New Application FAQ's
This section is a host for questions and answers from the field related to 21st Century Community Learning Centers New Grant Application process.
For assistance or more information about the 21st CCLC Grant application, please refer to the Application Information page of the 21st CCLC website at https://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.
FAQs may be submitted to the [email protected] until 5:00 pm on Monday, March 6th, 2023. The 21st CCLC application closes in GME at 11:59 pm on March 6, 2023. The last day Cycle 19 - FY 24 Application FAQs will be posted is Monday, March 6th, 2023.
50. I am trying to open the 21st CCLC grant application so that I can begin working on it for my school. GME will not let me open it.
Please refer to page 16 of the FY24 Grant Application Guidance . Please contact the GME team/helpdesk for assistance with accessing the 21st CCLC FY24 grant application by submitting a Help Ticket via the ADE Help Desk
49. Does Form A need to be completed by a NON-Profit organization or can it be a contracted vendor?
Yes, Form A: Participants Verification Form must be signed by a Community Partner which may be a non-profit organization and/or a contracted vendor. Please refer to pgs. 13, 30-31 of the FY24 Grant Application Guidance
48. We are a Public/State Controlled Institute of Higher Education and an “eligible entity” for the 21st CCLC grant. Can we apply for the grant?
Yes, please refer to pgs. 6-8 of the FY24 Grant Application Guidance for detailed information on how to apply under the Consortium Model. We also suggest you review the Two Pathways for Eligible Entities to Apply for 21st CCLC Funding.
47. Our school is a blended learning school. We utilize a hybrid model. Would we still be eligible and able to apply for the 21st CCLC Grant?
Please refer to pg.17 of the FY 24 Grant Application Guidance where it states that online schools may not apply for 21st CCLC funding.
Given that this funding may not serve students during their instructional day, and given the “supplement, not supplant” rule, the 21st CCLC grant program cannot fund a Center serving students who attend an online school. By nature, online education is available 24/7, so these schools do not have the option of setting a defined instructional day separate from the time that 21st CCLC services would be offered. By law, 21st CCLC programs and activities must be offered before or after the school instructional day.”
46. We would like to apply for the grant districtwide (K-12). Do we need to apply for the grant K-8 and 9-12 separately?
Yes, the 21st CCLC Grant Application is Site-specific. You will need to apply for each school separately within the one application in GME. Please refer to pgs 4 & 17 of the FY24 Grant Application Guidance to assist you in this process.
45. I want to verify I have completed the Eligibility Verification Worksheet properly. We are a very small district.
The 21st CCLC Grant application is Site-specific.
Please refer to pgs. 4-5 of the FY24 Grant Application Guidance where you will find guidance on the Eligibility Verification Worksheet. Note, you will list each “site” not the district. Therefore, you would need the enrollment count for each of your schools.
This training video may also be helpful: “Unpacking the FY24 Cycle 19 Application”
44. Currently our charter school has 2 sites that will become 1 site on July 1, 2023. One site is K-8 and the other is 9-12. After July 1, 2023, the school will be K-12. Is it possible to write the 21st CCLC grant as a K-12 grant?
Per the FY24 Grant Application Guidance (page 8), "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." Also, by combining the two schools to a K-12 school, a new school identification number will have to be issued and the K-12 school will not be available in GME.
43. Is it possible to receive funding for this project from other sources as well or are we restricted to the amount that we receive from this grant?
In response to your question please refer to the FY24 Grant Application Guidance
https://www.azed.gov/sites/default/files/2022/12/FY24.AppGuide.pdf and consider the following:
- Grants funded by the 21st CCLC program may supplement, NOT supplant, existing out-of- school funding or programs. (FY24 Grant Application Guidance pg. 6)
- Sustainability (FY24 Grant Application Guidance pages 22 and 30)
- The applicant clearly describes how 21st CCLC activities will coordinate with other funding streams and public resources
- The applicant clearly articulates plans to continue critical components of 21st CCLC services beyond the scope of the grant
42. Can the model for our district be different from what has been provided?
Each district’s model varies and is meant to serve students that need services the most. While the model/structure may vary, it will need to meet all the 21st CCLC grant requirements in order to maintain substantial compliance and be included in the "Program Design" section of the application.
