Grantee Application Frequently Asked Questions


Q: What budget codes should I use?

A: On our application webpage, http://www.azed.gov/century-learning-centers/application-information/ please use the budget planning tool, the expense classification chart and when in doubt consult with your district or agency business office.

Q: It’s May 3rd and the due date for the 21st CCLC application is May 4th. Do I need to wait until next year to apply?

A: The 21st CCLC application requires adequate time to be competitive. Writers have reported spending 40 – 120 hours to complete the writing and fill out the required forms.

Q:How do I complete question 84 if I am unfamiliar with the Annual Performance Report(APR)?

A: In the 21st CCLC Cycle 14 grant application question 84, you should identify staff as the who would likely be lead person(s) for the 21st CCLC evaluation process. This person should have knowledge, skills and abilities to complete a federal annual performance report and evaluation. If you receive the grant, you will receive training on how to complete and utilize the Federal 21st CCLC APR system and your site evaluation.

Q: From a competitive and practical perspective, should a smaller school modify their amount to a lower annual funding request compared to a much larger school?

A: In the 21st CCLC Cycle 14 grant application guidance found here http://www.azed.gov/century-learning-centers/files/2016/03/21st-cclc-cycle-14-grant-application-guidance-final-3-21-16.doc you will find the definition of the “regular attendee” to equate to 30 days or more of attendance. On page 8, of the application guidance under Points Distribution you will see the criteria that a peer reviewer will use to score your application. It is up to your writing team to use this information to determine how to design and implement your program to meet the goals and objectives while arguing adequacy of resources. In general, smaller schools serve fewer number of regular attendees.

Q: May a school request less that what the funding formula example indicates as $140,000?

A: Yes, a school may request a minimum of $50,00 or a maximum of $140,000. In the 21st CCLC Cycle 14 grant application guidance found here http://www.azed.gov/century-learning-centers/files/2016/03/21st-cclc-cycle-14-grant-application-guidance-final-3-21-16.doc p. 10 you will find Adequacy of Resources. The funding formula is provided along with an example. However, schools can be awarded a minimum of $50,00 or a maximum of $140,000.

Q: What is the Federal Accountability label requirement for Priority Points on the 21st CCLC Cycle 14 Grant Application?

A: Please refer to 21st CCLC application guidance page at this link: http://www.azed.gov/century-learning-centers/application-information/. See Downloadable Tool No. 1, “WORD form – NEW 21st CCLC Cycle 14 Grant Application,” page 4 which notes that schools did not receive a Letter Grade for the 2014-2015 School Year. As indicated on page 4, the 21st CCLC Cycle 14 Grant Application Priority Points are based on the Federal Accountability labels for the 2014-2015 School Year. Federal Accountability labels can be found on the Arizona Department of Education’s website under at this link: https://www.azreportcards.org/#. Find the school on that page, then refer to the school‘s Academic Indicators tab. The Title I status displayed there indicates whether a school was categorized as a Priority or Focus School during the 2014-2015 School Year. As stated on page 4 of the 21st CCLC Cycle 14 Grant Application, Federal Accountability labels will be verified.

Q: Is Downloadable Tool number 8 the most recent version on the Application page of the 21st CCLC website?

A: The outdated USFR Chart of Accounts has been replaced with the 21st CCLC Expense Classification Chart. The new chart was developed to align the most common 21st CCLC application budget categories with the latest federal and state guidance. This chart is only a guide. Grant applicants and grantees should always consult with their own finance office and the continuously updated Chart of Accounts in the USFR for Arizona School Districts or USFRCS for Arizona Charter Schools at the following link http://www.azed.gov/finance/budgets to ensure that expenses are placed in the correct budget categories.

Q: Why aren’t there any of our schools listed under my district in the FY2017 21st CCLC application?

