ࡱ> z}wxyc Rbjbj8<8< %ZVT\ZVT\!0bb&&&&&D''''B)'* -,-,-,-`..42/$c*,&&:`.`.&:&:,&&,-,-4A$@@@&:&,-&,-@&:@@•b,-.Ƣ*:nJe<C;CbzC&J/N/@2R@46jN/N/N/,,R>N/N/N/&:&:&:&:CN/N/N/N/N/N/N/N/N/b> %: Notice of Grant Opportunity 21st Century Community Learning Centers Program Training and Technical Assistance 18-EK41-H05 September 1, 2017 August 31, 2022 Kimberley Harrington Acting Commissioner Susan Martz Chief Learning Supports and Specialized Services Officer/Assistant Commissioner Division of Learning Supports and Specialized Services Nancy Curry Director Office of Student Support Services Division of Learning Supports and Specialized Services March 2017 Application Due Date: May 25, 2017 CFDA #84.287C NEW JERSEY DEPARTMENT OF EDUCATION P.O. Box 500 Trenton, NJ 08625-0500  HYPERLINK "http://www.state.nj.us/education" http://www.state.nj.us/education STATE BOARD OF EDUCATION MARK W. BIEDRON . Hunterdon President JOSEPH FISICARO. Burlington Vice President ARCELIO APONTE.............................................................................. Middlesex RONALD K. BUTCHER .. Gloucester JACK FORNARO..... Warren EDITHE FULTON . Ocean ERNEST P. LEPORE .... Hudson ANDREW J. MULVIHILL Sussex Kimberley Harrington, Acting Commissioner Secretary, State Board of Education It is a policy of the New Jersey State Board of Education and the State Department of Education that no person, on the basis of race, color, creed, national origin, age, sex, handicap or marital status, shall be subjected to discrimination in employment or be excluded from or denied benefits of any activity, program or service for which the department has responsibility. The department will comply with all state and federal laws and regulations concerning nondiscrimination. TABLE OF CONTENTS When responding to this Notice of Grant Opportunity (NGO), applicants must use the Electronic Web Enabled Grant (EWEG) online application system which can be accessed at  HYPERLINK "http://homeroom.state.nj.us/" http://homeroom.state.nj.us/. Please refer to the New Jersey Department of Education, Discretionary Grants web page at  HYPERLINK "http://www.nj.gov/education/grants/discretionary" http://www.nj.gov/education/grants/discretionary for more information. The NGO will be posted under Available Grants when it becomes available. SECTION 1: GRANT PROGRAM INFORMATION PAGE 1.1 Description of the Grant Program 1 1.2 Eligibility to Apply 3 1.3 Federal Compliance Requirements (DUNS, SAM) 3 1.4 Statutory/Regulatory Source and Funding 4 1.5 Dissemination of This Notice 4 1.6 Technical Assistance 4 1.7 Application Submission 5 1.8 Program and Fiscal Reporting Requirements 6 1.9 Assessment of Statewide Program Results 6 1.10 Reimbursement Requests 7 1.11 Audit Reports 7 SECTION 2: PROJECT GUIDELINES Project Design Considerations 10 Project Requirements 10 Budget Design Considerations 15 Budget Requirements 17 SECTION 3: COMPLETING THE APPLICATION 3.1 General Instructions for Applying 20 3.2 Review of Application 20 3.3 Application Component Checklist 21 NGO APPENDICES: Appendix 1 State Mandated Goals and Objectives Appendix 2 Budget Development Instructions Appendix 3 Electronic Web-Enabled Grant System (EWEG) Tips SECTION I: GRANT PROGRAM INFORMATION DESCRIPTION OF THE GRANT PROGRAM The New Jersey Department of Education (NJDOE), Office of Student Support Services, intends to select a New Jersey-based organization to provide statewide training and technical assistance to improve the quality of programming and build the capacity of staff in 48 21st Century Community Learning Centers (21st CCLC) grantees, three Extended Learning Program Activity (ELPA) pilot grantees, and up to ten new grantees commencing September 1, 2017. Additionally, in an effort to increase the number of quality afterschool programs throughout the state, the award recipient will provide statewide training to other eligible entities within New Jersey. The selected organization will receive a maximum of $160,000 in federal funds to support this project. The award recipient will be required to fulfill the following: Design and provide training and technical assistance that helps the grantees fulfill program requirements, and also builds the capacity of the program staff which in turn will enhance the quality of the program; Assist the NJDOE in addressing program quality, sustainability and networking; Promote the development, continuity and expansion of quality programming through on-site quality visits; Facilitate professional learning communities, especially around the following themes: STEM, career awareness and exploration, visual and performing arts and civic engagement; Encourage the development of tangible partnerships between grantees and key stakeholders including school-day administrators and staff, parents, and collaborators; Collaborate with state-level evaluator to administer evaluation trainings to ensure appropriate use of data, including survey data; Assist the 21st CCLC grantees in the implementation of action research to encourage continuous quality improvement; Provide training to other eligible entities within New Jersey; Provide training sessions on best practice strategies for intentional planning, aligning with the school-day, creating a youth-centered environment, effective management, summer learning, engaging parents and families, local evaluation methods and designing program staff professional development; Integrate the New Jersey Student Learning Standards within afterschool programming in order to improve participant achievement; Promote the use of a guided-inquiry and project-based approaches to support the development of participants 21st Century skills; Design and plan professional learning experiences that are relevant, interactive and based on current national research; and Utilize the New Jersey Quality Standards for Afterschool in developing trainings, workshops and conferences. Background Information on 21st CCLC Program Under Title IV, Part B of the Every Student Succeeds Act (ESSA), 21st CCLCs are defined as centers that provide opportunities for academic enrichment, including 21st CCLC tutorial services to help students to meet the challenging State academic standards. 21st CCLC offer a broad array of additional services, programs, and activities, such as youth development; service learning; nutrition and health education; drug and violence prevention; counseling; arts; music; physical fitness and wellness; technology education; financial literacy; environmental literacy; mathematics; science; career and technical education; internship or apprenticeship programs, and other ties to an in-demand industry sector or occupation for high school students that are designed to reinforce and complement the regular academic program of participating student and their adult family members when school is not in session. The purpose of the 21st CCLC program is to supplement the education of students in grades three through 12, attend schools implementing comprehensive support and improvement activities or targeted support and improvement activities under section ESSA 1111(d); and other schools determined by the local educational agency to be in need of intervention and support. Background Information on ELPA Program The ELPA program is a pilot project developed by the New Jersey Department of Education (NJDOE) to support enrichment and engaging academic activities that are included as part of an expanded learning program that: 1) provides students at least 300 additional program hours before, during, or after the traditional school day; 2) supplements but does not supplant regular school day requirements; and 3) is carried out by entities that meet the federal priority requirements. Supported under section 4205(a) of Title IV, Part B, 21st Century Community Learning Centers (21st CCLC) program, as authorized in the Every Student Succeeds Act (ESSA), this pilot project is intended to support high-quality activities that assist students who are most at-risk of academic failure. This