Back to EMSC Home SED Home Disclaimers and Notices

21st Century Learning Centers

Questions and Answers to RFP

Question 1:

I would like copies of the two proposals below for the past round of grants for the 21 Century Learning Centers. I know I can get them because I have in the past for other programs in accordance for the "Freedom of Information Act.” Is there a fee and do I need to fill out any special papers?

Send your Freedom of Information Request to the NYS Education Department at 89 Washington Avenue, Albany, NY 12234 to the attention of the Freedom of Information Act Officer.  You can also email your request to FOIL@mail.nysed.gov.  Be very specific in your request.  You will receive an acknowledgement that the Department received your request and that provides additional information.  Copies are $.25 per page.

Question 2:

We are considering applying to fund after school activities for youth who attend our 853 School. Because they have significant behavioral and mental health challenges, we could only serve a limited number in this program (i.e., we have 94 students enrolled, but we would serve 15-20 total students). Is it acceptable to offer the program to a pre-identified cohort of students, or must all students be given the opportunity to attend?
Also, because our students have such complex and challenging behavioral needs, we must offer a fairly intense child/staff ratio for safety purposes.  If our cost per child exceeds that of the typical community-based school, would that negatively impact our proposal?

You are not required to include all the students, but you should establish criteria for participation and apply them consistently to all students to determine who will participate.
Budgets should reflect costs that are adequate and reasonable.  Include in the budget narrative an explanation of the higher costs.  This should not negatively affect the scoring of your proposal.

Question 3:

Who should I contact in the Bronx for District 12?

Robin Frazier at 718-741-8539 or email at Rfrazier2@schools.nyc.gov

Question 4:

We would like to know ... Could a principal at a school sign off more than one proposal with different CBOs since they are servicing a lot of students. Thanks.

It's not advisable.  There can be only one program serving the same students per building.

Question 5:

Does an organization have to be a certain size in order to be considered for funding?

No.  Your strength will be reflected in the proposal when you describe the successful experience you and your partners have had.

Question 6:

I am interested in serving as a peer reviewer. However, I am unable to reach the website given at the technical support session. Can you please email the link to me for the application?

If you are interested and able to serve as a reviewer, you must complete an online application, even if you have previously indicated interest in participating in the process.  Successful applicants and alternates will be
notified during the week of March 17th. Please hold April 15-18 in your calendar until you are advised otherwise - we anticipate needing many reviewers, depending upon the number of applications received. The online application is available at the following URL:

http://www.surveymonkey.com/s.aspx?sm=rmfpLpwdpDhymhmjpa33_2bA_3d_3d

Question 7:

We are aware of the requirement to enter into a relationship with an
independent evaluator.  Is the evaluator considered a Partnering Agency of vendor for the purposes of the application?

A vendor.  No partnership agreement is required.

Question 8:

Will there be any more TA meetings in NYC for the 21stcclc grant?

There are no other sessions planned for NYC. 

Question 9:

As a CBO applying for funding, The Salvation Army will be entering into partnerships with public schools. Is it a requirement to have the Community District Superintendent (as Regional Superintendents have been eliminated) sign the partnership agreements, or does a principal's signature suffice?  We are looking to get these forms signed ASAP. Is it possible to have an answer to this question before March 4?

The partnership agreements need the signature of the District Superintendent.  Signatures of the building principals are needed on the "Feeder Schools Form" page A-8 of the RFP.

Question 10:

I am working with two schools that are in fairly close proximity to each other, however they are in different NYC districts. Ideally we would like to write one proposal, where a CBO is the lead applicant, to
service these schools as we will be working specifically with all the area homeless shelters. Would both district superintendents need to sign off on this proposal? Or do I have to do two separate proposals as they
are two separate districts?

Both district superintendents would need to sign off.  Work with the NYC Dept. of Education 21st Century grant manager for your borough to gain the necessary sign-offs by the building principals and district superintendents.  The grant manager for Brooklyn is Eleanor Leonard who can be reached at 718-935-3683 or by email at Eleonar@schools.nyc.gov . 

Question 11:

The past five years we have been an extremely high poverty area and very poor performing. This past year many of their schools have been shut down for restructuring. All the new schools do not carry a SINI status at this time. If we are working with Middle Schools that are not currently SINI because they have no status as a new school, would that fall into Priority 1 or Priority 3? Does this fall under any kind of feeder school regulation as all the schools these children came from were SINI or SURR schools?

The new schools start with a "clean slate" and therefore do not have SINI status.  The feeder pattern option you refer to is used only to determine whether the school is eligible for funding based on the poverty levels of the feeder schools. The feeder pattern cannot be used to establish SINI priority.

Question 12:

If the BEDS # for our partnering school (a new charter) is not received in time to meet application deadline, will a tax payer identification number for the applicant agency suffice?

Yes.  However, a free lunch rate of at least 40% must be documented for the school to be eligible.

Question 13:

If a CBO (lead applicant) partners with a charter school is it necessary to complete the Private School Consultation Form? What if the charter school is the lead applicant?

The answer to both questions is no, because Charter Schools are not limited to a geographic catchment area.

Question 14:

Who must register with OCFS? How do we, if necessary, embark on that process?

Refer to page A-41 of the RFP for information about the required SACC registration required for certain applicants.

Question 15:

If a school falls below the 40% free and reduced lunch rate, but they meet all other requirements, are they eligible to apply for 21st Century Learning Center funding?

No.  21st Century programs are to serve primarily students who live in poverty. 

Question 16:

If two high schools we want to serve are not on the eligible list as receiving Title I but are SINI according to above definition, is that still considered first priority? (We have a middle and two elementary as feeder schools that are Title 1 as part of this grouping as well).

• Eligibility refers to poverty levels.  A school eligible for Title I Schoolwide Program funds is one that has a high level of poverty and therefore is eligible to apply for 21st Century funding.  A school that is not eligible for Title I Schoolwide Program funds can be eligible for 21st Century funding if it has a free lunch rate of at least 40%.
• You can't apply to serve a school that does not meet the poverty level UNLESS you apply to serve multiple buildings and at least 50% of those buildings meet the required poverty level.
• A school can be a school in need of improvement (SINI status) but not eligible for 21st Century funding because it does not have the minimum 40% free lunch.
• In New York City, students apply to enroll in the high school of their choice.  Therefore, the feeder schools cannot be used to determine the eligibility of the high school. 

Question 17:

PS 173, an elementary school in NYC PK-5, is listed as one of the targeted schools.  Is the grant targeted to elementary, as well, or only to middle schools?  What schools in District 6 in Manhattan have this grant?

Elementary school programs are eligible for funding.  If the school has SINI status (School in Need of Improvement), it receives priority over programs that do not serve SINI schools.  Please contact the NYC Dept. of Education Grant Manager for Manhattan to discuss the school(s) you are interested in to determine if District 6 is planning to apply to serve certain buildings.  Coordinate with them to avoid submitting more than one application per school building - there can be only one 21st Century program per building. The Grant Manager for Manhattan is Serge St. Leger who can be reached at 917-339-1700 or by email at SStLeger@schools.nyc.gov .

Question 18:

We know that a school is required to be a partner for the 21st CCLC grant when the Lead Agency is a Community Based Organizations (CBO).  We are a CBO that also operates an 853 school on our main campus. Can our school apply as the Lead without collaborating with a school district? Are we considered an LEA for the purposes of this grant?

