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ASSIST Application Instructions

Instructions for completing the ASSIST portion of the ASES RFA.

The After School Education and Safety (ASES) Program application forms must be submitted to the California Department of Education (CDE) no later than, January 22, 2019, at 4:00 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 CDE’s RFA ASES 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.

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 local educational agency (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 or government agency, please select the Non-LEA Registration link on ASSIST’s main web page. Follow the prompts to create your secure logon and register your agency. If you receive an error message that your Federal Employer Identification Number (FEIN) number is already in use, please contact ASSIST@cde.ca.gov for help and provide the FEIN number in question.

Completing the Application

Once logged onto ASSIST, select the Request for Applications (RFA) ASES (19) link to begin your grant application.

Cover Page

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

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. Select the Save button.

Contacts

Select 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. 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 Code) applicants do not need to enter an Authorized Agent. Superintendent contact data will automatically appear on the Cover Page in the forms packet.

Select the Save button after adding each contact type. Select the Cover Page button to review the contact data. Scroll down and select the Save as Final button. To change contact data, select the Edit link adjacent to the contact’s name on the RFA Cover Page. Re-select 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, select the RFA Checklist button. Select the Enter Data link next to the application item you wish to update. Re-select the Save as Final button to update any portion of the application.

Grant Requests Page

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

Identifying School Sites

Select 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 elementary and middle school students will be accepted for this application.

Check all funding types for which the school is applying. Funding types offered for the ASES application are After School Base only. Check After School Base for that individual school. Select 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 CDE California School Directory Web page.

Repeat to add another school to the application request.

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

To delete a school from the list, select the Edit link to the right of the school name.

Uncheck the box indicating the school and funding type. Select the Save button. The school will no longer appear on the Grant Requests Page.

Requesting Funding for School Sites

To request school award amounts, select the Grant Requests button. Select the Request Funds link to the right of the school name on the Grant Requests Page.

For After School Base funding, enter the number of days the program will operate and the number of students you propose to serve daily. After School Base programs must operate on every regular school day, including minimum school days. If requesting a funding increase, request funding only for the additional students to be served. If awarded, this request will be added to any amount previously funded.

Select the Calculate button to view the request amounts. Select the Calculate and Save button when you are satisfied with the request amounts. Select the Grant Requests button to view your list of schools.

Select the Request Funds link to the right of the school name next on the list. Repeat to establish the request amount for the next school. Select 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, select the RFA Checklist button. Select the Enter Data link next to the application item you wish to update. Re-select the Save as Final button to update any portion of the application.

Review

Select the RFA Checklist button. Check the status column to ensure all required application items have been submitted. Required application items include the Cover Page and the Grant Requests Page.

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

Download, Print, and Sign Before the Application Due Date

Select 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 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, select 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, Grant Requests Page, and Assurances, etc.

Select the RFA Checklist button. Select the set of forms labeled Designee and Offsite 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 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.

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.

Final Review

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

Mail Application(s)

An original signed application must be received no later than 4:00 p.m., January 22, 2019. 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

Questions:   Expanded Learning Division | expandedlearning@cde.ca.gov | 916-319-0923
Last Reviewed: Friday, November 1, 2019
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