FAQs
Overview
This section is a host to current and previous questions and answers from the field related to 21st Community Learning Centers topics.
21st CCLC Application FAQs
For assistance or more information about the 21st CCLC Grant application, please refer to the other tabs on the Application Information website. For any questions remaining after viewing the other tabs, contact the ADE 21st CCLC Staff at (602) 364-2349 or via email at [email protected].
Spring 2019
1. Question: Can you provide some clarification about the family engagement “process” objective?
Answer: Here is the link to the PowerPoint 21st CCLC Writing SMART Outcome Objectives (PowerPoint PDF version (https://cms.azed.gov/home/GetDocumentFile?id=5c53543f1dcb2503a0e6c3d3)
Starting with Slide 11 you will find specific information on the Process Objective for Family Engagement.
2. Question: Is the 25% of the total current enrollment mandatory for the funding formula?
Answer: Yes, the 25% of the total current enrollment is mandatory for the funding formula. The Adequacy of Resources section of the 21st CCLC Cycle 15 Grant Application Guidance states:
Adequacy of Resources The total 21st CCLC grant funding request for each site proposal must be justified by the following formula. To calculate the total funding each site application is eligible to request, use this formula:
(a) _____ The projected number of students who will attend 30 days or more (regular attendees)
(b) X 120 days (21st CCLC Funding will be based on 120 days of services per year).
(c) X $10 (dollar amount set for 21st CCLC Funding)
(d) = $ __________Total Funds Needed
The projected number of students who will attend 30 days or more cannot exceed 25% of the most current number of enrolled students at the school.
A number not to exceed 25% of the total current student enrollment at the school site to be served will be used to determine the maximum number of students that may be targeted for 21st CCLC services in the funding formula.
3. Question: What is the minimum number of total enrollment, so I can apply for the 21st CCLC Grant?
Answer: The minimum number of total enrolled students is 168 students to qualify for the minimum award.
The Adequacy of Resources section of the 21st CCLC Cycle 15 Grant Application Guidance states:
- If the 21st CCLC program at the site will run for 120 days and will serve 42 students on a regular (30 days or more) basis, then the funding formula would be calculated in the following manner:
120 days X 42 regular attendees X $10 = $50,400 Total Funds Needed.
Applicants must apply for a minimum of $50,000 or up to a maximum of $120,000 in the first year.
4. Question: How can I find my total enrollment and Free and Reduced lunch rates?
Answer: Each program area at the Arizona Department of Education must establish a data source and cut date for enrollment and free & reduced priced lunch counts. The 21st CCLC program uses the data published on the Health and Nutrition Services website located at http://www.azed.gov/hns/frp/. The information was published on January 30, 2019 and the enrollment figures are based on the last day of October.
5. Question: When the application asks for grants administered the “previous school year”, does it mean Fiscal Year 2018 or Fiscal Year 2019?
Answer: The question on “during the previous school year” is referring to Fiscal Year 2019. The data we are using for Free and Reduced lunch and for School labels are about school year 2018-2019.
The 21st CCLC Cycle 15 application is for Fiscal Year 2020.
6. Question: Reading through the Cycle 15 Grant Application Guidance and on page 14 (Adequacy of Resources) at the bottom, it states if awarded funding, it is anticipated that first disbursement will be made by October 1, 2019. Is this a typo?
Answer: No, it is not a typo on page 14 of the Cycle 15 Grant Application Guidance. Formal announcement of Grant Awards will be made in late August 2019 after the State Board of Education meets and approves new grant awards. Approved sites can start to charge costs to the 21st CCLC grant after approval. Sites will be able to make their first reimbursement request on or after October 1, 2019 for their first disbursement of newly awarded 21st CCLC funds.
7. Question: Is it possible to apply for the 21st Century Grant and braid funding with the local business and Boys and Girls Club?
Answer: The answer to your 2 questions can be found on the 21st CCLC Cycle 15 Grant Application Guidance found on the 21st CCLC Application Information page at http://www.azed.gov/21stcclc/application-information/. On page 2, you will find the answer to your first question under Eligible Applicant(s) and on page 3, you will find the answer to your second question under Matching Requirement. Review all the information from the 21st CCLC Grant Application Recommended Resources and contact the 21st Inbox if you have additional questions.
8. Question: Which students from the private school are eligible to attend the program at our public-school site: all of the private school students or only those who live within the (applicant’) public school’s attendance area?
Answer: Only students who live within the applicant school’s attendance boundary area and fit the needs assessment and targeted objectives stated in the application are eligible.
