Below is a listing of questions commonly asked by Cycle 6 Program Administrators and Center Leaders and staff. Browse through the complete list of questions or click on a specific category:
View the FAQs from the Cycle 6 Request for Application (RFA)
Data
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Fiscal
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Grant Management
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Professional Development
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Programming
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Other
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A. The definitions of the terms you requested are as follows:
Youth Development Attended
Enter the total number of days the student attended a 21st CCLC activity in which the focus was relevant to youth development activities. Examples: leadership training, community service projects; conflict resolution, self-help programs, team building.
Tech Tool Attended
Technology as a Tool. Enter the total number of days the student attended a 21st CCLC activity in which the focus was relevant to using technology as a tool to accomplish the class objectives.
Tech Skill Attended
Technology as a Skill. Enter the total number of days the student attended a 21st CCLC activity in which the focus was relevant to skills in technology applications.
Q. How does the Campus Resource Provider List differ from the Community Resource Provider List?
A. The Campus Resource Provider list is for on-campus services such as the examples you listed below, but could also include an outside agency (such as Safe Place, etc.) that has an agreement to come on campus to deliver services.
The Community Resource Provider list would be reserved for those outside resources such as a Food Pantry, Boys & Girls Club (if no other agreement exists), etc.
Q. What are the revised due dates for the Evaluation Report?
A. TEA announced the updated term data due dates at the required Cycle 6 Orientation held on August 3-5 in Addison, Texas. The updated due dates for ALL Grantee Cycles are:
- Fall Term: 2/5/2010
- Spring term: 7/2/2010
- Summer Term: 9/30/2010
Q. Can our project hold any strategic planning efforts with a subcommittee of each district/campus site-based planning process including holding this planning in those larger district site-based documents?
A. Yes, please leverage current strategic planning efforts that are going on at the campus and district level. I would advise that you remain mindful that the Afterschool Community Taskforce is required to participate in strategic planning activities (See Cycle 6 Year 1 Application Guidelines-Part 2: Program Guidelines, pg. 16)
Q. We have bought laptops for our parent classes (i.e. computer lit, GED, ESL and Citizenship) and they are placed at different partnered locations such as churches and library. Would that be considered partner, satellite or adjunct?
A. You would report the locations where adult activities occur as adjunct sites within the designated center in TX21st.
A. TheTX21st system is technically open all year. TEA sometimes will lock the system down to conduct data analysis and roll the system into a new term. Currently new Grantees are able to enter basic information such as Grantee and Center profiles, contacts, partners, and feeder schools (all schools that will be served by the center, including the center if it is a school campus). TEA will complete the Objectives screen and Grantees will actually enter/ import their activities, students, hours of operation and certifications closer to the due date.
Q. Can there be multiple contacts listed in TX21st System?
A. Yes, however only one can be designated as the primary contact who receives all correspondence from TEA. Due to the large number of grantees across the state, it would be difficult to have multiple contacts in which to send information to, however they can and should be listed in TX21st.
Q. Who should be the primary contact listed in the TX21st System?
A. TEA prefers that the person responsible for overseeing the day-to-day functions of the grant/ program, identified as the Project Director is listed as the primary contact.
Q. How do I request access to TEA’s Secured Environment (TEA SE)?
A. You can request access by completing this online form.
Q. What is the TX21st System?
A. TX21st System is the new name for Texas 21st CCLC Tracking and Reporting System.
Q. If a student is taking credit recovery to pass to the next grade level, how are they reported in the spring when results are not available until after spring reporting is due? Are they to be reported as retained even though they might pass?
A. Yes; please ensure you follow the guidelines stated below when reporting them in the TX21st System.
1. Summer is the first term in all federal reporting.
2. Enter student in the grade level they were promoted to at the end of the spring term and the campus where the child will be enrolled in the fall. For example, if a student is in Pre-K during the Spring term and is promoted to Kindergarten at the end of the school year, enter that student as a Kindergartener beginning in the summer term and put that student at the school they will be enrolled in the fall.