project offers flexibility to the eligible entities in providing a program that meets the needs of the students while enhancing existing programming through collaboration and partnerships. Additional information on both the 21st CCLC program and ELPA program can be found in the notice of grant opportunity located on-line at  HYPERLINK "http://www.state.nj.us/education/grants/discretionary/" http://www.state.nj.us/education/grants/discretionary/. Grant Program Period The award will be issued on an annual basis with the NJDOE reviewing program performance through reports, observations, adequate and efficient use of federal funds, and a continuation application to determine continued program funding. Based on the availability of federal resources, this five-year grant program will begin September 1, 2017 and end August 31, 2022. The initial award year will be September 1, 2017 through August 31, 2018. The project periods for the subsequent award years are: Year 2: September 1, 2018 August 31, 2019 Year 3: September 1, 2019 August 31, 2020 Year 4: September 1, 2020 August 31, 2021 Year 5: September 1, 2021 August 31, 2022 NOTE: The award will be issued on an annual basis contingent on continued program eligibility, program performance and availability of federal funds. ELIGIBILITY TO APPLY The 21st CCLC Training and Technical Assistance project is a limited-competitive grant program open to existing New Jersey public or private agencies, non-profit organizations, institutions of higher education and for-profit agencies but limited to those agencies that have a minimum of 10 years of experience providing technical assistance and training to out-of-school time programs, such as afterschool, before-school and summer enrichment programs. Any agency currently operating a 21st CCLC program is ineligible to apply. 1.3 FEDERAL COMPLIANCE REQUIREMENTS (DUNS, SAM) In accordance with the Federal Fiscal Accountability Transparency Act (FFATA), all grant recipients must have a valid DUNS number and must also be registered with the System for Award Management (SAM), the successor to the Central Contractor Registration (CCR) database. DUNS numbers are issued by Dun and Bradstreet and are available for free to all entities required to register under FFATA. To obtain a DUNS number, go to  HYPERLINK "http://fedgov.dnb.com/webform/" http://fedgov.dnb.com/webform/. To register with the SAM database, go to  HYPERLINK "http://www.sam.gov" www.sam.gov. Applicants are required to submit their DUNS number and expiration date of their SAM registration as part of the EWEG application and must certify that they will ensure that their SAM registration will remain active for the entire grant period. Applicants must also print the Entity Overview page from their  HYPERLINK "http://www.sam.gov" www.sam.gov profile (which displays their DUNS number and street address with ZIP+4 code), and upload a scan of the page using the UPLOAD tab. FFATA Executive Compensation Disclosure Criteria In the preceding fiscal year, if an applicant: Received at least $25 million in annual gross revenues from federal awards; and, If at least eighty (80) percent of the applicants annual gross revenues came from federal awards; The applicant is required to disclose the name and total compensation of the five (5) most highly compensated officers of the applicant as part of the grant application. This information is to be entered using the appropriate EWEG tab (Admin). The term federal award includes federal contracts, sub-contracts, grants, and sub-grants. No award will be made to an applicant not in compliance with FFATA. STATUTORY/REGULATORY SOURCE AND FUNDING The applicants project must be designed and implemented in conformance with all applicable state and federal regulations. The 21st CCLC Training and Technical Assistance NGO is 100% federally-funded under Title IV, Part B of ESSA. The NJDOE will provide $160,000 annually for five years to fund one (1) award to an organization that will provide statewide training and technical assistance to improve the quality of 61 21st CCLC programs and ELPA programs in New Jersey. Applicants are reminded that the federal funding language and New Jersey 21st CCLC logo, which will be forward to the award recipient, must be prominently displayed on all printed and electronic program materials. Additionally, the awarded applicant must ensure that the program is listed on the agencys website to assist in marketability and recognition of the program. These funds can be used only to supplement and not supplant, federal, state or local funds. Failure to demonstrate the aforesaid will result in the reduction of the requested award amount. The final award is subject to the availability of Title IV, Part B funds. Applicants must meet a minimum score of 70 points and meet the intent of the NGO to be considered eligible for an award. The grantee is expected to complete the goal(s) and objectives laid out in the approved grant application, complete implementation activities established in its grant agreement, and make satisfactory progress toward the completion of its approved action plan. Failure to do so may result in the withdrawal by the New Jersey Department of Education (NJDOE) of the grantees eligibility for the continuation of grant funding. The Department of Education will remove ineligible, inappropriate or undocumented costs from funding consideration. DISSEMINATION OF THIS NOTICE The OSSS will make this notice available to the following groups: established listservs, 21st CCLC Advisory Committee, ESSA Advisory Board and other State Departments for dissemination to their constituents. This NGO will be available on the NJDOEs website at  HYPERLINK "http://www.state.nj.us/njded/grants/discretionary/" http://www.state.nj.us/njded/grants/discretionary. 1.6 TECHNICAL ASSISTANCE Applicants may attend a technical assistance workshop, which will be held on April 13, 2017, from 10:00 A.M. to 12:00 P.M at the LRC-Central, 200 River View Plaza, Trenton, NJ 08625. Attendance is not mandatory. If attending, registration is required. Applicants must register online at  HYPERLINK "http://education.state.nj.us/events/" http://education.state.nj.us/events/. If there are any registration issues, please contact  HYPERLINK "mailto:NJOST@doe.state.nj.us" NJOST@doe.state.nj.us. 1.7 APPLICATION SUBMISSION The NJDOE administers discretionary grant programs in strict conformance with procedures designed to ensure accountability and integrity in the use of public funds and, therefore, will not accept late applications. The responsibility for a timely submission resides with the applicant. The Application Control Center (ACC) must receive the complete application through the online Electronic Web Enabled Grant (EWEG) system at  HYPERLINK "http://homeroom.state.nj.us" http://homeroom.state.nj.us no later than 4:00 P.M. on Thursday, May 25, 2017. Without exception, the ACC will not accept, and the Office of Grants Management cannot evaluate for funding consideration, an application received after this deadline. Complete applications are those that include all elements listed in Section 3.3, Application Component Checklist, of this notice. Applications received by the due date and time will be screened to determine whether they are, in fact, eligible for evaluation. The NJDOE reserves the right to reject any application not in conformance with the requirements of this NGO. Paper copies of the grant application will not be accepted in lieu of the EWEG application system. Each eligible applicant must have a logon ID and password to access the system. Non-LEA agencies should send an email request to the EWEG Help Desk at  HYPERLINK "mailto:eweghelp@doe.state.nj.us" eweghelp@doe.state.nj.us. At least 24 to 48 hours are needed to enable EWEG set-up for users. Applicants are urged to request access well in advance of the application due date. Questions regarding access to EWEG may be directed to  HYPERLINK "mailto:eweghelp@doe.state.nj.us" eweghelp@doe.state.nj.us. Applicants