RFA-19: Tobacco Use Prevention Education Program (CA Dept of Education)

Appendix 2

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County Technical Assistance and Leadership Funds for Tobacco-Use Prevention Education

Request for ApplicationsFiscal Year 2019–20

Guidelines for Formula-Funded Noncompetitive Grants for County Offices of Education

Governed by

Tobacco-Use Prevention Education Assembly Bill 3487 (Chapter 199, Statutes of 1996) Cigarette and Tobacco Products Surtax Funds

(Proposition 99)

June 2019

Application Due Date: Friday, August 16, 2019

Educator Excellence and Equity Division

Tobacco-Use Prevention Education Office

California Department of Education

1430 N Street, Suite 6408

Sacramento, CA 95814-5901

916-323-1540

ContentsI.Overview1A.Background1B.Purpose1C.Funding2II.County Technical Assistance and Leadership Scope of Work and Program Assurances2III.Terms of the County Technical Assistance and Leadership Funds Grant4A.Compensation4B.Fiscal Requirements4C.Required Deliverables6IV.Application Information7A.Application Instructions7B.Tobacco-Free Certification7C.General Assurances and Certifications8D.Tobacco Industry Funding8E.Grantee Selection and Application Review8F.Notification of Grant Awards8G.Retention of Records8V.Resources9A.California Department of Education California Tobacco-Free School District Certification Web Page9B.Centers for Disease Control and Prevention Guidelines for School Health Programs to Prevent Tobacco Use and Addiction9C.California Health and Safety Code sections 104350 through 1045599D.Tobacco-Free Policies and Regulations9APPENDIX 1: PROGRAM ASSURANCES…………………………………………10APPENDIX 2: COUNTY TECHNICAL ASSISTANCE AND LEADERSHIP FUNDS ALLOCATION TABLE12

Note: Attachment A is available on the CDE TUPE RFA web page at https://www.cde.ca.gov/fg/fo/r8/ctalfrfa19.asp.

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OverviewBackground

In the November 1988 general election, California voters approved the California Tobacco Tax and Health Protection Act of 1988, also known as Proposition 99, which was an allocation of tobacco tax revenues specifically geared toward health education and prevention of tobacco use in accordance with Assembly Bill 3487. The authorizing legislation can be found on the California Law website at https://leginfo.legislature.ca.gov/.

Proposition 99 imposes a $0.25 cent tax for each pack of cigarettes that is sold in California. The collected tax is deposited into the Cigarette and Tobacco Products Surtax 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.Purpose

The purpose of this County Technical Assistance and Leadership Funds (CTALF) 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.

Funding

The 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 and Leadership Funds Scope of Work and Program Assurances

The 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 the 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.

1. Tobacco-Free School Policy

All 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 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 https://www.cde.ca.gov/ls/he/at/tobaccofreecert.asp.

To 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 https://www.cde.ca.gov/ls/he/at/tobfreelaws.asp.

2. Tobacco-Use Prevention Education Instruction

The LEAs that receive TUPE competitive 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.

3. Program-Specific Training for Teachers

The 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.

4. Parental or Family Involvement

Parents 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.

5. Cessation Support

The 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.

6. Program Assessment

The 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 and Leadership Funds Grant1. Compensation

1. Applicants will receive a first payment of 75 percent provided that the COE has submitted and the TUPE Office has approved the following:

a. Year-End Report for fiscal year (FY) 2018–19 (includes both program and fiscal reports)

b. Signed Grant Award Notification (AO-400)

2. 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:

a. 2019–20 Annual Year-End Program Report Scope of Work

b. 2019–20 Annual Year-End Program Report Cover Page

c. 2019–20 Annual Fiscal Report and Carryover Calculation Form, if applicable

d. 2019–20 Carryover Request Justification, if applicable

For 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 CTALF Allocation Table (Appendix 2). The allocation of funds is prescribed by HSC Section 104420(l).

Fiscal Requirements

The 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.

1. 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:

a. TUPE Project Coordinator position.

b. Staff for the project, if applicable.

c. Contracted direct service providers.

d. 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.

e. 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.

f. 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.

g. The percentage used to determine Indirect Costs is not to exceed the CDE-approved rate.

h. 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.