3. If the school the student will be enrolled in is not a 21st CCLC school (not in the 21st CCLC grant), the new school will not be in the dropdown list. IF YOU ARE SERVING THIS STUDENT IN THE SUMMER, THEN YOU MUST COUNT THEM FOR THE SUMMER TERM. You will need to enter the student in the grade that they were promoted to in the spring and then assign them to the campus they attended in the summer.
4. If the student was not or will not be promoted until the fall term, you will assign that student to their current grade level and current school for the summer term.
5. This process will eliminate many of the problems in tracking returned students.
Q. Can 8 hours of programming equal 2 days of programming?
A. No. TEA reports days not hours to the US Department of Education, therefore 8 hours of programming does not equal 2 days.
Q. If a middle school student is promoted to high school, is that high school student unduplicated?
A. Yes. They’ve never attended 21st CCLC program at the new high school.
Q. What do Grantees need to analyze and review before submitting data?
A. All TX 21st System Exception Reports, Primary Contact information, and Activity Tracking Batch Update screen to ensure the correct frequency of all activities (both student and family). TEA has a tool developed for this purpose and training will be conducted soon via a webinar on how to adequately review data.
Q. If a non-21st CCLC school temporarily hosts a 21st CCLC school during the summer because of construction, does the non-21st CCLC school get to participate in the program and do their students count as 21st CCLC?
A. Depending on the circumstances, students from a non-21st CCLC school that temporarily hosts a 21st CCLC school during the summer (due to construction/remodeling, etc.) could participate and be counted as 21st CCLC students. However, the non-21st CCLC School would have to be added as a feeder school through an amendment or during the continuation application process and it would remain a formal feeder school throughout the entire cycle of the 5-year grant. Once TEA receives and approves the formal amendment, the school cannot be removed. The grantee would have to ensure sufficient funds were budgeted to serving these additional students (ex: transportation, supplies, etc) and would be responsible for all tracking and reporting requirements.
Q. What is a very clear definition of "program year" related to each tool and report? For example: TX21st System= summer, fall, spring; Year-end report= fall, spring, summer; Budget= fall, spring, summer; Continuation= fall, spring, and summer. Please provide guidance.
A. As stated above, the TX 21st System always begins with summer, fall, spring because the federal data tracking system known as PPICS requires that format. While Texas schools operate fall, spring, and summer, grantee reporting varies depending on the NOGA period, which may align with the school year, but not always.
1. Salaries are wages (including vacations, holidays, sick leave, and other excused absences of employees working specifically on objectives of a grant or contract – i.e, direct labor costs).
5. Materials, supplies and equipment purchased directly for use on a specific grant or contract.
A-122, Attachment B, Section 8B, #1, Compensation for personal services – “Total compensation to individual employees is reasonable for the services rendered and conforms to the established policy of the organization consistently applied to both Federal and non-Federal activities”.
A. 21st CCLC funds cannot fund UIL competitions since these are already funded through other sources. However, students can participate in events and/ or challenges with an academic/ enrichment nature such as robotics, technology, etc (Ex: EcoBot challenge). Athletic events/scrimmages are also allowable assuming there is a need identified in the campus needs assessment and they are a part of the overall, comprehensive program. Additionally, students cannot participate in events and/ or challenges that offer financial reward and participation in any of these events must be open to all students participating in the 21st CCLC program.
You can modify Part 2: Program Guidelines (Cycles 4, p.16; Cycle 5, p. 22 and Cycle 6, p. 26) where it currently states, “Grant funds may not be used to fund competition activity events as an extension of any 21st CCLC program activity.” You can change it to read, “Grant funds may not be used to fund UIL competition activity events.”
Q. In Cycle 6 Year 1, we would like to purchase a digital camera. The proposed camera is for the funded program, if we stay within the 25% rule and don't change the scope of the grant, can this item be purchased? What kind of written permission will we need for this?
A. It is permissible to purchase this type of equipment with 21st CCLC grant funds. However, the grantee must choose equipment that is reasonable and necessary to achieve the intended outcomes, and not the most expensive option. The grantee may need to submit an amendment. For example, if an organization classifies digital cameras as non-capitalized equipment then it would be budgeted in Schedule #5D, 6300 – Remaining Items that do not require specific approval. If the grantees already has monies budgeted in this line item, and this purchase will not cause more than a 25% increase/decrease in any class/object code then an amendment would not be required. Please review pages 16-17, Part 3: Schedule Instructions of the 21st CCLC Cycle 6 Year 1 RFA for additional information on when an amendment is/not required.