are advised to plan appropriately to allow time to address any technical challenges that may occur. Additionally, applicants should run a consistency check at least 24 hours before the due date to determine any errors that might prevent submission of the application. Running the consistency check does not submit the application. When the consistency check runs successfully, a submit button will appear. Once the submit button is clicked, the application may not be edited, additional information may not be submitted, and the application can no longer be accessed or returned. Please note that the submit button in the EWEG system will disappear as of 4:00 PM on the due date. Applicants are advised not to wait until the due date to submit the application online as the system may be slower than normal due to increased usage. Applications submitted by FAX cannot be accepted under any circumstances. Applicant agencies seeking reconsideration of a grant decision made by the Office of Grants Management (OGM) must submit a written request, in a timely manner, to request a review of the disputed matter. The written request must be sent to Application Control Center, 100 River View Plaza, PO Box 500, Trenton, NJ 08625. Please note that all disputes must be based on procedural inconsistencies and not reader scores. The OGM will review the request, prepare findings of facts and conclusions, and make a determination to uphold or rescind the disputed decision or action. The OGM will notify the agency in writing of the final decision. 1.8 PROGRAM AND FISCAL REPORTING REQUIREMENTS Grant recipients are required to submit quarterly program and fiscal progress reports. For additional information regarding post-award reporting requirements, please review the Grant Recipients Manual for Discretionary Grants, Part Seven, which is available online at  HYPERLINK "http://www.nj.gov/njded/grants/discretionary/management/manual.shtml" http://www.nj.gov/njded/grants/discretionary/management/manual.shtml. All reports will be submitted through the online EWEG system. Program and fiscal reports for this program will be due through EWEG as follows: Program/Fiscal Report Quarterly Reporting Period Due Date_____ 1st Quarter September 1, 2017 December 31, 2017 January 31, 2018 Interim September 1, 2017 March 31, 2018 April 27, 2018 3rd Quarter September 1, 2017 June 30, 2018 July 31, 2018 Final September 1, 2017 August 31, 2018 October 31, 2018 Applicants will be required to submit the above reports through the online EWEG system at  HYPERLINK "http://homeroom.state.nj.us" http://homeroom.state.nj.us on the dates specified above. Accompanying the program report, the grantee is required to submit a narrative summary of activities conducted during the reporting period. This summary may be submitted as an upload within EWEG. A minimum of 5% of the total award amount will be withheld until all final reports have been submitted, reviewed and approved by the NJDOE. ASSESSMENT OF STATEWIDE PROGRAM RESULTS The NJDOE will utilize all available data to assess the effectiveness of the award recipient. Data may include, but is not limited to, participant evaluations, follow-up surveys, quarterly reports and deliverables outlined in this training and technical assistance NGO. The evaluation of the training and technical assistance project will be based on the extent to which the award recipient: Fulfills the requirements detailed in this NGO, including deliverables, timelines and quarterly reporting; Provides trainings that are appropriate and effective using the results of the participant evaluation forms, follow-up surveys, and other appropriate methods of data collection; and Attains the goals, objectives and indicators described in Section 2.2 Annually, the applicant must evaluate the overall effectiveness of the training and technical assistance activities. Federal legislation requires that the local evaluation is based on the factors included in the Measures of Effectiveness pursuant to Title IV, Part B, Sec.4205 (b)(1). For this NGO, the Measures of Effectiveness are defined as follows: An assessment of objective data; An established set of performance measures aimed at ensuring the availability of high-quality opportunities; and Based upon evidence-based research that the training will help program staff understand the challenging State academic standards. Additionally, the results of the evaluation must be used to refine, improve, and strengthen the activity. More information will be available to the applicant, if awarded. NJDOE reserves the right to request returned funds if the report is deemed insufficient and unsatisfactory. 1.10 Reimbursement Requests Payment of grant funds is made through a reimbursement system. Reimbursement requests for any grant funds the local project has expended are made through the EWEG system. Reimbursement requests may begin once the application has been marked Final Approved in the EWEG system, and the grantee has accepted the award by clicking on the Accept Award button on the Application Select page and completing the Grant Acceptance Certificate information. Payments cannot be processed until the award has been accepted in EWEG. Only one (1) reimbursement request may be submitted per month. In order to receive a reimbursement at the beginning of the following month, applicants, if awarded, must submit a monthly request no later than the 15th of the month. The requests may include funds that will be expended through the last calendar day of the month in which reimbursement is requested. If the grantees request is approved by the NJDOE program officer, the grantee should receive payment approximately the 10th of the following month. The last day to submit a reimbursement request for this program is August 15, 2018. Electronic Payments In order to receive electronic payments from the ǿ޴ýapp, the New Jersey Department of Treasury requires applicants to submit the Electronic Payment Authorization for Automatic Deposits (ACH Credits) form and the W-9/Vendor Questionnaire form directly to the Department of Treasury. These forms can be found on the Department of Treasury website at  HYPERLINK "http://www.state.nj.us/treasury/omb/forms" http://www.state.nj.us/treasury/omb/forms. Please contact vendor control at (609) 633-8183 or via email to  HYPERLINK "mailto:AAIUNIT@treas.nj.gov" AAIUNIT@treas.nj.gov or contact the Office of Management and Budget at 609-292-1865 with any questions regarding these forms. Forms must be submitted to Treasury concurrently with the EWEG application, however please DO NOT submit these forms with this NGO. NOTE: The NJDOE will not approve any reimbursement request(s), if a program has any outstanding report(s), including but not limited to the quarterly reports and surveys. 1.11 AUDIT REPORTS This grant program is subject to the single audit policy outlined in NJ OMB Circular 15-08-OMB. Recipients of federal and/or state grant funds are required to have an annual audit performed in accordance with the Single Audit Act, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Subpart F and State Circular 15-08-OMB. The ǿ޴ýapp policy regarding grant recipients is as follows: 1. Recipients that expend $750,000 or more in federal and/or state funds within their fiscal year must have an annual organization-wide audit performed in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards for any fiscal year period beginning after December 26, 2014. 2. Recipients that expend less than $750,000 in federal and/or state funds within their fiscal year, but expend $100,000 or more in state and/or federal funds must have either a financial statement audit performed in accordance with Government Accounting Standards or a program-specific audit performed in accordance with the Act, Amendments, Subpart F-Audit Requirements of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards. Although Subpart F-Audit Requirements allows specific provisions for biennial audits; State policy continues to require all audits to be performed on an annual basis. 