Early Literacy Success Community Grants Webinar~1.pdf

Oregon Department of Education

Pre-Application Conference:

Early Literacy Success Community Grants RFA

September 20, 2024

Community Early Literacy Office of Equity, Diversity, and Inclusion

Link to recording https://drive.google.com/file/d/15Hx5Fd3xtr6pIiSOKwz2ybvSHfd3nrOT/view?usp=sharing

I. Early Literacy Success Initiative (HB 3198) Overview

II. Funding Amounts and Grant Eligibility

III. Required Grant Activities IV. Evaluation Criteria V. Timeline

VI. How to Apply

Agenda https://oregonbuys.gov/bso/external/bidDetail.sdo?docId=S-58100-00011280&external=true&parentUrl=close

I. Early Literacy Success Initiative Overview

Oregon Department of Education 4

Early Literacy Success Initiative (HB 3198)

Community Early Literacy Framework (CELF)

The CELF harnesses the collective wisdom and resources to nurture a lifelong love of reading and writing in every child. The CELF is intended for use by families and communities of Oregon students in Pre-K to grade 3. This framework complements the Oregon Early Literacy Framework by focusing on the essential literacy learning that happens outside of the school day. Together, these frameworks describe a comprehensive system of support that ensures all children have the opportunity to reach their full literacy potential.

https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Documents/Community_Early_Literacy_Framework_2024.pdf https://www.oregon.gov/ode/educator-resources/standards/ELA/Documents/Literacy%20Framework_2023.pdf

Community Early Literacy Guidebook

In addition to the CELF, the Community Early Literacy Guidebook will serve as a foundational resource to those organizations implementing early literacy programs throughout the state of Oregon. It outlines the specific domains and indicators that programs should have in place to best support the communities and families they serve.

https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Documents/Community_Early_Literacy_Guidebook_2024.pdf

We will compile Frequently Asked Questions (FAQs) and post them on OregonBuys.

Please submit any questions you have to our Single Point of Contact (SPC), Sarah Ortiz sarah.ortiz@ode.oregon.gov mailto:sarah.ortiz@ode.oregon.gov

II. Funding Amounts & Grant Eligibility

Funding Amounts

Year 1 Year 2 Year 3

Biennium 23-25 25-27 25-27

Performance Period January 2, 2025 -

June 30, 2025 July 1, 2025-

June 30, 2026 July 1, 2026-

June 30, 2027

Max Award Amount $1,000,000 $1,000,000

Notes Funds expire on 6/30/25 Funds awarded for the full biennium and expire on 6/30/27

Eligibility

Grant Applicants must meet two criteria in order to be eligible:

1. Applicants must be one of the following entity types:

• Community-based organization

(CBO)

• Early Learning Hub

• Provider of Early Learning Services

• Post-secondary institution of education (colleges and universities)

• Public Library

2. Demonstrate infrastructure and systems necessary to provide early literacy high-dosage tutoring, family engagement to support early literacy success, and training for the provision of high-dosage tutoring.

AND

Eligibility criteria is in RFA Section 1.3

Frequently Asked Questions (FAQs) and post them on OregonBuys.

Please submit any questions you have to our Single Point of Contact (SPC), Sarah Ortiz sarah.ortiz@ode.oregon.gov

Oregon Department of Education 12

III. Required Grant Activities

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• Community Early Literacy Framework (CELF) and Guidebook

• Post this on your website for your community

• Use as a resource for program implementation

• Support ODE in continuously improving program-related resources

• Project Plan

• Submission & implementation of

Activities Table & Budget

• Infrastructure for and implementation of early literacy high-dosage tutoring

• Family and caregiver engagement to support early literacy

• Training for the provision of high-dosage tutoring.

• Regular Grantee Meetings

• Reporting and Accountability

• Project Evaluation/Monitoring

Required Grant Activities

See RFA Section 2.5 and Attachment A:

Sample Grant for more information on Required Activities.

= Project Plan

Project Plan

• Proposed activities

• Proposed budget must be developed using the Grant Expenditure Guidance and clearly show the connection between the financial investment and the goals of the Project.

• Grantees must submit Project Plan annually in April for the upcoming year; ODE must approve before funding is released

Budget

Activities Table https://docs.google.com/document/d/12e8r2u4bto138eAd6T7WJqVW5LUNFZNqtAvlibAA8WQ/edit?usp=sharing

• Each Grantee will participate in regular Grantee Meetings to:

• Share successes and challenges

• Request or share resources and best practices

• Come together with other Grantees

Grantee Meetings

● Annual Project Plan (Activities Table and Budget)

● Expenditure Reports (quarterly)

● Annual Mid-Year Progress Report

● Annual Final Progress Report

● Evaluation and monitoring activities (see next slide)

● Memorandum of Understanding (MOU) or other agreements with Project Partners

Reporting and Accountability

• Attend grantee meetings

• Participate in trainings

• Present at Community Early Literacy (CEL) Advisory Group meetings

• Engage in site visits

• Provide data on implementation including but not limited to:

• Student progress data

• Family and caregiver engagement

• High-dosage tutoring and training of tutors

• Engage in any required external evaluation activities

Project Evaluation/Monitoring

Frequently Asked Questions (FAQs) and post them on OregonBuys.