Your agency does not have to partner with another school.  853 schools such as yours can be both the LEA and the CBO.

Question 19:

We are a not-for-profit youth and family organization that operates a private, on-campus 853 school. Youth who attend our residential programs also attend this campus school. We would like to apply for funds to provide programming for this very specific population. Must we contact other private school districts in nearby areas?

You do not have to consult with private schools in the area.  Given that you are an 853 school, your catchment area is not limited to the immediate geographic area.

Question 20:

In the RFP rubric, the section on Organizational Leadership and Quality of the Management Plan can receive a maximum of 15 points. If you total up the values of the individual items on the rubric, they add up to 20. In the section on Adequacy of Resources, the reverse is the case. The section can receive a maximum of 20 points, but the items only add up to 15.

This error has been noted and the corrected rubric will be posted shortly.  In the meantime, I am attaching the two corrected sections.

Question 21:

On the eligibility lists provided in the RFP, a school is listed but with a 0 listed under the last column. Does this mean it is not eligible?

No.  The school is eligible - it has the 40% free lunch rate but does not receive Title I schoolwide program funds.

Question 22:

Also for SINI schools - are schools requiring academic progress or restructuring also in this same category?

Yes.

Question 23:

Is cross-enrollment possible between 21st CCLC and OST, WIA, YABC/LTWs etc?

Yes.  21st Century programs are encouraged to leverage other funding sources to enhance their programs.    

Question 24:

Who is included in the "non-completers" designation?  Does this mean schools that have students who are at-risk of dropping out, or schools that have a low graduation rate, or....?

High school noncompleters are those who are at great risk of dropping out (few credits earned, poor attendance, etc.) or those who have dropped out and would use the 21st CCLC as a segue for re-enrolling in school.

Question 25:

Does the Feeder Schools Form (page A-8) have to have all Principal's signatures on one form, can multiple forms be included? 

Multiple forms can be used. Please create a master form listing all feeder schools with the individual signed forms attached.

Question 26:

On page A-2, The Capacity Determination Form, are you looking for the largest grants the division operating the CCLC grant has received, or the grants that the entire CBO has received?

If it is the entire CBO that is the applicant/fiscal agent, then list all grants.

Question 27:

Are principals allowed to sign off on more than one 21st CCLC proposal?

It is not advisable.  There can be only one 21st Century program per building.

Question 28:

Are principals allowed to sign off on more than one 21st Century Community Learning Center proposal? If multiple CBO's approach a school, is the principal expected to select one to go forward with a proposal?

Yes.  There should be only one 21st CCLC program per building.

Question 29:

Some of the schools on the eligible list for this 21CCLC round have programs that won't expire until 2009. I understand that a CBO running these programs can apply for enhancements/expansion in this round.

a. Should an expansion/enhancement application be to serve additional students at these schools? An applicant can either expand services to existing students and/or serve additional students.

b. Can it include enhanced services to the current students as well? For example, could it offer a summer program serving both new students and students in the current program? If it offers an activity not currently offered, can current students register for the activity? Yes.

c. If a CBO not currently in the school applies in this round, while the
current CBO applies for an expansion to serve more students, will they be competing with each other? Could the result be two 21st CCLC programs in the school? There can not be two 21st Century programs in one school.  Perhaps the new CBO could be a partner in the expanded program (be included in the application submitted by the current CBO).

d. The Tito Puente Education Complex in CSD 4 in NYC is on the list of eligible schools. The NYC Department of Education is reorganizing the complex, and may be adding two new schools, which will begin in September '08. The addition of the schools, if it happens, will become definite before the application deadline date. One of these schools would like to partner with the applying CBO. Is there anything special that the school needs to do so that it is recognized as eligible or is the listing of the Complex as eligible sufficient? If the complex will be operating three separate schools within the  building, documentation is needed that the students attending the two new  schools are from eligible schools (40% free lunch rate or Title I  schoolwide programs).   Please forward that documentation to SED for a  determination before submitting the application.  (When there is more than
 one school in a building, we look at the individual schools - not the building in its entirety. 

Question 30:

Can you tell me what the required staff to student ratio is?

There is no required ratio unless the applicant is not a local education agency (LEA) but plans to serve children under the age of 13.  Please refer to page A-41 of the RFP.

Question 31:

We are considering applying for a 21CCLC grant in partnership with up to seven transfer schools that we serve. Two of the seven have SINI/SURR status, but the remainder have opened within the last year and don't have a status yet. These schools were opened to serve a particularly high-need, noncompleter population: over 75% receive free or reduced lunch, and over 87% are classified as over aged and under credited, putting them at serious risk of not earning a high school diploma. Given the population served by this group of schools and the SINI/SURR status of the two that have been open longer than two years, can you please tell me whether a grant application on their behalf would fall into the highest priority category?
 
All the schools are eligible based on poverty; however, for SINI priority, 75% of the schools must have SINI status.

Question 32:

Some of the schools on the eligible list for this 21CCLC round have programs that won't expire until 2009. I understand that a CBO running these programs can apply for enhancements/expansion in this round.

a. Should an expansion/enhancement application be to serve additional students at these schools?

a. An applicant can either expand services to existing students and/or serve additional students.

b. Can it include enhanced services to the current students as well? For example, could it offer a summer program serving both new students and students in the current program? If it offers an activity not currently offered, can current students register for the activity?

b. Yes.

c. If a CBO not currently in the school applies in this round, while the current CBO applies for an expansion to serve more students, will they be competing with each other? Could the result be two 21st CCLC programs in the school?

c. There should not be two 21st Century programs in one school.  Perhaps the new CBO could be a partner in the expanded program (be included in the application submitted by the current CBO).

Question 33:

We are interested in having more guidance around the issue of program evaluation for summer camp programs.  If we are to show academic and behavioral improvement for children who are not concurrently attending a school program (i.e. summer school), how would we show these changes?  Would we look at grades prior to attending the summer camp (spring) and then grades after summer camp (fall)? Are there acceptable alternative sources of information (besides school records), such as information from social workers, parents, etc. who are
familiar with the children's behavior and academic achievement?

The answer is yes to both questions.  For the evaluation of your program, you should collect data that will provide the information you need and want to know about your program's effectiveness so that you can plan for improvement.  The federal APR reporting is difficult in that it compares spring achievement data with that of the previous fall.

Question 34:

We are planning to propose offering services to all students at the Franklin K. Lane High School building. This school is going to be phased out next year, meaning that, in the fall of 2008, the building will include Franklin K. Lane High School, and four additional schools, two of which will be new in 2008, and the other two of which have not been open long enough to have a track record to determine whether they are SINI schools. Since Franklin K. Lane High School is currently a SINI school, if we provide services to all the students in that building, would that give us Priority 1 for the RFP?

When more than one school is located in one school building, the schools are considered to be separate.  In the description you provided, there will be a total of five schools in the one building.  If you apply to serve only Franklin K. Lane HS students, the application would receive first priority (SINI and High School).  If you apply to serve all 5 schools, you would not receive the high school or SINI priority.

Question 35:

Round 3 programs can apply to expand their current programs to serve more students or add another component. Are round 3 programs expected to complete the entire application or just some components of it and is the minimum budget for this type of application $50K? Also we are assuming that this application would only be for the 2008-09 school year.

Round 3 applicants would complete the entire application; the minimum is $50,000 per year; it would be for the full five years.

