21st Century Community Learning Centers Cohort 17 Competitive Grant Program��Susan Brigman, Section Chief ~ Specialty Programs �Office of Federal Programs�

North Carolina Department of Public Instruction�Office of Federal Programs 21st CCLC Team

Toya Kimbrough

Agenda

• Purpose of the 21st CCLC Grant
• Selection of Applicants
• Overview of Grant Guidance
• Questions

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21^st CCLC Program Overview �and �Grant Guidance

Hawhana Locklear, Program Administrator 

Areli Perez Nava, Program Administrator

1.D: Purpose of the Grant

Authorized under Title IV, Part B, of the Elementary and Secondary Education Act (ESEA), as amended by the Every Student Succeeds Act of 2015. The purpose of the grant is to provide federal funds to establish or expand community learning centers that operate during out-of-school time (OST) hours with three specific purposes

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Selection of Applicants

To be more equitable in awarding funds across SBE regions, the NCDPI Office of Federal Programs decided that a minimum of five (5) 21st CCLC grants would be awarded per each State Board of Education (SBE) region of the state pending submission of quality applications and met the eligibility criteria that:

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1. applicants were deemed “In Good Standing” by the NCDPI Office of Federal Programs, and
2. scored within the top three Quality Bands –

Excellent (119-140), Strong (96-118), or Average (73-95).

Selection of Applicants continued..

• After the initial awardees were identified, NCDPI continued to recommend one (1) additional organization per region for the award based on total application score and ranking, until funds were depleted.
• A total of 60 applications were recommended for funding.
• Only 4 applications were received from the Northwest with all 4 being recommended for funding.​

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1.G: Grant Awards and Duration

Subgrantees must implement program plans and structures as approved by the State Board of Education (SBE) during the award period.

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• Significant changes to the program design with prior approval from NCDPI staff for programmatic amendments may result in delays or loss of funding during subsequent years of the continuation period.
• (1.G.1) NCDPI reserves the right to terminate the 21^st CCLC grant award.

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1.G.2 Annual Continuation Application Requirements�

The non-competitive continuation grant process requires awarded subgrantees to conduct an annual needs assessment and use the results of the assessment, as well as NCDPI monitoring and evaluation reports (if available) and other relevant data (e.g., 21DC, End of Year Outcomes Report, etc.) to propose specific improvement strategies designed to sustain and/or increase student outcomes as outlined in the statewide performance goals.

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Subgrantees that do not submit their continuation application in CCIP by the established deadline each year will forfeit their organization’s 21st CCLC funds for that respective funding year.

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1.G.3 Allotment Policy

Each subgrantee can be awarded funds for the academic year starting on July 1st of the initial year and ending on September 30th of the final fiscal year.

• 21st CCLC is a supplemental reimbursement grant; recipients must expend their own resources before requesting funds​.
• It is strongly encouraged that applicants have secured sufficient funding or a line of credit to operate the 21st CCLC program for AT LEAST a three-month period prior to initial disbursement each year.
• Reimbursement requests must be based on actual allowable expenditures versus encumbrances made prior to the September 30th deadline​.
• Any unspent funding installments remaining at the end of Year 3 will revert to the state. 

1.G.4 Attendance Thresholds for Funding Installments

21^st CCLC programs are not drop-in programs

• Awarded applicants are expected to recruit and provide continuous services designed to encourage full student and family participation in all 21st CCLC activities and long-term engagement.

NCDPI will closely monitor both student enrollment and average daily attendance (ADA) to ensure awarded applicants are serving the number of anticipated students identified in the grant application and to offer support and strategies to improve consistent attendance.

Academic Year Funding Installments, pg.. 13

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Required academic year program funds will be allotted as follows:

• Initial installment equal to 34% of total required academic program year award will be issued after NCDPI approval of required documentation and final budget;
• Second installment equal to 34% of the total required academic program year award if subgrantee has met at least 50% of its enrollment goal as stated in the SBE-approved application. Additionally, students must attend the program for at least 45 hours to be counted towards the second installment attendance goal.
• Final installment equal to 32% of the total required academic program year award if subgrantee has met at least 75% of its enrollment goal as stated in the SBE-approved application. Additionally, students must attend the program for at least 90 hours to be counted towards the third installment attendance goal.

