FY 2015 Coordinated Family and Community Engagement (CFCE)

(Fund Code 237)

Bidders’ Conference

April 2014

Date Location Time

April 1, 2014EEC – Northeast Office

360 Merrimack St., Bldg 309Lawrence, MA 01843

1:00 PM-3:00 PM

April 2, 2014EEC – Southeast Office

1 Washington St., Suite 20Taunton, MA 02780

10:00 AM-12:00 PM

April 3, 2014EEC – Quincy Office

1250 Hancock St., Suite 120-SQuincy, MA 02169

1:00 PM-3:00 PM

April 4, 2014EEC – Western Regional Office

1441 Main St., Suite 230Springfield, MA 01103

9:30 AM-11:30 AM

April 4, 2014EEC – Central Regional Office

10 Austin St.Worcester, MA 01609

1:30 PM-3:30 PM

Bidders’ Conferences

Today’s Agenda Welcome Overview of the FY 2015 Coordinated Family and Community

Engagement Grant Questions and Answers Purpose Eligibility/Funding Grant Priorities and Requirements Narrative Questions Projected Deliverables Reporting Grant Posting/Grant Timeline/Submission Deadline Grant Application Components

Online Application Budget Guidelines & Allowable Use of Funds

Online Application and Mail Submission Process

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Questions and Answers Bidders’ conferences are being held at different times in

each of the regions.

To ensure consistency in responses: All questions must be submitted in writing and emailed by

April 7, 2014 by 4:00 PM to:

EECSubmission@massmail.state.ma.us

Subject line: FY 2015 CFCE – Fund Code 237 The Q&A document will be posted on April 11th (Estimated.)

The Q&A document then becomes an official part of the grant application – be sure to read it carefully!

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237 5

EEC Mission Statement

The Massachusetts Department of EarlyEducation and Care’s (EEC) mission is to provide the foundation that supports all children in their development as lifelong learners and contributingmembers of the community, and to support families in their essential work as parents and caregivers.

EEC’s mission, vision and strategic plan are built on the recognition that families are essential partners in the agency’s work.

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

FY 2015 Coordinated Family and Community Engagement

Through this competitive Grant Application, EEC may award grants to one or more vendor(s) who will provide all families with access to locally available comprehensive services and supports that strengthen families and promote optimal child development.

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Strengthening Families Protective Factors FrameworkEEC has adopted the Strengthening Families Protective Factor framework and approach, which has widespread support from social science researchers, early childhood practitioners and policy experts.

The Protective Factors are: Parental resilience: The ability to cope and bounce back from all types of

challenges; Social connections: Friends, family members, neighbors, and other members

of a community who provide emotional support and concrete assistance to parents;

Knowledge of parenting and child development: Accurate information about raising young children and appropriate expectations for their behavior;

Concrete support in times of need: Financial security to cover day-to-day expenses and unexpected costs that come up from time to time, access to formal supports like TANF and Medicaid, and informal support from social networks, and

Children’s social and emotional development: A child’s ability to interact positively with others and communicate his or her emotions effectively.

Retrieved from The Center for the Study of Social Policy, Strengthening Families, March 28, 2014http://www.strengtheningfamilies.net/index.php/main_pages/protective_factors7

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

FY 2015 CFCE Eligibility Requirements Vendors able to demonstrate through the submission of a

successful grant application that they can meet the priorities and required services as outlined in the CFCE grant application are eligible.

EEC expects to award funds to a vendor(s) providing the best value to the Commonwealth with the goal of identifying a vendor or vendors capable of providing coordinated family and community engagement services across all EEC regions, cities, towns, and communities.

Vendors may apply to cover specific cities, towns, and communities within the Commonwealth of Massachusetts. See Appendix E for a list of towns by EEC region.

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

FY 2015 Eligibility Requirements (Continued) The number of grants that will be awarded will be based in part on

the number of responses submitted and the proposed service delivery areas.

To ensure statewide coverage, EEC reserves the right to: re-post grant if it does not receive sufficient applications to cover

the entire state, and negotiate with vendors to determine if they will be willing to

provide services to other cities or towns not included in their original grant applications.