Question 36:

We have a K-2 elementary school that is eligible to apply for the next round of funding. They are the sole feeder school for a grade 3-5 elementary school. We believe that this elementary school would be eligible because it meets the criteria for the feeder pattern eligibility option. The definitions and clarifications section of the application speaks to middle or high schools but does not mention the possibility of one elementary school feeding another. Can this be clarified?

The same is true for elementary schools.

Question 37:

On the FY 08 Title I School chart, the right-most column says "T1 = 1 and NT1 = 0.  What does this indicate? It seems like 1 indicates schools with higher-than county average poverty rate and ''0'' indicates schools that do not meet the county cut off.  Could you please clarify?

T1 indicates eligibility for Title I Schoolwide Program funds - i.e., a higher poverty rate.  NT1 indicates that the school is not eligible for Title I Schoolwide Program funds - a lower poverty rate.  I think the "1" and the "0" are numeric indicators to extract data.

Question 38:

The Superintendent and Principal sign the Partnership agreements, but our own COO, as we're a community-based-org, would sign the cover page?

If the community based organization is the applicant, its COO would sign the cover page.

Question 39:

On the capacity determination form, are you looking for grants that our partnering school has received or the grants our CBO has been awarded? If the CBO, then would you prefer the largest grants that the division applying for the grant has received, or the largest grants that our organization as a whole has received (which may be from other divisions).

The applicant is to identify other grants it has received.  If the grant(s) went to the division that is applying, list those.  If the grant went to the larger organization, list those as well.

Question 40:

ONC BOCES is the LEA for our rural programs in Otsego and Delaware Counties consisting of 12 separate school districts and around 9 community partners.
 
a) Our first question:  4 of the 12 schools in our proposal are not on the list of eligible schools as posted on the website.  I believe that 2 of our schools not currently on your list may have over a 40% Free and Reduced Lunch rate and I would like information on reviewing at least those two schools to ensure eligibility.  Linda said that we could have the schools reviewed now as opposed to waiting for the March 4th FAQs website posting. Please inform as to what we need to submit to have our 2 schools reviewed. (According to yesterday's training, we are assuming that NYSED will officially publicize a minimum percentage of eligible schools for the entire partnership, so if we have the 2 in question approved, we will have 10/12 eligible which will be over 80%)

a)  At least 50% of school buildings must meet the 40% FRL rate for the application to be eligible.  You already have that.
 
b) Secondly, we would like some clarification on the definition and procedures for having a "consortium" vs. a "partnership".  We are planning to submit a proposal with 12 schools, 9 community partners and ONC BOCES as the LEA.  Is this considered a "consortium" and if so, how will our proposal need to be different?

b)  The consortium policy states that an applicant “Must be an active member of the partnership/consortium.”  The policy also states that the applicant “Cannot act as a flow-through for grant funds to pass to other recipients.”  Therefore, BOCES should not act solely as a fiscal agent. BOCES should be providing program services.

Question 41:

Independence High School (M544, NYC Geo District #2) is an Alternative Transfer School, defined by NYC.gov as "small, academically rigorous, full-time high schools for students who have been enrolled in high school for at least one year and are far from promoting on grade level." Can this school be considered SINI?

Transfer schools must be on the SINI list to receive priority.

Question 42:

Murray Bergtraum High School (M520, NYC Geo District #2) is designated as a School in Corrective Action. Per NYC.gov, "a School in Need of Improvement (Year 2) that does not make AYP on the accountability measure for which it was identified is considered a School in Corrective Action for the following year, if it continues to receive Title I funds." Can this school still be considered SINI?

This school still has SINI status.

Question 43:

Do you need to have an address in New York State to be an eligible applicant for 21st CCLC funds? Can a national organization located outside NY apply?

A New York address is not required; however, all applicants must have an active, hands-on role in the planning and implementation of the program.  The applicant cannot manage from afar or serve as a flow-through mechanism to transfer funds to other agencies.

Question 44:

If an applicant applies for a cluster of 3 schools, how many of the schools need to be SINI to receive priority? Similarly, how many of the schools need to serve middle school students or high school non-completers to receive priority?

All three schools would have to have SINI status to receive SINI priority.  The rule is that 75 percent of school buildings must have SINI status to receive SINI priority.  Likewise, at least 75 percent of the middle or high school buildings would have to have SINI status for priority the first priority.

Question 45:

We are applying for three schools.  The schools are in different sites.  Do we submit one application per site or one application for all three? 

If the program would be substantially the same at all three schools, one application is sufficient.

Question 46:

When I asked the question at the info session, I was told that 75% of the schools being served under the grant - not 75% of the students but 75% of the school buildings - would need to be SINI schools serving middle level students in order for the proposal to receive first priority. Clearly the RFP doesn't say that. Can you please clarify the following:

a.  Is priority measured according to number of students or according to the number of sites? Again, it seems to make sense that if the majority of students we serve are middle level students in a SINI school that we would qualify for first priority, even if we have a much smaller number of students in two non-SINI elementary schools.

a.  Priority is based on the percentage of buildings with SINI status – i.e., 75 percent.

b.  Whether it's measured by students or sites, is the 75% rule hard and fast?  In other words, is this the official definition of "primarily," and thus the standard that will be applied to all applications?

b. The 75% rule is firm.  Having only one of three schools in SINI status would not provide priority status.

Question 47:

My question concerns SED's funding priorities. Does an applicant which is NOT a SINI school but IS serving middle level students and/or high school non-completers receive any priority?

No.  There is no middle level or high school priority for non-SINI schools.

Question 48:

We are working on writing proposal for 21st CLCC grant for 08-13. So, I'm searching your website a lot, but still unable to get Title I, section1116.  Where can I get them?

You can access Title I and other sections of the NCLB at the federal web site:

http://www.ed.gov/policy/elsec/leg/esea02/index.html

Question 49:

Please send me the link for the online application for the Peer Review Process. 

If you are interested and able to serve as a reviewer, you must complete an online application, even if you have previously indicated interest in participating in the process.  Successful applicants and alternates will be
notified during the week of March 17th. Please hold the April dates in your calendar until you are advised otherwise - we anticipate needing many reviewers, depending upon the number of applications received. The online application is available at the following URL:

http://www.surveymonkey.com/s.aspx?sm=rmfpLpwdpDhymhmjpa33_2bA_3d_3d

Question 50:

Please clarify the necessary signatures on the 21st Century application.
 
The District Superintendent should sign the cover page of the application if the district is the applicant.  In any case, the Superintendent should also sign the partnership agreements.  The principals should sign the Feeder Schools Form on page A-8.

Question 51:

I am interested in submitting an application for a SINI school but it is not on the "List of Eligible Public Schools".  Can I still apply?

The school must either receive Title I Schoolwide Program funds OR have a free and reduced lunch rate of 40% or higher.  If you have documentation that the rate is at least 40%, you can forward it for a determination by SED now, before you write the proposal.

Question 52:

As a non-public school, can we make the application on our own  or does it have to go through our LEA?

No. You can apply as the LEA in partnership with a CBO or other organization.

Question 53:

Would a program designed around college admission preparation qualify as an allowable activity for 21cclc? Components would include essay writing workshops, financial aid workshops, and one-on-one counseling to select appropriate schools and guide students through the application process. SAT prep classes would also be offered.

Yes, as long as the 21st Century program has all three required strands - academic enrichment, youth development and family literacy and services.

Question 54:

Are schools that will open in the Fall of 2008 eligible for inclusion in a 21st Century Community Learning Center application?  (As new schools, they would not be on the current eligibility list).