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Summer Funding Installment, pg.14

Upon approval of the awarded applicant’s budget for each year of the grant award, optional summer program funds will be allotted as follows:

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• One installment equal to 100% of total optional summer program award will be issued after NCDPI approval of required summer documentation and final summer budget.

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Summer program award installments will not be issued prior to April 1st each year.

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Funding Reductions, pg..14�

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• Each year, if awarded subgrantees do not meet requirements for the second and/or third installment of the required academic program year award, the awarded subgrantee will be required to forfeit second and/or third installment or right size their program for the remainder of the grant year. In addition, the program will be required to right size their program for the remainder of the three (3) year grant cycle.

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• If awarded subgrantees do not meet proposed enrollment goals for the optional summer program, the awarded subgrantee will be required to reduce summer program funds for the remainder of the three (3) year grant cycle.

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Installment Deadline FY25�

Paperwork for all installments is due in CCIP for official review and approval no later than April 18, 2025, to avoid a reduction in funds. See page 14

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No extensions will be granted during the grant award period.

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4.B: Program Income

The intent of the 21^st CCLC program is to ensure equal access to all students (and their families) targeted for services. Fees cannot be collected for participation in the 21st CCLC program.

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• If fees have been collected for student participation in the past, no fees can be collected for participation in the program going forward.

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• Programs found to be collecting fees for student participation in 21st CCLC programs or that deny student access to 21^st CCLC programs because of inability to contribute to the costs of the program will be ineligible for 21^st CCLC funds or continuation of 21^st CCLC funds and may be required to repay funds received.

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4.C.1 21^st CCLC Enrollment Procedures�

• Academic and Summer Orientation events are required each year of the grant
• Enrollment forms must meet minimum requirements
• Refer to pg. 37 for requirements

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All program orientation materials and translation support services must be made available in the home language(s) of interested families

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4.D: Required Hours of Operation and Student Attendance

4.D.1 Program Hours Requirements

• Subgrantee programs must offer a minimum of 300 hours of programming for participating students within the regular-school-year program component at each site
• Quality contact time should encompass the entire targeted student population each day

4.D: Required Hours of Operation and Student Attendance Cont.

4.D.2 Student Attendance Requirements Pg 39

In the state of North Carolina, 21st CCLC student participants are not counted towards meeting the subgrantee’s enrollment goal stated in their SBE approved application until they have attended the 21st CCLC Program for at least 45 hours (see Section 1.G.4). Additionally, any student enrolled in the 21st CCLC Program is required to have a completed instructional staff survey prior to 21DC data submission at the end of the school year and summer (if applicable).

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NCDPI 21st CCLC Program Administrators will provide subgrantees with updated instructional staff survey templates each Spring. Programs should establish their own policies and procedures for entering student attendance into 21DC.

��4.E: Program Activities��

All 21st CCLC programs must implement academic support programming activities that are aligned to the North Carolina Standard Course of Study.

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• Best practice tip: include NC standards in academic lesson plans as evidence of alignment

���4.E: Program Activities Cont.��

According to section 4205(b) of the ESEA, as amended by the ESSA, activities for the afterschool program must meet the following criteria:

• be based upon an assessment of objective data regarding the need
• be based upon an established set of performance measures
• be based upon evidence-based research, if appropriate
• ensure that measures of student success align with the regular academic program of the school and the academic needs of participating students
• collect the data necessary for the measures of student success.

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4. F: Performance Goals and Objectives Alignment Requirement Appendix A in Grant Guidance

Beginning with the Cohort 17 Competitive Grant Program, all awarded applicants will be required to design their proposed academic year programs to align with the NCDPI 21^st CCLC statewide goals. Additionally, awarded applicants will be required to collect and report outcome data as it relates to the statewide goals.

