progress
      • Methods for continuous and overall data analysis
      • Written formative evaluation reports are required
      • How information will be used to monitor progress
      • and shared with stakeholders
    2009-2010 RFP
  • 95. Evaluation
    • Evaluation Plan continued…
    • Describe how the results of the evaluation will be:
      • Used to refine, improve and strengthen the program
      • Made available to public upon request (process)
    • Must provide all data being collected to FDOE upon request and/or during site visits by the UF 21 st CCLC Leadership Team
    • Programs must generate, maintain and provide written periodic (formative) evaluation reports to FDOE and/or UF upon request
    2009-2010 RFP
  • 96. Evaluation
    • Evaluation Plan continued…
    • See Reporting Outcomes within the approved 2009-2010 RFP for more information
    2009-2010 RFP
  • 97. Narrative Components
    • 10. Support for Strategic Imperatives
    2009-2010 RFP
  • 98. Strategic Imperatives
    • Incorporate one or more of the Areas of Focus included in Florida’s Next Generation PreK-20 Education Strategic Plan
    • www.fldoe.org/Strategic_Plan/pdfs/StrategicPlanApproved.pdf
    2009-2010 RFP
  • 99. Narrative Components
    • 11. Dissemination Plan
    2009-2010 RFP
  • 100. Dissemination Plan
    • Describe the methods/strategies to disseminate and share information about the proposed project to appropriate/targeted populations to inform them of the availability of 21 st CCLC services
    2009-2010 RFP
  • 101. Narrative Components
    • 12. Budget
    2009-2010 RFP
  • 102. Budget
    • Must use grant funds to supplement, not supplant
    • Costs must be allowable, reasonable and necessary to carry out the program’s purpose and objectives
    • Budget and narrative must align
    • Not permitted to propose a budget in excess of that allowed by the Funding Request Guide
    • Successful applicants may use grant funds for allowable costs only during the grant award period
    2009-2010 RFP
  • 103. Budget
    • The budget has two parts:
      • Description in grant narrative (Fiscal
      • Management Plan)
      • Budget Narrative Form (DOE 101)
        • Not included in 30 page limit
    2009-2010 RFP
  • 104. Budget (Grant Narrative)
    • Fiscal Management Plan
    • Describe the amount of funding required to effectively achieve the proposed performance target
    • Clearly defined responsibilities, timelines and milestones for accomplishing project tasks
    • Describe how the items within the budget support the goals of the project
    • Describe the members of the project management team and indicate their responsibilities and credentials
      • Describe background training, experience and
      • qualifications for the Project Director
    2009-2010 RFP
  • 105. Budget (Grant Narrative)
    • Fiscal Management Plan continued…
    • Explain the following:
      • How total costs on the DOE101 are reasonable and
      • necessary to the number of persons to be served, the
      • scope of the project, and its anticipated benefits
      • How the requested funds were allocated for
      • accomplishing tasks and activities described in the
      • application
    2009-2010 RFP
  • 106. Budget (Grant Narrative)
    • Fiscal Management Plan continued…
      • How 21st CCLC funds will supplement and not
      • supplant the after-school program
      • How no more than 5% of budget will be spent on
      • activities related to the administration of the grant
      • (see Fiscal Requirements in the approved 2009-
      • 2010 RFP for more information)
    2009-2010 RFP
  • 107. Budget (Grant Narrative)
    • Fiscal Management Plan continued…
      • Proof must be submitted showing that salaries
      • and hourly wages for all program staff are
      • consistent with the demographic area of the
      • proposed project ( not included in 30 page limit)
      • www.bls.gov/oes/current/oessrcma.htm#F
      • www.bls.gov/bls/blswage.htm
    2009-2010 RFP
  • 108. Budget (DOE 101)
      • Must provide a detailed budget narrative form that
      • itemizes and details:
        • how all grant funds will be used,
        • how funds from other sources will be used
      • Must provide a funding equation to describe how the
      • budget line item amounts were derived
      • If key personnel or items, needed to achieve the goals
      • and objectives of the project, are paid 100% from other
      • funding sources , an account title and description must
      • be provided with a zero amount listed
      • Budget must include funds for at least three active staff
      • members, with one being the Project Director, to attend
      • the 21 st CCLC Statewide Conference
    2009-2010 RFP
  • 109. Fiscal Requirements
      • Please review and utilize the following topics
      • in the approved 2009-2010 RFP when developing the
      • DOE 101 and Budget Narrative :
        • Allowable Expenses (i.e., staffing, supplies, transportation)
        • Unallowable Expenses (i.e., food, entertainment, furniture)
        • Administrative Costs (including Indirect Costs)- 5% cap of total award amount
        • Evaluation Costs- 5% cap of total award amount