Please read in its entirety the "Program Design and Implementation" section of the Grant Application Guidance - Fiscal Year 2024 (FY24) found in the 21st CCLC Application Information webpage https://www.azed.gov/sites/default/files/2022/12/FY24.AppGuide.pdf
41. What is the impact of having to cancel activities because of situations such as: weather, driver shortages, etc.... (as we are rural)?
To maintain substantial compliance there is a minimum number of days open to meet, which is 120 days open per program year. This includes a minimum number of days (4) and number of hours (8) per week open.
40. If we do not meet the required attendance what happens to the grant?
Per our 21st CCLC Guidance Handbook Fiscal Year 2023 Edition, attendance is a compliance requirement for grantees. If required attendance is not met, the site could be found out of substantial compliance, and could result in reduced funding and/or funding being discontinued.
39. Is there a budget for snacks?
Per our 21st CCLC Guidance Handbook Fiscal Year 2023 Edition, at a minimum, Arizona’s 21st CCLC programs provide after school snack and summer meals. Sites are also highly encouraged to offer free breakfast and evening meals as part of their program.
- Arizona’s 21st CCLC snacks and meals are funded by USDA child nutrition programs reimbursements through the Arizona Department of Education’s Office of Health and Nutrition. 21st CCLC programs are responsible for applying for reimbursement through this program.
- All 21st CCLC sites are responsible for offering students healthy food during the program that meets the nutrition guidelines of the USDA.
- This is a program requirement; therefore, time for students to eat is considered a part of the program hours
Arizona’s 21st CCLC programs must offer nutritious afterschool snacks and summer meals as part of the essential supports for student learning and health.
38. If there is an afterschool program that involves food would this pay for the materials/ingredients?
Per our 21st CCLC Guidance Handbook Fiscal Year 2023 Edition. In general, food costs are allowable in the 21st CCLC grant for two specific reasons:
- 21st CCLC funds may be used to pay for ingredients which will be used as instructional supplies for an ADE approved 21st CCLC cooking class – costs must be reasonable and identified specifically in the budget narrative
- 21st CCLC funds may be used to pay for light refreshment to facilitate parent attendance (e.g., coffee and doughnuts, cookies and juice, pretzels, and bottles of water) during 21st CCLC family engagement events. Attendance must be taken at the event and the food costs must be identified specifically in the budget narrative
37. Can these funds pay for staff incentives?
Per our 21st CCLC Guidance Handbook Fiscal Year 2023 Edition, staff incentives or bonuses are unallowable costs.
36. Can these funds also pay for field trips? (summer school)
A percentage of the site's funding can be utilized to assist with transportation costs to and from the summer program. Per our 21st CCLC Guidance Handbook Fiscal Year 2023 Edition, "Field trips are allowable under certain conditions. Contact your assigned Education Program Specialist to determine allowability."
35. Is there a student minimum?
While the number of attendees is determined by the funding formula, per our 21st CCLC Guidance Handbook Fiscal Year 2023 Edition, the Student/Teacher ratio is:
- Academic Year - 10 enrolled students (6 actual students) to 1 teacher
- Summer Program – 15 enrolled students to 1 teacher
34. What is the required percentage of attendance for the programs?
Required percentage of attendance is determined by utilizing the funding formula of the 21st CCLC grant.
33. Does the grant have to be renewed every 5 years?
Applying for a new grant award after 5 years is a decision made by your district’s Administration.
32. We are on a four-day week schedule, could we write Friday programing into our plan?
Yes, since your regular school days are defined as Monday through Thursday, the 21st CCLC program could run on Friday when the regular school day is not in session.
31. Are we able to apply for 21CCLC for grades K-5 only at a grades K-8 site?
No, the total school population must be included to apply. In the example you provide that would include grades K-8. Please see Page 2 in the 21st CCLC FY24 Application Guidance under "Absolute Priority."
30. Is it acceptable to have the same offerings for classes M-W, but less of a selection for classes on Thursday?
Yes, but Grantees must adhere to the fundamental program requirements as outlined in the original awarded grant by serving the number of “regularly attending” students (30 days or more) and offering services for the number of days promised.
29. What is meant by the question asking about program design? "Describe design requirements for the site’s 21st CCLC program."
