California Department of Education Updates

Involuntary/Voluntary Grant Reduction Process

This e-mail contains information on the involuntary and voluntary grant reduction processes for the After School Education and Safety (ASES), 21st Century Community Learning Centers (21st CCLC), and 21st Century High School After School Safety and Enrichment for Teens (ASSETs) programs.

Grant reduction processes are required by California Education Code (EC) sections 8483.7 and 8483.76, with such reductions taking place for these expanded learning programs beginning on July 1, 2018.  Attached to this e-mail is the Voluntary Reduction of Grant Award form and the Grant Award Reduction Processes with examples. 

Calendar for Attendance-Related Actions

  • January 31, 2018: Attendance data reporting is due to the California Department of Education (CDE), Expanded Learning Division (EXLD) for the July 1–December 31, 2017 attendance data reporting period. Grant recipients may compile and use the data before then in the voluntary grant reduction process. The Voluntary Reduction of Grant Award form must be submitted to the Expanded Learning Division on or before the due date specified below.    
  • March 1, 2018: The Voluntary Reduction of Grant Award form is due to the CDE—due date extensions beyond this date will not be granted
     
  • March 2–March 16, 2018: Data is compiled, attendance analysis completed, and involuntary grant reductions computed by the CDE

  • March 19–March 23, 2018: Grant recipients are notified of involuntary grant reduction amounts. Revisions to attendance data or computations will only be considered within one week of the e-mail notice in the following circumstances:
    • Incorrect attendance data was submitted by the grantee
    • On an ASSETs Program original grant application, a higher than $10 per student, per day cost was justified
  • July 1, 2018: Effective date of involuntary and voluntary grant reductions. 

Important: Revisions to attendance data or computations beyond March 30, 2018 will not be granted in order for the CDE to meet the statutory requirements for notification of new grant awards.

ASES and ASES Frontier Transportation Grant Renewal Process

The purpose of this e-mail is to provide you with information about the new After School Education and Safety (ASES) and ASES Frontier Transportation grant renewal process. The California Department of Education's (CDE's) Expanded Learning Division (EXLD) will not be posting a Request for Applications (RFA) for current ASES grantees that are eligible to apply for renewal of their existing and expiring ASES grant. Instead, ASES grantees listed under renewal Cycle C will have the opportunity to apply for renewal for another three-year period, consistent with California Education Code (EC) Section 8483.7 (a)(1)(A) by downloading and submitting ASSIST forms by February 28, 2018. Current grantees may verify the grant cycle of their program at the CDE ASES Renewal Cycles Web page at: https://www.cde.ca.gov/ls/ba/as/asesrenewalcycles.asp.

Please refer to the following instructions to renew your ASES grant:

ASES Renewal Instructions

  • Log on to ASSIST using your secure logon.
  • Select the Agency Reports link at the top of the page.
  • Using the Agency Reports drop down menu, select all of the forms labeled ASES Grant Renewal. 
  • Download, Print, and Sign all ASES Grant Renewal forms:
    • Select the name of the form to be printed from the drop-down menu.
    • Use the viewing window to review the information contained in the form.
    • Click the Export link. Forms downloaded in PDF format are not meant to be edited. If contacts are incorrect, please correct them in the 2017-18 ASES grant record under the Contacts tab. Re-download to view updated information. Forms downloaded in Word format are meant to be filled out manually, if applicable.
    • Print out all forms labeled ASES Grant Renewal.
    • Obtain all required signatures. (If principal or superintendent information is incorrect, please contact the district's CDS Coordinator for updates.  

A complete application should include the ASES Grant Renewal forms as outlined on the ASES Grant Renewal Checklist form.

Submit the signed ASES Grant Renewal forms packet by February 28, 2018 to:

Expanded Learning Division

ASES Grant Renewal Application—Cycle C

California Department of Education

1430 N Street, Suite 3400

Sacramento, CA 95814-5901

If you have questions regarding this subject, please send an e-mail to the Expanded Learning Division at ExpandedLearning@cde.ca.gov or call the Division main line at 916-319-0923.  

After School Education and Safety Frontier Transportation Request for Applications

The Expanded Learning Division (EXLD) of the California Department of Education (CDE) is pleased to announce the release of the After School Education and Safety (ASES) Frontier Transportation Request for Applications (RFA) for funding beginning in the 2018–19 state fiscal year. The ASES Frontier Transportation RFA is to provide supplemental funding for existing ASES grantees that have transportation needs due to their after school program site being located in Frontier Areas as specified in California Education Code Section 8483.7(a)(6).

