21 st Century Community Learning Centers Tim Glenn, Research Analyst Iowa Department of Education [email protected] 515.281.3506.

21st Century Community Learning Centers

Tim Glenn, Research AnalystIowa Department of Education

[email protected]

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21st CCLC-Profile and Performance Information Collection System

http://ppics.learningpt.org/ppics/home.asp

Collects data from 21st CCLC grantees:on progress made during preceding year

in meeting project objectiveswhat elements characterized center

operation during the reporting period - including student and adult populations served

that addresses the GPRA performance indicators for the 21st CCLC program

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Government Performance and Results Act of 1993 (GPRA)

1) Percentage of regular program participants whose math/English grades improved from fall to spring.

2) Percentage of regular program participants whose achievement test scores improve from not proficient to proficient or above on State assessments.

3) Percentage of regular program participants with teacher-reported improvement in homework completion and class participation.

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Government Performance and Results Act of 1993 (GPRA) cont.

4) Percentage of regular program participants with teacher-reported improvements in student behavior.

5) Percentage of 21st CCLC reporting emphasis in at least one core academic area.

6) Percentage of 21st CCLC offering enrichment and support activities in technology.

7) Percentage of 21st CCLC offering enrichment and support activities in other areas.

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TimelinesState deadline for APR completion and

certification entered into PPICS:

November 7, 2014

Reporting Period:◦Reporting interval: summer program + following school year Summer program 2014 will be reported in NEXT cycle, Nov. 2015

◦Grantees awarded in April 2014 will NOT report PPICS data this year.

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Grantee Responsibilities

As a 21st CCLC grantee, you will access PPICS to complete:• Grantee Profile for your program• Annual Performance Report (APR)

Home/Help Tab contain User Guides4/25/2014

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Another Helpful Resource

Links to user guides are located at top of Grantee Profile and APR page

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Grantee Reports

Also, grantees can view information entered into PPICS via preformatted online reports.

Grantees may also download their data to do their own data analysis.

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PPICSCollects basic information about 21st

CCLC programs◦Characteristics◦Outcomes

Access set up at state level, one per grant◦Grantee name◦Contact person◦Centers (as per grant agreement)

Login ID/password is emailed to contact person

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Select Grantee Profile tab

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Grantee Profile: Basic InfoMust be completed

before APR is started.

Partially set up at state level

Grantee provides: ◦ two- to three-sentence

description of the project, including any significant changes in circumstances, achievements, or barriers

◦ funding sources◦ web address (Optional)

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Grantee Profile: Objectives

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Grantee Profile: Objectives

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Grantee Profile: ObjectivesWhat do you intend to accomplish with

the funds?◦Reference your grant application◦Classify each objective

Improve Student Achievement Improve Student Behavior Reach Targeted Participation Levels in Core Educational Services Reach Targeted Participation Levels in Enrichment and Support

Activities Retain Participating Students Meet Planned Hours of Operation Offer a Particular Type of Activity or Service Foster Community Collaboration Facilitate the Social Development of Participating Students Provide a Safe and Secure Environment

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Save My Information

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Grantee Profile: PartnersInfo about community partners

◦Any organization other than the grantee that is actively contributing to the project

◦ Includes subcontractors (organizations under contract with you to provide grant-funded activities or services)

How does the partner contribute◦ Programming/Activity-Related Services◦ Goods/Materials◦ Volunteer Staffing◦ Paid Staffing◦ Evaluation Services◦ Funding/Raise Funds

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Grantee Profile: CentersPhysical location for grant-funded

servicesSpecified in your grant

agreement◦Filled in already by state.◦If disagree, contact me for follow-up.

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Grantee Profile: Center Info Center’s open hours for summer/school year

◦ weekdays before/during/after school, weekday evenings, weekends

◦ hours per week, number of weeks, days per week

Activities by categoryAcademic enrichment Academic improvement Mentoring

Career/job training Community service Youth leadership

Supplemental educational Recreational activities Limited English proficiency

Tutoring/homework help Family involvement/literacyTruant/expelled students

Expanded library hours Drug/violence counseling and character education

Activities by subject areaReading/literacy Science Mathematics

Arts/music education Cultural/social studies Entrepreneurial

Technology Health/nutrition

Anticipated population counts (students/adults) Grade levels

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Grantee Profile: CentersThere are three areas to enter

information for Centers:◦Center Info◦Prior Info◦Feeder Schools

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Grantee Profile: Centers

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Grantee Profile: Centers

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Grantee Profile: Centers

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Grantee Profile: Centers

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Grantee Profile: Centers Prior InfoDid the Center have out-of-school

time services prior to the 21st CCLC grant?

If yes,◦Length of time◦Type of activities◦Staffing

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Grantee Profile: Center’s Feeder SchoolsAny public or private school that

provides students to the 21st CCLCEach center MUST have at least one

feeder school◦If center is located in a school building,

probably is that building itself.

