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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 2013-14 Statewide Evaluation Data Collection Report

The 2013–14 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).

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.

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

  • Due Dates
    • The completed Excel workbook must be received by the California Department of Education (CDE) by October 10, 2014. Hard copies of Excel workbooks will not be accepted.
    • Save your spreadsheet using the file name: [Grantee Name] 2013-14 ASP Eval. Submit the electronic file as an e-mail attachment to 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

  • Accountability Data
    • Report All After School Participants
      Grantees must include all after school participants for fiscal year (FY) 2013–14.
    • 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 2013–14.

      The following instructions refer to the 2013–14 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 Number(s) 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:



1. School Name

List each school funded in 2013–14.

2. CDS Code

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

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. Program Intake Date (PID)

Report the date (MM/DD/YYYY) the student entered the after school program at your school, through June 30, 2014. 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, not just the reporting period. For example, if you have a fifth grade student in your ASP in 2013–14, but they started your ASP when they were in third grade, the "Program Intake Date" (PID) 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 (0–8)

Enter the grade level (0–8) of the student during 2013–14. For those attending only summer school or intersession, indicate the grade level following the session. Use the numeric code "0" for kindergarten.

6. Days Attended Regular School

Report how many days the student attended the regular school day during the 2013–14 school year.

7. Days Attended After School Program

Report how many days the student attended the after school program during the 2013–14 school year.

8. Days Attended Supplemental Program

Report how many days the student attended the summer or intersession after school programs during the 2013–14 school year (if applicable).

Questions: After School | | 916-319-0923 
Last Reviewed: Thursday, May 22, 2014

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