Please refer to:
- Form C: AFFIRMATION OF CONSULTATION FORM (Participation of Private School Students).
- Page 10 in the 21st CCLC Cycle 15 Grant Application Overview (PowerPoint Presentation with audio) – Coming soon 21st CCLC Cycle 15 Grant Overview 21st CCLC Cycle 15 Grant Application Overview (PowerPoint Presentation with audio) – Coming soon21st CCLC Cycle 15 Grant Application Overview (PowerPoint Presentation with audio) – Coming soonPowerPoint where private school eligibility is referenced.
Further information can be found here:
- Equitable Services to Private Schools (Office of Non-Public Education) ESSA Section 8501 and
http://innovation.ed.gov/what-we-do/non-public-education/.
9. Question: If form F does not apply to our LEA, do we still need to complete this form and submit along with our paperwork in GME?
Answer: No. Please refer to the 21st CCLC Cycle 15 Grant Application Guidance – Fiscal Year 2020 page 17, item 6.
10. Question: Do I understand correctly that to be eligible for the 21st Century Community Learning Centers Grant a school must have 40% of their students qualify for free/ reduced meals?
Answer: Yes, you understand correctly. In the 21st CCLC Grant Application Guidance page 2 it states: “ABSOLUTE PRIORITY- Applications proposing services to schools with less than 40 percent low-income students will not be considered.”
11. Question: Do the Recommended Budgetary Guidelines on the “Administrative costs not to exceed 25% of total budget” include the function codes 2300, 2400, 2500, and 2900 and function codes 2100, 2200, 2600, and 2700?
Answer: Administrative Costs can include function codes 2300, 2400, 2500, and 2900 as well as function codes in 2100, 2200, 2600, and 2700. Please consult with your Business Office for correct function codes. You may also visit the Arizona Auditor General website at https://www.azauditor.gov/ for the USFR Chart of Accounts for School Districts.
12. Question: How can an applicant verify free and reduced lunch eligibility for the FY20 grant?
Answer: In response to your question, each program area at the Arizona Department of Education must establish a data source and cut date for enrollment and free & reduced priced lunch counts. The 21st CCLC program uses the data published on the Health and Nutrition Services website located at http://www.azed.gov/hns/frp/ . The information was updated on January 30, 2019 and published March 4, 2019.
Please refer to the 21st CCLC Cycle 15 Grant Application Guidance on page 6 in the “Initial Screening Process” section Item #2. It states:
- 40% or higher Low-Income Students
Each 21st CCLC grant must propose to serve the students who attend a school where at least 40% of the students are low income. This will be verified by free/reduced cost meals data or alternative data may be considered if it demonstrates low income status of students from the previous year.
13. Question: In working with the schools to complete the new 2020 21st CCLC grant application, are questions #49 and #70 on Adult Family Services provided by each site asking for the same response?
Answer: In response to your question, on Adult Family Services provided by the site the questions are asking for different information. Question #49 is requesting a list of specific Adult Family Services, tentative dates showing the beginning and ending dates of these service to include breaks for the first year only. On the other hand, Question #70 is asking for the specific Adult Family Services which support the Family Engagement SMART Objective. Here you will describe the specific activities that will be provided throughout the duration of the grant. You will also need to indicate the time-frame each activity will be occurring. i.e. an explanation of the how often these services will be provided.
Please review page 13 ADULT FAMILY SERVICES section in the 21st CCLC Cycle 13 Grant Application Guidance.
14. Question: Our district currently has 45 students enrolled (K-12). With our size, do you think that we could be found eligible?
Answer: The minimum number of total enrolled students is 168 students to qualify for the minimum award. Based on your student enrollment, your site does not meet the minimum requirement.
15. Question: The County School Superintendent’s Office is authorized by ARS to submit applications on behalf of schools in the county. Therefore, would we apply as an LEA even though the schools are different school systems?
Answer: In response to your question, please see our 21st CCLC Cycle 15 Grant Application Guidance page 7, item 3b. Also, see page 5 Other Requirements – CTDS Number section. Each eligible school applying for the 21st CCLC Grant will need its own site-based application which is found within the GME system under each LEA’s identifying account.
See page 2 under Eligible Applicant(s) section. The County School Superintendent’s Office is a non-school eligible entity which would require the completion and submission of Form F- Statement of Assurance for Programs Offered At Non-School Sites for each of the school sites’ application in the GME system
16. Question: Could you please tell me the maximum percentage we can charge for capital costs in the 21st CCLC Cycle 15 Grant application? I cannot find it in the grant planning paperwork.
