Below is a listing of questions commonly asked by Cycle 5 Grantees and Center staff. Browse through the complete list of questions or click on a specific category:
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Data |
Fiscal |
Grant Management |
Professional Development |
Programming |
Other |
If your question is not answered after browsing through these FAQs, please send your question to the Help Desk.
Q. What are examples of acceptable and successful parent programs/activities that can be reported in the tracking system?
A. Examples of acceptable adult family programming include: ESL classes, GED classes, technology classes, citizenship classes, parenting classes, “Parent University”, speaker series on available community services, budgeting and finance classes, health, fitness, beauty and fashion classes for moms, sewing/arts and crafts classes, mother/daughter and father/son family nights, and genealogy classes.
Q. Do ESL classes count toward parent meetings?
A. ESL classes for adults, if on-going, is a countable activity, but cannot replace parent meetings about the 21st CCLC program. It is acceptable to combine a 21st parent meeting with other campus events that include parents.
Q. Can one -time events for adult family members count as on-going?
A. No, by definition, one-time events do not count as on-going, but they certainly can be included as an extension of family activities.
Q. What are the criteria for regular student attendance?
A. No, by In order to count a student as a regular student, the student must attend at least 30 days during the year (fall, spring and summer).
Q. Can students be counted in program attendance if they attend school required tutoring and also attend the 21st CCLC program on the same day?
A. Yes, as long as they are enrolled in the 21st CCLC program, students can be counted by each service provider offering classes/activities.
Q. If a student attends 1st hour of tutoring, but is picked up at 4:45pm before the program ends, will he count for the day?
A. Yes.
Q. Will this hurt the 80% target measure?
A. No. The Performance Measure reads, “The percent that attended no less than 80% of 21st CCLC calendar program days during the fall, spring, and summer.”Additionally, this measure is no longer in place. It is up to the grantee to determine their attendance target measure and ensure there is adequate documentation that supports this measure.
Q. What happens if we do not get 100 students enrolled?
A. A minimum of 100 students must be served at each center. See RFA Part 2 Program Requirements – Eligible Participants p. 6. There are several factors to be considered, however TEA expects that grantees will ensure they are requesting appropriate training and technical assistance to ensure they are in compliance with this requirement. Consequences could include (but are not limited to) a Program Improvement Plan, possible reduction in funding, and/ or non-renewal during continuation.
Q. If the 21st CCLC Center serves kindergarten through sixth grade, can pre-kindergarten students, who will attend the center in the fall as kindergarten students, attend summer school being held during the month of June, 2009?
A. Yes; please ensure you follow the guidelines stated below when reporting them in the TX 21 Student Tracking.
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 student.
Q. How do we measure teacher reported improvement in behavior?
A. If a tool was not already developed based upon the community needs assessment, then the 21st CCLC Tracking System has a Teacher Survey Tool available.
Q. Are pre/post tests required for all 21st CCLC tutoring? Can we use grades to measure student progress?
A. Yes pre/post tests are required to measure the success of tutoring. Grades can be used to measure student progress but the grades measured should be reflective of the type of tutoring the student receives (ex: if a student needs Math tutoring, their math grade at two points throughout the year should be used as the appropriate measure).
Q. Is the required frequency for pre/post testing term based or annual?
A. It’s the Grantee’s decision, but should be at two points of time within the year.
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 report 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 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: TX 21st System= summer, fall, spring; Year-end report = fall, spring, summer; Budget = fall, spring, summer; Continuation = fall, spring, and summer. Please provide some 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.
Q. What is indirect cost?
A. Indirect costs represent the expenses of doing business that are not readily identified with a particular grant, contract, project function or activity, but are necessary for the general operation of the organization and the conduct of activities it performs. In theory, costs like heat, light, accounting and personnel might be charged directly if little meters could record minutes in a cross-cutting manner. Practical difficulties preclude such an approach. Therefore, cost allocation plans or indirect cost rates are used to distribute those costs to benefiting revenue sources.
Looking at it another way, indirect costs are those costs that are not classified as direct. Direct costs can be identified specifically with particular cost objectives such as a grant, contract, project, function or activity. Direct costs generally include:
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).
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).
2. Other employee fringe benefits allocable on direct labor employees.
3. Consultant services contracted to accomplish specific grant/contract objectives.
4. Travel of (direct labor) employees.
5. Materials, supplies and equipment purchased directly for use on a specific grant or contract.
5. Materials, supplies and equipment purchased directly for use on a specific grant or contract.
6. Communication costs such as long distance telephone calls or telegrams identifiable with a specific award or activity.
