FAQs
Overview
This section is a host to current and previous questions and answers from the field related to 21st Community Learning Centers topics.
*The Arizona Department of Education is not responsible for controlling or guaranteeing the accuracy, relevance, timeliness, or completeness of this outside information. Further, the inclusion of information or a hyperlink or URL does not reflect the importance of the organization, nor is it intended to endorse any views expressed, or products or services offered.
21st CCLC Grantee Leadership Orientation Parking Lot FAQs FY19
Q: What is required for Time and Effort logs?
A: Information about Time and Effort logs can be found at http://www.azed.gov/21stcclc/federal-and-state-regulations/ under the tab “Time and Effort Reporting.” If you have additional questions, please contact your assigned program specialist.
Q: If the district has copies of time sheets and T & E do sites need to keep them also?
A: Please contact your district leadership to see if each site must maintain fiscal paperwork. If the district requires that sites keep the paperwork, then the site will need to organize the paperwork for a fiscal review. If the district will keep the final copies of fiscal paperwork, then the site will need to inform your assigned program specialist before a fiscal review. If you have additional questions, please contact your assigned program specialist.
Q: We have equipment/inventory from the first five years of the grant. Does that need to be logged in the 2nd cycle of 5-year grants?
A: No. All the supplies/equipment purchased from a previous 5 year 21st CCLC grant becomes the property of the school at the end of the grant. Those items can be used at any time during the day and do not need to be logged in the current grant cycle. If you have additional questions, please contact your assigned program specialist.
Q: Are these acceptable: Uniforms if sports are part of the program? Instruments?
A: If your sports program or music program is a part of your 21st CCLC program, then uniforms/instruments are an allowable purchase. An additional requirement is the uniforms/instruments must be property of the 21st CCLC program. The uniforms/instruments cannot be given to the students to keep at the end of the school year. Please contact your assigned program specialist for additional guidance on how to write a revision that will be allowable.
Q: What is the expectation regarding funds if a profit is derived from the 21st CCLC class (i.e. yearbook)?
A: The 21st CCLC Team is getting more clarification on “profit” from 21st CCLC classes from the US DoE. When guidance is provided to ADE, we will get information out to the schools. Please contact your assigned program specialist after November 1, 2018 to see if there is an update.
Q: Can 21st CCLC grant monies pay for translators for parent engagement events?
A: Yes. The 21st CCLC grant can pay for parent translators at parent engagement events that align with the goals of the 21st CCLC grant. Contact your business office to find the appropriate budget code for the position. If you have additional questions, please contact your assigned program specialist.
Q: Can school admin be paid to teach a class after school?
A: No. School Administrators are not allowed to be paid out of the 21st CCLC monies for teaching or administrative services. If you have additional questions, please contact your assigned program specialist.
Q: Is there a minimum number of students per class?
A: 21st CCLC class is recommended to have a minimum of 10 students registered in the class. In addition, the class must maintain 6 students in daily attendance. If attendance drops below the minimum, then additional recruitment must be done, or decisions must be made to see if the class should continue with 21st CCLC funding. Larger classes may offset a class with a smaller enrollment. It is required that sites offer activities that support their projected number of regular student attendees. If you have additional questions, please contact your assigned program specialist.
Q: Can I get an example of a supply list and budget?
A: Yes. An example of a budget can be found at http://www.azed.gov/21stcclc/required-reporting/ under the “Continuing Application – Annually” tab. Supply list vary from school to school depending on the classes offered. If you have additional questions, please contact your assigned program specialist.
Q: Is there a percentage required for supplemental funding?
A: No. There is no minimum percentage required for supplemental funding. However, it is a requirement to maintain the total center hours of operation for the duration of the 5-year grant. You must supplement from other funding sources to meet the requirements each year. That amount will vary from site to site and year to year. If you have additional questions, please contact your assigned program specialist.
Q: How can we input students that are no longer at our school? (related to summer school attendance)
A: Each student is associated with a 21st CCLC school for a certain enrollment timeframe (start and end). For 21st CCLC summer attendance, the student was enrolled at the site during the summer (or at the end of the previous school year), which is why they attended that site’s 21st CCLC program. As long as that enrollment timeframe includes when the summer program took place, you can enter 21st CCLC attendance for summer for that student. Contact your district Student Information (SIS) manager for further clarification or to discuss students who attended Summer as part of a bridge program (I.e. incoming freshman to high school, etc.).
Q: For summer school on AZEDS, our summer school is last school year on Power School. We have rolled over the school year. How do we create summer school?
A: Each SIS vendor has made accommodations in their product to allow for 21st CCLC Summer attendance to be entered the current school year. Please contact your Student Information (SIS) vendor rep for additional information and see our AzEDS FAQs for further details.