Answer: In response to your question, please see our 21st CCLC Cycle 15 Grant Application Guidance on page 8 Item 3) Budget Alignment for the maximum capital cost percentage allowed in the Cycle 15 Grant Application. The 21st CCLC Cycle 15 Grant Application Guidance is located in the 21st CCLC Grant Application Recommended Resources Tab at http://www.azed.gov/21stcclc/application-information/
17. Question: Where would we find the CNA so we can submit it with the 21st CCLC application?
Answer: In response to your question, please see our 21st CCLC Cycle 15 Grant Application Guidance on page 15. It states:
21sr CCLC programs can be an important resource to help achieve in the school’s Comprehensive Needs Assessment (CNA and Integrated Action Plan (IAP) which together are referred to as the Planning Tool in GME and to accomplish other school goals.
This statement means that the CNA and IAP are tools that can be used in the planning process in developing the 21st CCLC Grant Application.
The CNA and IAP are not required to be submitted with the 21st CCLC Grant Application.
To find an example of the CNA, go to http://www.azed.gov/21stcclc/application-information/ and go to the 21st CCLC Grant Application Recommended Resources tab and open 15. 21st CCLC School Improvement Guidance (by ADE Support & Innovation 2018-2019).
18. Question: Program Plan – The weeks we do not reach our minimum requirement of eight hours, will those weeks count in our program plan? For instance; Parent/Teacher Conference Week, Thanksgiving week…
Answer: Question 40 of the Cycle 15 Grant Application asks about minimum hours per week. If it is not open for the minimum hours, it will not count as a week open. However, you should read all of the guidance and information found on the 21st CCLC Grant Application Recommended Resources Tab because you will find that the number of weeks open is not asked about the ACADEMIC year. Weeks open are asked about SUMMER on Question 44.
19. Question: Program Plan – For the hours of program schedule do we include snack time and bus line up, things of that nature? For instance, school is out at 3:15, does our program schedule begin at 3:15 while students are walking to the cafeteria for snack and up until students’ bus is dismissed/last student picked up from school? or are the hours of program schedule only speaking of the hours of teaching instruction?
Answer: The 21st CCLC Fiscal & Accountability Guidance Handbook (FY19) addresses the snack requirement on page 24 and addresses the Safety & Transportation guidance on pages 11-12. Both are requirements of the 21st CCLC Grant which means the times that it takes to consume the snacks and the times to get students safety home are considered 21st CCLC program time.
20. Question: Lesson Plans – Does the grant perimeters involve mandatory lesson plans for enrichment classes? or is that a previous district-objective or financial audit reason for paying teachers for prep time?
Answer: The 21st CCLC Fiscal & Accountability Guidance Handbook (FY19) addresses Compliance Monitoring starting on page 24. It includes information about Lesson Plans, Curriculum Overviews and/or Syllabus. Review all the information about Compliance Monitoring.
21. Question: Playworks (External Contract) is a program one of the principals would like to purchase, it provides recess coaches during the school day while it involves an after school training leadership program. Would there be a possibility of a cost-share with the district to include 21st Century budget for a program such as? or would that conflict because of its intentional service for school day recess?
Answer: The 21st CCLC Cycle 15 Grant Application Guidance addresses your question on page 12. It states, “21st CCLC services for students must be offered during non-school hours or periods when school is not in session. Services are not to be provided during regular school hours. Lunch time is considered part of the regular school hours…” Recess times would also be considered regular school hours.
22. Question: I have a question regarding the 2020 application, they want us to use the AZ report card as a reference for data/test scores. Some of our schools show up having data, but as a district we have a different number. Do I have to use the data on the report cards in my application or can I use some of the data the district has? This data is specifically for SPED and ELD students only.
Answer: In response to your question, for question 35 in the 21st CCLC Cycle 15 Grant Application, it does ask for the most current School Report Card data. It also states in the question that other District Mandated assessment data can be used to describe the Program Need. You can use other “verifiable” data from the district including “verifiable” data about subgroups.
23. Question: How do I access the application for this grant as a new applicant? I cannot see it on the funding page in ADE Connect?
Answer: On page 6 in the 21st CCLC Cycle 15 Grant Application Guidance – Fiscal Year 2020 it states the application is for FY 2020. Based on the screenshot/information you sent it appears you are on FY 2019, try switching to FY2020. If that does not work, please contact Grants Management at 602-542-3901 or by email at [email protected] if you are still having difficulty.