Q. Is it allowable for 21st CCLC grant funds to pay for physicals for students to enable them to take part in non UIL sport activities in the 21st CCLC program?
A. The grantee would need to be able demonstrate that their local policy required students to receive a physical in order to take part in non UIL fitness activities in an out-of-school-time program. In addition, the grantee should only pay for physicals for students who do not have another means to pay. Finally, the grantee would need to ensure that they used the most cost effective means of conducting the physicals, e.g. a physician comes to the campus, and students get their physicals there. However, if this not possible then grantee should contact TEA for additional guidance.
Q. If an hourly employee works more than 40 hours in a week, can I use 21st CCLC grant funds to pay the employee time and a half?
A. The fiscal agent must ensure that rates of extra-duty pay are in-line with their established policies, and are consistently applied to both federal and non-federal funding sources. For example, if the fiscal agents’ established policy states that an employee who works more than their contracted hours is entitled to an extra-duty pay at a rate equal to one and a half times their normal hourly rate then it is permitted to charge this rate to the 21st CCLC grant. However, the fiscal agent must ensure that this policy is applied consistently for all employees of the organization regardless of which funding stream they are paid with.
Please see below for the actual language contained in OMB Circulars A-87 & A-122:
A-87, Attachment B, Section 8A, #1, Compensation for personal services – “Is reasonable for the services rendered and conforms to the established policy of the governmental unit consistently applied to both Federal and non-Federal activities”.
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”.
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. Is it permitted to use grant funds on competition activity events?
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. If the 21st CCLC newsletter is created by a volunteer or a member of staff during time not paid for by grant funds can we solicit donations or money contributions through the newsletter?
A. Yes. However, if the newsletter is to be printed using equipment and/or materials paid for using grant funds then the request for donations can only make up a small part of the newsletter. Further, if the majority of the newsletter is used as a basis for soliciting donations then this would be considered organized fundraising, and would not be allowable.
Q. Can we pay to transport parents for family event/activity? i.e. learning trip.
A. Yes. The trip must be educational in scope, written into the approved grant application, and connected to the curriculum of the class/activity.
Q. If each center in a grant is budgeted $125,000, is it allowable for one site to spend $120,000 and another spend $130,000?
A. No, the money budgeted and awarded per center must only be spent at that center. To learn more about allowable vs unallowable costs, listen to Episode 6 of NOGA, Now What? Podcast Series.
Q. Do we have to report all donations?
A. No, just those considered as donations to the program not donations to individual students enrolled in the program.
Q. Is there a TEA guide or list of allowable nutritional snacks?
A. No, TEA does not have a specific list of allowable nutritional snacks.
Q. Are there online resources that can help me identify healthy snacks for my afterschool program?
A. There are a variety of online resources that can provide guidance in determining which snacks to offer in your program. The US Department of Agriculture and the California Afterschool Resource Center are two comprehensive resources that can provide assistance in selecting afterschool snacks.
Q. How can children benefit from the snack service?
A. Afterschool snacks help ensure that children receive the nutrition they need to learn, play and grow. Organized, structured, and supervised programs that provide snacks allow children to think and behave better, and help them make the grade!
Q. Is my afterschool care program eligible?
A. In order for a site to participate, your school district must run the National School Lunch Program (NSLP) and sponsor or operate the afterschool care program. Additionally the school district must sponsor or operate an afterschool care program which provides children with regularly scheduled educational or enrichment activities in a supervised environment. Contact your State education agency for further information regarding program eligibility.
Q. What type of snacks must be served in my program?
A. In order to be reimbursed, the snacks must contain at least two different components of the following four: a serving of fluid milk; a serving of meat or meat alternate; a serving of vegetable(s) or fruit(s) or full strength vegetable or fruit juice; a serving of whole grain or enriched bread or cereal.
Q. How much money will my school get for serving snacks?
A. Snacks served in afterschool care programs that are "area eligible" (see Question 6) will be reimbursed at the free rate, regardless of an individual student’s eligibility for free or reduced price lunches. Snacks served in afterschool care programs that are not area eligible will be reimbursed at the free, reduced price and paid rate depending on each individual’s eligibility for free or reduced price meals. These rates are based on the National Average Payments (NAP), which are adjusted annually.
