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��Tobacco-Use Prevention Education�2024–25 County Technical Assistance (CTA)�Request for Applications�Program Guidance�

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Tobacco-Use Prevention Education (TUPE) Office

Strategy, Policy, and Special Projects Branch

California Department of Education

�Malini Doering, Education Programs Consultant�

CALIFORNIA DEPARTMENT OF EDUCATION

Tony Thurmond, State Superintendent of Public Instruction

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CTA RFA�Viewing this PowerPoint

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Presentation Overview

This presentation will go through:

Application highlights of the CTA RFA
Required elements of the CTA RFA
Sections in TUPE GEMS that must be completed

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�Application Highlights (1)

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The 2024–25 CTA RFA is a non-competitive grant program funded by Propositions 56 and 99.

County offices of education (COEs) are required to submit a high-level plan and budget summary of how they plan to utilize the funding prior to disbursement of funds.

COEs are not allowed to carryover funds to subsequent years.

There have been no substantive changes in the 2024–25 CTA RFA as compared to the 2023–24 CTA RFA. �

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Application Highlights (2)

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COEs must provide technical assistance (TA) and training to ALL LEAs in their county; not only those receiving Tier 1 and Tier 2 funding. �
COEs must utilize 15% of their Proposition 56 funding allocation to technical assistance activities that support LEAs in accelerating and monitoring the decline of tobacco-related health disparities.

Applications must be submitted through the TUPE GEMS, which is managed by the University of California, San Diego.

Additional program and budget guidance can be found in an accompanying document on the Resources tab of TUPE GEMS.

In this RFA, we continue to stress the importance of providing technical assistance and training to all LEAs in your county and not only TUPE-funded LEAs. In the past, we know that TA has been more focused on TUPE-funded LEAs, but there is also a need for TUPE County Coordinators to reach out to all the districts and schools within their county.

Also, COEs must continue to utilize 15% of their Proposition 56 funding allocation for technical assistance activities that support LEAs in addressing tobacco-related disparities. As you are likely aware, Proposition 56 funds are subject to state auditing, so this is an important consideration. For COEs that are unsure about their priority subgroup(s) we are asking that they access this information in DataQuest and/or CalSCHLS. The CTA application requires that the priority subgroup be explicitly stated in Section 7.

Please refer to the Overview Section in the RFA titled “Addressing Tobacco-Related-Disparities” for more information about tobacco-related youth priority populations.

The application must be submitted in TUPE GEMS. Please note, there is a very helpful accompanying guidance document for this RFA on the Resources tab of TUPE GEMS.

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CTA RFA Timeline

CTA RFA Released: April 24, 2024�
Applications Due: June 7, 2024, at 5 p.m.�
GANs will be released pending the following:

Approval of the Governor’s Budget for FY 2024-25
Receipt of the P2-Average Daily Attendance Data
Approval by CDE Superintendent’s Office

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RFA Purpose

To support COEs in providing leadership, administrative oversight, training, and technical assistance (TA) to ALL local educational agencies (LEAs) in each county

What is TA?

TA focuses on the areas of:

Tobacco-free school policies
Support to LEAs in tobacco-use prevention education and instruction
Staff professional development
Family and community engagement
Interagency partnerships
Cessation support and referrals
Program assessment

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RFA Funding

The minimum funding for this allocation from the combined funding sources is $75,000 for all participating COEs (i.e., $37,500 from Proposition 56 and $37,500 from Proposition 99).

Once the minimum funding levels have been met for each COE, any remaining funds shall be allocated based on average daily attendance in the prior school year, as reflected in HSC Section 104420(l).

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Addressing Tobacco-Related Disparities

Grantees must utilize 15% of their Proposition 56 funding allocation to technical assistance activities that support LEAs in addressing tobacco-related disparities. The specific priority population(s) in your county must be identified in your application.

For more information about the priority subgroups experiencing tobacco-related youth disparities, see the CTA RFA.

For specific information about determining the demographics / priority subgroups for your county, please go to DataQuest and CalSCHLS.

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TUPE GEMS

All CTA applications �must be submitted in �TUPE GEMS.
https://tupegems.ucsd.edu/

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Application Information

There are four required sections, one optional section and a required budget that must be completed and uploaded in TUPE GEMS:
Section 1 – General Information
Section 2 – Participating Member Directory (OPTIONAL)
Section 7 – Local Educational Agency Technical Assistance
Section 10 – TUPE Program Administration and Staffing
Section 11 – Program Assurances, Inventory Report, and Designee Form, if applicable.
Program Budget

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Section 1 – General Information

The General Information Section requires inputting the applicant agency name, county-district-school codes, county name, and other information about the COE.