If an applicant proposes subcontracting some of their required services, the applicant must submit the proposed subcontracted services for any subcontractor as part of its grant application response. Please note that all such subcontracts must be in writing and approved by EEC prior to their execution.

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

FY 2015 CFCE Key Priorities Universal and Targeted Outreach Strategies – Reaching and

meeting the needs of children, especially those with multiple risk factors and/or are hard to reach.

Linkages to Comprehensive Services – ensuring that families have access to services that support their families well being and children’s optimal development.

Family Education – strengthening the capacity of families as their child’s first teacher through: Child development education (all domains -including social emotional) Evidence-based early literacy and family literacy opportunities

Transition Supports – Coordinating activities and resources which maximize families’ access to supports promoting successful birth to eight transitions, with specific focus on Kindergarten.

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237 11

FY 2015 CFCE Required Services Act as a community based, information and resource hub for all families

Outreach

• Conduct universal and targeted outreach through a variety of methods and languages, ensuring that all populations of children and families are provided with opportunities to receive information and other supports.

• Work with appropriate local partners to disseminate outreach and engagement information, maximizing all channels of access to families.

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Information and Resources Employ methods for maintaining up-to-date community resource

information and documentation of gaps in comprehensive services. Provide families with high quality, specific and up-to-date consumer

information and referrals about early education and care and family support options and applicable community resources reflective of their needs.

Act as local point of entry to assist families in accessing EEC financial assistance for early education and care.

Work in Partnership with Massachusetts Child Care Resource and Referral (CCR&R) Agencies on behalf of families.

Provide current CFCE grant program information to Mass 2-1-1.

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FY 2015 CFCE Required Services

FY 2015 CFCE Required Services Family Education: Promote evidence-based education, family engagement, and literacy support through activities that:

recognize parents as their child’s first teacher; build on family strengths; bolster parental leadership; create parental opportunities for mutual support and social connections; and build early and family literacy skills, while supporting the development of

home language and the needs of Dual Language Learners.

Create intentional family engagement activities and connections that create trusted relationships with families.

Support early and family literacy through evidence-based programming, small group activities, and community wide initiatives in order to strengthen the quality of parent-child verbal interactions and support school readiness.

Implement EEC approved, evidence-based early literacy practices/models. (Please see Appendix K: EEC Approved Evidence-based Early Literacy Practices and Models) 13

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

FY 2015 CFCE: Implementation of the Help Me Grow/Ages and Stages (ASQ) Screening ToolFamily EducationUse of the ASQ Screening Tool supports CFCE priorities in the following ways: Offers a consistent method for grantees to meet the CFCE priority

of providing high-quality, accurate consumer information and parent education based on science;

Creates opportunities for grantees to work in partnership with families to identify potential risk factors early in order to prevent developmental delays, and

Builds on core function of CFCE grantees – to provide linkages to comprehensive services to support optimal child development for families.

Please see Appendix J: Ages and Stages Questionnaire and Parental Consent

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

FY2015 CFCE Required Services: Parent-Child Home Program

Family Education Bidders that propose to serve communities currently receiving

PCHP programming will be required to work with the existing PCHP replication site serving that community at FY2014 or higher levels of service to high needs families.

Bidders must submit an agreement with the existing PCHP program with their FY2015 application which will include the proposed number of families to be served and funding amount.

Please see:• Appendix M:

Parent-Child Home Program Guidelines and Service Delivery Requirements

• Appendix N: Parent-Child Home Program Required Communities and Affiliated PCHP Lead Agencies

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

FY15 CFCE Required Services: Educational Parent/Child Play Groups

CFCE grantees are expected to align their implementation of educational parent/child play groups with the following EEC guidelines: provide children with intentional developmentally-appropriate

learning experiences with their peers and parents/caregivers;

provide families with information, resources, support, and connections to promote optimal development of the children in their care;

effective playgroup work results in social and learning networks (groups that enable parents/caregivers to meet, share ideas and resources and learn from each other in social settings)which may reduce isolation and strengthen families; and

must take place in neighborhood parks, schools, libraries and other local settings which may not require transportation.