Q. How is "area eligible" defined?
A. An afterschool care program site is "area eligible" if it is located at a school or in the attendance area of a school where at least 50 percent of the enrolled children are eligible for free or reduced price meals. For example, if a high school with less than 50 percent free or reduced price school enrollment is located in the attendance area of a middle school that has 50 percent or more of the enrolled children eligible for free or reduced price meals, then the afterschool care program located in the high school would be area eligible.
Q. If my site is not area eligible, must I take applications for individual students to determine whether they are eligible for free or reduced price benefits?
A. Since your school district is already participating in the NSLP, it will have free and reduced price applications on file. The eligibility determinations for those applications would apply for both the lunch and snack service under the NSLP. If an approved free or reduced price application is not on file, the school district will earn the paid rate of reimbursement for snacks served to that student unless the student makes application and is approved for free or reduced price benefits.
Q. How do I apply for afterschool snacks?
A. Contact the school food service director in your school district. You may also want to contact your State education agency for more information. State agency contacts are listed in our website at http://www.fns.usda.gov/cndContacts/StateDirectory.htm
Q. When do the reimbursements begin?
A. As soon as the State agency approves your application, reimbursement will be earned for snacks served. Reimbursement will be provided to participating programs who serve afterschool snacks to children and youth through the age of 18.
Q. What records must be maintained?
A. Your school food service staff will provide you with specific information on the reporting and recordkeeping requirements. You will need to maintain a roster or sign-in sheet for participating children. Additionally, if you are area eligible, you must record and report the total number of snacks you serve each day. If you are not area eligible, you must record and report the number of snacks served each day by category of reimbursement (i.e., whether they are served free, at a reduced price or paid). You will also be required to maintain documentation of compliance with the meal pattern.
Q. If I am not eligible under NSLP, what can I do?
A. If you are not eligible under the requirements for the NSLP, you may still qualify for snack reimbursement under the Child and Adult Care Food Program. To find out, contact your State agency.
Q. Who administers the NSLP program?
A. The NSLP is administered on the Federal level by the Food and Nutrition Service, an agency of the US Department of Agriculture. Within individual States, the program is administered by a State agency, in most cases through offices in the State Department of Education. At the local level, the program is administered by the school/school district.
Q. What materials are available for us to build awareness and support for our ACE center?
A. Based on feedback from Grantees, TEA and Edvance Research, Inc created the new ACE Promo Center which was introduced at the Annual Conference on August 4-5, 2009. Click here to learn more about the ACE Promo Center and how it can help you inspire and engage the community.
Q. What print items can be provided at no cost to sites?
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
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. Are there any materials available right now? Is there a website where they can be viewed?
A. Several outreach materials included in the ACE Promo Center Guide are available to download for print-on-demand.
Fiscal— Promotions & Incentives
Q. The application states that t-shirts for promotional items are not allowed. What about t-shirts for identifying purposes (staff and students)?
A. No. T-shirts are not an allowable expense.
Q. Is there a limit to the money we can spend on incentives? Provide examples of acceptable incentives.
A. Yes. The guidelines are $5.00 or less/student. Examples include: pencils, pens, certificates, etc. Programs can accept donations to provide program incentives; however the strength of the program should be the greatest incentive.
Q. Can the monies for a dismissed partner be moved to payroll?
A. Yes, but an amendment and budget narrative will need to be submitted to explain the changes.
Q. Can site managers be given a pay raise? If so, what is the protocol?
A. Yes. This is a district decision and an amendment and budget narrative will need to be submitted to explain the changes.
Q. Can we add more sites for next year?
A. No. This is a competitive grant and each district/school was awarded this grant based on the information provided in the application, therefore major changes such as sites selection, addition or deletion, cannot be made.
Q. Will additional funds be available to add more sites?
A. No.
Q. Is it permitted to use grant funds on competition activity events?
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. What are the deadlines for submitting budget amendments, continuation applications, and TX21st System data?
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
Q. What types of grant management forms are available?
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
Q. Are the Activity Planning Worksheet and Lesson Plans available?
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.
Professional Development— Webinars
Q. What types of training-related webinars are available to us?
A. Webinars are instrumental in providing a forum for large groups to learn new techniques and practices, share ideas and challenges, and allow TEA to disseminate information to a collective group. Below is a listing of webinars, which have been conducted:
· Texas ACE Activity & Lesson Plan Materials and Tools for Intentional Programming Webinar
· Data Review for Program Administrators: Using Exception Reports & Data Review Form webinar
· Innovative Learning Webinar Series
· Texas ACE Strategic Planning Training (2-part series)
· Texas ACE Project Director Webinars
Q. Who can participate in the ACE webinars?
A. The subject matter of the webinar will determine who should be attending. Those positions identified as potential attendees will be sent an invitation via email.
