Q: Our HS wants to submit a grant and we did not include them on our INTENT form, should we submit an additional form with their information?

A. Yes please!

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Q: On the intent to apply, for the % poverty, can I use what’s in the State Report Card for economically disadvantaged? Because when I go to eGAP 2.0 and search for the school district, they do not have Consolidated under Funding Applications, and I can’t find Building Eligibility under the Funding Applications they do have.

A. Yes, If the school district does not have an approved consolidated application in eGAP, you can use the poverty % from the state report card, or you can contact the school district and find out what their poverty percentage is.

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Q: Can we have two schools on one grant?

A: Technically, the answer is yes...but we would strongly discourage it unless it is the only way you would have enough students to meet the minimum funding requirements. Even in this case, you would need to be able to demonstrate that you would be able to run a robust program at both sites with the one grant. Federal guidelines state that the grant minimum is $50,000 because the State must ensure that awards are of sufficient size and scope to support high-quality, effective programs. Another thing to consider is the administration cap—could you support two site coordinators, bookkeepers, etc. with only one grant?

You would also have to demonstrate that the two schools have similar needs and goals, that evaluation methods would be similar...etc. It is really preferable for each school to be its own site if at all possible. That way, your performance goals and objectives, strategies and activities, and evaluation strategies are specific to each school and you can worry less about caps in spending.

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Q: How do we report percentage point gains if we use standards-based report cards in K-3rd?

A: How do you measure gains throughout the year or from one year to the next? What kind of data do you collect regarding student performance other than report cards? For performance measures, we would suggest using some sort of testing or formative assessment that is done with the students regularly from year to year.

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Q: Under 3b, do we have to list specific enrichment providers?

A: You do not necessarily have to mention a specific enrichment provider in the narrative under 3b, but you should be able to specify the type of provider and what specific services and activities they will provide. However, if you are awarded the grant, a copy of each MOU must be uploaded into Related Documents or the LEA document library in eGAP within 30 days of receipt of the grant award. If at all possible, we prefer for the MOUs for service providers to be uploaded with the application or as soon after the grant is awarded as possible.

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Q: Regarding the MOU, can we use our board-approved contract form? Is this in addition to the MOU? We have wording on our contracts to meet federal requirements (example: debarment and suspension).

A: Yes, that is fine—the one that is currently on the RFA is editable and is simply an example. We are working on creating a better example form that includes all of the federal requirements and hope to be able to replace and send out the current example soon.

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Q: How do we secure a contract now when we don't have secured grant funding until our application is approved? Write the contract and not have it board approved until funding is received?

A: If you know what service provider you want to use, we would suggest adding the following comments, or something similar to the MOU:

• This agreement is subject to termination if the 21st CCLC grant is not awarded or in the event of proration or reduction of the funds from which payment under this agreement is to be made.

• All partners/contractors/etc. understand that this contract is not effective until it has received all requisite local and state government approvals and parties shall not begin performing work under this contract until notified to do so by the 21st CCLC subgrantee.

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Q: On the cover page, a signature for a Project Manager is required. I assume this is the Program Director?

A: The Project Manager would be the person responsible for completing the grant application—it may be the Program Director—it may not. If we have questions about the application, it would be the person we need to reach out to.

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Q: If we are doing a joint application, do we put both entities’ names on the cover page or just the LEA?

A: For the applicant name you would put the name of the 21st CCLC Site/Center and for the fiscal agent you would put the name of the subgrantee that will be responsible for fiscal matters. Many subgrantees propose to have more than one site—each of the forms are site- specific and must be filled out for each site.