4.F: Performance Goals and Objectives Alignment Requirement Cont.

Core Academic Areas   

All proposed 21st CCLC centers must offer annual services during the academic year in at least two (2) of the following core academic areas per grade span (i.e., PreK, K-5, 6-8, 9-12):  

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PreK Centers:   

• Early literacy
• Math
• Science

K-12 Centers:  

• Literacy
• Math
• Science

Refer to page 40 of grant guidance for requirement details

4.F: Performance Goals and Objectives Alignment Requirement Cont.

Enrichment   

All proposed 21st CCLC centers must offer annual enrichment support activities during the academic year in at least two (2) of the following areas per grade span (i.e., PreK, K-5, 6-8, 9-12):  

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PreK Centers:  

• Arts programming (i.e., dance, music, theatre, visual arts)
• Workforce Development
• Physical Education
• Health Education  

K-12 Centers:  

• Arts programming (i.e., dance, music, theatre, visual arts)
• Workforce Development
• Physical Education
• Health Education
• STEM

Refer to page 41 of grant guidance for requirement details

4.G Required Academic Year Program Start Date 

All proposed 2024-2027 NCDPI 21st CCLC Grant Programs must be fully operational and serving students by October 15th each year during the three (3) year grant cycle.

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Awarded programs who do not meet the October 15th deadline may be subject to funding reductions by NCDPI.  

4.H: Summer and Intersession Components pg..42

Subgrantees who serve feeder schools on a year-long school calendar may select one or more intercession periods to serve as the summer program component(s).

Optional Summer Learning Programs  

21st CCLC summer program schedules and structures, total student enrollment, and number of proposed weeks should match the approved summer program plans in the subgrantee’s SBE-approved application.

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• Changes to summer programming must be submitted via Program Amendment in CCIP.
• Depending on changes requested, subgrantees may also need to submit a Budget Amendment Form 209

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• If a subgrantee was approved to run a summer learning program(s), the applicant is required to run the proposed summer programs each year of the three (3) year grant cycle. 

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Standard Summer Program�

• Operate for at least five consecutive weeks for at least 4-days per week
• Offer at least 3-hours of core academic learning per day and
• Offer a variety of daily enrichment opportunities as outlined by the NCDPI 21st CCLC 2024-2027 Statewide Performance Goals and more specifically, Objectives 3.1 and 3.2. 

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Summer Intensive Program�

Consecutive 2–3-week targeted interventions designed to eliminate skills gaps, accelerate learning, ease the social transition, and/or prepare participating students for success in the upcoming school year.

All summer intensive programs must:

• Operate for at least 16 hours per week. 
• Be designed to support students in one or more of the following focus areas: 
• Kindergarten transition for rising kindergarteners (PreK students) (see notes section below).  
• 5^th grade to 6^th grade transition for rising 6^th grade students. 
• 8^th to 9^th grade transition for rising 9^th grade students.  
• Intensive tutoring previewing upcoming school year learning standards and/or credit recovery programs. 
• Comprehensive mental health supports (e.g., hiring certified, professional mental health staff to support students in developing social and emotional skills). 

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All summer intensive programs must demonstrate how the program will align to evidence-based best practices for the allowable focus area(s).

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4.I: Transition Safety � �

• 21st CCLC program students must only be transported in NCDPI approved vehicles (see section 2.H for list of approved vehicles).

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• Students cannot be transported in private vehicles

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• written procedures should be in place to ensure student safety and located in Staff and Parent Handbooks.
• See guidance pg. 43 for minimum written policies and procedures

4.J: Field Trips pg. 44

• Field trips with an associated cost funded by 21st CCLC require NCDPI approval at least 30 days in advance
• The cost of taking a field trip must be included and approved in the program’s Budget 208/Budget 209 Amendment.
• Field trips solely for entertainment purposes are not allowable (See §200.438)

4.J.3 Food on Field Trips 

• Partner with the school’s food /nutrition department and/or other funding sources (See Section 4.:K).
• No more than $5.00 per lunch per student can be charged against the 21st CCLC grant.
• Expenses above the $5.00 allowable threshold must be charged against another non-21st CCLC funding source.
• All field trip food purchases should be detailed on your Field Trip Approval form prior to NCDPI approval.  
• Chaperone and staff food costs cannot be covered by 21st CCLC funds.  

