Issuing Organization: United Way of Massachusetts Bay and Merrimack Valley (UWMBMV) or United Way

Transcription

1 Issuing Organization: United Way of Massachusetts Bay and Merrimack Valley (UWMBMV) or United Way Grant Application Title: QRIS 2014 Program Quality Improvement Grant Application Type: Grant Solicitation Release Date: April 9, 2014 Funds Type: Race to the Top Early Learning Challenge Grant (RTTT-ELCG) Funds Source: Federal Proposal Due Date and Time: Proposals will be accepted for consideration beginning April 16, 2014 and reviewed on an ongoing basis. No proposal for this round of funding will be accepted after 4:00 p.m. on May 2, Content Expert: Wendy Valentine, Senior Director, Early Education Partnerships, United Way TABLE OF CONTENTS Introduction and Background on the QRIS 2 Grant Purpose and Description 3 Administrative Information 5 Eligibility 8 Funding 10 Required Grant Components 11 Fund Use 14 Accounting Practices and Procedures 18 Evaluation and Award Process 19 Outcomes and Measures 21 Appendix A: Recommended Grant Preparation 22 Appendix B: Terms, Grant Expenditures, Termination 23 Appendix C: Technical Assistance for Grant Applicants 24 Draft_April_4_2014_Grant Solicitation Page 1

2 INTRODUCTION AND BACKGROUND ON THE QRIS The work of the Massachusetts Department of Early Education and Care (EEC) is steeped in the notion that brain building is in progress for young children in enriching environments with caring adults and meaningful and engaging interactions. The latest science shows that these early experiences actually build the architecture of the developing brain; much like a house is built from the bottom up. When you understand the sequence and process by which brains are built, it s easy to understand why it s wiser to start every child out strong. Trying to change behavior or build new skills on a weak foundation requires more work and is less effective than providing brain building interactions and environments early in life. Brain building is an investment that yields high returns; an investment in the economic prosperity of everyone in Massachusetts as the next generation will pay that back through a lifetime of productivity and responsible citizenship. We know that children's earliest experiences are especially important because building the human brain begins even before birth; a strong foundation in early years greatly increases the chance of positive outcomes. In its efforts to recognize and develop high quality early education and care programs, EEC has implemented a Quality Rating and Improvement System (QRIS) which defines levels of quality for programs and requirements for moving up the levels of the system. PURPOSE OF THE QUALITY RATING AND IMPROVEMENT SYSTEM (QRIS) EEC is committed to helping ensure that all children have access to quality programs. The creation and implementation of a system to improve and support quality statewide is a key strategy in the EEC s Board Strategic Five-Year Plan. To view EEC s current Strategic Plan please visit the EEC web site using the following link: Massachusetts developed QRIS as a method to assess, improve, and communicate the level of quality in early care and education and after-school settings. QRIS provides an opportunity for continuous improvement of early education and care and out-of-school time programs. MASSACHUSETTS QRIS EEC fully implemented the Massachusetts QRIS in January Interested early education and care and out of school time programs across the mixed delivery system were informed and encouraged to enroll in the System. Enrollment in QRIS included a program completing an online self-assessment application of their program s quality level based on QRIS standards and measures for EEC s review and confirmation of assigned rating. Enrollment for programs who choose to participate in QRIS is on-going. Effective FY 2012, as a condition of receiving certain funding opportunities, such as Universal Pre-Kindergarten funds, Head Start Supplemental State funding, and Inclusive Pre-School funds, programs are required to participate in QRIS to be eligible for receiving the funding. For additional information on the Massachusetts QRIS please visit the EEC web site using the following link: Draft_April_4_2014_Grant Solicitation Page 2

3 GRANT PURPOSE AND DESCRIPTION PURPOSE OF THIS GRANT OPPORTUNITY EEC has contracted with the United Way of Massachusetts Bay and Merrimack Valley (United Way) to administer the QRIS 2014 Program Quality Improvement Grant. United Way and EEC are interested in supporting programs/educators to engage in a process of continuous quality improvement. This grant application s purpose is to provide QRIS Program Quality Improvement Grants to eligible programs/educators in the mixed delivery system during 2014 to engage in program planning for quality improvements and to make direct program improvements, in pursuit of upward progress on the levels defined in QRIS. All grant applications must demonstrate that purchases will be linked to specific standards which programs seek to achieve. United Way anticipates funding up to 400 programs/educators through this grant application. DESCRIPTION OF THIS GRANT OPPORTUNITY This grant opportunity is divided into two phases; in Phase One grantees selected for funding will receive Program Planning Funding and technical assistance to support the development and submission of a Program Improvement Plan. Grantees submit proof of allowable expenditures and are reimbursed for program planning expenditures up to the approved grant amount. In Phase Two, grantees will receive Durable Goods to support implementation of their Program Improvement Plan. Grantees will choose from a selection of QRIS-linked durable goods through an online portal. These items will be shipped directly to the grantee; no expenditure of program/provider funds or reimbursement is required in Phase Two. Successful completion of Phase One is required to receive Phase Two funding. Two types of support will be available to programs/educators through the grant application: Program Planning Funds and Durable Goods. Program Planning Funding is specifically designed to be used to support substitute teacher and/or overtime compensation to allow the program s instructional leaders and staff/educators out-of-classroom planning time to review and plan for programmatic and environmental improvements. Durable Goods Funding is specifically designed to support the purchase of durable goods that are linked to a QRIS standard area to support a program in advancing in QRIS. Phase One supports Program Improvement Planning and Phase Two supports Program Improvement Plan Implementation Draft_April_4_2014_Grant Solicitation Page 3