The ASES Frontier Transportation RFA can be found on the CDE Funding and Fiscal Management Web page at http://www.cde.ca.gov/fg/fo/r27/ases18transportrfa.asp. The RFA will provide background and details of all of the application requirements.

The final filing date for the ASES Frontier Transportation application is February 28, 2018, at 5:00 p.m.

Please contact the CDE EXLD by phone at (916) 319-0923, or by e-mail at expandedlearning@cde.ca.gov if you have any questions.

21st CCLC & ASSETs Webinars

The Expanded Learning Division (EXLD) of the California Department of Education (CDE) is pleased to announce the release of the 21st Century Community Learning Centers (21st  CCLC) and After School Safety and Enrichment for Teens (ASSETs) Programs Request for Applications Webinar for funding beginning in the 2018–19 state fiscal year.

The purpose of the 21st Century Webinar is to provide additional support and resource tools for applicants applying for 21st Century Elementary/Middle Schools and 21st Century ASSETs funding. The webinar is approximately one hour in length and is informational only. A login or registration to view the webinar is not required. Closed captioning is available.

The 21st CCLC and ASSETs Webinar can be found on the CDE Request for Applications 21st Century Learning Centers Elementary/Middle Schools Web page at https://www.cde.ca.gov/fg/fo/r27/cclc18rfa.asp and on the CDE Request for Applications 21st Century 

High School After School Safety and Enrichment for Teens Web page at https://www.cde.ca.gov/fg/fo/r27/assets18rfa.asp.

If you have any questions regarding this subject, please contact the EXLD Helpdesk by e-mail at expandedlearning@cde.ca.gov, or call the EXLD by phone at (916) 319-0923.

ASES Universal Request for Applications

The Expanded Learning Division (EXLD) of the California Department of Education (CDE) is pleased to announce the release of the After School Education and Safety (ASES) Universal Program Request for Applications (RFA) for funding beginning in the 2018–19 state fiscal year. The ASES Universal RFA is for new program sites or for current grantees that wish to apply for increased funding amounts.

The ASES Universal RFA can be found on the CDE Funding and Fiscal Management Web page at https://www.cde.ca.gov/ls/ba/as/fiscal.asp. The RFA will provide background and details of all of the application requirements.

The final filing date for the ASES Universal application is February 28, 2018, at 5:00 p.m.

Please contact the CDE EXLD by phone at (916) 319-0923, or by e-mail at expandedlearning@cde.ca.gov if you have any questions.

ASES Match Requirement

California Education Code sections 8483.7(a)(7) and 8483.75(a)(4) require After School Education and Safety (ASES) programs to obtain a local contribution of cash or in-kind local funds equal to not less than one-third of the total grant amount. The code allows the facilities or space usage to fulfill not more than 25 percent of the required local match.

Past practice has allowed grantees to use the snacks and/or meals as a part of the local match. As such, the Expanded Learning Division will continue to allow snacks and/or meals as a part of the local match.

If you have any questions, please contact Michael Funk at mfunk@cde.ca.gov or Joshua Brady at jbrady@cde.ca.gov

21stCCLC Match Requirement

Every Student Succeeds Act of 2015 allowed the California Department of Education to require its 21st Century Community Learning Centers (CCLC) and 21st Century High School After School Safety and Enrichment for Teens (ASSETs) program grantees to provide a local match, starting 2017-18. Thus the match requirement was included in 21st CCLC and ASSETS RFA - Cohort 10.

However, the Expanded Learning Division has decided to suspend the match requirement for Cohort 10 - 21st Century Community Learning Centers (CCLC) and 21st Century High School After School Safety and Enrichment for Teens (ASSETs) programs.

If you have any questions, please contact Michael Funk at mfunk@cde.ca.gov or Joshua Brady at jbrady@cde.ca.gov

State SB 78 Update

Dear Expanded Learning Grantee,

As many of you already know, Governor Jerry Brown signed the California State Budget of Fiscal Year 2017-18, which included an additional $50 million in ongoing funding for the After School Education and Safety (ASES) Program. 

What does this mean for all ASES grantees?

