ARP-ESSER Out-of-School Time (OST) Programming Grant

Grants of $3,000 for your library location to use best-practices to offer programs for youth, including lunchtime, after school and teen programs. The grant application is closed. You can view a checklist of grant requirements and a draft of the final report questions here.

Program Overview – Year 2

The Out-of-School Programming Grant offers libraries up to $3,000 to increase out-of-school learning programs for Idaho’s K-12 youth. Grant funds may be used in a variety of ways to deliver high-quality, research-based learning opportunities. This funding source aims to address learning loss among students related to the impact of reduced instructional time due to COVID-19. The Idaho Commission for Libraries invites public, school, and special libraries (including tribal) to apply. Applications will be ranked and awarded.

Applicants should plan to use grant funds to improve learning and enrichment activities in ways that best suit their local communities. The following strategies could be successful:

• Increase the number, type, frequency, or format of out-of-school learning or enrichment programs.
• Expand or develop new programming to reach youth in communities with little to no access.
• Offer programming at times that may be more accessible to youth with limited access during regular business hours.
• Provide additional staff time, or hire additional staff, to plan and conduct programs.
• Conduct programs offsite to increase access to youth with limited available transportation.
• Reduce barriers by identifying ways to increase access for youth disproportionately affected by the Covid-19 pandemic, including those from underserved racial and ethnic groups, children from low-income families, children with disabilities, English learners, migrant youth, children experiencing homelessness, and youth in foster care.
• Increase programing quality through staff professional development, creating new curriculum, or building partnerships with community-based organizations, schools, or local governmental agencies.
• Bring in guest speakers, host demonstrations, or conduct teamwork exercises.
• Add new enrichment opportunities, such as college, trade school, and career exploration.
• Address the social and emotional needs of youth during out-of-school programming.
• Provide transportation to and from out-of-school programs.

Out-of-school learning and enrichment programs on a variety of topics are encouraged. Examples of topics include, but are not limited to:

• STEM
• Literacy and Reading
• The Arts
• History and Social Studies
• Geography
• Physical Education
• College, Trade School, and Technical Education
• Career Exploration
• Strategies for Successful Learning and Studying
• Social and Emotional Well-Being

Selected libraries will also use resources developed by the Idaho Out-of-School Network (ION) to assist in building the quality of their programs. Each library will choose one of the following Building Blocks for Out-of-School Time to focus on:

• Intentional Program Design
• Supportive Relationships and Environments
• Youth Voice, Leadership, and Engagement
• Responsiveness to Culture and Identity
• Community, School, and Family Engagement
• Organization and Leadership Management
• Ongoing Staff Support and Volunteer Development
• Youth Safety and Wellness

Each library will use the chosen building block to make an improvement plan, a professional development plan, and conduct a self-assessment at the end of the grant period.

This program is administered by the Idaho Commission for Libraries and is made possible in part by the Idaho Board of Education and the U.S. Department of Education, with funding authorized by the American Rescue Plan Elementary and Secondary School Emergency Relief (ARP ESSER) Fund under the American Rescue Plan (ARP) Act of 2021, Public Law 117-2, enacted on March 11, 2021. The ARP ESSER Fund aims to respond to students’ academic, social, and emotional needs and also address the disproportionate impact of COVID-19 on underrepresented student subgroups, including those from different racial and ethnic groups, children from low-income families, children with disabilities, English learners, migrant students, students experiencing homelessness, and youth in foster care.

Program Goals

• Strengthen the role of libraries as community educators addressing learning loss by implementing high-quality, evidence-based out-of-school learning programs.
• Build the institutional capacity of libraries by increasing staff participation in training and professional development opportunities focused on out-of-school learning best practices.
• Address the academic, social, and emotional needs of Idaho’s K-12 students facing learning loss due to the Covid-19 pandemic, with special emphasis on the disproportionate impact on underrepresented student subgroups.

