Pre-Application Conference slide deck.pdf

Oregon Department of Education

Pre-Application Conference:

Early Literacy Success Community Grants RFA

Cohort 2 April 9, 2025

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-58100-00013327&external=true&parentUrl=close

I. Early Literacy Success Initiative Overview

Oregon Department of Education 4

Early Literacy Success Initiative (HB 3198)

Community Early Literacy Documents https://www.oregon.gov/ode/EarlyLiteracySuccessInitiative/Documents/Community_Early_Literacy_Framework_2024.pdf https://www.oregon.gov/ode/students-and-family/equity/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 this form.

https://app.smartsheet.com/b/form/a8f28b107db54740a2295941593de5d8

II. Funding Amounts & Grant Eligibility

Funding Amounts

Year 1 Year 2

Biennium 25-26 26-27

Performance Period July 1, 2025-

June 30, 2026 July 1, 2026-

June 30, 2027

Max Award Amount $1,000,000

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

Eligibility

Grant Applicants must meet these 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. Provide all Grant funded Activities that only serve students in Pre-K to 3rd grade

3. Certify all proposed activities include all three goals of the grant.

AND

Eligibility criteria is in RFA Section 1.3

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III. Required Grant Activities

Oregon Department of Education 11

• 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 Attachment F: 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

● Annual Project Plan (Activities Table and Budget)

● Expenditure Reports (quarterly)

● Quarterly Progress Report (Quarters 1-3)

● Final Progress Report (Quarter 4)

Reporting and Accountability

• Attend grantee meetings

• Engage in site visits

• Provide data on implementation including:

• Student progress data

• Family and caregiver engagement

• High-dosage tutoring and training of tutors

• Engage in any required external evaluation activities

Project Evaluation and Monitoring

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 and Scoring Process

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Narrative Responses

• Applicant Overview

• Community Overview

• Description of Staffing Capacity and Expertise

• Early Literacy Programs

Application Overview (Scored sections)

• Family Engagement

• High-Dosage Tutoring to Students

• Training of High-Dosage Tutors

• Progress Measures and Evaluation

• Equity

See scoring criteria in RFA Section 4.2

Oregon Department of Education 18

Application Overview (Scored sections)

Attachments

• Attachment D: Project Activities Table

• Attachment E: Project Budget

See scoring criteria in RFA Section 4.2

Activity Table Template Screenshare

See Attachment D:

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 Year 2 Activity Summary tab

• Follow the file naming protocol for each attachment in RFA Section 3.3.3

Budget Template Screenshare

See Attachment E:

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 Year 2 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

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Application Overview (Unscored sections)

General Applicant Organization and Region Information

Attachments

• Attachment B: DELC Recorded Program Eligibility Questionnaire

• Attachment C: Applicant Information & Certification Sheet

V. Timeline

• March 31, 2025: RFA was posted to OregonBuys

• April 28, 2025: Question deadline for inclusion in Q&A document

• May 15, 2025 at 5 p.m. PST:

Applications Due (bid closing)

NO LATE APPLICATIONS WILL BE ACCEPTED

• Week of June 16: Notice of Award (approximate)

*Note: All award decisions are final. There will not be an appeals process. 23

Timeline

VI. How to Apply

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Please be sure to read the RFA, Attachments, and Guidebook before applying.

Before you Apply… https://www.oregon.gov/ode/students-and-family/equity/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 Agreement

• Attachment B - DELC Questionnaire

• Attachment C - Applicant & Certification Sheet

• Attachment D - Project Activities Table

• Attachment E - Project Budget

• Attachment F - Grant Expenditure Guidance

• Attachment G - Community Early Literacy Guidebook for Organizations

• FAQ Documents - will be added here

Application Materials

How to Submit Completed Application Materials

● Submit the Smartsheet Application Form (see RFA Section

3.1.5 for link) by May 15, 2025 at 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: Tim Beaver;

tim.beaver@ode.oregon.gov mailto:tim.beaver@ode.oregon.gov

Thank you for your interest!

All questions to be included in the FAQ are due by April 28, 2025 at 5 p.m.

Questions must be directed to the question submission form.

https://app.smartsheet.com/b/form/a8f28b107db54740a2295941593de5d8