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PCSGP-13 Dissemination Webinar Transcript

The following is the transcript of the Public Charter Schools Grant Program (PCSGP) Dissemination Request for Applications (RFA) webinar.

The Public Charter School Grant Program, Dissemination Sub-Grant, Request for Applications, webinar was presented on December 12, 2013 at the California Department of Education. The speakers included Pete Callas, Education Fiscal Services Administrator in the Charter Schools Division, with Steve Smith and Colleen Quinn, both Education Programs Consultants who are program leads for the PCSGP Dissemination grant.

Return to the Public Charter Schools Grant Program, Dissemination Sub-Grant, Request for Applications page.


Slide 1: Title Slide

Welcome to the California Department of Education’s (CDE) presentation on the Public Charter Schools Grant Program (PCSGP) Dissemination Sub-Grant Application for fiscal year 2013–14. This is the first 2013–14 Dissemination Sub-grant Technical Assistance webinar by the Charter Schools Division. My name is Pete Callas, Education fiscal Services Administrator in the Charter Schools Division at the CDE. Joining me in the presentation of slides today are Steve Smith, Education Programs Consultant, and Colleen Quinn, Education Programs Consultant, the program leads on the PCSGP Dissemination grant

Slide 2: Agenda

Our agenda for the webinar includes the following sections:

Slide 3: Program Overview

This section of the webinar explains the Dissemination Sub-grant program overview.

Slide 4: Purpose of the Webinar

The purpose of this Webinar is to review the 2013–14 Dissemination Sub-grant application posted as a Request for Applications document, or RFA. Topics will include:

Please type any questions you have in the question box. We will pause to answer questions periodically throughout the presentation.
Slide 5: What to Have in Front of You

Because we will be reviewing the application components, we recommend that you have the RFA available for easy referral. We will be covering:

Slide 6: Summary of the Dissemination Sub-grant

Authorized under Elementary and Secondary Education Act (ESEA) Title V, Part B, Section 5201 through 5211, the PCSGP provides funding for a newly established or conversion charter school’s supplemental funds for development, as well as funding for the dissemination of best and promising practices.

In 2010–11 the CDE was awarded approximately $290 million for these activities.

The CDE dedicated $5 million total to be used in disseminating best and promising practices in California charter school education. The CDE conducted a competition last year, and awarded nine sub-grants. The CDE is conducting the second of two competitions this year in 2013-14.

Slide 7: Time line

The following additional key dates are listed in the RFA, and on this slide. They include:

Applications are due to the CDE no later than 12:00 p.m. Friday, February 7th, 2013. The completed application must be received, not postmarked, by the Charter Schools Division on this date. To ensure receipt, we suggest applicants build in a sufficient time for mail delivery. For applicants wanting to deliver the application in person, a table will be staffed from 8 a.m. to 12:00 p.m., on Friday, February 7th, 2014, in the CDE lobby at 1430 N Street, Sacramento.

The Dissemination team will conduct eligibility screening before the peer review, to determine which applicants are eligible for the grant. After submission of the application, from February 24th through the 26th a team of peer reviewers will review and score the applications using the rubric included in the RFA. The rubric is Appendix A in the RFA. We suggest applicants review the rubric when developing their applications.

Once applications are approved, those selected for awards will work with CDE staff to ensure project budgets include allowable costs. After approved applications and budgets are finished being reviewed, charter schools will be notified of approval status on approximately April 7th, 2014. CDE plans to issue sub-grant award notification letters to funded charter schools a week later.

Slide 8: Dissemination Projects

ESEA identified four types of allowable dissemination sub-grant projects:

Slide 9: Charter School Responsibilities

Charter schools awarded the grant have the following responsibilities:

Slide 10: CDE Responsibilities

The CDE is responsible for the following:

Slide 11: Part 2: Eligibility

This section of the webinar will discuss Eligibility.

Slide 12: Who Can Apply

Only charter schools are eligible applicants. Eligible applicants may partner with non-charter public schools, school districts, county offices of education, charter management organizations, or associations, as long as they follow federal contracting requirements. See the RFA for more information on project partner information.

Slide 13: Who Can Apply (Cont.)

ESEA, Title V, Part B, Section 5204(6)(A) lists dissemination sub-grant charter school eligibility criteria. Charter schools are eligible to apply for the dissemination sub-grant if they meet all of the criteria on the following slides:

Slide 14: Who Can Apply (Cont.)

Absent a waiver, the school has not previously been awarded a Charter Schools Program dissemination sub-grant. If the charter school was awarded a previous Dissemination sub-grant in an earlier cycle, the charter school will only be eligible if an approved federal program waiver is described in the application.

The waiver process is:

Eligible schools must also operate according to the federal definition of a charter school. Refer to ESEA section 5210 for the definition.

Slide 15: Who Can Apply (Cont.)

