Frequently Asked Questions

21st Century Community Learning Centers

The following is a list of frequently asked questions and answers that represent the majority of inquiries submitted to the California Department of Education (CDE) during the last two Request for Application phases conducted for the state-administered 21st Century Community Learning Centers (CCLC) Program. They are posted on this web site to assist in the development of program applications for submission and consideration by CDE for federal grant awards.

Current After School Education and Safety (ASES) Grantees

• I am a current ASES Program grantee. Do I have to reapply to keep my grant?
  No. All current ASES grants will be continued to be funded but adjusted to account for the increased grant amounts in Education Code (EC) Section 8483.7 before any other grants are awarded. This means that if you had a 2005-06 grant for $100,000 for an after school program and $30,000 for a supplemental program you will receive an amended grant award letter for $150,000 for the after school program and $45,000 for the supplemental program.
  
  
• I am a current ASES grantee. Some of the schools in my current grant have after school grants that are not funded to the maximum level allowable in EC. Will these grants be automatically increased to the maximum?
  No. Your grant will be sized using the same projected attendance as your last renewal allowed. If you want to bring your after school grant to the maximum amount allowable for Universal grants (i.e., $112,500 for elementary schools and $150,000 for middle/junior high schools) you will have to apply for the expansion through the regular Request for Applications (RFA) process as outlined in the RFA posted at the California Department of Education (CDE) Web site at http://www.cde.ca.gov/ls/ba/as/.
  
  
• I am a current ASES grantee. I would like to add schools to my current ASES grant. Will my grant automatically include these schools?
  No. Your new grant will only include those schools currently funded. If you want to add new schools to your grant you will have to apply for the expansion through the regular RFA process.
  
  
• I am a current ASES grantee. I would like to increase all of my schools to the legislative maximum and add schools to my current ASES grant. May I do this on the same application?
  Yes. Only one application is necessary for the Universal grant.
  
• I am a current ASES grantee. I would like to add a supplemental program to my current ASES grant. May I use this application process to do this?
  No. The new RFA is just for the Universal grant which only funds after school components. If there is any funding left over after the Universal grants are awarded, all grantees will be offered the chance to apply for supplemental programs, before school programs, and large school adjustments.
  

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Current 21st Century Community Learning Center (21st CCLC) Grantees

• I am a current 21st CCLC elementary/middle school grantee. How does Proposition 49 affect me?
  Any 21st CCLC grantee running an elementary or middle school program who is otherwise qualified to receive an ASES grant (i.e., public elementary or middle/junior high school and the fiscal agent is a local educational agency (LEA) or a public agency) will be offered the opportunity to apply for an ASES grant at the same funding level for all base components as the grantee received from 21st CCLC in 2005-06. (Note: ASES grants will not include Access and Family Literacy grants.)

  The U.S. Education Department (USED) has determined that any 21st CCLC program that is eligible for an ASES grant must use that grant funding in lieu of the federally funded 21st CCLC grant. However, the grantee may retain all or part of their existing 21st CCLC grant if that grant is used to serve additional students at the school. There are several requirements for this option.

  • The retained 21st CCLC grant must be used to add new students to the school program not just expand services to existing after school students.
  • The expansion of the program due to additional students must fully utilize the ASES grant or the 21st CCLC grant will be reduced.
  • The grantee must be prepared to fully document the additional students during on-site monitoring by CDE or USED.
  • The grantee must be prepared to document how costs are shared proportionately between programs during on-site monitoring by CDE or USED.
  • As with all ASES grants, your award will not contain Access or Family Literacy grants; although you may retain your Access and Family Literacy grants to serve the 21st CCLC population.
  • If you wish to continue funding at the conclusion of your current 21st CCLC grant you will have to re-enter a competition for a new grant.
  
  
• I am an LEA and a current 21st CCLC grantee. How do I receive a Proposition 49 grant?
  The application to transfer to ASES is available on our Web site at http://www.cde.ca.gov/ls/ba/as/. Please note that this is a separate application package than the regular ASES application.
  