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4.K: Providing Healthy Snacks pg. 46 

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4.K.1 Daily Program Snacks 

• The 21st CCLC grant is not designed to fund all anticipated program costs. All programs should pursue opportunities to access other funding sources to cover food costs/after school snacks
• Programs are required to document efforts to offset food costs including the date, person contacted and final resolution

4.K: Providing Healthy Snacks

• 21st CCLC Programs may use grant funds to purchase daily nutritional snacks based on the following guidelines as listed in grant guidance pg. 46.
• When submitting for reimbursement of daily snack purchases, 21st CCLC Programs will be required to send in their daily attendance documentation to demonstrate the costs are reasonable and fall within appropriate guidelines. 

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4.K.2 Providing Food for Family Engagement Events

• Subgrantees can use 21st CCLC funds to purchase food for family engagement events.
• no more than $5/attendee (including parents, siblings, etc.,). 
• Reimbursement only for the actual number of attendees, not the projected number of attendees.  
• To demonstrate compliance, subgrantees should provide NCDPI sign-in sheets AND agendas for family engagement events to be reimbursed for food costs. 

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Section 5: Staffing pg.. 48

• Subgrantees should ensure that all 21st CCLC staff roles have clearly written job descriptions.
• Formal written hiring policies and procedures must be provided to staff and available to NCDPI
• All personnel must have a clear criminal background check and screening on file (see Section 7. B). 

5.B 21^st CCLC Leadership Positions

See pg.. 49 for details

5.C: Volunteers 

• Should be appropriately trained by program leadership
• Volunteers should be partnered with staff to guide the implementation of the activity.
• Must maintain clear criminal background checks. 

5.D: Staff Training/Professional Development 

All Program staff, including volunteers, should receive:

• appropriate training/professional development opportunities
• See grant guidance pg.. 50 for minimum requirements
• a copy of the 21^st CCLC specific staff handbook
• Signed attestation from all staff should be kept on file

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5.D: Staff Training/Professional Development Cont.

Documentation to keep on file:

• Annual Professional Development Calendar (see grant guidance pg.. 50 for requirements)
• For each Professional Development event (virtual or in person):
• Dated agenda
• Sign in sheets
• Presentation materials
• Evaluations

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6.B Collaboration with Feeder Schools 

Feeder schools refer to the schools that 21st CCLC students attend during the regular school day

• Demonstrating active collaboration (see pg. 52):
• Schedules of communication with feeder schools
• Who? What? When?
• Formal dated meeting notes and agendas
• Signed and dated impact data sharing agreements
• Written impact data collection and evaluation plan
• Other samples of communications with feeder school staff such as memos, letters, emails.  

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6.C: Private Schools pg. 53

21st CCLC programs are required by the Elementary and Secondary Education Act (ESEA) to notify private schools of the availability of equitable services and invite them to a consultation, at which the private school may accept or decline services.

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The 21st CCLC programs must make 3 unique attempts of communication with each private school each year

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• Documentation of communication efforts must be kept on file (for details see pg.. 53 of grant guidance)

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For a list of private schools refer to the NC Directory of Private Schools. 

