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21st CCLC ASSETs Application Instructions

Instructions for completing the 2014-15 Assets RFA.

The After School Support and Information SysTem (ASSIST) is the sole method for applying for 21st Century High School After School Safety and Enrichment for Teens Program funding. The online application system will collect all necessary information and create necessary forms required to complete the application process:

Note: ASSIST will not create the narrative portions of the application. Please include the narrative portions of your application with your ASSIST forms packet.

ASSIST Logon Instructions

To obtain a secure logon for ASSIST, choose instructions from the three options listed below:1. Any agency currently receiving before or after school funding from the California Department of Education (CDE):

Log onto the ASSIST using the agency’s existing secure logon. Click the RFA ASSETs 91 link.

2. Any school district, county office of education, or state college or university not currently receiving before or after school funding from the CDE:

E-mail ASSIST@cde.ca.gov to request a secure logon. The After School Division (ASD) will issue this initial logon to any agency personnel making the request. Once the agency is awarded funding, the logon will be changed and reassigned to the agency superintendent for security purposes.

Log onto ASSIST, and click the RFA ASSETs 91 link.

3. Any direct-funded charter school, State Board of Education (SBE) charter, government agency, or qualifying nonprofit agency, not currently receiving before or after school funding from the CDE:

Go to the CDE ASSIST Grant Management Web page and click the Non-LEA Registration link. Follow the prompts to create a secure logon. Follow the prompts to register the name and contact information for the non-LEA.

Log onto ASSIST, and click the RFA ASSETs 91 link.

Online Application Instructions

Once you have obtained a secure logon, log onto ASSIST and click the RFA ASSETs 91 link.

Check the agency name and county-district (CD) or federal employer identification number (FEIN) for accuracy. For corrections, please contact ASSIST@cde.ca.gov.

Clicking the RFA ASSETs 91 link will initiate the creation of a unique application number. An agency is permitted to submit more than one application. To submit multiple applications, scroll to bottom of the RFA Checklist page to the dropdown menu. Select the New Application option to create another application.

Cover Page

Begin the application process by clicking the Enter Data link next to the application item labeled Cover Page. This prompt will bring up the Questions and Contacts section.

Questions

Respond to the items in the Questions section. Check the box to indicate a Yes. Leave the check box blank to indicate a No. Click the Save button.

Contacts

Click the Add button to add contact information. Use the Type dropdown menu to select a contact type.

Non-LEA applicants (including direct-funded charter schools) must include contact data for both an Authorized Agent and a Program contact.

LEAs (any agency with a 7‑digit county/district number) need only to include contact data for a Program contact. ASSIST is linked to the CDE’s central database, so superintendent contact data will automatically appear on the downloadable application Cover Page.

Do not abbreviate address information. Include phone numbers and e-mail addresses.

Click the Save button after adding each contact type. Click the Cover Page button to review the contact data. Scroll down and click the Save as Final. (Note: Changes are accepted up to the application due date. To update any part of the application, click the RFA Checklist button. Click the Enter Data link next to the application item you wish to update. Re-click the Save as Final button to update any portion of the application.)

To change contact data, click the Edit link adjacent to the contact’s name on the Cover Page.

Grant Requests Page

Click the Enter Data link next to the application item labeled Grant Requests Page.

Identifying School Sites

Click the Add School button to request program funding. Enter the school’s 14‑digit county-district-school (CDS) code.

Check the boxes to indicate all the types of funding you are requesting for this school (Family Literacy, Equitable Access, Core After School Base).

Look for the confirmation message stating School programs saved. If the school code does not match the California Public Schools Directory, a red error message will appear stating: School CDS does not map to a valid school. Retry adding the school using the correct 14-digit CDS code. For CDS code help, visit the CDE California School Directory Web page.

Repeat to add another school to the application request.

Click the Grant Requests button to ensure the list of schools is complete and accurate.

To delete a school from the list, click the Edit link to the right of the school name. Uncheck the box indicating the school and funding type. Click the Save button. The school will no longer appear on the Grant Requests Page.

Requesting Funding for School Sites

To request school award amounts, click the Grant Requests button. Click the Award Calculator link to the right of the school name on the Grant Requests Page.

Follow the prompts and enter the Funding Request amount for each of the funding types selected (Family Literacy, Equitable Access, Core After School Base). Click the Calculate and Save button.