Are you referring to schools in NYC that are the result of reconfiguration?  If yes, you may be able to document that the students are from schools that are eligible this year.

Question 55:

Given the recent and ongoing reorganization in the New York City Department of Education, is the signature of a District Superintendent necessary on the Partnership Agreement?  Would the signature of a Principal be sufficient?  In particular, would the signature of a Principal in an "Empowerment Support Organization" be sufficient?

As per the NYC DOE, we need the District Superintendent's signature on the cover page if the district is the applicant.  The principal's signature is needed on the Feeder Schools Form on page A-8.  Please work with the NYC DOE Grant Managers to gain the needed signatures.

Question 56:

Please indicate the deadline for proposal.

Postmarked or delivered by March 17.

Question 57:

How should we calculate the cost per student.  Is there a minimum or maximum dollar amount that should be used to calculate costs?

No.  Costs are to be adequate but reasonable.

Question 58:

Would the NY State Department of Education consider an application focused on the provision of summer learning programs over the course of a five-year period?

Yes.  Summer programs are allowed.

Question 59:

I am interested in pursuing the 21st Century Community Learning Centers Program but am confused whether the program is directed at single states to apply and then each state decides to give funds to certain LEAs or if the LEAs themselves can apply. Also, I read on the education website that I need to contact NYS office in order to find the particular deadline and application for this round.

Each State awards its share of these federal funds competitively.  The application for New York can be accessed at www.emsc.nysed.gov    Click on funding opportunities.  The deadline for applications is 3/17/08.

Question 60:

If I understand the criteria correctly, in order for my nonprofit to apply we must provide all three services stated- academic enrichment, youth development and family literacy correct?  If our focus is strictly youth development we can not submit a proposal?
 
Each program must have the three strands of programming that you mentioned.

Question 61:

Our agency is currently receiving 21st century funding for an after school program which is scheduled to expire in June, 2009. I see that the new funding opportunity for 21st century programs starts in July of 2008 which would overlap with our current program's funding cycle. Can we apply for this funding for that program? If not will there be another opportunity? I would hate to have to close our current program when the funding ends in June of 2009.

You can apply this time to expand the current program by serving more students or another school or by adding a new program component - e.g., the arts, GED preparation, service learning. You can also apply to establish an entirely new program.  We expect to conduct another funding competition in early 2009 for funding to begin 7/1/09.

Question 62:

Is a BOCES alternative education program eligible to apply for its own program? Obviously in partnership with the component school districts. However, not all of the component districts (or schools) are listed as eligible. Does that mean we can only offer it to students of eligible schools?

At least 50% of the feeder schools to be served must be eligible (Title I schoolwide program or 40% free and reduced lunch rate).  For SINI priority, at least 75% of the schools must be in school improvement status.

Question 63:

Is it possible to find out how specific school districts are utilizing their 21st Century funds?

Information on individual programs can be accessed at http://ppics.learningpt.org/ppics/public.asp

Question 64:

How do access the current 21st Century contractor's budgets/per student rate or other information that will help us in effectively structuring our proposal budgets? Please provide us with some helpful fiscal information which can only make the process most competitive.

There is no minimum or maximum dollar amount per student.  Costs are to be adequate and reasonable.

Question 65:

On page A-6 the “Partnering Agencies Form,” it notes that “an individual, agency organization or other entity that only provides services is considered to be a vendor, not a partner, and would not require a Partnership Agreement.” There are several organizations and institutions that already work with the school and are considered partners and have agreed to provide services in an after school program.   Some are in-kind services such as Health Educators; such as tutors from Columbia University on work-study will require some payment. Just to double-check, are all of our community organizations and institutions who provide services including volunteers through a specific agency or organization considered “vendors” and not partners?  Are we looking at partners only as those who are providing space,  planning and or other resources in addition to services?

Partners are active in the planning and implementation of the program, whereas, vendors supply services or other resources without having a role in planning and implementation.

Question 66:

If the CBO is partnering with a charter school, does it have to consult with private schools in the area?

No.

Question 67:

At a recent pre-proposal conference for the 21st CCLC RFP, the moderator stated that the application would need the signature of the District Superintendent. However, after reviewing the various forms that need to be signed, I am unclear as to which form(s) need to have their signature.

If the district is the applicant, the Superintendent would sign the cover page in addition to the partnership agreement(s). The building principal(s) is to sign the Feeder Schools Form on page A-8. 

Question 68:

Can you please tell me where / how I can get an application for 2008 21st CCLC?? I was not able to locate on the application on the NYSED site.

The web site is www.emsc.nysed.gov   On the main page, left side, scroll down to "funding opportunities."  The application is posted there.

Question 69:

My program is a high school program.  As you know the school day varies for students at this level.  Their day may end earlier because they have their classes programmed so that they are free for the final two periods of the day.  If they come to our computer lab during these periods instead of going home for the day, to receive academic and other assistance, can we count them as participants?

The students could use the computer lab during those periods at the end of the day when they are not scheduled for classes as part of the 21st Century program.  They would still have to participate in the other components/activities of the program (e.g., youth development) to be considered participants of the 21st Century program.  
 
Question 70:

During the Round 3 competition the region secured funding for another organization and put a branch of this group in the high school my program is serving - we had Round 1 funding.  All CBOs in the school meet regularly to make sure that we are not duplicating services and we share rosters to make sure we are not serving the same students with the same programming.  Will the presence of this other program adversely affect my Round 4 application?

Yes.  We are advising that there should be only one 21st CCLC program per building.  Your application to have an additional program in the building would be at a disadvantage.
 
Question 71:

The large high school we serve will be dividing into two high schools next year.  The current Principal will be moving over as leader of the new high school and a new Principal for the remaining school has not yet been selected.  However, the current Principal is still acting as Principal for the existing school and has said that she will sign our partnership agreement for both schools.  Is this OK?  We have been serving this community for close to 15 years and are well known by the NYC DOE, so the incoming Principal will have an awareness of our presence and our involvement in the building.

When schools are reconfigured, they start with a clean slate - i.e., they do not have SINI status even if the original, larger school did have SINI status.  The NYC DOE can verify the free lunch rate or Title I Schoolwide Program status for eligibility to compete, but the new schools would not have the SINI priority.
 
Question 72:

Rochester School for the Deaf will be submitting a 21st Century grant proposal next month, and would like clarification regarding a component we propose to include in our program.  Our school serves children from a catchment area that includes 90 different school districts.  Thus, many of our students travel a great distance in order to attend our school.  We have found that many of them would like to attend our afterschool program but are not able to do so because late-in-the-day transportation cannot be arranged with their school districts.  This holds true for current students enrolled in our school as well as for deaf or hard of hearing students who are mainstreamed in public schools who desire to attend our afterschool program.  In order to reach these students, we would like to add a distance tutoring component via video relay (this is similar to a webinar) to our afterschool program wherein participants communicate with our afterschool staff via video relay from their homes.  Though this will place limits on the range of afterschool activities in which they will be able to participate, it will enable them to access enrichment components of our program through video relay interactions.  Would you consider this to be an acceptable component of a 21st CCLC-funded program?

The scenario you describe would not be eligible as a 21st Century program because it would be limited to the academic component.  Each 21st Century program must offer all three components - academic enrichment, youth development and family literacy/services.  Students would not have the opportunity to participate in the other required components of a 21st Century program.

