You are here: Home / Reports

Reports

Grantees shall prepare and submit all reports required by the Department in a timely and accurate manner.

 

Required Reports:

    • Annual Performance Report (APR)
    • Grantee Profile
    • 21st CCLC Site Evaluation Report
    • 21st CCLC Students Attendance Database
    • Summary of Classes Offered Report
    • Completion Report
    • Renewal Application

 

Due Dates:

Grant Accountability Dates FY12 (print ready)

January 27, 2012 Summary of Classes Report
April 2, 2012 Last day for Amendments
June 8, 2012 Grants Management -  Renewal Application
June 29, 2012 Summary of Classes Report
August 10, 2012   PPICS – Annual Performance Report (APR) for FY12
August 10, 2012 Site Evaluation Report for FY12
August 10, 2012   Student Attendance Database for FY12
September 28, 2012 Grants Management -  Completion Report for FY12

                  

Profile and Performance Information Collection System (PPICS)

The PPICS is a Web-based data collection system which collects required federal reporting information for the US Department of Education (ED) from all 21st CCLC programs.   
 

Annual Performance Report (APR)

The purpose of entering data on the PPICS system, including the Annual Performance Report (APR), is to keep your site in compliance with federal reporting requirements. The data also supports evaluation, sustainability, continuous improvement and compliance monitoring.

 

Grantee Profile

The data entered in the Grantee Profile should reflect your current program. It is important that the Grantee review it once a year to make sure that the information is accurate and up-to-date.

                 

ADE 21st CCLC Office (submit to assigned Education Program Specialist)

                        

Site Evaluation Report

The evaluation report serves as an annual evaluation for grantees to assess their progress toward achieving their goals of providing high quality opportunities for academic enrichment. In addition, grantees should use their results to strengthen program or activities, and to refine performance measures. Results should be made available to the public upon request.
 

 Additional Tools:

 

Student Attendance Database

This requirement will necessitate grantees to submit a data base to the Arizona Department of Education which includes the SAIS ID and number of days attended. This will be required for all students who participated at least one day in the program. Data will be used for State Level Evaluation and for cross reference of the Annual Performance Report.

 1. Columns A-E [labeled SAIS ID, Student Last Name, Student First Name, Grade (K-12), Total Number of Days Attended] must be submitted via email to your ADE 21st CCLC program specialist as your Student Attendance Database report to ADE.

 2.  Columns G – Z will be required data in the federal APR online in PPICS.  (AIMS Data will NOT be collected on the APR this year)

* Please note that column F titled, “Attendee ID” is NOT completed by grantees. This section is populated by PPICS with dummy numbers for the APR.

 * The second tab of the spreadsheet (found at the bottom of the Student Attendance Database spreadsheet) provides additional instructions on the use of the spreadsheet.

*  The third tab of the spreadsheet should NOT be altered, as the data on the third tab is used for spreadsheet functionality.

                             

Summary of Classes Offered Report

This spreadsheet provides ADE staff with a snapshot of what classes are being offered and the number of students that are being served. It enables ADE staff to provide technical assistance throughout the year to grantees that may need additional guidance instead of waiting to receive data at the end of the year in the APR.

Change to Form!! 

This year there is a slight change to the form.  Instead of completing separate forms for the Fall, Spring and Summer classes, the form is now set up as a continuous summary of classes form, meaning you will use one form per site for the entire fiscal year (July 1, 2011-June 30, 2012).  Please contact your program specialist if you have any questions regarding the new form. 

                          

Grants Management Enterprise (GME) System

Through this system, you will report:

Amendments (both budgetary and programmatic) – as needed

An amendment is a request for a change in the original grant application.  It can be for a fiscal change or a programmatic change or both.  In general terms, amendments must honor the original integrity and intent of the awarded grant proposal.  Last day to submit amendments is early April.  (Check with GME for exact date)

Cash Management Reports - monthly ongoing

This is a report used to submit required information showing the amount of federal project monies on hand on the report date.  A monthly report is required for all federal projects and all budget totals, and must be submitted the 1st through the 18th of every month.

Completion Report - yearly

This is a yearly report of the actual expenditures for a grant/project and is required for all grants/projects.

Renewal Application - yearly

This application provides user access to enter and submit minor changes in the grant from year to year operation.  This can include programmatic changes and budgetary changes but must honor the original integrity and intent of the awarded grant proposal.  This application asks for some performance data to determine if full funding is to be awarded in the next school year cycle.  In addition, this allows the applicant to access payments in accordance with the schedule requested.

 

Contact Information

21st CCLC Unit
Arizona Department of Education
1535 West Jefferson Street, Bin #14
Phoenix, Arizona 85007
Tel: 602-364-2349
Fax: 602-364-1938
Director: Cindy Trejo