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

FY 2015 CFCE: Educational Parent/Child Play groups

Link to Massachusetts Early Learning Guidelines for Infants and Toddlers http://www.eec.state.ma.us/docs1/curriculum/20110519_infant_toddler_early_learning_guidelines.pdf

Link to Guidelines for Preschool Learning Experienceshttp://www.eec.state.ma.us/docs1/research_planning/ta_earlychildprogstan.pdf

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Focused Support: Continuity through Early Childhood Transitions

Coordinate activities and resources, which maximize families’ access to supports promoting successful birth to eight transitions.

Maintain current information of available community resources that address a wide range of transitions for families with children birth to eight.

Provide families with information about specific birth to eight transition activities, including timelines and specific contacts for transition processes.

Collaborate with public elementary schools to promote connections with families of three year olds (for child find), families of five year olds (for kindergarten entry) and families of five to eight year olds (for out-of-school time opportunities), in order to: Develop a targeted outreach and engagement plan for these families. Reduce the numbers of children and families that arrive at Kindergarten with no

prior early childhood experience and/or arrive unregistered for Kindergarten.

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FY2015 CFCE Required Services

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Focused Support: Continuity through Early Childhood Transitions (continued)

Collaborate with early intervention and public schools to ensure that all families with children who participated in early intervention have access to specific information and support to promote successful transitions from early intervention to appropriate early education and care options, which may or may not include special education.

Support families in the shift from family engagement and involvement opportunities in the early education and care mixed delivery system to the opportunities for families in multiple educational settings, including public schools.

Support children, including those with disabilities or special needs, by providing enhanced referrals where necessary and conducting follow-up regarding placement and services provided.

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FY2015 CFCE Required Services

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Measuring Impact and Satisfaction

Employ specific methods for measuring satisfaction with CFCE programs and services.

Utilize measurement tools to gauge the impact of CFCE programming, with particular focus on evidence-based early literacy programming.

Conduct the Strengthening Families self-assessment.

Use impact and satisfaction data to improve quality of programming and services.

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FY2015 CFCE Required Services

Program Space Programming and services must be offered locally, in each

community served. Grantees must have formal agreements with agencies within service area communities related to space and service delivery.

Program space must be child safe, developmentally appropriate, accessible public space (e.g., family center, in-kind library or community space) open during hours that meet the needs of families, where families can: Engage in evidence-based literacy programming, including

parent/child educational playgroups; Access information on locally available comprehensive supports

and services; Participate in parenting education opportunities; and Network with other families.

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FY2015 CFCE Required Services

Supporting Early Education and Care and Out-of-School Time Educators/Programs

Facilitate access to consumer education, technical assistance, training and professional development that support individual competency development.

Facilitate access to a locally available set of comprehensive services that support the needs of children and families while promoting program advancement in the Massachusetts Quality Rating and Improvement System (QRIS).

Facilitate access to training, professional development and other quality support services/ information available through the regional Educator and Provider Support (EPS) grantee.

Communicate information to regional EPS grantees about the professional development needs of local educators and providers.

Provide community partners with linkages to information and resources that support evidence-based family engagement practice.

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FY2015 CFCE Required Services

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Local Advisory Council Acts in an advisory capacity to the CFCE grantee, reflecting the needs of the community in the context of existing programs and services for families while aligning recommendations with CFCE objectives;

Facilitates linkages between public and private sectors;

Conducts ongoing assessments of community and family needs;

Collaborates across EEC funded agencies/grantees and other community based programs, in order to build on and foster efficiencies within the local array of services available to children and families;

Identifies and explicitly link to any existing community-based early education and care councils in their service area; and

Includes representation of Massachusetts Home Visiting and other state funded community initiatives to ensure active engagement and alignment of services and supports to families.

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FY2015 CFCE Required Services

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Leveraging EEC’s InvestmentGrantees are expected to generate in-kind contributions as well aspublic and private resources to support service delivery. ( Any in-kind contributions, additional grant resources, or other supports must be accounted for in the CFCE FY 2015 In-Kind Contributions and Fundraising form in this grant application.)

