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Statwide Evaluation Frequently Asked Questions

Frequently asked questions for the Statewide Evaluation.

Time Extensions

Question: Can a time extension be granted for submission of the Statewide Evaluation Data Report?

Answer: We are unable to grant time extensions for submission of the Statewide Evaluation Data Report. Please be advised that scheduled grant payments will be withheld until the report is received and the data is cleared by our office.

General Reporting

Question: Are all after school participants required to be reported, even if they only attended a few days of the program?

Answer: Yes. Grantees are required to report all of their after school participants, regardless of how many days they attended and what amount of data is available.

Question: I have multiple schools in my grant. Do I need to submit a different Statewide Evaluation Data Report for each school, or can I combine all of the schools into one report?

Answer: Please list all the sites covered by your grant on one Statewide Evaluation Data Report spreadsheet under one tab. Do not separate each school’s data onto different tabs. If your agency has both the After School Education and Safety (ASES) and 21st Century Community Learning Centers (CCLC) Program grants, list the sites for both grants on the same spreadsheet under one tab.

Statewide Student Indentifier (SSID)

Question: What if we do not have an SSID, how do I report the student?

Answer: SSIDs have been a state requirement for all public school students since 2005. The evaluator uses the SSID to group data, so a 10-digit SSID must be listed for each student reported on the Statewide Evaluation Data Report.

However, an exception applies to private school students. Private school students do not have an SSID assigned to them. You must assign an identification (ID) number instead to these students and use that same ID number for that student each year you report them on the Statewide Evaluation Data Report. For confidentiality reasons, PLEASE Do not list student names on this report.

Question: How do I report students enrolled in private schools? They do not have an SSID and do not take or participate in California Standard Tests (CST) and Standardized Testing and Reporting (STAR).

Answer: According to the 21st CCLC Request for Application (RFA), "Schools that do not participate in STAR (in other words, private schools) must state what alternative methods they will use to document students' academic achievement, and describe how those alternative methods are comparable to the STAR Program." You must ask the private schools what they indicated in their RFA––usually results from the Iowa Tests of Basic Skills––and report this information to us. Since these students do not have an SSID, we require that the private schools assign an ID number to these students and use that same ID number when they report these students in subsequent years.

Date of Program Intake

Question: What is the date of program intake?

Answer: There has been some confusion regarding the date of program intake. One way the ASD evaluates the impact of a program (for example, assessment results, attendance, etc.) is to compare student performance prior to participating in the program to performance after having been in the program. Therefore, for every student, you are required to report the date of program intake, which is the first day the student participated in the after school program (ASP) at the student’s current school. If you have a fifth grade student, for example, in your ASP in 2012-13, who started your ASP when they were in third grade, the date of program intake is the date they started the program in third grade. However:

Once the date of program intake is established, this date does not change if you report this student in your ASP in subsequent years, provided the student participates consecutively without interruption.

Note: (1) If the original date of program intake is not available, please make an attempt to provide the best approximation possible. (2) The date of program intake is not the current year unless this is the student’s first year in the program.

Question: What is the date of program intake if a student skipped a year in the program?

Answer: If a student skipped a year in the program, please use the first day when they returned as the new date of program intake. For example, John Smith attended the ASP in first and second grade. He skipped participation in third grade, and is now in fourth grade. The date of program intake would be the first day John attended the ASP in fourth grade.

Baseline CST Data

Question: What is the baseline CST data requirement? Specifically, what year is reported as baseline?

Answer: Baseline CST data is defined as the year before the date of program intake or the first year data is available. To determine the baseline CST data, look at the date you reported in Column 4, Date of Program Intake. Baseline CST information should be reported for the school year prior to the date listed in the date of program intake or the first year for which data is available. For example:

Question: How is baseline CST data reported for ninth grade students participating in the ASP? Many students attend high school in an entirely different district than their elementary/middle school district. It is also the same issue with charter and magnet schools.

Answer: If eighth grade baseline CST data is available for a ninth grade student, then report the information as baseline. Otherwise, leave the cell blank.

Question: If a student transfers in from another district, how do I report his or her baseline CST data?

Answer: If the baseline CST data is available for that student, then report it. Otherwise, leave the cell blank.

English Learners

Question: If a student has been re-designated as Fluent English Proficient (R-FEP), do we use the numeric code “0?”

Answer: Yes, you would enter “0”, since that student is no longer considered an English Learner (EL) with Limited English Proficiency. If a student is still designated as an EL, then you would enter “1.”

ASES Supplemental Program

Question: We are participating in Senate Bill 429 and are operating an ASES 6-hour supplemental ASP instead of a 3-hour program. How do we report our statewide data?

Answer: ASES supplemental program grant recipients may operate the after school supplemental grant program as either a 3-hour program or a 6-hour program. Since the number of days attended is what is reported in Column 12, Days Attended the Supplemental Program, you would simply report how many days a student attended the 6-hour supplemental program.

After School Safety and Enrichment for Teens (ASSETs)

Question: ASSETs funds must be expended and reported by December 31. How can we compute the average cost per student per day, if the site has not submitted their final expenditure report?

Answer: Grantees have 18 months to expend ASSETs funds and must be expended by December 31st. Since the Statewide Evaluation Data Report is due in early December, please estimate the total funds to be expended for the FY.

Question: How do I calculate the average cost per student per day for ASSETs funded services for the FY based on a 3-hour day for 180 days (540 hours) per school year?

Answer: Average Cost per Student per Day =

Total FY expenditures [actual or estimated] divided by
Total number of students served in FY (Cumulative total of daily attendance counts for the reporting period)

Multiplied by

540 hours divided by
Total hours of operation in FY

Frequently Asked Questions (DOC)

(rev. 07/13)

Questions:   Lisa McClung| | 916-319-0290
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