FAQs

 

 

 

Overview

This section is a host to current and previous questions and answers from the field related to 21st Community Learning Centers topics.

 

For assistance or more information about the 21st CCLC Grant application, please refer to the Application Information page of the 21st CCLC website at http://www.azed.gov/21stcclc/application-information/.  For any questions remaining after viewing the Application Information page, send questions via email to [email protected].  Answers will be published here in the FAQs so that all applicants have access to the same information.

Spring 2020

1. Question: Is the 30% of the total current enrollment mandatory for the funding formula?

Answer: Yes, the 30% of the total current enrollment is mandatory for the funding formula.  The Adequacy of Resources question of the 21st CCLC Cycle 16 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 30% of the most current number of enrolled students at the school.

A number not to exceed 30% 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.

2. Question: What is the minimum number of total school enrollment to be eligible to apply for the 21st CCLC Grant?

Answer: The total enrollment on October 1, 2019 of the school must be greater than 138 students. The Adequacy of Resources section of the 21st CCLC Cycle 16 Grant Application Guidance states: Applicants must apply for a minimum of $50,000 or up to a maximum of $120,000.

3. Question: We have a few sites applying for the 21st CCLC grant who are Community Eligibility Provision entities. Since they are CEP, should I mark “Yes” or “No” for the priority pts question regarding whether or not >=80% of students qualify for FRL?

Answer: If the site has >80% of the students identified as free reduced lunch then they would qualify for the 2 additional priority points.

Free and Reduced Lunch rates are verified with the Free and Reduced Report located at http://www.azed.gov/hns/frp/. Please note that the applicant’s Program Participation in the Community Eligibility Provision does not guarantee eligibility and priority point status.  It is the applicant’s responsibility to notify their Food Service Department and/or the ADE Health & Nutrition Department if any errors are found on the report.

4. Question: When the application asks for grants administered the “previous school year”, does it mean Fiscal Year 2019 or Fiscal Year 2020?

Answer: The question on "during the previous school year" is referring to Fiscal Year 2020.  The data we are using for Free and Reduced lunch and for School labels are about school year 2019-2020.

The 21st CCLC Cycle 16 application is for Fiscal Year 2021.

5. Question: Under the Adequacy of Resources section, question 2 states to list all additional funding received. Are we to enter the amount the applying school receives or the amount received by the district in which the school is in?

Answer: 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.

6. Question:  Transportation is a requirement of the grant, however we are a small school that does not provide transportation for any of our students. Would this disqualify us from applying?

Answer: No, it would not disqualify you from applying as long as you meet the other minimum eligibility requirements of the 21st CCLC Grant as outlined in the 21st CCLC Grant Application Guidance

7. Question: Would not offering transportation negatively impact our application?

Answer: That answer would depend on how you will design your 21st CCLC program and how you will get students home in a safe manner after the completion of the 21st CCLC afterschool program.

8. Question: We are a non-school site and are interested in applying in the 21st CCLC application.  How do we obtain an Entity ID number and CTDS number?

Answer: On page 5 of the 21st CCLC Grant Application Guidance FY21, it states:

Eligible Entity

The term “eligible entity” means a local education agency (LEA), community-based organization, Indian tribe or tribal organization (as such terms are defined in section 4 of the Indian Self-Determination and Education Act), another public or private entity, or consortium of 2 or more such agencies, organizations or entities.

Non-School “eligible entity”:

1. Any “eligible entity” which is not a school is highly encouraged to partner with an eligible school to serve the students targeted for assistance and have the LEA submit the funding application. OR

2. Any “eligible entity” which is not a school can apply by securing an Entity ID number and CTDS number. Applicants interested in applying must contact the 21st CCLC Inbox at [email protected] no later than March 2nd, 2020 to start the application process.

MINIMUM TOTAL ENROLLMENT- the total enrollment of each school site must be greater than 139 students on October 1 to be eligible to apply for the 21st CCLC Grant.

If you are interested in pursuing the 2nd option to apply as the Lead Fiscal Agent which is not a school, then follow these steps:

1. Review the 21st CCLC Grant Application Guidance FY21, the 21st CCLC FY21 Grant Application (Word Version) and Forms A-E located under the Nita M. Lowey 21st CCLC Grant Application Guidance & Resources tab at http://www.azed.gov/21stcclc/application-information/

2. Determine if you will be able to secure signatures for each of the forms.

3. Review other application resources as needed.

4.  If you are still interested, then submit another email to this Inbox by March 2nd to obtain information about how to secure an Entity ID number and CTDS number & obtain the application for a non-school site applicant.

If you are not interested in applying as the Lead Fiscal Agent, then please connect with a local school who has the 21st CCLC grant and work with them as their external partner who can provide contracted services to students or adult family members.

9. Question: On this topic, if a school is qualified under Community Eligible Provision, there are no free and reduced meal applications being collected because the majority of the school is receiving food stamps and/or are on AHCCCS.  Therefore, there is no percentage to log.  The site may have an asterisk next to it’s name on the health and nutrition webpage where previously percentages were logged. All schools that qualify for Community Eligibility Provision means 100% of the students attending that school qualify for free lunch. So how will it be determined whether or not they qualify within the 21st CCLC application and/or will receive the priority points?

