Grants and Other Financial Assistance Programs: FY2010

The goal of this state-funded grant program is to enhance academic support services for the following students during school year and/or summer programs:

1. post 12th graders (classes of 2003-2009) who have not met the Competency Determination required for a high school diploma; and

2. high school students (classes of 2010-2013)* who scored in the warning/failing or needs improvement levels (<240) on their most recent MCAS in English language arts or mathematics and/or the warning/failing level (<220) on their most recent science and technology/engineering MCAS.

*and (during Summer programs) incoming ninth graders (class of 2014) who meet the same criteria described above in #2. These services are to supplement currently funded local, state, and federal programs.

Funding priority is given to districts with high percentages of students who have not yet met the Competency Determination required for high school graduation.

Program parameters include, but are not limited to, the following.

1. Programs should give priority to serving students in these categories:
   1. students from the classes of 2003-2009 who have not yet met the Competency Determination required for high school graduation;
   2. students in the classes of 2010-2013 who have scored at the warning/failing level on their 10th grade MCAS, or retest(s), or most recent MCAS in English language arts, mathematics, and/or science and technology/engineering; and
   3. students in the classes of 2010-2011 who are new to the district and have not taken MCAS but whose academic history and assessments would indicate that additional support services are needed in order to gain the skills and knowledge to pass the 10th grade MCAS tests required for graduation. (This documentation must be available if requested.)
   
   

2. Programs may serve students in the classes of 2010-2013 who have scored at the needs improvement performance level on their most recent MCAS in English language arts and mathematics MCAS, as well as students in these classes new to the district who have not taken MCAS but whose academic history and assessments would indicate that additional support services are needed in order to gain the skills and knowledge to pass the 10th grade MCAS tests required for graduation. (This documentation must be available if requested.)

3. Programs may serve students in the class of 2014 during Summer programs who have scored at the warning or needs improvement levels on their most recent English language arts and/or mathematics MCAS, and/or in the warning performance level on their most recent science MCAS.

4. Programs may offer instruction during the school day, before school, after school, weekends, and during school vacations.

5. Programs must use services and strategies that have proven results.

6. Programs must provide identified students with small group instruction that addresses identified gaps in their acquisition of knowledge and skills in English language arts, mathematics, and/or science and technology/engineering.

7. Programs must incorporate engaging, hands-on, and relevant curriculum that addresses the aforementioned gaps in students' knowledge and skills.

8. Programs must ensure that services are available to students with disabilities.

9. School districts must provide annual written notice to former students who have not yet earned their Competency Determination of the availability of post-high school remediation programs. Districts must encourage these students to participate in such programs. See the Additional Information section below for more details.

The following entities are eligible to apply for funds: public school districts; charter schools; approved private special education schools; and collaboratives that have students from the classes of 2003-2013 (and 2014 during the Summer) who have scored at the warning/failing and/or needs improvement levels on their most recent English language arts and/or mathematics MCAS tests and subsequent retests and/or at the warning/failing level on their most recent science and technology/engineering MCAS.

See the Funding section below for details on eligibility amounts.

ADDITIONAL REQUIREMENT: By Monday, October 5, 2009, a written Intent to Apply for School Year and/or Summer funding must be submitted in order to be able to reserve FY2010 Fund Code: 632 and/or Fund Code: 625 allocation amounts.

School Year (Fund Code: 632) applications submitted by October 5, 2009 will be considered as written intent. Submission of an Intent to Apply reserves the funds but does not obligate the entity to apply for the funding.

We encourage you to use the online form* to indicate that you intend to apply for Fund Code: 632 and/or Fund Code: 625. If preferred, though, send an email to achievement@doe.mass.edu with the following statement (or a similar one):

(Insert name of district/school/collaborative) DOES__ DOES NOT ___ (check one) intend to submit an FY2010 application for one or both of the following Academic Support Allocation grants: Fund Code: 632 (School Year) and/or Fund Code: 625 (Summer).

*The direct URL is: http://www.doe.mass.edu/conference/?ConferenceID=698

Individual grant awards are based on a formula that incorporates MCAS scores and FY2009 funding allocations. Funds are awarded if applicants meet the requirements of the Request for Proposals and grant program. The amount of funds for which a school district/charter school/approved private special education school/collaborative may apply will be included in a memorandum sent to Superintendents, Leaders, and Directors of eligible entities. Any entity wishing to be mailed a copy of the RFP and associated documents may send a request via email to achievement@doe.mass.edu. Additionally, amounts for Student Support continuation and allocation grants* (including this Academic Support Allocation Grant) will be posted in mid-late July.