2. 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:

a. 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 https://www.cde.ca.gov/fg/ac/sa/documents/csam2019complete.pdf.

b. Purchase of vehicles.

c. Out-of-state travel cannot be paid with these funds without the permission of the TUPE Office.

d. 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.

e. 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.

Required Deliverables

1. Deliverables

a. Completed 2019–20 Application Form (Attachment A).

b. Grant Award Acceptance due 10 days after receipt of the

AO-400 document.

c. Completed 2019–20 Year-End Program Report due

September 30, 2020.

Application Information1. Application Instructions

All 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 CTALF 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 Analyst

Educator Excellence and Equity Division

Tobacco-Use Prevention Education Office

California Department of Education

1430 N Street, Suite 6408

Sacramento, CA 95814-5901

Tobacco-Free Certification

To 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:

1. 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).

2. Establishing written procedures to enforce this policy.

3. Communicating policy and enforcement procedures clearly to school personnel, parents, students, and the larger community.

4. Prominently displaying signs stating, “Tobacco-Use Is Prohibited” at all entrances to all applicant agency properties and locations.

5. Making available information about support programs for smoking cessation, and encouraging students and staff to make use of such services.

General Assurances and Certifications

All 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 https://www.cde.ca.gov/fg/fo/fm/ff.asp. Applicants are required to read these documents before signing the application.

Tobacco Industry Funding

An 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 Review

Grantee selection is determined on a noncompetitive basis.

Notification of Grant Awards

Notification of awards will be made in writing to applicants. A Grant Awards List will be posted on the CDE Funding Results web page at https://www.cde.ca.gov/ls/he/at/tupefunding.asp.

Retention of Records

The 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.

Resources

This section contains reference materials and resources to assist the COEs in developing their applications and providing TA to LEAs within the county.

1. California Department of Education California Tobacco-Free School District Certification Web Page

This 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 https://www.cde.ca.gov/ls/he/at/tobaccofreecert.asp.

Centers for Disease Control and Prevention Guidelines for School Health Programs to Prevent Tobacco Use and Addiction

The full text of the CDC guidelines may be accessed on the CDC Morbidity and Mortality Weekly Report Recommendations and Reports web page at https://www.cdc.gov/mmwr/preview/mmwrhtml/00026213.htm. Additional information about e-cigarettes may be accessed on the CDC Smoking & Tobacco Use E-Cigarettes web page at https://www.cdc.gov/tobacco/basic_information/e-cigarettes/index.htm.

California Health and Safety Code sections 104350 through 104559

The 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 https://leginfo.legislature.ca.gov/faces/codes.xhtml.

Tobacco-Free Policies and Regulations

A 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 https://www.cde.ca.gov/ls/he/at/tobfreepolicyregs.asp.

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Program Assurances2019–20 Tobacco Use Prevention Education ProgramCounty Technical Assistance and Leadership Fund

The 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.

1. The County Office of Education will Provide Technical Assistance by:

1. Assisting LEAs in assessing tobacco-free policies and enforcement procedures. This includes assisting LEAs in revising policies to address the prohibition of electronic cigarettes.

2. Assisting LEAs in developing capacity to apply for TUPE funds through the grant application process. This includes determining the LEAs’ Tobacco-Free Certification status, and offering related assistance.

3. 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.

4. Providing technical assistance 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 LEA’s governing boards.

5. Reviewing each grantee district’s Grant Progress Report, TUPE Annual Report, and providing technical assistance to LEAs, as needed, to ensure that they have implemented programs and activities as approved in TUPE grant projects.

The County Office of Education will Exhibit Leadership to the Local Educational Agencies by:

Appendix 1

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1. 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 California HSC Section 104420(n)(2).

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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.

3. 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.

The County Office of Education will Enhance Professional Growth by:

1. Attending statewide COE TUPE Coordinators’ meetings, Webinars, and conference calls convened by the TUPE Office.

2. Participating in the reading and scoring of applications as needed for competitive TUPE grants for grades six through twelve.

Appendix 1

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County Technical Assistance and Leadership Funds Allocation Table2019–20 Tobacco Use Prevention Education ProgramCounty Technical Assistance and Leadership Fund

(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 Education

2019–20 Estimated Allocation

Alameda

$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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