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6.D Parent and Family Engagement

All 21^st CCLC programs must:

• Hold a minimum of 3 required workshops during the academic year
• See pg. 55 for minimum requirements
• Provide caregivers a Parent Handbook
• Signed attestations must be kept on file
• See pg. 55 for minimum requirements
• Collect Family Engagement Interest Surveys
• Have a written annual family communication plan

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7.A: Written Policies and Procedures pg. 57 

• Written policies and procedures must be developed for the safe and effective operations of the 21st CCLC program.
• Policies must be specific to your 21^st CCLC program AND site specific
• See all of section 7 for specific requirements regarding emergency preparedness policies and procedures.
• These policies must be communicated with your staff, parents, guardians, community members. (Staff and Parent Handbook attestations)

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NCDPI may immediately suspend a subgrantee’s funds if NCDPI determines that a threat exists to the health or safety of students, including a lack of staff training.

Policies addressed in Section 7

• 7.B: Criminal Background Check Policies and Procedures
• Must have a clear background check for potential staff/volunteers BEFORE working with students
• 7.C: Violence and Bullying Policies
• 7.D: Fire Safety Policies and procedures
• 7.E: Adverse Weather Policy
• 7.F: Internet Usage Policy
• Signed internet consent usage forms for students under the age of 13
• 7.G Procedures for Emergency Drills

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7.G: Emergency Drills 

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Documentation to keep on file:

• Schedule of drills conducted for each site (time stamped)

Programs must conduct the following emergency drills during program hours with students/staff present within the first 30 days of programming:

• Fire
• Tornado
• Active Shooter/Lockdown

Important Note

The regular school day emergency policies and procedures are not sufficient in demonstrating compliance for practicing emergency drills

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SECTION 8: REPORTING REQUIREMENTS

See pgs.. 61-64

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• 8.A: System for Award Management (SAM)
• 8.B: State Reporting 
• 8.C: Program Attendance  
• 8.D: Annual Fiscal Audits (to be covered during fiscal presentation)

State Reporting Requirements

In addition to federal reporting requirements, all awarded subgrantees will also submit a 21st CCLC Subgrantee Annual Program Evaluation Report after each year of implementation

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1. to encourage the collection, analysis, and utilization of implementation and outcome data to support ongoing, formative program improvement, and
2. to support a culture of program accountability for the effective use of federal funds

8.C: Program Attendance  �

• NCDPI will closely monitor both student enrollment and average daily attendance (ADA)
• 21DC- NCDPI attendance reporting system
• Average Daily Attendance- NCDPI defines low ADA as less than 70% of a program’s enrollment on a daily basis.
• If a subgrantee has an ADA that is less than 70% of its current enrollment number, then the subgrantee’s grant award may be at risk of being reduced or terminated for the following fiscal year. NCDPI program administrators will provide technical assistance by agency.

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SECTION 9: PROGRAM EVALUATION pgs. 64-65

• 9.A: Self-Assessment Tool 
• The self-assessment tool should be used annually.
•  9.B: Data Reporting in the 21DC system (covered in Section 8)
• 9.C: Annual Program Evaluation Report 
• Template will be available in CCIP towards the end of the program year. Completed reports must be uploaded to CCIP by the determined deadline each year

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Section 9 Cont…

• 9.D: External Evaluators 
• If an external evaluator has agreed to serve as the evaluator for the program, the amount to be paid to the evaluator from grant funds cannot exceed 15% of the grant award amount.
• 9.E: Comprehensive Program Sustainability Plan 
• A sample sustainability plan can be found at the archived y4y website.  
• During monitoring the plan should be made available for review.

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9.E.1 Data Collection and Evaluation Plan

9.E.2 Funding Sustainability Plan

The 21^st CCLC grant is not meant to be the sole source of funding for afterschool/summer programming

• Programs must have a multi-year sustainability plan for program funding
• See pg.65 of grant guidance for minimum requirements for sustainability plan

10.A: Program Monitoring Events pg. 68-69 

NCDPI is required to monitor the quality and effectiveness of the programs operating with funds provided through 21st CCLC grants (2 CFR § 200.331)

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• An annual risk assessment determines how programs will be monitored each year of the 3-year grant cycle
• Subgrantees are encouraged to organize, label, file, and retain records of all meetings, trainings, and communications to verify compliance

10.A and B : Program Monitoring Events Cont.