Question 73:

Our organization is an educational workforce development program for New York City high school students to empower underserved high school students to explore careers. Through paid educational internships, this model program enables businesses and not-for-profits to gain access to promising, motivated and diverse young interns, who in turn gain much needed access to the economic mainstream, career development and support from caring adults.

Paid internships are an appropriate activity for 21st Century programs as long as they occur outside the regular school day.  However, to be eligible for this funding, your organization would have to partner with an eligible school or schools and serve only the students of those partnering schools. (Schools are eligible if they have a free lunch rate of 40% or higher, or are eligible for Title I School Wide Program funding.) Your program could not be limited to internships.  It would have to have all three components of a 21st Century Community Learning Center - academic enrichment, youth developments and services for the families of the participating students. 

Question 74:

As a CBO, we chose four schools (2 elementary, 1 middle and 1 transfer school) that we have a working relationship with.  The elementary and middle school have SINI status.  The middle school is now targeted for Department of Education 21st Century program.  We would no longer have SINI priority.  Because 80 percent of the students to be served are from SINI schools, can we have SINI priority?

Unfortunately, no.  You may want to consider serving a third SINI elementary school to regain the SINI status.
 
Question 75:

Please clarify whose signature from the partnering school is required if the lead agency is a CBO and not a school district in NYC.  I thought it was just the school principal but I thought I heard at the bidder's conference that the District Superintendent (?) must also sign.

When the lead agency is the CBO:

The CBO signs the cover sheet of the application.
The Superintendent of Schools is to sign the partnership agreement(s) made between the CBO and the partnering school(s).

The Principal(s) are to sign the Feeder Schools Form (page A-8).

This is true for all areas of the State.

Question 76:

If a college is the lead applicant in a 21st CCLC proposal, is the college required to obtain a School Age Child Care (SAAC) registration? The college would essentially manage the grant and subcontract with CBOs that already have SACC licenses. The CBOs would operate the after-school programs.

If the CBOs have SACC licenses for the sites they are operating, that is sufficient.

Question 77:

We are in the process of developing a fee-based, academic enrichment and assistance, after-school program for our small rural school district. We are currently beginning an application for a not-for-profit status (501 C3) to eventually become a legal entity outside of the school district. We will continue to have a close partnership with the school and use school facilities for our program. We plan to start our program in September 2008, and will most likely run it as a school program at first, until our not-for-profit status is finalized. We would like to apply for the 21st CCLC grant. Can the school district apply and if the grant is secured, may we continue our plan to become a separate 501 C3 entity?

Yes.

Question 78:

There is both a long and short FS-10 Budget Form. Which is to be used?

Please use the long form. 

Question 79:

If we are using endnotes, do our citations count as part of the 25-page narrative limit?

Yes.

Question 80:

Can one school be served by two different CBOs (with two different 21st Century grants), if those CBOs are managing two different and non-overlapping afterschool programs?

There is to be only one 21st CCLC program per building.

Question 81:

Can a school sign a partnership with two different organizations? This school wants to sign a partnership agreement with us and another organization which would put the two organizations in direct competition. I have told them that I would only consider this if the two organizations are proposing entirely different services and targeting different youth.

No.  The two organizations could apply as a consortium (with one of them as the official applicant/fiscal agent) to operate one program in the building.

Question 82:

We are a local institution planning to serve as a lead agent on a 21st CCLC application.  In order to be eligible to work with schools in our local school district, the school district requires us to sign a memorandum of understanding.  One section of the memorandum of understanding requires us to use a named evaluation firm for the independent evaluation.  We were planning to work with another evaluator.  Are we required to use the school district's choice of evaluation firm? Any guidance on the rules and regulations would be greatly appreciated.

Ordinarily, the lead agent is to select an evaluator. While there are no rules or regulations, it is to everyone’s benefit to reach a decision that is acceptable to both you and the district.  A successful evaluation requires extensive cooperation and collaboration among the parties involved.
 
Question 83:

Please send me as much information as possible concerning the 21st century Learning Community Grant.

The Request for Proposals is posted at www.emsc.nysed.gov . Click on funding opportunities and scroll down to 21st Century Community Learning Centers.  Extensive information and resources are contained within it.

Question 84:

The 21st CCLC RFP states that schools not appearing on the eligible list should contact technical assistance in order to be deemed eligible by "Review of Documentation"; however, there is no specific contact listed. 

You can email the information to this same email address; or mail it to: NYS Education Department, Student Support Services, Education Building Room 318-M, Albany, NY  12234 or FAX it to 518-474-8299 to the attention of 21st CCLC.

Question 85:

What level of family literacy services are expected? Literacy-focused Family Fun Nights for example or individualized instruction for family members?

An occasional family fun night is not sufficient.  Examples of appropriate services are computer classes, resume preparation, English as a second language and parenting.  Services for families should be based on a needs assessment to learn what your families need and want.

Question 86:

Is transportation an eligible grant cost?

Yes.

Question 87:

Can the 21st CCLC be used as a mechanism to provide AIS after school?

AIS is to be provided during the regular school day whereas 21st Century programs are offered after school, before school, weekends or school vacations.

Question 88:

The range of awards is broad - $50,000 to $900,000 per year. Will reviewers be looking for a maximum per capita cost per student served or some other measure to determine reasonability of costs?

No.  Budgets are to be adequate and reasonable.

Question 89:

In terms of the external evaluator, is it acceptable for the applicant to indicate that it will secure the independent evaluator after award notification? In the application, can we instead provide the required qualifications and process for securing the evaluator?

Yes.  However, it is valuable to have the evaluator involved in the development of your objectives and how to evaluate them.

Question 90:

If my non-profit community based organization is the main partner with a school district who is applying for a 21st Century Grant, can we still be part of another school district's application as a vendor?

Yes.

Question 91:

On the Appendix 2, Sample Partnership Agreement, you stated, "Work cooperatively with Research Works, Inc...." at the school responsibilities.  Do I need to include the name of the organization?

The State Education Department has contracted with Research Works, Inc. to conduct the evaluation of the Department’s administration of the 21st Century program.  Research Works will be requesting information from various 21st Century programs.  Those programs are expected to provide the requested information.  For clarification in your partnership agreement(s), you can identify this organization.

Question 92:

Do I need to get Partnership Letter from feeder schools? Or just need to get principal's signature on the feeder school page on the application?

No.  The principal’s signature is needed on the Feeder School Form (page A-8).

Question 93:

For family literacy and education, are there any specific number you require to provide services?  Or do we decide?

Services are to be provided to parents and immediate families of the participating students.  Examples are computer instruction, parenting and literacy.  Occasional family nights are not considered to be services.  No specific number is required; however, services should be based on a needs assessment to determine the needs and desires of the families.

Question 94:

The RFP states that the services should be provided during out of school time; would it be allowed for a provider to service non-completers (those out of school) during school hours at a community center, for example? 

Yes, if they are attending with the intention of eventually re-enrolling in school.

Question 95:

Is it true that an independent evaluator is only independent because the entity is not the grantee or applicant? Is the independent evaluator still technically independent, if the 21 CCLC applicant also contracts with the evaluation agency to provide professional and curriculum development that responds to the findings of the evaluation and NYSAN self assessment tool?

No.  An evaluator is considered independent if he/she /they have no vested interest in the program.  An individual or organization that provides professional and curriculum development and/or program management to a specific program cannot also serve in the capacity of independent evaluator for that same program.