4 Phases of the 2014 QRIS Program Quality Improvement Grant Programs successfully completing Phase One will move to Phase Two Phase One Program Improvement Planning Grantee Technical Assistance and Resource Conference Program Improvement Plan Developed with Ongoing Technical Assistance Support Program Improvement Plan Submitted and Approved 1 Request for Reimbursement Submitted and Outcomes Reporting on Phase One Phase Two Program Improvement Plan Implementation Durable Goods Selected by Grantee Durable Goods Shipped by Vendor and Received by Program/Provider Program Improvement Plan Implemented Outcomes Reporting on Phase Two Draft_April_4_2014_Grant Solicitation Page 4

5 ADMINISTRATIVE INFORMATION GENERAL INFORMATION 1. Grant Application a. This is a rolling grant application process. Submission of an application does not guarantee that your program will be awarded a grant. Proposals will be accepted for consideration beginning April 16, 2014 and reviewed on an on-going basis. No proposal for this round of funding will be accepted after 4:00 p.m. on May 2, b. The grant application must be completed online. Applicants who only submit signed copies of required documents will not be considered for funding. c. United Way will not review any application that is missing the required information. Therefore, it is important that you ensure that all sections of the application are complete to avoid the possibility of failing to meet the qualifications of the response evaluation or having your score reduced for incomplete information. d. When multiple applications are being considered at one time, United Way, in collaboration with EEC, will ensure funding is allocated in a manner which ensures diversity in terms of geographic and program/educator type representation to the extent possible based on the applications received. 2. Question and Answer Process a. United Way will accept questions and answer them on an on-going basis until April 28, All questions regarding this grant application must be submitted in writing to QRIS@supportunitedway.org by April 28, 2014 at 4:00 p.m. with QRIS 2014 Round Two Program Quality Improvement Grant Question in the subject line. United Way expects to post several Question and Answer documents at b. Applicants with questions about the content of the QRIS standards and/or about using the online QRIS Program Manager (QPM) should refer to the documents located at Additional questions not answered in these documents should be addressed to EEC at: eechelpdesk@massmail.state.ma.us. 3. Applicant Technical Assistance and Support Meetings will take place around the Commonwealth. Dates and locations will be posted at 4. Participation in one day of a Grantee Technical Assistance and Resource Conference is mandatory for all grant recipients. Participants will be required to attend on either June 13 or June 14, 2014 in Fitchburg, MA. Upon grant award, programs will be required to indicate which date they prefer to attend. Please see additional information in Eligibility Section. Draft_April_4_2014_Grant Solicitation Page 5

6 5. All grant funds awarded to a program/educator for Phase One-Program Planning Funding will be paid on a reimbursement basis. If an applicant is approved for funding, the program/educator must purchase the services and, after receiving the services, submit evidence of their out-of-pocket expenses for reimbursement. Educators/programs are encouraged to request reimbursement in a timely manner as soon as funds are fully expended. Only one request for reimbursement may be submitted. 6. All grant funds awarded to a program/educator for Phase Two-Program Improvement Plan Implementation will be disbursed in the form of durable goods. This will be done per the terms described in the grant solicitation. No expenditure of program/provider funds or reimbursement is required in Phase Two. 7. All funds from this grant must be expended, and products/services received by grantees, by December 1, TIMELINE Grant Solicitation Released 4-10 to Applicant Technical Assistance and Support Meetings Online Grant Application Opens All Questions must be submitted in writing by this date QRIS Program Quality Improvement Grant Application Closes - All required documents must be mailed and postmarked by this date - Online grant application must be submitted by this date List of Grant Recipients Posted 6-13 to Grantee Technical Assistance and Resource Conference (One Day of Participation is mandatory) 6-12 to Program Improvement Plans Developed and Submitted by Programs Phase One - Final Outcomes and Measures Form must be completed online 8-8 to Program Improvement Plans Verified by TA Specialists All goods and services purchased by grantees with these grant funds must be received and accepted by this date Phase Two - Final Outcomes and Measures Form must be completed online Draft_April_4_2014_Grant Solicitation Page 6

7 INSTRUCTIONS TO APPLICANTS 1. Grant Proposal Due Dates: Proposals will be accepted for consideration beginning April 16, 2014 and reviewed on an ongoing basis. All mailed documents required by the grant application must be postmarked by May 2, No proposal for this round of funding will be accepted after 4:00 p.m. on May 2, Label Envelope/Package: QRIS 2014 Program Quality Improvement Grant 3. Mailed documents (as required by the online grant application) must be sent in a single envelope postmarked by May 2, Note that the grant application must be completed online and a link to the application may be found at The online grant application will open on or about April 16, SUBMISSION ADDRESS Several documents attached to the online application will need to be printed, signed, and mailed. Submit copies of all required documents to: ATTN: QRIS 2014 Program Quality Improvement Grant United Way of Massachusetts Bay and Merrimack Valley 100 Merrimack Street, Suite 307 Lowell, MA Draft_April_4_2014_Grant Solicitation Page 7