FY 2015 Calendar of Activities Applicants are expected to submit a calendar of activities that meet the objectives and priorities of the CFCE grant. (Please complete and submit the FY 2015 CFCE Calendar of Activities form in this grant application.)

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FY2015 CFCE Required Services

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

As a strategy to engage families in their children’s learning, grantees are required to incorporate, as appropriate, the approved tagline for the Brain Building in Progress communications initiative on appropriate marketing and communications materials and resources that are funded in whole or part through this grant. www.brainbuildinginprogress.org.

The Brain Building in Progress website promotes programs, activities, and sites where early education innovation is happening and will offer individuals, families, community organizations, policy makers, and business leaders tangible ways they can get involved and take action. http://www.eec.state.ma.us/BBIPmaterials.aspx.

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Brain Building in Progress

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Narrative Questions – (Part 7)

Governance Structure and Staffing –reflective of community served and appropriate skill set

Experience- knowledge of community resources, demonstrated presence in the community

Outreach, Information and Supports – maintaining up to date resource information, outreach methods, engagement methods, program sites

Program Activities – a cohesive system of family support programming that promotes Strengthening Families Protective Factors and is linked to existing community resources and systems

Local Advisory Council and Community Collaboration – fosters collaboration, leverages resources

Measuring Impact and Satisfaction- collecting and analyzing data to inform program quality

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

FY2015 CFCE: Evaluation of Grant Applications

The following application components will be evaluated in the grant review process: Narrative Questions Budget and Budget Narrative FY2015 Coordinated Family and Community Activities

Calendar FY2015 CFCE Local Advisory Council Sign-off Sheet

Please see APPENDIX O: FY 2015 EVALUATION AND RATING CRITERIA

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

CFCE Grantees must implement data collection methods and use data to inform practice and improvements to grant services and activities. In addition to collecting required data elements, grantees are expected to use tools to measure the impact of CFCE programs and services on families and the Strengthening Families self-assessment.

Applicants are required to complete and submit to EEC a Projected Deliverables Form that provides estimates for services that will be provided through the FY 2015 Coordinated Family and Community Engagement Grant. FY 2015 Projections will be based on grantees proposed geographic service delivery area, staffing levels, and FY 2015 funding allocations.

CFCE Grantee(s) will be required to submit quarterly reports on grant fund use to EEC on or before the following dates: October 14, 2014, January 14, 2014, April 14, 2015, and June 24, 2015.

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FY 2015 Reporting Requirements

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Additional quarterly reporting requirements for FY 2015 will include the identification of evidence-based curriculum used by each grantee, the measurement tools used to capture the impact of programming and services, and aggregate data reflecting the impact each quarter.

EEC reserves the right to modify and/or add additional reporting requirements. EEC may withhold funding to any grantee or to terminate or reduce funding to any grantee, if the grantee fails to submit quarterly reports and/or annual reports, as required.

EEC reserves the right to require grantees to report as specified by EEC.

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FY 2015 Reporting Requirements (Cont’d)

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Funding and Distribution of FY2015 CFCE Grants

EEC estimates that up to $14,145,637 will be available for funding this open competitive grant in FY 2015.

Should additional funds become available, EEC reserves the right to: make additional awards based on the responses received, the needs

of the Commonwealth, identified professional development needs, if applicable, and/or best value to the Commonwealth.

add additional required services and/or extend the existing services.

EEC reserves the right to reallocate funding to existing grantees in the event one or more grant is terminated or ended prior to the grant term.

Funding is subject to State and Federal budget allotment and appropriation.

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FY 2015 CFCE Funding Formula Considerations

All official (351) cities and towns in Massachusetts will be served. This is consistent with other EEC grants.

No existing grantee will be reduced by more than 5%. If an FY 2014 CFCE Lead Agency selects and is awarded the same community base, funding will not decrease by more than a 5%. Exceptions: some communities have been served by more than one CFCE

grantee. In FY 2015, only one grantee will be selected to serve a city or town. There will be no overlap.