Question 96:

What is considered a "small" stipend for students participating in a proposed 21st CCLC program. Has a maximum stipend dollar amount (per student) been determined?

Cash stipends can be offered to older students who are not participants in the 21st Century program, but who lead activities or offer assistance to younger students.  Cash stipends cannot be offered as an encouragement to participate.

Question 97:

If our organization partners with different LEAs, totaling 3 schools, does that factor into the potential ceiling award amount given to us if we submit a separate application (separate from LEA) for another group of schools?  The other question is, if Reviewers see ESS in LEA and independent applications, will that have an impact on possible awards?

No organization or LEA can be awarded more than $900,000 per year regardless of the number of applications submitted.  There cannot be more than one 21st Century program per school building.

Question 98:

Does the district superintendent needs to sign each partnership agreement for each site (i.e. each elementary, middle, and high school)?" If we are partnering with six schools we need six signatures from the district superintendent?

Yes, if the six schools are all partners - i.e., involved in the planning and implementation of the program, then the superintendent needs to sign all six. 

Question 99:

Does there need  to be a signed MOU with each school that has a child enrolled in a 21st CCLC program?

Partnership agreements (MOUs) are needed between the LEA and CBO or other organization(s). The school superintendent signs the partnership agreement. Feeder school principals sign the Feeder School Form (A-8). You're correct in that the principal's signature confirms agreement to the program. 

Question 100:

Has SED defined a radius for applicants to use when looking to private, charter and other schools and asking them if they want to feed a 21st CCLC program?

We recommend looking at the neighborhood catchment area, no defined radius.  If the private school is located in the area where students who go the public school live, it should be consulted.  Also, charter schools and private schools that may be applying as the LEA do not need to consult the private schools.

Question 101:

The RFP states that, in order to be in the first priority category, the program must primarily target middle level students and high school non-completers who attend SINI schools. A subsequent clarification from NYSED said that at least 75% of the schools buildings (not 75% of the students) served by the grant must comply with these requirements in order to attain first priority. Does that mean 75% of the site school buildings, or 75% of the feeder school buildings? If it is the feeder school buildings, then how do we deal with private schools that want to be included?

For SINI priority, at least 75% of the schools served (their students participate in the program) must have SINI status.  Feeder schools are those schools that the participants attend and are likely to be the same.  Private schools do not affect SINI priority.

Question 102:

What is the definition of high school noncompleter? Is it someone who has dropped out of school, or can it include high school students in SINI schools who are therefore at risk of dropping out?

A high school noncompleter is a student who is at risk of dropping out because of poor attendance or having earned few credits toward earning a diploma OR a young person who has already dropped out but will attend the 21st CCLC program with the intention of re-enrolling in school.

Question 103:

Can an individual applicant submit more than one proposal? If an organization submits more than one application, can the total of the award exceed $900K?

An applicant can submit more than one proposal and more than one proposal can be funded; however, the total annual amount that can be awarded to any one organization is $900,000.

Question 104:

Is there any competitive advantage to submitting one cluster proposal for several schools as opposed to separate proposals for each of the individual schools?

If the programs are substantially the same – i.e., the same grade levels, the same activities – one application is sufficient.  If the programs are quite different, then a separate proposal is recommended.

Question 105:

Page 2 of the RFP states that each individual applicant can apply for an annual minimum grant of $50K to a max of $900K.  How many schools is NYSED able to fund for a $900K grant?

It is difficult to say.  It would depend on the size of the programs being funded.                

Question 106:

Is there an average grant amount per school site and/or if a proposal requests more than $150K per school site, would such a grant be based on a larger school population? If so, what would be the maximum that NYSED would fund for an individual school site under 21st Century CLC funds?

There is no maximum amount per school site.  The program budget must be adequate and reasonable. 

Question 107:

Since the last 21st Century RFP, the New York City Department of Education has restructured middle schools, creating many smaller schools in what use to be one large school. If one of the schools has SINI status, but the other schools do not (they are too new to have been assessed), can students from the non-SINI schools be served when the primary applicant school has SINI status?

If the non-SINI schools are eligible (Title I Schoolwide program funding or 40% free lunch rate) they can be served.  However, 75% of the school buildings must have SINI status to gain the SINI priority.

Question 108:

Is there is an application for multiple middle schools that are located in the same building and only one of the schools has SINI status, would this affect the competitive scoring of the overall application?

There is no separate application.  If the proposed program is to serve only the SINI school, it would have SINI middle school priority.  If the program is to serve more than one of the schools, the application would not receive SINI priority because 75% of the schools served must be SINI to receive that priority.

Question 109:

As referenced on page 2, how is NYSED defining a “public school district” in New York City?  Does this refer to the Community School Districts?

Yes.

Question 110:

Is it correct to say that individual schools are not considered eligible entities for this application?

No. Eligibility is determined on a building by building basis.  Individual schools that meet the 40 percent free and reduced lunch rate (40 percent in New York City) are eligible to apply in partnership with another organization.  The school district superintendent must approve by signing the partnership agreement(s) with another organization, either as the applicant or partner.

Question 111:

If an applicant submits a cluster proposal for several schools, what percent of the schools included need to have SINI status in order for the application to have a competitive priority?

At least 75% of the schools must have SINI status for the application to receive SINI priority.

Question 112:

For Partnership Agreements established with a school within the New York City Department of Education, is the signature of the Community School District Superintendent required in addition to the principal’s signature? 

The Superintendent must sign all partnership agreements; the building principal is to sign the Feeder Schools Form on page A-8.

Question 113:

Please clarify what information is being requested in the Feeder Schools Form (page A-8). If services are delivered to students at a school site, how is this form different than the Program Site(s) Form (page A-10)?  

Feeder schools are those schools that have students participating in the program. The Feeder Schools and Program Sites may or may not be the same.  For example, a nonpublic school participating in a public school program would be a feeder school but not a program site.

Question 114:

Where did you get the information / percentage for free and reduced lunches for our district ?   I'm guessing the school report card but need to know that.

Information about free and reduced lunches is reported by the school district to the State Education Department.   That information does eventually appear on the school report card.

Question 115:

Must we partner with an agency other than a school district?

If the school district is the applicant, it must partner with another organization as described in the RFP.  Likewise, if a community based organization or other organization applies, it must partner with an eligible school.

Question 116:

Does the partnership agreement with a New York City school require the signature of the Region superintendent's office as well as that of the principal(s)?

The Community District Superintendent is to sign partnership agreements.  The principals sign the Feeder Schools Form (A-8).

Question 117:

If my non-profit community based organization is the main partner with a school district who is applying for a 21st Century Grant, can we still be part of another school district's application as a vendor?

Yes.

Question 118:

The 21st CCLC RFP states that schools not appearing on the eligible list should contact technical assistance in order to be deemed eligible by "Review of Documentation"; however, there is no specific contact listed. 

The information can be sent to this same email address; or mailed to: NYS Education Department, Student Support Services, Education Building Room 318-M, Albany, NY  12234 or FAXed to 518-474-8299 to the attention of 21st CCLC.

Question 119:

We are doing an after school program in one school district with several sites.  We will definitely have the Superintendent sign the partnership agreement and have her listed on page A-6.  Do we also need to have each of the principals sign the agreement, or is it sufficient to list each of the principals on page A-6?

