Federal & State Regulations and Guidance
The 21st Century Community Learning Centers team focuses on assisting our Arizona grantees in building and sustaining comprehensive afterschool programs. In order to continuously provide better assistance, fiscal and programmatic grant tools have been compiled and made available on-line.
*A physical copy of the handbook will be provided during Arizona 21st CCLC Leadership Conference. This can also be provided upon request from your assigned program specialist.
21st CCLC Logo & Language Requirements
Mandatory language and logo is required, acknowledging that programming is being funded and supported through Arizona Department of Education’s 21st CCLC grants.
All publications such as:
- Registration forms
- Other printed materials used for your 21st CCLC program must include the Arizona 21st CCLC logo and language.
To save the 21st CCLC Logo, click on the link to enlarge, then right click on the image and select ‘Save picture as…’ Proceed to save image for site use. Or click on the link below and follow the same directions. If you are having difficulty
Written Language In addition to the AZ 21st CCLC logo, all publications for your 21st CCLC program should include one of the following options:
Option #1: The 21st Century Community Learning Centers afterschool program is funded by a federal grant from the U.S. Department of Education and administered by the Arizona Department of Education. For more information visit: http://www.azed.gov/21stcclc/
Option #2: The [insert your program name] afterschool program is funded by a 21st Century Community Learning Centers federal grant from the U.S. Department of Education and administered by the Arizona Department of Education. For more information visit: www.azed.gov/21stcclc
*An optional Spanish translation is available under 21st CCLC Program Resources under the COMMUNICATION drop down menu under Written Language- Spanish Translation (Optional)
Key Arizona stakeholders came together to identify the mission of 21st CCLC. It is not to replace the required AZ 21st CCLC Logo. It was created to give the community a visual related to the purpose of 21st CCLC.
Sites are encouraged, but not required to use this template:
- PowerPoint Presentations
Coding (Classifying Budget Expenditures Correctly)
Grant applicants and grantees should always consult with their own finance office and the continuously updated Chart of Accounts at the Arizona Auditor General site for Arizona School Districts or for Arizona Charter Schools for coding and classifying budget expenditures.
The 21st CCLC Guidance Handbook provides monitoring resources and guidance for the grantees to implement the required expectations of their grant. Throughout the duration of a grant cycle an official Compliance Monitoring visit will be scheduled with your assigned Education Program Specialist. Criteria for compliance expectations can be found in the 21st CCLC Handbook.
Below is the outline for the “21st CCLC Grant Program Expectations”.
- Direct Student Services
- Direct Family Services
- Safety and Transportation
- Equity and Access
- Fiscal Record Keeping
- Required Training and Professional Development
- Classroom Observations
- Continuing (Renewal) Application and Required Reporting
Fixed assets refer to equipment/property which are purchased for long-term use and are identified based off of 3 tests regardless of the dollar amount:
- Typically has a useful life of at least 1 year
- Typically repaired rather than replaced when worn or damaged
- “An independent unit that retains its original shape, appearance, and character with use and does not lose its identity through fabrication or incorporation into different or more complex substances”
All 3 tests must apply for districts to use the Capital Outlay codes in the Grants Management System.
The Capital Outlay Codes are: 6731-6739
Disclaimer for Charter Schools: Charters will use 6600 or 0190 depending on the unit cost. Contact your business office for additional guidance.
To avoid supplanting, fixed assets purchased with 21st CCLC funds may only be used outside of the regular school day, unless the assets are purchased on a cost shared basis proportional to the amount of use during whole day. Each program site should tag items purchased from 21st CCLC funding as “21st CCLC program property”, and should keep a Fixed Assets Log meeting the following guidelines:
- Each 21st CCLC site should prepare a detailed listing of these fixed assets that includes all equipment purchased for 21st CCLC use such as computers, printers, and similar items that pass all 3 tests mentioned above
- The Fixed Assets Log should include the date logged, date purchased, item name/description, cost, property identification tag, and location (see the example below)
- Fixed Assets Logs are kept for 21st CCLC fixed assets until the end of the grant, at which time the items may be used to continue to support activities at the school site for which the funding was awarded
Note: The purpose of a Fixed Assets Log is to track the location and use of equipment used in the 21st CCLC Program. The Capital Outlay Worksheet (C.O.W.) is required when an LEA budgets in the capital codes within the Funding Application in the Grants Management System.
The following is an example of a Fixed Asset Log which may be used in 21st CCLC programs:
21st CCLC Fixed Assets Log – For items lasting more than 1 year (or at the expenditure level which your district considers items to be fixed assets and including such items as computers and printers)
|Date Logged||Date of Purchase||Item Name/Description*||Cost||Property ID Tag #||Storage/Use Location*|
|11/11/16||10/8/16||Item Name (Brand and model||$731.00||Item #0001 (2016)||English/Yearbook room locked supply storage|
*Note: Each item must be logged separately.