Answer: If you go to the http://www.azed.gov/hns/frp/ and notice an asterisk next to the school’s name then it is the applicant’s responsibility to notify their Food Service Department and/or the ADE Health & Nutrition Department if any errors are found on the report.

The 21st CCLC Team highly encourages you to look at the spreadsheet again as it is updated often. Review your sites again today.

To answer your question, if the site has >80% (or ≥0.98) then those sites would be eligible to apply and should be marked as “Yes” for the priority points.

10. Question: We are a community-based organization interested in applying for the 21st CCLC Grant.  The LEA that we are working with is already applying for 6 eligible sites.  Can we apply for 3 additional sites with the Consortium application for another 3 eligible sites with that LEA?

Answer: No, Per the 21st CCLC Consortium Guidance (FY21), Consortium applicants must ensure that LEA/Participating Member’s Sites included in a 21st CCLC Consortium Grant Application (FY21) do not bring the number of LEA’s schools applying for 21st CCLC grants over the maximum number of six (6) sites. 21st CCLC grant applications per LEA. If a Consortium Application includes the submissions of a LEA/Participating Member who has authorized submission of more than the maximum number of six (6) applications, then both the 21st CCLC Consortium Grant Application (FY21) and the Nita M. Lowey 21st CCLC Grant Application (FY21) will be disqualified from that year’s competition. In your situation, the LEA would have 9 sites in the competition which is not allowable.

11. Question: Can a School Resource Officer (SRO) funded through the School Safety Grant be identified as an external partner?

Answer: No, because the School Safety Grant is managed by the fiscal agent.  The SRO is considered an internal partner.

12. Question: With the restrictions on personal contact due to COVID-19, can digital signatures be submitted for Forms A-E?

Answer: Yes,  ADE 21st CCLC has provided Forms A-E for Digital Signatures in the “Related Documents” section in GME.  Forms A-E are also available under the Nita M. Lowey 21st CCLC Grant Application Guidance & Resources tab at http://www.azed.gov/21stcclc/application-information/

13. Question: When submitting a Consortium Application, where are the *21st CCLC CONSORTIUM Memorandum of Understanding (MOU), *21st CCLC CONSORTIUM CERTIFICATION AND ASSURANCES OF LEA PARTICIPATING MEMBER and Forms A-E located?

Answer: ADE 21st CCLC has provided the 21st CCLC CONSORTIUM Memorandum of Understanding (MOU), 21st CCLC CONSORTIUM CERTIFICATION AND ASSURANCES OF LEA PARTICIPATING MEMBER and Forms A-E for Digital Signatures under the Nita M. Lowey 21st CCLC Grant Application Guidance & Resources tab at http://www.azed.gov/21stcclc/new-application-information-consortium/

14. Question: Would you happen to have a guide on how to upload the 21st CCLC grant application into GME?  If so, could you please provide me with that information?

Answer: On Page 9 in 21st CCLC Grant Application Guidance you will find information on the “Online Application.”

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]

15. Question: Considering the cancellation of schools and the latest COVID-19 updates, will the FY21 - 21st CCLC Grant Application deadline of May 1, 2020 be extended?

Answer: As of March 16, 2020, the cancellation of schools and the latest COVID-19 updates cannot justify an extension of the FY21 - 21st CCLC Grant Application deadline of May 1, 2020.

Per the 21st CCLC Grant Application Guidance, on Page 8:

Application Due Date

MAY 1, 2020 by exactly 11:59 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. Forms must be complete with signatures.

An application is fully submitted when it is “LEA Authorized Representative” approved in GME. NO EXCEPTIONS

16. Question: How do I digitally sign the forms, required as part of the application, if the signature spaces do not show on my screen?

Answer: If you choose to digitally sign the required documents, the digital signature feature may not display when you open the link to the document in your internet browser, especially in Google Chrome.

Before completing the form:

  1. Save the document into your computer files;
  2. Then open it by opening your PDF software (Adobe or other); and
  3. Open the form from within that software.
  4. Complete the form within your PDF software then proceed with signing.

Users may be able to see the digital signature boxes when opening the required forms from within Internet Explorer but should still follow the steps of saving the file to your computer prior to completing any information. Do not complete any information before saving the file and opening it in a pdf software because information may not be saved.

You can always choose to sign a paper copy of the Required Forms, digital signatures are an added option that was made available to sites due to COVID-19.

17. Question: I had a principal ask me if they need to fill out Form D, the superintendent, or the grant writer. I would assume the grant writer would, but I need confirmation.

Answer: Form D - STATEMENT OF ASSURANCE OF ORIGINAL WORK is to be signed by the person who wrote and completed the Grant Application.  If this person is a grant writer, they indicate this on the form in the stated question next to the signature.  Please review Page 7 in 21st CCLC Grant Application Guidance Fiscal Year 2021 (FY21) where a detailed explanation for each form is found.

18. Question: I have a question regarding the due date for the FY 2021 CCLC program. Are applications due on April 20, 2020, as indicated on the program page found here: https://www.azed.gov/21stcclc/application-information/; or on May 1 2020, as indicated on the Grant Application Guidance document?

Answer: The 21st CCLC FY21 Grant Application is due on May 1, 2020 in the Grants Management System.