Detailed explanation of “Program Design” is provided on pages 13, 22, 26-28 of the Nita M. Lowey 21st Century Community Learning Centers (21st CCLC) Grant Application Guidance
28. Can some students attend on certain days for a specific subject offering and not others? (Ex: If of students need help with math, can they attend only on Tuesdays (or only on Tuesdays and Thursdays?) or do students need to attend all 4 days per week?
Every student in the program must be afforded the full hours of programming planned. For example, students needing math help should attend on the days when math classes are offered, but also be given the opportunity to attend the other days. Direct student services (see pg 27 in Application Guidance) are those services where enrolled student participants can participate.
27. What is the time span required for the same students/cohort to attend this program? (Ex: for 1 quarter and then switch?)
21st CCLC is intended to be a long-term academic intervention targeting the students who need it most, not a “drop-in” program. Also consider that more than 1 cohort should be served daily.
26. Is it acceptable to use grades as a requirement to be required to attend this program?
Yes, this can be one of the criteria utilized to identified targeted students.
25. Is there a certain number of students that need to be a part of the program?
No, the 21st CCLC Program is meant to serve students who are academically “at-risk” and specifically recruits the students identified in the application as in need of this long-term academic assistance program. Please note that the overall enrollment must be a certain number to meet the 30-day attendee goal as stipulated in the grant application.
24. Is there a minimum school enrollment requirement needed for eligibility of the 21st CCLC funding?
Yes, the MINIMUM TOTAL ENROLLMENT of each school site must be 139 students on October 1 to be eligible to apply for the 21st CCLC Grant.
23. The Indirect Cost (IC) rate for FY24 has not been approved by ADE yet. Can I include the IC rate in the application budget? Can I use a placeholder for IC in the Grants Management System?
The Indirect Costs can be placed in 6600-2100 as a placeholder if the Grants Management System has not loaded the Indirect Costs rates for your district.
Please refer to Pages 19-20 of the 21st CCLC FY23 Grant Application Guidance stating:
“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.”
22. Are we only required to list one single Community Partner Organization hence the reason why Form A is only 1 page?
Yes, at least one Community Partner Organization is required to be listed and sign Form A: Participants Verification Form, Form A must be uploaded as part of a complete application.
21. Where is the rural or NCES geo data verified?
The National Center for Education Statistics (NCES) Geo Data is verified at the School & District Navigator website: https://nces.ed.gov/ccd/schoolmap/
20. Would the neighborhood census data be considered ‘relevant’ to establishing 40%?
Yes, neighborhood census data would be considered ‘relevant’ to establishing 40%.
19. What are specific examples of data sources that would be considered ‘relevant’ verifiable data?
Income eligibility falls under “other verifiable data,” by definition. It is available under the “Enrollment” tab here: Accountability & Research Data | Arizona Department of Education (azed.gov)
18. Where can I get the required percentage of free and reduced lunch?
Data sources that have been used in the past to show risk and can be used to demonstrate that the site is economically disadvantaged and eligible to apply for the 21st CCLC grant can include:
• Cite relevant data for school and community (i.e., truancy data, disciplinary data, socioeconomic data, achievement data, community crime data, etc.).
Enter this data in Question #1 of the Eligibility Verification Worksheet.
17. I've reviewed the webinar and guidance documents. I would like to discuss with someone what I'm thinking for our school district and five schools. Can someone give me a call please?
Our team nor any other person employed at ADE can respond to questions about the application or application process during an active live competition. All questions must be sent to the [email protected] email address.
Following this process is the only way to keep the competition fair for all applicants, by ensuring that all applicants have access to exactly the same information.
Questions sent to the Inbox and answers to those questions are posted to the FAQs section of our website where all applicants have access to them.
16. Due to our school site operating as a National School Lunch Program Seamless Summer Option (SSO) site, how do we write this into the application when there is no free and reduced meal percentage available for the site?
Question #1 of the Eligibility Verification Worksheet is the question where an applicant can provide other verifiable risk factor data, including the data source, to show that the site is eligible to apply for the 21st CCLC grant.
15. Our school account was just added to GME, and we would like to apply for the 21st century grant, but the application doesn’t appear in GME under the funding applications. Could you help me?
Since your school account was recently added to GME, please refer to page 16 of the 21st CCLC Grant Application Guidance where you will find step-by-step guidance on how to access the application in GME.
14. Who do I contact for questions I may have about the 21st CCLC Grant application?
All inquiries about the 21st CCLC Grant application are submitted to: [email protected]
13. 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’s public school attendance area?