Please submit any questions you have to our Single Point of Contact (SPC), Sarah Ortiz sarah.ortiz@ode.oregon.gov

IV. Evaluation Criteria

• Pre-evaluation screening to ensure eligibility and complete submission.

• Application scoring on a 0-3 point scale (see RFA Section 4.2) by reviewers with experience relevant to the program.

• Additional rounds of scoring may be conducted to ensure equitable and representative grantee pool. Applicants will be notified if additional rounds are required.

Evaluation/Scoring Process

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Narrative Responses

• Applicant and Community Overview

• Regional Focus

• Service Area and Local Context

• Description of Infrastructure, Assets, and Expertise

• Implementation of the CELF

• High-Dosage Tutoring and Tutor

Qualifications

Application Overview (Scored sections)

• Family & Community Literacy Success

Support

• Progress Measures and Evaluation

• Partnerships

• Equity and Anti-Racism

• Addressing Participants’ Intersecting

Identities

See scoring criteria in RFA Section 4.2

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Application Overview (Scored sections)

Attachments

• Attachment E: Project Activities Table

• Attachment F: Project Budget

See scoring criteria in RFA Section 4.2

Activity Table Template Screenshare

See Attachment E:

Project Activities Table for template and instructions

Reminders:

• Read the Instructions tab

• Don’t forget to fill out Applicant Name field!

• Fill out Year 1 Activities tab (detailed)

• Fill out Years 2-3 Activity Summary tab

• Follow the file naming protocol for each attachment in RFA Section 3.3.4

Budget Template Screenshare

See Attachment F:

Project Budget for template and instructions

Reminders:

• Read the Instructions tab

• Don’t forget to fill out Applicant Name field!

• Fill out Year 1 Budget Detail tab (see instructions at the top)

• Fill out Years 2-3 Budget Summary tab

• Where requested on the application, refer to the Project Total Requested Budget tab

• Follow the file naming protocol for each attachment in RFA Section 3.3.4

Oregon Department of Education 25

Application Overview (Unscored sections)

General Applicant Organization and Region Information

Attachments

• Attachment C: Applicant & Certification Sheet

• Attachment D: DELC Recorded Program Eligibility Questionnaire

• Attachment J: Eligibility Requirements

Frequently Asked Questions (FAQs) and post them on OregonBuys.

Please submit any questions you have to our Single Point of Contact (SPC), Sarah Ortiz sarah.ortiz@ode.oregon.gov

V. Timeline

• September 13, 2024: RFA was released

• October 11, 2024: Question deadline for inclusion in Q&A document (Sent to Sarah Ortiz/SPC)

• October 31, 2024 5 p.m. PST:

Applications Due (bid closing)

NO LATE APPLICATIONS WILL BE ACCEPTED

• December 4, 2024: Notice of Award (approximate)

*Note: All award decisions are final. There will not be an appeals process. 28

Timeline

VI. How to Apply

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Please be sure to read the RFA, Community Early Literacy Framework (CELF) and Guidebook before applying.

Before you Apply… https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Documents/Community_Early_Literacy_Framework_2024.pdf https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Documents/Community_Early_Literacy_Framework_2024.pdf https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Documents/Community_Early_Literacy_Framework_2024.pdf https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Documents/Community_Early_Literacy_Guidebook_2024.pdf

Complete and submit within Smartsheet Application

Download on OregonBuys “File Attachments”

• Request for Applications (RFA)

• Attachment A - Sample Grant with Insurance

• Attachment B - Smartsheet Application Link

• Attachment C - Applicant & Certification Sheet

• Attachment D - DELC Recorded Program Eligibility Questionnaire

• Attachment E - Project Activities Table

• Attachment F - Project Budget

• Attachment G - Regional Map

• Attachment H - Community Early Literacy Framework (CELF)

• Attachment I - Grant Expenditure Guidance

• Attachment J - Eligibility Requirements

• Attachment K: Community Early Literacy Guidebook for Organizations

• FAQ Documents - will be added here!

Application Materials https://app.smartsheet.com/b/form/f54c188f8ac447408ed0bddbc561c6a8

How to Submit Completed Application Materials

● Submit the Smartsheet Application Form (see Attachment B for link) by October 31, 2024, 5 p.m. PST

○ Only complete Applications submitted by Closing will be evaluated and scored.

○ If you need assistance with the application form, contact the Single Point of Contact: Sarah Ortiz;

sarah.ortiz@ode.oregon.gov

Frequently Asked Questions (FAQs) and post them on OregonBuys.

Please submit any questions you have to our Single Point of Contact (SPC), Sarah Ortiz sarah.ortiz@ode.oregon.gov

Thank you for your interest!

All questions to be included in the FAQ are due by October 11, 2024 at 5 p.m.

Questions must be directed to the Single Point of Contact (SPC): Sarah Ortiz, sarah.ortiz@ode.oregon.gov