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Statewide 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 Report (SER)?

Answer: No. We are unable to grant time extensions for submission of the SER. Grant payments are 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 SER for each school, or can I combine all of the schools into one report?

Answer: Please list all of the sites covered by your grant on one spreadsheet. Do not separate each school’s data onto different tabs in the same spreadsheet. If you have an After School Education and Safety (ASES) and a 21st Century Community Learning Centers (CCLC) program grant, list all sites for both grants on the same spreadsheet and identify both grant identification numbers at the top.

Statewide Student Identifier (SSID)

Question: What if we do not have an SSID for a student? Can I leave that cell blank?

Answer: SSIDs have been a state requirement for all public school students since 2005, you may not leave that cell blank. The evaluator uses the SSID to group data, so a 10-digit SSID must be listed for each student reported on the SER. Private school students are not required to have an SSID. The site must assign identification (ID) numbers instead to these students, and use the same ID numbers for each year they are reporting that student. For confidentiality reasons, PLEASE Do not list student names on this report.

Program Intake Date (PID)

Question: How do I report the Program Intake Date?

Answer: The program intake date (PID) is the first day the student participated in the after school program at that site. For example, if you have a sixth grade student who started your program when they were in third grade, the PID is the date they started the program in the third grade. However:

Once the PID is established, this date does not change in subsequent years provided the student participates consecutively without interruption of over one year.

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

Standardized Testing and Reporting (STAR)

Note: Assembly Bill 484 was signed into legislation in October 2013, which suspended Standardized Testing and Reporting (STAR) assessments for the current school year. Reporting of STAR data in the form of California Standardized Test (CST) scores will not be required in the 2013–14 SER for ASES, 21st CCLC, and ASSETs programs. Data elements have yet to be determined for the 2014–15 SER.

ASES Supplemental Program

Question: We are participating in Senate Bill 429 and are operating an ASES 6-hour supplemental program 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, “Days Attended 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 funds must be expended by December 31. Since the SER is due in early December for ASSETs, please estimate the total funds to be expended for the fiscal year (FY).

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

Answer: Please use the following formula to calculate per student cost per day:

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


(Revised April 2014)


Questions:   Lisa McClung | | 916-319-0290
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