  
• I am a community based organization (CBO) and a current 21st CCLC grantee. What do I have to do to receive a Proposition 49 grant?
  Any 21st  CCLC grantee running an elementary or middle school program who is otherwise qualified to receive an ASES grant (i.e., public elementary or middle/junior high school and the fiscal agent is an LEA or a public agency) will be offered the opportunity to apply for an ASES grant. Since you are a CBO you will need to apply to the CDE to change the fiscal agent of your grant to your partnering LEA or a qualified public agency. This application is part of the package that is posted on the CDE Web site at: http://www.cde.ca.gov/ls/ba/as/. Any program whose fiscal agent is a CBO will not be required to use ASES funding in lieu of the 21st CCLC grant.
  
  
• I am a current 21st CCLC grantee. Some of the schools in my current grant have after school grants that are not funded to the maximum allowed. Will these grants be automatically increased to the maximum?
  No. Your grant will be funded at the same level as in 2005-06. If you want to bring your after school grant to the maximum amount allowable for Universal grants (i.e., $112,500 for elementary schools and $150,000 for middle/junior high schools), you will have to apply for the expansion through the regular RFA process.
  
  
• I am a current 21st CCLC grantee. I would like to add schools to my current grant. Will my grant automatically include these schools?
  No. Your new ASES grant will only include those schools currently funded through your 21st CCLC grant. If you want to add new schools to your grant you will have to apply for the expansion through the regular RFA process.
  
  
• I am a current 21st CCLC grantee. I would like to increase all of my schools to the maximum and add schools to my new ASES grant. May I do this on the same application?
  Yes. Only one application is necessary for the Universal grant.
  
• I am a current 21st CCLC grantee. I would like to add a supplemental program to my new ASES grant. May I use this application process to do this?
  No. This process is just for the Universal grant which only funds after school components. If there is any funding left over after the Universal grants are awarded all grantees will be offered the chance to apply for supplemental programs, before school programs, and large school adjustments. If there is no funding available for ASES supplemental grants then applicants should apply for funding for summer, intercession, and holidays through the 21st CCLC grant program later this fall.
  

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Not a Current ASES or 21st CCLC Grantee

• I am a local educational agency (LEA) that would like to start an after school program. What do I have to do to receive a Proposition 49 grant?
  Hopefully you have already started the planning necessary for an after school program. Those steps for that process are available on the California Department of Education (CDE) Web site at http://www.cde.ca.gov/ls/ba/as/ases06fundingfaq.asp. The Request for Applications (RFA) is also available on our Web site at http://www.cde.ca.gov/ls/ba/as/.
  
  
• Who is eligible to receive funding?
  ASES programs may serve pupils in kindergarten and grades one through nine at participating public elementary, middle, junior high, and charter schools. The application must be approved by the school district and the principal of each participating school. Applicants may include any of the following:
  • An LEA, including school districts, charter schools, and county offices of education
  • A city, county, or nonprofit organization in partnership with, and with the approval of, an LEA or LEAs
  The application must designate the public agency or LEA partner to act as the fiscal agent. A "public agency" means only a county board of supervisors or, where the city is incorporated or has a charter, or a city council.
  
  
• Are all public elementary, middle, and junior high schools eligible to apply for ASES funding?
  Yes, however, the EC Section 8483.3 states that the CDE shall consider the following in selecting schools to participate in the ASES Program:
  • The percentage of pupils receiving free and reduced lunch
  Other indicators of need, including but not limited to, neighborhood socio-economic status, percentage of limited English language families, and the availability of programs in the community.
  
  
• I am a CBO. Am I eligible to apply for a Proposition 49 grant?
  A CBO may apply for an ASES grant in partnership with, and with the approval of, a local education agency or agencies. However, the application must designate a public agency or LEA partner to act as the fiscal agent.
  

Technical Assistance

• Whom should I contact for questions about Proposition 49?
  The CDE has established Regional Networks in the 11 California County Superintendent Education Services Association regions to provide training and technical assistance for program sites and others interested in comprehensive before and after school programs. It is the intent of the Regional Networks to develop and provide resources that support safe and educationally enriching environments for children and youths who attend before and after school programs throughout California.