3. Audit reports for recipients requiring an annual organization-wide audit as indicated in No. 1 above, must include the auditors comments on internal controls over state grants and state aid, and compliance with material terms and conditions of state grant agreements, state aid programs, and applicable laws and regulations. 4. Single audit reports must also include a supplementary schedule of the recipients state grant and state aid financial assistance programs. This schedule, entitled Schedule of State Financial Assistance, must show the following information for each grant program: State Grantor Department Program Title/Program Name State Grant Award Number or Account Number Grant Award Period Fiscal Year Grant Expenditures Total Grant Expenditures to Date Failure to comply with these audit requirements could jeopardize your eligibility for future grant funding. Consult your business administrator and independent accountant regarding these requirements. Please note that any agency that has not had an audit done for each year it has received more than $500,000 (prior to December 26, 2014) or $750,000 (after December 26, 2014) in federal or state funds will be out of compliance with federal regulations. If you are found to be out of compliance with federal regulations, your agency may be in jeopardy of losing its 21st CCLC grant. Due Dates For the grantee with a fiscal year ending June 30 and who has received Training and Technical Assistance funds before, the single audit report is due annually in March. For those grantees with a fiscal year ending December 31 the single audit report is due annually in September. New Grantees Please note: For those new grantees with a fiscal year ending June 30 and who have not received Training and Technical Assistance funds before, the first single audit report will be due March 2018. For those new grantees with a fiscal year ending December 31 and who have not received 21st CCLC funds before, the first single audit report will be due September 2018. In this instance, NJDOE requires a full 12 months audit but only 5 months of 21st CCLC expenditures. Please ensure you have put a notation in the audit for the 21st CCLC contract period. SECTION 2: PROJECT GUIDELINES The intent of this section is to provide the applicant with the framework within which it will plan, design, and develop its proposed project to meet the purpose of this grant program. Before preparing applications, potential applicants are advised to review Section 1.1, Description of the Grant Program, of this NGO to ensure a full understanding of the states vision and purpose for offering the program. Additionally, the information contained in Section 2 will complete the applicants understanding of the specific considerations and requirements that are to be considered and/or addressed in their project. When submitting an application, the agency must use the Electronic Web-Enabled Grants (EWEG) online application system located at  HYPERLINK "http://homeroom.state.nj.us/" http://homeroom.state.nj.us/. Please refer to Section 1.7 for further details. PROJECT DESIGN CONSIDERATIONS Considerable thought and planning between the applicant agency and its partners, if applicable, must occur to ensure a correlation between the NJDOEs purpose (presented in Section 1.1) and the applicants design of this training and technical assistance project. By collaborating and coordinating the resources of schools, outside agencies, community centers, corporations, churches and/or other community groups, programs expand the benefits available to participants; allow for more efficient use of resources; and increase the chances of sustainability as a result of the investment that each organization makes to the program. It is the intention of this NGO to enhance staff capacity through professional development for both school day and afterschool staff on relevant out-of-school time topics. As stated previously, professional development is a strategy to ensure intentional collaboration and linkage to the school-day. Providing joint professional development equips staff with skills necessary to implement a quality afterschool program that supports youth learning, engages staff, and encourages new ideas and creativity. PROJECT REQUIREMENTS The award recipient may use the funds to provide a broad array of training and technical assistance, approved by the NJDOE, to 21st CCLC programs and other eligible entities that advance the academic achievement, social, behavioral, and physical development of the programs participants. To maintain consistency with the regulations set forth by the United States Department of Education (ED) and the NJDOEs belief that there are diverse and multiple paths for youth achievement, the NJDOE has established minimum program requirements that must be addressed by all applicants. The following requirements are broken into the following sections: Project Description; Goals, Objectives, Indicators and Evaluation; Project Activity Plan; and the Organizational Commitment and Capacity. Project Description (35 points) In this section applicants should provide a detailed description of the proposed project, including how the project will be implemented, managed and staffed. Through this 21st CCLC Training and Technical Assistance project, the NJDOE intends to provide training and technical assistance that both assists the 21st CCLC grantees in fulfilling program requirements and builds the capacity of the program staff. In addition to training sessions and technical assistance, the award recipient will assist the NJDOE in addressing program quality, sustainability and networking. The award recipient will work with the NJDOE to: Develop and conduct capacity building training and technical assistance to grantee program staff and other eligible entities within New Jersey; Ensure the implementation of quality programming; Assist the NJDOE in supporting the sustainability of practices that enhance or improve students academic performance; Facilitate networking opportunities for out-of-school time program providers throughout New Jersey; and Use state-level evaluation reports to provide targeted technical assistance. Additionally, the award recipient agrees to: Develop all training content in collaboration with the NJDOE; Utilize the New Jersey Quality Standards for Afterschool (NJQSA) as a guiding document for quality; Meet with NJDOE staff on a monthly basis; Conduct planning meetings with the NJDOE staff at least twelve weeks prior to the project director dates and six months prior to any conference date; Utilize presenters with a documented expertise in the subject matter of the training or workshop they will provide; Advertise all trainings, workshops and conferences a minimum of eight weeks before the actual date of the training; Secure meeting locations; Maintain the capacity for on-line registration; and Culminate all trainings by assisting attendees in developing a plan to turnkey the information to their staff. The applicant must address the following tasks within the Project Description section: A. Develop and conduct capacity building training and technical assistance for the grantees. As the national perspective of afterschool focuses on quality, it is imperative that the NJDOE provides training and technical assistance that not only helps the grantees to achieve program requirements, but also builds the capacity of the program staff which in turn will impact the quality of the program. The award recipient must use presenters with documented expertise in the subject matter of the training or workshop they will provide. Additionally, all trainings, workshops and conferences must be advertised a minimum of eight weeks before the actual date of the training. The applicant must describe the types of trainings and technical assistance to be provided that will build the capacity of grantee staff and other out-of-school time providers. Additionally, at