The school has been open for three or more years. This means the school has been in continuous operation, with an open/effective date on or before January 1, 2011.

 Slide 16: Who Can Apply (Cont.)

Charter schools converted from a non-charter public school must be in operation as a charter school for at least three (3) consecutive years to be eligible (as of January 1, 2011). Charter schools continuously open, and with an open effective date on or before January 1, 2011, are eligible to apply.

Slide 17: Who Can Apply (Cont.)

The school has demonstrated overall success in all the following areas:

CDE definitions of these criteria are included in the RFA on page 7.

Slide 18: Award Decisions

Applications must fully comply with RFA requirements as described in the narrative and assurances signed by the applicant. Upon submission, applications will be screened for eligibility requirements. Any problems at this stage will be addressed with applicants. We will stop processing applications failing to meet the eligibility criteria at this part of the competition, and applicants will be notified. Applications moving forward in the competition will be scored by a group of trained peer reviewers who will use the rubric listed in the RFA. Applications meeting RFA requirements will be funded based on overall score in descending order. If insufficient funds are available, other factors may be considered such as geographic distribution, school size, and grade level distribution.

Slide 19: Question Break

We will take a brief break so you can type your questions in the box.

Slide 20: The Application

This section of the webinar explains the sub-grant application.

Slide 21: Guide to Application Submission

A complete application with original signatures must be received by the CDE in order to be considered for funding. All narrative sections must be fully addressed and the page limits observed. All pages must be in the order listed on the Application Checklist. Please refer to the Submission of Applications section in the RFA on pages 30-33. An original, plus three hard copies, and one electronic copy (Microsoft Word 2003 or later), single-spaced in 12 point Arial font with one inch margins, must be received by mail (not postmarked by) or in person, by 12:00 p.m. (noon), on Friday, February 7th, 2014.

The electronic copy must be submitted with the packet on a CD or via e-mail to on or before Friday, February 7th, 2014.

Slide 22: Scoring Rubric

Eligibility and scoring will be conducted using the rubric found starting on page 49 of the RFA.

Applicants should use the rubric to guide writing the application.
Slide 23: Application Checklist

As indicated, the Application Checklist must appear on the front of the application, followed by forms in the following order:

Please note that Forms 4, 8, 9, and 10 are instructions or assurances and are not to be submitted. Retain these forms at the charter school site for administration use and program inspection.

Slide 24: Application For Funding (Form 1)

Most of this form is self-explanatory. The “Grant Award Information” box refers to the total amount requested for the charter school project. The application must be signed in blue ink by the Administrator or designee.

Slide 25: Narrative Response–Part 1 (Form 2)

This form consists of 2 sections:

There is a 4-page limit for this form. Successful applications will provide a thorough response that addresses each element. Applicants can use the RFA eligibility section and rubric for requirements, and for use as a guide.

Slide 26: Narrative Response–Part 2 (Form 3)

This form consists of two parts.

Slide 27: Narrative Response–Part 2 (Form 3)

This priority point section of the application is optional. Those applications that include a completed priority points section are eligible for two priority points in the competition.

Section 1: Priority Points–Collaboration with non-charter public schools (optional). The first priority point is for those projects where the applicant school collaborates with one or more non-charter public schools. In order to receive this priority point applicants must show how the mentor school will collaborate with non-charter public beneficiary schools.
Slide 28: Narrative Response–Part 2 (Form 3)

Section 1: Priority Points–Brokers of Expertise (optional). The second priority point is for those projects where the applicant school uses the Brokers of Expertise collaboration resources in the execution of their project activities. In order to receive this priority point applicants must show how the Brokers collaboration resources will be used in performing project activities. Applicants can access a collaboration information PDF handout by searching for “group’s tips” at

Slide 29: Narrative Response–Part 2 (Form 3)

Section 2: Narrative Responses. This part of the application is required. This is where applicants describe the nature of the proposed project. Applicants must complete all of these sections in the application in order to be considered. We strongly recommend applicants refer to the RFA instructions and rubric when developing proposals.

Slide 30: Narrative Response–Part 2 (Form 3)

There are seven parts to section 2 of the form.

We will go through these sections in the next set of slides.

Slide 31: Narrative Response–Part 2 (Form 3)

Number 1 is the Objective Summary Statement section. The applicant must describe at a summary level, a statement of the proposed project. Specifically, the summary statement must include:

Slide 32: Narrative Response–Part 2 (Form 3)
Number 2 is the Program Rationale section. The applicant must describe the rationale for the selected program. Specifically:
Slide 33: Narrative Response–Part 2 (Form 3)

Number 3 is the Beneficiary Schools section. The applicant must describe any specific beneficiary schools, and student populations that will benefit from the dissemination project. Specifically:

If the proposed project does not involve collaboration with specific schools, and is designed to generally make program or other materials widely available statewide to all California public schools, the applicant must describe in detail how these statewide student or teacher populations will benefit from the proposed project.

