LEAs and the appropriately assigned departments shall prepare and submit all reports required by the Arizona Department of Education in a timely and accurate manner.
*Printable Required Reporting Calendar (PDF)
*21st CCLC Instructions for End of Year Reporting in Spring 2020 during COVID-19
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: www.azed.gov/21stcclc/
The US Education Department (ED) requires all 21st CCLC grantees to enter Summer, Fall and Spring Term data for submission to the U.S. Congress. The data collection template is provided by the ADE.
Click here: 21st CCLC APR Data Collection Template and Guidance FY 21 *SUMMER & FALL*
Click here: 21st CCLC APR Data Collection Template and Guidance FY 21 *SPRING*
Teacher Reported Survey
Administration of the Teacher Reported Survey is a required element of the APR. Teacher Reported Surveys must be administered for every student identified as a regular attendee (participated 30 days or more). Select the student’s regular school day teacher to complete the survey.
Every awarded grant is required to report on the following two questions:
Did the student:
Each LEA may administer the survey using their own preferred method (online or paper format).
For more information related to survey requirements and recommendations reference page 21 in the 21stCCLC APR Data Collection Template and Guidance 19-20.
For any questions not answered by the guidance above contact Kim Logan at [email protected] or (520)770-3763
Application Revisions are completed online in the ADE Grants Management system ADE Connects system at https://gme.azed.gov/.
An application revision is a request for a change in the approved grant application. See the table above for the last day for annual application revisions.
All 21st CCLC grantees’ fiscal officers are highly encouraged to submit an annual Completion Report on the actual expenditures for the grant within 60 days of the project fiscal end date. 21st CCLC funds are not allowed to be carried over from one fiscal year to the next. (The 21st CCLC grant is on a July 1 – June 30 fiscal year.)
*See the table above for the 21st CCLC due date.
Continuing Applications for 21st Century Community Learning Centers include the following:
FY21 Continuing Application See the links below for Continuing Application guidance and a Word version of the Continuing Application that can be used to build the application prior to entering it online for the Fiscal Year 2021 Continuing Application in Grants Management Enterprise (GME):
Note: Once the Continuing Application is approved, reimbursement payments can be processed after the start of the fiscal year and in accordance with the requested budget. 21st CCLC funds are not allowed to be carried over from one fiscal year to the next.
The FY21 Continuing Application will be available in the Grants Management System on March 1, 2021.
*See the table above for the 21st CCLC due date
21st CCLC Program At-A-Glance
The Program At-A-Glance form is completed by the grant site by September 1 of each year. This communication template is an overview of the program objectives from the originally awarded grant application.* This document should be kept readily available with the required records. Sites are encouraged to use this as a tool to communicate with stakeholders the purpose and objective of the 21st CCLC grant in user-friendly template.
*Any changes from the original application must be approved by ADE in GME before they become official.
21st CCLC Program At-A-Glance 2020-2021 Template (PDF)
The tool should be reviewed and updated annually for minor revisions and submitted to your 21st CCLC program specialist by the due date on the chart above.
Fiscal Agents must submit reimbursement requests on a regular basis.
Additional information regarding Reimbursement Requests are located in the Grants Management Resource Library > GME User Reference Guides > Reimbursement Requests. https://gme.azed.gov/DocumentLibrary/Default.aspx?ccipSessionKey=636675359669599699
For additional questions 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
*See the table above for the 21st CCLC due date.
All Arizona 21st CCLC grantees must submit an annual Site Evaluation Report which assesses their own compliance with grant requirements and the strength of their programs’ impact on their own 21st CCLC grant objectives. Results should be made available to the public upon request.
Site Evaluation Documents Program Year 2019-2020
Optional - The Site Evaluation template can be used as a continuous improvement planning tool to monitor and discuss progress on grant objectives throughout the year in preparation for the Site Evaluation Report.
*See the table above for the 21st CCLC due date.
All Arizona 21st CCLC grantees must submit a Summary of Classes Report twice a year by email to their ADE 21st CCLC program specialist. This Report provides a snapshot of recent 21st CCLC activities and the number of students served using the report template and guidance provided in the link below.
*See the table above for the 21st CCLC due date.
21st CCLC student level daily attendance data is entered into each site’s Student Information System (SIS), the same system school sites use to report school day attendance. This data is submitted through the SIS into the AzEDS system, NOT SENT VIA EMAIL. Sending student level data via email is a violation of FERPA.
1. Question: What are the requirements of entering Student Program Attendance for 21st CCLC?
Answer: 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 CCLC Inbox at [email protected].
Answer: The attendance dates for the 2020-2021 21st CCLC Program Year are May 26, 2020 through May 31, 2021. For 2021-2022, the dates are June 1, 2021 through May 30, 2022.
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.
3. Question: Where can I view what attendance ADE has for my 21st CCLC program?
Answer: ADE has created two reports about the 21st CCLC student attendance data that is uploaded to AzEDS. Both post-integrity reports can be found in ADEConnect - AzEDS Portal- Reports - Support Program. The CCLC20 report gives student specific information about the number of days a student has attended, by school. The CCLC15 report gives aggregate attendance counts by site for all regular attendees, viewable by LEA. 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.”
Answer: 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.
5. Question: How do I enter student attendance for summer if we held summer school at a centralized location?
Answer: 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.
6. Question: Does 21st CCLC student attendance need to be attached to a specific calendar? What dates can we use for that?
Answer: 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.
7. Question: What track number should we use for our 21st CCLC programs?
Answer: 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.
8. Question: Are we reporting if a student is present? Or if they’re absent? Or both?
Answer: 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.
9. Question: What information on AzEDS 21st CCLC attendance reporting was sent to our Student Information System developers?
Answer: 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
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.
