RFA-19: TUPE CTAT (CA Dept of Education)



County Technical Assistance for Tobacco-Use Prevention Education ProgramRequest for ApplicationsFiscal Year 2019–20Guidelines for Formula-Funded Noncompetitive Grants for County Offices of EducationGoverned byCigarette and Tobacco Products Surtax FundCalifornia Healthcare, Research and Prevention Tobacco Tax Act of 2016 (Proposition 56)June 2019Application Due Date: Friday, August 16, 2019Educator Excellence and Equity DivisionTobacco-Use Prevention Education OfficeCalifornia Department of Education1430 N Street, Suite 6408Sacramento, CA 95814-5901916-323-1540Table of Contents TOC \o "1-3" \h \z \u I.Overview PAGEREF _Toc10732015 \h 1A.Background PAGEREF _Toc10732016 \h 1B.Purpose PAGEREF _Toc10732017 \h 1C.Funding PAGEREF _Toc10732018 \h 2II.County Technical Assistance for Tobacco-Use Prevention Education Scope of Work and Program Assurances PAGEREF _Toc10732019 \h 2III.Terms of the County Technical Assistance for Tobacco-Use Prevention Education Grant PAGEREF _Toc10732020 \h pensation PAGEREF _Toc10732021 \h 4B.Fiscal Requirements PAGEREF _Toc10732022 \h 4C.Required Deliverables PAGEREF _Toc10732023 \h 7IV.Application Information PAGEREF _Toc10732024 \h 7A.Application Instructions PAGEREF _Toc10732025 \h 7B.Tobacco-Free Certification PAGEREF _Toc10732026 \h 7C.General Assurances and Certifications PAGEREF _Toc10732027 \h 8D.Tobacco Industry Funding PAGEREF _Toc10732028 \h 8E.Grantee Selection and Application Review PAGEREF _Toc10732029 \h 8F.Notification of Grant Awards PAGEREF _Toc10732030 \h 9G.Retention of Records PAGEREF _Toc10732031 \h 9V.Resources PAGEREF _Toc10732032 \h 9A.California Department of Education California Tobacco-Free School District Certification Web Page PAGEREF _Toc10732033 \h 9B.Centers for Disease Control and Prevention Guidelines for School Health Programs to Prevent Tobacco-Use and Addiction PAGEREF _Toc10732034 \h 9C.California Health and Safety Code Sections 104350 through 104559 PAGEREF _Toc10732035 \h 10D.Tobacco-Free Policies and Regulations PAGEREF _Toc10732036 \h 10Appendix 1: Program Assurances PAGEREF _Toc10732037 \h 11Appendix 2: County Technical Assistance for Tobacco-Use Prevention Education Allocation Table PAGEREF _Toc10732038 \h 13Note: Attachment A is available on the CDE Request for Applications web page at 2016, California voters approved Proposition 56, which aims to further prevent and reduce the use of tobacco and nicotine products by young people in accordance with California Health and Safety Code (HSC) Section 104420. The authorizing legislation can be found on the California Legislative Information website at 56 establishes a $2.00 tax for each pack of cigarettes that is sold in California. The collected tax is deposited into the California Healthcare, Research and Prevention Tobacco Tax Act of 2016 Fund. The 2019–20 Budget Act appropriates funds for the allocation of non-competitive grants to the California Department of Education (CDE) for several purposes, including tobacco-use prevention education in schools.HSC Section 104435 governs the use of Tobacco-Use Prevention Education (TUPE) funds and, therefore, the portion of those funds going to the county offices of education (COEs). The HSC Section 104435 reads as follows:COEs that receive funds pursuant to subdivision (l) of Section 104420 shall do all of the following:(a) Provide technical assistance and training to school districts and consortia of school districts regarding planning and preparation of anti-tobacco programs plans pursuant to CDE guidelines.(b) Provide for appropriate coordination between school district programs and local anti-tobacco-use programs funded by the local lead agency.(c) Participate in the review and scoring of applications submitted by school districts for grant awards made pursuant to Section 104420.(d) Participate in the monitoring and technical assistance review process for school districts and COEs pursuant to Section 104455.PurposeThe purpose of this County Technical Assistance for Tobacco-Use Prevention Education (CTAT) grant is to support the COEs in providing leadership, administrative oversight, training, and technical assistance (TA) to local educational agencies (LEAs) in each county for planning, preparing applications for TUPE grant funds, and implementing approved TUPE programs. The role of the COE TUPE Coordinator is to help ensure that LEAs implement effective and compliant TUPE funded programs in coordination with the CDE TUPE Program.FundingThe minimum funding for this allocation is $37,500 for all participating COEs. 