  In each region, a CDE consultant, a CDE fiscal analyst, and a local regional lead will partner and implement training opportunities and activities uniquely designed to fit the needs of local before and after school program grantees. The regional leads spearhead this regional system of support that is administered by local county offices of education. Each regional lead works with local grantees to plan specific assistance and workshops to increase communication and networking among program sites, and with local Regional Learning Centers and demonstration programs to increase site-level support for program coordinators, staff, and community partners.

  The CDE consultants are responsible for providing administrative and fiscal policy support to before and after school program grantees; guidance to grantees in the interpretation and administration of the legal requirements and guidelines of grants; and support in understanding applicable law, policy, infrastructure, state standards, and assessment and accountability systems.

  The fiscal analyst works cooperatively with the CDE consultant and the regional lead on all fiscal matters regarding before or after school programs.

  For the most up-to-date information on these regional teams, visit the After School Partnerships Web site at http://www.cde.ca.gov/ls/ba/ .

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Application and Eligibility

• What are After School Education and Safety Universal Grants?
  After School Education and Safety (ASES) Universal Grants are made pursuant to Education Code (EC) Section 8482.55 as authorized by the voter approved initiative, Proposition 49. Every public elementary, middle, and junior high school in the state is eligible to receive a direct grant for after school programs to be operated during the regular school year. Universal Grants for after school programs shall not exceed $112,500 for each regular school year for each elementary school or $150,000 for each regular school year for each middle or junior high school. Universal Grants do not include large school adjustments, or funding for before school, or summers, or intercessions.
  
  
• Can my agency apply for the new ASES Universal Grant funding?
  Applicants for the ASES Universal Grants may include a local education agency, including, a charter school , or a city, county, or nonprofit organization in partnership with, and with the approval of, a local education agency or agencies. Only the public agency or local education agency partner may act as the fiscal agent. A “public agency” means only a county board of supervisors or, if the city is incorporated or has a charter, a city council.
  
  
• Could an "association of governments" (e.g., an association which is comprised of 10 cities and a county) serve as a fiscal agent for an ASES Universal Grant?
  The fiscal agent can only be a county board of supervisors or an incorporated or chartered city. The county or any of the other cities (if they are incorporated or have a charter) in the association could be the fiscal agent.


• Are there any priorities for funding?
  Yes. Priority for funding ASES Universal Grants will be given to schools where a minimum of 50 percent of the pupils in elementary schools and 50 percent of the pupils in middle and junior high schools are eligible for free or reduced price meals (FRPM) through the school lunch program of the United States Department of Agriculture.


• What data is CDE using to determine priority for funding schools in which 50 percent or more of the students qualify for FRPM?
  CDE will look at the most recent data available on the DataQuest Web site at http://data1.cde.ca.gov/dataquest/.


• We have several County Offices of Education applying for consortium grants. They want to know whether to limit the consortium to schools with 50 percent free and reduced lunch?
  The application should include all eligible schools that want an after school program. All public elementary, middle and junior high schools are eligible.


• Will I be competing with other agencies when applying for ASES funding?
  We anticipate that there will be enough funding for all schools that meet the 50 percent priority to receive a Universal grant. However, for those below 50 percent  FRPM, the grant application will be judged against others based upon the percentage of students eligible for free or reduced cost meals, the percent of socio-economic disadvantaged students at the school as measured by the STAR data, the percent of English language learners, and the availability of after school programs in the community.


• I understand that the ASES program operates as a collaborative process. What is meant by a collaborative process?
  Every ASES program must be planned through a collaborative process that includes parents, youth, and representatives of participating public schools, governmental agencies, such as city and county parks and recreation departments, local law enforcement, community organizations, and the private.


• Do I have to reapply every year for ASES funding?
  No, the ASES Program provides three year renewable direct grants.