Eligibility

This grant is open to public, school, and special libraries (including tribal) in Idaho. Multi-branch systems may submit individual applications for each branch or library location. In order to be eligible, the library must be able to provide programming to youth in grades K-12. Libraries receiving the ICfL Out-of-School Planning Grant (awards up to $15,000) will not be eligible to receive the Out-of-School Programming Grant (awards up to $3,000). Organizations that have received this grant previously are eligible to apply again. For definitions of library types, please see ICfL’s grant eligibility requirements at https://libraries.idaho.gov/grants-funding/grant-eligibility/.

To apply for this grant, the organization must obtain a non-proprietary Unique Entity Identifier (UEI) number from the federal System of Award Management (SAM). The UEI is a requirement for grantees receiving federal funds administered by the ICfL and replaces the requirement for a DUNS number. Obtaining a UEI is free, but can take upwards of a week to several months if your entity is not already in the SAM system. Please see the SAM website for more information at https://sam.gov/content/home.

Selection Process and Agreement Instrument – Year 2

Applications deemed eligible and complete will be ranked by an ICfL grant review committee using a scoring rubric based upon the application narrative questions. Each narrative question identifies the number of associated points for that question. School libraries will receive automatic priority when ranking applications. Grant reviewers may also take into account the overall project budget and the geographic distribution of applicants when ranking.

Official award notifications will be signed by the ICfL authorizing official, the State Librarian, or alternate assigned official. The completed application signed by the applicant, along with the official award notification signed by the ICfL authorizing official, will serve as the agreement/contract for this grant.

Key Dates for Year 2

Submit Applications: August 25 – September 30, 2023

Grant Period: October 23, 2023 – May 31, 2023

Final Report Due: May 31, 2023

Program Requirements – Year 2

A. Award Summary. Libraries may apply for awards ranging from $1,000 to $3,000. Funds must be used for providing out-of-school time learning and enrichment programs for K-12 youth. Funds may also be used for the staff professional development required by this grant.

B. Required Activities. The library agrees to:

1. Prepare and conduct high-quality, research-based, out-of-school learning programs at the library or through outreach events.

2. Watch a webinar from the Utah Education Policy Center on how tot tell a story using data and fill out a brief reflection form after.

3. Read the Building Blocks of Out-of-School Time Quality Guide published by the Idaho Out-of-School Network (ION) at https://idahooutofschool.org/buildingblockresources/. Select one building block to focus on. Attend or watch at least one webinar on the selected building block.

4. Complete a continuous quality improvement plan, professional development plan, and conduct a self-assessment summary for the selected building block. Templates are available on the ION website at https://idahooutofschool.org/buildingblockresources/.

5. Make reasonable efforts to address the needs of student groups disproportionality affected by the Covid-19 pandemic when conducting grant activities, including those from underserved racial and ethnic groups, children from low-income families, children with disabilities, English learners, migrant students, children experiencing homelessness, and youth in foster care.

6. Implement public health protocols during programming to maintain the health and safety of program participants and staff.

C. Allowable Expenditures.  A grantee may only use program funds for allowable costs, as defined in the federal grant funds Uniform Guidance (2 C.F.R. Part 200), which includes the requirement that costs be reasonable and necessary for the accomplishment of program objectives.

The following is an abbreviated list of allowable grant expenses. It is not intended to be exhaustive or exclusive. Applicants should contact the ICfL if they are unsure if their proposed idea/expenditure is allowable.

1. Compensation including salaries and wages for staff involved in planning, participating in professional development, preparing for, and providing out-of-school learning and enrichment programs. This is intended to support the library with additional salary funds necessary to expand services or complete project objects, and not replace existing salaries.

2. Materials and supplies for out-of-school learning and enrichment programs including technology and assistive technology devices.

3. Materials and supplies such as Personal Protective Equipment (PPE), cleaning, and sanitizing supplies necessary for safely conducting grant activities.

4. Training and education costs for staff, including related travel expenses. Costs must be directly related to the purpose and successful fulfillment of this grant.

5. Professional and consultant services such as those for translation, tutoring, guest speakers or facilitators, or community partner programming.

6. Services to increase out-of-school learning or make learning opportunities more accessible such as those used for technological connectivity and subscriptions. Grant funds may only be used to pay for services provided during the official grant period.