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Section 2 – Participating Member Directory (1)

Applicants may opt to use CTA funds to pay for CHKS-related activities for non-TUPE-funded districts in their county. Districts being provided CTA funds for CHKS-related activities should be entered in Section 2 of TUPE GEMS.
CHKS-related activities include, but are not limited to, CHKS survey administration (core, staff, parent, and supplementary), custom reports, and staff training workshops.

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Section 2 – Participating Member Directory (2)

Local Data Sharing Agreement - Required

Before entering a district’s information in Section 2, the applicant and district(s) must create a data sharing agreement.�
The District’s CHKS data will be included on the TUPE Private Data Dashboard hosted on the CalSCHLS online platform at https://calschls.org/my-surveys/. �
The details of this data sharing agreement, such as whether it is informal or formal and the specific content the agreement contains is at the discretion of the applicant and the district(s) they are funding. The CDE will not mandate the format or the content of this local agreement.

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Section 2 – Participating Member Directory (3)

If a district does not agree to share its data on the TUPE Private Data Dashboard (i.e., an agreement is not obtained from the district), this district should NOT be included in Section 2. Section 2 is only for non-TUPE districts that agree to share their data on the TUPE Private Data dashboard

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Section 7 – LEA Technical Assistance

The LEA Technical Assistance (TA) Section should identify the TA services that will be provided to all districts and schools within the county. COEs that are recipients of Tier 2 funding should NOT indicate the same technical assistance activities that were included in their Tier 2 application, unless the activities are now targeting non-TUPE districts.

�Completing the LEA Technical Assistance Section:

Part I (REQUIRED): At a minimum, applicants are required to complete this section of the application by providing a bulleted list of the various technical assistance activities the applicant will be providing to the LEAs in their county.

*To assist applicants, there is a list of “Activities to Consider” for reference in the Program Guidance document which can be found in the Resources tab of TUPE GEMS*

Part II (OPTIONAL): Applicants that can provide more detailed information regarding their TA services are encouraged to do so in Part II of the LEA Technical Assistance form. Applicants may complete as much or a little of Part II as they are able.

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In Section 7 applicants must provide information regarding the planned technical assistance activities.

This section in TUPE GEMS requires at a minimum a bulleted list of the various technical assistance activities the COE will be providing to the LEAs in their county. If the applicant is working with any instructional or non-instructional consultant(s), they should identify the consultant(s) in the appropriate TA area in Section 7 of their application. To avoid potential funding supplanting, COEs that are recipients of Tier 2 funding should NOT indicate the same activities that were requested in their Tier 2 application, unless the activities are now targeting non-TUPE districts.

Please note, there is a document titled “Program Guidance” in the Resources tab of TUPE GEMS. This document contains a list of “Activities to Consider” to assist you in developing your bulleted list of activities. The Program Guidance document provides examples of the various types of TA by area; tobacco-free school policies, support to LEAs regarding tobacco-use prevention education curriculum, staff professional development, family and community engagement, interagency partnerships, cessation support and referrals, and program assessment.

In Section 7, there is also a tab (Part II-LEA Technical Assistance Activities), where applicants can provide more detailed information regarding their TA services. Part II is optional. Applicants may complete as much or as little of Part II as they are able.

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Section 7 – Tobacco-Free School Policy

COEs must assist LEAs in the certification process by reviewing the policies and administrative regulations of its office and of all LEAs that accept TUPE funds.

Activities to consider:

Assist LEAs in the development of procedures and processes to prohibit the use of all tobacco products on LEA property.
Review tobacco-free certifications for each LEA in the county to ensure they are up to date. If any are expiring soon, contact the district to assist with renewing their application.
Identify all LEAs in the county that have not been certified as tobacco-free and contact them to provide information about becoming certified and encouraging them to do so.
Other activities, as determined by the COE based on local needs.

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Section 7 – Support to LEAs for Tobacco-Use Prevention Education and Instruction

COEs should provide information and guidance to TUPE-funded and non-TUPE-funded LEAs regarding tobacco-use prevention education and instruction resources.

Activities to consider:

Assist LEAs in developing capacity for implementing TUPE programs and activities such as:

School- and district-wide assemblies with a tobacco-free and vape-free message
Peer-to-peer mentoring programs such as Friday Night Live

Build LEA capacity to support TUPE-focused activities addressing populations within the county that are disproportionately impacted by tobacco use.
Inform non-TUPE funded LEAs about CDE-approved TUPE curricula.
Develop regular communication channels to both TUPE and non-TUPE districts to distribute TUPE related resources and updates.

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Section 7 – Staff Professional Development

COEs should monitor the LEAs’ training of teachers and provide TA and training as warranted.