Maintain Base Amount: If the Lead Agency funding in FY2014 was $33,870, the Lead Agency

minimum award for FY2015 if they select and are awarded the same community base will not be less than $37,500.

Align funding to priorities reflected in other EEC grant formulas: Total Number of Family Households (Census) Total Number of Children Ages 0-14 (Census) High Risk Home Visiting Factor

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

FY15 CFCE -Funding New Communities

Twenty communities are not currently part of the CFCE network(Please see Appendix L: New Communities to be Served by CFCE)

Bidders are encouraged to elect to include one or more of these communities as part of a larger service area

A minimum amount of $10,500 has been allocated to support initial inclusion of these communities in the CFCE network

Grantees serving these communities will be expected to: Identify existing services and supports for families in these

communities Include community partners in their councils Create partnerships with libraries and other community based

agencies to determine the best way CFCE funds can be used to support family education and support initiatives

*see background slide #29 for list of new communities

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

July 1, 2014 – June 30, 2015

This CFCE Competitive Grant will have an initial duration of one (1) year, starting on or about July 1, 2014 and ending on June 30, 2015 with two (2) one year options to renew in FY 2016 and FY 2017, and will be subject to State and Federal budget allotment and appropriation. As a condition of approving FY 2016 and FY 2017 renewal grants, EEC will require that all Grantees have complied with the Required Services and Reporting Requirements before approving renewal grants. EEC may require grantees to meet additional requirements related to the CFCE grant in FY 2016 and FY 2017 so that the grant terms continue to reflect EEC’s priorities and the needs of the communities.

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Project Duration

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Posting of Grant Related Information Grant Posting Available:

On EEC’s website at http://www.mass.gov/eec under Funding Opportunities - Open Competitive Grants

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Grantees are responsible for checking EEC’s website for any updates to the Grant Application Information.

Allowable Fund Use: Administrators: A person whose job is to manage a company,

school, or other organization.

Instructional/Professional Staff: Professional staff that are qualified to provide either instructional or direct services, based on education/training and experience .

Support Staff: Paraprofessional, clerical, or non-professional staff that either provide non-instructional services or support services.

Fringe Benefits: Fringe benefits include Federal Tax, State Tax, FICA, Mass Unemployment, Health Insurance, Worker's Compensation, Medicare, SUTA, Other Retirement Systems, Other Fringe costs, as applicable.

Contractual Services: Details regarding the # of Hours/Days/Weeks/Year/Flat should be outlines when requesting these funds.

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Allowable Fund Use (Continued):

Supplies & Materials: Supplies that will be used to carry out the required services of the grant. These supplies and materials are items costing less than $5,000 per unit or having a useful life of less than a year. These include instructional materials to implement parent and/or

parent/child educational activities and non-instructional supplies.• Laptops (price not to exceed $1000.00 per laptop)• Tablets (price not to exceed $600.00 per tablet)

Travel: Travel expenses for program administrators, program coordinators, and professional staff for in-state travel costs required to implement grant specific activities (i.e. mileage).

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Allowable Fund Use (Continued): Other Costs: This sub-line is used to indicate costs associated with a

variety of activities outlined in the application instructions. Advertising Equipment Rental Maintenance/Repairs Memberships and Subscriptions

Printing/Reproduction• Note that photocopying costs belong under printing/reproduction in

this line; while amounts budgeted to purchase paper for the photocopier would be listed under Line 6 (Supplies). The lease of a photocopying machine would be listed under Rental Space in this line, while the purchase of such a machine would be listed under Line 6 or Line 10, depending on the cost.

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Staff Training Please include staff training under Capacity Building: Professional

Development

Rental of Space for direct service programming for families

Telephone/Utilities Telephone expenses for providing information and referrals to

families

Direct Service Transportation

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Allowable Fund Use (Continued):

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Other

The purchase of food must be in accordance with the following guidelines:

1. The purchase of food will not redirect funds away from services to be delivered.

2. CFCE funds may not be used to purchase food for council, staff or stakeholder meetings.

3. Food may only be purchased for and integrated into CFCE activities as an intentional extension of the curriculum for parents and children, such as:

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Allowable Fund Use (Continued):

Building literacy and language skills during meal and snack times. Talking with children about what they are eating, colors, texture, temperature, size, etc. is an important opportunity for developing vocabulary. Emphasizing the importance of these conversations with parents. Promoting conversations between parents and children during snack and mealtimes without the distraction of screen time (TV, phones, etc.).