24. Question: Where and/or when does an applicant submit Budget Detail to support the Budget Total for Year 1? Is it all done after an application is Conditionally Approved?
Answer: In response to your question, the application due date for the 21st CCLC Cycle 15 New Application is May 6th, 2019 by exactly 5:00:00 pm according to page 5 of the 21st CCLC Cycle 15 Grant Application Guidance. This includes the Budget Detail which is part of the complete application and is submitted in the Grants Management System.
25. Question: Our organization has been requested to offer a letter of support for a 21st Century grant. Is there a template for the letter?
Answer: In response to your questions, please go to the 21st CCLC Application Information page at http://www.azed.gov/21stcclc/application-information/ more specifically the 21st CCLC Application Recommended Resource tab. We do not have a template for a “letter of support;” however, in the Recommended Resource tab you will find Form A – Participants Verification Form which is a required form.
26. Question: Does my LEA need to complete the AFFIRMATION OF CONSULTATION WITH TRIBAL REPRESENTATIVES form and upload it into GME for my application to be awarded?
Answer: Yes, if the LEA is on the affected list. The LEAs on the Affected_LEAs_FY2020 list must submit a completed AFFIRMATION OF CONSULTATION WITH TRIBAL REPRESENTATIVES form in order to receive Title funds including Title IV-B which is 21st CCLC funding.
On Monday, April 1, 2019 the 21st CCLC department received an Affirmation Form and list of LEAs that must consult with local tribal officials on plans or applications for a covered program under ESSA, to include:
Titles I-A, I-C, I-D, II-A, III-A, IV-A, IV-B, V-B Subpart 2 and VI-A Subpart 1.
Affected LEAs (on the list) are required to consult and complete the AFFIRMATION OF CONSULTATION WITH TRIBAL REPRESENTATIVES
Every Student Succeeds Act – P.L. 114 –95
SECTION 8538 –Consultation with Indian Tribes and Tribal Organizations
For School Year Ending June 30, 2020 .
For your guidance, we have the list of the affected LEAs and the AFFIRMATION OF CONSULTATION WITH TRIBAL REPRESENTATIVES form available in the 21st CCLC Application Recommend Resource tab.
An updated Arizona Tribal Consultation Guide is being prepared and will be become available soon. In the meantime, please contact Office of Indian Education – Policy Development & Government Relations,
Arizona Department of Education at 602-542-5235 if you have any questions.
27. Question: Can the site coordinator and district coordinator (evaluator) can be the same person?
Answer: In response to your questions, please go to the 21st CCLC Application Information page at http://www.azed.gov/21stcclc/application-information/ more specifically the 21st CCLC Cycle 15 Grant Application Guidance on page 3. Under Staffing Requirements, it states, “Each entity must employ at least one site coordinator per site to be on site during center hours…” There are no restrictions about a site coordinator and district coordinator being the same person. In addition, look on page 8 of the guidance for information about Recommended Budgetary Guidelines.
28. Question: Can you please clarify the minimum number of days for the program? Does the minimum number of days per year need to be 120, which includes summer school, or a minimum of 120 days in addition to summer school?
Answer: In response to your questions, please go to the 21st CCLC Application Information page at http://www.azed.gov/21stcclc/application-information/ more specifically the 21st CCLC Cycle 15 Grant Application Guidance on page 13. Under Direct Student Services, it states, “Each 21st CCLC program must commit to providing services for at least these minimum lengths of time: 120 days per fiscal year…” Yes, the minimum number of days per year needed is 120 and it includes summer school.
29. Question: Can you please provide an example of a family engagement “SMART process objective?” and Can the process or methods used for family engagement be contained in the activities or is it required that it is represented in the actual objective?
Answer: In response to your questions, please see the FAQs webpage at http://www.azed.gov/21stcclc/faqs/ . On question #1 in the FAQs, you will find the link to the PowerPoint on Writing SMART Objectives. More specifically, slide 17 in the PowerPoint has an example of a family engagement “SMART process objective.” Also refer to questions #69 and #70 in the 21st CCLC Cycle 15 Grant Application Information (WORD Document) https://cms.azed.gov/home/GetDocumentFile?id=5c5326671dcb2503a0e6c2e2 . Question #69 asks for the family engagement process objective whereas question #70 asks for a description of the activities that will enable the program to make progress on the family engagement objective.