a minimum, the applicant must: facilitate quarterly project director meetings, conduct a minimum of 15 quality enhancing site visits utilizing the NJQSA self-assessment tool and support each of the four (4) themes: STEM, Career Exploration, Civic Engagement, or Visual and Performing Arts. B. Assist the NJDOE in ensuring the implementation of quality programs. Quality afterschool programs provide a unique environment where children and youth can develop a range of skills needed to support their full involvement in their communities. Researchers have found that effective programs combine academic, enrichment, cultural and recreational activities to guide learning and engage youth. The applicant must describe how it plans to integrate nationally recognized strategies in their proposed training and technical assistance plan that are intended to increase the quality of the grantee programs. Additionally, the applicant must support their plan using the following strategies: You 4 Youth professional development portal, developed by the USDE specifically for 21st CCLC programs nationwide; and 21st Century Afterschool Science Project (21st CASP), a federally-funded project supported by the NJDOE. Materials for the training are available online at  HYPERLINK "http://www.state.nj.us/education/21cclc/casp/" http://www.state.nj.us/education/21cclc/casp/. C. Facilitate networking opportunities for out-of-school time program providers throughout New Jersey. Partnering and collaborating with local organizations to expand the benefits available to participants of any out-of-school time program allows for more efficient use of resources. The applicant must describe opportunities for engaging other eligible entities throughout the year that enhance the capacity of front-line staff to provide quality programming. At a minimum, the grantee must: Coordinate the Soaring Beyond Expectations: An Afterschool Celebration for 150 attendees. Applicants may view past conference materials at  HYPERLINK "http://www.state.nj.us/education/students/safety/afterschool/events/" http://www.state.nj.us/education/students/safety/afterschool/events/. Assist 21st CCLC grantees in fulfilling their requirement to create at least one NJ Celebrates Afterschool event annually. NJ Celebrates Afterschool events are open houses with fun and educational activities for parents, children and local community leaders to build ongoing community support. D. Use data-driven strategies for enhancing trainings and technical assistance. Applicants must address their plan for determining the effectiveness of the provided trainings and technical assistance. The award recipient must ensure that the training and technical assistance plan will support areas identified as needing improvement in the 2013-2014 New Jersey 21st CCLC Impact Report and any other evaluative reports developed by the American Institutes of Research. These reports may be found at  HYPERLINK "http://www.state.nj.us/education/students/safety/afterschool/eval/" http://www.state.nj.us/education/students/safety/afterschool/eval/. Responses must be submitted in the Project Description section. Goals, Objectives, Indicators and Evaluation (10 points) The NJDOE has mandated the following goals for this training and technical assistance project; however, applicants are required to develop corresponding objectives and performance indicators. The applicant must describe how it will evaluate progress towards attaining the goals, objectives and indicators. Additionally, applicants must upload the corresponding objectives and indicators using Appendix 1. Goal 1: To support NJDOE in increasing the capacity of grantee program staff. Goal 2: To support grantees in enhancing and improving student academic and social skill development and competencies. Goal 3: To provide networking opportunities for out-of-school time program providers throughout New Jersey. Goal 4: To provide targeted technical assistance based on state-level data. In this section, applicants are required to develop corresponding objectives and performance indicators. Both the objectives and the indicators must be developed using the S.M.A.R.T. method: Specific. That is, they tell how much (e.g., 40%) of what is to be achieved (e.g., what behavior of whom or what outcome) by when (e.g., by 2017)? Measurable. You have identified the level of performance expected in order to indicate successful achievement of the objective and indicator. Achievable. Not only are the objectives and indicators themselves possible, it is likely that your organization will be able to achieve them. Relevant. Your organization has a clear understanding of how these objectives and indicators fit in with the overall vision of this contract. Timed. Your organization has developed a timeline (a portion of which is made clear in the objectives) by which they will be achieved. Responses must be submitted in the Goals and Objectives section. Organizational Commitment and Capacity (30 points) Applicants must describe and document their commitment and authority to implement the project, as well as the agencys resources and experience with comparable initiatives that will support successful project implementation. It is the intent of the NJDOE to select an agency that has documented experience in: Developing, coordinating and conducting capacity building training and technical assistance, specific to out-of-school time, to grantee program staff through various methods, such as on-site, remotely and web-based; Acquiring regional and national resources to provide additional funding and/or opportunities for the New Jersey 21st CCLC and ELPA grantees; Enhancing current grantee programming through regional or national collaborations and partnerships; Supporting sustainable practices that enhance or improve students academic performance; Administering and managing federal grant programs; Accessing and using national resources to provide technical assistance of high quality and based on current national research; Facilitating networking opportunities and capacity building trainings for out-of-school time program providers throughout New Jersey; and Designing and providing training that support the four 21st CCLC thematic areas and the New Jersey Student Learning Standards. Applicants are required to respond to the following questions: Describe why the project you propose is important to you. Describe your commitment to addressing the conditions and/or needs you identified in the needs section, including the organizational support that exists for implementing your proposed project. Describe why you are an appropriate (i.e., authorized) agency to implement the project. Describe experience you have had in implementing similar types of projects, as well as the outcomes of those projects. What worked, what didnt, and why? Describe how you will use your previous experience to ensure successful implementation of your proposed project. If you have not implemented similar projects, tell us why your proposed project will be successful. Describe your organizational resources (staff, facilities, equipment, funds, etc.) that will support successful project implementation. Applicants should include any in-kind services or costs that the agency will contribute to this project, as well as, support from partners that will enhance the project. Additionally, applicants may submit letters of support demonstrating their capacity to provide the grantees with available resources and opportunities for networking and exposure to the national out-of-school time community. The letters of support may be from national or state level supporters; partners that provide viable resources; training recipients or participants for which the applicant has provided training; letters that describe efficient management of grant programs; and any other pertinent letters of support. A maximum of five letters will be permitted. Responses must be submitted in the Organizational Commitment and Capacity section. Management