7. Advertising or publicity specifically related to the grant for (1) program outreach specific to the grant such as publishing dates and times of activities; (2) recruitment of personnel to carry out the grant; and (3) procurement of goods or services to implement the grant.

D. Non-Allowable Expenditures.  The following is an abbreviated list of non-allowable grant expenses. It is not intended to be exhaustive or exclusive. Applicants should contact the ICfL if they are unsure if a cost is allowable. The following items are not allowable grant expenses:

1. Food and beverages. However, if a partner organization provides food, or the purchase of food is funded through another source, the grantee can use staff time paid for with grant funds to prepare or distribute the food to participants. Food is allowable if used primarily as a supply in a learning activity.

2. Capital expenditures related to the purchase of real property, buildings, or motor vehicles.

3. Construction expenditures related to the improvement or expansion of buildings and facilities.

4. Advertising or publicity not related directly to the programs carried out through the grant.

5. Promotional items and memorabilia, including models, gifts, and souvenirs.

E. Reporting Requirements. The library agrees to:

1. Document grant expenditures through receipts, payroll reports, accounting system reports, and/or invoices. Spending documentation must be submitted with the final report. Any grant funds not accounted for through documented spending must be returned to the ICfL.

2. Collect program data required by the ICfL or our funding partners, the Idaho State Board of Education and the U.S. Department of Education.

3. Facilitate surveys and/or site visits by the Idaho Out of School Network (ION) or their subcontractor for program evaluation purposes.

4. Submit final report by May 31, 2024.

F. Records Retention. The grantee must retain grant records for a period of three years following the end of the award period. Records include the grant application/agreement, award letter, correspondence, reports, financial records, and receipts.

G. Acknowledgement. This grant is administered by the Idaho Commission for Libraries and was made possible in part by the Idaho State Board of Education and the U.S. Department of Education. Please acknowledge these funding sources in signage, brochures, websites, press releases, and public events funded by this grant.

H. Funding availability. The ICfL plans to disburse funds to awarded libraries at the beginning of the grant period. Disbursement of awards is conditional upon ICfL’s receipt of ARP ESSER funds from the Idaho State Board of Education and U.S. Department of Education. If ARP ESSER funds become unavailable to the ICfL for any reason, the ICfL reserves the right to delay or withhold funding from awarded libraries, or cancel this grant program. The ICfL will notify awarded libraries in writing if funding becomes unavailable. Grantees are advised not to incur post-award grant expenses until they receive written confirmation that the ICfL is disbursing funds to them.

Application Instructions

The online application must be completed in one sitting and cannot be saved for completion at a later time. We suggest drafting responses in a separate document prior to completing the online form. The application must be signed and submitted with an electronic signature on or before September 20, 2023, at 11:59 p.m. MT. This application will serve as your official grant agreement if you are notified in writing that you have been approved for funding. The ICfL will notify all applicants whether or not they were selected for funding.

If you have questions about the application process, please contact either of the following staff members at the Idaho Commission for Libraries:

• Jennifer Redford, Youth Services Consultant, jennifer.redford@libraries.idaho.gov or (208) 639-4147
• Talela Florko, Grants/Contracts Officer, at talela.florko@libraries.idaho.gov or (208) 334-2150

Application Questions

A. Descriptive Title of Your Proposed Project.

B. Describe the need for increased out-of-school learning opportunities for youth within your community. Please include the needs of one or more of the student groups listed in the authorizing legislation for this funding source including youth from underserved racial and ethnic groups, children from low-income families, children with disabilities, English learners, migrant students, children experiencing homelessness, and youth in foster care.

C. Describe your preliminary plans for providing out-of-school learning opportunities for youth in your community. Include a brief description of your current or typical youth programs, and how these grant funds will be used to build upon or expand existing offerings.

D. How do you plan to address programming or access for one or more of the student groups listed in this application?

E. Requested Funding Amount and budget table.

Questions? Contact ICfL:

If you have questions about the grant application, allowable expenditures, or any other grant related questions, please contact Talela Florko, Grants/Contracts Officer, at talela.florko@libraries.idaho.gov, (208) 639-4158 or Jennifer Redford, Youth Services Consultant, jennifer.redford@libraries.idaho.gov, (208) 639-4147.