30. Question: We have a school that is interested in applying, however, I noticed that to be eligible, the school must have current and previous years’ statistics. This school is in its first year. I just want to make sure my understanding that the school is ineligible to apply?
Answer: In response to your question on whether a school in its first year is ineligible to apply for the 21st CCLC Grant, please see our 21st CCLC Website section on the Application Information http://www.azed.gov/21stcclc/application-information/ section under the Recommended Resource tab https://cms.azed.gov/home/GetDocumentFile?id=5c5326d01dcb2503a0e6c2e7 21st CCLC Cycle 15 Grant Application Guidance under Caution #1 states:
“All Needs Assessments and School/Community Level Data must be based on the current and prior years’ statistics. Therefore, the school must have been open for at least one year prior to application submission to be eligible.”
31. Question: Can additional guidance be provided for question #72 – Measures of Effectiveness?
Answer: Please refer to our 21st CCLC Website section on the Application Information page http://www.azed.gov/21stcclc/application-information/. Item 14 is the “Measures of Effectiveness.” The response to question #72 should follow the areas explained in the “Measures of Effectiveness.”
32. Question: What services are we required to offer private school students? For example, are we required to provide transportation to students at private schools who would like to offer the 21st CCLC programming to their students?
Answer: The topics of discussion listed on Form C relate to direct student services which are required to be offered to private school students. Please consult with leadership from your own fiscal agent/LEA regarding how private school consultation for federal grants is handled within your organization. For full details, the U.S. Department of Education’s Office of Non-Public Education offers excellent resources at this link- http://innovation.ed.gov/what-we-do/non-public-education/
33. Question: What is a consortium agreement as stated on Form A? Are community partners required to enter into a consortium agreement as stated on Form A?
Answer: A consortium agreement is an agreement between two organizations where one organization (the “PARTNER”) agrees to “providing 21st Century Community Learning Center (CCLC) program educational and related activities that will complement and enhance students’ academic performance and achievement” to the applicant (the “SITE”). The 21st CCLC Grant requires Form A: Participants Verification as part of the completed grant application as stated on page 4 of the 21st CCLC Cycle 15 Grant Application Guidance. In addition to Form A, there are questions in the grant application within the Sustainability section of the application about the community/external partners. If signatures are missing for listed partners on Form A, then the application will not move past the Initial Screening as outlined in the 21st CCLC grant application guidance on page 6.
34. Question: Can an assistant principal be the site coordinator?
Answer: As stated in the 21st CCLC Cycle 15 Grant Application Guidance on page 3, “Site Principals cannot receive any 21st CCLC compensation and may not serve as the site program coordinator.” This would also apply to Assistant Principals who have similar contracts and job descriptions as Site Principals.
35. Question: Do field trips count as part of the 4% transportation limit?
Answer: The cost of transporting students to and from field trips is part of the 4% transportation limit.
36. Question: What is the cost for the one-day training that the Coordinator & Principal would need to attend as part of New Grantee Orientation in the fall, so that I may include this in our budget?
Answer: 21st CCLC and Arizona Center for Afterschool Excellence are partnering for this year’s conference that will be held October 18th & 19th at the Phoenix Convention Center. The 21st CCLC Leadership Conference on day one is specific to 21st CCLC Grant Leaders and is a requirement of grant funding. The second day has exhibit information, networking, and innovative programming ideas with outside of school time leaders from across Arizona. Registration for only the Friday, October 18th conference is $120. Registration for both the 18th and 19th is $215.
21st CCLC leaders are encouraged to attend both days.
All travel related expenses for the conference can be budgeted in the 21st CCLC Grant Application.
37. Question: We have one campus that is currently K-6th grade but will be K-7th grade next year and K-8th beyond that.
How do we address question #19 as well as #20?
Answer: Question #19 and #20 ask about the “current number of enrolled students at the school” and “grade levels that are enrolled at the school.” Both questions refer to the current school year which is 2018-2019, so in your situation it is a K-6th grade school.
38. Question: Does Question #50 mean we are only allowed to use our budget for 120 days? What if we can do more days within our 21st CCLC budget?
Answer: According to the 21st CCLC Cycle 15 Grant Application Guidance on page 14: Yes, you are only allowed to use 120 days for the funding formula. You can always offer more days in your 21st CCLC program if awarded the grant, but you cannot use a higher number than 120 days for the funding formula.