8 ELIGIBILITY To be eligible for the 2014 QRIS Program Quality Improvement Grant, a program/educator must meet all seven eligibility requirements outlined below. 1. Be part of EEC s mixed delivery system which includes licensed or license-exempt group and center based programs, out-of-school time programs, family child care homes, public preschool programs, Universal Pre-Kindergarten programs, and Head Start programs. This grant opportunity is not available to residential and placement programs. 2. Currently be serving at least one child receiving financial assistance as of April 15, For the purposes of this grant, children receiving financial assistance are defined as: a. Children accessing care through EEC contracts or vouchers b. Children funded with Head Start dollars c. Privately subsidized children from families meeting EEC income eligibility criteria (i.e., total household income at or below 50% of the state median income) with supporting documentation from the program where the child is enrolled d. Children attending preschool programs operated by public schools that: Have a high proportion of preschool children qualifying for free/reduced lunch; or Are at risk of or have been determined to be under-performing in accordance with sections 1J and 1K of Chapter 69 of the Massachusetts General Laws; and/or Have been placed in the accountability status of identified for improvement, corrective action, or restructuring pursuant to Massachusetts Department of Elementary and Secondary Education s regulations; or Have been designated Commonwealth priority schools or Commonwealth Pilot Schools pursuant to Massachusetts General Laws Chapter 69, sec. 1J and 1K. 3. Submit a final self-assessed QRIS Level 1, 2, 3, or 4 application in EEC s online QRIS Program Manager (QPM) by April 15, a. Programs/educators will document their participation by submitting a printed copy of the program s QRIS Summary of Application Profile from QPM. The summary contains the program s self-assessed QRIS level; the QRIS program identification number; and the status of application reads Final Submitted to EEC. b. Programs/educators that have previously submitted a QRIS application in EEC s QPM may use their self-assessed rating to apply for this grant. To view updated information on the QRIS, please click on this link: For technical assistance regarding QPM, please contact the EEC Help desk at eechelpdesk@massmail.state.ma.us. c. EEC and/or the United Way will verify whether or not a grant applicant has achieved QRIS Level 1, 2, 3, or 4 status and thus is eligible to apply for this grant. There will be no formal right to an appeal or debriefing regarding EEC s and/or the Draft_April_4_2014_Grant Solicitation Page 8

9 United Way s decision(s) in this regard. However, EEC and/or the United Way may decide as a courtesy to explain what, if any, QRIS Level 1, 2, 3 and/or 4 requirements were not met by a particular program/educator. d. Level 4 programs are only eligible to apply for grant funding that will assist them to meet QRIS standards for which they have submitted an exemption. 4. Programs must demonstrate current use of Environment Rating Scale (ERS) Tools a. Submit a copy of a recent ERS Tool Scoring Sheet documenting use of the ECERS- R, ITERS-R, FCCERS-R, or SACERS in the program for each classroom. b. The ERS observation may be done for self-assessment purposes; a Scoring Sheet completed by a Reliable Rater is not required to be eligible for this grant opportunity. 5. Programs must complete all grant submission requirements including: a. Complete online grant application by May 2, b. Submit required documents by mail by May 2, (See Required Grant Components section below for further detail.) 6. For EEC-licensed programs: License must be in good standing with EEC. 7. Be in good fiscal standing with the Commonwealth. 8. Participation in the Grantee Technical Assistance and Resource Conference a. Participation in one day of the Grantee Technical Assistance and Resource Conference is mandatory for all grant recipients. b. For each grant awarded, one program/educator who works directly in the program must attend the conference. An assistant teacher may attend in place of a lead teacher, but a lead agency/system representative may not attend in place of an educator from the program. c. One representative from each Family Child Care System receiving an award is encouraged to participate, but is not required. d. The full-day conference will take place on June 13, 2014 and again on June 14, 2014 in Fitchburg, MA. Grantees will be asked to provide their first and second choice of day to participate in the conference; preference in days of attendance will be given to those requiring accommodation or with a documented hardship. For Family Child Care providers, lack of an available substitute teacher will be considered a hardship and they may request participation in the Saturday (June 14th) conference. Translation services will be available for conference participants. e. Detailed information regarding the Program Improvement Plan requirements, reimbursement for Program Planning grants, and technical assistance support will be provided to grantees at this event. f. Programs/educators who do not participate in the mandatory conference will not receive grant funding. NOTE: Programs that previously received QRIS Quality Improvement Grant funding are eligible to apply for this funding opportunity if they meet all eligibility requirements. Draft_April_4_2014_Grant Solicitation Page 9