Slide 34: Narrative Response–Part 2 (Form 3)

Number 4 is the Programs Activities section.

The applicant must describe the program and activities that will be implemented during the project. This description must address the following activity information with a description of:

Slide 35: Narrative Response–Part 2 (Form 3)

Number 5 is the Parent Involvement section. The applicant is required to explain how parents at both the partner or mentor schools, and at any beneficiary schools (if applicable), will be informed of the project and activities, as well as any opportunities for potential parental involvement.

Specifically, this section must describe how parents will be informed of:

Slide 36: Narrative Response–Part 2 (Form 3)

Number 6 is the Sustainability Plan section. The applicant must describe how the changes to the beneficiary schools will be sustained over time.

Specifically, how the beneficiary schools will maintain:

Slide 37: Narrative Response–Part 2 (Form 3)

Number 7 is the Program Evaluation section.

The applicant must describe how the project will be monitored and evaluated for effectiveness. This description must address the following:

Slide 38: Question Break

We will take a brief break so you can type your questions in the box.

Slide 39: Proposed Budget

The application must include the following two required forms:

Slide 40: Proposed Budget

Funding levels reflect the projected cost of implementing the proposed project and activities. The Budget must address all years of the grant.

Slide 41: Proposed Budget

We have $2.5 million dollars in dissemination sub-grant funds to distribute this year. There are no maximum or minimum project funding amounts. The target funding amount is $250,000 per sub-grant, but the project defines the budget. Research conducted by the comprehensive center at WestEd (Sacramento) indicates that the past cycle dissemination projects that were smaller in scope, and focused on building lasting colleague and professional development relationships across a network of schools were better uses of funds than larger, one-time posting of materials dissemination projects. 

Slide 42: Proposed Budget Summary (Form 5)

Amounts on the budget summary form must add up to the amounts on the budget narrative forms. Some of the previous sub-grant cycle applicants did not check this step and created additional work to make corrections before scoring and awarding could be completed. Double check your work before submitting budgets. It is recommended that you have someone who did not develop the budget and work plan documents review the forms before submission, to prevent extra unnecessary steps in the review process. 

Slide 43: Proposed Budget Narrative (Form 6)

The Charter School Budget Narrative provides more detail than the Budget Summary Form. The project budget narrative should describe costs associated with each activity on the Work Plan/Activities (Form 7). The Narrative must be grouped by object code series, and include sub-totals by object codes, by year, and for the full term of the grant.

Slide 44: Charter School Work Plan/Activities (Form 7)

Actions and Activities must align to and support full implementation of each of the last four elements in narrative response (Form 2).

Elements 1-3 have no associated work plan activities. These are the:

Elements 4-7 have work plan activities. These are the:

Slide 45: Charter School Work Plan/Activities (Form 7)

Each work plan activity must include the following:

Slide 46: Charter School Work Plan/Activities (Form 7)

Experience shows that prior PCSGP and dissemination grant cycle applications that sequentially align work plan activities with narrative and budget items are:

Applications that use a sequential unique identifier for each unique task, and use that identifier in the narrative, budget narrative, and work plan documents, makes the application easy to read and score.

Slide 47: General and Specific Assurances and Conditions (Forms 9 and 10)

Signature on the Application Cover Sheet indicates acknowledgement and agreement to all assurances. Sub-grant awardees must keep the entire application, and the assurance and conditions forms on file at the charter school. It is important that all people listed on the application, and any project managers or coordinators that have a significant role on the project read and understand the assurances and conditions.

Slide 48: Final Question Break

This will be the final question session. We will take a brief break so you can type your questions in the box.

Slide 49: Resources

This section explains Sub-grant resources.

Slide 50: Technical Assistance Resources

We have listed several resources on this slide that may be helpful in understanding the program and completing the application. 

Slide 51: U.S. Department of Education Grant Resources

Here are a few U.S. Department of Education grant resources.

Slide 52: Grant Information

Grant information from the Charter Schools Division is distributed through the charter schools listserv. You can self-subscribe to the listserv at the internet address on the screen.

Slide 53: Contact Information

If the previously provided resources do not provide answers to your questions, you can contact the two program leads at the phone numbers or e-mail addresses listed on this slide.

Slide 54: Our Next Webinar

The next Dissemination Sub-grant webinar is on project budgeting. It will be held next week on December 17, 2013 from 10:00 a.m. through approximately 11:30 a.m. Refer to the webinar information on this slide for more information.

Slide 55: Conclusion

Thank you for your time and consideration of the Dissemination of best and promising practices Sub-grant program. We look forward to reading some great applications and projects. This concludes our slide presentation today.

Questions:   Charter Schools Division | | 916-322-6029
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