Q: Can we access previous year’s site evaluations?
A: All site evaluations should be stored at the site with previous program year records. If you do not have a copy, please contact your assigned program specialist or Kim Logan at [email protected] for a copy of the report submitted for your site.
Q: How to track students when partnering with another school?
A: Only students who are enrolled at your school count towards your 21st CCLC attendance goals. Therefore, these are the only students whose attendance gets entered your Student Information (SIS). If you are working with a separate school for a different purpose, you can track that attendance data in another manner in accordance to the agreement between the sites.
Q: Do students need to sign in or can this be teacher tracked?
A: 21st CCLC attendance can be teacher tracked. At many grade levels, this will provide the most accuracy. Follow the policies and procedures of your district in regard to attendance and working with your Student Information (SIS).
Q: Are the # of parents on the Summary of Classes showing the same as parents attending different events?
A: Family Engagement data collection policies are at the discretion of the LEA/site. One method of counting how many adult family members who have attended your program is to add up all of the separate events submitted on the Summary of Classes and counting that number as the total. This example would, invariably, have some adult family members counted once and some counted multiple times, depending on how many events an individual attends. ADE is not concerned with duplication, per updated federal guidance, and has left all decisions about how to best represent family engagement attendance up to the sites.
Q: Would you tell me more about required partnership?
A: Each 21st CCLC site is required to have at least 1 active partnership outside of the LEA (fiscal agent- district or charter holder) each year of the grant. This federal requirement means that sites must indicate in the Annual Performance Report they have partnered with an organization or entity that is not the school/district/charter holder or with funds managed by the same (Title I, State Tutoring, etc. do not count because they are managed by the fiscal agent). For more clarification, contact your assigned program specialist.
Q: Sample Teacher Survey
A: A sample Homeroom Teacher Survey can be found under Required Reporting in the Annual Performance Report tab under Sample of Teacher Reported Survey. The survey can be delivered using the sample survey via paper or can be converted into an electronic form by the site or the site can create its own method for delivering the survey.
Q: Is an electronic signature allowable?
A: Check with your LEA’s internal auditors to confirm the allowability or non-allowability of electronic signatures, per your LEA’s policy.
Q: If mistakes are made, how long do we have to fix it?
A: Please communicate with your assigned program specialist to navigate the correct response to update information. Depending on the error, your assigned program specialist will determine the best course of action to support the LEAs needs.
Q: Does the child need to be enrolled in 21st CCLC for their parent to be counted for Family Engagement?
A: Yes. All family engagement reported for 21st CCLC should be an adult family member (as defined by 21st CCLC, see pg. 13 of the Fiscal and Program Accountability Guidance Handbook) of a student enrolled in the 21st CCLC program at the site.
Q: Why do we need to track our after-school attendance in our school day attendance tracker?
A: Uploading 21st CCLC student attendance into your Student Information System (SIS) is now a requirement of the 21st CCLC grant in Arizona. All other Title programs are tracked using the SIS at your site and 21st CCLC is now following that protocol. This is also the best way to protect student information and report accurate data to the state and federally.
Q: We cannot control how fast SIS gets set up for 21st CCLC. What happens if we don’t make the deadline?
A: If you have concerns about meeting the extended deadline for uploading 21st CCLC up to date program attendance (including Summer 2018 + Fall to date), please contact our Inbox at [email protected] so we can discuss options and follow-up to support your site in the transition.
Q: When we are putting information for attendance into SIS, do we still need to have sign-in sheets? Can we scan the students?
A: Each site will determine what method will work best for them in collecting daily program attendance. Daily program attendance is required as part of the 21st CCLC program and specific information about those classes is required as part of fiscal record keeping (including class name, timeframe, teacher name, dates, and any substitutes who will be paid if the teacher is out). If a site can meet those requirements using only the process of entering student attendance into the Student Information (SIS), then that is a decision the site can determine for themselves. Contact your assigned program specialist to determine if this decision is right for your site. Some sites user scanners and other devices to record daily attendance and those policies and procedures going forward should be made at the LEA level, recognizing that both recorded daily attendance and weekly upload through the SIS are still required and scanners may not be compatible with the SIS system.
Q: Will discipline be part of AZEDS upload?
A: 21st CCLC does not collect discipline data for 21st CCLC programs or for school-day incidents relating to 21st CCLC students. Any discipline data that is uploaded through AzEDS is part of other policies and procedures in place that are not related to the 21st CCLC program. Some 21st CCLC sites have discipline data as the data source for one of their youth development objectives for the grant and those sites will report on the objectives in their Site Evaluation without disclosing any raw (or disaggregated) data to 21st CCLC.