10 FUNDING PHASE ONE - PROGRAM PLANNING FUNDING 1. A program/educator that serves 20 children or less will be eligible for up to $1, A program that serves 21 children or more will be eligible for up to $2, A program that serves 100 children or more will be eligible for up to $3, The number used to determine eligibility is the number of currently enrolled children as of April 15, 2014, not the licensed capacity. 5. Programs/educators may submit requests for lesser amounts. PHASE TWO - DURABLE GOODS FUNDING 1. A program/educator that serves 20 children or less will be eligible for goods valued at up to $3, A program that serves children will be eligible for goods valued at up to $5, A program that serves 100 children or more will be eligible for goods valued at up to $7, The number used to determine eligibility is the number of currently enrolled children as of April 15, 2014, not the licensed capacity. 5. Programs/educators may submit requests for lesser amounts. ADMINISTRATIVE OVERHEAD FUNDING 1. Administrative Overhead is available to all programs/providers to support the time and resources expended in the management and administration of the grant. Grant-related administrative support activities might include administrative hours worked, photocopying expenses, and postage costs. All administrative overhead will be disbursed to programs at the end of Phase One with the reimbursement payment. Please note that in the past overhead has been available only to Lead Agencies; it is now available to all applicants. 2. The total Administrative Overhead available to a program/provider is based on two factors: the total amount of Program Planning Funding expended in Phase One and the size of the program. Phase One Overhead is 8% of the total grant amount expended in Phase One. Phase Two Overhead is based on the number of children enrolled. Programs/educators may submit requests for lesser amounts for Phase Two Overhead. Program Size Phase Two Overhead Eligibility 20 children or less up to $ children up to $ children or more up to $560 For Example: A program/educator with 10 children that spends $1000 in Program Planning Funding in Phase One would be eligible for up to $320 in total Administrative Overhead funding, as outlined below. Phase One - Program Planning Funding 8% of $1,000 = $80 + Phase Two Eligibility of $240 Draft_April_4_2014_Grant Solicitation Page 10 = Up to $320

11 REQUIRED GRANT COMPONENTS FOR ALL APPLICANTS ONLINE GRANT APPLICATION 1. To apply for this grant, all programs/educators must complete an online application. Information about accessing the online application may be found at the following link: The link to the online grant application will be available on or about April 16, Within the application, programs/educators can expect to find the following questions: a. Program Contact information b. Family Child Care System Contact Information (if applicable) c. Number of children receiving financial assistance on April 15, 2014 d. Staff member attending Grantee Technical Assistance and Resource Conference e. Use of required QRIS evaluation tools f. Description, cost and rationale for substitute staff and/or staff overtime hours that the program proposes to pay in order to support the development of a Program Improvement Plan to move towards the next level of the QRIS g. Description, cost, qualifications, and rationale for consultant hours that the program proposes to pay in order to support the development of a Program Improvement Plan to move towards the next level of the QRIS 3. United Way reserves the right to add additional questions. At this time, United Way does not expect programs/educators to complete extensive narrative questions for this application. REQUIRED DOCUMENTS TO BE SUBMITTED BY MAIL The following required documents are required as part of this grant application (all required documents must be completed and submitted for each grant application). Links to the required forms are available at Mailed and postmarked by May 2, 2014: a. Completed Grant Application Document Cover Page b. A signed Commonwealth Terms & Conditions c. A signed W-9 with DUNS # d. A signed Contractor Authorized Signatory Listing e. A signed Executive Order 504 Certification f. A signed Grant Disbursement Authorization g. A signed Federal Funding Accountability and Transparency Act h. A signed RTTT Certification Regarding Lobbying i. Copy of ERS Tool Scoring Sheet(s) (from ECERS-R, ITERS-R, FCCERS-R, or SACERS) j. Copy of Scoring Sheet(s) from Additional QRIS Measurement Tools(s) (only if applicable): BAS/PAS/APT; Strengthening Families; CLASS/Arnett, APT-O k. QRIS Summary of Application Profile from EEC s QRIS Program Manager (QPM) - A printed copy of the summary from the QPM showing a program s selfassessed level, QRIS number, and status. Access the QPM here: Draft_April_4_2014_Grant Solicitation Page 11

12 l. Detailed Schedule Form This form documents when planning time will occur over Phase One, including the educator(s) name(s), pay rates, and titles. REQUIRED DOCUMENTS TO BE SUBMITTED ONLINE Outcomes and Measures Forms (for programs/educators receiving grant funding): a. Phase One - Final Outcomes and Measures Form - A link to this online form will be sent to grantees, and online responses will be due by August 15, b. Phase Two - Final Outcomes and Measures Form - A link to this online form will be sent to grantees, and online responses will be due by December 15, c. For more details about the information that will be collected in this form, see the Outcomes and Measures section on page 21 of this document. PROGRAM GRANT APPLICATION GUIDELINES 1. A program/educator may choose to submit an application individually or (if applicable) with the support of a Family Child Care System. All applicants are eligible for administrative costs (overhead) not to exceed 8% of total grant amount. 2. For the purposes of this grant opportunity, programs/educators may choose to submit an application on their own, even if the program is affiliated with a Family Child Care System. If the program/educator chooses to apply individually, the program/educator must not also be included in the affiliate agency s/system s grant application. 3. Grants will be site specific (not classroom specific) based on the program types provided in the QRIS Standards, which include: a. Center/School Based Programs b. Family Child Care Programs c. After School and Out-of-School Time Programs 4. Each eligible program type that falls within the same site should fill out an application and will be considered as an individual application; specifically, if an after school and out-ofschool time program is located at the same site as a center/school based program, each program type should fill out a separate application and will be considered for funding separately. 5. Programs may propose to advance more than one level on the QRIS, but a proposal to advance more than one level will not result in additional funding, as grant requests may not exceed the specified amount for each program site. FAMILY CHILD CARE SYSTEM GRANT APPLICATION SUPPORT 1. In order to be considered for grant funding on behalf of group and/or school age programs affiliated with a Family Child Care System, the System must submit a complete set of forms for each affiliate program as well as additional paperwork; a complete set of the forms listed below with original signatures must be submitted by May 2, This paperwork is in addition to the complete set of forms that must be submitted for each of their affiliate programs. a. Completed Family Child Care System Document Cover Page b. A Signed Provider Consent Form (one per each affiliated grant application) Draft_April_4_2014_Grant Solicitation Page 12

