California Department of Education Updates

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.

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.  

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