FAQ's Attendance & Required Reporting
This section is a host for questions and answers from the field related to 21st Century Community Learning Centers Required Reporting process for SIS and Student Attendance.
1. What are the requirements of entering Student Program Attendance for 21st CCLC?
All 21st CCLC student attendance data is required to be entered in each site’s SIS and uploaded to ADE via AzEDS. This includes attendance from summer, fall, and spring terms. For more information, please contact the 21st Data CCLC Inbox at [email protected].
2. I am new to 21st CCLC and the Student Program Attendance requirement, where do I start?
The first thing any new 21st CCLC leader should do for 21st CCLC attendance is connect with the district Student Information System (SIS) manager and/or team. Knowing which vendor your district uses (there are about 15 that currently work with AzEDS) and how that particular vendor handles 21st CCLC data will help you learn which areas to focus on and which questions to ask.
You should also determine who will be responsible for each aspect of 21st CCLC attendance- taking attendance, collecting, attendance, entering attendance into the SIS, uploading to AzEDS, checking for accurate data in AzEDS, and troubleshooting any integrity errors or other issues with data before the due dates. Each district will determine who is responsible for these among themselves but we highly recommend that this be a formal discussion with agreed upon roles so that it is clear what your role will be.
After reviewing these FAQs and all 21st CCLC Student Program Attendance documentation, reach out to us at the Data Inbox if you have additional questions. [email protected].
3. What start and end dates do we use on our 21st CCLC summer programs? Will AzEDS accept start dates before July 1?
| SIS Fiscal YEar | start Date | End Date |
|---|---|---|
| FY21 | 05-26-2020 | 05-31-2021 |
| FY22 | 05-26-2021 | 05-31-2022 |
| FY23 | 05-23-2022 | 05-25-2023 |
| Ongoing | 05-23-20xx | 05-25-20xx |
AzEDS will accept any student attendance in the SIS year within these start and end dates, including attendance on weekends, holiday breaks, national holidays, and before July 1. The 21st CCLC Program Association tells AzEDS to allow attendance collection to cross the usual July 1 barrier. Since students need to have a main enrollment for the year in order to be attached to the 21st CCLC program, attendance from summer school (or any activity held before the first day of school) may have to be back entered once the school year has started, depending on the vendor. Traditionally, a student’s main enrollment at a school does not start until the first day of school.
4. Where can I view what attendance ADE has for my 21st CCLC program?
ADE has several reports about the 21st CCLC student attendance data that is uploaded to AzEDS, both pre and post integrity. All reports can be found in ADEConnect > AzEDS Portal > Reports > Support Program.
Pre-integrity: These reports will give information about what data has been sent to AzEDS and will appear within a few minutes of the transaction completing.
- SUPP10- The SUPP10 will provide information on what Support Program data has been submitted for students. In the case of 21st CCLC, all Program Association dates sent to AzEDS will display in the SUPP10
- CCLC10- The CCLC10 will provide all 21st CCLC Student Program Attendance that has been submitted to AzEDS, including dates of attendance and attendance start and end times.
Post-integrity: These reports will give information about what has been send to AzEDS and passed the integrity rules applied to AzEDS and 21st CCLC data.
21st CCLC has four integrity rules:
| Integrity rule | meaning: |
|---|---|
| -50028 | Student failed integrity because 21st CCLC program attendance was submitted without a 21st CCLC program association |
| -50029 | Student failed integrity because the submitted 21st CCLC program association dates are not within the allowable range for the year |
| -50030 | Student failed integrity because one or more 21st CCLC program attendance events was submitted with a date that was not inside the submitted 21st CCLC program association dates |
| -50031 | Student failed integrity because one or more 21st CCLC program attendance events are missing a begin/end time for the attendance event |
- CCLC20- The CCLC20 report gives student specific information about the number of days and hours a student has attended, by school.
- CCLC15- The CCLC15 report gives aggregate attendance counts in various attendance bands (including regular attendees) by school, viewable by LEA.
Additional reports related to Activity Data reporting will be developed and released in FY23.