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Funding

• Since the ASES Program is a direct grant and no longer a reimbursable incentive grant, will we receive the entire grant amount at the beginning of the school year?
  No. The Department will allocate 65 percent of the grant amount no later than 30 days after the grantee submits the grant award acceptance letter to the Department. All ASES Program grants will require four quarterly expenditure reports and semi-annual attendance reports. For the remaining 35 percent of the grant, the department will allocate 25 percent of the funds after the first semi-annual attendance and second quarterly expenditure reports are received and will retain up to 10 percent of the total grant until all other administrative requirements of the grant have been met. Failure to submit required attendance and expenditure reports will result in a withholding of future grant payments, and possible invoicing for unexpended grant funds.
  
  
• If a school is kindergarten through eighth grade, should it apply as an elementary school or as a middle school?
  In the case of schools serving a combination of elementary, middle, and junior high school pupils (e.g., kindergarten through eighth grade), the applicant may apply for a grant with funding based on the middle school grant maximum. The program shall comply with the elementary program and attendance requirements for pupils in the elementary grades.
  
  
• Is there a funding match required for the Universal Grants?
  Each program shall provide an amount of cash or in-kind local funds equal to not less than one-third of the total grant from the school district, governmental agencies, community organizations, or the private sector. Facilities or space usage may fulfill not more than 25 percent of the required local contribution.
  
  
• What types of funding can be used as a funding match for the ASES Universal Grants?
  State categorical funds for remedial education activities shall not be used to make the required contribution of local funds for those before school programs. All other types of funding are allowable with the proviso that facilities or space usage may fulfill not more than 25 percent of the required local contribution.
  Equipment or materials already present at the local education agency (LEA) do not count as a match. However, supplies and/or new equipment donated by the LEA for use in the after school program may be used as match. Another ASES grant may not be used as match.
  However, federal 21st Century Community Learning Centers funds as well as other federal funds devoted to the after school program may be used as match provided they do not supplant existing ASES services.
  If an existing program will enhance or contribute services to the new after school program, it may be used as a match. For example, if there is an existing art program at the school, and it is made available to the after school students, then that program’s expenses could be counted as a match to the ASES funds.
  
  
• Our agency is in a rural area and we may have trouble meeting the match. May we get an exemption from the match requirement?
  No.
  
  
• Will the ASES Universal Grants allow me to pay for indirect and administrative costs?
  Yes. Costs related to administration can include both direct program charges (e.g., salary costs related to preparing program plans, developing budgets, and monitoring activities; travel costs for program activities; rental or purchase of program-specific office equipment or supplies; rental and maintenance of program office space) and indirect charges for general administration of the program (e.g., personnel, payroll, accounting, procurement, or data processing). Any cost, direct or indirect, that supports management of the program is considered administrative in nature.
  
  
• Administrative costs are limited to 15 percent. Does this include school site coordinators’ salaries?
  It depends on the job requirements and duties that you assign to specific job titles whether a school site coordinator’s salary may or may not be considered an administrative cost. Administrative costs are limited to those expenditures that are not directly related to the provision of services to students. Part of a school site coordinator’s salary may be considered non-administrative cost if the job requirements and duties are directly related to the provision of services to students.
  
  
• Is transportation to and from the after school program an allowable expense?
  Yes.
  
  
• Can LEAs subcontract with other agencies?
  Yes.

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Program Requirements

• What grade levels do the ASES Universal Grants serve?
  The ASES Program was established to serve pupils in kindergarten and grades one through nine, inclusive, at participating public elementary, middle, junior high, and charter schools.
  
  
• Are there requirements as to the hours my ASES program must operate?
  Yes. Every after school component of an ASES program shall commence immediately upon the conclusion of the regular school day, and operate a minimum of 15 hours per week, and at least until 6 p.m. on every regular school day.
  
  
• Are minimum days or early release days considered a regular school day?
  Yes. If a school site has restructured its workweek to include a minimum day or an early release day, the after school program must be offered on that day. Because the early release day is part of the school schedule, it is considered a regular school day, and the after school program must still operate until 6:00 p.m.
  
  
• Mondays are early release days for our regular school day program, so the program starts at 2:00 p.m. and runs until 6:00 p.m., (4 hours). The rest of the week they run from 3:00 p.m. - 6:00 p.m. and on Fridays they want to run it from 3:00 p.m. - 5:00 p.m., still having run 15 hours that week. May we do that?
  No. Every after school component of an ASES program shall commence immediately upon the conclusion of the regular school day, and operate a minimum of 15 hours per week, and at least until 6:00 p.m. on every regular school day.
  