Plan Within the Organizational Capacity and Commitment section, applicants must provide a description of the intended management plan. Applicants have some flexibility in the establishment of their staffing patterns; however, the NJDOE will review and approve the management plan, including staffing, based on what is necessary and reasonable to implement the project and adhere to program requirements. Applicants are required to identify a project director who will serve as the agencys primary point of contact with the NJDOE program officer responsible for the grant program. This person must be employed by the award recipient and is responsible for managing the administrative functions of this program. In order to effectively perform the administrative responsibilities of this federally-funded grant program, the NJDOE requires that applicants submit a management plan that indicates all agency staff that will be working on this project, with specific time allocated to this project. Responses must be submitted in the Organizational Commitment and Capacity section. Project Activity Plan (10 points) Applicants must describe the proposed activities that will be implemented to achieve each State mandated goals and objectives, listed in this NGO. The Project Activity Plan must directly support the budget, as it will serve as the basis for the proposed expenditures. Activities described must be specific and measurable and directly relate to the goal and objective. For example, the following is an unacceptable activity: Meetings with community partners, community entities, collaborators. A more acceptable activity would be: The project director will meet with community entities, partners, and collaborators on a quarterly basis. Within the EWEG Project Activity Plan section, applicants must list activities that are specific to year one only. Additionally, applicants must select the period in which the activity will be implemented. If the activity is ongoing or recurring, select each period in which the activity will take place. Responses to this section must be submitted in the Project Activity Plan section. Responses must be submitted in the Project Activity Plan section. 2.3 BUDGET DESIGN CONSIDERATIONS The organization designated as the applicant agency in the original application must remain the applicant agency and must be accountable for all fiscal and program oversight for the duration of this grant. Income collected from fees must be used to supplement the training for which it was collected or to fund additional costs consistent with the grant application and cannot be carried over into any subsequent years. Once the objectives that will guide the work in the implementation phase of the grant have been prioritized, begin to develop the details of the budget that will be necessary to carry out each activity. The budget will be reviewed to ensure that costs are customary and reasonable for implementation of each project activity. The applicant must provide a direct link for each cost to the goal, objectives and activities in the Project Activity Plan that provides programmatic support for the proposed cost. In addition, the applicant must provide documentation and details sufficient to support each proposed cost. NJDOE will especially review budget line items to determine percentage of administrative costs and ensure that they, like all costs, are reasonable and necessary. These line items may include administrative salaries, fringe benefits, office supplies and office equipment. The NJDOE reserves the right to require a reduction should it be determined that the administrative costs are excessive and unreasonable. Guidance on constructing a grant budget may be found in the Pre-award Manual for Discretionary Grants document, which can be accessed at  HYPERLINK "http://www.state.nj.us/education/grants/discretionary/apps/" http://www.state.nj.us/education/grants/discretionary/apps/. The budget submitted as part of the application is for the current grant period only. The NJDOE will remove from consideration all ineligible costs, as well as costs not supported by the Project Activity Plan. The actual amount awarded will be contingent upon the applicants ability to provide support for its proposed budget upon application and ultimately will be determined by the Department of Education through the pre-award revision process. The applicants opportunity to make pre-award revisions will be limited by the Department of Education which is not responsible either to provide repeated opportunities for revisions or to permit reallocation of the funds previously requested for costs that have not been approved or have been disallowed. The award recipient may not charge fees for services provided through this grant. This prohibition does not apply to charges for materials or other costs that are not included in the approved budget and that are necessary to recoup only actual costs to deliver required and approved activities. Any such charges or fees must have prior approval of the NJDOE. If approval is granted, the award recipient will be required to submit a program income report with each quarterly and final report. For additional information regarding the program income report, please see part seven of the Grant Recipients Manual for Discretionary Grants. This manual is available online at  HYPERLINK "http://www.nj.gov/njded/grants/discretionary/management/" www.nj.gov/njded/grants/discretionary/management/. Please consider the following when preparing the budget forms: Be sure to explain what the amounts in the Unit Cost and Quantity boxes represent for the supply, equipment and other budget entries. If the amounts in those boxes represent a calculation, describe that calculation in the description box. Be sure the description boxes also describe what the cost, the need for it, and its relation to the grant program. Mileage must be a separate budget entry. Mileage reimbursement budget entries must describe the relation to the grant of the traveler(s) and the grant-related purpose(s) of the travel, as well as a brief explanation of how the number of miles was calculated. When requesting conference travel cost such as airfare, lodging, and meals, create separate entries for each conference. Be sure to identify the relation of the grant of each traveler. There should be a corresponding conference registration entry. GSA.gov rates will be used at the time of the travel, for all conference travel costs. Be sure to itemize a cost basis on a per person basis per day times the number of days basis for meals, per person times the number of grant staff basis for round-trip coach air or rail fare, and per room per night basis times the number of rooms times the number nights for lodging. Note that car transportation at a conference is generally not allowed. For airport shuttles show the cost for up to four shuttles per person (home base to airport, to hotel, hotel to airport, back to home base). BUDGET REQUIREMENTS All applicants may apply for 12 months of 21st CCLC funding. In constructing the budget, please note that all costs must be reasonable and necessary to implement program activities. Additionally, the budget entries must demonstrate clear and specific links to the project activity plan. All applicants must provide sufficient explanation of budgeted costs, including the calculation detail (cost-basis). Applicants that charge fees must obtain prior approval from the NJDOE through their program officer. If approval is granted, the applicant will be required to submit a program income report with the quarterly and final fiscal reports. For additional information regarding the program income report, please see part seven of the Grant Recipients Manual for Discretionary Grants. This manual is available online at  HYPERLINK "http://www.nj.gov/njded/grants/discretionary/management/" www.nj.gov/njded/grants/discretionary/management/. NJDOE Program Office staff will review budget line items to determine whether requested administrative