Q. May we purchase t-shirts for students? (21st Century logo advertising the program) with 21st Century funds? Or may parents purchase the t-shirts for them?
A. No, you cannot buy t-shirts for students or staff using 21st CCLC funds. As long as you are not using grant funds we don't see it as a problem having parents purchase shirts for their children.
T-shirts are specifically mentioned as an unallowable expense as they could be perceived as a gift, memorabilia, etc. The information is in several places throughout the Request for Application documents, you can reference it on the bottom of page 31, Part 2: program Guidelines of the Cycle 6 Year 1 RFA.
Q. Can ACE materials be used for fundraising for monetary donations?
A. 21st CCLC grant funds cannot be used for fundraising activities. Please see page 49, Application Guidelines—Part 3: Schedule Instructions of the Cycle 6 Year 1 RFA for additional details.
Q. What is the current automobile reimbursement rate for in-state or out-of-state travel?
A. The Texas Comptroller of Public Accounts has changed the automobile mileage reimbursement rates effective January 1, 2010. The revised automobile mileage reimbursement rate (in-state and out-of-state) for personal automobiles is 50 cents per mile or local policy, whichever is less. Read More.
Q. Can parents be served food purchased by 21st Century funds?
A. Yes (nutritional snacks). Please see page 34, Part 2: program Guidelines of the Cycle 6 Year 1 RFA for additional details.
Q. Do nonprofit organizations who are providing in-kind services at the center need to be fingerprinted?
A. Since they are not paid for with grant funds they would be considered volunteers, and according to TEC 22.0835- Volunteers are only required to have a name-based criminal history.
Q. Can we amend the grant to pay with grant funds for fingerprinting for Work Study students from college or for anyone else who offers free staffing (non profits)?
A. You can use grant funds to pay for fingerprinting of employees when needed.
Q. Will the grant and TEA allow the cost of printing promotional materials in the ACE Promo Center kit?
A. Yes, you can use grant funds to reprint promotional materials included in the ACE Promo Center to use for outreach activities. Selected components that are hard to print (Posters, Door Hangers and Support Stickers) will be available for re-order, while other components are available in electronic format for local printing (detailed further in the ACE PC Promo Guide).
For more see below from Page 64 of the Application Guidelines-Part 2: Program Guidelines document.
“6499 Publication and Printing Costs
Use this line for publication and printing costs to be reimbursed. Specific approval is required only for nonprofit organizations, including charter schools operated or chartered by a nonprofit organization.
Advertisements are allowed for recruiting grant personnel only as long as the advertisement is not in color and not excessively large.
Advertisements are allowed for communicating with the public and press when the costs are considered necessary as part of the outreach effort for the grant.
Briefly explain the purpose of bid notices, newspaper advertisements, printing costs, and so on.”
But note that the following are unallowable: (page 57 of above mentioned doc)
· Costs associated with awards banquets, ceremonies, celebrations, and social events
· Calendaring systems to manage personal calendars—personal digital assistant (PDA) devices, palm pilots, electronic or software calendars
· Cellular telephones for personal use
· Gifts or items that appear to be gifts
· Souvenirs, memorabilia, or promotional items (t-shirts, tote bags, key chains, imprinted pens, etc.)
Q. Which ACE outreach materials can I reorder?
A. There are a few components which you can reorder at no cost to you. However, there is limited quantity available as detailed below:
Student Engagement Poster: 2 per Center
Community Engagement Poster: 2 per Center
Door Hanger: 25-50 per Center, dependent on available inventory
Business Support Stickers: 10 per Center
Q. How do I reorder ACE outreach materials?
A. Once a quarter, Grantees will be contacted via e-mail to determine quantities requested for the posters, door hangers, and support stickers. Learn more about the reorder process.