The April 20, 2020 deadline you are referring to has to do with the Peer Review Application. For more information about the Peer Review process, go to https://www.azed.gov/21stcclc/2020/03/23/the-application-for-cycle-16-fy21-peer-review-is-now-open/

19. Question: When uploading budgets into GME, Indirect Costs have been zero’d out. Are we allowed to budget for Indirect Costs if they have not been calculated in GME?

Answer: The answer to your Indirect Costs questions can be found on the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) on page 11 under Recommended Budgetary Guidelines. Please review it and the rest of the grant application guidance.

20. Question: Our district has been working to complete our tribal consultations when schools closed. We had 3 of 4 tribes respond to our requests to consult. We did not have the opportunity to conduct the consultations. It is our understanding that we may need to submit the incomplete forms as "pending full consultation."   Can we submit incomplete forms for our new Cycle 16 grant applications?

Answer: The Cycle 16 grant application has 5 required forms as part of the complete application.  The 5 required forms are Forms A-E and these forms must be completed fully with appropriate signatures and uploaded into the Grants Management System by the deadline.

The answer to your question on whether you can submit incomplete forms for the new Cycle 16 grant application, if you are referring to Forms A-E, is no.  As of March 16, 2020, Forms A-E were made available for digital signatures.  Please see FAQs #12 and #16 at https://www.azed.gov/21stcclc/faqs/

Per the 21st CCLC Grant Application Guidance Fiscal Year 2021(FY21) page 8:

LEA Tribal Affirmation Consultation

See the link for information: http://www.azed.gov/oie/tribal-consultation/

  • All organizations applying for the grant should refer to the Office of Indian Education website: http://www.azed.gov/oie/tribal-consultation/ and the Arizona Tribal Consultation Guide to see if your Local Educational Agency must submit an LEA Tribal Affirmation of Consultation form to receive federal funds.
  • Formal consultation between affected local educational agencies (LEAs) and tribal representatives were incorporated into the Every Student Succeeds Act (ESSA) in December 2015.
  • All organizations required to consult with tribes must complete and submit the form prior to being awarded.

21. Question: I am working on finishing up my 2020-2021 grant application. There was a company called ABC Tutoring that provided 1-on-1 tutoring. I believe that they have gone out of business. Are there other tutoring companies in the west valley that 21stCCLC schools are accessing to support academic needs (if needed)?

Answer: The 21st CCLC Team has a list of External Organization Providers who have worked with 21st CCLC programs in Arizona under the Community as a Partner tab on the 21st CCLC Program Resources website located at https://www.azed.gov/21stcclc/21st-cclc-program-resources/.  Inclusion of an organization on the list is not an endorsement of the organization.

22. Question: I have 1 high school that qualifies with 151 students and another that doesn’t with 135 students. I would like to add the site with 135 students to the application with 151 students (2 different high schools).

1. Can I do this?

2. How do I do this?

Answer: Based on the information you provided for both high schools, the high school with 151 student enrollment is the only site that meets the requirements and is eligible to apply for the 21st CCLC Grant.   Please refer to the 21st CCLC Grant Application Guidance Fiscal Year 2021 (FY21), page 1.

23. Question: As I reviewed the questions in GME, I noticed that some of the Word Document questions do not match what is in GME. How do I access the application for this grant as a new applicant?

Answer: On page 9 in the 21st CCLC Grant Application Guidance – Fiscal Year 2021 (FY21) it states the application is for FY21.   Based on the information you sent it may be that you are on Fiscal Year 2020, try switching to Fiscal Year 2021. 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: For Forms A-E, will a name typed in the signature line be accepted as a Digital Signature?

Answer: No, a Digital Signature was formatted on Forms A-E by ADE. The Digital Signature should be completed by the person required to sign the form by clicking on the red arrow in the signature line. Only Forms A-E with actual hand-written signatures paper copy signatures that are scanned and/or with Digital Signatures as formatted by ADE on the forms will be accepted.

Please refer to FAQ #16 for details on how to save and complete the forms.

25. Question: The forms this year have the signature portion as a fill-able field for an electronic signature.  I just wanted to verify that a digital signature(typed) in that field will be accepted

Answer: Please note that Forms A-E are formatted for Digital Signatures which must be completed by the specific person signing it digitally.  This will show the date and time for the digital signature.  Digital signatures will be accepted. Merely “typing” in the name as you indicate is not a Digital Signature and will not be accepted.  Please refer to #16 in the FAQs for a step by step explanation on how to complete the Digital Signature.

26. Question: I read about the exception this year allowing for electronic signatures on Forms A, B, C, D and E for new 21st CCLC grant applications due to the COVID-19 situation.  Our district does not have docu-sign so I want to be sure it is acceptable for the forms to be scanned to the appropriate parties for signatures then once they are all obtained, it is acceptable for the scanned document to be uploaded. Is that correct? If any of the parties that need to sign do not have access to a printer or scanner, is it acceptable for them to simply type their signature for the initial upload? We can get the signatures and upload original documents once everyone has returned to work.  Thank you for the clarification.

Answer: Please refer to #16 in the FAQs for a step by step explanation on how to complete the Digital Signature. It is acceptable to get Digital Signatures or to get original “hand-written” signatures from signers and then upload the documents into the Related Documents Section in the Grants Management System before the May 1 deadline.  You can also use a combination of digital and written signatures. It is not acceptable for the signer to “simply type their signature” for the initial upload and then get actual signatures at a later date.  Those applications will not move pass the initial screening of the application process. Applicants must make every effort to obtain original or Digital Signatures to complete the application process.