• Programmatic Monitoring Events
• 10.A.1 Comprehensive Program Monitoring Reviews (CPMRs)
• 10.A.2 Modified Comprehensive Program Monitoring Report (M-CPMR)

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• Fiscal Monitoring Events
• 10.B.1 Fiscal Monitoring Reviews
• 10.B.2 Fiscal Desk Reviews

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A training reviewing all monitoring processes will be scheduled later this fall

10.C: Technical Assistance Visits 

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• Conducted by Program Administrators and fiscal monitors
• Informal
• In person, virtual, or via phone calls
• New Cohort 17 programs will receive two in-person TA visits

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Technical assistance visits are not considered a monitoring event but could result in findings if issues with safety or serious compliance concerns are observed. CFR §200.208. 

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SECTION 11: TERMINATION OF GRANTS 

• When issues prohibit the subgrantee from administering the 21st CCLC program within requirements, subgrantees will first be provided with technical assistance to correct areas of non-compliance.
• If technical assistance efforts do not result in full compliance, the NCDPI may terminate the 21st CCLC grant.  
• If a subgrantee does not agree with the termination, they must follow the appeals process in section 12 of grant guidance. 

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SECTION 12: APPEALS PROCESS 

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In accordance with federal rules, NCDPI provides subgrantees or recipients with the opportunity for a hearing to appeal NCDPI’s final action under an applicable federal program. See 34 CFR 76.401(a), 34 CFR 76.783 and 20 USC 1231b-2.

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the subgrantee or recipient must allege that NCDPI violated State or Federal law, rules, regulations, or guidelines in:

1. disapproving or failing to approve its application or program in whole or part,
2. failing to provide funds in amounts in accord with the requirements of laws and regulations
3. ordering, in accordance with a final State audit resolution determination, the repayment of misspent or misapplied Federal funds
4. terminating further assistance for an approved program.

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See pages 71-73 for the full process

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Questions?

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Cohort 17 Related Documents

Wendy Buck, Program Administrator

Areli Perez Nava, Program Administrator

Ashton Moss, Fiscal Monitor

Required Documents: �Additions and Updates

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Program Updates & Changes

• Update the Basic Program Information Sheet
• New Organization Code
• Newly Hired Staff
• Program Site Locations
• Any major programmatic changes from grant proposal require a Programmatic Amendment Form submitted into CCIP for Program Administrator Review and Approval BEFORE implementing changes
• Review Assurances

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Updates: Program Assurances 

• Provide the Federal awarding agency, Inspectors General, the Comptroller General of the United States, and the pass-through entity or any other authorized representatives the right of access to any documents, papers, or other records of the non-Federal entity which are pertinent to the Federal award, in order to make audits, examinations, excerpts and transcripts. The right also includes timely and reasonable access to the non-Federal entity’s personnel for the purpose of interview and discussion related to such documents (§200.337).

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• Thoroughly read, understand, and agree to uphold all policies and procedures found in the most recent NCDPI 21st CCLC Grant Guidance document.

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Review System for Award Management (SAM)

The confirmation must show:

• Unique Entity ID
• Registration Status as ACTIVE
• Expiration Date

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Organizational Chart

• Required information:
• Name & Position
• Anyone with 21st CCLC responsibilities must be listed. Examples include:
• Administrative staff​ (office support)
• Program staff (teachers, tutors)
• Volunteers
• W2 Employees
• 1099 Contracted Staff​

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XYZ 21^st CCLC Afterschool Program

Organizational Chart 

2024- 2025

Last revised: 7/28/24

*No template provided

Conflict of Interest Agreement

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Written Policies & Procedures

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• Code of Federal Regulations (2 CFR Part 200)

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• Resource: Required Written Procedures Chart 

Required Authorizing Provisions

• §200.112 Conflict of Interest. ​
• §200.302 Financial management.​
• §200.313 Equipment. ​
• §200.318 General procurement standards.​
• §200.319 Competition.​
• §200.320 Methods of procurement to be followed.​
• §200.430 Compensation—personal services.​
• §200.431 Compensation—fringe benefits.​
• §200.475 Travel costs.

