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.
NEW! Starting with the 2022-2023 school year, all 21st CCLC Monitoring & State Level Programmatic Reporting documents will be collected in the EMAC - Educational Monitoring , Assistance & Compliance system (an application in ADE Connect).
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.
Starting with the 2022-2023 Fiscal Year the Site Evaluation Report is now submitted in EMAC.
virtual Trainings
Session #1
Session #2
21st CCLC EMAC Site Evaluation Report Virtual Training Part 1
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 (SOC) Report twice a year via EMAC. This report provides a snapshot of recent 21st CCLC activities and the number of students served.
This report is submitted through EMAC, please refer to the EMAC Webpage for more guidance information on SOC reporting.
*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 the Nita M. Lowey 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.
FY24 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 2024 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 FY24 Continuing Application will be available in the Grants Management System on March 1, 2023.
Coding change for FY24 – Larger districts using an Internal Service Fund for services provided such as print shops, transportation services, and other service costs will no longer be able to combine those charges into 6500. The charges for those services can either be broken down by expense type into 6100, 6200, and 6600 or combined to 6885 with an approved Cost Allocation Plan submitted in GME. Please consult your Business Office for your districts internal costs process. Smaller districts and Charters can still separate out costs into the various object codes or look into the Cost Allocation Plan option. As always, consult your internal/external auditors for additional guidance.
*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.
Fiscal Agents must submit reimbursement requests on a regular basis.
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.
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).