27. Question: Our district has eight schools total that qualify for 21st CCLC. We currently have three schools in Year 1 of the CCLC for this school year (FY20) which means that we have an additional five schools that are eligible but do not yet have the program. We understand there is a limit of six schools per district who can apply. For FY21, are we able to apply for all five of the eligible schools, bringing our total to eight? Or, are we limited to six total schools total with the program, meaning we would have to select three of the five schools to apply (bringing our total to six)?

Answer: Yes, all 5 sites can apply in the Cycle 16 New Application.  On page 15 of the, 21st CCLC FY21 Grant Application Guidance (PDF), it states, “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 with its own budget and set of on-line assurance Forms A, B, C, D, and E.” A Cycle 16 New Application can have up to new 6 sites apply.

28. Question: As a school in year 5 and looking to continue the program, do we need to submit a New Grant or do we submit a continuing application?

Answer: A site who will end their 5th year of the 21st CCLC Grant this fiscal year (June 30, 2020) will need to apply for the FY21 New Grant Application. Please refer to the Nita M. Lowey 21st CCLC Grant Application Guidance & Resources tab at the 21st CCLC Application Information website at https://www.azed.gov/21stcclc/application-information/ for guidance, required forms, and the due date of the New Grant Application.

29. Question: Based on the "Increased Flexibility on Federal Grants Guidance" received from ADE, will this flexibility be given to 21st CCLC grants?

Answer: Please refer to Question #15 on the 21st CCLC FAQs webpage.   Also, the Increased Flexibility on Federal Grants email received by LEAs from the Office of Communications on Behalf of Arizona Department of Education, does not apply to the 21st CCLC grant.  The 21st CCLC Grant is Title IV–B and a competitive grant.  The announcement from the office of Communications is in reference to Title I, CSI and TSI grants. We recommend you contact each ADE Program Area for any questions you may have on those grants. If Title IV-B makes any announcements about the 21st CCLC Grant due dates, our department will notify LEAs and post the information on the 21st CCLC Application FAQs page. 

30.  Question: Does the “Organization Information” in the 21st CCLC grant application refer to the District Information? Should the address be the district’s, and not the individual site’s?

Answer: Yes, the “Organization Contact Information” in the 21st CCLC grant application refers to the District Information. The address should be the district’s, not the individual site’s address.

31. Question: Principals are asking me about budgeting for 21st CCLC Program Directors. Are they allotted 10% of the full grant amount requested? Is the 10% of the grant amount the standard?

Answer: For guidance on the budget, please refer to the 21st CCLC Grant Application Guidance Fiscal Year 2021(FY21), Page 11. More specifically in the Budget Alignment section and the part entitled Recommended Budgetary Guidelines, it states: “Administrative costs do not exceed 25% of total budget.”

32. Question:  I uploaded a lot of the forms into GME for the FY21 CCLC Grant App. GME is not working properly, it duplicated each site upload across every site. If I go and delete them and re-upload, GME then takes whichever form I last uploaded to a site, and copies that document across all 6 site applications. I tried to click the help button on GME to email them, and that page does nothing now. Please advise.

Answer: Please contact Grants Management for technical assistance.  Their contact information is found at: www.azed.gov/grants-management/contact/ Grants Management Hotline: is 602-542-3901 or email: [email protected].  Please note: Page 9 in the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) shares detailed information on how to reach GME.

33. Question: In light of the recent events, have there been any changes to the 21st CCLC program’s intent?

Answer: The Funding Purpose/Priorities of the 21st CCLC Grant have not changed and can be found on Page 4 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF). The guidance and other 21st CCLC Grant documents were made available February 1 on our website and the Application opened in GME on March 1.  Guidance for the 21st CCLC Application FY21 remains the same since the release on February 1.

34. Question: The Grants Management System seems to be running slow. I am worried that I won’t be able to submit the New Application by the May 1st deadline. What should I do?

Answer: Page 15 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) states: ADE recommends submitting applications at least three business days before the due date. This allows plenty of time should you encounter any difficulty with submittal. Page 9 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) 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].

35. Question:  Is there any flexibility in the 21st Century Community Learning Center Grant deadline, or is it still May 1st?

Answer: The deadline for the 21st CCLC Application Grant remains May 1st.  Please refer to Questions #15 and #29 on the 21st CCLC FAQs webpage 21st CCLC FAQs .

36. Question:  A charter with 450 enrollment has a sister school with 90 students. I know the minimum enrollment said 138 students, 30% of enrollment. Are these charters allowed to apply with the latter being a sub-site? I see that the school site must apply for minimum of $50,000, but have you ever accepted a sub-site of another eligible campus to apply with the same application?

Answer: Please refer to Questions #2 and #22 on the 21st CCLC FAQs on webpage 21st CCLC FAQs .   Applicants are not allowed to apply as sub-sites within the same LEA; if the minimum requirements are not met by the site.  Minimum requirements are ABSOLUTE PRIORITY and FUNDING FORMULA.  If a Site does not meet the minimum requirements, do not add the Site to an application as that Site will not be approved.   Please review Pages 1-3 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF)) for detailed examples and guidance.

