Applicant Frequently Asked Questions
Afterschool and Summer Learning and Enrichment Grant: Now Closed
Application Deadline Extended
Application deadline now Tuesday, December 7, 2021, at 3:00 pm
Due to the competitive nature of this grant application, questions should be directed in writing to the grant specialist at [email protected]
Download the Notice of Grant Opportunity
This Notice of Grant Opportunity (NGO) is a program-specific document containing three sections that detail (1) the Oklahoma State Department of Education’s (OSDE) purpose, goal(s), eligibility and general guidelines in offering this competitive grant program, (2) the program guidelines for developing services aligned with the OSDE’s purpose and goals, and (3) general application guidance.
After reviewing this NGO, applicants should understand the OSDE’s vision for this grant program and how the local project should correspond to that vision.
How can I ask a question about the grant application?
Inquiries must be submitted in writing to the grant administrator at [email protected].
Prospective Applicants FAQ's
Updated 11.22.2021
How many sites can one lead organization (LEA or non-LEA) apply for?
What should an organization consider when selecting the number of sites and site locations?
What is the date that funding for these grants will be made available?
Can an applicant have more than one community partner?
How do I find the site I created in the Grants Management System (GMS)?
Can a private school apply for funding?
Are Career Techs eligible applicants?
Can an individual apply for funding?
Can an organization serve as a partner for multiple school initiatives?
What is defined as a Community-based Organization?
Can a university be considered a Community-based partner?
Can funding be used to hire program staff and pay salary?
Are field trips allowable expenses?
Can an applicant apply for both an Ignite and Expand Award?
To show partnership, can a letter of support be provided in an email?
Is there a required match for these grant funds?
Will there be a webinar on how to use the Grants Management System (GMS)?
Is there a way to print the application out with needed items that will then be entered?
Is the school site code the location of the program to be funded?
Can funding be used for parenting classes?
How many sites can one lead organization (LEA or non-LEA) apply for?
The OSDE has not placed a limit on the number of school-sites one organization can apply to serve. When completing the application in the Grants Management System(GMS), the lead organization will be asked to create a site. Once the site is created the organization will have the opportunity to select the type of grant they are seeking (Ignite or Engage) and will be asked to provide the program design, logistics, budget and student demographics for the population served by the school-site. If a lead applicant plans to serve students from more than one school-site, they will use the above process to create additional sites in the application. In addition to ensuring the funds are allocated based on the federal requirement for summer learning and enrichment and afterschool, the application structure was designed to meet the federal requirement for funds to serve the students most disproportionately impacted by the pandemic. The school-site codes can be found at https://sde.ok.gov/state-school-directory.
I noticed in the budget that family engagement is an allowable expense. What does that look like for out-of-school time programs?
Added 11.22.2021
Family engagement is a key principle for expanded learning to support student re-engagement. Afterschool programs are well-positioned to regularly check-in with parents or guardians and help schools stay connected with families. The recently released Oklahoma Family Engagement Framework outlines four pathways to family engagement. The framework has a “From Vision to Practice” section of evidence-based practices for each pathway, and the OSDE website provides a “Pathway in Action” guide for each pathway: Strengthen Relationships, Build Leadership, Focus on Learning, and Connect Communities. An applicant may want to consider budgeting program staff to take part in family engagement efforts for the out-of-school time program (e.g., home visits, phone calls home, student-led conferences, and capacity-building, interactive learning opportunities for families that support student learning outcomes).
What should an organization consider when selecting the number of sites and site locations?
When determining how many sites one lead organization should apply for and where those sites are located, organizations may want to consider: 1) Unique Student Needs - The funds are designed to meet the needs of students most disproportionately impacted by COVID-19. Reviewing student school attendance data, achievement data, social and emotional learning opportunities, and considering access to existing services will be a few of the factors organizations may want to consider when selecting sites for application. Unique and intentional program design for the students served at each site applied for will be considered in the review criteria. 2) Organizational Capacity - With any federal funds, quality of services, data and fiscal reporting, and fidelity in program design are monitored. While applicants are encouraged to innovate with these funds, ensuring organizational capacity to implement the high-quality programming proposed for funding will be an important consideration. 3) Fiscal Capacity - These grant funds will be provided on a reimbursement basis, meaning that organizations must have a sufficient pool of funds from which to spend and sustain services until the claim for reimbursement can be submitted, processed, approved and reimbursed. Although regular reimbursements are provided by the OSDE, organizations should ensure cashflow is available to cover services until reimbursement is provided.