costs are reasonable and necessary; be sure to check ADMIN under the COST section of each budget entry that represents an administrative cost. The administrative costs include the following: administrative salaries, fringe benefits, indirect costs, office supplies and office equipment. The department reserves the right to reduce these costs should it be determined that the administrative costs are excessive. The NJDOE will remove from consideration all ineligible costs, as well as costs not supported by the Project Activity Plan. To reduce the number of pre-award revisions under the Budget section of EWEG, please review the Budget Development Instructions document in Appendix 2 for additional details as you construct your budget. Applicants must adhere to the NJDOE required provisions of N.J.A.C. 6A:23A-7, School District Travel Policies and Procedures. These provisions contain additional requirements concerning prior approvals, as well as expenditures related to travel. It is strongly recommended that the applicant work with their fiscal manager when constructing the budget. The NJDOE applies the N.J.A.C. restrictions uniformly to all applicants. Unless otherwise specified, the following restrictions apply to all grant programs: No reimbursement for in-state overnight travel (meals and/or lodging); No reimbursement for meals on in-state travel; Mileage reimbursement may not exceed $.31 per mile; and, Other ineligible costs are listed in the section below. The award recipient must ensure that it meets all of the requirements listed below: Eligible Costs Grant funds may be used by applicants for the following costs that directly support the activities described in the application: Salaries and benefits for project staff; Purchase of project materials, and supplies for grant-funded project activities; Identification, selection, and orientation of grant-funded staff; Computer(s) for the purpose of program administration and implementation; Attendance at the national USDE 21st CCLC Summer Institute, which may include transportation, accommodations and food. Location TBD Other grant related expenses (e.g., printing, telephones, postage, travel) that are necessary to perform grant administrative functions; and Indirect costs. Indirect costs represent the expenses of doing business that are not readily identified with a particular grant function or activity, but are necessary for the general operation of the organization and the conduct of activities it performs. Indirect costs may be requested in the budget from applicants that either 1) have a current federally negotiated indirect cost rate agreement; or 2) have never received a federally negotiated indirect cost rate agreement. The actual indirect cost rate that may be used in budgeting is a de minimis rate, which is subject to the requirements of the grant program. If indirect costs are requested, care must be taken to ensure that costs that would be considered an indirect cost are not included in the budgeted as a direct cost. Please refer to 2 CFR Part 200.414 for additional information ( HYPERLINK "http://www.ecfr.gov" www.ecfr.gov). For applicants with a current federally negotiated indirect cost rate agreement, they must scan and upload a copy of their indirect cost rate agreement. As this program is subject to a supplement, not supplant requirement, applicants with an approved restricted indirect cost rate must use that rate; applicants with rate agreements that do not include a restricted indirect cost rate are limited to 8% MTDC. For applicants that have never received a federally negotiated indirect cost rate agreement, they must scan and upload a signed statement as part of the application. This statement must attest to the fact that the organization has never received a federally negotiated indirect cost rate agreement, and that the applicant is requesting the use of a de minimis indirect cost rate. This statement must be signed by the Chief Executive Officer or designee of the organization. The de minimis rate is 8% MTDC, as this program is subject to a supplement, not supplant requirement. NOTE: Out-of-state travel not documented in the approved grant application requires prior approval from the applicants program officer. Ineligible Costs Funds provided under this grant may not be used for the following costs: Food, including snacks and refreshments, for any professional development training or workshop; Vehicle purchases; Attendance at conferences or trainings, other than the USDE 21st CCLC Summer Institute; Construction or capital improvements; Religious practices or programs; Costs that are not directly related to the implementation of grant activities; Membership to associations or organizations; In-state overnight meals and/or lodging; Meals on in-state travel; and Mileage reimbursement in excess of $.31 per mile. NOTE: Ineligible costs, as well as costs not supported by the activity plan, will be removed from consideration. SECTION 3: COMPLETING THE APPLICATION 3.1 GENERAL INSTRUCTIONS FOR APPLYING To apply for a grant under this NGO, you must prepare and submit a complete application. The application must be a response to the states vision as articulated in Section 1: Grant Program Information of this NGO. It must be planned, designed and developed in accordance with the program framework articulated in Section 2: Project Guidelines of this NGO. The applicant may wish to consult additional guidance found in the Pre-award Manual for Discretionary Grants document, found at  HYPERLINK "http://www.state.nj.us/education/grants/discretionary/apps/" http://www.state.nj.us/education/grants/discretionary/apps/. You must submit your application using the online EWEG system found at  HYPERLINK "http://homeroom.state.nj.us/" http://homeroom.state.nj.us/. Paper copies of the application will not be accepted. 3.2 REVIEW OF APPLICATIONS Evaluators will use the selection criteria found in Part I: General Information and Guidance of the Pre-award Manual for Discretionary Grants to review and rate your application according to how well the content addresses Sections 1 and 2 in this NGO. This manual may be viewed online at,  HYPERLINK "http://www.state.nj.us/education/grants/discretionary/apps/" http://www.state.nj.us/education/grants/discretionary/apps/. Applications will be reviewed by a panel of readers external to the NJDOE and may include, but are not limited to, expert representatives from the following industries: out-of-school time programming, community and/or youth serving organizations, state departments, municipal government, public/private foundations, faith-based organizations (including religious private schools), businesses, higher education, school personnel or state contract management. Applications will be reviewed for completeness, accuracy and appropriateness of response to each of the items identified in Section 2. Any application that is deemed incomplete by NJDOE may be ineligible to receive any funds. The following point values apply to the evaluation of applications received in response to this NGO: Application Component Point ValueSTATEMENT OF NEEDn/aPROJECT DESCRIPTION35GOALS, OBJECTIVES, INDICATORS AND EVALUATION10ORGANIZATIONAL COMMITMENT AND CAPACITY30PROJECT ACTIVITY PLAN10BUDGET15TOTAL 100**All applications must score 70 points or above and meet the intent of the NGO to be considered eligible for funding. Please be advised that in accordance with the Open Public Records Act P.L. 2001, c. 404, all applications for discretionary grant funds received September 1, 2003 or later, as well as the evaluation results associated with these applications, and other information regarding the competitive grants process, will become public records upon the completion of the evaluation process, and will be available to members of the public upon request. If an application has been selected for pre-award revisions (PARs), the successful applicant will be notified by the EWEG system via email. Only the personnel listed on the contact page will receive a notification. The successful applicant will be required to initiate the PAR process by accessing the EWEG system, creating an amendment for the application and submitting the amendment through EWEG to the NJDOE. You will not be able to make changes on any of the application pages at this time. Questions on how to submit an amendment should be directed to the EWEG Help Desk at  HYPERLINK "mailto:eweghelp@doe.state.nj.us" eweghelp@doe.state.nj.us. Applicants are reminded that the opportunity to make pre-award revisions will be limited. It is up to the applicant to submit timely and thorough responses to any requests made by Department staff. If applicants delay responses or are unresponsive to requests, the grant award may be rescinded. 