Property Tag Example:
Monthly Expenditures Spreadsheet
Each site is expected to provide a monthly spreadsheet that identifies expenditures by budget line with current balance. Information on spreadsheet must show vendor name and/or employee name with dollar amount. Monthly Expenditure Spreadsheet should be available from the District Business Office. All expenditures must be approved in awarded grant budget prior to incurring expense. 21st CCLC Site Coordinator should keep track of all expenditures charged to the grant by budget line and be aware of current balances.
Reimbursement Requests should be made on a regular basis. Contact the Grants Management Team for additional guidance. The Grants Management Team can be reached by email at [email protected] or by calling the hotline:
Grants Management Hotline – 602.542.3901
- Technical Support and Training Assistance – Option 1
- Fiscal Questions (CRs and RRs) – Option 2
- Fiscal Monitoring – Option 3
Below is a template of a spreadsheet that can be used for tracking expenses. You can also contact your business office for an expense tracking template currently being used in your organization.
Payroll/Attendance/Time & Effort
Payroll, attendance, and Time and Effort recording are part of grant compliance for each awarded site. During an announced or unannounced visit, sites should have the following items available for review:
- Provide copies of timesheets for each employee paid out of the grant by pay period.
- Employee timesheets should be completely filled out including dates (month/day/year) with proper signatures.
- Employees paid by stipend must attach back-up documentation which shows dates, actual hours worked and services performed during time period.
- Employee timesheets should match agency hiring forms.
- Attach copies of student attendance rosters, by class, to each corresponding timesheet.
- Student attendance rosters must include: Class Name, Teacher Name, Student Name and Dates of Class (month/day/year).
- Student attendance rosters must be kept current by class.
- If a substitute teacher is needed, their name should be recorded on the attendance roster.
- For annual reporting purposes, student level data will be required for each attendee.
- Attach copies of Time and Effort logs for each employee paid out of the grant to the corresponding timesheet and attendance sheets. For more information regarding Time and Effort reporting guidelines, please see the Time and Effort reporting section below.
- Refer to your district auditor for additional guidance on Time and Effort reporting.
Transitions in district and site leadership happens. The Arizona 21st CCLC team has created documentation to assist with this leadership changeover. The following documents are intended to assist with the actions and communication needed to ensure a seamless change in leadership.
21st CCLC expenditures are expected to follow fiscal and site business office practices. During an announced or unannounced site visit the following items should be available for review:
- Provide a copy of any contracts for purchased professional services.
- Provide copies of all purchase orders with dates, proper signatures and copies of itemized receipts attached.
- Provide copies of purchase orders for purchased services with a copy of the paid invoice attached that shows actual services rendered and payment.
- 21st CCLC Site Coordinator should review and approve all expenditures prior to processing.
Record Keeping Requirements
Upon an announced or unannounced site visit, ADE will request to see the following required records from the site. Records need to be kept site specific. New Fiscal Record binders are to be created and updated each fiscal year of the program.
Grantees are required to have the following documents organized in a binder for each year of the program and available for site visits. Below is the outline of 21st CCLC grant program expectations found in the handbook.
- Program at a Glance
- Summary of Classes
- Site Evaluation Report
- Program Schedule
- Current Attendance Records
- Lesson Plan, Curriculum Overview
- Monthly Expenditures
- Purchase Orders/Receipts
- Time sheets, Time and Effort logs, Daily Attendance rosters for each Class
- Fixed Assets (Capital Item log)
Safe and Healthy Environments
All the State’s awarded programs must provide for a safe and healthy learning environment by ensuring that the following components are incorporated in their applications and program implementation:
- Healthy food. Provide child nutrition programs including after school snack and summer meals. Most of Arizona 21st CCLC programs also offer free breakfast as part of their program and evening meals are increasingly being offered as well.
- Safe transportation from school or an alternative program site if that is part of the program.
- Students are served in an easily accessible environment.
- Site administrator and site coordinator must jointly develop a plan of action for safety and communication relevant to their student needs and community.
The Arizona 21st CCLC team has created a framework to assist program leaders and their community to better understand academic policy, support, and examples of successful programs. (Click thumbnail for full Safe & Healthy Environment Frameworks)
Safe & Easily Accessible Facilities
Sites must provide assurance that the program is taking place in a safe and easily accessible facility.
In FY20, LEA’s or Site’s will adapt an existing Emergency Operation Plan, or develop a new one if necessary, as a 21st CCLC Program Basic Emergency Plan document for the program site. If needed, a sample 21st CCLC Program Basic Emergency Plan template is found below.
The deadline for completing the program site’s 21st CCLC Program Basic Emergency Plan is prior to the start of the program in the fall of each year. This Plan must be made available, along with any supporting documentation, to the assigned Program Specialist. Please contact the Specialist with any questions and/or technical assistance needed.
*Note: Beginning FY21, the 21st CCLC Program Basic Emergency Plan document will be a compliance requirement for all sites. Any updates made throughout the year should be communicated to your Specialist through the Annual Verification Checklist for the 21st CCLC Site Leaders, due at the end of each year.
Examples of Evidence may include: Safety logs/plans, reports, original awarded 21st CCLC application, attendance records and emails.
