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Annual Outcome-Based Data Report and CQI

Annual data collection for After School Education and Safety (ASES) and 21st Century Community Learning Centers (CCLC) programs is a requirement of before and after school funding.

California Education Code Section 8484 states that after school programs shall submit Annual Outcome-Based Data Report for Evaluation and a Continuous Quality Improvement (CQI). The ASES and 21st CCLC program grantees that operated during 2016–17 must submit the 2016–17 Annual Outcome-Based Data Report for Evaluation and CQI. The California Department of Education (CDE) may consider these outcomes when determining eligibility for grant renewal.

Completing the Annual Outcome-Based Data Report Tab
Completing the Continuous Quality Improvement Tab
Spreadsheet Template and File Name
How to Deliver the Data File
Due Date


Completing the Annual Outcome-Based Data Report Tab

Data to be Provided

The following information must be reported for only students who participated in the ASES and 21st CCLC programs at schools that received ASES and 21st CCLC after school funds:

  • School Name
  • County-District-School (CDS) Code
  • Statewide Student Identifier (SSID)
  • Days Attended Regular School
  • Days Attended Before School Base
  • Days Attended After School Base
  • Days Attended Before School Summer/Supplemental
  • Days Attended After School Summer/Supplemental 3-Hour Program
  • Days Attended After School Summer/Supplemental 6-Hour Program
Mistakes to Avoid
  • Do not create separate tabs for separate programs.
  • Do not add or delete columns.
  • Do not list student names.
  • Do not create a password for the file.
  • Do not zip the file prior to uploading.
  • Do not put formulas in the cells. 

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Completing the Continuous Quality Improvement Tab

Data to be Provided

The following information must be reported on the CQI tab for each school site where ASES/21st CCLC funds are used to operate after school program(s) in 2016–17. More detailed instructions are provided in the spreadsheet template. (Here are summary instructions of what needs to be reported.)

There should be one line for each school.

School Site identification

A column is provided for 14–digit CDS Code for each school site.

Quality Standards

Twelve columns are provided, one for each of 12 Quality Standards. For each CDS code, indicate which quality standard(s) each school site is engaged in improving, by placing a number "0" through "4" indicating the most advanced phase achieved for each quality standard.

Every Standard column should have one number in it (0, 1, 2, 3, or 4). Do not leave any Standard columns blank.

Stakeholders

Fourteen columns are provided, one each to identify stakeholders involved in the CQI process at each school site. For each stakeholder column, place a "1" to indicate that a stakeholder participated in the CQI process, or a "0" if this stakeholder type did not participate in the CQI process. Select and report stakeholders based on their cumulative involvement in all standards you selected for improvement.

Every stakeholder column should have a"1" or a "0" in it.

Do not leave any Standard columns blank.

Program Engagement

A column is provided to summarize site level engagement progress for quality improvement efforts at the site. Indicate the highest level of program engagement as of June, 2017 by placing a number (1, 2, 3, or 4) in the column.

Reminder, this is a summary of the required information. More detailed instructions for each tab are provided in the spreadsheet template.

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Spreadsheet Template and File Name

2016–17 Outcome-Based Data and CQI Template for ASES and 21st CCLC (XLS) Instructions included in this template.

Save the spreadsheet using the file name: (Grantee Name) 2016–17 ASPEVAL.

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How to Deliver the Data File

Files will be delivered using the CDE's exFiles File Transfer System. Directions on uploading, encrypting, and transferring files will be provided by e-mail.

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Due Date

Data file must be received by the CDE by Friday, October 13, 2017.

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Questions:   Expanded Learning Division | expandedlearning@cde.ca.gov | 916-319-0923
Last Reviewed: Friday, June 30, 2017