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).County Technical Assistance for Tobacco-Use Prevention Education Scope of Work and Program AssurancesThe CDE recommends applicants follow the Centers for Disease Control and Prevention (CDC) Guidelines for School Health Programs to Prevent Tobacco-Use and Addiction. The CDC guidelines and the responsibilities outlined in HSC Section 104435 form the basis for the Program Assurances located in Appendix 1, and should drive the development of the COE Scope of Work.Tobacco-Free School PolicyAll LEAs and COEs applying for TUPE funds must have been certified by the CDE as having met the COE criteria for being tobacco-free. The LEAs and the COEs must continue to meet the criteria, including enforcement of the Tobacco-Free School Policy, while the grant is in effect. A list of agencies certified as meeting HSC requirements as well as the certification criteria may be viewed on the CDE Tobacco-Free School District Certification web page at ensure that the policies and regulations meet the requirements to be tobacco-free as required by HSC Section 104420(l)(2), the COE must assist the CDE and the LEAs in the certification process by reviewing the policies and administrative regulations of its office and of all LEAs that accept TUPE funds. In addition, HSC Section 104559 adopted on June 9, 2016, requires all LEAs to prohibit the use of all tobacco products, including electronic cigarettes (e-cigarettes), on all LEA property and in LEA vehicles at all times. Though HSC does not specifically state the need for LEAs to adopt policies, the CDE strongly encourages all LEAs to adopt such policies and enforcement procedures to ensure this requirement is met.The COE TUPE Coordinators should initiate discussions with LEAs within the county, advising the agencies to revise current Tobacco-Free School Policies to include a prohibition on the use of e-cigarettes and offer TA to assist the agencies as needed. Further information regarding these new requirements may be accessed on the CDE Tobacco-Free Laws Affecting California Schools web page at Prevention Education InstructionThe LEAs that receive TUPE grant funds must select and implement effective programs pertaining to TUPE instruction for the general student population and, where applicable, research-based activities that include tobacco-use intervention, cessation, and youth development. The COE should assist the LEA in selecting appropriate programs, as determined by the LEA’s student population.Program-Specific Training for TeachersThe LEAs should train teachers on the importance of implementing the selected programs with fidelity. Teachers should also be familiar with the underlying theory and conceptual framework of the program and with the guidelines of the CDC. The COE should monitor the LEAs’ training of teachers and provide TA and training as warranted.Parental or Family InvolvementParents or families can play an important role in providing social and environmental support to prevent and intervene in the use of tobacco. The LEAs should be encouraged to capitalize on this influence by involving parents or families in program planning, in soliciting community support for programs, and in reinforcing educational messages at home. Homework assignments involving parents or families increase the likelihood that smoking is discussed at home, and may motivate adult smokers to consider cessation. The COE should provide assistance by aiding the LEA in soliciting community support and planning training sessions for parents and families.Cessation SupportThe LEAs should encourage and support cessation efforts by students and all school staff who use tobacco. At a minimum, support should include referral to pre-cessation and cessation programs. These programs may be administered by the LEA or can be made available through the cooperation of community service agencies.The COE should enlist the support of community service agencies in providing voluntary tobacco-use cessation programs aimed at youth in the community. As an alternative, the COE should provide information regarding the California Smokers’ Helpline to all LEAs within the county.Program AssessmentThe COE should assess whether the LEAs provide effective TUPE programs and identify schools that would benefit from additional training, resources, or TA.Terms of the County Technical Assistance for Tobacco-Use Prevention Education Grant CompensationApplicants will receive a first payment of 75 percent provided that the COE has submitted and the TUPE Office has approved the following:Year-End Report for fiscal year (FY) 2018–19 (includes both program and fiscal reports)Signed Grant Award Notification (AO-400)The final payment of 25 percent will be held pending receipt and approval of the 2019–20 Year-End Report that includes the following documents pertaining to the current FY:2019–20 Annual Year-End Program Report Scope of Work2019–20 Annual Year-End Program Report Cover Page2019–20 Annual Fiscal Report and Carryover Calculation Form, if applicable2019–20 Carryover Request Justification, if applicableFor any approved carryover beyond the date shown on the original AO-400, the grantee will receive an amended AO-400 for the extended term.Estimated funds allocated for FY 2019–20 are listed by county on the CDE CTAT Allocation Table (Appendix 2). The allocation of funds is prescribed by HSC Section 104420(l).Fiscal RequirementsThe