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.
On this page is guidance on completing the federally required Annual Performance Report (APR), including regularly updated guidance on the new Government Performance Results Act (GPRA) measures that are reported in the APR.
The 21st CCLC 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.
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.
Site Evaluation - Annually
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.
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 calendar above for the 21st CCLC due date.
Summary of Classes Report - Bi-Annually
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 calendar above for the 21st CCLC due date.
Student Attendance & SIS FAQ's
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.
Continuing Applications for 21st Century Community Learning Centers include the following:
The projected budget for the next fiscal. Before submitting the 21st CCLC application, applicants MUST contact their Finance & Accounting Office for guidance on developing the budget and for information on the most current budget coding. In addition, 21st CCLC applicants MUST consult their Human Resources Office for guidance on Salary Placement Schedules and Hiring Procedures.
Minor changes in the grant program operation may be requested for approval. This can include programmatic changes and budgetary changes but must honor the integrity and intent of the original awarded grant proposal. Any changes must receive preapproval from assigned program specialist.
FY22 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 2022 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 FY22 Continuing Application will be available in the Grants Management System on March 1, 2021.
*See the calendar above for the 21st CCLC due date
Application Revisions
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.
Revisions can be submitted for either budgetary or programmatic changes, or for both.
Revisions must be approved by ADE prior to any change in expenditure of funds.
Revisions must honor the integrity and intent of the original awarded grant proposal.
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 calendar above for the 21st CCLC due date.
Completion Report - Annually
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.)
*Completion Report is always due 90 days after the end of the fiscal year.
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 calendar above for the 21st CCLC due date.
NEW! Starting with the 2021-2022 school year, all 21st CCLC Monitoring & Required Reporting documents for Year 1 sites will be collected in the EMAC - Educational Monitoring , Assistance & Compliance system (an application in ADE Connect).
EMAC User Guides
Below are EMAC Guides for Submitting 21st CCLC Program At-A-Glance in EMAC. These are dependent on the user role you have been granted in EMAC.
EMAC in ADE Connect Access- PDF - As 21st CCLC transitions to collecting state and federal required reporting in the Educational Monitoring, Assistance, and Compliance (EMAC) system, it is important for any person responsible for 21st CCLC documentation and report submission has access to EMAC through ADE Connect. This resource will provide you with the steps you will need to follow in order to gain access to EMAC to be able to submit 21st CCLC Required Reporting.
EMAC Administrator Guide – Guide for EMAC Administrators on how to add staff to EMAC in ADE Connect and assign staff to EMAC monitoring programs
21st CCLC Summary of Classes Report EMAC Monitoring Program Virtual Training Series
Getting Started in EMAC for the 21st CCLC Summary of Classes Report
The Getting Started in EMAC for the 21st CCLC Summary of Classes Report virtual training is for 21st CCLC Cycle 17 Year 1 site program leaders who arenew to EMAC. All staff responsible for submitting the required Summary of Classes report for a Year 1 site will need to be assigned to the 21st CCLC Summary of Classes Report Monitoring Program in EMAC no later than December 6, 2021.
This training will provide:
Information to get assigned to the EMAC 21st CCLC Summary of Classes Report Monitoring Program
The 21st CCLC Summary of Classes Report in EMAC 101 virtual training is for all 21st CCLC Cycle 17 Year 1site program leaders.
This training will provide the information you need to understand and complete the content for the 21st CCLC Summary of Classes Report in the EMAC Monitoring Program.
Several optional 21st CCLC EMAC Summary of Classes Office Hours will be held to provide 21st CCLC Year 1 site leaders with technical assistance in submitting their Summary of Classes Report in the EMAC system. These office hours are not trainings, but rather an opportunity to drop in and ask any questions you have about navigating EMAC or completing the Summary of Classes report.
This 21st CCLC EMAC 101 virtual training is for 21st CCLC Year 1 site leaders NEW to using the EMAC application. It will assist site leadership in accessing EMAC in order to complete the monitoring and reporting requirements for the 21st CCLC in EMAC.
This 21st CCLC EMAC PAG virtual training is for all 21st CCLCYear 1 site leaders who are responsible for submitting Required Reporting documentation to their assigned 21st CCLC Education Program Specialist. This training provides the steps on how to upload the completed Program At-A-Glance (PAG) in EMAC. If you are new to using the EMAC system, it is recommended that you view the 21st CCLC EMAC 101 virtual training prior to viewing this EMAC PAG training.
21st CCLC Site Compliance Visit EMAC Monitoring Program Virtual Training
This 21st CCLC Site Compliance Visit EMAC Monitoring Program Virtual Training is for 21st CCLC Cycle 17 Year 1 site program leaders to train them in utilizing EMAC to submit requested documentation/evidence to their 21st CCLC Program Specialist prior to, during, and after a Site Compliance Visit.
This training will provide:
Information to get assigned to the EMAC 21st CCLC Site Compliance Visit Monitoring Program
An overview of the Data Collection Tasks related to the 21st Site Compliance Visit Monitoring Program
Steps to complete Online Forms and Document Uploads for Data Collection Tasks in EMAC
Below are supplemental guides that provide EMAC users with information specific to this 21st CCLC Site Compliance Visit monitoring program. These are dependent on the user role you have been granted in EMAC.
We are pleased to announce NASA has partnered with 10 Arizona schools within their 21st CCLC programs to help students learn about careers in science, technology, engineering and math (STEM).