37. Question:  I have read the guidance concerning COVID-19 for existing programs. Is there any flexibility on the due date for new grant applications?

Answer: The deadline for the 21st CCLC Application Grant remains May 1st.  Please refer to Questions #15, #29, #34 and #35 on the 21st CCLC FAQs webpage 21st CCLC FAQs .

38. Question:  If awarded, can a site offer afterschool and summer school classes at a location other than the students’ school?

Answer: Page 4 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) Cautions section states: Services may be offered at the school and at other locations provided that those locations are equally as accessible as if they were offered at the students’ school. All centers must provide a range of high-quality services to support student learning and development.  If, after a Site has been awarded, 21st CCLC services are discovered to be offered in another location that is not equally as accessible as if they were offered at the students’ school, it may be grounds for losing the grant award. Questions in the Cycle 16 application that need to be answered related to afterschool and summer school class locations are found in the Safe and Healthy Learning Environment section.

39.  Question: If awarded, can we offer after school or summer classes on private school campuses if they have consulted with us through Form C?

Answer:

1.) Please refer to Question #38 on the 21st CCLC FAQs on webpage 21st CCLC FAQs .

2.) If awarded the 21st CCLC grant, it may be allowable to offer after school classes or summer classes on private school campuses if they have consulted with you through Form C – AFFIRMATION OF CONSULTATION FORM (Participation of Private School).

40.  Question:  One of our campuses who is applying for the New 21st CCLC Grant this year was wondering whether they would qualify. The principal stated her school is below 80% in terms of students who qualify for free and reduced lunches. Does this affect that school’s ability to apply for the 21st CCLC Grant?

Answer:  Page 1 of the 21st CCLC FY21 Grant Application Guidance (PDF), states: Eligibility Verification Worksheet  21st CCLC Program Site (Site) eligibility is based off minimum requirements for 21st CCLC funding. Minimum requirements are ABSOLUTE PRIORITY and FUNDING FORMULA. If a Site does not meet these requirements, do not add the Site to the application as that Site will not be approved.  If the site meets the 40% Absolute Priority and other Funding Formula requirements outlined in the grant application, then it is eligible to apply for the 21st CCLC grant.

41. Question: We are in the process of writing the 21st CCLC grant.   We had it for 5 years, then reapplied last year and we didn't get it.   Our director has left the district and so has the copy that he submitted to the state.    We were wondering if you had a copy of the full grant that was written last year.

Answer: Page 21 of the 21st CCLC FY21 Grant Application Guidance (PDF), refers to section called: To Access Previously Awarded Grant Applications. This section explains how current users and non-users of the Grants Management System can access previous grant applications. Please follow the instructions on that page to locate what you need.

42. Question:  If we get a document signed from a partner but it's on yellow paper, will that be a problem in processing the grant application?

Answer: Having the signed Form A on yellow paper should not be a problem.   Be sure the form has the appropriate required signatures (hand-written or digital) and is legible on the yellow paper.  Please note Form A states: “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 signatures, printed title and other requested information for all participants. Must have at least one Community Partner signature. Only legible information will be acknowledged.”

43.  Question: As with many state and federal grants, have there been any extensions and changes made to what is due on May 1st 2020 for the 21st CCLC Grant?Specifically, Form A requires signatures for participant verification, and all of our partners are closed due to COVID-19. Is it possible to submit without signatures until the State of Arizona opens up, and then resubmit?

Answer: Please refer to Questions #12, #15, and #16 on the 21st CCLC FAQs webpage 21st CCLC FAQs for step by step explanation on how to complete the Digital Signature. It is acceptable to get Digital Signatures or to get original “hand-written” signatures from signers and then upload the documents into the Related Documents Section in the Grants Management System before the May 1 deadline.  You can also use a combination of digital and written signatures. It is not acceptable for the applicant to “submit without signatures until the State of Arizona opens up, and then resubmit” for the initial upload and then get actual signatures at a later date.  Those applications without signatures will not move pass the initial screening of the application process. Applicants must make every effort to obtain original or Digital Signatures to complete the application process before the May 1, deadline.

44.  Question:  We are planning to submit our 21st CCLC application for FY21.  We are having some difficulties with the completion of Form A-Participant Verification.   Some of our schools have been having a difficult time reaching their community partner contacts during this time when many offices are closed.  We are collecting electronic signatures of the partners we have been able to reach, but are wondering if there is some flexibility regarding the submission of the signatures for each of our partner organizations.  Would it be possible to record all information about our community partners on Form A, and submit the missing signatures on an updated document at a later date?

Answer: Please refer to Questions #12, #15, and #16 on the 21st CCLC FAQs webpage 21st CCLC FAQs for step by step explanation on how to complete the Digital Signature. It is acceptable to get Digital Signatures or to get original “hand-written” signatures from signers and then upload the documents into the Related Documents Section in the Grants Management System before the May 1 deadline.  You can also use a combination of digital and written signatures.  Please note Form A states:  “(must have at least one Community Partner)” and “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 signatures, printed title and other requested information for all participants. Must have at least one Community Partner signature. Only legible information will be acknowledged.”  It is not acceptable for the applicant to “record all information about our community partners on Form A and submit the missing signatures” for the initial upload and then get actual signatures at a later date.  Those applications will not move pass the initial screening of the application process. Applicants must make every effort to obtain original or Digital Signatures to complete the application process before the May 1, deadline.