Serving healthy foods with a discussion about nutrition, portion sizes, etc. Helping families build their awareness about food choices and portion sizes for their children and themselves which supports our goal of having healthy, fit children and adults. Intentionally incorporating food as an important way to engage families in these conversations.

Preparing and/or serving food with the intention of creating skill-building opportunities for children, i.e., mixing, pouring, self-serving, sharing, etc. Helping parents have developmentally appropriate expectations of their child’s skills.

In conjunction with the guidelines above, building social skills in children and strengthening social connections between children and families around snacks/meals. These opportunities build social connectedness between program participants which is one of the Strengthening Families Protective Factors. 40

Allowable Fund Use (Continued):

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Capacity Building: May be defined as the acquisition of skills and knowledge for staff development in order to enhance their capacity to implement the requirements of the CFCE grant.

Professional Development: With approval from EEC, training costs for CFCE grant-funded personnel and contracted consultants that specifically address grant priorities and required services is an allowable use of funds. EEC reserves the right to approve/deny any costs associated with training requests if justification is deemed insufficient and unacceptable.

Other: Fees and technical assistance from the PCHP National Center (where applicable)

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Allowable Fund Use (Continued):

Indirect Cost: Indirect Costs are costs incurred for common objectives that benefit multiple programs administered by the grantee organization, or the organization as a whole, and as such are not readily assignable to a particular program funding stream. Indirect Costs are part of the expenses allocated to administrative

funds. Under no circumstances can the use of the indirect cost rate exceed

the amount of funds (8% of the total grant) allocated to administrative purposes.

A grantee can use an indirect cost rate ONLY IF it submits documentation stating the approved rate on letterhead from the approving agency. The Indirect Cost Rate Letter (Federal) is usually from Health and Human Services. Public Schools do not need an Indirect Cost Rate approval letter. Their rate is provided by The Department of Elementary and Secondary Education. Applicants must write their actual approved Indirect Cost Rate in Indirect Cost Rate box in the Online Application. In the absence of having an approval letter, applicants must give us a detailed Admin budget. 42

Allowable Fund Use (Continued):

Equipment: Tangible nonexpendable personal property including exempt property charged directly to the award having a useful life of more than one year and an acquisition cost of $5000 or more per unit.

Subcontractors: Funds paid out to another program or agency to carry out an entire part (sub-part) of the grant. All subcontractors and partners performing services on behalf

of the applicant to meet the required services of this grant proposal must be approved by EEC.

If an applicant proposes subcontracting some of its required services, the applicant must submit the proposed subcontracted services from each subcontractor and other partners as part of its grant application response.

All Administration Costs for the Lead agency and Subcontractors (if applicable) cannot exceed 8% of the grant requested amount.

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Allowable Fund Use (Continued):

FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Allowable Fund Use (Continued): Fiscal administration and oversight costs: For the purposes of this

Grant Application, Grants Administration expenses are defined as the following: Supervisor/Director salary/wages Secretary/Bookkeeper salary/wages Stipends for Supervisor/Director and/or Secretary/Bookkeeper Fringe Benefits for Supervisor/Director and/or

Secretary/Bookkeeper Other Costs

• Equipment Rental • Rental Space (non-direct, office space)• Telephone/Utilities (non-direct, administrative, Internet, and

WiFi) Indirect Costs

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FY 2015 Coordinated Family and Community Engagement Grant – Fund Code 237

Unallowable Fund Use:

Out-of-State Travel (exception: annual PCHP national meeting. One or two staff may attend meeting with prior written approval from EEC.)

Lobbying Expenses: Grant funds shall not be used to cover costs incurred by employees, lobbyists, or consultants to influence any local, state or Federal legislation or policy in either the Legislative or Executive branch.