13 c. A signed Commonwealth Terms & Conditions form d. A signed W-9 with DUNS # e. A signed Contractor Authorized Signatory Listing f. A signed Executive Order 504 Certification g. A signed Federal Funding Accountability and Transparency Act h. A signed RTTT Certification Regarding Lobbying 2. All required documents must be completed and submitted for each grant application. When applying on behalf of multiple programs, each set of grant application documentation must be complete, even if the identical document is submitted multiple times across several grant applications. Each program/educator grant submission is evaluated independently, even if submitted as part of a Family Child Care System application. 3. Family Child Care Systems may apply on behalf of up to no more than fifteen (15) of their affiliated programs. A Family Child Care program/educator that serves 20 children or less will be eligible for up to $2,000. This is a maximum grant in Phase One of no more than $30,000 per Family Child Care System (including administrative costs not to exceed 8%). 4. Preference in funding will be given to proposals that clearly demonstrate that the unique needs of each program/educator have been considered; the use of identical templates to create multiple proposals from a Family Child Care System is not allowed, and these applications may be disqualified. PUBLIC SCHOOL GRANT APPLICANTS Eligible Public School programs are encouraged to participate in this grant opportunity. Public School applicants must complete all grant requirements to be eligible. Public School applicants have frequently requested clarification on the following two grant application paperwork requirements: a) All required documents must be completed and submitted for each grant application. Each school program type requires a separate grant submission, which is evaluated independently. When a public school system is submitting multiple applications for funding, each set of grant application documentation must be complete, even if the identical document is submitted multiple times across several grant applications. b) A W-9 Form with a DUNS Number is required. Draft_April_4_2014_Grant Solicitation Page 13

14 FUND USE Fund use for this initiative must be directly aligned with the applicable QRIS standard area to compensate substitute staffing and to receive durable goods that will allow a program/educator to advance in QRIS. Once approved for grant funding, programs/educators may purchase services and/or select goods up to the amount approved. ALL goods/services must be purchased and received by grantees on or before December 1, Documentation of expenses for Program Planning Funding reflecting the purchase/receipt of goods/services must be submitted to United Way to receive reimbursement. FUND USE FOR PHASE ONE - PROGRAM PLANNING FUNDING 1) For Program Planning funding, a detailed scheduled of when planning time will occur over the grant period, in addition to the educator(s)/administrators name(s) and titles, must be maintained and submitted on request. 2) Eligible Purchases/Expenditures for Program Planning Funding: ALL substitute staffing compensated through Program Planning Funding MUST be linked to a QRIS standard area and support a program in advancing in QRIS. This funding option is specifically designed to be used to support compensation for a consistent, familiar substitute staff person to allow the program s staff/educators out-of-classroom planning time during the regular work day when they would otherwise be responsible for the care of children. For providers who are unable to utilize this planning time during the regular work day, such as some Family Child Care providers, this planning time may take place during early mornings, nights, and/or weekends. Individual Program Planning grant funds may be used to pay for the following: a. All applicants are eligible for administrative costs (overhead) not to exceed 8% of total grant amount expended. b. Compensation for a consistent, familiar substitute staff person to allow the program s staff/educators planning time to: Develop and complete a Program Improvement Plan Complete required QRIS Measurement Tools: Environment Rating Scales (ERS); BAS/PAS/APT; Strengthening Families; CLASS; Arnett, and APT-O. Plan to address issues in the program related to QRIS as identified in the Measurement Tools Complete a staff member's Individual Professional Development Plan (IPDP) utilizing QRIS Standards and data from the Measurement Tools c. Overtime for the classroom teachers and assistant teachers to: Develop and complete a Program Improvement Plan Complete required QRIS Measurement Tools: Environment Rating Scales (ERS); BAS/PAS/APT; Strengthening Families; CLASS; Arnett, and APT-O. Plan to address issues in the program related to QRIS as identified in the Measurement Tools Complete a staff member's Individual Professional Development Plan (IPDP) utilizing QRIS Standards and data from the Measurement Tools Draft_April_4_2014_Grant Solicitation Page 14

