After School Division Guidance and Recommendations for School Site Substitutions and School Closure Issues
Issue: An After School Education and Safety (ASES) or 21st Century Community Learning Centers (21st CCLC) program is closing and the majority of the students will attend a school site that is funded at the legislative cap ($112,500/$150,000).
Should the After School Division (ASD) allow a large school adjustment?
California Education Code (EC) Section 8483.7(a)(1)(C) The maximum total direct grant amount awarded annually pursuant to this paragraph shall be one hundred twelve thousand five hundred dollars ($112,500) for each regular school year for each elementary school and one hundred fifty thousand dollars ($150,000) for each regular school year for each middle or junior high school.
EC Section 8483.7(a)(2) For large schools, the maximum total grant amounts described in paragraph (1) may be increased based on the following formulas, up to a maximum amount of twice the respective limits specified in paragraph (1):
(A) For elementary schools, multiply one hundred thirteen dollars ($113) by the number of pupils enrolled at the schoolsite for the normal schoolday program that exceeds 600.
(B) For middle schools, multiply one hundred thirteen dollars ($113) by the number of pupils enrolled at the schoolsite for the normal schoolday program that exceeds 900.
EC Section 8483.7(a)(3) The maximum total grant amounts set forth in subparagraph (C) of paragraph (1) may be increased from any funds made available for this purpose in the annual Budget Act for participating schools that have pupils on waiting lists for the program. Grants may be increased by the lesser of an amount that is either 25 percent of the current maximum total grant amount or equal to the proportion of pupils unserved by the program as measured by documented waiting lists as of January 1 of the previous grant year, compared to the actual after school enrollment on the same date. The amount of the required cash or in-kind matching funds shall be increased accordingly. First priority for an increased maximum grant pursuant to this paragraph shall be given to schools that qualify for funding pursuant to subdivision (b) of EC Section 8482.55. Second priority shall be given to schools that receive funding priority pursuant to subdivision (f) of EC Section 8482.55.
EC Section 8483.7(a)(6)
(A) A grantee may allocate, with departmental approval, up to 125 percent of the maximum total grant amount for an individual school, so long as the maximum total grant amount for all school programs administered by the program grantee is not exceeded.
(B) A program grantee that transfers funds for purposes of administering a program pursuant to subparagraph (A) shall have an established waiting list for enrollment, and may transfer only from another school program that has met a minimum of 70 percent of its attendance goal.
The ASD interpretation of ASES and 21st CCLC California EC: The 125 percent rule applies only to the ASES program.
The ASD should allow ASES and 21st CCLC program school sites to exceed the legislative cap if the school site meets the large school adjustment criteria, per EC Section 8483.7(a)(2)(A) or (B), and they meet all of the following conditions:
- A currently funded school site is closing or is restructuring in such a fashion that the population of students that may be served is substantially reduced (for example, the school site is being repurposed, or boundaries are being changed, so that substantially fewer students will attend the school site).
- The school site to which funds would be transferred will be receiving students from the original grant site, as a result of the school site closing or restructuring.
- The grantee, subcontractor, or other affiliates have no outstanding or unresolved 21st CCLC, ASSETS, or ASES audit findings in the previous fiscal year or have been determined by the ASD staff to be making adequate progress toward the resolution of any findings.
- The school site(s) to which funds would be transferred meets one of the following criteria:
- The school site(s) already has a grant of the same type.
- The school site(s) has no existing grant, but has a free-and-reduced-price meal percentage similar to, or higher than the former school site. Note: If the school site receiving funds is not yet open, "feeder school" data will be considered in evaluating the proposed school site substitution.
- The school site must be in “Good Standing” with the ASD. Good Standingrefers to:
- All attendance reports for current or expiring grantees have been submitted and have been found by the ASD to be accurate and complete.
- All expenditure reports for current or expiring grantees have been submitted and have been found by the ASD to be accurate and complete.
- Annual statewide evaluation data for current or expiring grantees have been submitted to the ASD and have been found by the ASD to be accurate and complete.
- The grantee, subcontractor, or other affiliates have no outstanding or unresolved Federal Program Monitoring (FPM) findings in the previous fiscal year or have been determined by the ASD to be making adequate progress toward the resolution of any findings.
Issue: What would be the documented evidence needed to allow for the transfer of after school funds?
All of the following listed items below must be submitted to the ASD with the School Site Substitution form:
- If the request is a result of school re-structuring, then provide the anticipated percent reduction of students remaining in the school program that is evidence of a substantial reduction.
- The School Board or Charter Governing Board meeting minutes with the decision to close or restructure the school site(s).
- The effective date of the school site(s) closing or restructuring.
- The location of the school site(s) where the students from the closing school will be assigned to attend.
- The percent of students at the school site(s) to which funds would be transferred that are eligible to receive free and reduced priced meals.
- The number of students that will be transferred from the closing school site to each newly or currently funded school site.
- Submission of the grantee’s revised ASES program plan (if applicable).
- In the case of a 21st CCLC Elementary Middle/Junior High School or 21st Century High School After School Safety and Enrichment for Teens (ASSETs) grant, the authorized fiscal agent must certify that the same program will be implemented, as is described in the original grant application, and will be included in the justification section of the School Site Substitution form.