  • Effective date is July 1, 2017
  • The $50 Million increase goes to local programs and none of the funding will be held back for State Operations
  • Affects all ASES program components – After School Base, Before School Base and Summer/Supplemental funds. (It excludes Frontier Designated Area Transportation Grants because this grant is not calculated on a daily rate for each student attending the program)
  • After School Base and After School Summer/Supplemental Per Pupil Rate increases from $7.50 to $8.19
  • Before School Base and Before School Summer/Supplemental Per Pupil Rate increases from $5.00 to $5.46

In addition, this changes the minimum grant amount for After School Base, Summer/Supplemental funds and the maximum grant amount for After School Base elementary and middle school sites:​

  • Minimum Grant Award After School Base - $27,000 to $29,484
  • Minimum Grant Award After School Summer/Supplemental - $8,100 to $8,845
  • Maximum Grant Award Elementary School - $112,500 to $122,850
  • ​Maximum Grant Award Middle School - $150,000 to $163,800​

Please Note: - This increase will not apply to the 21st CCLC reimbursement rate.

If you would like to view your 2017-18 grant award by site, please log onto ASSIST, and click the Agency Reports link at the top of the page. From the drop down menus, select the report labeled Funding Status per School and fiscal year 2017-18. Click the Create Report button. You may view the results from the viewing window, or download results in Excel or Adobe file formats.

If you have any questions please contact your Regional Consultant/ Fiscal Analyst or the Expanded Learning Division at (916) 319-0923.

Clarification: Regular school day attendance is a reporting requirement for expanded learning participants. See highlighted change below.  

2016–17 Annual Grantee Outcome-Based Data Report for Evaluation and Continuous Quality Improvement​

Dear Expanded Learning Grantee:

 The 2016–17 Annual Grantee Outcome-Based Data Report for Evaluation and Continuous Quality Improvement is due Friday, October 13, 2017.

Please read the full content of this e-mail. It contains important information about obtaining the instructions to complete this report.

October 13 is the deadline for uploading the 2016–17 Annual Grantee Outcome-Based Data Report for Evaluation and Continuous Quality Improvement (CQI) for the After School Education and Safety (ASES) Program, the 21st Century Community Learning Centers (21st CCLC) Program, and the 21st Century High School After School Safety and Enrichment for Teens (ASSETs) Program.

Failure to report these data will lead to grant termination per California Education Code Section 8483.7(a)(1)(A)(vi).

Instructions for uploading data for ASES and 21st CCLC are located at http://www.cde.ca.gov/ls/ba/as/evaluation.asp.

Instructions for uploading data for ASSETs are located at http://www.cde.ca.gov/ls/ba/cp/evaluationassets.asp.

The instructions provide details about how to complete the report.

Each data report is an Excel spreadsheet template that includes two tabs for data input:

1.    Outcome Data

2.    CQI

Data needs to be provided on both tabs.

As you prepare your report, you may want to visit the Annual Outcome-Based Data and CQI Frequently Asked Questions Web page located at

http://www.cde.ca.gov/ls/ba/as/evalfaq.asp.

Changes to the 2016–17 report:

Outcome-Based Data

List only the requested data for students who participated in the California Department of Education (CDE) ASES, 21st CCLC, or ASSETs Programs. Do not list all students who attended the school site.

In addition, you no longer need to provide the number of days a student attended the regular school day.

Continuous Quality Improvement Data

The template is revised to consolidate information about the status of standards selected for improvement.

​​​New "Traveling Apple Policy" Says Children Can Take CACFP Meal Items Home​

Guidance from USDA now states that children participating in Child and Adult Food Program (CACFP) programs can take one vegetable, fruit or grain item off site to eat at a later time but the item must be from the child's own meal or snack, or left on a shared table by another child that did not want it. The California Department of Education's Expanded Learning Division encourages grantees who are currently serving meals through the CACFP to review the USDA memo, and to communicate and coordinate with their school nutrition services representative on implementation of the provision. This allowance only applies to the at-risk afterschool component of the CACFP and improves consistency among the Child Nutrition Programs.  Learn more here.

NEW SNACK GUIDELINES 2017

Dear Expanded Learning Grantees,​

The purpose of this email is to notify grantees that there is a change in the snack requirements per SB 1169. This change went into effect January 1, 2017. However, programs will not be monitored on these new requirements as part of Federal Program Monitoring until the next cycle (July 1, 2017). The snack calculator, maintained by Project Lean, is currently implementing these changes. Please see the attached requirements which has the changes highlighted. The Expanded Learning Division encourages each expanded learning program to communicate and coordinate with their school nutrition services representative on implementation of these changes.

For more information, please visit: http://www.cde.ca.gov/ls/nu/as/afterschoolnutstan.asp

To view SB 1169, please visit: http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB1169