*The direct URL is: http://finance1.doe.mass.edu/SchFin/grants/10ContAllocation.aspx

To Operate a 2009-2010 (FY2010) School Year Program (Fund Code: 632)

Submit a grant application that includes all of the forms listed in the Required Forms section. Applications will be reviewed and approved in accordance with the tentative start dates checked on the applications. All funds awarded under Fund Code: 632 must be expended by June 30, 2010.

NOTE: Each year, some districts find that after the program begins it is prudent to increase or decrease the total amount they receive for School Year programs (resulting in less or more money for a subsequent Summer program). In these cases, an amendment to increase or decrease School Year (Fund Code: 632) funding amounts must be received by the Department no later than May 3, 2010.

Any amendment to decrease School Year funding amounts may not be for an amount greater than the amount not yet received by the grant recipient. For example, a district approved for a $60,000 grant that has received $45,000 by March may submit an amendment in April to decrease the School Year grant amount by up to $15,000.

The release of funds is contingent upon the submission of all required FY2009 program data and narrative evaluations.

REMINDER: Grant recipients may expend funds as of the date the grant is entered as approved into the Department's Grants Management system. Details may be found at: http://finance1.doe.mass.edu/Grants/grants05/rfp/1_alert.html.

Grants are reviewed on an ongoing basis. Districts should submit grants a minimum of 15 business days prior to the proposed start of the program to allow sufficient time for review, resolution of issues, and processing in order to comply with the state finance regulation 815 CMR 2:00, section 2.05, (4)(b).

To Operate a Summer 2010 Program (Fund Code: 625)

Submit a grant application that includes all of the forms listed in the Required Forms section.

All funds awarded under Fund Code: 625 must be expended by August 31, 2010 and may not be spent before July 1, 2010. Pre-program professional development/planning or delivery of supplies prior to July 1, 2010 must be budgeted as part of the 632 grant.

The release of funds is contingent upon the submission of all required FY2009 program data and narrative evaluations.

1. Funds must be used to extend student learning time in English language arts (ELA), mathematics, and/or science and technology/engineering by expanding successful programs or initiating new direct services.

2. Services provided for students must be in one or more of the subject matter(s) that make(s) them eligible for the services.

3. These services may be for students meeting eligibility requirements described above in this RFP's Purpose and Priorities sections (#1-3 in Priorities).

4. Funds must be used solely for the academic portions of programs and focus on the acquisition of skills in English, mathematics, and/or science and technology/engineering needed to earn their Competency Determination.

5. Funds must be used for activities that may include, but are not limited to:
   1. integrated tutoring and mentoring programs;
   2. supplemental web-based tutorial programs that are diagnostic and prescriptive;
   3. weekend and school vacation programs focused on academic support in English, mathematics, and/or science and technology/engineering;
   4. the English, mathematics, and/or science and technology/engineering components of comprehensive after school programs;
   5. the academic support/remediation component of summer programs;
   6. incentives for students that remove barriers to participation; and
   7. counseling programs and services to educate parents and high school students on post- twelfth grade remediation options.
   
   

6. Not more than 25 percent of the total amount of funding available to the district may be budgeted for supplies plus any contractual services for licenses related to computer software.

7. Not more than 15 percent of the total amount to the district may be used for program coordination costs (stipends for a program coordinator, bookkeeper, secretary, evaluator, etc.). Programs must supplement currently funded local, state, and federal programs at the school or district.

8. Under no circumstances may students be charged money to enroll or attend the Academic Support Programs. This includes refundable registration fees.

9. If funds are used to provide services to students who do not meet the eligibility requirements of this grant program, or to significantly fewer students than proposed, the Department may request the return of such funds or withhold an appropriate amount of funds not yet paid.

Fund Code: 632 (School Year Program) Upon Approval - 6/30/2010

Fund Code: 625 (Summer Program) 7/1/2010 - 8/31/2010

All proposals must be postmarked by 5:00 p.m. on the date due.

Districts must submit separate applications for Fund Code: 632 (School/Academic Year program) and Fund Code: 625 (Summer program).

For School Year Programs (Fund Code: 632)
Submit grants at least 15 business days prior to the proposed start of the program, in order to allow sufficient time for review, resolution of issues, and processing in order to comply with the state finance regulation 815 CMR 2:00, section 2.05, (4)(b).