  
• Our school releases at 3:30 p.m. on Monday through Thursday. The program hours are from 3:30 p.m. until 6:00 p.m. those four days (2.5 hours/day X 4 days = 10 hours). Friday is a minimum day and school is released at 1:00 p.m. The program runs for five hours from 1:00 p.m. until 6:00 p.m. Is this permissible?
  Yes. This complies with EC Section 8483 (a) (1). The program begins immediately at the end of the school day and until 6 p.m. every regular school day. The program runs for a minimum of fifteen hours per week.
  
  
• Can the hours of operation for a single program be split between two locations — For example, 2:30 p.m. to 4:00 p.m. at a school site and 4:00 p.m. to 6:00 p.m. at a community center?
  Yes. Time may be split between two sites provided all requirements of an off-school site program are met. Offsite programs must align the educational and literacy component of the program with participating pupils’ regular school programs. No program located off school grounds will be approved unless safe transportation is provided to the pupils enrolled in the program. An offsite program shall comply with all statutory and regulatory requirements that are applicable to similar programs conducted on the school site.
  
  
• Can an off-site program that is bussing in students from various schools operate until 7:30 p.m.?
  Yes. Programs are welcome to operate beyond the 6:00 p.m. regular school day requirement and beyond the fifteen (15) hours per week minimum requirement. However, no additional funding will be granted beyond fifteen hours per week.
  
  
• Do I have to provide a snack or meal to students attending my ASES program?
  Yes. According to California EC Section 8483.3 (c) (8) the applicant shall certify inclusion of a nutritional snack and a physical activity element.
  
  
• Can I operate my ASES program on the weekend, or during the summer?
  No. There is no provision in ASES for weekend programs. A grantee may only be reimbursed for a summer program with a Supplemental Grant. The Supplemental Grant is not included in the Universal Grant.
  
  
• What curriculum or activities are required in the ASES program?
  Each ASES program shall consist of the following two components:
  • An educational and literacy component whereby tutoring or homework assistance is provided in one or more of the following areas: language arts, mathematics, history and social science, computer training, or science.
  • An educational enrichment component which may include, but need not be limited to, fine arts, career technical education, recreation, physical fitness, and prevention activities, is provided.
  
  
  
• Are there any academic measures students who attend my ASES program must meet?
  No. Every pupil attending a school operating an ASES program is eligible to participate in the program, subject to program capacity.
  

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Use of Alternate Sites

• Is it possible for our district to use an alternate site for After School program activities?
  Yes. According to California EC Section 8484.6. (A) ASES programs may be conducted upon the grounds of a community park, recreational facility, or other site as approved by the CDE. Offsite programs must align the educational and literacy component of the program with participating pupils’ regular school programs. No program located off school grounds will be approved unless safe transportation is provided to the pupils enrolled in the program. An offsite program shall comply with all statutory and regulatory requirements that are applicable to similar programs conducted on the school site.
  
  
• Must students attend the after school program at the school in which they are enrolled, or may students from two or more schools be combined at a single site?
  Students from two or more schools may be combined at a single site; however, the program must follow all of the rules stated in the answer above.
  
  
• May students from one program participate in special activities offered off-site, such as those offered by another program?
  Yes. Students may be transported, on an occasional basis, to other school sites to participate in special activities.
  
  

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Program Requirements - Attendance

• Must we require students to attend our before and after school programs five days per week? Can we offer the program five days per week and require attendance only four days per week?
  Statute requires that after school programs shall commence immediately upon the conclusion of the regular school day, and operate a minimum of 15 hours per week, and at least until 6:00 p.m. on every regular school day. Elementary students in the after school program should attend every day and participate in the full program, except when released in accordance with the locally-defined early release policy.
  To accomplish program goals, middle and junior high schools may adopt a flexible schedule to meet students’ needs and interests. Students must attend a minimum three days per week for a total of nine hours to accomplish program goals; however, the program must remain operational five days per week and at least until 6:00 p.m. on every regular school day. Placement priority must be given to students who attend the program daily.
  