39. Question: When will districts be notified?
Answer: Per our website, late August 2019 is the Official State Board of Education Approval-formal announcement of Grant Awards https://azsbe.az.gov/calendar/board-meeting/monday-august-26-2019-arizona-state-board-education-regular-board-meeting
40. Question: As we are approaching these prospective new partners, I want to clearly and concisely explain what it means to be a partner with a 21st CCLC program. Do you have something you could send me? Like a brief little flyer or brochure or link to a website
Answer: On the 21st CCLC Website the following webpages may help you:
- “What is the 21st Century Community Learning Centers Grant?” http://www.azed.gov/21stcclc/whatis21stcclc/ and
- “21st CCLC Program Resources” http://www.azed.gov/21stcclc/21st-cclc-program-resources/. The following topic links on the Program Resource page may be especially helpful: “Community as a Partner”, “Organizational Resources”, “Communication” and “Sustainability.”
41. Question: Do our 21st CCLC partners have to be non-profit organizations?
Answer: Please refer to Page 8 in 21st CCLC Fiscal & Accountability Guidance Handbook (FY19) #8. Sustainability, Page 16 in the 21st CCLC Cycle 15 Grant Application Guidance Sustainability and FORM A states:
FORM A OF THE APPLICATION REQUIRES EACH LEA TO IDENTIFY PARTNERSHIPS. EACH OF THE UNDERSIGNED CERTIFIES that the information contained in this application is complete and accurate, that the local educational agency, community-based organization, or another public or private entity they represent has authorized them to enter into a consortium agreement for the purpose of providing 21st Century Community Learning Center (CCLC) program educational and related activities that will complement and enhance students’ academic performance and achievement.
42. Question: Should a Budget and Budget Narrative be included for each site (school)?
Answer: Yes, page 7 of the 21st CCLC Cycle 15 Grant Application Guidance states: “Applications must be Site Based. Each of these proposals should include site specific content.” That includes the budgets for each site applying.
43. Question: How would we resolve an issue where an extra site was accidently added or if we wanted to have a site removed from the on-application in the GME System?
Answer: Page 6 in the 21st CCLC Cycle 15 Grant Application Guidance states: “If you need technical assistance in completing the on-line application, please see the ADE Grants Management website at http://www.azed.gov/grants-management/ . If you need additional technical assistance or have questions in submitting the on-line application, please contact Grants Management Staff at 602-542-3901 or by email at [email protected]”
44. Question: How soon should I begin submitting the application on-line in the GME system?
Answer: Page 11 in the 21st CCLC Cycle 15 Grant Application Guidance states: “ADE recommends submitting applications at least three days before the due date. This allows you plenty of time should you encounter any difficulty with submittal”
45. Question: Where can I find examples of district/school submissions for 21st CCLC that have been selected for funding?
Answer: The 21st CCLC Cycle 15 Grant Application Guidance has information on how to access previously awarded grant applications on page 17. You can download the guidance from the 21st CCLC Application website at http://www.azed.gov/21stcclc/application-information/ under the 21st CCLC Grant Application Recommended Resources tab.
46. Question: I usually have an outside evaluator help me compile the Site Evaluation Reports. The External Evaluator does some and I do some. Is the External Evaluator’s signature still needed on Form B?
Answer: Yes, all signatures are required as stated in Form B:
“EACH OF THE UNDERSIGNED TAKES RESPONSIBILITY for the management and oversight roles outlined below in accordance with all federal and state requirements and regulations applicable to this federal Title IV, Part B funding.…..The signatures below indicate which existing staff person on site or at the district / agency level will take responsibility for ensuring that the various 21st Century Community Learning Centers (CCLC) grant program duties listed are accomplished.”
Please note that all Forms A-E (and F if Applicable) are submitted electronically through GME. Hence, an electronic signature from your External Evaluator would suffice on Form B.
47. Question: Is it possible to upload a table for each of my schools’ applications for question 72 on the Measures of effectiveness?
Answer: According to the 21st CCLC Cycle 15 Grant Application Guidance, it states the following on page 6:
“If you need technical assistance in completing the on-line application, please see the ADE Grants Management website at http://www.azed.gov/grants-management/ . If you need additional technical assistance or have questions in submitting the on-line application, please contact Grants Management Staff at 602-542-3901 or by email at [email protected]”
The Grants Management Team will be able to give you guidance on how to upload a table into the narrative of question 72. It may be possible, and they would be the ones that can explain how to upload the table. And if it is not possible, they can present another strategy that is possible in the Grants Management System.
48. Question: Do Forms A-F have to be uploaded in color even though we printed the them in black and white and have all required signatures?