Q. Where can I find the electronic version of the ACE outreach materials?
A. Several materials included in the ACE Promo Center Guide are available to download for print-on-demand.
A. 21st CCLC funds cannot fund UIL competitions since these are already funded through other sources. However, students can participate in events and/ or challenges with an academic/ enrichment nature such as robotics, technology, etc (Ex: EcoBot challenge). Athletic events/scrimmages are also allowable assuming there is a need identified in the campus needs assessment and they are a part of the overall, comprehensive program. Additionally, students cannot participate in events and/ or challenges that offer financial reward and participation in any of these events must be open to all students participating in the 21st CCLC program.
You can modify Part 2: Program Guidelines (Cycles 4, p.16; Cycle 5, p. 22 and Cycle 6, p. 26) where it currently states, “Grant funds may not be used to fund competition activity events as an extension of any 21st CCLC program activity.” You can change it to read, “Grant funds may not be used to fund UIL competition activity events.”
A. The deadlines for budget amendment, continuation application, and TX21st System data are as follows:
Budget Amendments:
Budget amendments are due 90 days prior to the ending date of the grant.
· Cycle 4—Due April 2nd, 2010
· Cycle 5—Due May 3rd, 2010
· Cycle 6—Due May 3rd, 2010
Continuation Applications:
· Cycle 4, Year 5 Application is available on February 1st, 2010 –Due March 9, 2010
· Cycle 5, Year 3 Application is available on February 26th, 2010—Due April 1st, 2010
· Cycle 6, Year 1 Application is available on March 30th, 2010—Due April 27th, 2010
TX21st System Data:
· Fall Term (August 1st- December 31st 2009)—Due February 5th, 2010
· Spring Term (January 10th- May 28th 2010) –Due June 4th, 2010 (Excludes grades, which are due on June 11, 2010)
· Summer Term (May 31st- July 31st 2010)—Due August 18th, 2010
A. Templates and guidance on how to create ACE Activities and Lesson Plans are discussed in the archived webinar, ACE Tools for Intentional Programming.
You can also access the ACE Strategic Planning Template.
Professional Development— Conferences
Q. Where can I find a schedule of conferences this year for the 21st Century grants?
A. You can access a listing of conferences and events through the Events Calendar. The calendar lists events that are TEA sponsored as well as others while are not endorsed by TEA may be beneficial to you and your center.
Professional Development— Training
A. We are working towards having an Activity Planning Worksheet available this winter along with sample lesson plans in each of the 4 Components (Academic, Enrichment, Family & Parental Support Services, and College & Workforce Readiness). These documents will be available for you to download soon as well as some training and how-to guides on how to use them. Learn more.
Q. As a Cycle 6, Year 1 grantee, can we cancel our program for a Friday to conduct full day training with our staff?
A. No, staff training is not an acceptable reason for cancelling programming. Programs must be available on a routine and consistent basis to avoid interruption of services for the children. Many current grantees hold staff training on Saturday’s or during the day, prior to programs starting. Program cancellation is reserved for the occasional bad weather, school closure, etc.
Professional Development— Webinars
A. Yes, you can offer programming any time school is not in session, therefore early release days would be an acceptable way to make up for days missed as long as providing services on these days was not in your original grant application. Keep in mind however, that you cannot substitute hours to make up program days; therefore if you provided programming from 12:30-6 PM (5.5 hours), this would still only constitute 1 day.
Q. During an early release day, if a principal chooses to not allow afterschool to function due to staff meetings/ staff training, then do we have to make up that day?
A. Yes, this time must be made up; the principal needs to be aware of the rules and requirements of the grant and if he/ she chooses to cancel the program, he/ she should also work with the Afterschool staff to make this time up.
Q. If a school is released at 1pm during early release day, then can that school have ACE between 1-3:15pm when usually ACE is from 4-6:15pm?
A. Yes, as long as programming is offered anytime when school is not in session, it is acceptable. If you know of these days ahead of time, please just send us an e-mail as an FYI.
Q. Can we offer center services on Saturdays to make up program days that were cancelled?
A. Yes, you can.
Q. Do we track our center hours of service via the TX21 TEA report?
A. Yes, this is where you will report the aggregate information; however you should have a way to track this daily/ weekly/ monthly.
Q. Does participation at weekend community service learning activities count towards the student’s attendance as part of our afterschool programming?