Activities to consider:

Attend monthly statewide COE TUPE Coordinators’ meetings, webinars, and conference calls convened by the TUPE Office.
Conduct in-person, county-wide trainings for LEA staff on topics related to tobacco-use prevention.
Provide prevention curriculum training to LEA staff.
Send weekly, bi-monthly, or monthly emails to LEA staff regarding to keep them apprised of upcoming meetings, TUPE updates, new research, etc.
Training about alternatives to suspension, such as YVAPE
Coordinate and distribute information on free training opportunities provided by the TUPE Capacity Building Project .

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Section 7 – Family and Community Engagement

COEs should assist both TUPE funded and non-funded LEAs in soliciting community support and planning training sessions for parents and families.

Activities to consider:

Hire a Family and Community Engagement Specialist or Outreach Coordinator with a focus on your county’s priority student subgroups.
Conduct Parent Information Night/Workshops.
Conduct parent workshops in another language or hire a translator to be present.
Volunteer to host a table at county-wide and community wellness/resource fairs and distribute tobacco and vaping prevention information.
Establish an information communication channel (s) to reach family and communities in your county .

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Section 7 – Interagency Partnerships

COEs should provide information about their current and proposed interagency partnerships and describe the collaborative activities in which they have or will participate.

Activities to consider:

Build partnerships and collaborations with county health department tobacco control programs, county alcohol and drug programs, county mental health programs, and other community prevention and intervention initiatives.
Actively participate in your county’s Tobacco Control Coalition organized by the Local Lead Agency (LLA). LLAs are funded by the California Tobacco Control Program to provide community-wide tobacco-use prevention efforts in each county. Most LLAs are county health departments.
Collaborate with county agencies to support youth disparity populations such as students experiences homelessness and students of low socioeconomic status.

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Section 7 – Cessation Support and Referrals

COE should assist LEAs in encouraging and supporting cessation efforts by students and school staff who use tobacco.

Activities to consider:

Connect school districts in need of cessation services with Kick It California. Establish district registration with Kick It California to facilitate easy access to services.
Refer LEAs to Kick It California, including promoting the Student E-Referral page.
Provide TA to LEAs, as needed, to ensure the provision of services to pregnant minor and minor parents as described in California Health and Safety Code (HSC) Section 104460.
If applicable, refer LEAs to county-contracted individualized counseling services.

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Section 7 – Program Assessment

COE should assess whether the LEAs in their county provide effective TUPE programs and identify schools that would benefit from additional program assessment-related training, resources, or TA.

Activities to consider:

Coordinate the biennial administration of the California Healthy Kids Survey (CHKS) by LEAs on a countywide basis and ensuring that CHKS data is shared broadly with the local community.
Provide TA to LEAs in preparing reports and data required by the TUPE Office, analyzing data, and encouraging the public reporting of the data analysis and recommendations to the LEAs’ governing boards.
Provide program evaluation guidance to LEAs, such as staff survey samples, best practices for tracking services, and quarterly reviewing service data with district grantees.
Collaborate with the CalSCHLS Regional TAs to promote TUPE Private Data Dashboards among your TUPE and non-TUPE school districts.

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Section 10 – TUPE Program Administration and Staffing

The TUPE Program Administration and Staffing Section requires applicants to identify administrative and direct service staff, and to provide their COE’s indirect cost rate. �

Personnel in this section includes the Project Coordinator, Other Administrative Staff, and Direct Service Staff

In this section, applicants must also enter their indirect cost rate. An indirect cost rate cannot exceed the COE’s CDE-approved rate found here: https://www.cde.ca.gov/fg/ac/ic/index.asp

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Section 10, which is required, is the TUPE Program Administration and Staffing Section where applicants should report the staff that will be assigned to TUPE related activities and funded through this grant.

As mentioned in Slide 7 of this presentation, in previous years, there were four classifications included in Section 10 of the CTA application. The TUPE Office has removed the clerical staff classification because the clerical staff job responsibilities and the other administrative staff responsibilities were very similar. In the past, clerical staff could not work more than 0.1 full-time equivalency (FTE) on the CTA grant. This restriction no longer applies. Starting in 2022-23, all staff must be either a project coordinator, other administrative staff, or direct services staff; individuals may be funded up to 1.00 FTE or 100% time.

In this section, applicants must also enter their indirect cost rate. A COE’s allowable CDE indirect cost rates can be found on the CDE Indirect Cost Rate (ICR) web page at https://www.cde.ca.gov/fg/ac/ic/index.asp

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Section 11 – Program Assurances

In this section:

Applicants can view the CTA Program Assurances.

The Program Assurances are part of the final signature packet that is generated after the application has been verified by the Lead.

Complete and upload the following forms:

Designee form (only applicable if a Designee is signing on behalf of the Superintendent).

An electronic signature is acceptable on any field requiring a signature.