Private school students are eligible to attend the program if:
- they live within the applicant’s school attendance boundary
- they fall under the needs’ assessment information and targeted objectives of the submitted grant application
12. How do applicants include private school students if indeed that private school chooses to participate?
Applicants determine how they will include private school students in the program as discussed and determined during the consultation meeting with the private school.
11. How do we get data on private school students since a private school may not use the same data as the public-school site?
The applicant will determine the data that will be collected, and this should be discussed at the consultation meeting. Note: Access to student level data protected by FERPA is necessary to complete required state and federal reporting for this federal grant.
10. Our school site’s enrollment on October 1st was 134. However, the school site’s enrollment on January 4th was 145 and growing. Is it possible to use current enrollment when it comes to applying for the funding formula?
No, all grant applicants must use their October 1 enrollment count to determine the number of Regular Attendees for the Funding Formula.
9. We are a tribally owned boarding school. Will we need to complete the Form C – Private School Consultation Form?
Yes, you will need to complete the 21st CCLC FY24 Form C - Affirmation of Consultation Form (Participation of Private School) because there is a private school near your campus. You will need to check the third box and complete the remainder of the form.
All Mandatory Forms (Forms A-E) with original and/or digital signatures must be uploaded to GME as part of the Application.
8. How can I digitally sign the Mandatory Forms?
Please refer to the following link with step-by-step instructions on how to digitally sign the Mandatory Forms. All forms must be saved on your desktop; to have them digitally signed. https://www.azed.gov/sites/default/files/2022/12/7.CreatingApply.Digital.Signatures.%28PPT%29.pdf
7. What are the eligibility requirements to apply for the 21st CCLC Grant?
To be eligible to apply for this grant, applicants must meet two criteria:
- ABSOLUTE PRIORITY - serve students who attend schools where there is not less than 40 percent economically disadvantaged students in the total school population.
- MINIMUM TOTAL ENROLLMENT- total enrollment of each school site must be greater than 138 students on October 1 to be eligible to apply for the 21st CCLC Grant.
6. Why are “State Accountability A-F Letter Grades” not part of the priority points for the 21st CCLC grant this year?
There are no D or F schools for this year.
In accordance with A.R.S. § 15-741 Section 2, individual components within A-F Letter grades were calculated and published without an overall letter grade for school year 2020-2021 due to COVID-19. Schools receiving a NR (Not-Rated) currently do not have the components required in the current model to receive a grade.
5. What “Priority Points” are offered for the FY24 – Cycle 19 21st CCLC Grant?
Priority Points will be offered for School Labels (TSI/CSI), and schools with a Rural Classification.
The Priority Points verification and links are outlined on pages 24 & 25 of the 21st CCLC FY23 Grant Application Guidance(PDF) located at: https://www.azed.gov/sites/default/files/2022/12/FY24.AppGuide.pdf /.
4. Will the site: https://www.azed.gov/hns/frp/ be used to verify Free/Reduced Price Lunches (FRL %) for Absolute Priority this year?
Yes, https://www.azed.gov/hns/frp/ , the free/reduced price lunch numbers from this year will be used AND/OR other verifiable risk factor data, including the data source, that shows that this Site serves students where at least 40% of the students qualify for free/reduced price lunches.
3. Will applicants be required to use the free/reduced price lunch numbers from this year?
Yes, the free/reduced price lunch numbers from this year will be used.
2. We are having a lot of trouble getting the free/reduced priced lunch forms returned. Do we still have time to do another big push to ask parents to return them?
Yes, it is always a good idea to ask parents to submit free/reduced price lunch applications because it opens up other federal funding opportunities.
1. Several of our school sites would like to reapply for the 21st CCLC grant for next year. We are unsure of what date the Free/Reduced price lunch counts are pulled from. Is eligibility determined from the 40th day, the 100th day, or a different date?
The eligibility requirements for last year’s funding application are outlined on the 21st CCLC FY24 Grant Application Guidance (PDF) located at: https://www.azed.gov/sites/default/files/2022/12/FY24.AppGuide.pdf . Page 2 has the information on what flexibility was allowed in the previous funding application.
Please check the application website to review the FY24 absolute priority requirements and contact the 21st CCLC Inbox if you have further questions.
