21st CCLC in Illinois

1
21st CCLC in Illinois

• Fall Kickoff Workshop
• October 2008

2
21st CCLC Information

• Statewide Evaluation Results
• Online at www.isbe.net/21cclc
• FY09 Grant Funds
• Some delays due to additional approval steps and
  backlogs in Funding and Disbursements

3
Profile and Performance Information Collection
System (PPICS) Update

• PPICS due November 3, 2008
• New grantees only do the Grantee Profile
• All other grantees must update the Profile and do
  APR
• ISAT scores are available
• Funds frozen if data not completed by above date
• Last Chance PPICS WorkshopOctober 23 LPA
  offices Naperville
• LPA Technical Assistance-- 866.356.2711

4
PPICS for FY09

• Record keeping requirements (in binder)
• No changes for FY09
• State assessment
• Attendance
• Grades
• Teacher survey

5
Program Specific Terms of the Grant

• A. The before-or after-school program must take
  place in a safe and easily accessible facility.
  The grantee must ensure that any program to be
  located in a facility other than an elementary
  school or secondary school is at least as
  accessible to the students to be served as if the
  program were located in an elementary school or
  secondary school.
• The learning center will make available a
  description of how the students participating in
  the program carried out by the community learning
  center will travel safely to and from the center
  and home.
• Buildings that house the 21st CCLC program must
  meet local standards and codes for public
  facilities. Indoor and outdoor facilities mub e
  safe and in good repair.
• Liability insurance required
• Proximity
• Handicapped accessible
• Annual building inspections (ROEs/ISCs do this
  for schools)

6
Terms of the Grant

• B. The grantee must ensure that students
  participating in the program carried out by the
  community learning center will travel safely to
  and from the center and home.
• Program funds may be used to cover reasonable
  transportation costs for program participants.
  If transportation is provided, the transportation
  plan must be clearly and appropriately related to
  project activities.
• Written release plans sign offs by parents
• Public transportation may be provided

7
Terms of the Grant

• C. Funds under this part will be used to
  increase the level of state, local, and other
  nonfederal funds that would, in the absence of
  funders under Title, Part, B be made available
  for programs and activities authorized under this
  part, and in no case supplant federal, state,
  local, or nonfederal funds.
• Subject to AUDIT by ISBE External Assurance
  Division
• Annual grantee internal audits
• NO SUPPLANTING
• To provide supplementary services to ones you now
  provide
• Replace expired funds

8
Terms of the Grant

• D. The program must primarily target students
  who attend schools eligible for school wide
  programs under Title I (40 poverty rate),
  Section 1114, and the families of such students.
• E. Applicants must give notice to the community
  of the intent to submit an application. The
  application and any waiver request must be made
  available for public review after submission of
  the application

9
Terms of the Grant

• F. The program must be developed and carried out
  in active collaboration with the schools the
  students attend. At a minimum, grantees must
  have a letter of collaboration from each school
  that will have students participating in a 21st
  CCLC activities. Each school must acknowledge
  its willingness to provide the program, with at
  minimum, copies of participating students grade
  records, school attendance records, and
  information regarding whether or not the students
  were promoted to the next grade level. Schools
  must receive parental/guardian consent before
  school record are submitted to the 21st CCLC
  program.
• Letters of Collaboration annually
• Sign off by Superintendent of Schools annually
• Schools must receive parental/guardian consent
  before school records are submitted to the 21st
  Century Community Learning Centers Program.
• Written agreements are necessary

10
Terms of the Grant

• G. The organization selected for funding will
  meet all statutory and regulatory requirement of
  this program. In order to ensure that a local
  grantee, including faith-based organizations,
  meets the programs purposes and criteria, it
  shall not discriminate against beneficiaries on
  the basis of religion. Funds shall be used
  solely for the purposes set forth in this grant
  program.
• No funds provided pursuant to this program
  shall be expended to support religious practices,
  such as religious instruction, worship, or
  prayer. Faith-based organizations may offer such
  practices, but not as part of the program
  receiving assistance and faith based
  organizations shall comply with generally
  accepted accounting requirements to ensure that
  funds are not used to support these activities.

11
Terms of the Grant

• H. Grantees must keep attendance records of
  program participants. Participants are required
  to be enrolled in the before- or after-school
  program.
• Drop-in services cannot be funded by 21st
  Century Community Learning Centers program funds.
  
• Daily attendance records are required
• PPICS reporting is required for 30, 60, and 90-
  day attendees
• Kids may be registered and use the services
  occasionally, but all must be registered
• Grantees are expected to maintain attendance at
  the level for which funding is requested.
  Enrollment retention activities should be
  described in the proposal and carried out.
• Grant awarded based on numbers projected and
  funds provided
• Recruitment and retention policies are necessary
• Annual information is recorded on PPICS and
  continuation application

12
Terms of the Grant

• I. Grantees must conduct criminal background
  checks for all program staff and volunteers who
  have direct contact with children and youth.
  (see folder)
• Procedures in place
• Copies of checks kept in personnel files
• Grantees are required to have a written protocol
  on file requiring background checks, as well as
  evidence of their completion. Further, no person
  shall be employed who has been convicted of a
  crime as listed in Section 10-21.9(c) of the
  School Code (105 ILCS 5/10-21.9(c)).