Q: How can outside vendors take attendance (FERPA) through our SIS?
A: These situations should be handled following district policies and procedures. Some outside vendors who do not have access to your Student Information (SIS) might take attendance on paper or in another fashion and have that data entered the SIS by a coordinator or data support person. Contact your district SIS manager to confirm if there are policies in place for such an occurrence.
Q: Do you have a Google doc or an ongoing list of other school offerings?
A: Currently an establish list is not available. Please reach out to your assigned specialist for class ideas.
Q: Do enrichment tutors need to turn in lesson plans for each meeting?
A: Activities paid through 21st CCLC are encouraged to have one of the following best practices: lesson plan, syllabus, program plan, or like written plan to identify why and how it meets grant objectives and goals.
Q: Do ALL Activities require a lesson plan?
A: Activities paid through 21st CCLC are encouraged to have one of the following best practices: lesson plan, syllabus, program plan, or like written plan to identify why and how it meets grant objectives and goals.
Q: Can you please share best practices for capturing family attendance?
A: Please visit the 21st CCLC Program Resources or You for Youth (Y4Y) website for suggested templates and tools.
Q: How much of the program time should be spent with on homework?
A: 21st CCLC objectives were written specifically with an outcome in mind. It is each grantees responsibility to identify how their programming activities will assist them in reaching their goals.
Q: How can Title I and 21st CCLC connect?
A: Grant activities may be collaborated (and are encouraged) with other federal, state, or local community programs. If activities support program objectives, collaboration with these funding sources promotes sustainability and alignment.
Q: Recruitment and Retention of Students/Staff
A: The You for Youth (Y4Y) website has numerous tools and resources related to recruitment and retention: https://y4y.ed.gov/tools/summer-learning-youth-recruitment-planner https://y4y.ed.gov/blog/intentional-recruitment-means-quality-staff <a href=”https://y4y.ed.gov/blog/three-tips-for-program-marketing” rel=”noopener” target=”_blank”>https://y4y.ed.gov/blog/three-tips-for-program-marketing
Q: Can we do a nutrition class with baking?
A: If a baking class aligns with your objectives, has been written into your budget and, follows district guidelines this would be an appropriate class offering. Please seek guidance from your specialist if more clarification is needed.
Q: How can I visit other 21st CCLC sites for ideas?
A: Please reach out to your assigned educational specialist
Q: How do you avoid awkwardness when families cannot attend events?
A: Growing capacity at home does not require families to attend events. Communication and education on how families can provide student support at home and their family role is encouraged. Please reference the Family Engagement Activities resource from the GLO training.
Q: Can family engagement objectives be changed?
A: If the site leadership and administration identify that their objectives need to be modified, please work with your assigned program specialist.
Q: Can we make up hours in additional weeks, we had not planned on using?
A: Grant requirements are listed in your approved application. Sites may always exceed what was approved. Please consult with your assigned program specialist with your specific need.
Q: Can you please post editable surveys for parents, students, sign-in sheets?
A: Please visit the 21st CCLC Program Resources or You for Youth (Y4Y) website for suggested templates and tools.
Q: Can I keep my grant information in an electronic format?
A: Yes. Please follow all retention record guidance and process.
21st CCLC Application FAQs
For assistance or more information about the 21st CCLC Grant application, please refer to the other tabs on the Application Information website. For any questions remaining after viewing the other tabs, contact the ADE 21st CCLC Staff at (602) 364-2349 or via email at [email protected].
Az EDS FAQs
Q: – Are there any new updates to AzEDS as of Dec. 1, 2018?
A: Thank you for your time and patience as we have worked to integrate our 21st CCLC student attendance into the AzEDS system.
Some issues have popped up that need to be addressed, specifically regarding 21st CCLC summer program attendance. ADE will be asking vendors to make the necessary product changes. Vendors will be asked to have their 21st CCLC components in place by January 1, 2019.
All of your 21st CCLC student attendance data will still need to be entered into the SIS by the end of the program year (May 2019).
What does this mean for you?
• FALL ATTENDANCE. Continue entering fall 21st CCLC attendance data into your Student Information System (SIS) as usual.
• Product changes should have no effect on fall attendance structures.
• SUMMER ATTENDANCE. Summer 21st CCLC attendance that is already entered into your SIS should remain in place while vendors make adjustments to how this information is submitted to ADE.
Note: Work with your vendor if any adjustments to summer information are required.
• If you are receiving integrity errors about your summer data and are concerned that you need to delete 21st CCLC data in order to remove these errors, work with your vendor to determine what data should be uploaded to ADE in order to preserve the data entry work you’ve already done.