Answer: Forms A-F can be printed in black and white, but they must be scanned to show original signatures when uploaded to GME. On the top of page 4 in the 21st CCLC Cycle 15 Grant Application Guidance, it states:
“Signed Forms A – F (Form F if applicable) must be scanned and uploaded to the online application via the Grants Management System (GME),…”
Please revisit ADE’s 21st CCLC website as it is continuously being updated.
49. Question: Does our state’s proposal guidelines say that grantees have to allocate:
* a certain percentage (8%) to evaluation,
* a range (between 8-10%) for evaluation,
* a minimum or maximum (at least… or , but not more than …) for evaluation,
* a certain amount ($3000/site), etc.?
Answer: Resources for applicants, including a Word version of the application and application guidance are in the 21st CCLC Grant Application Recommended Resources link on the Application Information page of our website. These resources provide information about how to complete applications successfully and what should be included.
- See page 8 of the 21st CCLC Cycle 15 Grant Application Guidance in the section Recommended Budgetary Guidelines it states: “External evaluator/consultant costs do not exceed 5% of total budget”
- See Item 76 of the application found in 21st CCLC Cycle 15 Grant Application Information (WORD Document).
50. Question: Where can I find information on supplanting vs. supplementing for the 21st Century grant?
Answer: The information you are seeking is located at the bottom of page 14 in the 21st CCLC Cycle 15 Grant Application Guidance located on website.
51. Question: Do we need to have Form A “Participant Verification Form” taken to each partner for their signatures, or does our District Admin. sign to verify each partner?
Answer: According to the Form A instructions, “EACH SITE applying for a grant under the fiscal agency of the Administering Agency listed below must submit its own completed Form A. Form A must contain the original signature, printed title and other requested information for all participants. Only legible information will be acknowledged.”
You will need to secure the signature from each partner. Please note that all Forms A-E (and F if Applicable) are submitted electronically through GME. Hence, an electronic signature from each partner would suffice on Form A.
52. Question: Is there any chance that there might be an extension to the May 6th at 5:00 pm deadline for submitting the application?
Answer: According to the 21st CCLC Cycle 15 Grant Application Guidance on page 5, Application Due Date
MAY 6, 2019 by exactly 5:00:00 P.M.
The due date refers to the date of receipt online in the ADE Grants Management System (GME), accessible through the ADEConnect portal found on the ADE Home Page. A complete application with include the electronic application and downloaded Forms A, B, C, D, and E. In addition, Form F is required for Non-School site applications. Forms A, B, C, D, E, and F must be complete with signatures.
NO EXCEPTIONS. No extensions will be given.
53. Question: Item 51 asks for the projected number of attendees which we would like to be 90 since our need is great and states that number would be used in Item 58. Item 58a. says to use 25% of Item 19.
Can we put 90 on Item number 58a. to figure the formula?
Answer: Question 58. A) states:
- a) ___ Projected number of students who attend 30 days or more; (The number of projected students cannot be greater than 25% of the number of students stated in Item 19 of the application);
The number of projected students cannot be greater than 25% of the number of students stated in Item 19 of the application.
If 90 students is under 25% of the total student population as stated in Item 19, then it would be allowable.
If 90 students is over 25% of total student population as stated in Item 19, then it would be unallowable. You would need to select a lower projected number of students that is equal to or less than 25% of the total student population as stated in Item 19.
54. Question: It was just announced that 2 of our schools (ABC & XYZ) will be merging into School ABC in the fall. Originally, we were going to apply for both schools: ABC & XYZ but considering this new information, can we apply for both schools under School ABC?
Answer: School ABC is eligible to apply for the Cycle 15 21st CCLC Grant. However, the application for School ABC must incorporate the school/student level data of the combined campuses. According to the information provided, if and when School XYZ students move out of School XYZ’s campus in 2 years or later, then School ABC must maintain Substantial Compliance as outlined in the 21st CCLC Fiscal & Accountability Guidance Handbook (FY19) based on the goals set in the application.
Please review question #43 on the FAQ page located at http://www.azed.gov/21stcclc/faqs/ on how to remove the School XYZ application from GME.
55. Question: For Question #60 should our LEA include or not include all grants administered via the district, regardless of whether or not they directly impact students or programming at our 21st CCLC applicants’ sites or should we stick to including only those district-level grants that directly fund school-day services at each applicant site?