Why are there two different types of awards and can you give an example of the difference between an Ignite Award and an Expand Award?
Added 11.09.2021
IGNITE AWARD
An Ignite Award may provide out-of-school time services during afterschool, summer or a combination of afterschool and summer programs.
The intention of the Ignite Award is to provide any community an opportunity to engage in expanded learning with these federal funds. Our hope is there are ideas that are ready to be sparked in your community and with a small amount of funding through these federal funds could quickly be ignited for the students most disproportionally impacted by the pandemic. Maybe there is already a small, local offering (e.g., a robotics club, reading/book club, art/music camp, mentoring program, college & career exploration program, etc.) that meets periodically (e.g., only one day per week and/or only for a few weeks per year) and your community would like to grow this idea into a comprehensive program by increasing the level of program dosage (e.g., days, weeks, and hours of service), adding transportation supports, addressing food insecurity, or simply coordinating multiple smaller offerings into a more comprehensive plan.
Out-of-school time services provided through Ignite Awards should show evidence of local school and community partnership and will participate in training and technical assistance throughout the grant cycle focused on building high-quality program models and successful management of federal funds.
EXPAND AWARD
An Expand Award must be designed to provide year-round, out-of-school time programming during both the school year and summer.
The intention of the Expand Award is to provide an opportunity to increase expanded learning opportunities. We recognize some communities are further along in providing a comprehensive program for out-of-school time services. Maybe an applicant has an afterschool program but does not have a summer program or has a summer program but does not have afterschool offerings. Applicants may apply for an Expand Award to move to a year-round program to provide comprehensive, high-quality, out-of-school time services designed specifically for students in the community who have been disproportionately impacted by the pandemic. Maybe a school district or community partner has a comprehensive, year-round program at a school site and would like to serve more students by providing programming for a new school site with a different target student population based on a gap in services for those students. In this example, an applicant may apply for an Expand Award to fund high-quality, comprehensive, year-round programming for a new site. Out-of-school time services provided through Expand Awards should show evidence of local school and community partnership and will participate in technical assistance and professional learning focused on continuous quality improvement and successful management of federal funds.
What is the date that funding for these grants will be made available?
Added 11.15.2021
Applicants should plan for the year one grant period to begin at the time of award and continue through June 30, 2022. Based on performance, grants may be renewed for two additional terms: July 1, 2022 through June 30, 2023, and July 1, 2023 through June 30, 2024. Carryover will not be available with this competitive funding stream.
Can an applicant have more than one Community-based partner?
Added 11.15.2021
We know from experience that multiple partnerships across the community can strengthen out-of-school time programs. We just want to make sure, at a minimum, there is one very intentional partner that will walk this path with your school and support your efforts. Community partnerships help build lasting opportunities for your students. We would encourage organizations to think about the target population of students, the goals of the work and the design of the program when determining community partners in the work.
How do I find the site I created in the Grants Management System (GMS)?
Added 11.15.2021
In order to view the site(s) you have created, locate the Expanded Learning line and click on the triangle to view created sites. Click the Open button next to the site to work in the application.
Can an applicant provide services to students at a location that is different than the physical school site?
Yes. An applicant may provide services at a location that is different than the physical school site. The applicant will be required to provide assurances that the location meets safety and accessibility standards.
Can a private school apply for funding?
Yes. For this initiative, a private school is considered a community partner and would need to identify a public school site to partner with for services.
Are Career Techs eligible applicants?
Yes. Career Technology Centers are eligible applicants.
Can an individual apply for funding?