• At the latest: Friday, March 5, 2010 for a School Year program.

For Summer Programs (Fund Code: 625)

• At the latest: Friday, April 9, 2010 for a Summer program (July - August 2010).

Contact any Academic Support Liaison via achievement@doe.mass.edu or 781-338-3010

The list of grantee-specific liaisons will be updated before September 2009 and will be posted to:
http://www.doe.mass.edu/as/grants/liaisons.html

NOTE: Districts must submit separate applications, signature pages, budget pages, and budget narratives for Fund Code: 632 (School/Academic Year program) and Fund Code: 625 (Summer program).

1. School Year Program (Fund Code: 632) Part I - General: Program Unit Signature Page (Standard Contract Form and Application for Program Grants)
     

2. Summer Program (Fund Code: 625) Part I - General: Program Unit Signature Page (Standard Contract Form and Application for Program Grants)
     

3. Part II Workbook - Budget (II-A) and Budget Narrative (II-B)*
   (Print and mail with the application all four budget and budget narrative pages. See important opening instructions at the bottom of this section.*)
   

4. Part III - Required Program Information
     

5. Part IV - Student Support Collaboration and Coordination
     

6. Assurances Document (for programs proposing to serve students in the classes of 2012-2014.
     

*NOTE: The Budget and Budget Narrative Workbook is a Microsoft Excel file which includes macros that enable the workbook to compute totals and summary tables.

1. For Microsoft Office 2000/2003, you may need to change the security setting in Excel before opening the file. In Excel, click 'Tools', 'Macro', and then 'Security'. When the dialog box appears, change the security setting to 'Medium' and then click 'OK'. You can now open the budget file.

2. For Microsoft Office 2007, you must save the workbook as an earlier version of Excel (.xls not .xlsx).

1. Budget Detail - Description of Line Item Information
     

2. To Reserve Funds - Submit a Written Intent to Apply
   As noted above, a written Intent to Apply for School Year and/or Summer funding may be submitted via the online form by October 5, 2009 in order to be able to receive Fund Code: 632 and/or Fund Code: 625 funds during FY2010. If preferred, a written Intent to Apply may instead be sent via email to achievement@doe.mass.edu. Applications submitted for Fund Code: 632 prior to October 5, 2009 will be considered as written intent.

3. Narrative Evaluations
   Funded programs are required to submit a narrative report on the overall effectiveness of the program, using the Department's Narrative Evaluation Guidelines, which will be posted in the fall of 2009 to the Academic Support Fund Code: 632/625 web pages: http://www.doe.mass.edu/as/grants/?fc=632.

   Reports are due July 30, 2010 for School Year programs and September 30, 2010 for Summer programs.

4. General Guidelines - for Academic Support Allocation Grant Programs
     

5. District/Vendor Guidelines - for use of Academic Support Funds
     

6. Required Student Data Submissions
   Individual Student Data Information is required to be submitted through the Department's Security Portal. Dates due are July 30, 2010 for School Year programs and September 30, 2010 for Summer programs. Details and instructions will be provided by the Department to all grant recipients and will be posted to the Academic Support Data Collection web pages.

7. Professional Development/Technical Assistance Sessions
   Grantees are expected to have personnel (coordinators, data entry staff, instructors, etc.) attend appropriate Academic Support professional development workshop and data training sessions. We welcome your input and feedback on the workshops. A schedule of sessions will be sent to grantees and posted on the Department's Academic Support web pages http://www.doe.mass.edu/as/pd/. The fall session will be held October 1, 2009 at the Best Western in Marlborough. Details will be posted to the Academic Support PD pages in July/August 2009.

8. Annual Written Notice to Former Students
   All school districts must provide annual written notice to their former students who have not yet earned their Competency Determination (and who have not transferred to another school) in order to:
   1. inform those students of the availability of publicly funded post-high school remediation programs aimed at helping them satisfy the graduation requirement; and
   2. encourage them to participate in those programs.
   The written notice shall be sent annually by first class mail to the last known addresses of those students. A district's obligation to send that annual written notice to a student's last known address shall last for a period of two years from the date the student left high school in the district. Districts are encouraged strongly to use additional successful recruitment strategies that extend beyond the minimum to ensure participation.

Submit two (2) sets for each fund code, each with an original signature of the Superintendent/ Executive Director. Mail to:

Donna Pisaturo, Grants Specialist
Secondary School Services
Massachusetts Department of
Elementary and Secondary Education
75 Pleasant Street
Malden, MA 02148-4906