TUPE Office will conduct a multi-day statewide meeting that will require representatives from the COEs to attend. This meeting will be held in Sacramento, California. A one-day webinar/video conference meeting will be conducted that will also require the attendance of representatives from the COEs. This meeting will require the COE’s representative to travel to a site within that agency’s assigned Superintendent Educational Service Region. The location will be determined by the COE TUPE representatives within each region. Allowable Costs. Costs charged to TUPE budgets must be limited to those materials and activities which directly address tobacco-use prevention and technical assistance strategies. Funds may be used for:TUPE Project Coordinator position.Staff for the project, if applicable.Contracted direct service providers.Associated costs related to direct services, such as:Training and release time.Services required by project staff, service providers, parents, and students.Project materials and supplies.Noncapitalized equipment costs less than $5,000 per item. Equipment purchased with TUPE funds may only be used by personnel assigned to the TUPE Program. The amount budgeted for individual equipment cannot exceed the percentage of time the person using the equipment is assigned to the TUPE Program. Funds from other sources must contribute to equipment costs designated for shared-use with other programs and costs are to be prorated.Incentives, awards, and recognitions must be directly related to tobacco-use prevention. Incentives must have a tobacco-free message on the item. Incentives, awards, and recognitions cannot be in the form of cash or gift cards. Total planned expenditures for all incentives, awards, and recognitions must not exceed 5 percent of the total grant award. Applicants are encouraged to also review the COE’s policies regarding use of funds for such items.All local travel costs pertaining to this grant should be reimbursed using grant funds at rates that do not exceed those established in negotiated bargaining contracts or approved by county boards.Nonallowable Costs. TUPE funds are intended to supplement existing programs and must not be used to supplant other state or federal funds now being used for existing staff or activities. TUPE funds cannot be transferred to any other program accounts that are for specific purposes other than tobacco-use prevention, youth development, intervention, or cessation/referral.Funds may not be used for:Expenditures for land, buildings, and other intangible capital assets, including items acquired through leases with option to purchase and capitalized equipment costs in excess of $5,000.Applicants are encouraged to review Procedure 770, Distinguishing Between Supplies and Equipment, in the California School Accounting Manual (CSAM) for further discussion regarding capitalized equipment, noncapitalized equipment, and supplies.The CSAM can be downloaded from the CDE CSAM web page at of vehicles.Out-of-state travel cannot be paid with these funds without the permission of the TUPE Office.Child care—exceptions may be allowed if the agency can provide evidence that the provision of child care is necessary to implement a TUPE Program training event for parents conducted beyond normal work hours or off-site. The provision of child care must follow all regulations established by the COE for this service.Food—exceptions may be allowed if the agency can provide evidence that the provision of food is necessary to implement a TUPE Program training event for students, staff, or parents conducted beyond normal work hours or off-site.Indirect Costs Limitations. Grantees are restricted to charging the CDE-approved indirect cost rate of no more than 15 percent for administrative costs managing this grant. The California State Auditor’s Office has defined administrative costs as the indirect rate charged by agencies receiving CTAT funds. Addressing Disparate Populations. Agencies receiving CTAT funds are to 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.Program Audit. Agencies receiving funds from the CTAT grant are subject to a biennial financial audit by the California State Auditor. The audit will include, but may not be limited to, a review of the administrative costs expended by the COE.Required DeliverablesDeliverablesCompleted 2019–20 Application Form (Attachment A).Grant Award acceptance due 10 days after receipt of the AO-400 pleted 2019–20 Year-End Program Report due September 30, 2020.Application InformationApplication InstructionsAll COEs are requested to complete the Application Form (Attachment A). Submission of this form indicates the COE intends to accept the funds for the purposes outlined on the Program Assurances contained in Appendix 1. The CDE CTAT Allocation Table (Appendix 2) provides an estimate of the funds each COE will receive from the TUPE Office.If the COE intends to accept the funds, the COE must: (1) indicate this on the Application Form; (2) provide the name