California Department of Education Updates

AO-400 Grant Award Notifications

The State of California has implemented a new statewide accounting system called the Financial Information System for California (FI$Cal). The transition to FI$Cal has resulted in a delay of the issuance of the AO-400 Grant Award Notifications (AO-400s). Your timely response to any requests for information from the Expanded Learning Division (EXLD) is essential in order for the EXLD to issue the AO-400s.

The FI$Cal system requires a revision to some of the information that is assigned to the grants. Please note the following:

  • AO-400 Vendor number: The four-digit vendor number has been changed to a five-digit Vendor Location number. When you receive your current AO-400, please make note of this change for your records and for any communication with our division.
  • Non-Local Educational Agencies (e.g., city municipalities, community based organizations, nonprofits): A FI$Cal Supplier Identification (ID) and Address ID are being assigned to the grant and need to be updated in FI$Cal. Additional information may be required to ensure that payments can be processed.

If you receive an email from the EXLD staff or from the California Department of Education Accounting Office, please complete any required information and submit it immediately. A request may include such documents as a Government Tax Identification Number Form or a Revised Payee Data Record Form.

Please contact your Fiscal Analyst if you require assistance.

Expanded Learning Division

California Department of Education

1430 N Street, Suite 3400

Sacramento, CA 95814

Phone: 916-319-0923

Policy Committee of Expanded Learning Division Releases Revised Guidance

The Policy Committee of the California Department of Education Expanded Learning Division has released revised guidance on Direct Services and Administrative Costs. 

This guidance can be found on the CDE's webpage utilizing the following web link: https://www.cde.ca.gov/ls/ba/as/admincostguide.asp

2018-2019 21st CCLC Funding

FISCAL YEAR 2018-2019 ASES INTENT TO AWARD (NEW FUNDING)

FISCAL YEAR 2018-2019 21ST CCLC ELEMENTARY/MIDDLE SCHOOL INTENT TO AWARD

FISCAL YEAR 2018-2019 21ST CCLC HIGH SCHOOL ASSETs INTENT TO AWARD

APPEAL INFORMATION

Applicants who wish to appeal a grant award decision must submit a Letter of Appeal to the California Department of Education (CDE). Appeals are limited to the grounds that the CDE failed to correctly apply the standards for reviewing the application as specified in the Request for Applications (RFA).

The appellant must file a full and complete appeal in writing containing the following information:

·         Describe the issue(s) in dispute;

·         State the legal authority or other basis for the appeal; and

·         State the remedy that is sought.

The appeal letter must be signed by the Authorized Signatory or the Designee that signed the original application. The Letter of Appeal must be sent to the address below within 10 calendar days of the posting of the Intent to Award. Hand-delivered appeal letters must be received at the CDE by 5:00 p.m. on or before the required date.

ASES Appeals

Expanded Learning Division

California Department of Education

1430 N Street, Suite 3400

Sacramento, CA 95814-5901

Please note: The Intent to Award list may change after the grant award appeal period is complete. The final awards will be posted on the CDE Web site when all data is verified and appeals are decided.

2018-2019 ASES Funding 

Dear Applicants for After School Education and Safety Universal Program:

The Expanded Learning Division is pleased to announce the posting of the Intent to Award for the After School Education and Safety (ASES) Program.

All awards are made contingent upon the availability of funds. If the Legislature takes action to reduce or defer the funding upon which this award is based, then this award will be amended accordingly. The estimated ASES grant awards are based on the Free and Reduced Price Meals (FRPM) percentage of the applicant sites. For this intent to award, the lowest FRPM percentage of the funded sites was 83.22 percent.

Applicants who wish to appeal a grant award decision must submit a Letter of Appeal to the California Department of Education (CDE). Appeals are limited to the grounds that the CDE failed to correctly apply the standards for reviewing the application as specified in the Request for Applications (RFA).

The appellant must file a full and complete appeal in writing containing the following information:

·       Describe the issue(s) in dispute;

·       State the legal authority or other basis for the appeal; and

·       State the remedy that is sought.

The appeal letter must be signed by the Authorized Signatory or the Designee that signed the original application. The Letter of Appeal must be sent to the address below within 10 calendar days of the posting of the Intent to Award. Hand-delivered appeal letters must be received at the CDE by 5:00 p.m. on or before the required date.

ASES Appeals

Expanded Learning Division

California Department of Education

1430 N Street, Suite 3400

Sacramento, CA 95814-5901

Please note: The Intent to Award list may change after the grant award appeal period is complete. The final awards will be posted on the CDE Web site when all data is verified and appeals are decided.

To help implement a successful, high-quality program, please access the CDE Web pages below:

·       ASES Frequently Asked Questions

·       ASES Reporting Due Dates

·       Policy Guidance

·       ASES Universal RFA

·       ASES Education Code

·       Continuous Quality Improvement

If your program needs any support, please contact your System of Support for Expanded Learning contact.

Congratulations to all award winners, and best wishes for your program in 2018–19!

Expanded Learning Division

California Department of Education

1430 N Street, Suite 3400

Sacramento, CA 95814

Phone: 916- 319-0923

 2018-2019 Grant Reductions

This email is sent to all expanded learning programs that have grants that are being reduced as part of the voluntary/involuntary grant reductions process. Per California Education Code Section 8483.7, the California Department of Education will reduce grant awards to all core program components, including After School Supplemental/Summer programs, if:

·       In two consecutive years attendance is less than 85 percent of the targeted attendance level, or in the most recent year (excluding year 1 of the grant) attendance is less than 75 percent of the targeted attendance level;

·       After School Supplemental/Summer grant funding exceeds 30 percent of the "base" grant(s).

After reviewing the attendance data that each grantee submitted into the After School Support and Information SysTem (ASSIST), we have determined that attendance at one or more of your program sites fall into one of the above categories.

Grant Minimums:

ASES After School Base grant: $29,484

ASES Summer/Supplemental: $8,845.20

ASES Before School Base/Supplemental= none

21st CCLC After School Base: $50,000

21st CCLC Summer/Supplemental:  $8,100

21st CCLC Before School Base/Supplemental:  none

ASSETs After School Base:  $50,000

The supplemental grant award amount cannot exceed 30% of the base grant award amount

Any grant components that are currently funded below these amounts will be increased to the new minimum funding level. This decision does not prohibit the EXLD from further reducing these grants in the future due to low performance. .

Zero Attendance

If a grant has reported zero attendance for two consecutive years in Calendar Years 2016 and 2017 or if a grant has reported zero attendance in the most recent Calendar Year 2017, the grant will be reduced to zero.

Cohort 8 Grants

Although these grants expire as of June 30, 2018, they are listed on this report so that any grantee applying for a Cohort 11 grant will be aware of the maximum funding they will be eligible for any site that was identified for a reduction.

Voluntary/Involuntary Reductions

For this cycle of reductions, all grants were given a 15% cushion for growth.

All grant reductions will be considered final as of April 13, 2018. The grant(s) will be reduced effective July 1, 2018.

If you have any questions, please contact your Fiscal Analyst or the Expanded Learning Division at 916-319-0923.