        • Procurement Services (i.e., contracts)
    2009-2010 RFP
  • 110. Narrative Components
    • Priority Points
    2009-2010 RFP
  • 111. Priority Points
    • Not included in 30 page limit
    • May only receive priority points after the application has received a score of 70 points or more
    • Priority 1: Joint Application
    • Priority 2: Operation in rural county
    • www.florida-arts.org/grants/RuralEconomicDevelopmentInitiative.htm
    2009-2010 RFP
  • 112. Other Requirements
    • RFP Checklist
    • 21 st CCLC Program Assurances
    • Equitable Services for Private School Participation
    • www.ed.gov/policy/elsec/leg/esea02/pg111.html
      • Must submit the Private School Participation Form signed by the Agency Head
      • Must submit a detailed plan of action for providing consultation for equitable services to private school students and teachers
    2009-2010 RFP
  • 113. Other Requirements
    • Statement of Assurance for Evaluation Data
    • General Education Provisions Act
    • www.ed.gov/fund/grant/apply/appforms/gepa427.pdf
      • Provide a signed, one page summary description of the proposed plan to ensure equitable access to, and participation of students, teachers, and other beneficiaries with special needs
    2009-2010 RFP
  • 114. Other Requirements
    • 21 st CCLC Advisory Board
      • Must provide a narrative description only if funded.
      • Will be required to have a board composed of students, teachers, parents, community agencies and the private sector.
    • Funding Request Guide
    • Agency Profile
    • Site Budget Worksheets
      • Site Profile
      • Site Expenditures
    2009-2010 RFP
  • 115. Performance Accountability Forms
    • Deliverables - identify all deliverables to be developed by the project- review your narrative to see what you may have identified
    • Training, Technical Assistance and Dissemination - identify all training and technical assistance, as well as other delivery strategies- see narrative sections for Professional Development, Recruitment & Retention and Dissemination Plan
    • Student Performance - align with the Goals, Measurable Objectives, Activities and Timeframe table
    • Service Delivery - aligns to Project Design and Implementation- Academic and Personal Enrichment, and Adult Family Members
    • 3 rd Party Evaluator - aligns to Evaluation , if applicable
    2009-2010 RFP
  • 116. Funding Contingencies
    • If awarded, future funding will be contingent upon:
      • Available funds from US Department of Education (USED)
      • Satisfactory performance as evaluated by the 21 st CCLC program office at FDOE
      • Submission of next year’s RFA (continuation)
      • Compliance with all grant requirements within the 21 st CCLC RFP/RFA (i.e., programmatic, fiscal, reporting)
    2009-2010 RFP
  • 117. Project Deliverables
    • Not required with the application
    • Agencies receiving funds via “ Performance based Reimbursement ” are required to submit the Project Deliverables and Invoice Form
    • ALL agencies must complete the Monthly Report Form
    • Review forms to understand program timeline for deliverables and documentation
    2009-2010 RFP
  • 118. Project Performance Accountability and Reporting Requirements
    • Each 21 st CCLC sub-grantee is required to meet or exceed the following:
      • Provide services to the proposed number of 21 st CCLC students on a daily basis
      • Operate official 21st CCLC program for the hours, days, and weeks in the approved application
      • Provide all activities and services in the approved application and any approved amendments
    2009-2010 RFP
  • 119. Project Performance Accountability and Reporting Requirements
    • Regardless of the originally approved funding amount, the FDOE is authorized to equitably reduce the amount of funding for any sub-grantee failing to meet daily attendance numbers, amount of operation, or activities
    2009-2010 RFP
  • 120. Reporting Outcomes
    • USED- P.P.I.C.S. www.ppics.learningpt.org
    • UF- Academic and Behavioral Impacts, Teacher Surveys, and Student and Parent Satisfaction Measures
    • www.afterschoolflorida.hhp.ufl.edu/data_collection_information.html
    • FDOE- Monthly Attendance Reports, Mid-Year Data Collection (1/30/10), End-of-Year Data Collection (6/30/10), and Summative Evaluation Report (6/30/10)
    2009-2010 RFP
  • 121. Notice of Intent to Apply
    • Please notify Lani Lingo, 21 st CCLC Program Director, via email or fax , of the agency’s intent to apply by the date identified in the 2009-2010 RFP
    2009-2010 RFP
  • 122. Frequently Asked Questions
    • Questions concerning the RFP process or the 21st CCLC program must be submitted on FDOE’s 21st CCLC website located at:
    • http://data.fldoe.org/21Century/questions/
    2009-2010 RFP
  • 123. Conditions for Acceptance / Substantially Approvable Form
    • Be on time! Make sure your a pplication is received within FDOE no later than the close of business on the due date
    • Application includes all required forms, including:
      • DOE 100A Application Form bearing the original signature of the Superintendent for the school district or the agency head for other agencies.