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Fiscal Questionnaire

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Contracted Services

Contract Requirements:

• Name of Vendor (address).
• Nature of the purchase or service​.
• Time period of the contract (frequency and duration)​.
• Total contract amount as well as sufficient cost details to facilitate invoice review​.
• Specify deliverables that must be rendered and accepted prior to payments being made​.
• Deliverables must be quantifiable and measurable​.
• Sanctions for non-performance, including an exit clause​.
• Printed names, signatures, and dates for both parties​.

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Contracted Services Continued

REMINDERS

• Subgrantees may not contract with any party which is debarred, suspended, excluded from or ineligible for participation in federal programs under 2 CFR 200.213
• Search NC Debarred Vendors
• Search for federal exclusion records
• All personnel, including contracted staff, who interact with children must have cleared a criminal background check prior to providing services
• Subgrantee’s seeking reimbursement prior to contract approval will result in questioned costs and repayment must be made to NCDPI. 

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Employee versus� Independent Contractor

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Financial Reporting

Please upload one of the following:

1. Single Book Audit if your organization is subject to a Single Book Audit 

If not applicable, upload… 

2. Form 990 - Return of Organization Exempt from Income Tax

If not applicable, upload… 

3. Organization’s End of FY Income Statement

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Feeder School Collaboration Form

• Section A, B, C, and E to be completed by the school the 21^st CCLC program is collaborating with.
• If the 21^st CCLC subgrantee is the LEA/Charter/Lab School (you are a school district receiving the grant), the 21^st CCLC program should select box A-3
• Complete one form for each feeder school the 21^st CCLC program is collaborating with.

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Feeder School Collaboration Form

• Section D- only if the LEA/Charter/Lab School chose not to collaborate OR did not respond
• If section D is selected or if the LEA/Charter/Lab feeder school has declined to collaborate, the subgrantee must:
• Remove the school from their list
• Submit a program amendment to serve a new LEA/Charter/Lab

or

• Increase enrollment at another LEA/Charter/Lab school who is willing to collaborate.
• Section E- all organizations must provide wet signature

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Building/Maintenance/Fire Inspection Reports

• Must be up to date and valid for the duration of your program
• If you have documentation that the building you are using is only inspected every 2-3 years, then upload that information​
• It is the program’s responsibility to ensure inspection reports in CCIP remain up to date throughout the program year.

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Occupancy Certificates

• Must provide maximum occupancy limit for all program sites
• If programming is occurring at a PSU, a DPI Facility Needs Survey is acceptable.
• Maximum occupancy thresholds are inclusive of all staff, volunteers, contractors, and students occupying the building at a single time​
• If a site’s building maximum occupancy limit cannot safely and legally host the required number of students as listed in the SBE-approved application, NCDPI may reduce funding.

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Transit Inspections

• Must be dated September 2023 or later​

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• Must be included for all vehicles being used by the 21st CCLC Program​ to transport students

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• If you do not offer transportation, please upload a statement on organization letterhead stating no transit is used in the 21st CCLC Program.​

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School Bus Inspection

Van Inspection

How to Upload Documents in CCIP

• To Access: ​
• Log in to CCIP ​
• Search > Funding Applications ​
• Select:  “FPMS-21st CCLC New” 

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• Select “Draft Started” to begin uploading documents
• Then navigate to “Related Documents”
• Once all documents have been uploaded, change status to “Chief Administrator Approved” to submit.�

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Important Dates ~ Fall 2024

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Keep An Eye Out For:

• ERaCA training for nonLEAs
• 21DC training for attendance data
• Updated Nonregulatory Guidance issued by USED
• Monthly webinars

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All deadlines, upcoming webinars, and other relevant information is sent out through the 21^st CCLC listserv.

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Questions?

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