Individuals are not eligible to apply for funding. Please refer to the list of eligible applicants.
My organization would like to provide a one-week summer camp (e.g., STEM, art, music, theater, or other such camps). Can we apply for these funds to provide this program for students?
Many applicants may have ideas that could be a wonderful afterschool and/or summer learning model. Eligible applicants will be important partners in growing expanded learning opportunities across the state. When developing your application to meet the intent of the funds, program dosage (e.g., days, hours, weeks) is important to consider. Research has shown that academic afterschool and summer programs with intentional academic instruction and enrichment activities and sufficient dosage can measurably improve student achievement. Think about how your organization might work with the school site and/or community partners to increase program dosage for students who experienced learning disruptions. For example, if your organization has an amazing one-week summer camp, how can you partner to extend that program to three or four weeks during summer to create a more meaningful learning experience?
Can an organization serve as a partner for multiple school initiatives?
Yes. An organization may serve as a partner for multiple school sites.
What is defined as a Community-based Organization?
Generally, the term community-based organization refers to a public or private nonprofit organization of demonstrated effectiveness that is representative of a community or significant segments of a community; and provides educational or related services to individuals in the community.
Would a Community-based Organization (CBO) be able to be a lead applicant with one site on an application and then a partner with a different LEA site that might apply as the lead themselves?
Yes. An applicant may be a lead applicant for one or more school sites. The same applicant may also be a partner with other school sites on one or more applications.
Can a university be considered a Community-based partner?
Yes. A university can be a community partner or can serve as the lead organization.
If a Community-based organization is applying for a program that would benefit local schools, should it secure buy-in from a school site before applying?
Yes. A partnership between the community-based organization and the local school site is essential. An applicant should plan to document the partnership and collaboration that is being built or is already taking place.
We have a Community-based non-profit summer program already in place. Would they only be a candidate for the Expand grant if they extend their program to include dates throughout the school year?
Yes. This is a good example of how Expand Award grant funds can be used to increase learning opportunities for students in need of out-of-school time services (e.g., afterschool, during school breaks such as fall break/spring break, and weekends). This organization may consider increasing the hours, days served, the number or population of students served during the summer, and/or add a school-year component.
If a school site currently has an active 21st Century Community Learning (21st CCLC) grant, is it eligible to apply?
Yes, organizations (both LEAs and non-LEAs) that receive Title IV, Part B, Nita M. Lowey 21st Century Community Learning Center funding are eligible to apply. These ESSER funds may be braided with other funding to create a more comprehensive program model. Applicants will be asked to provide a description of all funds available to support the program design. The design should take into consideration how these funds will expand the services currently available and how this will be documented. For example, the funds may provide for additional students to be served, additional sites to be added, and/or a longer programming calendar implemented.
In the Grants Management System, what is the typical turnaround time for reimbursement of funds once a claim has been submitted?
These grant funds will be provided on a reimbursement basis, meaning that organizations must have a sufficient pool of funds from which to spend and sustain services until the claim for reimbursement can be submitted, processed, approved and reimbursed. Although regular reimbursements are provided by the OSDE, claims must be in a payable form to be approved for payment. Once a claim has been approved, payments are made from the OSDE on a weekly basis.
Can these funds work together with state and local ARP funds directed toward learning loss activities or does this have to be a separate program?
Yes. Braiding federal funds to increase expanded learning opportunities to reduce learning loss is allowable.
Can funding be used to hire program staff and pay salary?
Yes. Salaries for staff working in the out-of-school time (summer and afterschool) space are an allowable expenditure with these grant funds.
Are field trips allowable expenses?
Educational field trips, when aligned to lesson plans and learning objectives, are allowable. Field trips will need to be approved in advance to ensure alignment to program goals, objectives, and outcomes.
Can a Local Education Agency (LEA) have two separate grants in one district (e.g., one at high school and one at the elementary level)?
Yes. Awards will be made at the site level. It is possible that a Local Education Agency (LEA) may have more than one site funded. Additionally, a community partner may serve as the lead organization at one site, while the LEA serves as the lead organization at another school site.