13
Terms of the Grant

• J. In accordance with the Child Abuse and
  Neglect Reporting Act (325 ILCS 5), adults
  working with children and youth under the age of
  18 years old are required to be mandated
  reporters for suspected child abuse and neglect.
• All 21st Century Community Learning Centers
  programs must have a written protocol for
  training their employees about the Act and
  identifying and reporting suspected incidents of
  child abuse or neglect.
• Having a sign off that employee knows they are a
  mandated reporter is not enough
• Training required, not just notification
• Keep written records

14
Terms of the Grant

• K. Grantees must obtain permission from
  participants parents or guardians prior to using
  students for public relations purposes, gathering
  data by methods such as youth surveys and
  interviews, and obtaining academic and school
  data.
• Written agreements are necessary

15
Terms of the Grant

• L. The grantee must certify that it is not
  delinquent in the payment of any debt to the
  State (or if delinquent has entered into a
  deferred payment plan to pay the debt), and the
  grantee acknowledges that the Illinois State
  Board of Education may declare the grant
  agreement void if this certification is false (30
  ILCS 500/50-11).
• Certification and Assurances should be read
  before signing
• Secretary of States Web Site

16
Terms of the Grant

• Successful applicants will be subject to the
  provisions of Section 511 of P.L. 101-166 (the
  Stevens Amendment) due to the use of federal
  funds for this program.
• All announcements and other materials
  publicizing 21st CCLC programs must include
  statements as to the amount and proportion of
  federal funding involved.

17
Terms of the Grant

• The applicant may operate its own program or
  enter into a subcontract with another entity to
  implement the program. However, all program
  responsibilities are to be retained by the
  applicant to ensure compliance with the terms and
  conditions of the grant.
• Budget will need to contain specifics on
  subontracts
• Subject to audit
• All subcontracting must be documented and must
  have the prior approval of the State
  Superintendent of Education. Approval of
  subcontracts shall be subject to the same
  criteria as are applied to the original proposal.
  

18
Terms of the Grant

• M. Grantees are required to submit an annual
  performance report (APR) that describes
  participants information, project activities,
  accomplishments, and outcomes.
• All information related to the APR must be
  entered into the 21st CCLC electronic Profile and
  Performance Information Collection System (PPICS)
  as required by the U. S. Department of Education.
  
• Failure to complete PPICS by the timeline
  provided will result in the freezing of funds
  until the information is completed.

19
Terms of the Grant

• N. Grantees are required to attend workshops and
  trainings offered by the Illinois State Board of
  Education or another entity contracted with by
  the state. The workshops and trainings are
  designed to improve the quality of the program
  and give technical assistance to the staff for
  continuous improvement.
• Fall workshop--October
• Spring workshop--April
• Regional workshops are optional, unless otherwise
  notified
• Webinars
• O. Grantees are required to submit additional
  information as may be requested by the State
  Superintendent of Education.

20
Terms of the Grant

• P. Grantees may be required to provide peer
  reviewers for future 21st Century Community
  Learning Centers Program grant competitions.
• Q. Grantees must evaluate their programs
  periodically as described in the approved
  proposal. Copies of the evaluation will be made
  available to the Illinois State Board of
  Education or others upon request.
• Yearly, with an expected written evaluation by
  the end of the second year of the grant.
• First year will provide a minimum of a timeline
  of progress on evaluation and when a written
  evaluation will be completed.

21
Program Responsibilities

• Implement program in approved proposal
• Make no program changes without filing an
  amendment
• Do not change hours of programming
• Do not change/add/delete schools approved in
  proposal
• Maintain attendance records
• Maintain the size and scope of the program
  throughout the lifetime of the grant
• Call your consultant if you have questions

22
FY 2010 21st CCLC RFP

• Two different Rubrics
• Scoring will be weighed differently
• Two Types of applicants this time
• New Grantees
• Grantees who had been previously funded
• There will be more of a focus on the
  sustainability and previous evaluation results of
  the program.
• Funding will be different

23
FY 2010 21st CCLC RFP

• Priority Points
• 40 or more of low income
• In Status
• Focus on Middle School/High School
• Key changes
• Administration Cap
• Parent component
• 12 hours minimum of programming
• Annual Evaluation required

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Important FY09 Dates

• January
• RFP release
• Mott State Networks Meeting--Florida
• February
• NCLB Conference, 4-6, Chicago
• Foundations Conference, Burlingame, CA

25
Important Dates

• March
• RFP return
• April
• Spring Workshop
• NAA conferenceNew Orleans, LA
• PPICS reopens for FY09 data
• RFP Review

26
Summer Activities

• July 2008
• FY10 Continuation Applications Due
• Summer Institute
• August
• New Grantee Workshop

27
Yearly Activities

• Monthly Webinars
• Regional Workshops
• Monitoring and Site Visits
• PPICS Assistance
• Quarterly Newsletter
• Quarterly Professional Development Advisory Group
  (PDAG) Meetings
• 21st CCLC List serv Postings
• Statewide Evaluation (NIU)

28
ISBE Monitoring visitsconducted by LPA

• Compliance
• FY07 and selected FY08 grantees to be visited
• No surprises
• Public documents
• Training TODAY!
• Quality
• Activity observation

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Monitoring Visit

• Compliance checklist
• Returned to ISBE in 2 weeks
• Returned to grantees in 4 weeks
• Reports
• Returned to ISBE in 4 weeks
• Returned to grantees in 6 weeks

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Important Information

• Springfield Office217-524-4832
• Marci Johnson, Division Supervisor,
  marjohns_at_isbe.net
• Carol McCue vmccue_at_isbe.net
• Gail Meisner gmeisner_at_isbe.net
• Gary Millergmiller_at_isbe.net
• Chicago office312/814-2220
• Joe Banks jbanks_at_isbe.net
• Learning Point Associates 630/649-6696
• ISBE Website-- www.isbe.net/21cclc