and County/District Code for the COE; and (3) provide contact information for the designated COE’s TUPE Coordinator.The Superintendent must read the Program Assurances contained in Appendix 1 and the General Assurances and Certifications documents as described on page eight of this Request for Applications. The signature of the COE Superintendent or Designee is required and indicates the acceptance of the grant terms.The completed 2019–20 Application Form (Attachment A) must be returned by August 16, 2019, to:Rachael Gutierrez, Associate Governmental Program AnalystEducator Excellence and Equity DivisionTobacco-Use Prevention Education OfficeCalifornia Department of Education1430 N Street, Suite 6408Sacramento, CA 95814-5901Tobacco-Free CertificationTo apply for any TUPE funds, the applicant agency must have been certified by the CDE as having met the COE tobacco-free criteria, pursuant to HSC Section 104420(n)(2).The Superintendent’s or Designee’s signature on the Application Form (Attachment A) certifies that the COE will continue to provide a tobacco-free environment, as required by HSC Section 104420(n)(2), including:Adopting a Tobacco-Free School Policy that prohibits the use of tobacco products at any time in agency-owned or leased buildings, on agency property, and in agency vehicles. This prohibition must include a prohibition of all tobacco products as defined by Business and Professions Code Section 29950.5(d).Establishing written procedures to enforce this municating policy and enforcement procedures clearly to school personnel, parents, students, and the larger community.Prominently displaying signs stating, “Tobacco-Use Is Prohibited” at all entrances to all applicant agency properties and locations.Making available information about support programs for smoking cessation, and encouraging students and staff to make use of such services.General Assurances and CertificationsAll applicants must comply with the CDE’s General Assurances and Certifications required for grants supported by state and federal funds. The General Assurances and Certifications are posted on the CDE Funding Forms web page at . Applicants are required to read these documents before signing the application.Tobacco Industry FundingAn applicant for TUPE grant funding is prohibited from accepting tobacco industry advertisements, donations, event sponsorships, or the use or distribution of tobacco industry curriculum or materials. Acceptance of such items from a tobacco company, its representatives, subsidiaries, or front groups for the purpose of implementing tobacco-use prevention or intervention programs will result in termination of the grant, and a request for the return of all released grant funds.Grantee Selection and Application ReviewGrantee selection is determined on a noncompetitive basis.Notification of Grant AwardsNotification of awards will be made in writing to applicants. A Grant Awards List will be posted on the CDE Funding Results web page at . Retention of RecordsThe COE must maintain accounting records and other evidence of costs incurred, with the provision that they shall be kept available by the COE during the funding period and thereafter for three full years from the date of the final payment or conclusion of an audit, whichever is later. The CDE staff must be permitted to audit, review, and inspect the grantee’s activities, books, documents, papers, and records during the progress of work and for three years after final payment.ResourcesThis section contains reference materials and resources to assist the COEs in developing their applications and providing TA to LEAs within the county.California Department of Education California Tobacco-Free School District Certification Web PageThis web page provides parents, teachers, students, administrators, coaches, and community advocates with information about the CDE Tobacco-Free School District Certification process. This includes a list of currently certified LEAs, certification forms and instructions, and sample policies. The CDE California Tobacco-Free District Certification web page may be accessed at for Disease Control and Prevention Guidelines for School Health Programs to Prevent Tobacco-Use and AddictionThe full text of the CDC guidelines may be accessed on the CDC Morbidity and Mortality Weekly Report Recommendations and Reports web page at . Additional information about e-cigarettes may be accessed on the CDC Smoking & Tobacco Use E-Cigarettes web page at . California Health and Safety Code sections 104350 through 104559The full HSC citation for the California Tobacco Control Program, including those sections pertaining to this funding, may be accessed on the California Legislative Information web page at HYPERLINK "" \o "Legislative Information on Tobacco Control" Policies and RegulationsA toolkit and sample language to assist schools in developing policies and administrative regulations that comply with HSC requirements may be accessed on the CDE’s Tobacco-Free Policies and