Can an applicant apply for both an Ignite and Expand Award?
Yes. Because the application was designed at the site level, an applicant is not limited to the number of applications it can submit. Information for the application will be required for each school site to ensure the unique needs of the identified target student population are met.
If an applicant applies for an Ignite Award this year, could it apply for the Expand Award the following year?
Awards from this initiative may be renewed annually for a service period through summer 2024. During program planning, it is important to determine which type of award will meet the needs of students in your community. The award type (Expand or Ignite) will be the same for the awarded applicant for the duration of the grant period.
To show partnership, can a letter of support be provided in an email?
An applicant may upload supporting documentation in the Grants Management System (GMS) to demonstrate the partnership. Supporting documentation may include a draft or executed Memorandum of Understanding, Letter of Support, or other documentation.
Is there a required match for these grant funds?
No. There is no match requirement for this grant competition.
Will there be a webinar on how to use the Grants Management System (GMS)?
Yes. A "Working in the Grants Management System (GMS)" webinar and slides will be made available on this website once the application is opened.
Is there a way to print the application out with needed items that will then be entered?
Yes. There is a print feature in the Grants Management System (GMS) that will allow an applicant to print the application.
Is the school site code the location of the program to be funded?
The school site code is not synonymous with program location. The school site code identifies the student population targeted for services. An applicant may provide services for students at a location other than the school site. The applicant will be required to provide assurances that the location meets safety and accessibility standards.
Can funding be used for parenting classes?
Family engagement is a key principle for expanded learning to support student re-engagement. Funding can be used to support family engagement aligned to program design, goals and objectives.
How does the ESSER requirement that the Oklahoma State Department of Education spend 1% of funds for afterschool and 1% of funds for summer programs impact an eligible grant applicant?
The Oklahoma State Department of Education is required by law to spend 1% of ESSER funds for afterschool programs and 1% of ESSER funds for summer programs. In the Grants Management System (GMS), the Oklahoma State Department of Education will be able to determine the amount of funds an applicant is requesting for afterschool and/or summer programs. The OSDE will fund applications by category (afterschool and summer) to meet requirements of the law.
Navigating the Grants Management System
Can I print the application?
While you are in your application, the print tab is located at the far right side of the page. You will go in and request a print job. Every hour the system will generate a PDF document of your application. Return to this page in an hour and your PDF will be ready for print. Printing will not submit, change, or delete your application. Printing will NOT include your attachments. It is a good idea to keep track of what you attach on your own. Depending on your purposes for printing, please be mindful of confidential information and dispose of any grant paperwork no longer needed appropriately by shredding it.
How do I know if I have entered or read all of the required information?
The application in the Grants Management System (GMS) is formatted utilizing a system of tabs. There will be one set of tabs across the top; each tab may or may not have another set level of tabs that will open below it. Be sure to click through all the tabs available to orient yourself to the application and to make sure you did not skip any important information or pages.
Can we write the grant application answers in a word processor and paste all the information into the GMS?
We do NOT recommend that you copy and paste from a word processing document. The system does not always read the formatting you have added in a word processing document. If you must copy and paste something, we recommend that you ONLY do so from a plain-text editor such as Notepad.
I'm having trouble attaching a file.
Make sure your file is between 3 and 5 MB (megabytes) in size and does NOT contain any special characters in the file name (# @ % & *).
Does the system time me out of my work?
The GMS will timeout approximately every half hour if you are not working in the system. Remember to save your work often! Every time you enter something substantial, it is a good idea to save your page and continue working.
Why did the system log me out?
The Grants Management System is a web-based system. At times, moving too quickly or clicking on an option multiple times may cause you to be logged off and you will receive an error message. After clicking on a radio button to select an option, give your computer a moment to register what you just did before clicking any other buttons to continue.
I'm a double-clicker. Is that a problem?
Double-clicking may get you logged off as well. All buttons in the GMS need only ONE click. Sometimes the system moves slower than at other times. Please be patient and allow time for it to register your selection.