Comprehensive services e.g. occupational therapy, speech therapy, program assessments, etc.

Direct services in early childhood programs, including, but not limited to, teacher salaries, mental health consultation, occupational therapy, speech therapy, child and/or program assessments.

Mental Health Consultation

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Unallowable Fund Use (Continued): Professional development. Programming for educators/providers (this would include

participation in playgroups). Programming within specific early education and care settings to

benefit the families enrolled in those programs. CFCE funds must prioritize programming for families not engaged in the mixed delivery system.

Screenings and assessments (exceptions: Help Me Grow-Ages and Stages Questionnaire as a tool to provide parents with information about child growth and development; PCHP and Parents as Teachers program participants for grantees authorized by EEC to offer these models).

Staff professional development opportunities that are not endorsed/approved by EEC.

Support for non-CFCE responsibilities e.g. registration, attendance, fee collection, etc. that are related to any lead agency activities or programming outside of the scope of the CFCE grant. 46

Appendix B: FY 2015 Fund Code 237 Budget Guidelines This document outlines allowable and unallowable use of grant

funds.

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Link to Online Application

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Located on the EEC Website is a link to access the Coordinated Family and Community Engagement Online Application. This will take you to the Introduction page.

Accessing the Online Application: Introduction Page Enter the Online Application by clicking Login to Online Application.

Register If you have not previously registered, click the Register button.

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Register (continued) Register the Lead Agency. Please create a Username and Password before completing the Online Application.

Please write down this username and password for your records as you will need

this password to access your Online Application in the future.

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Login If you have already registered, please enter your Username/Password to

login to the Online Application.

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Steps to Complete the Online Grant Application Once you have completed each section, a green check mark will appear.

Online Application Submission:

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SUBMIT ONLINE: Once your Online Application is complete, click Submit at the bottom of the home page to send your Online Application to EEC.

Once submitted, an Applicant will be able to print their entire application as a PDF by clicking Print Summary. Please ensure that your checklist is complete and accurate at this

Grant Application: Follow the ChecklistThe online portion of the Grant Application includes the following information that must be submitted online and printed as a PDF document. Note: A PDF document is created once an Applicant has clicked the Submit button of the Online Application.

Contact Information (Part 1) Communities Served (Part 2) Languages Served (Part 3) Lead Agency Budget (Part 4) Subcontractor Budget (Part 5) FY 2015 Proposed Budget Summary (Part 6a) FY 2016 Proposed Budget Summary (Part 6b) FY 2017 Proposed Budget Summary (6c) Narrative Questions (Part 7) Projected Deliverables (Part 8) Required Grant Forms (Part 9)

• CFCE Calendar of Activities• In-Kind Contributions and Fundraising• FY 2015 Local Advisory Council Sign-Off sheet• PCHP Statistical Information (if applicable)• Lead Agency Organizational Chart

Checklist (Part 10) Cover Page (Part 11) Indirect Cost Approval Letter (If claiming Indirect Cost Rate)

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Grant Administrative Forms

Commonwealth of Massachusetts Standard Administrative Forms: A signed Commonwealth Terms & Conditions form W-9 with DUNS # Contractor Authorized Signatory Listing Authorization for Electronic Funds Payment (EFT) Form Federal Funding and Accountability and Transparency Act (FFATA) Reporting

Requirements

If there are any changes to the administration or your fiscal forms are not already on file with the EEC, you will need to fill out and mail to the

EEC:

You do not need to email these materials the Administrative Forms, please only sign and mail these in with your grant application.