  
• What do I do if a student must leave my ASES program early?
  Every after school component of the ASES Program shall establish a policy regarding reasonable early daily release of pupils from the program.
  
  
• What is an early release policy?
  It is the intent of the legislation governing the ASES Program that after school programs provide students with a safe environment. Programs must address issues of security, safety, and safety in transportation.

  Each after school program must develop a release policy that is consistent with the intent of the legislation and the LEA's early release policy. The policy should address at least the following:

  • Students' ability to sign themselves out and go home on their own
  • Older brothers' or sisters’ ability to sign siblings out
  • Specific adults who can sign students out
  • Procedures to change those who can sign a child out

  The grantee may create a program wide, early release policy that covers all interested students/parents. The early release policy should be applied on a student by student basis.

  A program or school site may request the CDE to approve an alternative early release plan if it is determined that the existing policy does not meet the needs of the community and/or school. The requirement for review and approval by the CDE will include, but not be limited to, a description of the need for an alternative plan, an implementation design, and verification that the district/community partnership and families involved are in agreement with the alternative plan.

  Regardless of the early release policies developed, all regular after school programs must commence immediately upon the conclusion of the regular school day, operate a minimum of 15 hours per week, and operate at least until 6:00 p.m. on every regular school day.

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Educational and Academic Enrichment

• Do educational enrichment activities differ from the academic assistance component?
  Yes. The academic assistance component must incorporate a broad array of activities that are designed to help students, particularly students in low-performing schools, meet state and local student academic achievement standards in core academic subjects, such as reading, mathematics, and science. The educational enrichment component must offer an array of additional services, programs, and activities that reinforce and complement the regular academic program of participating students.
  
  
• Can you provide an example of what an arts program would look like to be in accordance with the new 21st CCLC Program?
  An arts program that provides educational enrichment to help students meet state and local visual and performing arts academic standards would comply with the regulations of the ASES Program. The California State content standards can be found on the CDE website at http://www.cde.ca.gov/be/st/ss/index.asp.
  

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Staffing

• Are there any requirements for staff working in my ASES program?
  Yes. The administrator of every ASES program shall establish minimum qualifications for each staff position that, at a minimum, ensure that:
  • All staff members who directly supervise pupils meet the minimum qualifications for an instructional aide, pursuant to the policies of the school district.
  • Selection of the program site supervisors shall be subject to the approval of the school site principal.
  • The program maintains a pupil-to-staff member ratio of no more than 20 to one.
  • All program staff and volunteers are subject to the health screening and fingerprint clearance requirements in current law and district policy for school personnel and volunteers in the school district.
  
  
• Does the 20:1 student to staff ratio include the director and site coordinator positions?
  It depends on whether the director and site coordinator directly supervise students. In order to be considered part of the required student to staff ratio, the director or site coordinator must directly supervise students.
  
  
• Can we hire high school students as tutors or use them as volunteers?
  Yes. The CDE advises applicants to follow local policy about the use of volunteers. In addition, effective practice suggests that tutors should receive training to assist in the instruction of reading, writing, and mathematics.
  

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Reporting Requirements

• Is there an evaluation process required for the ASES program?
  Yes. Applicants must agree to provide information to the Department for the purpose of program evaluation. In addition, applicants agree to provide the school day attendance rates and pupil test scores from the Standardized Testing and Reporting Program for all participating students.

  Additionally, programs shall submit annual outcome-based data for evaluation, including research-based indicators and measurable student outcomes for academic performance, attendance, and positive behavioral changes. The department may consider these outcomes when determining eligibility for grant renewal.

  1. To demonstrate program effectiveness, all grantees shall submit both of the following:
     • School day attendance on an annual basis
     • Program attendance
  2. To demonstrate program effectiveness based upon individual program focus, programs shall submit one or more of the following measures annually:
     • Positive behavioral changes, as reported by school day or after school teachers
     • Pupil STAR Program test scores
     • Homework completion rates as reported by school day or after school teachers
     • Skill development as reported by school day or after school teachers

  The Department shall consult with the Outcomes and Evaluation Sub-committee of the Advisory Committee on Before and After School Programs in developing standardized procedures and tools to collect the indicators listed above. All programs will submit attendance data and STAR data and those who choose either A, C, or D will also have to submit data on forms developed by the department. All surveys will have to be retained for at least five years in accordance with EC Section 8482.3 (f) (10).