15 d. Compensation for a consistent, familiar substitute staff person to allow the program s administrator/ instructional leaders planning time to: Support staff in their QRIS planning Plan to address issues in the program related to QRIS as identified in the Measurement Tools and/or QRIS self-assessment e. Overtime for the program administrator/instructional leaders to: Support staff in their QRIS planning Plan to address issues in the Program related to QRIS as identified in the Measurement Tools and/or QRIS self-assessment f. Compensation for a consultant to support QRIS planning. The use of such consultants must be approved on a case-by-case basis after a review of cost, qualifications, and rationale for consultant hours that the program proposes to pay in order to move towards the next level of the QRIS. This information is provided in the Detailed Schedule Form submitted by mail with the required documents. g. Applicants applying for these funds must identify the classroom teacher(s)/educator(s)/administrator(s)/instructional leader(s) who will be afforded the program planning time in the Detailed Schedule Form submitted by mail with the required documents. h. United Way, in collaboration with EEC, reserves the right to specify/approve an hourly maximum rate and/or a maximum total amount that can be spent on staff compensation and/or Consultants. 3) Ineligible Purchases for Program Planning Funding: Grant funding shall not be used by educators/programs to pay for the following: a. Professional development; time funded by this grant may not be counted as training hours to meet EEC yearly licensing requirements or QRIS Professional Development requirements b. Release time for staff to attend college courses, complete homework or any other related professional development activities not specifically linked to QRIS program planning c. To support additional staff in the classroom or home to meet educator/child staffing ratios d. To provide 1:1 services to a specific child e. Durable goods and services f. Compensation for substitute staff for out-of-classroom planning time after August 1, 2014 g. Travel h. Bonuses for program staff FUND USE FOR PHASE TWO - DURABLE GOODS FUNDING 1) In Phase Two, grantees will receive Durable Goods to support implementation of their approved Program Improvement Plan. Grantees will select durable goods that support their Program Improvement Plan through an on-line portal. These items will be shipped directly to the program/educator; no expenditure of program/provider funds or reimbursement is required in Phase Two. 2) Successful completion of Phase One is required to receive Phase Two funding. 3) United Way, in collaboration with EEC, will identify QRIS-linked durable goods. The selection of these items will be based on multiple factors, including data collected as part Draft_April_4_2014_Grant Solicitation Page 15

16 of MA QRIS reliable rater classroom observations, feedback from the field, input from EEC Program Quality Specialists, and evidence-based research. 4) Durable Goods available to programs/educators will include the types and categories of items listed below. A complete and detailed list will be available to grantees at the Technical Assistance and Resource Conference. Examples of Durable Goods Available in Phase Two The standard areas and items listed below are provided only as examples of the selection of durable goods and areas of focus that will be available with. Sample QRIS Standard Area Sample Areas of Focus Sample Durable Goods QRIS Standard 1: Curriculum and Learning QRIS Standard 2: Safe, Healthy Indoor and Outdoor Environments Diversity Science/Nature Blocks Music Technology Space for Privacy, Relaxation and Comfort Gross Motor Equipment Health and Safety Practices Room Arrangement Multicultural Dramatic Play Props, Bilingual Book Set, Mirror, Doll House, Doll Set, Puppet Theatre, Multicultural Cookbook Light Table, Magnet Set, Balance Scale, Eyedroppers, Science Activities Kit, Light Table, Magnifier, Terrarium Kit Wooden Block Set, Mobil Block Storage Cabinet, Props for Blocks, Mirror Blocks, Rainbow Blocks Musical Instruments, Compact Disc Player, Musical Collections, Listening Center, Headphones Digital Camera, IPad Tablet Computer (Assessment Use Only) Area Rug, Pillows, Rest Mats or Cots, Step Up Changing Table, Bean Bag Chair, Reading Arch, Crawl Through Tunnel, Cozy Chair Tricycle, Bike, Helmet, Basketball Hoop, Parachute, Balls, Wagon, Outdoor Easel, Sand and Water Table, Multi-Child Stroller, Scooter Board, Exercise Mat, Balance Beam, Rocking Boat, Pop-Up Soccer Goal Portable Sink, Locking Medicine Cabinet, Toothbrush Stand, Handwashing Mirror, Medication Lock Box, Covered Step Can Table, Chairs, Bookcase, Child Cubbies, Locking Teacher Storage, Bins, Light Table, Book Display Case, Picture Drying Rack, Easel Draft_April_4_2014_Grant Solicitation Page 16

17 FUND USE FOR FAMILY CHILD CARE SYSTEMS 1) Grant funds for program planning received by Family Child Care Systems on behalf of programs must be disbursed directly to those individual programs or providers receiving grant awards after deducting applicable administrative expenses, with the following exception. If the Family Child Care System is collaborating with the program/educator on the provision of substitute staffing and directly compensating the substitute staff, funds to compensate substitute staff may be deducted from the grant funds before the balance is dispersed directly to those individual programs or educators receiving grant awards. In this case, the Family Child Care System must notify the individual programs or educators of these deductions in writing and a copy of this notice must be maintained with the documentation of grant fund awards and activities; this notice must contain the staffing schedule, substitute name, hourly rate, and the total amount of the deduction. 2) Family Child Care Systems may not deduct in excess of 8% of individual grants for administrative costs for any reason. Systems must retain documentation of grant-related administrative support activities on behalf of programs/educators with grant-related fiscal records and provide them on request. This documentation may include, but is not limited to, documentation of administrative hours worked, photocopying expenses, and postage costs. Draft_April_4_2014_Grant Solicitation Page 17

18 ACCOUNTING PRACTICES AND PROCEDURES United Way and EEC must ensure that funds are used solely for authorized purposes and any instances of fraud, waste, abuse or error are properly mitigated. 1. All grantees and institutions receiving grant funds need to develop an internal control framework that addresses accountability and ensures data quality, completeness, accuracy and timely reporting of all amounts funded. 2. Correct transactions must: Reflect the actual values involved Contain sufficient detail for proper identification and classification Be posted in a timely manner in the proper period Be stored securely Be readily retrievable for inquiry or reporting, and Be safeguarded against improper alteration 3. Source documents are important because they establish the authenticity and provide evidence to support transactions. PROCEDURES/GUIDELINES 1. Upon receipt of an approved award of QRIS grant funds, and prior to recording transactions relating to the grant, the program/educator must make provisions to track grant funds separately; these funds may not be intermingled with money from other funding sources. 2. The program/educator must maintain separate documentation of grant fund awards and activities. 3. All programs/educators receiving QRIS grant funds must be ready to provide whatever documentation is necessary for United Way and EEC to provide the necessary reports and to document compliance with any state and or federal grant requirements, including all documentation related to obligations and expenditures. Draft_April_4_2014_Grant Solicitation Page 18