3.3 APPLICATION COMPONENT CHECKLIST The following components are required (see Required ( Column) to be included as part of your EWEG application. Failure to include a required component may result in your application being removed from consideration for funding. Please make note of Appendix 3, Electronic Web-Enabled Grants System (EWEG) Tips, to reduce errors within the EWEG system. When uploading documents to EWEG be sure to properly label each document with the title of the form and not the appendix number. Please note that once a document is uploaded into EWEG it cannot be deleted thus it will be a part of the final submission. Use the checklist (see Required ( Column) to ensure that all required components have been completed. Required (()FormEWEG TAB/SUBTABIncluded (()(EWEG Admin (Contacts, Allocation, Assurance, Board Approval, DUNS and FFATA)(EWEG Narrative (Project Description; Goals, Objectives, Indicators and Evaluation; Organizational Commitment and Capacity; and the Project Activity Plan) (EWEGBudget*The following documents are to be scanned and uploaded in the EWEG Application, as PDF files, prior to submission. (UPLOADState Mandated Goals and Objectives (Appendix 1) (Scan/Upload)(UPLOADCopy of applicants federally negotiated indirect cost rate OR a signed statement requesting the use of a de minimis indirect cost rate subject to the conditions set forth in the NGO. (Scan/Upload)(UPLOADEntity Overview page from the  HYPERLINK "http://www.sam.gov" www.sam.gov website. (This is the page that shows your agencys name, address with 4-digit extension zip code, DUNS number, and CCR expiration date, which must be a date that comes after the start date of the grant program)  Applicant Agency: _____________________________ Appendix 1 STATE MANDATED GOALS AND OBJECTIVES Applicants are required to upload this document into EWEG. Instructions: Applicants are required to adopt the state-mandated goals and objectives. Additionally, applicants must create objectives and performance indicators for each objective. Performance indicators are quantifiable performance measurements used to define success factors and measure progress toward the achievement of your programs goal and are directly correlated to the implementation activities created in the Project Activity Plan. Please use the following format: Goal 1: To support NJDOE in increasing the capacity of grantee program staff. Objective 1.1 Indicator 1.1.1 Indicator 1.1.2 Objective 1.2 Indicator 1.2.1 Indicator 1.2.2 Goal 2: To support grantees in enhancing and improving competences in youth outcomes and academic and social skill development. Goal 3: To provide networking opportunities for out-of-school time program providers throughout New Jersey. Goal 4: To provide targeted technical assistance based on state-level data. Applicant Agency: _____________________________ Appendix 2 Budget Development Instructions To reduce the number of pre-award revisions, please follow instructions below: In EWEG under the Salary tabs and in the Title of Position box, be sure to list the other benefits by type and percentage amount for positions that have other benefits such that the total of the individual other benefit percentage amounts equal the percentage amount shown in the Other Benefits box. For budget entries that represent administrative costs, be sure to check Administrative in the Cost section of that budget entry. For any budget entry that has both a program and administrative portion, create two budget entries, one for each. Be sure to check Program or Administrative in the Cost section. For example, the Project Directors salary is based on providing both program and administrative services to the grant. Be sure to explain what the amounts in the How Many and Cost per Unit boxes represent for the Supply, Equipment, and Other tabs budget entries. If the amounts in those boxes represent a calculation, describe that calculation in the Description box. Be sure the Description boxes also describe the cost of the item, the need for the item, and the items relation to the grant program. Mileage reimbursement budget entries must describe the relation to the grant of the traveler(s) and the grant-related purpose(s) of the travel, as well as a brief explanation of how the number of miles was calculated. Mileage must be a separate budget entry. When requesting conference travel costs such as airfare, lodging, and meals, create separate entries for each conference. Be sure to identify the relation of the grant to each traveler. (There should be a corresponding conference registration entry.) Insert this statement: gsa.gov rates will be used at the time of travel for all conference travel costs. Be sure to itemize the cost per person as follows: meals = cost per day times the number of days, round-trip coach air or rail fare = per person times the number of grant staff, and lodging = per room per night basis times the number of rooms times the number nights. Note that car rental at a conference is generally not allowed. Applicant Agency: _____________________________ Appendix 3 Electronic Web-Enabled Grants System (EWEG) Tips The following are tips for working in the EWEG system. Please take note as these will ease submission of your application. Do not use the Back button. This will cause a system error. It is always recommended that long narrative sections be typed in either Word or Note Pad, and copied and pasted into EWEG. Doing this, will prevent you losing the text that you worked hard to create, should something go wrong when you save the page. When copying and pasting from Word or Note Pad, be sure to check for special characters. Most notably, quotation marks, apostrophes, bullets and hyphens are the biggest culprits. Avoid using all of the other special characters (!@#$%^&*()~/<>{} and bullets). Do not try to use fancy formatting. It will only give you problems. Just be sure that the content is there in a concise and clear manner. The EWEG system is not compatible with the way Microsoft Word formats quotation marks, apostrophes, bullets and hyphens. Use the following procedure to resolve this problem. Remove the quotation marks, apostrophes, bullets and hyphens in the text that you want to copy and paste. Paste the text into EWEG. Working in EWEG, BEFORE YOU TRY TO SAVE THE PAGE, put the bullets, hyphens, apostrophes and quotation marks back in. You will notice that the apostrophes and quotation marks will now look different indicating that the problematic formatting has been removed. You should be able to save the page without getting an error message. When you click on a Tab to open a page, do not click on it more than once. Some of our pages take a while to open. If you click on the tab more than once, you will get a system error. Certain systems are just not compatible with EWEG. Most notably: MAC, hand-held devices, Notebooks, Safari, Google Chrome and Firefox. If you have these systems, please try to locate a different PC to use to enter your data. Also note that Internet Explorer versions higher than 7.0 should access the EWEG site in Compatibility Mode or you may have unexpected errors and will not be able to view all application pages.      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