A: If no school sites are listed under your district when you are creating a new FY2017 21st Century Community Learning Center (CCLC) Cycle XIV Grant Application, please contact the Arizona Department of Education’s Grants Management Office at (602) 542-3901 or [email protected] for assistance.

Q: Our school is interested in applying for the 21st Century Grant. 78% of our students qualify for free or reduced lunch but our school does not provide lunch. Would our school be able to apply for 21st Century with our qualifying data without actually providing free and reduced lunches?

A: Yes, the LEA may apply for the 21st CCLC Grant with proper justification supporting “ABSOLUTE PRIORITY- To be eligible, entities must serve students who attend schools where at least 40% of the students qualify for free/reduced cost meals” in the application. The LEA may check the “YES” box on application question #32. Note, if approved the LEA will need to provide evidence and formula used to determine how students qualify for free/reduced costs.

Q: Can we use grant funding for equipment repairs such as iPads?

A: Unfortunately 21st CCLC Grant Funds are not allowed to cover repair costs for iPads. .

Q: Even though the application is posted, I still can’t access it.

A: If you are having trouble accessing the application, start by making sure to change the funding year to Funding Applications to 2016. If there is continued need for assistance, contact Grants Management directly at 602.542.3901.

Q: I cannot access the 21st CCLC application online.

A: The 21st Century Community Learning Centers – New Application (Cycle 13) will be available online in the ADE Grants Management system, accessible through the ADEConnect portal later in March. In the meantime, please go to the 21st CCLC Application Information web page at http://www.azed.gov/century-learning-centers/application-information/ to access necessary tools to begin the writing process without delay. These tools include (under the “Downloadable Tools” section of the Application page) the 21st CCLC Cycle 13 Grant Application Guidance and a Word version of the application. The Word version of the application includes every question that will be asked in the application in the on line system. Applicants can transfer the application information from the Word document to ADEConnect when the application becomes available online.

Q: Will there be any grant application workshops for those of us who have not had the experience of writing for this grant?

A: Unfortunately, there will be no grant application workshops at this time. However, the Arizona Department of Education, 21st CCLC unit works hard every year to continuously improve the application to be as “writer friendly” as possible. Our application page provides all the research you need and all the tools necessary to write a winning grant. It is our objective to be as transparent as possible so that you do not require a professional grant writer.

Q: I am seeking guidance with setting up the ADEConnect account so we can complete an application for the 21st CCLC grant.

A: Go to the 21st CCLC Application Website at http://www.azed.gov/century-learning-centers/application-information/. Under the “Downloadable Tools” section, open the second document, 21st CCLC Cycle 13 Grant Application Guidance. This document provides information on page 5 regarding accessing the online application through ADEConnect, including how to obtain the proper credentials to access the system.

Q: Is the 21st CCLC Grant a Formula Grant?

A: No, the 21st CCLC Grant is a Competitive Grant.

Q: Does a dollar amount need to be set aside for private schools within the school boundaries of the applying school?

A: No, there is no dollar “set aside” required. However, Form C of the 21st CCLC Application requires that a meaningful consultation occurs to determine how the private school community (students, teachers and other education personnel) can participate on an equitable basis. One example of equity; if the applying school is using assessment data to target students most in need, the same approach would apply to students at the private school.

Q: Where can I learn more about the regulations of the 21st CCLC Grant?

A: On our application page http://www.azed.gov/century-learning-centers/application-information/ , under Downloadable tools Tool Number 7 is the Non-Regulatory Guidance it has all the rules and regulations elaborated with great precision.

Q: 21st Century Cycle 13 Public Notices- Is there a minimum length of time for Community Notification to be provided or maintained until the 21st CCLC grant application is submitted?

A: Please go to the 21st CCLC Application Website at http://www.azed.gov/century-learning-centers/application-information/. Under the “Downloadable Tools” section, open the seventh document, Non-Regulatory Guidance, Section F-3: What must a local organization include in its application to an SEA? (SEA = State Education Agency, in our case, the Arizona Department of Education). In Section F-3, see the 5th bullet under the sub-heading, “Further, each application must contain…” for the federal legislative guidance, and complete Form E of the Arizona 21st CCLC application to provide assurance that Community Notification is provided.

