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Evaluation Instructions for 21st CCLC & ASES

Instructions on how to report student outcome data for 21st Century Community Learning Centers (CCLC) and After School Education and Safety (ASES) programs.

Instructions for Completing the 2012-13 Statewide Evaluation Data Collection Report

The 2012-13 statewide evaluation data collection report must be completed by all Elementary and Middle School 21st Century Community Learning Centers (CCLC) and After School Education and Safety (ASES) Program grantees (see California Education Code (EC) Section 8484).

If you have questions concerning this data collection, please contact Lisa McClung, Education Programs Consultant, After School Division, by phone at 916-319-0290 or by e-mail at lmcclung@cde.ca.gov.

  1. Due Dates

    • The completed Excel workbook must be received by the California Department of Education (CDE) by October 11, 2013.
    • Save your spreadsheet using the file name: [Grantee Name] 2012-13 ASP Eval. Submit the electronic file as an e-mail attachment to aspeval@cde.ca.gov or on a CD to:

      After School Division
      Annual ASP Evaluation Report
      California Department of Education
      1430 N Street, Suite 3400
      Sacramento, CA 95814-5901


    • Hard copies of Excel workbooks will not be accepted.
  2. Accountability Data

    Note: Do not add additional columns or information on this spreadsheet, and DO NOT SUBMIT STUDENT NAMES.

    1. Report All After School Participants
      Grantees must include all after school participants for fiscal year (FY) 2012-13.

    2. Data Collection
      The lead person for accountability and evaluation should collect school data (e.g., Statewide Student Identifier (SSID), grade, and school attendance) and after school data for each student who participated in the after school program in FY 2012-13.

      The following instructions refer to the 2012-13 Statewide Evaluation Data Reporting form. Do not add additional columns on this spreadsheet. If the information is unknown, leave the cell blank (do not mark N/A).

      Enter the Agency Name and the ASES/21st CCLC Grant ID Numbers in the spaces indicated at the top of the form. This information should match the information for your grant in the ASSIST database.

      List all the schools in your grant on one Excel spreadsheet, under one tab – do not separate each school’s data on different tabs. If your agency has both ASES and 21st CCLC grants, list the schools for both grants on the same spreadsheet, under one tab. The evaluator uses the SSID to group data so it is imperative that you have a 10-digit SSID listed for each student reported on this form. Do not list student names on this report.

      For each student participating in the after school program, required student outcome data consists of:

COLUMN

REQUIRED DATA

1. School Name

List each school funded in 2012-13.

2. CDS Code

List the County-District-School (CDS) code assigned to each school as a 14-digit code, including dashes (XX-XXXXX-XXXXXXX).

3. Statewide Student Identifier (SSID)

Report each student's 10-digit numeric SSID (XXXXXXXXXX). SSIDs are now a state requirement for all students.

Note: Do not list student names on this form.

4. Date of Program Intake

Report the date (MM/DD/YYYY) the student entered the after school program at your school, through June 30, 2013. If the day of the month is unknown, use the first day of the month (MM/01/YYYY).

Note: This is the first day the student started the After School Program (ASP) at your school, e.g., if you have a fifth grade student in your ASP in 2012-13, but they started your ASP when they were in third grade, the "Date of Program Intake" is the date they started the program in third grade. Once this date is established, it doesn’t change if you report this student in your ASP in subsequent years.

5. Grade in School

Enter the grade level of the student during 2012-13. For those attending only summer school or intersession, indicate the grade level following the session. Use the numeric code "0" for kindergarten.

6. Performance Level California Standards Test – English/Language Arts

Report the results of the California Standards Test (CST) for English/language arts in terms of California’s adopted performance levels. Use the numeric codes below to report the performance level for both the baseline year and 2012-13.

1 = Far Below Basic
2 = Below Basic
3 = Basic
4 = Proficient
5 = Advanced

Note: Baseline information should be reported for the school year prior to the date listed in the "Date of Program Intake" column or the first year for which data are available.

  • Using the example in #4 above, baseline CST data would be from the fifth grader’s second grade year (the school year before "Date of Program Intake").
  • Baseline CST data for a student who is in third grade in 2012-13, but started the ASP program in first grade, would be their second grade CST scores (first year for which the data is available).
  • Leave the baseline data blank for students who are in kindergarten, first, and second grade in 2012-13 since they do not take the test.
  • Once the baseline data is established, it doesn’t change if you report this student in your ASP in subsequent years.

7. Performance Level California Standards Test – Mathematics

Report the results of the CST for mathematics in terms of California's adopted performance levels. Use the numeric codes below to report the performance level for both the baseline year and 2012-13.

1 = Far Below Basic
2 = Below Basic
3 = Basic
4 = Proficient
5 = Advanced

Note: Baseline information should be reported for the school year prior to the date listed in the "Date of Program Intake" column or the first year for which data are available.

  • Using the example in #4 above, baseline CST data would be from the fifth grader’s second grade year (the school year before "Date of Program Intake").
  • Baseline CST data for a student who is in third grade in 2012-13, but started the ASP program in first grade, would be their second grade CST scores (first year for which the data is available).
  • Leave the baseline data blank for students who are in kindergarten, first, and second grade in 2012-13 since they do not take the test.
  • Once the baseline data is established, it doesn't change if you report this student in your ASP in subsequent years.

8. English Learner

Indicate if the student is an English learner (under Title III called "limited English proficient"). Use the numeric codes below to report the English learner status for both the baseline year and 2012-13.

0 = No
1 = Yes

Note: Baseline information should be reported for the school year prior to the date listed in the "Date of Program Intake" column or the first year for which data are available.

  • Using the example in #4 above, baseline English learner status data would be from the student's second grade year (the school year before "Date of Program Intake").
  • Leave the baseline English learner status blank for kindergarten students.
  • Once the baseline data is established, it doesn’t change if you report this student in your ASP in subsequent years.

9. Days Enrolled in Regular School Day

Report how many days the student was enrolled in the regular school day for both the baseline year and 2012-13.

Note: Baseline information should be reported for the school year prior to the date listed in the "Date of Program Intake" column or the first year for which data are available.

  • Using the example in #4 above, baseline enrollment data would be from the student’s second grade year (the school year before "Date of Program Intake").
  • Leave the baseline enrollment data blank for kindergarten students.
  • Once the baseline data is established, it doesn't change if you report this student in your ASP in subsequent years.

10. Days Absent from Regular School Day

Report how many days the student was absent from the regular school day for both the baseline year and 2012-13.

Note: Baseline information should be reported for the school year prior to the date listed in the "Date of Program Intake" column or the first year for which data are available.

  • Using the example in #4 above, baseline absent data would be from the student’s second grade year (the school year before "Date of Program Intake").
  • Leave the baseline absent data blank for kindergarten students.
  • Once the baseline data is established, it doesn't change if you report this student in your ASP in subsequent years.

11. Days Attended After School Program during the School Year

Report how many days the student attended the after school program during the 2012-13 school year.

12. Days Attended the Supplemental Program

Report how many days the student attended summer or intersession after school programs during the 2012-13 school year (if applicable).

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