Q. How do I register for an ACE webinar?
A. Click on the registration link provided in the email invitation. Complete all fields and click on the “Submit” button.
Q. How do I log on to the webinar?
A. Prior to the webinar, ensure your computer has the necessary software installed to join the webinar. You can confirm this by opening the calendar invitation and clicking on the provided link. If you receive notification to install a software program, follow the installation instructions. The software installation may take a few minutes, so it is imperative that you perform this test at least 30 minutes prior to the webinar start time.
Once you click onto the provided link and have joined the webinar, make sure you have an audio connection. If you do not, re- read your calendar invitation to see if there is a toll free number that you should dial to access the audio feature.
If you are having difficulty successfully joining the webinar after following the above steps, please contact the help desk.
Q. If I am unable to attend the webinar, how can I access the recording?
A. Each webinar is archived. You can listen to the presentation and access materials discussed during the event at your leisure.
Q. How does TEA define “activity”?
A. For 21st CCLC, an activity is a planned event that is a minimum of 45 minutes in length and is intended to address an identified need. Tutoring, service learning, character education, teambuilding, fine arts, etc., are good examples of activities.
Q. Can I use 21st CCLC grant funds to purchase t-shirts for an art activity?
A. Yes, if a grantee is purchasing plain white t-shirts as a supply item for an art activity, then this purchase is permissible. However, the t-shirts would have to be used for this specific activity and would only be available to students who participated in the activity, e.g. they could not make a t-shirt for everyone.
Please note, the purchasing of pre-printed t-shirts, tote bags, or other promotional materials are considered unallowable uses of federal funds, as stated by the OMB.
Q. Is Homework Help an allowable activity?
A. Yes, Homework Help is an approved activity if it is identified as a need in the campus assessment and if it is part of a planned comprehensive program.
Q. Is there flexibility with which semester and the times we operate the program?
A. Yes; however each grantee is obligated to serve the students as written in the approved grant application. Any changes must be pre-approved and written in an amendment.
Q. Is an adult/student ratio of 1:1 acceptable?
A. Yes, but only temporarily. It is okay if, for example, several students are absent for a tutoring session and only one student attends, but adjustments will need to be made if this continues for more than a few weeks. It is not the intent of this grant to fund one on one services.
Q. Do all educational field trips for which there are dedicated funds in the budget need to be pre-approved by TEA?
A. No. However, all educational field trips must meet the requirements listed on pages 32-33, Part 2: Program Guidelines of the 21st CCLC Cycle 6 Year 1 RFA. Note: a reference is provided for the 21st CCLC Cycle 6 Year 1 RFA, but these requirements are the same for cycles 4 – 6. It is the grantees responsibility to maintain appropriate documentation to demonstrate how the educational field trip met these requirements. Failure to do so may result in the grantee having to repay monies spent on these items when they are audited. Costs associated with transporting students to/from educational field trips must be budgeted in Schedule #5E in the ‘Remaining 6400 – Other Operating Costs That Do Not Require Specific Approval’ line. If no funds are currently budgeted in this line item then an amendment will need to be submitted in substantially approvable form prior to funds being expended on an educational field trip. Finally, grantees are responsible for adding the educational field trip(s) to the list of activities provided in the TX21st reporting system.
Q. Do the number of activities in each of the 4 component areas need to be equal?
A. No, the ideal program is balanced in each of the areas (academic assistance, enrichment, family and parental support services, and college/workforce readiness); however, this does not mean that there has to be equal activities in each area. Check the needs statement in the approved grant application to be sure each area is sufficiently covered by the program offerings.
Q. Is there a required number of program days for each semester?
A. No, it is up to the grantee to determine this need based on the campus needs assessment and after thorough discussion and collaboration with school day officials, students and parents. Every grantee is obligated to serve students for the number of days stated in the grant application. TEA sets the start date, usually one month after the start of school.
Q. What programming can be offered during the day? Can they count towards total hours of program?
A. No, parent or adult family activities cannot count towards total hours of programming offered per week. However, adult family activities and programming for pre-kindergarten students may be offered during the day.
Q. Can we purchase meals for our family activities/classes?
A. No. According to the OMB regulations meals are not an allowable expense. The definition of a meal is three components that would include, for example, a main entrée such as pizza, a salad or vegetable and a drink.