IMPORTANT: Set up the feeder schools BEFORE doing your APR.◦It’s easy to miss because the box is

checked.

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Feeder School Information

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ANNUAL PERFORMANCE REPORT

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Annual Performance Report (APR)Purposes of the APR

◦ to collect data from 21st CCLC grantees on progress made during the preceding year in meeting their project objectives

◦ to collect data on what elements characterized center operation during the reporting period, including the student and adult populations served

◦ to collect data that address the GPRA performance indicators for the 21st CCLC program Government Performance and Results Act

Report on “typical” attributes◦ NOT special, nonrecurring, or episodic events

Report on “regular” students (30 days or more)

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APR Iowa delegates input to Centers Objectives – From Grantee Profile

◦ To what extent did you accomplish what you intended to Partners

◦ What entities contributed, what was their contribution Centers

◦ Center location, hours of operation, activities provided, population served, impact data, etc.

Check marked: have complete APR◦ “complete” means that

have data in fields.◦ Exception reports◦ “Your APR” report

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APR: Centers

Bulk of data collection◦Operations — actual data of Profile

projection◦Staffing◦Attendance◦Feeder Schools◦Activities◦State Assessment Cross Year◦Teacher Survey

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APR: Centers (Staffing)Number of staff

◦Regular staff (defined schedule and role, on-going basis) NOT individuals working at special or nonrecurring

events

◦Paid/Volunteer Paid by anyone, not just 21stCCLC

◦Category Hierarchy (count each individual once) School-day teachers (include former and substitute teachers) Center administrators and coordinators Youth development workers and other nonschool-day staff with college degree Other nonteaching school-day staff (e.g., librarians, guidance counselors, aides) Parents College students High school students Other community members (e.g., business mentors, senior citizens, clergy) Other nonschool-day staff with some or no college Other

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APR: Staffing

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APR: Centers (Attendance) Number of students, Number of adults

◦ All attendees◦ Regular student attendees (30 days or more)◦ Adults: ongoing and sustained participation (not just special events)

When? ◦ Both summer/school year, only summer, only school year

Racial/Ethnic Group (duplicates allowed) reg/all Gender reg/all Limited English Proficiency reg/all Free or Reduced Price Lunch Eligibility reg/all Special Needs or Disabilities reg/all Grade Level reg/all

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APR: Centers (Feeder Schools)Every center has at least one

feeder school.Report on percentage of center

participants.

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APR: Feeder Schools

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APR: Centers (Activities)List each discrete program that

operated on a defined schedule◦Targeted to students or adult family

members◦Activity type (from Profile)◦Targeted student population

Not at grade level, LEP, truants, special needs, not targeted

◦Activity subject area◦Time provided (weeks, days per week,

hours per day)◦Number of participants

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APR: Centers (State Assessment Cross Year)Regular attendees (30-59, 60-89, 90+ days)Have state assessment scores for last year

and this year for math, reading, or bothState assessment scores

◦National Standard Score, need to know when test taken

◦http://itp.education.uiowa.edu/ia/documents/Proficient.pdf

Look for changes in proficiency levelIf having trouble getting data from school

districts, contact Tim.

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APR: State Assessment Cross YearSelect to report student

assessment data per individual student or aggregated data.

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National Standard Score: Reading

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As of 3/19/2012

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National Standard Score: Reading

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As of 3/19/2012

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APR: Centers (Teacher Survey)Regular attendees (30-59, 60-89, 90+

days)Administer at end of year to a school-day

teacher◦Their opinion on changes in certain behaviors

Turning in homework on time Completing homework to your satisfaction Participating in class Volunteering Attending class regularly Being attentive in class Behaving well in class Performing academically Coming to school motivated to learn Getting along well with other students

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Exceptions PPICS compares your numbers with “typical” numbers Operations: maximum typical numbers

◦ SY Hours Before 13 Summer Hours Weekday 53 ◦ SY Hours During 27 Summer Hours Evening 28 ◦ SY Hours After 26 Summer Hours Weekend 10 ◦ SY Hours Weekend 8 ◦ SY Hours Total 27 Summer Hours Total 53

Staffing: maximum typical numbers◦ SY Paid Staff 37 Summer Paid Staff 27 ◦ SY Volunteer Staff 25 Summer Volunteer Staff 19

Activities: Total activity hours are less than half total hours.   State Assessments, Teacher Survey: The center had regular

attendees but reported no data. Put in a comment explaining situation using “Add Comments”

link.

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Questions?Contact Tim with PPICS questions

◦[email protected]◦Phone: 515/281-3506

Profiles (for all grantees) due July 1, 2014

Data due November 7, 2014◦Flexible◦State certification due December 5,

2014

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