Q: Regarding Question 66: Does the list of grants reflect the school’s allocation of particular grants, or the LEAs list of grants with the full amounts?

A: Item 66 asks the applicant to list any local, state and/or federal grants your agency administered, and the total for each grant, during the previous school year. The applicant agency is the fiscal agent for the grant, not the school.

Q: Regarding Question 67: Does the response reflect the fiscal holder’s capacity through district level departments or the school’s ability to manage funds?

A: Item 66 asks the applicant to explain the fiscal holder’s capacity to manage funds in accordance with applicable Federal and State statues, regulations, program plans, and General Statement of Assurance. The fiscal holder is the applicant agency or fiscal agent for the grant, not the school.

Q: How do I know what criteria reviewers use to rate 21st CCLC applications (proposals)?

A: Please go to the 21st CCLC website’s Application page at http://www.azed.gov/century-learning-centers/application-information/. Under the “Downloadable Tools” section, open the second document, 21st CCLC Cycle 13 Grant Application Guidance. The guidance is very transparent regarding the criteria used to score applications.

Q: How do I access awarded 21st CCLC applications (proposals)?

A: Please go to the 21st CCLC website’s Application page at http://www.azed.gov/century-learning-centers/application-information/. Under the “Downloadable Tools” section, open the second document, 21st CCLC Cycle 13 Grant Application Guidance. On page 12, read the section labeled “To access previously awarded grant applications.”

Q: Is it possible to make it applicable for all 3 schools ? Or will we need to separately write them? Or possibly only write some of the parts separately?

A: Please go to the 21st CCLC Application Website at http://www.azed.gov/century-learning-centers/application-information/. Under the “Downloadable Tools” section, open document #2, 21st CCLC Cycle 13 Grant Application Guidance. This document provides information on page 9 regarding entity identification and separate applications for each school.

Q: How can an application identify more than one school district?

A: Please refer to 21st CCLC Application Website at http://www.azed.gov/century-learning-centers/application-information/and go to Downloadable Item 2, Grant Application Guidance, page 6. Item 4 tells that each of these proposals should include site specific content. No more than one school’s students may be served per 21st CCLC proposal.

Q: How do we set up a new school as a site in Grants Management?

A: Please refer to 21stCCLC Cycle 13 link: http://www.azed.gov/century-learning-centers/application-information/
Click on Downloadable Tool No. 2, Grant Application Guidance, pages 4, 5 and 9 for directions related to Grants Management requirements to set up the identification of your school in their system under headings, Other Requirements and At-a-Glance Requirements.

Q: Can a 21st CCLC grant be used to fund a summer program?

A: Please refer to 21st CCLC Cycle 13 link: http://www.azed.gov/century-learning-centers/application-information/ See Downloadable Tool No. 2, Grant Application Guidance, page 10 for the minimum Program Services Requirements.

Q: What if the goals and objectives are the same? Is that considered copying?

A: Please refer to the 21st CCLC Application Website at http://www.azed.gov/century-learning-centers/application-information/ FAQ, “How do I access awarded 21st CCLC applications (proposals)?” They provide examples of applications that were approved and funded.

Q: Who should we use as the Agency Administrator?

A: Per Downloadable Tools No. 2, 21st CCLC Grant Application Guidance, page 4. Those signing Form A are agreeing to the content of the submitted 21st CCLC grant application. Then on Downloadable Tool No.16 – Form A, requires the signature of the persons considered the Agency Administrator and the School Site Administrator in effect on the date signed.

Q: Are we to identify, or not identify, the name of the district or school in the application?

A: There are no instructions related to either a) not identifying or b) identifying the school and/or district in the application.

