21st Century Community
Learning Centers Program
2005-2009 Grant Application
Questions & Answers
(Last Update on 11/19/04)
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21st Century Community
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Eligibility for Funding
A. Our district's two elementary schools are listed as eligible for 21st Century funding. However, the junior high/high school is not. Is the junior /senior high not eligible?
The junior high/senior high school would be eligible for 21st Century funding under the feeder pattern option since the average poverty level of these elementary schools in the district would be at least 40 percent or greater.
B. We want to propose a consortium grant for several school districts. One of the districts has no school buildings on the eligibility list. Can we include this district in the consortium? The other schools are on the eligible list.
Eligibility is determined at the building level, not the district level. A school building in this district could be included if at least 50 percent of the school buildings in the consortium are eligible for 21st Century funds. In addition:
The needs assessment must justify why a consortium approach is needed.
The program narrative must demonstrate a shared program management structure for the sites and that the sites have highly similar programs.
C. I am a public school teacher who is interested in developing an enrichment program to develop literacy through technology and video filming. Would this type of program qualify for funding?
Yes, but only in the context of a more comprehensive program. All 21st Century programs must have three components: academic enrichment, positive youth development and family literacy/involvement. In addition, each program must have a partnership between an eligible school and another organization, such as a community-based organization.
D. If a school already has a 21st Century grant, is the school eligible for this round of funding?
Yes, IF the school is still eligible AND if the new funds are used to serve additional students or to expand the current program's services. New funds cannot be used to support the original program as it exists.
E. Our school’s free/reduced lunch count is 48-50% and our students’ achievement rate is at or about 72 percent at levels three and four last year’s ELA. Would our school be eligible to apply? Is it worth the effort to apply?
You are eligible to apply and you would not be at a disadvantage. You wouldn't receive the SINI priority as described in the RFP; however, in the first two rounds of funding, only about half received SINI priority.
F. We have an elementary building with 46% poverty which is on the list of eligible schools. The other school in our district is not on the list. Can we apply for the grant for just the one elementary?
Yes. Or your application could include both schools since 50% of the buildings to be served must be eligible.
G. Are non-school facilities eligible to apply?
Almost any organization is eligible to apply. The applicant must demonstrate that it has the fiscal capacity to administer the proposed program by completing the Capacity Determination Form on pages A-2 and A-3 of the Request for Proposals. If the applicant does not have the this capacity, the proposal will not be reviewed.
H. Can a faith-based organization apply as the LEA and fiscal agent of a 21st Century grant?
Unless a faith-based organization is also a school, it cannot apply as the LEA. However, it can apply as the fiscal agent.
I. Can one agency apply for programs at more than one Region in NYC?
Yes. However, separate applications should be submitted unless the programs are highly similar and have a shared management structure. The maximum any one agency may receive is $900,000 per year whether through a single application or multiple applications.
J. I am writing a proposal for a very large consortium of 10 school districts in the BOCES (some new programs and some expanded programs). One district is not on the list of eligible districts. It is a very needy district and its free and reduced lunch rate is very close to 40%. Can it be included in the consortium? All the other schools are on the list of eligible schools.
Eligibility is determined at the building level, not district. In order to include the school(s) in that district, 50 percent of the school buildings in the consortium must be eligible for 21st Century funds. In addition, the needs assessment must justify why a consortium approach is needed; and, the program narrative must demonstrate that (1) a shared program management structure in is place for the entire program and (2) the proposed site programs are highly similar to one another.
K. Can an eligible school within a public school district submit its own application (i.e., separate from the entire district)?
Yes, but the total amount that can be awarded to any school district cannot exceed $900,000 per year.
L. Schools in Need of Academic Progress (SRAP) schools do not receive Title I funds. Why do some Special Act or Union Free School Districts appear on the SRAP list?
When we commonly refer to Title I, we are actually referring to Title I, Part A funds. But Special Act/Union Free districts receive Title I, Part D funds. SRAP schools include those that receive Title I, Part D funds.