      • NOTE: Applications signed by officials other than the appropriate agency head must have a letter signed by the agency head or documentation for authorization
      • DOE 101 - Budget Narrative Form
    2009-2010 RFP
  • 124. Conditions for Acceptance / Substantially Approvable Form
    • Submission of the signed certification signifying compliance with the “General Assurances for Participation in Federal and State Programs,” (if not already on file with FDOE)
    • Private Colleges, Community Organizations, and Other Agencies must submit :
        • A list of the current board of directors and Articles of Incorporation;
        • A copy of the organization’s current budget;
        • A copy of the organization’s Chart of Accounts;
        • A copy of the institution’s or agency’s most recent annual audit report (if available); and
        • Proof of eligibility to operate a business in Florida.
    2009-2010 RFP
  • 125. Technical/Formatting and Other Application Submission Requirements
    • Proposal DO’s
    • Narrative responses MUST be:
        • In the order of the RFP Checklist
        • Double-spaced, Single-sided
        • Page numbered
        • Portrait setting (tables may be landscaped- see RFP instructions)
        • 12-point Arial font (font sizes in tables may be different- see RFP instructions)
        • Margins- 1” top, bottom, left and right
        • Limited to 30 pages
    2009-2010 RFP
  • 126. Technical/Formatting and Other Application Submission Requirements
    • Proposal DO’s
    • Submit one non-bound, non-stapled proposal with original signatures
    • Submit SIX (6) STAPLED , COMPLETE COPIES of the proposal
    • OR
    • Submit one non-bound, non-stapled proposal with original signatures
    • Submit ONE (1) COMPLETE COPY of the proposal
    • Submit a complete proposal on a Compact Disc (CD) in a single, PDF document
    2009-2010 RFP
  • 127. Technical/Formatting and Other Application Submission Requirements
    • Proposal DO’s
    • Mail your complete proposal to:
    • Office of Grants Management
    • Florida Department of Education
    • 325 West Gaines Street
    • Room 325
    • Tallahassee, FL 32399-0400
    • Submit your proposal on or before the due date
    2009-2010 RFP
  • 128. Technical/Formatting and Other Application Submission Requirements
    • Proposal DON’T
    • BE LATE!
    • Fax or hand-deliver your application
    • Submit CDs, DVDs, newspaper clippings, other supplementary materials, and/or agency manuals
    • Include tabs, covers, or other items
    • Bind, staple, or spiral the original application
    • Incomplete applications or those exceeding the page limit may not be reviewed
    2009-2010 RFP
  • 129. Technical/Formatting and Other Application Submission Requirements
    • Review Contingencies
    • Proposals submitted without the required copy(ies) may not be reviewed.
    • Proposals submitted on CD that do not also submit the signed original and single hardcopy  may not be reviewed.
    • Proposals submitted with additional information in original, copies, and/or PDF file may not be reviewed.
    • The FDOE will not reproduce and/or add missing information to submitted copies and/or PDF electronic submissions
    2009-2010 RFP
  • 130. Resources
    • FDOE 21 st CCLC
    • www.fldoe.org/curriculum/21century
    • Florida’s 21 st CCLC
    • www.afterschoolflorida.hhp.ufl.edu/rfp
    • 21 st CCLC Program Listing
    • www.afterschoolflorida.hhp.ufl.edu/program_listing.html
    • 21 st CCLC Program Highlights
    • www.afterschoolflorida.hhp.ufl.edu/program_highlights.html
    2009-2010 RFP
  • 131. Resources
    • Overview of Afterschool Programs
    • Concept to Classroom:
    • www.thirteen.org/edonline/concept2class/afterschool/index.html
    • After School Program Toolkit:
    • www.cisnet.org/working_together/after-school.asp
    • High-Quality Complementary Learning Activities and Programs:
    • www.learningpt.org/afterschool/hqactivities/
    2009-2010 RFP
  • 132. 2009-2010 RFP Thank you for your participation and best wishes! 21 st CCLC Leadership Team

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