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.
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:
- Program Overview
- School Eligibility
- The Application
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:
- A program summary
- The competition time line
- Scope of projects
- Eligibility requirements
- Awardee and CDE responsibilities
- An application requirements walkthrough
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:
- The application requirements and components starting on page 18 of the RFA
- The scoring criteria on page 27
- The application forms 1–10 on pages 32–48
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:
- A budgeting webinar on December 17th, 2013
- The application due date of February 7, 2014
- A peer review scoring process from February 24th through the 26th, 2014
- A next steps webinar on March 18th, 2014
- School notification of awards estimated as April 7th, 2014
- Sub-grant effective date is estimated as April 7th, 2014
- Issue Grant Award Notifications or GANs estimated as April 14th, 2014
- The scheduling of first payments approximately 3-6 weeks after the CDE receives signed GANs back form the school awardees.
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:
- Assisting individuals with the planning and start-up of one or more new public schools
- Developing partnerships with other public schools
- Developing curriculum materials, assessments, and other materials that promote increased student achievement
- Conducting evaluations and developing materials that document the successful practices
Slide 9: Charter School Responsibilities
Charter schools awarded the grant have the following responsibilities:
- Administer projects in accordance with approved work plans and budgets
- Report work plan or budget variance of 10% or more
- Report quarterly and annual fiscal progress using grant forms
- Conduct a program evaluation
- Consult stakeholders about the project
- Follow federal allowable cost expenditure rules and guidelines
- Cooperate with state or federal site visit monitors
- Participate in any required webinars
Slide 10: CDE Responsibilities
The CDE is responsible for the following:
- Monitor program implementation progress and program compliance
- Validate school project implementation through interviews or onsite visits
- Ensure that grant recipients:
- Meet eligibility requirements and provide required assurances
- Implement the program as timelines prescribed
- Submit required fiscal/program forms
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:
- The charter school applies for the grant, and notifies the CDE that the school previously received a Dissemination Sub-grant, and will request a waiver
- If eligible, the grant application is scored in the peer review process
- If the application passes peer review, a waiver request must be submitted to the CDE by school letter. The CDE will request the waiver to the U.S. Department of Education program office on the school’s behalf
- If the school waiver request is approved, the school may receive a Dissemination Sub-grant award through the GAN process
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:
- Substantial progress in improving student academic achievement
- High levels of parent satisfaction
- The management and leadership necessary to overcome initial start-up problems and establish a thriving, financially viable charter school
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 CHARTERS@cde.ca.gov 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.
- Eligibility will be scored pass/fail
- The narrative response part 2 will be scored using a 3 point scale
Slide 23: Application Checklist
As indicated, the Application Checklist must appear on the front of the application, followed by forms in the following order:
- Form 1 - Application For Funding
- Form 2 - Narrative Response, Part 1
- Form 3 - Narrative Response, Part 2
- Form 5 - Proposed Budget Summary
- Form 6 - Proposed Budget Narrative
- Form 7 - Charter School Work Plan/Activities
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.
- The first part is the priority points section.
- The second part is the narrative response section.
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 http://www.myboe.org/.
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.
- The Objective Summary Statement
- Program Rationale
- Beneficiary Schools
- Program Activities
- Parent Involvement
- Sustainability Plan
- The Program Evaluation
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:
- A high-level statement about the project goals, objectives, and performance measures
- How the project will assist students to meet challenging state student academic achievement standards
- Any curriculum or instructional practices or materials to be developed
- Strategies to assess and evaluate impact on student achievement, and manage continuous instructional improvement
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:
- The specific targeted student population to be served by the proposed project
- How the targeted population is not currently achieving academic standards
- Why the project was selected to serve the targeted population
- The research or experience demonstrating program effectiveness in improving academic performance of the targeted population
- Expected project outcome(s)
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:
- The names and cities of the identified beneficiary schools, or where the student populations attend school
- The demographic summary of the identified beneficiary schools (e.g., number of students, student demographics, grade levels, academic achievement; percentage of free and reduced price meal eligible students or school-wide, etc…), or the statewide student populations
- The demographics of participating beneficiary school administrators, teachers, and support staff
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:
- The project scope, schedule, and goals
- All planned activities
- The performance measures that indicate progress toward meeting project goals
- The people involved, including partner schools and beneficiary schools
- The resources used in the project (e.g., Webinars, meetings, training sessions, etc…)
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:
- The project scope, schedule, and participating school staff
- Project goals, objectives, and performance measures
- The rationale for the project
- The support networks to be put into place to maintain the program
- The expected benefit, including changes to student academic achievement
- Any opportunities for parental involvement
- The planned methods for communicating program goals and progress with parents and the community as a whole
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:
- The program and any resources over time
- As applicable, the support networks between schools to continue ongoing collaboration and the exchange of best practice information
- The method of continued collaboration, including tools, venues, training, mentoring, etc…
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:
- The program elements to be monitored
- The scope of data and information to be collected for monitoring, including census dates
- The school staff or contractors involved in the data collection, evaluation, and reporting efforts
- The method of evaluation
- The method of reporting evaluation findings, including reporting dates
- The audience of the evaluation reports, including the CDE, parents and school staff, teachers, administrators, and board members
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:
- The Proposed Budget Summary (Form 5); and
- The Proposed Budget Narrative (Form 6)
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.
- Do this by putting each series grouped together with a series sub-total. Multiple forms may be used, or they can be grouped on the same form
- Repeat this grouping for each series
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:
- Objective Summary Statement
- Program Rationale
- Beneficiary Schools
Elements 4-7 have work plan activities. These are the:
- Program Activities;
- Parent Involvement;
- Sustainability Plan; and
- Program Evaluation.
Slide 45: Charter School Work Plan/Activities (Form 7)
Each work plan activity must include the following:
- A time line, including specific start and end dates
- The individual position or person responsible for each activity being monitored
- The evidence that will be used to verify work plan element implementation
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:
- Easier to read
- Easier to score
- Stronger applications
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.