Regulations web page at 1: Program Assurances2019–20 Tobacco-Use Prevention Education ProgramCounty Technical Assistance for Tobacco-Use Prevention EducationThe following program assurances describe the roles and responsibilities that the county office of education (COE) must perform to assist local educational agencies (LEAs) in preventing tobacco-use by youth and in enforcing tobacco-free policies. As a condition of receiving these funds, the COE, through its Tobacco-Use Prevention Education (TUPE) Coordinator, will conduct or participate in the activities described below.The county office of education will provide technical assistance to local educational agencies within the county by:Assisting LEAs in the development of procedures and processes to prohibit the use of all tobacco products on LEA property. This includes, where applicable, assessing tobacco-free policies and enforcement procedures and assisting LEAs in revising policies to address the prohibition of electronic cigarettes.Assisting LEAs in developing capacity for implementing TUPE programs and activities.Assisting LEAs in developing TUPE grant applications. This includes determining the LEAs’ Tobacco-Free Certification status and offering related assistance.Coordinating 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.Reviewing grant progress reports and the TUPE Annual Reports for each TUPE grantee in the county.Providing technical assistance (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.Reviewing each grantee district’s Grant Progress Report, TUPE Annual Report, and providing TA to LEAs, as needed, to ensure that they have implemented programs and activities as approved in TUPE grant project.Initiating discussions with LEAs and providing TA encouraging the agencies to identify and address disparate populations within the schools represented in TUPE grant projects.Providing 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.The county office of education will exhibit leadership to the local educational agencies by:Continuing to meet the tobacco-free schools criteria at the COE, including the implementation and enforcement of the Tobacco-Free School Policy pursuant to Assembly Bill 3487 and HSC Section 104420(n)(2).Building 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. This includes participation in the Tobacco Control Coalition of the County Health Department.Encouraging LEAs to apply for TUPE grant funds or developing a plan to submit a consortium grant on behalf of several LEAs within the county. The COE or another LEA may act as the fiscal and program lead for the grant.Building LEA capacity to support TUPE-focused youth development strategies.Building LEA capacity to support TUPE-focused activities addressing disparate populations within the county.Keeping records and providing information to the California Department of Education, as needed, to facilitate a fiscal audit or grant review consistent with the law.The county office of education will enhance professional growth by:Attending statewide COE TUPE Coordinators’ meetings, webinars, and conference calls convened by the TUPE Office.Participating in the reading and scoring of applications as needed for competitive TUPE grants for grades six through twelve.Appendix 2: County Technical Assistance for Tobacco-Use Prevention Education Allocation Table2019–20 Tobacco-Use Prevention Education ProgramCounty Technical Assistance for Tobacco-Use Prevention Education(Estimate for Fiscal Year 2019–20 based on 2017–18 Second Principal Apportionment [P-2] Average Daily Attendance [ADA])Note: These amounts are estimated and may change depending on the outcome of state budget negotiations, funding available from the Cigarette and Tobacco Products Surtax Fund, and changes in the county P-2 ADA for 2018–19.County Office of Education2019–20 Estimated AllocationAlameda$126,875.00 Alpine$37,500.00 Amador$37,500.00 Butte$37,500.00 Calaveras$37,500.00 Colusa$37,500.00 Contra Costa$107,010.00 Del Norte$37,500.00 El Dorado$37,500.00 Fresno$117,502.00 Glenn$37,500.00 Humboldt$37,500.00 Imperial$37,500.00 Inyo$37,500.00 Kern$111,641.00 Kings$37,500.00 Lake$37,500.00 Lassen$37,500.00 Los Angeles$307,124.00 Madera$37,500.00 Marin$37,500.00 Mariposa$37,500.00 Mendocino$37,500.00 Merced$69,083.00 Modoc$37,500.00 Mono$37,500.00 Monterey$79,684.00 Napa$37,500.00 Nevada$37,500.00 Orange$229,556.00 Placer$77,733.00 Plumas$37,500.00 Riverside$203,955.00 Sacramento$132,633.00 San Benito$37,500.00 San Bernardino$195,221.00 San Diego$237,388.00 San Francisco$70,010.00 San Joaquin$95,674.00 San Luis Obispo$37,500.00 San Mateo$88,930.00 Santa Barbara$75,262.00 Santa Clara$143,922.00 Santa Cruz$61,738.00 Shasta$37,500.00 Sierra$37,500.00 Siskiyou$37,500.00 Solano$71,427.00 Sonoma$75,480.00 Stanislaus$80,450.00 Sutter$37,500.00 Tehama$37,500.00 Trinity$37,500.00 Tulare$93,923.00 Tuolumne$37,500.00 Ventura$91,779.00 Yolo$37,500.00 Yuba$37,500.00 TOTAL$4,219,000.00 ................
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