If you do not have access to the AzEDS Portal, contact your Entity Administrator and ask to be given access as “AzEDS Data Coordinator - Support Program Reports.”
5. Does the 21st CCLC daily attendance data that will be collected in AzEDS serve any other purpose than reporting 21st CCLC attendance to ADE?
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.
6. How do I enter student attendance for summer if we held summer school at a centralized location?
Students have to have a main enrollment at a 21st CCLC school when you enter their student attendance. Once this association has occurred, you can (back) enter attendance for the summer term, regardless of the physical location of the summer classes.
7. Does 21st CCLC student attendance need to be attached to a specific calendar? What dates can we use for that?
ADE does not require a calendar for 21st CCLC student attendance. HOWEVER, your SIS vendor may require all attendance to be a part of a calendar. Please contact your SIS vendor for more guidance.
8. What track number should we use for our 21st CCLC programs?
There are no tracks required for the 21st CCLC program and tracks will have no effect on 21st CCLC attendance submission. If your vendor requires a track, please contact them for guidance.
9. Are we reporting if a student is present? Or if they’re absent? Or both?
For 21st CCLC attendance, you are asked to report if a student is present. We will not use data uploaded from students who did not attend or were absent, only if they were present on a given attendance day.
10. What information on AzEDS 21st CCLC attendance reporting was sent to our Student Information System developers?
Here is a link to the information on AzEDS for Developers page of the ADE website where information for the current year can be found under the Use Case Scenarios drop down. https://www.azed.gov/information-technology/azeds/developers
11. How often is student attendance required to upload to ADE?
Student attendance uploaded to AzEDS by SIS minimum weekly.
12. How do we report hours as part of the federal reporting requirements, starting in Summer 2021?
Student Attendance will now be required to report using begin/end times for all attendance events
- Both the attendance date and begin/end times required in upload.
- No rounding on begin/end times (if it ran 3:50-4:10, use those as begin/end times)
- “Hours” of attendance are calculated by ADE in reporting, visible by student in the CCLC20 report.
13. How do we account for a student who leaves early or comes into a class late?
Report hours accurate to when the student was present.
14. Will 21st CCLC program names stay the same for FY23?
Yes. Starting in FY22 and going forward, there is only one 21st CCLC program name: 21st CCLC.
15. Are Exit Codes required?
Exit Codes are codes entered when a student leaves a 21st CCLC program. These are conditionally required. The 21st CCLC Exit Codes are as follows:
| code Value | Short description | description |
|---|---|---|
| CCLC01 | Reached 30 days of attendance and services no longer needed | Reached 30 day of attendance and services no longer needed |
| CCLC02 | Dropped from prgram due to lack of attendance | Dropped from program due to lack of attendance |
| CCLC03 | Participation ended in program | Participation ended in Program |
16. How do I get access to the AzEDS Portal?
All districts make decisions about who can access this data so contact your Entity Administrator to determine access. The permissions role of AzEDS Data Coordinator- Support Programs Reports should grant access to view 21st CCLC reports.
17. For FY23, are there any new data elements collected for 21st CCLC program attendance?
Yes. New in FY23, an Activity Type Descriptor is required for each attendance event.
18. What are the Activity Type Descriptor options and how do we decide which to select?
The below chart includes the AzEDS Activity Type Descriptor Code Value, definition, and possible examples. To determine which code should be selected for a class/activity, consult with the 21st CCLC program coordinator/director to ensure the activity selected aligns to each school’s program goals and requirements. For additional information about the APR requirements see the 21st CCLC APR Reporting Guide on the 21st CCLC Annual Performance Report page of the 21st CCLC website.