Equipment/Device Inventory – a spreadsheet in which all equipment/devices purchased with TUPE funding must be noted, even if they belong to other TUPE grants and prior grants funding cycles.

Applicants that do not have inventory to report, should check the box indicating this.

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Section 11 contains the Program Assurances as referenced in Appendix 1 of the CTA RFA.

Applicants can view the CTA Program Assurances in Section 11 of TUPE GEMS. The Program Assurances are provided for reference only. Applicants do not need to sign and upload them within this section. The Program Assurances are signed by the Superintendent at the time the application signature package is generated and routed.

If your Superintendent is unavailable for signature, you may have a Designee sign on their behalf. To do so, you must download and complete the Designee form, and attach a copy of a recent governing board resolution or minutes, specifically authorizing the designee to accept and sign as a proxy for financial statements and legally binding documents on behalf of the Superintendent. Note: This is only applicable if your Superintendent is unavailable to sign your applications. If your Superintendent is able to sign, you do not have to submit the Designee form.

Section 11 still requires applicants to complete the “Equipment/Device Inventory.”

An Equipment/Device Inventory is required for those requesting any purchased over $500. Any previous purchases of equipment or devices using TUPE grant funds should also be provided on this form.
If applicants do not have inventory to report, they should check the box “I certify that I do not meet the criteria for completing the Inventory Report.”

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CTA Project Budget (1)

The applicant must complete a project budget for their Proposition 56 and Proposition 99 allocations using the budget template provided in TUPE GEMS. Please refer to Appendix 2 of the CTA RFA for your county’s estimated allocations for Propositions 56 and 99 funding.
Although annual reporting of activities/services will be submitted in a single report, the two sources of funding can never be combined and therefore separate budgets must be kept. �
Note: The Budget Summary for Proposition 56 must direct no less than 15 percent of these funds to accelerate and monitor the rate of decline in tobacco-related disparities for the purpose of eliminating tobacco-related disparities.

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CTA Project Budget (2)

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CTA Project Budget (3)

Budgets must align with the proposed program activities/services as described in Section 7.

The CDE will review all proposed budget items for clarity, reasonableness, and purpose. Prior to funding, the CDE will screen for restricted costs and may reduce the total amount allocated through this grant.

Comprehensive information regarding project budget guidelines and how to complete the budget template are in the “Program Guidelines” document under the Resources tab of TUPE GEMS.

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Requesting Signatures and �Submitting Your Application

Once all sections have been completed and successfully verified, the application is ready for signature.
Please refer to the Program Guidance document for detailed instructions on how to request signatures using DocuSign and submitting your application.

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Once all sections have been completed and successfully verified, the application is ready for signature. This step can be completed only after all sections are verified. Do not modify any sections after beginning this step. The TUPE GEMS developers have synced DocuSign and TUPE GEMS. After all signatures have been gathered, the application will automatically be submitted and routed to the CDE. Applicants no longer need to return to TUPE GEMS to submit their application.

Note that the “Signatures” and “Download Application as ZIP file” buttons are only unlocked after the Lead user has successfully verified all the listed sections. These functions are only visible to the Lead user.

If you wish, you may click “Download Application as ZIP file” to save a copy of your verified application to your computer. This is useful for COEs that require review by other departments prior to routing to the Superintendent. �

After clicking on the “Signatures” button, a PDF packet containing all the pages necessary for review and signatures will be compiled. This includes the application cover sheet, budget summary, and program assurances documents. All signature fields have been consolidated on one page. �
All signatures will be gathered electronically through DocuSign. Click “Sign Documents.”�

Once all signatures have been obtained, you can return to TUPE GEMS to submit your application.

Again, please refer to the Program Guidance document for detailed instructions on requesting signatures and submitting your application. �

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What happens after I submit my application?

The TUPE Office will review your application to ensure it is reasonable and complete.�
If it is, your application will be approved and forwarded to the fiscal analyst to generate a Grant Award Notification.�
If there are questions or concerns about your application, you will receive an email with comments from the TUPE Regional Consultant. You will need to work with your TUPE Regional Consultant to revise your application. There will be a designated window in TUPE GEMS in which to resubmit your application and/or budget.

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2024–25 CTA RFA Resources

Resources:

This Guidance PowerPoint
Program & Budget Guidance document
Pre-recorded tutorial of TUPE GEMS functionality

The TUPE Office will provide an RFA Helpdesk to assist applicants with RFA-related questions, tupe@cde.ca.gov.

TUPE GEMS will provide a help desk to assist with technical questions related to TUPE GEMS, phone: 858-300-1045�email: tupegems@health.ucsd.edu

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��Thank You!��TUPE@cde.ca.gov�

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CALIFORNIA DEPARTMENT OF EDUCATION

Tony Thurmond, State Superintendent of Public Instruction