M. We are a Community Based Organization applying for a 21st Century CLC Program in partnership with four schools. One of the schools is a non-public school and 64% of its students are eligible for free/price reduced lunches. However this school does not appear on the "list of eligible schools" prepared by the State.
If the other schools are on the list of eligible schools, you can include the nonpublic school without further documentation. The rule is that at least 50% of the schools being served meet the poverty criteria.
Funding
A. When developing the budget, should I use half of the annual amount that I am applying for as the amount for the first six-month period (January 1 – June 30, 2005)?
You should submit two budgets: The first budget is for what you will need from Jan 1 - June 30, 2005, not necessarily half of the annual amount since you may have some one-time start-up costs. Tthe second budget is for the full year's operation, July 1, 2005 - June 30, 2006. This full year budget will become your annualized grant amount each year through June 30, 2009.
B. Is there a minimum match of cash or in-kind contributions required for the 21CCLC proposal?
There is no matching requirement. However, leveraging other funds and resources is encouraged.
C. What is an acceptable dollar cost per student per year?
There is no "acceptable" amount of funding per student. Proposal reviewers look at the quality of the program and the reasonableness of identified costs for the number of students served.
D. Can the cost of transportation home from the after school program at each site be part of the proposed budget?
Yes. Transportation costs are an allowable part of the budget. Transportation can be funded either by purchasing transportation services or leasing a vehicle. However, the purchase of a vehicle for 21st CCLC purposes is not permitted.
E. Is there a cap on fringe benefits?
No.
F. May our proposed 21st Century budget include a separate line item for our Youth Director to supervise the Center Coordinator or must this expense be included under indirect costs?
The Youth Director salary would be a separate line and pro-rated according to the FTE equivalent of this supervisory responsibility.
G. Is carry-over of funds from year to year allowed in this grant?
The decision on carry-over is made by the Education Dept. each year. Carry-over was allowed this past grant period, but it should not be assumed that it will be allowed in the future.
H. Should the budget narrative reflect only those costs to be covered by 21st CCLC funding or should it reflect other resources that will be integrated with the 21st CCLC program?
The budget narrative should include a reference to other resources that have been described in the program narrative.
I. If we wish to apply for the 8% indirect rate if we are awarded the grant, how do we reflect that in our budget? Should we show the budget with the 2.5% only or should we show the 8% and indicate we understand that this would be contingent upon post award approval?
Submit the application using the allowable 2.5%. There is no need to mention in the application that you intend to apply for a higher rate. If you are selected for funding, you can then apply for a higher amount up to 8%. If approved, then you will amend the budget to reflect the higher rate of indirect costs and the category of funds that you are reducing in order to accommodate the higher rate (often supplies). The total grant award cannot be increased.
K. I would like to know if there are spending caps for equipment, personnel, and materials/supplies.
There are no "caps" for the categories you mentioned. However, the limit for evaluation is 8% and there is a limit on indirect costs depending on the type of applicant - refer to the RFP for further information.
Yes. Minor renovations are allowed. Some of the applicance costs should be in the equipment category.
Priorities
A. Will applications for new programs take priority over applications to enhance or expand programs already in existence?
No.
B. Since private schools are not ranked as Schools In Need of Improvement (SINI) under Title I, Section 1116, how can a private school demonstrate that it is a school in need of improvement?
Private schools should document the academic performance of the students it plans to serve as part of the justification of the need for the program. In the past two rounds of 21st Century funding, only about half of the funded programs had SINI priority.
C. Does SINI priority extend to Schools Requiring Academic Priority (SRAP)?
Yes, the SINI priority includes SRAP schools
D. We are a residential treatment center (RTC) serving a very specific population of students. The school is located right on the RTC campus where the students live. Does the RTC make us ineligible or compromise our competitiveness?
No.
E. Is a partnership of only private schools at a competitive disadvantage to other applications?
No. All eligible applications are considered equally.
Partnerships
A. Will the CBO partnership requirement be met if we have a partnership consisting of 3 private schools and one of them is also a CBO (e.g. assists poor families, provides referrals and advocacy services, administers parenting skills workshops, provides food for the indigent, operates a day camp for low-income children)?
