K-8 STEM Programs of Excellence Frequently Asked Questions (FAQ) Updated on November 7, 2008 GENERAL QUESTIONS the following questions are specific to both previously funded and new STEM K-8 Programs of Excellence: QUESTION 1: Can an Educational Service Center (ESC) serve as the fiscal agent for K-8 STEM Program of Excellence? Yes, an ESC can serve as a fiscal agent for a K-8 STEM Program of Excellence. While statute remains silent on this issue, the STEM Subcommittee of the Partnership for Continued Learning set a precedent during the last round by approving the following K-8 STEM Programs of Excellence grants that used ESCs as fiscal agents: 1) New Lebanon Local Schools, which identified Montgomery County Educational Service Center as its fiscal agent. 2) Miller City-New Cleveland Local Schools, which identified Putnam County Educational Service Center as its fiscal agent. 3) Canton Local School District, which identified Stark County Educational Service Center as its fiscal agent. QUESTION 2: Is it possible to continue to add partners to the K-8 STEM Programs of Excellence proposals even after letters of intent have been submitted? Yes, partners can be added to K-8 STEM Programs of Excellence proposals after letters of intent have been submitted. Given the on-going evolution of many programs, it is expected that partners will be added up to and even beyond the proposal submission date of Friday, November 14, 2008. But only those partners who have committed to and are reflected in your proposal prior to November 14 can be considered by the reviewers. QUESTION 3: The K-8 STEM Programs of Excellence RFP refers to research-based STEM programs of several occasions. What is the definition of research-based? K-8 STEM Programs of Excellence proposals should be based on a platform of sound logic which can be supported by external research. Research-based is specified in the following sections: 1
IV. Scope of Work, Grant activities will result in all of the following: 1. Innovative, research-based STEM programs appropriate to grades K-8 Category A, 3, 3.2, Rationale for proposed program. Describe how the proposed STEM Program of Excellence was selected, how it is enhancing the current curricula, and provide evidence of proven research-based program effectiveness or data that is being collected as a research base for the program. Category B, 5, 5.2, Rational for proposed program. Describe how the proposed STEM Program of Excellence was selected, how it will enhance the current curricula, and provide evidence of proven research-based program effectiveness or a plan to collect data in an effort to begin a research base for an innovative new program. There is no set state-level definition for research-based. The standard should be determined locally and clearly justified and supported within the proposal. QUESTION 4: Are the scoring rubrics available for Category A previously funded STEM K-8 Programs of Excellence and Category B new STEM K-8 Programs of Excellence? Rubrics for both categories have been posted and can be found on the Partnership for Continued Learning Website at http://www.pcl.ohio.gov/rfp.php. QUESTION 5: Is it a requirement that STEM K-8 Programs of Excellence serve all students in the districts? Yes. Section 3326.04 (C) (1) specifies that The program will serve all students enrolled in the district or school in the grades for which the program is designed. QUESTION 6: Has the STEM Subcommittee determined how it will make grant awards for new K-8 STEM Programs of Excellence versus previously funded K-8 STEM Programs of Excellence? No, the STEM Subcommittee has not set any perimeters around how proposals will be funded. During its last meeting, the STEM Subcommittee indicated that it will review all proposals prior to considering award amounts. Its grant award decisions will be guided by Section VII (page four) of the K-8 STEM Programs of Excellence RFP, which reads: The total of all grant awards will not exceed $3.127 million. A specific number of proposals have not been identified to be funded and a minimum award amount has not been established. Proposals may be funded up to a maximum of $750,000 per fiscal year. The Subcommittee is not obligated to expend all of the dollars that have been set aside for this initiative. 2