- Procedures are in place during the 21st CCLC program to include:
- Fire Drills
- Evacuation Drills
- Lockdown Drills
- Sign-in and Sign-out Sheets
- Services are provided in a secure and safe location
- Secured campus to ensure safety – such as monitored or secured entrance and exit
- Established Accessibility
- Established procedures for tracking students during the program hours
- Available during Program Hours:
- Attendance Sheets
- Sign-in & Sign-out Sheets
- Available for Program Year:
- Communication Log
- Attendance Sheets
- Established method for parent/guardian to reach 21st CCLC staff during program hours
- Available during Program Hours:
- Transportation and Transitions
- Procedures have been established for safe transportation of students between school, 21st CCLC site and home
- Procedures have been established for transition of students from the regular school day the program to the 21st CCLC program
Snacks & Summer Food Requirements
Arizona’s 21st CCLC Department of Education supports the efforts of federal school nutrition programs that can assist centers with providing snacks or meals for out-of-school time. Centers must provide snacks that meet the federal nutrition guidelines for after school care snack programs. All 21st CCLC sites are responsible for offering snacks and applying for reimbursement programs that provide students afterschool snacks and summer meals during the 21st CCLC summer program that meet USDA nutrition guidelines. Offering breakfast and evening meals through these programs is encouraged.
Reimbursement for snacks are available to eligible programs that apply and follow federal guidelines. Arizona’s Health and Nutrition services can support 21st CCLC grant sites with this process. Food Banks across Arizona can also partner with a site to aid in offering federal child nutrition meal programs.
Why are afterschool snacks and summer food programs important?
- “Though many of us may not realize the grave disparities that exist in our own communities, people struggle with hunger in every county and congressional district in Arizona. They could be our neighbors, kids in our children’s classes – the possibilities go on.”- Feeding America
- “Afterschool programs can—and do—play an important role in providing children access to nutritious meals.” – Afterschool Alliance
- “Research shows how food insecurity and hunger can harm the health and educational outcomes of children.”- American Psychological Association
Programs must establish a plan for the transportation of grant participants that clearly demonstrates procedures as described in the LEA Site original approved grant application and follows the LEA’s transportation procedures.
Example: student walker, parent pick-up, and bus transportation.
- It is the fiduciary responsibility of the LEA to avoid supplanting with student transportation costs.
- Transportation cost billed to the 21st CCLC grant should not exceed 4% of the annual budget when deemed necessary.
- For additional questions related to transportation, please communicate with your assigned Program Specialist.
- 21st CCLC Program Basic Emergency Plan Template (PDF)
- After School Transportation Template (PDF)
- Arizona Department of Education – Title IV-A – The purpose of the Title IV-A Student Support and Academic Enrichment (SSAE) grant is to improve students’ academic achievement by increasing the capacity of States, local educational agencies, schools, and local communities to provide all students with access to a well-rounded education, improve school conditions for student learning, and improve the use of technology in order to improve the academic achievement and digital literacy of all students. (ESSA Sec.4101)
- The National Lunch Program (NSLP) offers reimbursement to help Local Education Agencies (LEAs) serve snacks to children in Afterschool Care, or extended school day activities aimed at promoting the health and wellbeing of children and youth. To participate in the ASCSP, schools must complete Section 10, Afterschool Care Snack Programs, on the site application in CNPWeb. You can also visit the USDA’s Afterschool Snack page or contact Arizona’s Health and Nutrition services for additional information.
- The At- Risk Afterschool Program is a federally funded meal program that is organized in safe and structured after school environments. This program provides opportunities to educational entities and community centers/organizations for offering healthy meals and snacks to children and young adults in low-income areas. Learn more about the At-Risk Afterschool Meals Program.
- How to participate in the At- Risk Afterschool Meals Component of CACFP
- Community Food Bank of Southern Arizona
- Mary’s Food Bank Alliance – Children’s Feeding Programs.
- United Food Bank – Kids Café
Time and Effort Reporting
The Federal Government (U.S. Office of Management and Budget (OMB) Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments) requires all employees, including teachers, paraprofessionals, and other staff that are paid with federal funds to document the time and effort they spend within the program. The portion of the federally paid salary should be reflective of the actual activity, not budgeted, the individual has put forth for that federal program. Time and Effort reporting is required when any part of an individual’s salary is charged to a federal program or used as match for a federal program. (See Circular No. A-87.8. Compensation for personal services) Federal regulation requires that any salaries and benefits charged to a federal award(s) must be based on documentation that meets the following criteria in order to be allowable charges to the awards(s):
- The employee’s time must be documented in writing.
- The documentation should reflect the actual time spent by the employee on activities of the federal program(s) being charged.
- The period covered by the documentation may not exceed one month unless an approved substitute system is in place.
- The documentation should account for each employee’s time for the period covered (including state/local activities).
- The documentation must be signed by the employee and the employee’s supervisor. This requirement applies to all federal awards and sub-awards, including those received directly from the federal government, unless specifically exempted by the Office of Management and Budget (OMB).
Time and Effort Weekly Log (Template #1)
Time and Effort Weekly Log (Template #2)
Time and Effort Monthly Log (Template #3)
*Refer to LEA auditor for additional guidance on Time and Effort reporting.
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.