45.  Question: Where can I locate my site’s official October 1, 2019 enrollment number for the FUNDING FORMULA in the ELIGIBILITY VERIFICATION WORKSHEET?

Answer:  Page 2 of the 21st CCLC FY21 Grant Application Guidance (PDF), states:  The regular attendees are the number of students who will attend 30 days, or more cannot exceed 30% of the total enrolled students at the school on October 1.  Enrollment numbers can be located in the AzEDS Portal, under Reports, in the on the OCT1 Report. Look for the, “Total Passed by School:” number at the bottom of the report. If you do not have access to the AzEDS Portal or the Oct 1 report, please contact your LEA’s Entity Administrator for the official Oct 1 enrollment number.

46.  Question:  If awarded the 21st CCLC grant, can we start offering students services in September or do we need to wait for October?

Answer: On page 6 of the 21st CCLC FY21 Grant Application Guidance (PDF), states: Official award to new grantees will occur at the State Board of Education (SBE) meeting in mid-August. For grant applications moving forward for approval to the SBE, expenses to the 21st CCLC grant can be obligated prior to SBE approval. However, those charges must occur after the substantially approved date in GME. In addition, LEAs cannot request reimbursement on those charges until official Grant Award Notification from ADE is uploaded in the GME System. Therefore, it is possible to start programming in September if all the above criteria are met.

47.  Question:  The school administrator signed Form A in blue ink. Will that written signature be acceptable?

Answer: Please refer to Question #26 on what are allowable signatures, and Question #42 on legibility of signatures on the 21st CCLC FAQs webpage 21st CCLC FAQs .  Blue ink for a handwritten signature is acceptable, if legible.

48.  Question:  I'm confused on what our required number of attendees needs to be in the grant.  The funding formula says 100 as a maximum, but then line above it says 30% of total enrollment on October 1.

  1. Enter the October 1st number of enrolled students at the site. Number of Regular Attendees cannot be greater than 30% of the total student enrollment on October

  2. Number of Regular Attendees are students who will attend 30 days or more. The maximum number cannot be greater than 100 regular attendees and the minimum number cannot be less than 42 regular attendees. Total Enrollment x 30% = number of Regular Attendees.

Please clarify for me.

Answer: On pages 2-3 of the 21st CCLC FY21 Grant Application Guidance (PDF), there is a section entitled, FUNDING FORMULA.  There you will find examples of the funding formula.  Please review that section and other parts of the guidance.  In addition, please refer to Question #45, on the 21st CCLC FAQs webpage 21st CCLC FAQs where you can locate the OCT. 1, 2019 enrollment number, which is needed for the Funding Formula.

49.  Question: We see that the 21st Century application process is now open until May 1st.  Can you please advise as to which portal we should be uploading the application to? We started it when the 2020 portal was opened, but now the 2021 portal is open and we want to make sure we complete it in the correct link on Grants Management.

Answer:  The 21st CCLC New Application is for Fiscal Year 2021.  Please refer to Questions #14 and #23 on the 21st CCLC FAQs webpage 21st CCLC FAQs .

50.  Question:  Do you all know what is happening with GME, I keep getting an error message when I click on Grants Management?

Answer: Page 9 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) 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]. Sometimes this error occurs when 2 or more users are within the same funding application.  We highly recommend that you contact the Grants Management Team.

51.  Question:  Have the Adult Family Services requirements changed since the FY15 application?

Answer: Pages 17-18 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) has the guidance for the Adult Family Services Section of the application.  The Funding Application has changed since FY15.  Review the guidance and answer the questions to reflect the current FY21 application.

52.  Question: I had trouble verifying which sites are “Targeted Support and Improvement” (TSI) with the link provided in the application. Can you point me to a specific link to verify sites?

Answer: On page 7 in 21st CCLC FY21 GRANT APPLICATION (Word Version), you will find the link to the School Support and Improvement Department in ADE and a list of the TSI Specialists.  In addition, Page 13 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) is the “Scoring Rubric for the Grant Application,” look at the Points Distribution section and note how the Priority Points will be verified.  Contact your assigned TSI Specialist in ADE.  It is recommended you get verification in writing from your assigned TSI Specialist should verification be requested during or after Peer Review.

53. Question:  What is the maximum number of regular attendees I can apply for in the 21st CCLC grant?

Answer:  Here is the question from the Eligibly Verification section of the funding application in the Grants Management System:  5. Number of Regular Attendees are students who will attend 30 days or more. The maximum number cannot be greater than 100 regular attendees and the minimum number cannot be less than 42 regular attendees. Total Enrollment x 30% = number of Regular Attendees.  It states that, “The maximum number cannot be greater than 100 regular attendees…” Therefore, 100 regular attendees is the maximum number you can put in the funding application.

54.  Question: Has the Adult Family Services Section of the 21st CCLC changed since we applied in FY15?

Answer: Pages 17-18 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) has the guidance for the Adult Family Services Section of the application. The Funding Application has changed since FY15.  Review the guidance and answer the questions to reflect the current FY21 application.

55. Question: I have several sites who are going to offer sporadic programming on the weekends.  However, these classes/programs will not be weekly.  Should we mark "weekends" for Direct Student Services?