Answer: Questions 58-64 in the application are asking for the Adequacy of Resources and to “Describe the applicant’s capacity to successfully manage the 21st CCLC program”. Question #60 is asking for “any local, state and/or federal grants your agency administered.” The 21st CCLC Cycle 15 Grant Application Guidance on page 7 states under b. Applications must be Site Based “Wherever site information is requested on the application, content is to be specific to the school each proposal is written to serve” and on page 11 states under Application Tips “An Application can have up to a maximum of 6 sites/schools. If an applicant is applying for more than one school, then each school becomes a separate site….”
Based on 21st CCLC application/guidance and the information you provided, all grants administered through the LEA should be included and those specific to a site should be included only for the site which administers a specific grant.
56. Question: If our site plans on offering a parent class from 6:00 pm – 8:00 pm once a week for the 21st CCLC program, does the site coordinator have to be present during that time?
Answer: Since you plan on offering a parent class from 6:00 pm – 8:00 pm once a week for the 21st CCLC program, this is considered part of your center hours. Therefore, based on page 3 in the 21st CCLC Grant Application Guidance which states that “Each entity must employ at least one site coordinator per site to be on site during center hours”, the Site Coordinator will need to be present during the time of the parent class.
57. Question: Who is able to sign the Forms A, C, D & E as agency administrator, such as Federal Grants Director?
Answer: See page 4 in the 21st CCLC Cycle 15 Grant Application Guidance:
- Form A Participants Verification – Form A should demonstrate authenticity and provide evidence of buy-in. Those signing Form A are agreeing to the content of the submitted 21st CCLC grant application.
- Form C is an Affirmation and can be signed by the person who conducted the consultation or can affirm that the consultation occurred.
- Forms D and E are Assurances and should be signed by the Agency Administrator or Authorized Certifying Official which is often the Superintendent*.
* The Agency Administrator or Authorized Certifying Official is usually the Superintendent or Director, but other positions (such as the CFO or Associate Superintendent) may also be authorized to sign. It is the person authorized by that entity’s governing board to sign legal and binding agreements on behalf of the entity. Therefore, the application writer should check with the business office of the entity to determine who the Authorized Signer(s) is/are.
58. Question: If we apply this grant cycle and are not selected, do we accumulate any points for a future grant cycle?
Answer: If an application is not awarded, applicants do not accumulate points to be applied to future competitions. If another competition is held in future years, the applicant could complete a new application at that time.
59. Question: How do we budget for planning /prep time in the 21st CCLC Grant?
Answer: You would place any planning/prep time for 21st CCLC staff within the budget of the 21st CCLC grant application in the Grants Management System. You would provide the details in the Budget Narrative Description. Before submitting the 21st CCLC application ALWAYS contact your Business Office for guidance on developing the budget and on the most current budget coding information.
60. Question: We are in a rural area of Arizona and there are no community partners around. How can I answer question #79 of the grant application?
Answer: On page 16 of the 21st CCLC Cycle 15 Grant Application Guidance, it states:
All 21st CCLC sites are federally required to maintain at least one external partner during each year of the 5-year grant. Responses in this section should reflect the information in the Participant Verification form (Form A).
A community partner is an external organization. Your school or district leadership may have a list of external organizations that they work with to support your school. You may also review all of the drop down tabs on the 21st CCLC Program Resources page of Arizona’s 21st CCLC web site http://www.azed.gov/21stcclc/21st-cclc-program-resources/.
61. Question: Do we need to apply for indirect costs? I think our costs are all direct.
Answer: Please see our 21st CCLC Cycle 15 Grant Application Guidance and 21st CCLC Tools – Budget Planning located in the 21st CCLC Grant Application Recommended Resources Tab at http://www.azed.gov/21stcclc/application-information/ and consult your internal business office for additional guidance.
62. Question: Can you please provide an example of an established set of performance measures for question #72?
Answer: Applicants can access “Previously Awarded Grants” in GME to see some examples of how other applicants have addressed this, using caution not to plagiarize. Please refer to the 21st CCLC Cycle 15 Grant Application Guidance pages 16 & 17 for where to find a list of previously award sites and for the steps on how “To Access Previously Awarded Grant Applications.”
63. Question: Is there a maximum amount of time that the Coordinators may work in excess of “Program year” and “Summer Term”?
Answer: Please refer to page 8 “Recommended Budgetary Guidelines” in the 21st CCLC Cycle 15 Grant Application Guidance located in the 21st CCLC Grant Application Recommended Resources Tab at http://www.azed.gov/21stcclc/application-information/ .
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