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Grant Appendices (For reference only)

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Appendix A: Online Application InstructionsAppendix B: FY 2015 CFCE Budget Guidelines Appendix C: Grant Payment Terms, Grant Expenditures, Termination, Recoupment of Funds, and Relevant Law Appendix D: FY 2015 CFCE Eligibility AmountsAppendix E: List of Towns and Cities in each EEC Region Appendix F-1: Demographic Information Regarding Cities and Towns in MassachusettsAppendix F-2: Demographic Information Regarding Cities and Towns in MassachusettsAppendix G: Supplemental Information for FY 2015 CFCE GrantAppendix H: Lead Roles & ResponsibilitiesAppendix I: CFCE Local Advisory Council Roles and ResponsibilitiesAppendix J: Ages and Stages Questionnaire and Parental ConsentAppendix K: EEC Approved Evidence-based Early Literacy Practices and Models Appendix L: New Communities to be Served by CFCEAppendix M: Parent-Child Home Program Guidelines and Service Delivery RequirementsAppendix N: Parent-Child Home Program Required Communities and Affiliated PCHP Lead AgenciesAppendix O: FY 2015 Evaluation and Rating Criteria

Online Application & Mail Submission: All of the following documents below must be submitted: by mail with one (1) original (all signatures must be in blue ink) and three (3)

copies: The PDF document generated by the Online Application

• With original signature on the Cover Page (Part 11) Required Grant Forms

• CFCE Calendar of Activities• In-Kind Contributions and Fundraising• FY 2015 Local Advisory Council Sign-Off sheet with original signatures• PCHP Statistical Information (if applicable)• Lead Agency Organizational Chart

The following forms are not located within the Online Application• Program Organizational Chart (if applicable)• Bylaws• Copy of Indirect Cost Approval Letter (if you are claiming Indirect Cost)

Electronically: Required Grant Forms

• CFCE Calendar of Activities• In-Kind Contributions and Fundraising• FY 2015 Local Advisory Council Sign-Off sheet with original signatures (scanned copy with

original signatures)• PCHP Statistical Information (if applicable)

The following forms are not located within the Online Application• Program Organizational Chart (if applicable)• Bylaws• Copy of Indirect Cost Approval Letter (if you are claiming Indirect Cost)

58

Grant Submission DeadlinesThe ENTIRE Grant Application must be completed by and submitted by:

May 1, 2014 BY 4:00 PM(mail, online, electronic must be submitted and in the EEC office)

Obtain the appropriate signatures on the cover page (all signatures in blue ink) and additional attachments, if necessary.

Mail:The printed PDF summary and one (1) original and three (3) copies to EEC along with any necessary administrative forms. EEC’s mailing address is displayed at the bottom of the cover page.

Make sure to submit Electronically the documents from Slide 58. Please Note: The Required Grant Forms, Program Organizational Chart (if

applicable), Bylaw, and an Indirect Cost Approval Letter (if you are claiming Indirect Cost) must be submitted as hard copies and submitted electronically, as these do not print as part of the PDF document. Grant applications will be considered incomplete if both hard copies and electronic copies are not received

Notification of Online Application Submission: To alert EEC of your grant submission, please email

EECSubmission@massmail.state.ma.us with the subject line “FY 2015 Coordinated Family and Community Engagement Grant - Your Agency Name.” 59

Grant Application Timeline Grant Application Release/Posting:

March 25, 2014

Bidders’ Conference: Location: EEC Northeast Office

April 1, 2014 1:00 – 3:00 PM

Bidders’ Conference:Location: EEC Southeast Office

April 2, 2014 10:00 AM – 12:00 PM

Bidders’ Conference:Location: EEC Quincy Office

April 3, 2014 1:00 – 3:00 PM

Bidders’ Conference: Location: EEC Western Regional Office

April 4, 2014 9:30 - 11:30 AM

Bidders’ ConferenceLocation: EEC Central Regional Office

April 4, 2014 1:30 – 3:30 PM

Submission of Intent to Bid: Email Intent to Bid toEECSubmission@MassMail.State.MA.US

April 4, 2014 4:00 PM

Submission of Written Inquiries: Applicants must submit written inquiries to EECSubmission@MassMail.State.MA.US

April 7, 2014 4:00 PM

Response to Written Inquiries:

April 11, 2014 (estimated)

Submission Deadline:Applicants must submit proposals to EECSubmission@MassMail.State.MA.US

May 1, 2014 4:00 PM

Bidders are Notified of Awards:

June 27, 2014 (estimated)

Grant Start Date:

July 1, 2014 (estimated)