A. If the activity is part of your normal, weekly afterschool program, than yes it would count.
Q. Can afterschool program activities be held before school?
A. As stated in the Cycle 6 RFA, programs can occur during non-school hours or periods when school is not in session; therefore programs can operate before/afterschool, on the weekends, or anytime when school is not in session.
Q. We have 10 campuses in our district that have been awarded the 21st CCLC grant. In the grant application all campuses indicated the same operation hours. The times do not work for all campuses. We are maintaining daily programming 4 days a week with a minimum of 12 hours. Do we need to submit an amendment for each campus if the hours are different from the original application?
A. Yes, however you will to provide justification for the change in hours and submit an amendment. Please establish a policy or a time frame in which this must be done each term (if applicable) with all your sites/ centers (similar to an add/drop deadline).
Q. If a grant site is not available in the summer, can an ACE
program operate out of a non-grant site for the summer?
A. If a grant site is not available in the summer and an ACE program can operate in a non-grant site, please submit a revised Schedule #4A, Chart 1 and Charts 6-7 with information regarding the non-grant site to Candace Ferguson.
Q. Where can I find a list of centers?
A. You can access the online center directory.
Q. Once a student reaches 30 days of attendance in the ACE program and other students are waiting to attend, is it okay to inform the parent that we can no longer provide afterschool activities services to their child. If yes, does this apply to special education students?
A. No, as stated during the webinar yesterday, the 30-day classification of a regular student is simply that, a definition provided by USDE/ PPICS that TEA uses as well to define a regular student. ACE is not intended to be a casual or “drop-in” program and as stated in the Cycle 6 RFA, “eligible students should be those who can attend the full, comprehensive program, and 21st CCLC programs should adopt practices that support regular, sustained student participation in order to show academic gains.” As demonstrated through research, and as indicated in previous evaluations, “students who attend 21st CCLC programs more regularly are more likely to improve their grades, test scores, and overall academic.
Other— Special Needs Students
Q. We have several special education students attending our afterschool program. I requested that the special education department collaborate by funding stipends for specialized staff to ensure all safety measures are implemented as well as to provide appropriate afterschool activities for these students. I was informed by our Special Ed. Dept. Director that the department is not allowed to provide funds for staff stipends. Is this correct?
A.The ultimate goal is collaboration to assist students with special needs as these students should not be excluded from attending the afterschool program. However, there are several possibilities:
· If a student with a disability is in an after school care-based program, it would be the responsibility of the program that is sponsoring the care to ensure that the student’s needs are appropriately addressed.
· If this is a school district initiative then the school district would be responsible for ensuring that appropriate funding is available to address these needs. Whatever funding source is providing the after school care-based program would need to be used to ensure that students with disabilities needs are appropriately addressed.
· If the student is participating in an after school program that is part of his/her IEP, the special education program would be responsible for ensuring that the needs are appropriately addressed. In this latter scenario, it would be appropriate to use special education funds to provide special education and related services that are required by the IEP.
Q. Can we pay a paraprofessional to shadow special needs students participating in ACE?
A. The main thing to remember is that no student with any form of disabilities should be excluded from participating in any activities, so it’s best to coordinate services for this student with the district. Many districts have a Special Programs or Special Education Department that can assist in this endeavor. It really should be a group effort as it cannot strictly fall on the shoulders of one department/ program. If this student has an IEP, I would encourage you to start there to see what the needs and goals are for this student, as the ACE program could be an excellent opportunity for this student’s growth.
Normally, the Grant requirements do not allow for private lessons or one-on-one instruction, either academic or enrichment (pg.26- Cycle 6 RFA, Part 2: Program Guidelines), however in this case it would be allowable to spend a portion of your funds to hire a paraprofessional to shadow the student. This type of position could be very costly, however, and that is why it is best to coordinate services and funds with your districts Special Programs division. Please call TEA if you need further assistance.
Q. What is the role of a TAC?
A. This year the TACs focus will be on ensuring programs are implemented in compliance with grant requirements and providing quality technical assistance to all grantees based on their demonstrated need.
Q. Where can I find a list of the new Technical Assistant Consultants?
A. View the list of the new TACs.