QUESTION 7: Will the date for expending awarded funds for the K-8 STEM Programs of Excellence be extended beyond the date referenced in the K-8 STEM Programs of Excellence RFP? No. Section VI, Project Term (page four) states, It is anticipated that the work covered by the RFP will begin around January 2009 and will continue through September 30, 2009. A final expense report, evaluation and final report will be due no later than October 30, 2009. This deadline is based on constraints that are driven by the upcoming FY 10 and 11 biennial budget. QUESTION 8: Can proposal applicants submit inquiries to the PCL up until the RFP proposal submission date of 4:00 p.m. on Friday, November 14, 2008? Yes. Inquiries and questions of a clarifying nature can be submitted to directly to Deborah Gavlik, Executive Director of the Partnership of Continued Learning, through the proposal deadline date of 4:00 p.m. on Friday, November 14, 2008. NEW STEM K-8 PROGRAMS OF EXCELLENCE QUESTIONS the following questions are specific to proposals submitted by new STEM K-8 Programs of Excellence QUESTION 9: Can only school districts submit a proposal for a K-8 STEM Program of Excellence? Section 3326.04 of the Ohio Revised Code states that proposals may be submitted by any of the following: a) The board of education of a city, exempted village, or local school district; b) The governing authority of a community school established under Chapter 3314 of the Revised Code. QUESTION 10: Can proposals be submitted by an Educational Service Center (ESC)? No. Section 3326.04 stipulates that only the board of education of a city, exempted village, or local school district and the governing authority of a community school are eligible to submit proposals. QUESTION 11: Can a Joint Vocational School (JVS) submit a proposal for a K-8 STEM Program of Excellence Grant? No. Section 3326.04 stipulates that only the board of education of a city, exempted village, or local school district and the governing authority of a community school are eligible to submit proposals. 3
QUESTION 12: Can a JVS serve as the fiscal agent? Yes, a JVS could serve as the fiscal agent for the grant. This model parallels the usage of an ESC as the fiscal agent. Again, according to RFP, fiscal agents will ultimately be responsible for fulfilling the objectives of the grant. QUESTION13: Section III, Eligibility, Category B notes that the Subcommittee will place a priority on applications from the southeastern and northwestern parts of the state, in order to have a STEM K- 8 school presence in the major regions of the state. What does this mean? During its last meeting, the STEM Subcommittee made a policy decision to target those regions in Ohio that do not currently have a strong STEM education presence. Proposals submitted from such regions will be held to the same threshold as other regions, but will receive special attention and consideration as determined appropriate by the STEM Subcommittee. QUESTION 14: Can proposals include attachments and exhibits beyond the 10 page limit (which includes the budget narrative)? Yes. Unlike last year, proposals this year can include attachments and exhibits. These attachments and exhibits should only be included if they are an essential to your proposal. They should also be clearly referenced within the text of your proposal narrative. While attachments can be included, there is no guarantee that the attachments will be reviewed. EXISTING K-8 STEM PROGRAMS OF EXCELLENCE QUESTIONS the following questions are specific to proposals submitted by new STEM K-8 Programs of Excellence QUESTION 15: What does the PCL mean when it talks about the expansion of existing Programs of Excellence? Section IV, Scope of Work, of the RFP states, The Subcommittee will accept and evaluate proposals using two groups: innovative new programs and expansion of existing Programs of Excellence. Proposals must indicate the appropriate submission group. Thus, the expansion of an existing Program of Excellence could mean any one of the following: a) Expanding an existing program to serve more students in more grade levels within the originally applying district or school or b) Expanding an existing program to serve more students through the expansion of a partnership that includes additional districts or schools in the region, beyond the originally applying district or school. Previously funded STEM K-8 Programs of Excellence must clearly explain their expansion plan and discuss the driving rationale for expansion. 4
QUESTION 16: Category A of the October RFP sets the page limit for previously funded STEM K-8 Programs of Excellence at 5 pages in length including the budget narrative. Can attachments and exhibits be added? On November 3, the Partnership for Continued Learning increased the page limit for previously funded STEM K-8 Programs of Excellence to 10 pages in length including the budget narrative. The 10-page limit does not include the cover letter or letters of commitment. Likewise, the 10- page limit does not include essential attachments or exhibits that can be appended to proposals. However, these attachments or exhibits, which should be essential to your proposal, must be clearly referenced within the text of the proposal narrative. This is a procedural change from the FY 2008 RFP. While attachments can be included, there is no guarantee that the attachments will be reviewed. 5