tom torlakson state superintendent of public instruction 1 know your grant requirements! august 2012...

Tom TorlaksonState Superintendent of Public Instruction

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Know Your Grant

Requirements! August 2012

California Department of EducationAFTER SCHOOL DIVISION


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Michael Funk,

Director

After School Division


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Purpose of Today’s Webinar

Provide information on after school program regulations and requirements.

Answer questions.


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ASESRequired Program Elements

• Educational and Literacy Component

• Educational Enrichment Component

• Nutritious Snack


21st CCLC E/M Required Program Elements




• Family Literacy

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ASSETsRequired Program Elements




• Family Literacy

• Physical Activity

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ASES and 21st CCLC E/M Educational and Literacy

Component

Defined as tutoring or homework assistance in one or more of the following areas:

• Language arts • Mathematics • History and Social Science • Computer training • Science


ASSETs Educational and Literacy

Component

The program shall include, but is not limited to:

• High school exit exam preparation

• Tutoring

• Homework

• College preparation

• Career technical education

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ASES, 21st CCLC E/M, and ASSETs Educational Enrichment

Component

May include:

visual and performing arts, career technical education, recreation, physical fitness, prevention activities

Examples:

vegetable gardening, robotics, music and dance lessons


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21st CCLC E/M and ASSETsFamily Literacy

Programs must assess the need for family literacy services among adult family members of students to be served by the program.

Based on that need, all programs must provide services or coordinate with local service providers to deliver literacy and educational development services.


ASES, 21st CCLC E/M, and ASSETsDaily Nutritious Snack

All after school programs must provide a daily snack that meets the nutrition standards as stated in the California Education Code Section 49430.

Resources: http://www.cde.ca.gov/ls/nu/sn/snack.asp

http://californiaafterschool.org

http://www.californiaprojectlean.org

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California Nutrition StandardsSnack Requirements

• ≤35% total calories from fat

• ≤10% total calories from saturated fat

• ≤35% added sugar by weight

• Contain no artificial trans fat

• ≤175 calories for elementary age students

• ≤250 calories for middle and high school students

Exceptions: Non-fried fruits and vegetables, seeds, nut butters, cheese, eggs 12


Reimbursable Snack

Must contain (at a minimum) a full serving of any two of the following four food components:

• Fruit, Vegetable, or 100% Juice

• Grain or Bread Product

• Meat or Meat Alternate

• Fluid Milk

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Physical Activity

• ASSETs programs must include a physical activity component.

• ASES, 21st CCLC E/M

programs are

strongly encouraged

to include it.

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Program Development and Design

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ASES Program Plan

An operational design of your after school program within the framework of the program requirements.

A written plan that includes information on program operation, policies, procedures, staffing, and how the program will align with the regular day.

A template is available on the CDE After School Web site at: http://www.cde.ca.gov/ ls/ba/as/documents/programplanguide.doc


ASES Program Plan(continued)

A “living” document

Reviewed and revised periodically to:

Reflect the current needs of the community

Provide continuous improvement in the development of an effective after school program.

Required after grantees receives funding.

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21st CCLC and ASSETsProgram Narrative

Much of the initial content for the narrative is included in the grant application.

The narrative cannot be changed without After School Division approval.

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Collaboration

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More on Collaboration…

When:– Initial program development– Ongoing program implementation

With whom: The schools the students attend and the surrounding community

Alignment between:– After school program– Regular school day program

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Principles of Effectiveness

21st CCLC E/M and

ASSETs

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Conduct a Needs

Assessment

Analyze the Results

Develop Performance

Measures

Develop an Action Plan

Evaluate through Ongoing

Assessment

Improve and Strengthen

the Plan Based on the

Evaluation


Student Engagement and Voice

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Alignment with the School Day

Shared student assessment data

Access to curriculum maps/long-term learning goals

Participate in professional development with regular day teachers

Communication with teachers and principals, e.g., academic liaison.


Program Administration

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Grade Levels of Students Served

ASES– K and Grades 1 through 9, inclusive

21st CCLC E/M– K and Grades 1 through 9, inclusive

ASSETs– Grades 9 through 12, inclusive

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Hours of Operation

• 21st CCLC

• ASES

• ASSETs

• Before School

• Supplemental


ASES and 21st CCLC E/M

Must operate a minimum of 15 hours per week

Must commence immediately upon the conclusion of the regular school day.

Must operate until at least 6:00 p.m. everyday that school is in session.

Middle and Junior High School programs may adopt a flexible attendance schedule

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ASES and 21st CCLC E/MBefore School Program Grants

Must operate no less than 1 ½ hours each regular school day.

A student who attends less than ½ of the daily before school program is not to be counted for attendance.

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ASSETs

Must operate a minimum of 15 hours per week.

Not required to operate during specific hours.

Can operate before school, after school, in summer, or during intersession.

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ASES and 21st CCLC E/MSupplemental Grants

Types of supplemental grants: after school and before school.

Funding is to be used for a program that operates in excess of 180 regular school days, including weekends, holidays, summer, or intersession.

Does not apply to ASSETs.

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ASES and 21st CCLC E/MRequired Policies

Attendance policies must be established, communicated to all involved in the program, and applied.

• Early Release in after school programs

• Late Arrival in before school programs


ASES, 21st CCLC E/M, and ASSETsFacility and Transportation

• The after school program must be located at a safe and easily accessible location.

• Transportation is to be provided to and from the program site, if any activities are conducted off-site.

• Non-school facilities must:– Ensure the program will be at least as

accessible as if located at a school site– Provide safe transportation

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Student Participation

• Services must be available to all students and families targeted for services regardless of their ability to pay.