Answer: If the site plans to offer any direct student services during weekends, even if it is not offered on a weekly basis, then they will need to mark the “weekends” box in the funding application.

56.  Question:  The 2021 21st Century-New grant application asks for all the grants that we have for this year.  My question is do I give the allocation amount, or do I give what our total is with carryover monies from the year before?

Answer: Here is a question from the Adequacy of Resources section of the funding application in the Grants Management System:  The question asks for the “total for each grant during the previous school year.” This refers to the total with carryover monies from the year before; from any local, state, and/or federal grants your agency has administered.

57.  Question: I wanted to clarify what exactly will be looked at when a charter board compliance check is conducted?

Answer: Page 11 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) refers to the “Charter Board Compliance Check” on whether the Charter is in “good standing.”  If this criteria is not met, it will be addressed prior to Official State Board of Education Approval on August 21, 2020.

58.  Question: How do I access the budget portion of the 21st CCLC Consortium Application?

Answer:  Please visit the 21st CCLC New Application Information – Consortium website at https://www.azed.gov/21stcclc/new-application-information-consortium/ for more information about how to submit a consortium application and the additional forms required to submit a 21st CCLC Consortium application.  The 21st CCLC CONSORTIUM GUIDANCE (FY21) (PDF) has information on how to open and submit the application. -Under IMPORTANT Application Steps for Completion you will find instructions on how to upload the application as a Related Document in the Grants Management System and information about what a completed application includes.  -Under 21st CCLC CONSORTIUM GRANT APPLICATION TIPS there is information about how to submit the Budget.

59.  Question: We currently have a substitute principal for one of our schools that we are applying for the grant. We have hired a new principal for next year and they have signed their contract, but won’t start until July. This principal is supporting the writing of the grant. Should we have her sign off on the grants with the Superintendent’s signature or should our LEA Director of Education sign off on her behalf for Adequacy of Resources Form B page?

Answer:  Form B requires the signature of the Superintendent and the building principal.  The signature of the new principal for next year will be acceptable.

60.  Question: An elementary school has an enrollment of 106 students. Last year, I understood that the enrollment of the school was not at the sufficient level to submit a 21st Century grant application. For this year, would the elementary school be eligible to submit an application?

Answer: Page 3 of the 21st CCLC FY21 GRANT APPLICATION (Word Version), you will find the following information:

Funding Formula:

(a) 130 Total Enrollment on October 1 X 30% = 39 Regular Attendees

(b) 39 Regular Attendees x 120 days x $10 per student = $46,800

(c) $0 Total Funds Requested (Not Eligible to Apply)*

*This Site’s total funds are below the $50,000 minimum. The Site is not eligible to apply.

Note: This Site would not be eligible to apply for the 21st CCLC Grant. The total enrollment of the school must be greater than 138 students.

Therefore, the elementary school with an enrollment of 106 students would not be eligible to apply for the 21st CCLC Grant.

61.  Question:  Is it allowable on Form E to complete with pen the information, even though we have found that this is quite challenging for us as the space in the row is very narrow?  Could we possibly use the template used in 2019, which does allow us to type all of the information that we have for this year's grant submission in 2020?

Answer: It is allowable to “hand write” by pen on Form E as long the information is legible.  It is not allowable to use the Form E template from 2019.

62.  Question:  We need to remove one of the school sites from our FY21 new application, they have decided not to submit an application. Can you send us the instructions on removing them from the added schools list?

Answer:  Applications that are entered in error are of a technical nature.   As stated in the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF)  for 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].

63.  Question: Can application questions be answered through a phone call?

Answer:  Given that the application competition is still open, the 21st CCLC Department cannot answer individual questions via the telephone. In accordance to grant guidelines and to make it equitable to all applicants, all questions, must be responded to through the [email protected] .   Answers to questions are posted in the Frequently Asked Questions (FAQ) section of the Application Information page of the 21st CCLC website www.azed.gov/21stcclc weekly. This process gives all applicants access to the same information. It is recommended that applicants check the FAQ section at the beginning of each week as they are developing applications.

64.  Question:  If a site was awarded in Cycle 13 and FY20 is their final year, can they still qualify for Cycle 16 if their attendance total is less than 139?

Answer: Page 3 of the 21st CCLC FY21 GRANT APPLICATION (Word Version), you will find the following information:

Funding Formula:

(a) 130 Total Enrollment on October 1 X 30% = 39 Regular Attendees

(b) 39 Regular Attendees x 120 days x $10 per student = $46,800

(c) $0 Total Funds Requested (Not Eligible to Apply)*

*This Site’s total funds are below the $50,000 minimum. The Site is not eligible to apply.  Note: This Site would not be eligible to apply for the 21st CCLC Grant. The total enrollment of the school must be greater than 138 students.  Therefore, the site with an enrollment of less than 139 students would not be eligible to apply for the 21st CCLC Grant.

65.  Question:  Can you please clarify the validity of a digital signature for Form A?

Answer:  When submitting a digital signature, it should self-populate via DocuSign.

The following will be self-populated and considered a valid digital signature:

  1. Name of the person authorized to sign.
  2. State “Digitally signed by” (name of the person authorized to sign).
  3. Have “Date:” (year, month, day)
  4. Followed by the time stamp appearing as a 24-hour time clock up to the second.