For this year only:
All Participation data for the Annual Performance Report (APR) will need to be collected in the old manner- via the 21st CCLC APR Data Collection Template, including for Summer 2018.
• We had hoped to be ready to take this step over for you in the 17-18 program year, but with the hiccups in getting Student Attendance uploaded, we’ve decided to have sites complete this portion of the APR one more year. We want to ensure sites get full credit for all of their hard work and that the Participation data submitted to the U.S. Dept of Education is as accurate as possible.
• Many sites already submitted their Summer 2018 APR Participation data via the 21st CCLC APR Data Collection Template located on the Required Reporting page http://www.azed.gov/21stcclc/required-reporting/ of our website under the Annual Performance Report (APR) dropdown.
•If you already submitted your Summer 2018 Participation data via the 21st CCLC APR Data Collection Template, you do not need to resubmit. We will reach out to you with questions related to what you submitted.
•If you have not, please resubmit your Summer 2018 21st CCLC APR Data Collection Template with the Participation section completed by the end of the day January 4, 2019.
If you have questions, please contact the 21st CCLC Inbox at [email protected].
Q: – Why are 21st CCLC data submissions causing ADM integrity errors?
A: 21st CCLC data submissions causing ADM integrity failures is a known issue and we are looking into it. We will send guidance once the analysis is complete. The School Finance October 2nd deadline for data capture has been delayed to October 12th as per School Finance guidelines. Below are the integrity rules that are failing due to 21st CCLC data:
10057 Reported enrollment overlaps with another enrollment
10081 Student must be withdrawn from prior enrollment before being readmitted
10124 Track is not Valid, Certified, ADE Approved
20002 Submitted readmission activity does not match the previous withdrawal activity code
50030 Student attendance submitted for 21st Century Community Learning Centers Cont-Yr4 is not within student program association Begin Date 6/4/2018 and End Date 6/21/2018.
If you have any other concerns, please reach out to [email protected].
Q: When are sites expected to have attendance for the 18-19 program year uploaded in AzEDS?
A: The deadline has been extended until September 28, 2018. By no later than this date, sites should have uploaded program year attendance to date, including Summer 2018 attendance and Fall 2018 attendance to date.
Q: Where can I find the LEA AzEDS Student Attendance Requirement Guidance – August 2018
A: 21st CCLC LEA AzEDS Guidance 8-3-18 (PDF)
Q: What information on AzEDS 21st CCLC attendance reporting was sent to our Student Information System developers?
A: Below is a link to the information on AzEDS 21st CCLC attendance reporting that was sent to Student Information System developers for sites with 21st CCLC grants: AzEDS API 4.0 Sandbox available for Vendors as of 1/31/2018
Q: What information was sent on AzEDS attendance reporting to 21st CCLC leaders for our grant?
A: Below is a link to the letter on AzEDS 21st CCLC attendance reporting that was sent to leaders of 21st CCLC grant programs: AzEDS 21st CCLC Data Collection Begins FY19
Q: Does the 21st CCLC daily attendance data that will be collected starting in FY19 in AzEDS serve any other purpose than reporting 21st CCLC attendance to ADE?
A: Yes, in your own Student Information System (SIS), the attendance reported will be viewable in real time by anyone with access to your SIS. This attendance data will enable ADE to answer many federal reporting questions connected to the attendance data, removing the burden of reporting federal student participation data from Arizona’s 21st CCLC sites. Additional reporting functionality in your SIS may be possible for your own SIS vendors to develop/provide for you, but that question is best answered in consultation with your SIS vendors.
Q: What start and end dates do we use on our 21st CCLC summer programs? Will AzEDS accept start dates before July 1, 2018 for FY19?
A: Reporting Year for 21st CCLC for FY19 is May 29, 2018 through May 27, 2019. AzEDS will accept any student attendance within these start and end dates, including attendance on weekends, holiday breaks, or national holidays.
Q: How do I enter student attendance for summer if we held summer school at a centralized location?
A: Students have to be associated with a 21st CCLC school when you enter their student attendance. These associations usually do not occur until after July 1 or at late as the academic fall term starting. Once this association has occurred, you can (back) enter attendance for the summer term, regardless of the physical location of the summer classes.
Q:What track number should we use for our 21st CCLC programs?
A: There are no tracks required for the 21st CCLC program and tracks will have no effect on 21st CCLC attendance submission.
Q: Are we reporting if a student is present? Or if they’re absent? Or both?
A:For 21st CCLC attendance, AzEDS uploads will require you to report if a student is present only. We will not track if students did not attend, only if they were present on a given attendance day.