• If fees are charged, programs must use a sliding scale.

• Scholarships must be available for those who cannot afford to participate.

• All funds must go back into the program.

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Staffing

ASES and 21st CCLC E/M:

Student to staff ratio must not exceed 20:1

ASSETs:

No staffing ratio requirement applies.


Staffing(Continued)

• Staff who directly supervise students must meet minimum qualifications for an instructional aide.

• Staff and volunteers are subject to the health screening and fingerprint clearance requirements.

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Staff Training

All grantees are required to provide staff training and development.

Examples include:

On-site or on-line training, workshops, conferences, formal education, technical assistance, access to a resource center or demonstration site, peer mentoring, electronic listservs, and professional associations.

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21st CCLC E/M and ASSETsPrivate School Consultation

All grantees, including private schools, must consult with officials from private schools (including faith-based schools) that meet the funding eligibility criteria and are in the geographic area to be served.

CDE Web site link with additional information:

http://www.cde.ca.gov/sp/ps/cd/guidance.asp


Private School Consultation

• Identification of students’ needs

• Discussion of services to be offered

• Size and scope of services and the proportion of funds allocated

• Program delivery options

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21st CCLC E/M and ASSETsOptional Grants

Equitable Access

Family Literacy


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Grant Reporting

and

Accountability


ASES, 21st CCLC E/M, and ASSETsAssurances

Listed in the Request for Application

Signed by the Superintendent or Authorized Agent

Sets the standard for the operation of your after school program

Grantees are responsible for meeting the Assurances (e.g., grant requirements)

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ASES, 21st CCLC E/M, and ASSETsFunding Requirement

No less than 85% of grant funds are to be allocated to school sites for direct services to students.

15% cap on administrative costs, which also includes indirect costs.

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ASSETs Allocation of Funds

• May spend a maximum 15% in “startup” costs during Year 1.

• May spend the greater of 6%, or $7,500, to collect outcome data for evaluation and reports to the CDE.

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ASESMatching Funds

• ASES programs must obtain a local contribution of cash or in-kind funds of not less than 1/3 of total grant amount.

• Facilities or space usage may fulfill up to 25% of the required local match.

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ASESMaking the Match

(continued)

Examples of in-kind donations include:

Low cost or free meeting space

Principal’s time

Snacks

Supplies

Teacher’s time and expertise, e.g., dance, music, etc.

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ASES, 21st CCLC E/M, and ASSETsSupplementing versus Supplanting

• After school program funds are to be used to supplement, and not supplant, state and local funds.

• Examples of supplanting include:- Using funds for regular day

classes- Using funds for community sports

teams

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Reporting to the CDE After School Division

Reports to be Submitted: • Annual budget report• Quarterly expenditure reports• Semi-annual program attendance

All budget-related reports are to be submitted via the After School Support and Information SysTem (ASSIST).

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ASES, 21st CCLC E/M, and ASSETsAttendance

Meeting your attendance goal established in the grant application is critical to maintaining grant funding.

Attendance is reported to the CDE semi-annually; however, tracking attendance more frequently at the local level is strongly encouraged to prevent a reduction in grant funds.

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ASES, 21st CCLC E/M, and ASSETsGrant Retention

The CDE may:

Adjust grant award amounts of any school that falls below 85 percent of the targeted attendance in each of two consecutive years.

In any year after the initial year that program attendance falls below 75 percent, the CDE shall review the program and may adjust the grant award amount.

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ASES, 21st CCLC E/M, and ASSETsOutcome-Based Data

• Submit annually for evaluation.

• Include measurable student outcomes for academic performance, attendance, and positive behavioral change.

• Reporting forms, instructions, and due dates:- ASES - http://www.cde.ca.gov/ls/ba/as/

- 21st CCLC E/M and ASSETs - http//www.cde.ca.gov/ls/ba/cp/

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ASES, 21st CCLC E/M, ASSETsAudit and Evaluation Requirements

• Conduct an annual fiscal audit

• Federal Program Monitoring (FPM)-- Occurs every 2 to 4 years in-person and/or on-line.

• Federal Annual Performance Report (APR) -- Provide information on program activities, staffing, operations, state assessment multi-year data, and more.

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Available Resources

California Education Code:

http://www.leginfo.ca.gov

Frequently Asked Questions:

21st CCLC: http://www.cde.ca.gov/ls/ba/cp/

ASES: http://www.cde.ca.gov/ls/ba/as/

California Afterschool Physical Activity Guidelines:

http://www.cde.ca.gov/ls/ba/as/documents/paguidelines.pdf

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Each region has a consultant, analyst, and regional lead

to answer questions and

provide assistance with your grant.

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By phone at 916-319-0923

By e-mail at [email protected]

Contact information for CDE After School Division consultants and analysts in your region: http://www.cde.ca.gov/ls/ba/as/contactaspo.asp

CDE Web site: www.cde.ca.gov/ls/ba

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Regional Leads

Regional leads are your “go to” resource.

They can assist by:

Helping you access resources and

training opportunities in your area Visiting your after school program and

providing on-site technical assistance

Contact information for the regional lead in your

area:

www.cde.ca.gov/ls/ba/cp/regntwrkcontacts.asp


California After School Resource Center (CASRC)

Free program materials and training

resources

Web site:

www.californiaafterschool.org

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California AfterSchool Network (CAN)

Provides practitioners, advocates, and community members with resources and tools to build high quality out-of-school time programs throughout California.

Web site: www.afterschoolnetwork.org

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Questions?

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The After School Division is here to help you be a success!

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tom torlakson state superintendent of public instruction 1 know your grant requirements! august 2012...

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