Programming— Program Management and Planning
Q. Is it allowable to move programming hours on Saturday to another time during the week?
A. A request like this is not likely to be approved unless there was an extenuating circumstance. Grants are awarded through a competitive process based on the information provided in an application. Therefore, changes to the scope of a program would not be allowed.
Q. Are only certified teachers qualified to be site coordinators?
A. No. This is a district decision as well as what is written in the approved grant application.
Q. Is it required that programming time lost due to an unplanned site/center closure, has to be made up? What is the process for selecting a replacement campus to continue the program?
A. Yes, program days have to be made up to equal the number of days that were written in the grant application. Additionally, program hours cannot be substituted to make up program days missed. For example: 8 hours cannot be added to one day in order to make up 2 days of missed programming. Submit campus change requests to the Help Desk.
Q. What is the purpose of an adjunct site?
A. An adjunct site is a site that offers an approved service/activity not available on a campus. Examples of adjunct sites include: a golf course, local YMCA for swimming (if no pool at school), museums, community gardens, etc.
Q. How can an adjunct site be added to the grant?
A. Adjunct sites should be added during the continuation application process however, if an adjunct site needs to be added sooner, an explanation will need to be sent to TEA via the Help Desk; and additions will occur in the activity section of the continuation application or in an amendment.
Q. Can partners listed in the original approved application be replaced with another partner?
A. Yes, changes need to be included in the continuation application. If changes need to be made in between continuation applications, send your request and the necessary information about the new partner to the Help Desk.
Q. Are program evaluators required to be external or not a district/CBO employee?
A. No; however evaluators must remain independent and objective while carrying out the evaluation. Internal evaluation is allowable if conducted by staff not directly participating in the program.
Q. Is there an approved strategic plan template available?
A. Not at this time; however, in depth, hands-on training will be provided during the annual summer conference in August.
Q. Is a separate strategic plan required for a non-profit group who already has a strategic plan for their program, which includes the 21st CCLC program?
A. No; however the 21st CCLC program must be a subcomponent with allocated resources integrated throughout the strategic plan and the key components required in the RFA must be addressed and specific to the 21st CCLC program.
Q. When and to whom is the strategic plan due?
A. The strategic plan is due with the continuation application on May 21, 2009; and the annual operation plan will be required each year with the continuation application.
Q. What is the purpose of the Center Service Delivery Plan?
A. The Center Service Delivery Plan, located in Appendix 3 in the Cycle 5 RFA, is a well-organized, thorough guide, designed to provide a template that covers all essential elements on a campus including the needs assessment, activity planning guide, etc, which are essential when designing a well balanced program.
Q. Is transportation for students required from the center to home?
A. No; Grantees are not required to provide transportation to the student’s home, but must provide transportation back to the student’s home campus if the program is on a feeder campus or adjunct site.
Q. Can there be one Afterschool task force for a larger geographical area versus each grantee creating and managing a task force?
A. Yes, this is a good way to build capacity if there is another task force that has similar goals. Each grantee needs to ensure their goals are represented in the task force to support their program needs.
Q. Are there any set times for the Afterschool Task Force to meet?
A. No, but it is recommended that the Afterschool Task Force meets as often as needed to fulfill the requirements of the grant timelines, needs, goals, etc. (Ex: task force may need to meet monthly initially, and/ or during the development of the strategic plan, but then may only need to meet quarterly).
Q. When should the Afterschool Task Force be started?
A. The members of the Afterschool Task Force should be identified during the grant application process; and upon notification of grant award, the task force should convene as soon as possible to discuss next steps.
Programming— Program Sustainability
Q. Is a program coordinator allowed to write for additional grants, to help sustain the program?
A. No. According to federal regulations (OMB Circular, US Department of Education non-regulatory guidance), no person can write grants while working for the 21st CCLC program, however, a person can perform other duties as assigned by their principal or administrator when not being paid with 21st CCLC funds.
Q. Can the program coordinator be assigned as a full time employee but the pay be 90% from 21st CCLC funds and 10% from local funds which would allow them to work on additional fundraising?
A. Yes, however the Program Coordinator must be a full time employee performing duties related to 21st CCLC regardless of the funding source used. Local funds may be used to pay for a portion of their time; however, the Program Coordinator must devote 100% of their time to the 21st CCLC grant.
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. Where can I find a list of the new Technical Assistant Consultants?
A. View the list of the new TACs.
