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ASSIST Application Process


The After School Safety and Enrichment for Teens (ASSETs) application forms must be submitted to the California Department of Education (CDE) no later than, Friday, January 26, 2018, at 5:00 p.m. Postmarks will not be accepted.

Applicants with active and valid County-District-School (CDS) codes are able to apply for grant funding. Please visit the After School Support and Information System Online System (ASSIST) Web page.

Applicants without valid CDS codes cannot apply for funding through ASSIST and must instead download and complete the forms in lieu of generating them from ASSIST. Please visit Request for Applications Web page.

After School Support and Information System Online System

The ASSIST is an online grant application and reporting system used for all expanded learning programs funded by the CDE. The ASSIST allows users to apply for and manage grants. Grantees are required to use ASSIST for attendance, expenditure, and other reporting processes.

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After School Support and Information System Logon Instructions

Please visit the ASSIST Web page. All applicants must have a secure logon to access the grant application. To obtain a secure logon for ASSIST, choose instructions from one of the options listed below:

  • Any agency currently receiving expanded learning funding from the CDE must log onto ASSIST using their existing account. Please contact your agency lead for your secure logon.

  • Any agency NOT currently receiving before or after school funding from the CDE must gain ASSIST access in one of two ways:

    • If the applicant is a school district, county office of education, or state college or university, please e-mail ASSIST@cde.ca.gov to request your local educational agency’s (LEA’s) secure logon. Please state the full name of the LEA in your request. The Expanded Learning Division 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’s superintendent for security purposes.

    • If the applicant is a direct-funded charter school, government agency, or qualifying non-profit agency, please click the Non-LEA Registration link on ASSIST’s main web page. Follow the prompts to create your secure logon and register your agency. 

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Completing the Application

Once logged onto ASSIST, click the Request for Applications (RFA) ASSETs 111 link to begin your grant application.

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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 sections.

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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.

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Contacts

Click the Add button to add contact information. Use the Type drop-down menu to select a contact type.

Non-LEA applicants (including direct-funded charter schools) must include contact data for an Authorized Agent. All other contacts types are desired, but not required. Please note that funding priority is given those applicants with a designated Co-applicant. Do not abbreviate address information such as “Rd.” for Road or “St.” for Street. Include current phone numbers and e-mail addresses.

LEAs (any agency with a seven-digit County-District number) applicants do not need to enter an Authorized Agent. Superintendent contact data will automatically appear on the Cover Page in the forms packet. Please note that funding priority is given those applicants with a designated Co-applicant.

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 button. To change contact data, click the Edit link adjacent to the contact’s name on the RFA Cover Page. Re-click the Save as Final button to update any portion of the application.

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.

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Grant Requests Page

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

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Identifying School Sites

Click the Add School button to request program funding. Enter the school’s 14 digit CDS code.

The ASSIST will determine your school type based on grades served as reported to the CDE as designated in the Consolidated Application and Reporting System Web page. Only schools serving high school students will be accepted for this application.

Check all funding types for which the school is applying. Funding types offered for the ASSETs application are After School Base and Equitable Access. Check all that apply for that individual school. Click Save.

Look for the confirmation message stating School programs saved. If the school code does not match the information in the California Public Schools Directory, please visit the California Public Schools Directory Web page. A red error message will appear stating, “You have entered an invalid CDS code. Please check the number and try again.” Retry adding the school using the correct 14-digit CDS code. For CDS code help, please visit the California Public 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.

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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.

For Equitable Access funding, enter the amount of the funding requested. The maximum award amount for the Equitable Access program is $25,000 per school site.

For After School Base funding, enter the amount of the funding requested. The maximum award amount for the After School Base program is $250,000 per school site.

Click the Calculate button to view the request amounts. Click the Calculate and Save button when you are satisfied with the request amounts. Click the Grant Requests button to view your 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.

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.

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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 request. Core includes After School Base, After School Summer, Before School Base, and Before School Summer. 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.

Note: ASSIST will not allow the budgeting of amounts that exceed the legislative caps, including large school adjustments.

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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 to the application item labeled Equitable Access Budget. Input the program budget by line item for the total Equitable Access 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.

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Review

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, Grant Requests Page, and applicable Budgets.

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.

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Download, Print, and Sign Before the Application Due Date

Click the RFA Checklist button. Select the set of forms labeled Cover Page to be printed from the Application Page drop-down menu. Use the viewing window to review the information contained in the form. If complete and accurate, select Portable Document Format (PDF) file format on Export Icon drop-down menu. A downloadable PDF file will emerge. Open the file and review. Do not overwrite pre-populated data. If you detect errors, click the RFA Checklist button to update the appropriate section(s) of your application, and try printing again.

Repeat the process above for the forms labeled Signatures and Approvals; Award Calculator; Budgets; Private, Assurances, etc.

Click the RFA Checklist button. Select the set of forms labeled Designee, Offsite, etc., to be printed from the Application Page drop-down menu. Select Word file format from the Export Icon drop-down menu. A downloadable Word document will emerge. These forms are not pre-populated and will require manual operations. Open the Word form and fill out manually.

Note: If names of principals or superintendents appear incorrect on the Signatures and Approvals form, please visit the California Public School Directory Submitting Corrections Web page to make corrections. We will accept new principal signatures while the Public School Directory updates are being processed. You may line through the former principal name and write in the name of the new principal who will be signing the application.

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Multiple Applications

While it is permissible to submit multiple applications, it is not recommended. If an additional application is desired, it is best to complete one application before beginning another. ASSIST will naturally revert back to the most recent application created. Exercise caution when toggling and printing multiple applications. See application number at the top of each page to ensure proper grouping.

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Final Review

Changes to ASSIST 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.

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ASSETs Grant Application Identification Number

Once you have received an ASSETs Grant Application Identification Number from ASSIST (printed at the top of the forms) you must manually input that number into the Financial Assistance Application Submittal Tool (FAAST) when you upload your program narratives. Once you create your account in FAAST there will be a location on the Organization page to input the ASSIST-generated Grant Application Identification Number. If you do not input your ASSIST Grant Application Identification Number we may not be able to identify your application narrative.

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Mail Application(s)

An original signed application must be received no later than Friday, January 26, 2018. Postmarks will not be accepted.

Mail or hand deliver to:

California Department of Education
Expanded Learning Division
1430 N Street, Suite 3400
Sacramento, CA 95814-5901

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Questions:   Expanded Learning Division | expandedlearning@cde.ca.gov | 916-319-0923
Last Reviewed: Friday, September 13, 2019
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