| Student activity Categories | Activity type description code value | definition | possible examples |
|---|---|---|---|
| Literacy Education | Activity 001 | Those activities that contributed to the development of reading and language arts skills and to the enjoyment of reading. | Reading tutoring, breakfast reading clubs, writing club, reader's theatre, Project LIT |
| Science, Technology, Engineering and Mathematics, including Computer Science | Activity 002 | Any classes that contributed to the development of science, technology, engineering, or mathematics skills, including any combined STEM classes. This includes all mathematics classes. In addition to traditional STEM classes, add the math classes you offered that align to the site’s approved math objective(s). | Math tutoring, coding classes, STEM club, robotics, Girls Who Code, 3D printing, Young Builders Club, gardening club |
| Academic Enrichment | Activity 003 | Classes or activities that provided academic enrichment, including academic classes not categorized under Literacy Education or STEM. | Mentoring, non reading/math tutoring, homework help, community service, Power Hour, Student Skills, Art History |
| Healthy and Active Lifestyle | Activity 004 | Those activities that engage students in a physical activity and/or cultivate the appreciation of a healthy and active lifestyle. | Martial arts, fitness class, cooking class, mountain bike club, yoga club, discing for kids, sports clubs, dance class, folklorico, gardening club |
| Cultural Programs | Activity 005 | Activities or classes that contributed to enhanced understanding of culture. | Cooking around the world, folklorico, foreign language, music, girls teaching girls, art history |
| Telecommunications and Technology Education | Activity 006 | Classes that contributed to the development of telecommunication and related technology skills. | Esports, Multimedia Club, Podcast/Movie Making, |
| Expanded Library Service Hours | Activity 007 | Activities that contributed to expanded access to library resources including time and personnel. | Expanded Library Time |
| Assistance to Students who have been Truant, Suspended, or Expelled | Activity 008 | Those activities/classes that target students with content related to truancy, suspension, expulsion. | Check- Club, Leadership Club, Truancy Prevention Camp |
| Drug and Violence Preventionand Counseling | Activity 009 | Those activities that promoted peaceful conflict resolution, that provided information about the dangers of drug use, or that provided socio-emotional counseling services. | MATforce, Horse therapy, grief group |
| Career Competencies and Career Readiness | Activity 010 | Those activities that prepare students to enroll and succeed in a credit bearing course at a postsecondary institution or a high-quality certificate program with a career pathway to future advancement. Include also classes that provide introduction to potential careers for all grade levels, career training or job prep. | FAFSA prep, AP course prep, CTE classes (see ADE CTE K-12 standards), Mechanic certification program |
| Well-rounded Education Activities, including credit recovery or attainment | Activity 011 | Courses, activities, and programming in subjects such as foreign languages, civics and government, economics, arts, history, geography, music, and any other subject with the purpose of providing all students access to an enriched curriculum and educational experience. | Credit recovery or attainment, volunteerism, community service, accelerated learning, Civics, economics geography, American history, Government, community involvement, Student Council, Arts and crafts,music, entrepreneurship |
| Services for Individuals with Disabilities | Activity 012 | Those activities designed to directly support students identified as individuals with disabilities, including students who have an IEP or 504. | Discuss with the Evaluation Specialist classes you think may fit here. |
| Activities for English Learners | Activity 013 | Those activities designed to directly support students classified as English learners. | Discuss with the Evaluation Specialist classes you think may fit here. |
19. Why are Activity Type Descriptors required information now with 21st CCLC program attendance?
Each 21st CCLC program is required to report on the federally required Annual Performance Report information about the Activities offered during the program year.
Each program must report:
- How many participants attended this Activity during the term (school year or summer)?
- How many total hours of this Activity did you offer during the term (school year or summer)?
In an effort to eliminate the burden that reporting these two federally required data elements completely and accurately places on schools and districts, 21st CCLC is collecting this data with program attendance so that ADE can calculate both responses for each school.
20. What is the updated guidance around 21st CCLC Summer program participation for Summer Withdrawals?
On 11-28-22, 21st CCLC released updated information with the AzEDS team related to 21st CCLC Summer program participation and Summer Withdrawal codes, highlighting where 21st CCLC program information needs to be maintained. Please see this document for additional information: 21st CCLC Summer Guidance
21. What is the updated Activities Code guidance for FY24?
Please refer to this document for updated activity code for FY24 FY24 21st CCLC AzEDS in Activities