19 EVALUATION AND AWARD PROCESS United Way, in collaboration with EEC, will ensure funding is allocated in a manner which ensures diversity in terms of geographic and program/educator type representation (as represented in the QRIS Standard types: Family Child Care, After School and Out-of-School Time (ASOST), and Center/School Based) to the extent possible based on the applications received. Once geographic and mixed delivery system representation is ensured, if United Way receives applications for funding beyond the allocated amount, EEC reserves its right to allocate additional funds, subject to availability, and accept additional grant applications, prioritizing programs where 50% or more of the children receive EEC financial assistance. 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. EEC also reserves the right, in the event additional funding becomes available, to make additional funding available to existing grantees. Programs/educators applying for the grant will be scored on the following criteria: Category 0 points 4 points 8 points Program serves children receiving financial assistance Response is missing or incomplete 24% or less of the children are receiving financial assistance 25% or more of the children are receiving financial assistance Program serves a high percentage of children receiving financial assistance Use of Multiple QRIS Measurement Tools 49% or less of the children are receiving financial assistance ERS is the only QRIS Measurement Tool submitted 50% -74% of the children are receiving financial assistance Submitted proof of use of at least two of the following: BAS/PAS/APT; Strengthening Families; CLASS/Arnett, APT- O 75% or more of the children are receiving financial assistance Submitted proof of use of three of the following: BAS/PAS/APT; Strengthening Families; CLASS/Arnett, APT-O Plan for Program Planning expenditures includes funds allocated to support engagement of the entire program in QRIS Program Improvement Planning. 25% or less of the expenditures are allocated to engage entire program staff. FCC programs should engage assistants, if applicable. 49% or less of the expenditures are allocated to engage entire program staff. FCC programs should engage assistants, if applicable. 50% or more of the expenditures are allocated to engage entire program staff. FCC programs should engage assistants, if applicable. Draft_April_4_2014_Grant Solicitation Page 19

20 (continued on next page) Continued from previous page Category 0 points 4 points 8 points Provided a clear plan for proposed expenditures for program planning, including staff person, description of planning activity, cost, and quantity of time Response is missing or incomplete Did not provide narrative with adequate explanation for proposed expenditures for program planning, including staff person, description of planning activity, cost, and quantity of time Provided narrative with adequate explanation for all or most proposed expenditures for program planning, including staff person, description of planning activity, cost, and quantity of time Proposed expenditures are allowable Proposal for developing a Program Improvement Plan (PIP) provides a clear explanation of how the plan is related to the program moving forward in the QRIS Less than 49% of proposed expenditures are allowable Proposal for developing a PIP contains no reference to how the plan will help the program move forward in the QRIS 50%-74% of proposed expenditures are allowable Proposal for developing a PIP contains at least one reference to a QRIS standard area and/or criteria in explaining how the plan will help the program move forward in the QRIS 75% or more of proposed expenditures are allowable Proposal for developing a PIP contains at least two or more references to QRIS standard areas and/or criteria in explaining how the plan will help the program move forward in the QRIS Draft_April_4_2014_Grant Solicitation Page 20

21 OUTCOMES AND MEASURES The primary outcome of this grant is for programs/educators to make upward progress on the QRIS. 1. All awarded grantees must complete two on-line Final Outcomes and Measures Forms which United Way will provide, one for each phase of the grant, to document the program quality improvements made with this grant funding. Links to these online forms will be sent to grantees and will also be posted at a. Phase One Final Outcomes and Measures Form - A link to this on-line form will be sent to grantees and on-line responses will be due August 15, b. Phase Two Final Outcomes and Measures Form - A link to this on-line form will be sent to grantees and on-line responses will be due December 15, Programs/educators will be expected to report on: a. How grant funds were expended b. Their self-assessed rating at the beginning of the grant c. Their self-assessed rating at the end of the grant period d. Quality change or improvement on identified indicators e. Impact of change or improvement on program, classrooms, and/or children f. Any additional resources needed to meet criteria in identified QRIS Standard area(s) g. The number of educators impacted through this grant h. The number of children and youth impacted through this grant i. How the proposed expenditures employ the best use of resources to enhance quality and/or move the program to the next QRIS level 3. Failure to complete required reporting may result in ineligibility for future QRIS grant awards. 4. Grantees will be asked to participate in a voluntary evaluation of their perceptions of the 2014 QRIS Program Quality Improvement Grant process to help inform the next iterations of the QRIS in Massachusetts. Draft_April_4_2014_Grant Solicitation Page 21