66. Question: If our district has not completed the 'Indirect Cost' FY21 section in GME, should we allocate an amount in our budget based on current approved Indirect Cost rates in FY 20?

If we are awarded, can a revision be made to reflect the approved amount of indirect cost based for FY21?

Answer:  Page 11 of the 21st CCLC FY21 Grant Application Guidance (PDF), has information about Recommended Budgetary Guidelines.  It states:

“Indirect Costs charged to the grant may not exceed the negotiated restricted indirect cost rate. Indirect Costs may not be charged on capital expenditures. If Indirect Cost Rates have not been loaded into the Grants Management System, and the applicant plans to charge the grant, then applicant will write a narrative to this effect in the budget narrative description in the support services supply line (as a placeholder). The narrative should clearly indicate that this is a temporary placement of an allocation for anticipated Indirect Costs, and once the Indirect Cost Rate is approved, the applicant will revise the budget to include the final negotiated indirect costs in the Indirect Costs line of the budget.” Therefore, a “placeholder” can be entered into the budget narrative description and once the Indirect Cost Rate is approved, the applicant will revise the budget to include the final negotiated indirect costs.

67.  Question: Below the Eligibility Verification Worksheet in GME, it states “once a school is entered it can't be removed and that the application must be completed.  Should we submit a bogus budget just to get the other schools submitted?

Answer:  No, please do not submit a bogus budget.

It is the responsibility of the applicant to follow all the directions given by the Grants Management Team to document that the “mistake” has all “N/A” and “zeros” in the proper location in the Grants Management System.  Also, check the “Validation Messages” before submitting the funding application.  Contact the Grants Management Team for any technical assistance. 

Pages 8-9 of the 21st CCLC FY21 Grant Application Guidance (PDF), there is a section entitled, Application Due Date.  It states: MAY 1, 2020 by exactly 11:59 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 will include the electronic application and downloaded Forms A, B, C, D, and E. Forms must be complete with signatures.  An application is fully submitted when it is “LEA Authorized Representative” approved in GME. NO EXCEPTIONS. 

If you need assistance in completing the on-line application, please see the ADE Grants Management website at 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].

68.  Question:  How do we complete the Budget section, Budget Overview, and Budget Overview for Years 1-5 in the NEW Grant Year 1 Application?  The main concern is currently, the allocated funds is zero, so how do we complete this?

Answer: When you open your site in GME, you should be able to add new budget lines to create the “Budget.”  Then the “Budget Overview” will calculate the total.  “Budget Overview for Years 1-5” should also be fillable if you enter through the site level.

If you are not able to access the site’s Budget, then contact the Grants Management Team. Page 9 of the 21st CCLC FY21 GRANT APPLICATION GUIDANCE (PDF) 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]. Sometimes this error occurs when 2 or more users are within the same funding application.  We highly recommend that you contact the Grants Management Team.

69.  Question:  Our CNA and IAP are complete.  Do these need to be included for the 21st CCLC Grant?

Answer:  The CNA and IAP do not need to be uploaded in the Related Documents.

70.  Question:  What does a “YES” mean on question 3 of the Eligibility Verification Worksheet?

Answer:  A “YES” answer on question 3 on the Eligibility Verification Worksheet means that the site will agree to stay within those amounts and not go outside of what is allowed.

71.  Question:  Can 21st CCLC Program provide a status update on a submitted application?

Answer: No, the “NEW” Nita M. Lowey 21st Century Community Learning Centers (21st CCLC), Title IV-B Grant Application for Fiscal Year 2021 (FY21) closed on May 1, 2020 at 11:59 PM in the Grants Management System (GME). The 21st CCLC grant is a competitive grant and ADE cannot comment on the status of any submitted competitive applications until the competition is entirely finalized and closed.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Arizona Department of Education is not responsible for controlling or guaranteeing the accuracy, relevance, timeliness, or completeness of this outside information. Further, the inclusion of information or a hyperlink or URL does not reflect the importance of the organization, nor is it intended to endorse any views expressed, or products or services offered.

From the 21st CCLC - Afterschool Programs Blog

ADE:Title IV-B 21st CCLC Waiver-Public Comment(09/22/20) Tue, Sep 22 2020

ADE: Title IV-B 21st CCLC Waiver - Public Comment (09/22/2020)

Given the hybrid approach some local educational agencies (LEAs) are considering in which students are in school part of the week and participating in remote learning during other times, we recognize that students may benefit from dedicated personnel and enhanced technological resources to help them better engage with remote lessons, independent work that is assigned, and other academic enrichment activities during the portion of the week when they are not physically present in school but school is in session remotely for some portion of the day, the U.S. Education Department (ED) is offering flexibility to States regarding the requirement in section 4201(b)(1)(A) of the Elementary and Secondary Education Act of 1965 (ESEA) that a 21st CCLC program operate “during nonschool hours or periods when school is not in session (such as before and after school or during summer recess).”

This flexibility will enable Arizona’s 21st CCLC Title IV-B subgrantees to provide supplemental activities when school is in session but students are not receiving in-person instruction, such as by permitting a teacher to provide additional academic supports during remote learning. All other requirements for a 21st CCLC program continue to apply.

The Arizona Department of Education does intend to apply for this waiver and is providing notice and opportunity for public comment. Comments may be submitted to [email protected] until 09/29/2020