• Is an external evaluator required or may a district redirect a current evaluator’s time to this grant?
  An external evaluator is not required. The local collaborative must determine the evaluation needs of its program and work to ensure that the best evaluation possible is carried out. Redirecting a current evaluator’s time to this program is permissible.
  
  
• State privacy laws restrict Standardized Testing and Reporting (STAR) data at the student level. How should evaluators expect to assess the required STAR data?
  Standardized test data may be reported at the student level by using an identifier that cannot be traced to the student. No names are submitted to the CDE. The "Additional Assurances" form in the request for applications, signed by the LEA’s representative, ensures the confidentiality of all data.
  
  
• Is there a recommended percentage of grant funding allowable for evaluation?
  A solid, meaningful evaluation is critical for a program’s success. Although there is no recommended percentage, all applicants are encouraged to coordinate services to secure the best program evaluation possible (either internal or external) and to adequately fund this process.
  
  
• How does a grantee report expenditures?
  All ASES funds paid to grantees must be accounted for (reconciled) on a quarterly basis. If a grantee's expenditures do not reflect expenses that are at least equal to the payments made by the CDE over a specific fiscal year, the grantee may have to return the unexpended funds.
  To reduce the amount of ASES carryover, grantees must show funds are being spent and/or obligated on the quarterly expenditure reports. The quarter three expenditure report must show 70 percent or more of earned funds spent and/or obligated, or future payments may be withheld.
  All ASES Program grants will require four quarterly expenditure reports and semi-annual attendance reports. Failure to submit required attendance and expenditure reports will result in a withholding of future grant payments, and possible invoicing for unexpended grant funds.
  
  
• Must we submit semi-annual attendance reports if we had zero attendance to report for the period?
  Yes. For fiscal accountability purposes, all grantees are required to submit an attendance report semi-annually, even for zero attendance.
  

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Special Needs

• As an after school program located on a district site, what entity is financially responsible for providing a child with special needs the assistance required by his/her 504?
  If the student’s Individual Education Plan (IEP) includes the after school program as a part of the student’s educational program (as signed by the district and parents), the district is responsible for providing supports to provide that service via special education funding. However, if the parents request the student to attend the after school program and it is not a fulfillment of the IEP, the district is not legally responsible to provide the supports.
  

Charging of Fees

• May ASES programs charge fees to attend the after school program?
  Yes, there is nothing in the law to preclude charging fees. However, the intent of the ASES Program is to establish programs that offer academic assistance and enrichment free to students in need of such services. Though it is not against the rules to charge fees for participation in programs, the CDE strongly discourages it because it may exclude students in need from attending and taking advantage of the ASES Program services. If a grantee decides to charge fees, services must be equally accessible to all students regardless of their ability to pay. Programs that propose to charge fees may not prohibit any family from participating due to its financial situation, must offer a sliding scale of fees and scholarships for those who cannot afford to participate, and any income collected from fees must be used to fund program activities. Grantees should also be aware that the costs associated with full accounting may be more than the fees collected.

Child Care Licensing

• Can an ASES Program operate without a childcare program license?
  Yes. EC Section 8484.3 (b) provides certain exemptions to the Healthy and Safety Code regulating childcare licensing.
  Notwithstanding any other provision of law or regulation, an ASES program operated by a city, county, or nonprofit organization may operate for up to 30 hours per week without obtaining a license or special permit under Chapter 3.4 (commencing with Section 1596.70) or Chapter 3.5 (commencing with Section 1596.90) of Division 2 of the Health and Safety Code.
  It is important to make sure that your program will be in compliance with any state laws. Please refer to the Child Care Licensing Division of the California Department of Social Services at http://www.ccld.ca.gov (Outside Source) for more information.

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