22 APPENDIX A: RECOMMENDED GRANT PREPARATION Programs/educators should strongly consider completing the following activities in preparation for the application process. 1. Review the QRIS Standards: 2. Complete a QRIS Self-Assessment or, if completed, review current QRIS Self- Assessment. 3. Reflect on the QRIS Self-Assessment and consider where the program/educator could spend Program Planning funds most effectively to support advancement on the QRIS system. 4. Document use of an Environment Rating Scale (ERS) Tool. Programs must demonstrate current use of an ERS Tool. The ERS observation may be done for self-assessment purposes; a Scoring Sheet completed by a Reliable Rater is not required to be eligible for this grant opportunity. 5. Create a timeline and preliminary plan for use of the Program Planning funds in your program. 6. Gather information for description, cost, and rationale for Program Planning funding proposal. 7. Review standard financial forms that will be required as part of the application process. Ensure that all information needed to complete these forms is current. Original copies of these forms must be submitted with this grant application even if these forms are currently on file with EEC and/or have been submitted to United Way in the past as part of a previous grant opportunity. 8. Programs will be required to have a DUNS number to apply for this grant. Obtaining a DUNS number may take up to thirty days. More information may be found at this link: Please visit to request your DUNS Number via the Web or call Draft_April_4_2014_Grant Solicitation Page 22

23 APPENDIX B: TERMS, GRANT EXPENDITURES, TERMINATION, RECOUPMENT OF FUNDS AND RELEVANT LAW GRANT PAYMENT All grant recipients must use the grant monies in accordance with the terms and requirements set forth in this Grant Application and the Commonwealth Terms and Conditions, in addition to applicable United Way and EEC policies, regulations and/or state or federal laws. United Way and EEC reserve the right to recoup any and all monies which are not spent in accordance with such terms, conditions, policies, regulations, and/or laws. United Way and EEC further reserve the right to recoup grant funding from any recipient who violates any of the grant terms, requirements, and/or conditions which are incorporated into this Grant Application. United Way and EEC have the right to suspend, amend, and/or terminate the grant funding in the event of a Budget reduction initiated under M.G.L. c. 29, sec. 9C. The selected grantee must comply with all applicable provisions of the Massachusetts General Laws, State Finance Law, 815 Code of Massachusetts Regulations 2.00 et seq. (regarding grants), and the Office of the State Comptroller s policies and procedures regarding grants. AMENDMENTS NOT AFFECTING FUNDING CHANGES If during the project, either United Way or a Grantee would like to request a change in the required services, deliverables, or timeline which do not affect funding changes, United Way or the Grantee may propose such changes to the other. The parties must mutually agree to such change(s) in writing. A written memorandum may be used to memorialize such changes; a formal grant amendment will not be required. PROGRAMMATIC BUDGET ADJUSTMENTS: If during the project, a Grantee would like to request a change from the original approved budget, thus changing deliverables, or timeline, the Grantee may propose such changes to United Way who may agree to implement such changes. This is done by completing a Budget Adjustment Request Form. This form is available through the online grant application. A completed and submitted online Budget Adjustment Request Form is required 30 days in advance of proposed changes and in any case where the original budget line is changed by more than 10%. United Way, in collaboration with EEC, reserves the right to approve or deny any proposed changes. Draft_April_4_2014_Grant Solicitation Page 23

24 APPENDIX C: TECHNICAL ASSISTANCE FOR REQUIRED DOCUMENTS The purpose of this appendix is to provide technical assistance to applicants in completing the required paperwork for the QRIS Program Quality Improvement Grant. Links to the required forms are available at All of the following documents are required as part of this grant application. Document Title Grant Application Document Cover Page Commonwealth Terms & Conditions Applicant Guidance The Program Legal Name may be found on the EEC program license. The signature must be an original and not a copy. Provide requested information on page 2 of the form; should be signed and dated. The signature must be an original and not a copy. W-9 with DUNS # A DUNS # is required of all grant applicants. Do not leave this field blank. The signature must be an original and not a copy. Obtaining a DUNS number may take up to thirty days. More information may be found at this link: ns_num_guide.pdf Please visit to request your DUNS Number via the Web or call Contractor Authorized Signatory Listing Executive Order 504 Certification Both pages of this form must be completed. PAGE TWO MUST BE NOTARIZED. The Contractor Legal Name is the legal name of the grant applicant. The Contractor Vendor/Customer Code may be left blank if the grant applicant does not have a customer code previously assigned by EEC. The Bidder/Contractor Legal Name is the legal name of the grant applicant. The Bidder/Contractor Vendor/Customer Code may be left blank if the grant applicant does not have a customer code previously assigned by EEC. The signature must be an original and not a copy. Draft_April_4_2014_Grant Solicitation Page 24

25 Grant Disbursement Authorization Federal Funding Accountability and Transparency Act RTTT Certification Regarding Lobbying ERS Tool Scoring Sheet QRIS Summary of Application Profile This document provides confirmation of the mailing address for disbursement of grant funds and mailed correspondence such as tax forms. The signature must be an original and not a copy. The signature must be an original and not a copy. Do not leave this form blank. The signature must be an original and not a copy. Do not leave this form blank. Submit a copy of a recent ERS Tool Scoring Sheet documenting use of the ECERS-R, ITERS-R, FCCERS-R, or SACERS in the program. This document is a printed copy of the summary from the QRIS Program Manager (QPM) showing a program s selfassessed level, QRIS number, and status. Access the QPM here: QRIS Application Summary Profile Detailed Schedule Form This form documents when planning time will occur over Phase One, including the educator(s) name(s), pay rates, and titles. This form will also include the cost, qualifications, and rationale for consultant hours that the program proposes to pay in order to move towards the next level of the QRIS. Draft_April_4_2014_Grant Solicitation Page 25