Q: How does an applicant apply as a consortium of schools in the grants management system with an Education Service Agency as the lead applicant?

A: Yes. Please refer to Downloadable Tool No. 7 Non-regulatory Guidance, Item F-17. And also, please refer to Downloadable Tool #2, Grant Application Guidance. The entity applying for the grant must qualify to obtain a CTDS number and other information under Other Requirements.

Q: If an Education Service Agency is the lead applicant and all school partners are charter schools, then do private schools need to be consulted?

A: No, since charter schools do not serve boundaries. However, regarding Private School Consultation Form C: all information must be completed 100%. Please do not leave any information blank. You will select “No”.

Q: Does the afterschool grant program have to happen on the school site and/or can community service and other activities be allowed?

A: Please refer to Downloadable Tool No. 7 Non-regulatory Guidance, Items in Section F.

Q: I am working on the new 21st CCLC grant application and I am not sure how you get an allocation. As I am entering the budget it looks like my allocation is $0. Am I missing something?

A: New grants will show a zero in their allocation when the application is being completed, because these competitive grants only get an allocation amount once they are awarded.

Q: If a district submits multiple sites are they scored together or are they scored separately?

A: Each site is scored separately which means a variety of potential outcomes including one to be awarded and the other two to be denied.

Q: Who can the grant serve?

A: The grant can serve the students attending the partnering school site who are targeted for assistance and the families of students who regularly participate in the program. See page 2 of the Application Guidance
Page 2, 21st CCLC Cycle 13 Application Guidance
Any public or private organization is eligible to apply (see NRG F-1). Any agency which is not a school must partner with the school serving the students targeted for assistance. Examples of agencies and organizations include, but are not limited to:
Schools
Non-profit agencies
City or county government agencies
Faith-based organizations
Community-based organizations
Institution of higher education
For profit corporations
Eligible sub-recipients may receive 21st CCLC grant funding not more than five years contingent upon availability of funds, the completion of an annual Renewal for Application (RFA) in grants management, and meeting all conditions set forth within the RFA under which funding was provided.

Q: Regarding question 15: We are applying for 3 separate schools in our district. Do you want the total combined funding being requested or just the amount for the school that the form is referencing? AND.. do you want the amount then totaled again x5 for all years of the grant?

A: On the application, the Total Funds Requested will be under the district information, so it should include ALL sites for all 5 years. You will not multiple each site by 5. To calculate the full 5 year funding amount for each site, please see the 5 year funding allocation below. Then, you will want to add all your sites together to come up with the funds requested for ALL sites for years 1-5.

Q: If an Education Service Agency is the lead applicant and all school partners are charter schools, then do private schools need to be consulted?

A: No, since charter schools do not serve boundaries. However, regarding Private School Consultation Form C: all information must be completed 100%. Please do not leave any information blank. You will select “No”.

Q: Are Charter schools eligible to participate?

A: Yes, See the Non Regulatory Guidance F-20

Q: F-20: Are public charter schools eligible to participate in the 21st CCLC program?

A: Yes. Under State law, a public charter school is generally either an LEA or a public school within an LEA. As such, public charter schools are eligible to be considered for support on the same basis as other schools or LEAs in the State. Regardless of a charter school’s status as an LEA or a public school, it is eligible to apply for a grant because any public or private entity may apply. Even if a charter school does not apply for or receive a grant, its students may participate in 21st CCLC programs established through an application submitted by other organizations.

Q: We are submitting for $140,000. There is a warning message saying the grant limits are $50,000 minimum and $120,000 maximum. Can I still submit my application?

A: Yes, you can still submit with the warning. Please make sure your funding formula is calculated correctly in the application. Page two of the 21st CCLC Cycle 13 Grant Application guidance states the following, “Applicants must apply for a minimum of $50,000 or up to a maximum of $140,000 in the first year”

Q: If I am writing for more than one site in our district, do I refer to it as site 2 in my budget form?