To add a funding type to a school already in the Programs list, click the Grant Requests button. Click the Edit link to the right of the school name. Click the box associated with the funding type you wish to add (Family Literacy, Equitable Access, Core After School Base). Click the Award Calculator button. Enter the Funding Request amounts for this school for each of the funding types selected. Click the Calculate and Save button. 

Click the Grant Requests button to view the list of schools.

Click the Award Calculator link to the right of the school name next on the list. Repeat to establish the request amount for the next school. Click the Save All Grant Requests as Final button to submit your Award Calculator to the CDE.

Note: The Award Calculator for ASSETs applications will only display a per school request amount. The Days of Operation and Students Served columns will display zeroes.

Core Grant Budget

Click the RFA Checklist button. Click the Enter Data link next to the application item labeled Budget-Core. Input the program budget by line item for the total Core After School Base Program request. Input a description in the Description fields for each corresponding budgeted line item. Click the Calculate Total button. Adjust as necessary. Click the Save as Final button.

Equitable Access Budget

Complete this portion of the application only if you have applied for Equitable Access funding for one or more schools. Click the RFA Checklist button. Click the Enter Data link next the application item labeled Equitable Access Budget. Input the program budget by line item for the total Equitable Access Program request. Input a description in the Description fields for each corresponding budgeted line item. Click the Calculate Total button. Adjust as necessary. Click the Save as Final button to submit your budget to the CDE.

Family Literacy Budget

Complete this portion of the application only if you have applied for Family Literacy funding for one or more schools. Click the RFA Checklist button. Click the Enter Data link next the application item labeled Family Literacy Budget. Input the program budget by line item for the total Family Literacy Program request. Input a description in the Description fields for each corresponding budgeted line item. Click the Calculate Total button. Adjust as necessary. Click the Save as Final button to submit your budget to the CDE. 

Review Data Entry

Click the RFA Checklist button. Check the Status column to ensure all required application items have been submitted. Required application items include the Cover Page, Programs/Award Calculator, and the Core Budget. Optional application items include Equitable Access Budget and Family Literacy Budget.

Changes are accepted up to the application due date. To update any part of the application, click the RFA Checklist button. Click the Enter Data link next to the application item you wish to update. Re-click the Save as Final button to update any portion of the application.

Download, Print, and Sign Before the Application Due Date

There are 18 different documents that must be printed from ASSIST. The printing process is the same for each form.

Click the RFA Checklist button. Select the name of the form to be printed from the Application Page dropdown menu (see list of forms immediately below). Use the viewing window to review the information contained in the form. If complete and accurate, select a format from the Select a Format dropdown menu (Microsoft Excel or Adobe Portable Document Format [PDF]). Click the Export link. A downloadable file in the desired format will emerge. Open the file and review. Do not overwrite pre-populated data. Save and print the file before the application due date. Gather necessary signatures.

Excel files may require selection of “Fit to 1 Page” using Excel’s Page Setup command.

The ASSIST forms that comprise a complete grant application are as follows:

*Excel file format is recommended.

Final Review

Each grant application must consist of an electronic submission via ASSIST, a signed ASSIST forms packet, and an application narrative mailed by the final application due date.

A complete ASSIST forms packet consists of a Cover Page, Additional Required Information, Authorized Designee Form (optional), Signatures and Approvals, Award Calculator, Core Grant Budget, Off-site Program Information (optional), Outcome Measures, Disqualification Form, Point Reduction Form, Certified Assurances (pages 1–3), Collaborative Signatures, Equitable Access Grant Budget (optional), Equitable Access Grant Assurances (optional), Family Literacy Grant Budget (optional), and the Family Literacy Grant Assurances (optional).

Changes to ASSIST forms are accepted up to the application due date. To update any part of the application, click the RFA Checklist button. Click the Enter Data link next to the application item you wish to update. Re-click the Save as Final button to update any portion of the application. Reprint the updated application item and gather the necessary signatures.

Attach application narrative(s) to the signed ASSIST forms packet and mail to the CDE on or before final application due date.

Multiple Applications

To submit multiple applications, scroll to bottom of the RFA Checklist page to the dropdown menu. Select the New Application option to create another application.

Mail Application(s)

An original signed application plus three (3) copies must be received by the application due date. Mail or deliver to:

After School Division

ASSETS Grant Application

California Department of Education

1430 N Street, Suite 3400

Sacramento, CA 95814-5901

 

Questions:   After School Division | afterschool@cde.ca.gov | 916-319-0923
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