The superintendent should sign the partnership agreement(s).  Each school building principal should sign the feeder schools form (A-8).  To make it a little easier to gain the principals' signatures, we have advised other applicants that they can have each building principal sign a separate A-8 form, then attach those signed forms to the A-8 that lists all feeder schools.

Question 120:

Are transportation costs allowable under the grant?  For instance, the cost to transport children from a Title I/ SINI school to an after school program at another site? If transportation costs are allowable, is there a cap on the amount?

Transportation costs are allowable.  There is no cap.

Question 121:

Can the same organization submit two different applications in the amount of $750,000 each and be awarded both grants?

No.  The maximum annual amount to any one agency is $900,000.

Question 122:

Although this program does not fund nutritional services, transportation and incentives, except for nominal ones, do you object to our obtaining these from other sources?

Funding for nutritional services is to be obtained from sources other than 21st Century.  However, transportation and incentives are allowable expenses.

Question 123:

Does this grant require a funding match?  If so, what is the required proportion?

No match of funds or in-kind contributions is required for 21st Century grant awards.

Question 124:

Can we pay the parent support team and clinicians/instructors with grant funds?

Yes.

Question 125:

What is the average number of years that funding has been reallocated for existing programs?

Funds are awarded for a five-year period.  At the end of five years, the grantee must apply in the competitive RFP process.

Question 126:

What programs still in existence have been refunded through this grant?

None to date.  There was no competition last year; therefore, Round 1 programs whose funding ended in June 2007 did not have the opportunity to reapply at that time.

Question 127:

Who is ultimately responsible for the way in which allocated funds are utilized?

Funds are awarded through contracts.  The fiscal agent/lead agency is responsible for the funds.
 
Question 128:

In a partnership between a university and an elementary school, who is the fiscal agent/lead agency/official applicant?

The fiscal agent/lead agency/official applicant is the organization that proposed the program and will be responsible for it.  It could be either the university or the school district.

Question 129:

What are the elements you require in a partnership agreement?

A Partnership Agreement describes the partner’s significant involvement in planning, as well as specific individual or joint responsibilities for program implementation. A sample Partnership Agreement is provided in Appendix 2 that may be used as a guide to develop customized agreements.

Question 130:

How long prior to grant application must partners have been working together to be eligible for this grant?

There are no requirements relating to the length of time that partners have worked together.

Question 131:

Can the program operate year round?

Yes, if the proposed program was designed and approved to operate on a year-round basis.

Question 132:

How many students would we need to serve?  Is there any limit on the number of participants?

There is no required minimum or maximum number of students to be served.

Question 133:

How many instructors would we need?

If the applicant is a local education agency (LEA) and the program is to take place in the school, there is no specific number of instructors required. If the applicant is a community organization, college or university, or other eligible entity and proposes to serve children under the age of 13, the applicant must obtain a School Age Child Care (SACC) registration in accordance with New York State Office of Children and Family Services (OCFS) Regulations at 18 NYCRR Part 414 to operate an after-school program.  Part 414 can be accessed at http://www.ocfs.state.ny.us/main/becs/regs/414_SACC_regs.asp .  These regulations include specific staffing levels. This issue is also discussed in the RFP on page A-41.

Question 134:

How many total hours per week should the program run?  Is there a maximum number of hours?

As stated in Objective 2.5 of the 21st Century Community Learning Centers Performance Indicators (Appendix VII), “More than 75% of Centers will offer services at least 15 hours a week on average and provide services when school is not in sessions, such as during the summer and holidays.”  There is no maximum number of hours.

Question 135:

Should there be an oversight person designated to be onsite during program hours?

Yes.

Question 136:

Are there any stipulations regarding how program participants are selected?

No. However, the program should establish criteria for participation and apply them consistently to all students to determine who will participate.

Question 137:

Is it possible to have more than one program location?

Yes.

Question 138:

What is the Quality Self-Assessment tool (QSA)?

The Program Quality Self-Assessment (QSA) Tool was developed by the New York State Afterschool Network and is available at www.nysan.org .  The QSA tool is used by all 21st CCLCs two times each year for self-assessment and planning for program improvement.  It provides an opportunity for program leaders and key staff, in collaboration with other stakeholders, to utilize a common set of standards to assess, plan, design and execute strategies for ongoing program improvement.

Question 139:

Please explain how “sharing grant resources” works.

Applicants are encouraged to leverage other sources of support for their program to supplement 21st Century funds.

Question 140:

What are the types of reports, frequency and due dates?  Who is responsible?

The program is responsible to contract with an independent evaluator to assess the programs progress toward achieving its objectives over the five-year funding period.  It is also required to conduct the Quality Self Assessment twice each year.  The results of these two are not reported to the State Education Department, but must be available upon request.  In addition, each program must submit data annually to the federal web-based  Annual Performance Report in the summer.

Question 141:

Does the state have a list of approved program evaluators?

No. The State does not approve or have a list of recommended program evaluators.

Question 142:

Other iterations of 21st Century CLC and similar programs, most notably Advantage AfterSchool, required 15 hours of programming per week - is this required by this RFP?

As stated in Objective 2.5 of the 21st Century Community Learning Centers Performance Indicators (Appendix VII), “More than 75% of Centers will offer services at least 15 hours a week on average and provide services when school is not in sessions, such as during the summer and holidays.”  There is no maximum number of hours.

Question 143:

What grades are considered "Middle level", or does this depend on how a district has structured its schools by grade levels?

Grades 5, 6, 7 and 8 are considered middle level. 

Question 144:

Would paying wages or stipends to high school students to be mentors/tutors for middle level students in the program be an allowable cost?

Yes. Such costs are to be reasonable and appropriate. 

Question 145:

Is there a cap, or target, for total cost per site to operate a program under these funds?  Is there a cap, or target, for per enrolled pupil cost under these funds?

No.  Budgeted costs should be adequate and reasonable.

Question 146:

Can a single school be a partner in more than one CBO application?

No.

Question 147:

Is it allowable for activities for out of school youth to be
provided during school hours?

Yes, if these youth are attending with the intention of eventually re-enrolling in school.

Question 148:

Can you define the difference between a "partnering agency" and a "feeder school?"

A feeder school is a school whose students are attending the 21st Century program.  A partnering agency has an active role in the planning and implementation of the program. It may or not be a feeder school.

Question 149:

We had a Round 1 State Administered 21st CCLC award that initially ended on 6/30/07, but was extended until 11/30/07.  We also have a State Administered Round 3 21st CCLC award that continues until 6/30/09.  On the Program Summary Form, should we check off both State Administered boxes in the Prior 21st CCLC Status section?

Yes.

Question 150:

For the purposes of this grant is a school that has students from K - 5 considered a middle school, if the organization proposes to work only with the fifth graders?

Yes.

Question 151:

If we are proposing to work with individual public non-charter schools within the New York City public school system, should we check the Public School District box in the Types of Partners and Service Providers Participating in this Grant section of the Program Summary Form?

Yes.  The public school district must approve its component school(s) participation.

Question 152:

We are a non-profit organization.  Will any points be awarded to the Budget Narrative section of the proposal?

The budget narrative provides the descriptive detail for the FS-10 budget form.  These are evaluated under the “Adequacy of Resources” section that is worth 20 points.

Question 153:

How do you define "performance indicators?"

Performance indicators, as found in Appendix VII, are quantitative or numerical summaries of performance that are derived from measures.  They can also describe the level of service provided.

Question 154:

How do you define "outcome measures?"