A: Once you’re on the Cycle 13 grant in ADEConnect, you will pick each site separately. You will create an individual budget for each of the sites. If you are using the word document in preparation for the online application, you should create a budget template for each site numbering it accordingly.

Q: Where do we submit our application:

A: On page 5 of the 21st CCLC Cycle 13 Grant Application guidance has information on how to apply online. http://www.azed.gov/century-learning-centers/files/2015/03/21st-cclc-cycle-13-grant-application-guidance-final-3-19-15.pdf
On Line Application
The Cycle XIII 21st CCLC grant application for FY 2016 will be available on March 9, 2015 in the ADE Grants Management System, accessible through the ADEConnect portal found on the ADE Home Page.
You may log in with your e-mail address and password at https://home.azed.gov/Portal. If you have not worked with ADEConnect in the past, or are not certain you have the proper credentials, please see this link http://www.azed.gov/aelas/adeconnect/ . You may also contact the ADEConnect Help Desk at (602) 542-7378, (866) 577-9636 or [email protected]
Note: Log in information for the old Common Logon system will NOT work with ADEConnect.
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 see the ADE Grants Management website at http://www.azed.gov/grants-management/gme-contacts/ for contact information.

Q: Can a new school apply for 21st CCLC funding?

A: This is a competitive grant, please see the criteria on page 8 of the to determine if you believe your application will meet the criteria. http://www.azed.gov/century-learning-centers/files/2015/03/21st-cclc-cycle-13-grant-application-guidance-final-3-19-15.pdf You can also utilize the Grant Consideration Rubric found under the downloadable tools http://www.azed.gov/century-learning-centers/application-information/

Q: Where are the required forms located?

A: Please download forms A-E found at this link http://www.azed.gov/century-learning-centers/application-information/ at the bottom of the page.

Q: Is it mandatory for a nonprofit to be partnered with a school to receive the 21stCCLC grant?
A: Page two of the 21st CCLC Cycle 13 Grant Application guidance states the following, “Any agency which is not a school must partner with the school serving the students targeted for assistance.” For complete guidance follow this link http://www.azed.gov/century-learning-centers/files/2015/03/21st-cclc-cycle-13-grant-application-guidance-final-3-19-15.pdf

Q: What does a faith based organization need to do to gain access to the ADE Connect system so that the on-line grant can be submitted?

A: Page 4 of the 21st CCLC Cycle 13 Grant Application guidance. Other Requirements states the following,
General Statement of Assurance
See this link for information: http://www.azed.gov/grants-management/gsa/
All organizations applying for the grant must have a 2015 General Statement of Assurances on file with ADE’s Grants Management Department allowing access to application.
All organizations applying for the grant must have 2016 General Statement of Assurances on file with ADE’s Grants Management Department by May 31, 2015.
CTDS Number
A CTDS number is required before you can submit a grant application. CTDS stands for County, Type, District, and School.
Current schools can find their CTDS and assigned School Finance Analyst contact information at the following link: http://www.azed.gov/Administrators/SF/Lists/LEAAccountAnalysts/AllItems.aspx
ADE Revised 3/10/14 5
To apply for a CTDS number, applicants must complete an Entity Profile Form. Instructions are found on the ADE website at the following link: http://www.azed.gov/finance/entity-profile-form-instructions/The Entity Profile Form is at this link: http://www.azed.gov/finance/files/2011/11/entityprofileform2.pdfNote: If you are a new site, please use CTDS# 00-00-00-001 when completing the form and select “School Finance” as your LEA Account Analyst.
Contact the Arizona Department of Education’s School Finance Department at 602-542-5695 with any questions regarding obtaining a CTDS number, or regarding the Entity Profile Form.For complete guidance follow this link http://www.azed.gov/century-learning-centers/files/2015/03/21st-cclc-cycle-13-grant-application-guidance-final-3-19-15.pdf