As described, the CBO partnership requirement would be met.
B. We currently have school agreement letters with each of our host schools. These letters outline the responsibilities of both parties (our program and the public school). Do they constitute Memoranda of Agreement (MOA)?
Yes, such letters are the equivalent of MOAs.
C. Our district executes a formal contract with agencies that are running after school programs. Can a copy of the contract substitute for a MOA?
Yes.
D. We are a citywide agency and have identified 21st CCLC partners in the Bronx and Brooklyn. The general program model is the same, but there are a few distinctions between the communities that warrant different services. Are we able to submit one application for services to the two locations?
It is recommended that you submit two applications. If just one application is submitted, there must be one shared management structure and the programs must be highly similar.
E. The nonpublic school interested in participating in our program would like for us to provide services at their building as well. Must we do that?
You are under no obligation to add a site to your planned program. It is sufficient that you have given the nonpublic school the opportunity to have its students participate at one of your planned sites.
F. If a nonpublic school is sending youth to one of our program sites, should it sign a partnership agreement/MOU?
If the school is not an active partner in the planning and ongoing implementation of the program, no partnership agreement (or MOU) is required.
Private School Participation
A. Which private schools should be contacted to determine their interest in having their students participate?
The private school(s) should be in the catchment area of the public school that is being served by the 21st Century Community Learning Center. The Community Learning Center site must be easily accessible for all students who participate. As stated in the RFP, Section I, A., "A Community Learning Center must be located in a safe and easily accessible facility."
B. Must private school officials sign the "Private School Consultation Form"?
Signatures are not required. Note the "and/or" provision in the instructions: "Have the private school's official sign the form in the second column to confirm that consultation took place and/or indicate in the third column the date(s) and type(s) of consultation."
C. The Partnering School Form asks about nonpublic school expenditures. If the nonpublic schools are not sites, but a few nonpublic school pupils come to the public school program, do we have to enter nonpublic school expenditure amounts at the bottom of the form?
Yes. Divide the total cost of the program by the total number of students. Multiply that amount by the number of nonpublic students to arrive. This should give you the figure you need for the form.
Other Questions
A. What grades are considered middle school grades?
Grades 5 through 8.
B. Can schools require students who have achieved Levels 1 or 2 on State assessments or who receive special education services to participate in the 21st Century Community Learning Center program?
No. Participation in an out-of-school time program cannot be required of any student.
Which participants in a 21st CCLC program are to be reported as "regular attendees" in the federal Annual Program Report (APR)?
Regular attendees are students that have attended a 21st CCLC program for at least 30 days (which do not have to be consecutive) during the reporting period.
D. What is a BEDS code or SED agency code and how do we obtain one?
The State Education Department uses BEDS codes and agency codes to identify the payee in its fiscal management system. Public, nonpublic and charter schools already have BEDS codes assigned to them. All other organizations must have an agency code issued by the Department. Applicants for 21st CCLC funding must complete and submit the Payee ID form with the proposal so that the Department can, upon selection for funding, either verify the Payee ID code already issued or issue a Payee ID code.
E. Is a list of BEDS codes available?
Lists of BEDS codes can be found at www.emsc.nysed.gov/irts/leap/home.html
F. Will there be another round of 21st Century funding next year?
Unless the appropriation for 21st Century funding is increased in the federal budget, a new round of 21st Century funding will not be available until at least the fall of 2007. The first round of funded programs began in 2002 for a period of five years. Funds must remain available to sustain all three rounds of programs for the duration of their grant periods.
G. Must a 21st Century Community Learning Center serve a minimum number of students? Our program would serve approximately 60 students per day. Is that too small?
There is no minimum number of students. The minimum annual amount that you can apply for is $50,000.
H. Is it acceptable to submit a chart that has columns for BOE Goal, Activity, Time Frame, Provider, and Impact Evaluation?
No. The RFP specifies that charts can only be used to exhibit data or schedules. Other than the Activity and Time Frame columns, the columns you suggest would provide too much information to be considered a schedule.
11/9/04