Outcome measures are ways to tabulate, calculate, or record activity or effort that can be expressed in a quantitative or qualitative way.

Question 155:

The RFP package talks about using research.  Are there any particular research studies or organizations that NYSED considers particularly effective and appropriate?

A number of resources can be found at www.nys21stcclc.org , the web site of the New York State 21st Century Technical Assistance Center.

Question 156:

Can there be two different 21st CCLCs at one school, when there are two different afterschool programs there, each serving non-overlapping populations (e.g. a middle school and an elementary school).

There cannot be two 21st Century programs in one building.

Question 157:

Is the school district superintendent required to sign all partnership agreements between schools and our CBO?

Yes.

Question 158:

How can I submit alternative documentation of the school’s eligibility? 
 
You can email the information to this same email address; mail it to: NYS Education Department, Student Support Services, Education Building Room 318-M, Albany, NY  12234 or FAX it to 518-474-8299 to the attention of 21st CCLC.

Question 159:

I'm wondering if the "rental" in code 40, can cover school building cost if our program is based on the school.  Currently, we are receiving DYCD OST fund, and they pay the school building cost.  So, I'm wondering if 21CCLC grant also can pay for that.

Yes, if costs are equitably shared by the programs involved.

Question 160:

If an agency already operates a program in a school and wants to expand that program because of a large waiting list (over 200), how is the structure of the 21st set up? As a separate program or as part of the regular program since they would share the same outcomes?

Additional information is necessary to provide an appropriate response.

Question 161:

We are planning to apply for 21st Century funding to serve 250-300 middle level and high school non-completers from one SINI school and another 75 or so from a number of feeder schools.  Would you please clarify the following for us:

Does it matter how many students come from each feeder school—in our case a couple of the schools would only be sending a few (15 or so?) How many of those feeder schools (in addition to the primary site which is SINI) need to be SINI schools in order to keep our application in the first priority category?
Do you consider how many students are from each feeder school in determining priority rankings?

It does not matter how many students come from each feeder school or school building. The number of students from each feeder school has no bearing on SINI priority. However, 75 percent of the feeder schools/buildings must have SINI status for the application to receive SINI priority.

Question 162:

We are currently a 21stCCLC grantee, with one contract that we run at 2 separate sites. For the new application, we would like to apply for one 21stC contract to run across 3 sites, all of whom would be partnered with an eligible school.  Is running 1 contract across 3 sites allowed under this grant structure? Or must we apply for separate funding for each site?

One application is sufficient if the programs are substantially the same in terms of grade levels served and activities provided.

Question 163:

We are an eligible not-for-profit applicant (and have been recipients of 21st Century funding in the past).   We (the school district and my staff) have five technical questions regarding the rfp:

a. One of our schools (East Middle School of the Auburn Enlarged City School District) was not on the list "eligible" schools.  This academic year, the district has worked hard to improve the free and reduced take-up rate, and now East Middle School f & r reports are over 40% (e.g. the district's December 2007 Customer Statistics report to the state indicated a f & r rate of 40.52%; it was 40.19% in January).  Does this information, on its face, qualify East Middle School as an eligible school?

Documentation must be submitted for approval to the State Education Department as soon as possible.  The information can be sent to this same email address; or mailed to:
NYS Education Department, Student Support Services, Education Building Room 318-M, Albany, NY  12234 or FAXed to 518-474-8299 to the attention of 21st CCLC.
The information can be sent to this same email address; or mailed to:

b. If the current free and reduced information, discussed in question 1, does not qualify East Middle School as an eligible school, would an elementary school streaming methodology suffice?  Over 40% of the students who go to East Middle School are, for example, signed up for the free or reduced lunch program.

Yes, but it may not be necessary.

c.  Only one school in the Auburn Enlarged City School District has been identified as in need of improvement under Title I, Section 1116 (East Middle School, Year 1).  However, in 2006-2007, Auburn Enlarged City School District was identified as a District In Need of Improvement, in large part because of ELA performance in 2 other schools (both eligible) which were not identified as in need of improvement under Title I, Section 1116.  Is current SINI status alone the only manner to qualify an otherwise eligible school (i.e. over 40% f & r) school under one of the grant's principal funding priorities (i.e. to "primarily target services to students who attend schools that have been identified as in need of improvement under Title I, Section 1116"), or will the fact that a school contributed to the district's DINI status suffice to meet the requirement of this funding priority? 

District in Need of Improvement (DINI) status makes all schools in the district eligible for SINI priority in this funding competition.

d. What exactly does "primarily target" mean in the funding priority language?  We understand that it might mean that 75% of the students served by the 21st Century project meet the funding priorities. (For example, does the language mean that to qualify under the first funding priority, at least 75% of the students served by the 21st Century program must be attending eligible SINI schools and be either middle level students or high school noncompleters?)

Seventy-five percent of the school buildings to be served must have SINI status for the application to receive SINI priority.  As stated above, if the district has DINI status, then all buildings are eligible for SINI priority.

e. Since the definition of middle level students varies by district, what exactly defines a middle level student for the purposes of this grant -- the type of school or the grade (e.g. 4-8)?  For example, since some districts begin middle level at 5th grade, are all 5th grade students by definition middle level; or if a 5th grader is attending an "elementary school" does that mean they are, for the purposes of this grant, not middle level?

Middle-level includes grades 5, 6, 7 and 8.  If an elementary building targets only grades 5 and/or 6, it would receive middle level priority.  If it is targeting the lower grades as well, it would not receive middle level priority.

Question 164:

Must the the partnership agreement need to be double spaced?

Double spacing is not required for the partnership agreement. (The partnership agreements are not part of the 25-page limit.)

Question 165:

Is it acceptable for an organization to put their name, and the ID of the Proposal on a gray 10 point footer 1/2 inch from the bottom of the page if the narrative maintains the 12 point Times Roman, 1 inch margins?  If this is not acceptable what would be the acceptable format for a footer?  Is any footer required?

The footer you describe is appropriate.

Question 166:

Is it a problem to include full-time Site Coordinators at each of four sites served and a full-time paid Project Director? 

It is appropriate to include these staff positions if it is necessary and reasonable.

Question 167:

Is it a problem if a District's FS-10 includes a part-time district-level Grants Manager in addition to: 
                  - the District's indirect costs; and
                  - the program employs a full-time Project Director supervising several sites; and
                  - Site Coordinators at each site (part-time and/or full-time)

The inclusion of a district-level grants manager does not seem to be reasonable or necessary.  However, the inclusion of the district’s indirect costs, the full-time project director supervising several sites and the site coordinators would be appropriate.

Question 168:

While there is no prescribed "amount-per-student" allocations, can SED provide a "ballpark" formula or guidelines (even if not numerical) with respect to percentage of grant monies to be allocated for paid administrative purposes?  

No.  Budgeted costs are to be adequate, necessary and reasonable.

Quetion 169:

If the middle school grades within a given K-8 school are targeted within a 21st CCLC proposal submitted by an LEA, can the elementary students in that K-8 school be targeted in a proposal submitted by a CBO?  If the answer is yes, would or could funding of one grant possibly impact the funding of the other grant, or amount of funding?

No. There can be only one 21st Century program per building.

Question 170:

Are there any circumstances under which students be able to receive stipends from 21st funds?  

Cash stipends can be offered to older students who are not participants in the 21st Century program, but who lead activities or offer assistance to younger students.  Cash stipends cannot be offered as an encouragement to participate.